5/13/2014 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
2014 May 13,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
V-verbal
M -material
1.CALL TO ORDER V
2.O CANADA V
3.SPECIAL MUSICAL PRESENTATION -New Sarum Public School Band
4.APPROVAL OF AGENDA V
5.OFFICIAL RECORD M
6.RECOGNITIONS -none
7.CONFLICTS OF INTEREST V
8.CHAIR'S ANNOUNCEMENTS V
9.DIRECTOR'S ANNOUNCEMENTS V
10.PUBLIC INPUT -none
11.ADMINISTRATIVE PRESENTATIONS -none
12.MINUTES OF THE 2014 APRIL 22 REGULAR BOARD MEETING M
a.Confirmation of Minutes
b.Business Arising from Minutes
13.STUDENT TRUSTEES'UPDATE V
14.REPORTS FROM THE ADMINISTRATION
a.Report of the North-West Oxford Elementary Accommodation Review M
Committee
b.North-West Oxford Elementary Accommodation Review Committee -M
Minority Report
c.Senior Administrative Response to the Central London Elementary ARC M
(Bishop Townsend,Lord Roberts French Immersion.Lome Avenue and
St.George's Public Schools)
d.Musical Instrument Investment Update M
e.2012-13 Gifts/Donations to Schools M
15.REPORTS FROM COMMITTEES
a.First Nations Advisory Committee,2014 April 15 M
b.Audit Committee,2014 April 15 M
c.Budget Advisory Committee,2014 April 16 M
d.Policy Working Committee,2014 April 22 M
e.Trustee Professional Development Committee,2014 April 22 M
f.Chairs'Committee,2014 May 6 M
g.Budget Advisory Committee,2014 May 6 M
h.Committee of the Whole »In Camera,2014 May 13 V
16.COMMUNICATIONS
a.Ontario Public School Boards'Association (OPSBA)-Update V
b.Ministry of Education Re Student Injury Prevention Initiative M
17.NOTICE OF MOTION -none
18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN
19.ADDITIONAL ITEMS
20.QUESTIONS/COMMENTS BY MEMBERS
21.ADJOURNMENT
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING OF
2014 MAY 13,7:05 P.M.
BOARD ROOM,EDUCATION CENTRE
The Board met In regularsession on2014 May 13 inthe Board Room at the Education Centre,meeting in
public session at 7:05 p.m.The following were in attendance:
TRUSTEES ADMINISTRATION AND OTHERS
R.Tisdale (Chair)0.Idlbe L Elliott V.Nielsen (-8:50)
J.Bennett P.Jaffe K.Dalton S.Powell
R.Campbell B.McKinnon J.Pratt B.Sonier (-8:50)
D.Clark S.Polhill >C.Beal K.Wilkinson (-8:50)
J.Coghlln M.Reld R.Culhane (-8:50)K.Bushell (-8:50)
G.Hart J.Todd K.Edgar B.Williams
W. Huff(+8:05)C.Tully D.MacPherson K.Young
M. Moynihan (-8:50) K.Aitken (-8:50)
Regrets:H.Coker (-8:15)
T.Grant
1.CALL TO ORDER
Board Chair R.TIsdale called the meeting to order at 7:05 p.m.
2./3.O CANADA AND MUSICAL PRESENTATION
The appreciation of the Board was extended to New Sarum Public School Senior Orchestra for their
performance and to Conductor C.Fedarowski for leading in the singing of O Canada and performing
three musical selections.
4.APPROVAL OF AGENDA
The agenda was approved on motion of J. Coghlln,seconded by R.Campbell.
5.OFFICIAL RECORD
B.Williams,Supervisor,Corporate Services,read the following official record Into the minutes:
"We regret to record the death of Robbie Stilson,an 8-year-old student at Ashley Oaks Public
School on April23."
6.RECOGNITIONS -none
7.CONFLICTS OF INTEREST -No conflicts of interest were declared.
8.CHAIR'S ANNOUNCEMENTS
Chair TIsdale advised that she attended an Alumni Awards Banquet on May 10.She congratulated
Student Trustee D.Idlbe who was the recipient of the Student Trustee Alumni Leadership Award that
celebrates leadership,innovation,cooperation and perseverance within the province of Ontario.
Student Trustee Idlbe received a $1,000 scholarship from the Ontario Student Trustees'Association.
9.DIRECTOR'S ANNOUNCEMENTS
a.Minister's Student Advisory Council
Director Elliott recognized a student from Bonaventure Meadows Public School noting the student
was selected as a member of the 2014-2015 Student Voice -Minister's Student Advisory Council.
Supt.S. Powell added that Itis an honour for this Grade 6 student to represent TVDSB,being the
youngest student to submit an essay and win.
2014 May 13...2
9.DIRECTOR'S ANNOUNCEMENT-cont'd
b.Capital Funding Update
Exec.Officer K.Bushel!provided an update on Capital Funding priorities.
TVDSB received Ministryfunding for the new Tillsonburg elementary school scheduled to open
September 2015.Projects at Annandale and South Ridge Public Schools to Include expansion
and enhancements are also undenn/ay.
The Ministryof Education indicated there is potential funding in 2016/17 for the acquisition of a
site in north London.
Capital funding for renovations at Dunwich-Dutton and Aldborough Public Schools have been
denied.Those projects will be reviewed and brought back to the Board for further discussion.
10.PUBLIC INPUT -none
11.ADMINISTRATIVE PRESENTATIONS -none
12.MINUTES OF THE 2012 BOARD MEETING
a.CONFIRMATION OF MINUTES
The minutes of the Regular Board Meeting of 2014 April22 was adopted on motion of J.Bennett,
seconded by M. Reid.
b.BUSINESS ARISING FROM MINUTES -none
13.STUDENT TRUSTEE'S UPDATE
Student Trustee C. Tully advised that two new Student Trustees were elected for the 2014-2015
school year.Goodness Osih of LondonCentral Secondary School will represent secondary students
from the Cityof London and Eric Muellejans of Strathroy DistrictCollegiate Institute will represent the
secondary students of Elgin,Middlesex and Oxford counties.
Student Trustee D. Idibe advised that she and Student Trustee Tully attended the Annual General
Meeting of the Ontario Student Trustees Association.
14.REPORTS FROM THE ADMINISTRATION
a.Report of the North-West Oxford Elementary Accommodation Review Committee
Trustee G. Hart presented the report of the North-West Oxford Elementary Accommodation
Review Committee (Appendix A).The report is the result of the work of the North-West Oxford
Elementary ARC addressing accommodation at A.J.Baker,Thamesford,West Missouri and Zorra
Highland Park Public Schools.The report outlines the various meetings that were held.
Senior Administration will provide its response to the Board on 2014 May 27.Public Input is
scheduled for 2014 September 23 and the decision of the Board will be 2014 October 14.
b.North-West Oxford Elementary Accommodation Review Committee -Minority Report
Chair Tisdale acknowledge that Bonnie Le Maire and Jodi McGuffin submitted a written Minority
Report of the North-west Oxford Elementary Accommodation Review Committee.
2014 May 13...3
14.REPORTS FROM THE ADMINISTRATION -cont'd
c.Senior Administrative Response to the Central London Elementary ARC (Bishop
Townsend,Lord Reports French Immersion,Lome Avenue and SL George's Public
Schools)
Chair Tisdale provided an overview of the recommendations brought forward by Senior
Administration on 2013 March 26.Those recommendations were defered to the 2013 June 11
Board meeting to allow time for the 60 day time period allowed In the accommodation review
process.At that meeting, the recommendations were again deferred to allowfurther time to look
at the potential for community partnerships and for a decision to be made at the 2013 November
26 Board meeting.At that time, a motion was put forward that a portion of Lome Avenue Public
School not required for the housing of students and programming and the existing daycare was
declared surplus.Senior Administration was directed to prepare a proposal which would be
circulated to preferred entities under Ontario Regulation 444/98 that would address Terms and
Conditions to ensure student safety,to be fiscally responsible,and to detail suitable uses of the
surplus space.
There were two conditions in that proposal of which trustees were made aware.The first was a
Funding and Project Agreement that dealt with the necessity of any offer brought fonward.Any
offer was required to cover the cost to move program space into the new consolidated school and
to address any issues related to current building code.
There was also a Land Use Agreement.This dealt with the restriction of use of the facility. It
allowed the Board to determine the appropriate use of the facility that would be adjacent to an
operating elementary school.
The Board did receive one offer.It was not compliant with the two key conditions that were
stipulated within the proposal and mandatory in order for it to be considered by the Board.Those
conditions were struck out and the Board was not able to consider that offer.The Board met with
representatives from the City of London on April 9 to return the non-compliant offer and to explain
the conditions and the reasons they were required and necessary.Timing considerations were
also discussed at that time as per the Board's policies and procedures and Board Bylaws.
No further communication was received from the City of London until approximately 12:00 noon
on 2014 April 30.There was an approved Board motion in place that stated that If the Board was
unable to negotiate a satisfactory sale or lease of the surplus space with a preferred entity by
2014 April 30,Lome Avenue Public School will be closed as of 2015 June 30.
Chair Tisdale confirmed by the wording of that motion,the remaining half of Lome Avenue Public
School will close as of 2015 June 30. It did not require a further vote or consideration by the
Board.
The motion passed on 2013 November 26 further indicated that the Board would delay declaring
the other half of the building surplus,unless othen/vise directed by the Board,until 2015 June 30.
This will allow the Board to explore altemative plans for the use of the facility by the Board,The
City of London and/or other community agencies;the school would not be operating as an
elementary school.
The following are the deferred recommendations from the 2013 November 26 meeting in
response to the Central London Elementary Accommodation Review Committee.
The following recommendations were moved by P.Jaffe,seconded by M.Reid and earned.
2014 May 13...4
14.REPORTS FROM THE ADMINISTRATION -cont'd
That Lome Avenue Public School students be accommodated at Bishop Townshend and
St.George's Public Schools as of 2015 September 01,based on the boundaries presented
during the ARC process.
That the following attendance boundary of Bishop Townshend Public School be approved
for 2015 September 01:
a.That the boundary for Bishop Townshend Public School,effective 2015 September
01,commence at the Intersection of the centre line of Adelaide Street North and
the railway tracks;thence,commencing In a north-easterly direction along the
railway tracks to the intersection of the centre line of Elizabeth Street and the
railway tracks;thence,in a northerly direction along the centre line of Elizabeth
Street to the intersection of the centre line of Elizabeth Street and the centre line of
Oxford Street East;thence,in an easterly direction along the centre line of Oxford
Street East to the Intersection of the centre line of Highbury Avenue North and the
centre line of Oxford Street East;thence,in a southerly direction along the centre
line of Highbury Avenue North to the Intersection of the centre line of Dundas
Street and the centre line of Highbury Avenue North;thence,In a westerly direction
along the centre line of Dundas Street to the Intersection of the railway tracks and
the centre line of Dundas Street;thence.In a southerly direction along the railway
tracks perpendicular to the railway tracks running east/west;thence In a westerly
direction along the railway tracks to the intersection of the centre line of Egerton
Street and the railway tracks;thence,in a southerly direction along the centre line
of Egerton Street and the railway tracks;thence,In a north-westerly direction along
the railway tracks to the intersection of the centre line of Adelaide Street North and
the railway tracks;thence,in a northerly direction along the centre line of Adelaide
Street North to the intersection of the railway tracks and centre line of Adelaide
Street North.
b.That the following attendance boundary for St.George's Public School be
approved for 2015 September 01:
That the boundary for St.George's Public School,effective 2015 September 01,
commence at the intersection of the centre line of Adelaide Street North and the
centre line of Cheapslde Street;thence,In a westerly direction along the centre line
of Cheapslde Street to the Intersection of the centre line of Waterloo Street and the
centre line of Cheapslde Street;thence.In a southerly direction along the centre
line of Waterloo Street to the intersection of the centre line of Grosvenor Street and
the centre line of Waterloo Street;thence,In a westerly direction along the centre
line of Grosvenor Street to the Intersection of the centre line of St.George Street
and the centre line of Grosvenor Street;thence,In a south-westerly direction to the
Thames River;thence,In a southerly direction along the Thames River to the
intersection of the centre line of Oxford Street West and the Thames River;thence,
in an easterly direction along Oxford Street East to the Intersection of the centre
line of Richmond Street and the centre line of Oxford Street East;thence,in a
south>easterly direction along the centre line of Richmond Street to the
intersection of the centre line of Dundas Street and the centre line of Richmond
Street;thence,in a westerly direction along the centre line of Dundas Street to the
intersection of the centre line of Ridout Street North and the centeriine of Dundas
Street;thence.In a southerly direction along the centre line of Ridout Street North
to the Intersection of the railway tracks and the centre line of Ridout Street North;
thence,in a northwesterly direction along the railway tracks to the Intersection of
the centre line of Adelaide Street North and the railway tracks;thence.In a north
westerly direction along the centre line of Adelaide Street North to the Intersection
of the centre line of Cheapslde Street and the centre line of Adelaide Street North.
/
V.
2014 May 13...5
14.REPORTS FROM THE ADMINISTRATION cont'd
That a permanent addition,renovations and enhancements of program space be
constructed to meet TVDSB standards for Bishop Townshend Pubiic School as of 2015
September 01,contingent upon Ministry approval of capital funding.
That St George's Public School receive site alterations to its parking facilities to meet
TVDSB standards as of 2015 September 01.
That Senior Administration initiate discussions with the London YMCA,the current
child care provider,exploring the possibility of relocating the program from Lome
Avenue Public School to Bishop Townshend Pubiic School as per the Ontario Ministry
of Education Memorandum (2012:B3)"Interim Policy Regarding Capital Funding to
Replace Child Care Spaces in Replacement Schools."
That a Design Committee be established with the communities affected to assist in the
design of the consolidated Bishop Townshend Public Schooi.
That a Naming Committee be established for the consolidated Bishop Townshend
Public School.
In response to a question,it was noted that the Board only received one offer prior to the
deadline.
It was confirmed that Southwestern Ontario Student Transportation Services declared the
Quebec Street Bridge and the railroad tracks south of St.George's Public School a hazard to
student safety.As a result,the students attending their designated school (St.Georges or Bishop
Townsend Public Schools)will be bussed.
Director Elliott advised that that a report on the potential uses of Lome Avenue Public School by
TVDSB will come forward to the 2014 June 10 Board meeting.
d.Musical instrument Investment Update
Supt. V. Nielsen presented a report regarding the special funding received for musical instrument
replacement for 2013-2014.
An investment of $250,000 was approved by Trustees for the replacement of aging musical
instruments inTVDSB schools in 2013-2014.This allocation represents the first year Inan
intended five year plan for instrument replacement with an additional allocation of $250,000.00
per year from 2014-2015 to 2017-2018.This initial investment has been greatly appreciated by all
elementary and secondary schools.All schools were invited to submit requests for replacement
equipment.
Inthis first year,$144,678.32 has been allocated to replacement instruments in elementary
schools and $103,645.38 in secondary schools,for a total of $248,323.70.All schools which
submitted requests received instruments.While there were some schools which did not make any
submissions in this first year,it is expected that over the five years funding window that any
variations will balance.
The Musical Instrument Repair and Replacement Committee led by Learning Coordinator Helen
Coker was comprised of: 4 Secondary Music Teachers;6 Elementary Music Teachers;1
Secondary School Administrator;1 Elementary School Administrator and a Learning Supervisor.
2014 May 13...6
14.REPORTS FROM THE ADMINISTRATION -cont'd
e.2012-13 Gifts/Donations to Schools
Associate Director K. Dalton provided the annual report summarizing the activities related to
Gifts/Donations to schools during the 2012-2013 school year.
A summary report for both elementary and secondary schools of the Gifts/Donations to schools
that were processed during the 2012-13 school year was provided.A total of $1,998,867.99 was
received:
•$1,331,264.55 for elementary;and
•$667,603.44 for secondary.
Major areas that received funding Include:
Technology &Software $467,465.34
Playground &Outside Areas 367,768.87
Phys.Ed &Athletics 296,715.03
Library &Literacy 158,843.72
Nutrition Programs 112,936.74
The Board recognized the significant work and money raised by the many parent groups
including Home &School Associations,School Councils and Parent Teacher Associations.
15.REPORTS OF COMMITTEES
a.Report of the First Nations Advisory Committee,2014 April 15
Trustee Huff referred to the written report of the First Nations Advisory Committee as attached
(Item A)and provided to Tnjstees in advance of the Board meeting.
b.Report of the Audit Committee,2014 April 15
Trustee G. Hart referred to the written report of the Audit Committee as attached (Item B)and
provided to Trustees in advance of the board meeting.
The following recommendation was moved by G. Hart,seconded by J.Todd.
That the Board submit the Summarized Annual Report of the Audit Committee for the
year ended 2013 August 31 to the Ministry of Education.
c.Report of the Budget Advisory Committee,2014 April 16
Trustee Coghlin referred to the written report of the Budget Advisory Committee as attached (Item
C)and provided to Trustees in advance of the Board meeting.
d.Report of the Policy Worlcing Committee,2014 April 22
Trustee Bennett refen-ed to the written report of the Policy Worthing Committee as attached (Item
D)and provided to Trustees in advance of the Board meeting.
The following recommendation was moved by J.Bennett,seconded by B.WIcKinnon.
That the Expense Reimbursement-Trustees policy be approved.
e.Report of the Trustee Professional Development Committee,2014 April 22
Trustee McKlnnon referred to the written report of the Tnjstee Professional Development
Committee as attached (Item E)and provided to Trustees in advance of the Board meeting.
2014 May 13...7
15.REPORTS FROM COMMITTEES -cont'd
The following recommendation was moved by B.McKlnnon,seconded byP.Jaffe.
That since there were adequate funds available,the requests submitted for funds from
the pooled PD money after April 01,2014 be approved.
f.Report of the Chairs'Committee,2014 May 6
Trustee Hartreferred to the writtenreport ofthe Chairs' Committee as attached (Item F) and
provided to Trustees in advance of the Board meeting.
g.Report of the Budget Advisory Committee,2014 May 6
Trustee Coghlln referred to the written report of the Budget Advisory Committee (Item G)and
provided to Trustees in advance of the Board meeting.
h.Report of the Committee of the Whole -In Camera,2014 May 13
Trustee Hart reported that the committee met in camera from 5:05 p.m. to 6:30 p.m.and from
8:50 p.m. to 9:35 p.m.The committee discussed confidential legal,negotiation,persona!and
property matters.
The following recommendation was moved by G. Hart,seconded by J. Coghlln and carried:
That the motions approved at the in-camera session relating to legal and personal
issues be approved.
16.COMMUNICATIONS
a.Ontario Public School Boards'Association
Chair Tisdale advised that the Board of Directors meeting was held on 2014 May 10.Information
relating to EQAO and amendments to the constitution and policy resolutions was discussed.The
Annual General Meeting will be held July 3-5 at the Sheraton on the Falls Hotel in Niagara Falls.
b.Ministry of Education Re Student Injury Prevention initiative
The Board received correspondence from the Ministry of Education regarding the Student Injury
Prevention Initiative and recent updates on recent health and safety initiatives the Ministry of
working on with Its partners.
17.NOTICE OF MOTION -none
18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
19.ADDITIONAL ITEMS -none
20.QUESTIONS/COMMENTS BY MEMBERS
Trustee Hart attended the Community Access for Everyone (CAF^)conference.TVDSB was
recognized for Its work with The City of London.
Trustee Bennett congratulated principals,staff and students for their participation in Education Week.
Trustee Bennett extended an Invitation toTrusteesto attend the 13*"annual birthday party ofthe
Safety Village on June 1 from 12:00 p.m. to 4:00 p.m.
At 8:50 p.m., a motion to move in camera was moved by D. Clark,seconded by 3.Polhill and carried.The
committee reconvened in public session at 9:35 p.m.
21.ADJOURNMENT
The meeting adjourned at 9:35 p.m.on motion of J.Todd,seconded by B
Confirmed:"^
Chairperson
2014 May 13...8
SUMMARY OF APPROVED RECOMMENDATIONS OF 2014 MAY 13
That Lome Avenue Public School students be accommodated at BishopTownshend and St. George's
Public Schools as of2015 September 01,based on the boundaries presented during the ARC process.
That the following attendance boundary of Bishop Townshend Public School be approved for 2015
September 01:
a.That the boundary for Bishop Townshend Public School, effective 2015 September 01,
commence at the intersection of the centre line of Adelaide Street North and the railway
tracks;thence,commencing In a north-easterly direction along the railway tracks to the
intersection of the centre line of Elizabeth Street and the railway tracks;thence,in a
northerly direction along the centre line of Elizabeth Street to the intersection of the
centre line of Elizabeth Street and the centre line of Oxford Street East;thence,in an
easterly direction along the centre line of Oxford Street East to the intersection of the
centre line of Highbury Avenue North and the centre line of Oxford Street East;thence,in
a southerly direction along the centre line of Highbury Avenue North to the Intersection of
the centre line of Dundas Street and the centre line of Highbury Avenue North;thence,in
a westerly direction along the centre line of Dundas Street to the intersection of the
railway tracks and the centre line of Dundas Street;thence,in a southerly direction along
the railway tracks perpendicular to the railway tracks running east/west;thence in a
westerly direction along the railway tracks to the intersection of the centre line of Egerton
Street and the railway tracks;thence,in a southerly direction along the centre line of
Egerton Street and the railway tracks;thence,in a north-westerly direction along the
railway tracks to the Intersection of the centre line of Adelaide Street North and the
railway tracks;thence,in a northerly direction along the centre line of Adelaide Street
North to the Intersection of the railway tracks and centre line of Adelaide Street North.
b.That the following attendance boundary for St.George's Public School be approved for
2015 September 01:
That the boundary for St.George's Public School,effective 2015 September 01,
commence at the intersection of the centre line of Adelaide Street North and the centre
line of Cheapside Street;thence,in a westerly direction along the centre line of
Cheapside Street to the intersection of the centre line of Waterloo Street and the centre
line of Cheapside Street;thence,in a southerly direction along the centre line of Waterloo
Street to the intersection of the centre line of Grosvenor Street and the centre line of
Waterloo Street;thence,in a westerly direction along the centre line of Grosvenor Street
to the intersection of the centre line of St.George Street and the centre line of Grosvenor
Street;thence,in a south-westerly direction to the Thames River;thence,in a southerly
direction along the Thames River to the intersection of the centre line of Oxford Street
West and the Thames River;thence,in an easterly direction along Oxford Street East to
the intersection of the centre line of Richmond Street and the centre line of Oxford Street
East;thence,in a south-easterly direction along the centre line of Richmond Street to the
intersection of the centre line of Dundas Street and the centre line of Richmond Street;
thence,in a westerly direction along the centre line of Dundas Street to the intersection of
the centre line of Ridout Street North and the centerline of Dundas Street;thence,in a
southerly direction along the centre line of Ridout Street North to the intersection of the
railway tracks and the centre line of Ridout Street North;thence,in a northwesterly
direction along the railway tracks to the intersection of the centre line of Adelaide Street
North and the railway tracks;thence,in a north-westerly direction along the centre line of
Adelaide Street North to the Intersection of the centre line of Cheapside Street and the
centre line of Adelaide Street North.
2014 May 13...9
That a permanent addition,renovations and enhancements of program space be constructed to meet
TVDSB standards for Bishop Townshend Public School as of 2015 September 01,contingent upon
Ministry approval of capital funding.
That St.George's Public School receive site alterations to its parking facilities to meet TVDSB standards
as of 2015 September 01.
That Senior Administration Initiate discussions with the London YMCA,the current child care provider,
exploring the possibility of relocating the program from Lome Avenue Public School to Bishop Townshend
Public School as per the Ontario Ministry of Education Memorandum (2012:B3)'Interim Policy Regarding
Capital Funding to Replace Child Care Spaces in Replacement Schools."
That a Design Committee be established with the communities affected to assist in the design of the
consolidated Bishop Townshend Public School.
That a Naming Committee be established for the consolidated Bishop Townshend Public School.
That the Board submit the Summarized Annual Report of the Audit Committee for the year ended 2013
August 31 to the Ministry of Education.
That the Expense Reimbursement -Trustees policy be approved.
That since there were adequate funds available,the requests submitted for funds from the pooled PD
money after April 01,2014 be approved.
That the motions approved at the in-camera session relatingto legal and personal Issues be approved.
Item A
REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE MEETING
MEMBERS
W. Huff (Chair)
B.McKinnon,Trustee
D.Grosbeck,Chippewas of the Thames (-4:17)
S.Smith,Oneida Nation of the Thames
L.Nicholas,Munsee-Delaware Nation (+3:22)
M.Burch,Chippewas of the Thames
C.Thomas,Munsee-Delaware Nation (+3:39)
Regrets:
M.Reld,Trustee
1.CALL TO ORDER
The meeting convened at 3:16 p.m. in the Board room at Oneida Political Office,Oneida Nation of the
Thames.
2014 April 15
3:15-5:10 p.m.
ADMINISTRATION AND OTHERS
K,Wilkinson,Superintendent of Student Achievement
K.Aitken,Corporate Services
D.Chisholm,Vice Principal,Saunders SS
J.Copeland,Principal,Thames SS
M.Ferdinand,Coordinator School Counselling and
Social Work
K.Furlong,Learning Supervisor
J.Fitzsimmons,Principal,Lambeth PS
P.McKenzie,Principal, H.B.Beal Secondary SS
R.Oakley-Law,Principal,Delaware Central PS
P.Thompson,Principal,Saunders SS (+3:32)
Guests:
R.Jackson,Oneida Nation of the Thames
K.Bogue,H.B. Beal SS (-3:48)
D.Pasic,H.B. Beal SS (-3:48)
2.APPROVAL OF AGENDA -The agenda was approved as printed.A request to add Tuition
Agreements as a future Agenda item was noted.
3.CONFLICTS OF INTEREST-none
4.REPORT OF MEETING -2014 MARCH 18 -provided for information
5.BUSINESS ARISING FROM MINUTES -none
6.LEARNING SUPPORT SERVICES UPDATE
Supt.K.Wilkinson referred to the Learning Support Services update distributed to members and
noted that the four schools involved in the First Nations,M^tls and Inuit Collaborative Inquiry would
like to present their inquiry work at the next FNAC meeting.Learning Supervisor K.Furiong provided
a detailed oven/lew of the report (Appendix FNMl 1)and highlighted the upcoming celebration of work
by students as a result of the FNMl Cultural Competency Learning Circle.Members are invitedto
attend the session on June 5 at the Education Centre,in the Thames Room from 1:00 p.m. to 5:00
p.m.
A request for data collection and best practices on the current initiatives,as well as TVDSB staff
training and whether or not it is effective was made.A breakdown of funding for initiatives from
September 2013 forward was also requested for members to take back to their community.
a.Presentation on the Martin Aboriginal Youth Entrepreneurship Program
Principal P.McKenzie introduced D.Pasic and K.Bogue who provided a detailed overview of the
AboriginalYouth Entrepreneurship Program which Is an initiative supported by a partnership with
the Ministryof Education and the Martin Aboriginal Education Initiative.The program will begin in
September 2014 at H.B.Bea!Secondary School and Involves Grades 11 &12 Native
Entrepreneurial Studies courses that will be part of a Specialist High Skills Major in Business.
There is no pre-requlsite.As this is a project-based program centered on real life applications
there are no tests or exams.The certifications offered through this program are industry standard
and fully funded for students.
6.LEARNING SUPPORT SERVICES UPDATE -cont'd
H.B.Beal Secondary School isactively looking formentors.Abrochurewas distributed and any
interested individuals or businesses that can provide resources,guest speakers or mentors are
asked to contact Principal McKenzie,D.Pasic or K.Bogue.
b.Our Shared Experience Consultation on Next Steps Planning Wtieels
Supt.Wilkinson referredto the PlanningWheels following the consultationand collaboration of
the workinggroups at the March 18 meeting. Next steps include members reviewing the
Planning Wheels indetail withtheir respective communities. A more fulsome discussion and
detailed overview will be discussed at the May 20 meeting.
Concern was raised regarding the voice of urban Aboriginal representatives,specifically those
students not included in the Tuition Agreement.Supt.Wilkinson added that she continues to
collaborate with The 4"*R,N'Amerind Friendship Centre,Southwestern Ontario Aboriginal Health
Access Centre,as well as Fanshawe College to consult with urban Aboriginal representatives.
The Board Is also in discussion with Fanshawe College regarding a School Within a College
program geared specifically for FNMI students.
7.PRINCIPALS'UPDATE
a.Delaware Central Public School
Principal R.Oakley-Law referred to the written report as attached (Appendix FNMI 2)and
provided to the Committee in advance of the meeting regarding FNMI students at Delaware
Central Public School.
b. H.B.Beal Secondary School
Principal P.McKenzie refen-ed to the written report as attached (Appendix FNMI 3)regarding
FNMI students at H.B.Beal Secondary School.
c.Lambeth Public School
Principal J.Fitzslmmons referred to the written report as attached (Appendix FNMI 4)and
provided to the Committee in advance of the meeting regarding FNMI students at Lambeth Public
School.
d.Saunders Secondary School
Principal P.Thompson referred to the written report as attached (Appendix FNMI 5) and provided
to the Committee in advance of the meeting regarding FNMI students at Saunders Secondary
School.
e.Thames Secondary School
Principal J.Copeland referred to the written report as attached (Appendix FNMI5)and provided
to the Committee in advance of the meeting regarding FNMI students at Thames Secondary
School.
8.COMMUNITY UPDATE
a.Chippewas of the Thames First Nation
M.Burch noted that students at Antler River Elementary are using webcams to communicate with
other classrooms within TVDSB.
Chippewas of the Thames First Nation continues to work on their own education system,looking
to Community Planning and Health and Social Services.
Following an inquiry from M.Burch,Supt.Wilkinson noted that FNMI Education Advisor A.Sisco
is currently on leave.Any questions or concerns can be addressed to her directly and/or
Learning Supervisor Furlong.
8.COMMUNITY UPDATE -cont'd
b.Munsee-Delaware Nation
L.Nicholasadvised that IVlunsee-Delaware Nation electionswere recentlyheld.
Itwas noted that Munsee-Delaware Nation would liketo beginthe negotiation process forits
Tuition Agreement as it expires this year.
C.Thomas added that there continues to be concern for FNMI student attendance and is looking
for support from the Board.
c.Oneida Nation of the Thames
S. Smith welcomed R.Jackson,who is currently on a short-term contract position as the
temporary Life-Long Learning Administrator.Oneida Nation of the Thames is currently looking
to fill this role.
Elections for Chief &Council will be held in June.
Oneida Nation of the Thames would also like to begin the annual review of its Tuition
Agreement.
The community has raised concern over the cancellation of the Intensive Support Class at Mary
Wright Public School for Its FNMI students.Itis understood that those students will be moved to
New Sanjm Public School ~a great distance for students to travel.An update and/or more
Information was requested by the community from the Special Education Department.
9.ADDITIONAL ITEMS
Chair Huff added that annual Tuition Agreement reviews should be undertaken with each Nation and
that the Board begin its preparation for negotiations for new terms.He added that a more defined
process is needed when reviewing student admission for all secondary grade levels.
10.FUTURE MEETING DATES
DATE LOCATION
2014 May 20 Munsee-Delaware Nation Community Centre
2014 June 17 The Education Centre -Dundas Room
11.ADJOURNMENT -The meeting adjourned at 5:10 p.m. by motion.
RECOMMENDATIONS:NONE
WARREN HUFF
Chairperson
FNAC REPORT
LEARNING SUPPORT SERVICES UPDATE
(FNAC-1)
FNMI Collaborative Inquiry
'Thefour elementary schools involved intheFNMI Collaborative Inquiry attended
a Ministry ofEducationFace to FaceSharingSessionwithotherSouthern Ontario
Boards involved inthe Collaborative Inquiry Project.We received very positive
feedbackregardmgourprojects. At the MayFNACmeetingthe schoolswill
present the work t^t has occurred in their communities.The schools will also be
. presentingto Senior Administration,Learning Supervisors andManagersat the
May 12^Learning Agenda meeting.
FTOU Ontario Secondary SchoolLiteracy Test (OSSLT)Collaborative
Inquiry
Four secondary schools are participating inthis collaborative inquiry - HB Beal,
Clarke Road,Saunders and Strathroy District Collegiate Institute.Priortothe
literacytest,whichis a graduation requirement,teachers metwith studentsto
provide extra assistance.The schools are also able to order resources totaling
$3,000 (includmg tax).Learning Supervisors Connie Bray and Kathy Furlong
went to GoodMmds Publishing in Brantford to discussthe resources that Connie
reviewed andtolookfor other possible resources.We are focusing on grade 9and
10 locally developed,applied and academic English classes.A finallistof
resources has been senttothe schools.We have offered to support the schools
with a book study that would focus onhow the resources couldbe used to
improve literacyforourFirst Nations,M^tis and Inuit students,aswellas
improve the appreciation and understanding ofFirstNations,Mdtis andInuit
cultures and perspectives forall students.We will share the findings fi*om this
collaborative inquiry with other schools in the fell of2014.
FNMI Cultural Competency Learning Circle
In partnership with 4^R,we are facilitating a Cultural Competency Learning
Circlethatinvolvesthe 10 secondary schoolsthathavestudentsonthe FNMI
Student Advisory Council (SAC).On April 2^^the principal/principal's designate
anda champion teacher(s)/support staffas well asa number of people firom
Learning Support Services attended a workshop on cultural competency that was
fecilitated bythe OFIFC.The purpose of this workshop was to create supporting
conditions within the school communities for the students to do a student voice
activity on cultural competency fortheir peers.A second workshop was
facilitated for students.The teacher champion along wth fiveFNMIstudent
leaders (which included members of the FNMI SAC)attended on either April 3"^
or April 4**'.The focus of this workshop was to provide students with knowledge
and skills to help them to facilitate student voice cultural competency activities in
their school communities.On Thursday,June 5^a celebration of the work that
the students havedonewilltakeplaceatthe Education Center inthe Thames
Room.The session will begin at 1pm and conclude by 5pnL Refreshments will be
served.Please save the date as the students would love tosee you there!A formal
invitation will be sent out
Elders and Cultural Teachersin Residence Program
This program has been offered to10 schools in partnership with SOAHAC.
Planning meetings with some schools are still taking place,vs^e in other schools
activities have already begun.A fiill report onthis program willbe available in
Septemberastheprogram concludes June 30,2014.
VisitingElders and Cultural Teachers Program - We continue to welcome
Elderand Cultural Teachers toour schools to deliver teachings and lead activities.
Dare to Lead Cultural Camp for Seeondaty Students
In partnership with Fourth Rthe Dare to Lead Cultural Camp willtake place April
25,26,and27attheTim Horton's Camp inParry Sound.Thisyear40 students
willattendthe campf
FNMI Transition Conference -Inpartnership with the 4^R the spring Grade 8
FNMI transition conference will be held May 29^at the Hellenic Centre for
FNMIgrade8studentsto assistwiththetransitiontohigh school.Student
Successhighschool teachers fromtheschoolsthatstudentswill beattendingm
Septemberwillbeinvitedtoparticipatein this conference.Informationwill be
going out to elementary principals andto the high schools within the next two
weeks.
FNMI Student Work Study Teacher- Robyn Michaud-Turgeon is continuing
her workwithourFNMIstudentsat Aberdeen,Ealmg,LomeAvenue,CC
Carrothersand Glen Cairn. Shewill be a panelist in a discussionabout First
Nationseducationatthe Celebrating LinguisticDiversity Conference onFriday
May 2 in Toronto.
They Will Teach Us
Kathy Furlong and Connie Bray,Learning Supervisors,have signed upforThe
TheyWillTeachUs program at N'Amerind Friendship Center.This program will
runforthreeyears.An outline oftheteachingsthat areprovidedare attached.
Cultural Funds
A reportforthe cultural fimds forthe 2013-14 will be providedatthe May
meeting.
paralos
/
EHNTRAt
Appendix FNMl 2
Delaware Central PuBUc School
14 Osborne Street,
P.O.Box 36,
Delaware,Ontario NOL1EO
Telephone (519)652-5371
Delaware Central Public School
FNAC Report:April,2014
Transitions:
• Our grade 8 students have all registered for their grade 9 programs.
• Two "Ready for School" sessions have been held at Delaware. Thisprogram isfor new JK
students and their families.The third and final session'will be held on May 14 In the FDK
classroom.
• Once the registrations from Standing Stone are in, we would like to plan another grade 6 day at
Delaware.This will be a combination of "getting to know you"activities and some fun academic
activities.
Learning Supports for FNMI:Delaware held Program Development Team meetings at Munsee-
Delaware Community Centre on February 28. Despite the severe ;snow squalls,parents,teachers,and
system support staff met to discuss our students'progress and next steps.
Cultural Initiatives:Our Student Voice Conference was held on March 24.Grade 6,7,and 8 students
rotated between 4 half-hour sessions that were led by intermediate students.The purpose of the
conference was to hear from our students how we can all work to improve our students'sense of
belonging and safety,enhance teamwork,and improve the classroom environment.Students provided
us with a great deal of feedback that will guide manyjjrojects over the next few years. The project was
presented at a Face-to-Face conference in Richmond Hill on April 3. Our team benefitted from seeing
many other projects from other schools allover the province.
Calendar of Events:
April8: "Let's Get Cooking"Led by two parent volunteers.Thisisa six-week program for 10
intermediate students.Program ends April 29.
May 14:"Ready for School" Final session for new JK's
Thames Valley District School Board website:www.tvdsb.on.ca
H.B.Beal Secondary School
THAMES VALLEY DISTRICT SCHOOL BOARD
LAURAELLIOTT, DIRECTOROF EDUCATION AND SECRETARY
Appendix FNMI3
525 Dundas Street Phone:519-452-2700 www.tvdsb.caftieal cfm
1912 -2012lt^London,Ontario Fax:519-452-2729 Email:bear@tvdBb.nn.eaAccnturyofeducatfot^^>d N6B1W5 ^)
-"*)Mr.Paul McKsnzte.BA.B.Ed..MFri Prinripai '.^
^RAr.Matthew Bradacs.BA,B.Ed..Vice-Prindpal
Ms.Christine Sharpe,B^.,B.Ed.,M.Ed.,Vtce-Prindpal
Ms.Donna Vachon.BA,B.Ed.,MBA,Vlce-Prindpaf
Report to First Nations Advisory Council
April 2014
TRANSmON MEETINGS AND TIMELINES
FNMI Grade 9 Mentoring Program.
Our Grade 9 students,under the guidance of Sandra Miller,have completed
leadership and mentoring training and are anxious to meet with their Grade 8
IWentees from Ealing,Lome Avenue and CC Carrothers..Below is the list of
dates that the students will be meeting.
April 1 - 9:30 to 10:30
April 15-12:10 to 1:10
April 29-9:30 to 10:30
May 13 -TBD.May have students at Beal for Cultural Teachings
May 27 -Morning at Beal for classroom visits
Junel 0 -All day fieldtrip.
INITIATIVES TO SUPPORT STUDENTS IN THEIR LEARNING
^Cultural Competency Workshop -April 4
^A group of our FNMI student leaders participated in the Cultural Competency
Workshop on Friday,April 4^^This was an extremely excellent opportunity for
studentsto network with students across TVDSB,learn some history and
examine the correlation between intergenerational trauma and the effects on
contemporary life.Students were also provided the opportunity to create a
project fortheirschool that wouldintegrate and celebrate First Nation'sculture
into the larger school community.
Aboriginal Entrepreneurship Progiam
On Tuesday,April we held an information session for FNMI students about
the Aboriginal Entrepreneurship Program that is running at Beal next year.Many
students wereinattendance and.all indicated theywere interested in pursuing
thiscourse next year.Studentsare very excited about this opportunity through
the Paul Martin foundation and interestis growing thnaughout the school.
4^R/Tim Horton's Cultural Leadership Camp
On Friday April 25*^-Sunday April 27^40 students from TVDSB wili be attending
the 4^R/Tim Morton's Cultural Leadership Camp,including 12 students from
Beal.!
On-going InWaiives
^^FNMI Peer Mentoring-ih\s program is running on Wednesdays at luimirnewgrade9studertts(menfees)who did not participate in Semester 1 are
attending regularly,along with many otiiers who attended in Semester 1,
Re/atfonstojDS Plus -Our boys'group that consists of grade 10FNMIandnon-FNIVII boys Is in weeic 3of this session.The boys are very
engaged in this program and we have informally observed greater community
building between our FNMI and non-FNMI participants.
Lunch and Learn program has continued to run Fridays at lunch.
CommunicationBealh^a new FNMI Twitter and Instagram page to better communicate withstudentsandparentsaboutprograms,field trips'and other imSSS
CULTURAL INITIATIVES
Cultural Dance WorkshopstartingMonday.April 14 agroup of FNMI students will be engaging in a dance
wo^shop that incorporates both traditional and contemporary styles.This
workshop is being taught in part by aformer First Nations Beal graduate,Dayton
rN.yUA.c^l.
Four Feathere Student Leadership Club
/eathers extracurricular club has started organizing a "Not Your
mnrth of be presented in the front school showcase for themonthofMay.This is in connection to the #notvourmasc»t Jnd
wStem CaS"®''^'"Paisns that wer6 started by students In
Future Events
''asketball toumament forTVDSBstudentsandlocalcommunities.Registration information is being sent to
schools this week,and logistical planning has begun.
I Am A SCHOOL BOARDLAURAELLIOTT,DIRECTOR OF EDUCATION AND SECRETARY
Appendix FNMI3
First Nations Advisory April Report
Transitions Items;
>Gr 6-Gr 7
.Social -Standing Stone Grade 6 students were invited along with Lambeth
Grade 6 students to a traditional social at Lambeth.Our Grade 7 and 8 Oneida
students led the dances and then we ate lunch together.The Standing Stone
Students had an opportunity to ask further questions about the school
.Grade 4-8 students were invited to the Lambeth School Show Spotlight on
Broadway
.Registration numbers -we are still waiting for the registrations from
Standing Stone -we hope to be able confirm numbers very soon with the
school.
>Gr7-Gr8
.all Oneida Students had their registrations for high school in on time with
appropriate course selections
.identifying students who will benefit from bridging activities at Saunders
Learning Initiatives
CILM
As part of our Inquiry we looked at credit accumulations of our present grade
9 students to evaluate the effectiveness of some of our transition programs
we initiated
Most of our students completed all their credits in first semester.The few
that did not had either missed substantial time while at Lambeth either
through lates or significant absences,or may have benefitted from going to a
different high school to meet their needs
Cultural Connections
Our book about the Oneida community has been produced in hard copy.We
have had a positive response not only from the students and staff but from
others we have shared it with.
Important Dates;
lEPs go home this month
Apendix FNMl 5
SAUNDERS SECONDARY SCHOOL
941 Viscount Road, London, Ontario N6K1H5
Teleptione:(519)452-2770 •Fax:(519)452-2799
Website:www.tvdsb.ca/Saunders.cfm
REPORT to FIRST NATIONS ADVISORY COUNCIL
Saunders Secondary School
April 15,2014
TRANSITION IWEETINGS AND TIME LINES
• Gr. 8 Transition Days
A transition day for at-risl<Gr.8 students has been scheduled for April 30^.This day
will include FNMl and non-FNMI students and is intended to help students make a
successful transition to high school.Students will participate In some fun activities,
have lunch at the school and tour the school.A second transition day will occur for
the same studentson May 21®\
A transition day for FNMl students from our feeder schools has been tentatively
scheduled for June 5^.The students will ride the school bus to Saunders with the
Gr.9-12 students and participate in some activities,learn about all of our clubs,
teams and extra-curricular opportunities and take a tour of the school.
INITIATIVES TO SUPPORT STUDENTS IN THEIR LEARNING
•FNMI/SST Collaborative Inquiry,OSSLT Preparation (February 28 -March 27)
Our Gr.10 and previously eligible Gr.11 &12 FNMl students received several
sessions of literacy support In preparation for the OSSLT test.The funding was
made available through the collaborative inquiry.Students completed several writing
and reading comprehension exercises obtained from OSSLT test preparation
materials.Results of the OSSLT are to be released in June 2014.
•FNSSTIUIeeting,April 16
The mid-term student success data for each First Nation was shared with their
respective guidance counsellors.In addition,action plans were created to help support
students at-risk of failing courses.Ongoing communication between Saunders S. S.
staff and the representatives from each First Nation will continue throughout the second-
half of the semester.
Thames Valley DistrictSchoolBoard We build each student's tomorrow,every day. Website:www.tvdsb.ca
Apendix FNMI 5
CULTURAL INITIATIVES
•Cultural Competency Initiative
Five students participated inthe cultural competency workshop at the Hellenic
Centeron Friday,April 4^.The purpose ofthis initiative isto increase FNMI cultural
awareness at Saunders.The students shared their recommendations with school
administration to provide a focus for future initiatives
•Elders in Residence Program
The TVDSB developed a partnership agreement with the Southwest Ontario
Aboriginal Health Access Centre to organize four events to occur at Saunders S.S,
from Aprilto the end of June 2014.The students at Saunders will provide Input
regarding the topics to be supported by the help of community Elders.Specific dates
for these events are to be determined.
•Paul n/lartin Accounting Mentoring Program
On March 28,our mentees and mentors participated in a group activity in the Hair &
Aesthetics classroom at Saunders S. S.Everyone was very excited to have a
professional manicure and to be exposed to a Saunders program with a distinct
career pathway.Future group activities Include attending the Wizard of Oz school
show,and tree planting.
IMPORTANT DATES:
April 15/14 -Launch of Cancer Campaign
April 30/14 - Gr. 8 Transition Day
May 5-9/14 -Wizard of Oz
May 13/14 -Closing Ceremony of Cancer Campaign
May 20-23/14 - Turtle Concepts Presentation - David Jones
Thames Secondary School
- ,785 Trafalgar Street,London, Ontario N5Z 1E6
I Telephone:(519)452-2880 Fax:(519)452-2899
Web site:www.tvdsb.on.caflhames
Jim Copeland,B.Sc.,B.Ed., M.Ed.,Phndpal
Ruth Inglis,B.P.H.E., B.Ed., M.Ed.,Vice-Principal
Reportto the FirstNations Advisory Council
April 15,2014
• B.Davison Secondary School
On April 8^Thames Secondary School hosted Sir George Ross Secondary School in
ourfinal transitionactivity.The entirestudentbodyfromSir GeorgeRosstravelledto
Thamesandjoined us for a safe schoolspresentation.The MedwayForumTheatre
troupe presented a variety of situational scenarios relating to safe schools. The format
of the presentation encouraged participation by Ross and Thames students. The entire
student population was highly engaged and enjoyed the presentation.The Ross
students joined the Thames students for lunch before returning for afternoon classes.
Students from Sir George Ross and Thames, as a result of a student voice initiative,
have chosen the "Bulldogs"as the mascot for B.Davison Secondary School. In
addition,students have decided the school colours will be red,blue and black.
•FNMI Student Advisory Committee
Two students from Thames Secondary School and two students from Sir George Ross
currently sit on the FNMI Student Advisory committee.
•Fourth R
The Fourth R program continues and will run for the next 8 weeks.
• Cultural Competency Workshop
Staffand studentsparticipatedina powerfiil culturalcompetencypresentation.
Students will be meeting with staff as part of the implementation phase of the cultural
competency initiative.
INITIATIVES TO SUPPORT STUDENTS IN THEIR LEARNING
Student Success Team
TheThamesStudentSuccessteammeetson Wednesdays to discussstudentsin-risk.
Team members include administration,student success teachers,FNMI counsellor,
resourceteachers,socialworkersand learning coordinators.Ms. Rogersproactively
workswith studentson an individualbasisthroughoutthe weekto supportplanningat
school.A specific meeting to discuss FNMI students will be held on April 25^to
develop strategies to engage students during the final term of the year.
Credit Rescue Days
Duringatwo week period inMaystudents identified asbeing at-risk of failure inone or
more classes will be withdrawn to get specific support in their area of need. A teacher
has been hired to support Thames staff in an effort to meet the learning and
organizational needs of our students.
CULTURAL INITIATIVES
•FNMI Engagement Lunches -ongoing
FNMI students meet regularly with the Oneida Nation of the Thames and bi-weekly
with Chippewa of the Thames First Nation to provide access to role models and their
on-Reserve Education Counsellors.
IMPORTANT DATES
April 8^Forum Theatre
April 14^School Council
April 24*^/25^Progress Reports
April 25^FNMI Student Success Team Meeting,
April 28^Grad Photos
REPORT OF THE AUDIT COMMITTEE
MEMBERS PRESENT
T.Grant
G.Hart
R.Kent
R.Tisdale (Chair)
R.Robertson
2014 April 15
3:00-4:28 p.m.
ADMINISTRATION AND OTHERS
J.Pratt
C.Beal
J. Knight
8.Macey
J.Nicolie
J.Berkin
C.Dowding
C.Temple
Item B
1.APPROVAL OF AGENDA
The agenda was approved by motion.
2. CONFLICTS OF INTEREST - none declared.
3.INTRODUCTIONS
Associate Director Pratt introduced Christine Beal,Superintendent of Organizational Support
Services (Business).Chair Tisdale welcomed Rick Robertson back to the Committee and
introduced new Committee member,Robert Kent.Robert provided a brief description of himself
and his employment history.
4.IN SERVICE ORIENTATION
a.TVDSB ORGANIZATION
Assoc.Director Pratt distributed the TVDSB Administrative Organization chart and described the
reorganization that took place last year.He highlighted the portfolios held by the Superintendents in
both the Organizational Support Services and Learning Support Services departments.
b.REG.361/10
Supt.Beal described the history associated with Ontario Regulation 361/10,Audit Committees.
She reviewed the duties of the Audit Committee per the regulation and highlighted the functioning
and accountability requirements.Supt.Beal also reviewed the Regional Internal Audit mandate and
its relationship to the Audit Committee and noted the statutory reports to the Ministry of Education.
5 ANNUAL AUDIT PLAN
Chris Dowding,Deloitte Partner,introduced Manager Curtis Temple and presented the audit plan
for the 2013-14 financial statements.A detailed description of the risk-based audit approach was
provided,along with a summary of twenty-six (26)communication requirements under Canadian
GAAS and other communications believed to assist in achieving an effective audit.A summary of
Deloitte resources was provided,along with an overview of the PSAB Strategic Plan for 2013-2016.
Deloitte responded to questions of clarification from Committee members.
6.IN-CAMERA -LEGAL
The Committee moved In-camera at 4:02 p.m.to discuss legal matters.It reconvened in public
session at 4:19 p.m.
7 ANNUAL AUDIT COMMITTEE REPORTS
Supt.Beal distributed the draft Annual Report to the Board of Trustees for the year ended 2013
August 31,along with the required summary report to be forwarded to the Ministry of Education.
She reviewed the reports and noted they are based on templates provided by the Ministry of
Education.Amendments were provided by Committee members.
The following motions were moved and carried:
That the Audit Committee Annual Report to the Board of Trustees for the year ended 2013
August 31 be submitted to the Board as amended.
That the Boardsubmit the Summarized Annuai Report ofthe AuditCommittee for
the year ended 2013 August 31 to the Ministry of Education as amended.
8.OTHER BUSINESS -none
9.DATE AND TIME OF NEXT MEETING
The next meeting is scheduled for 2014 May20, at 3:00 p.m.
10.ADJOURNMENT
A motion to adjourn was approved at 4:28 p.m.
RECOMMENDATION:
That the Board submit the Summarized Annual Report of the Audit Committee for
the year ended 2013 August 31 to the Ministry of Education.
RUTH TISDALE
Chairperson
Thames Valley District School Board Audit Committee
Annual Report to the Board of Trustees for the year ended 2013 August 31
ThisReport summarizes the Audit Committee's actions for the year endingAugust 31,2013.
Audit Commfttee IVIembers
The Audit Committee consisted of the members below:
R.Ttsdale Chair,Trustee Representative
G. Hart Trustee Representative
T.Grant Trustee Representative
K.Aranha Extemai l\/1ember
R.Robertson E}d;ernai iViember
Assessment
At the beginningof the year, and inaccordance with recommended good practice,various
administrativetasks were completed. These included:
•Declaration of Conflicts of Interest
• Developmentofa meetingschedule and agenda forthe year
itwasagreedthat the Committee would meetthe third Tuesday of each month throughout the school
year.All monthly meetings were held,with the exception of September,March and May.
Themembers in attendance at each meeting are as follows:
xMember'sName "bctober'^'^^Noveftiberi ^Decembers/OahUary i -February i April ::>-June
T.Grant V V V V V V
G.Hart W V V V
R.Tlsdale V V V V V V V
K.Aranha V V V V V V
R.Robertson V V V >/V V
Governance
The Audit Committee operated throughout the fiscal yearending 2013 August 31.All ofthe members
satisfied the eligibility requirements in accordance with Ontario Regulation 361/10.
internal /Extemai Audit
Relationships with both internal and external auditors have been satisfactory.Private meetings have
occurred with the external auditors.
External Audit:
The Committee reviewed the external auditors',Deloitte,Audit Service Plan atthe meeting held on 2013
April 16.The Deloitte audit engagement letterswere presented tothe Committee on 2013 April 16.The
fiscal 2013audit resultswere presented to the Committee on2013 November 12. Theexternalauditors
confirmedtheir independence inthe letter dated 2013 I^ovember 19.
Tile following audit reportswere issuedby Deloitte:
•Ontario Employment Assistance Services,2012September13
•Ontario Youth Apprenticeship Program,2012September25
•TVDSB Consolidated Financial Statement Audit,2012 November 27
•Specialized Language Training inthe Retail Industry,2013January24
•Specialized Language Training For l^w Enforcement Career,2013 February 14
• Literacyand Basic SIdlls,2013 May17
In addition,a Specified Procedures Report forthestub period for 2012-13,2013 May 15 was issued by
Deloitte.
Internal Audit:
RegionalInternal AuditTeam (RIAT)
TheSouthern Regional Internal Audit Manager provided an overview ofthe internalaudit activity,a
summary of regional worit and work specificto Thames ValleyDistrictSchoolBoard that was undertaicen
inthe 2011-2012 fiscal year. The RIAT Manager reported results ofthe Terminations,Retirement&
Succession PlanningAuditsand presented the Regional Internal Audit i\^andate for Committee approval.
She reviewed results of the 2011-2012 Risic Assessment and presented the 2012-2013AuditPlan.The
RIAT Manager provided the Committee with updates on the team's activities and distributed
professional development material.Internal Audits planned for 2012-2013 included the Enrolment and
Budget planning,development and control processes.
Internal Audit Analyst-Thames Valley District School Board
The Audit Committee received a summary of school audit reports issued,responses received and
common audit findings.
Summary of Work Performed by the Committee
The follovdng isa summatv of work undertaken by the AuditCommittee for the year ending 2013
August 31:
•Reviewed the 2011-2012 Audited Financial Statements and made recommendation to the Board for
approval
•Submitted the Annual Audit Committee Report tothe Board of Trustees and Mlnist|7 of Education
• Reviewed the Appropriations of Accumulated Surplus report and made recommendation to the
Board for approval
• Revieweda report of school based internal audits, resultingcomtnunications and processes
implemented
• Received updates from the Regional Internal Audit Manager
• Reviewed common audit findings resulting from school audits perfomied by the Internal Audit
Analyst
•Reviewed and provided recommendations to the Interim Financial Reports for 2012-2013
• Reviewed the 2013 AuditServicePlanwith Deloitte for the year ending2013 August31. Agreedon
key elements and requested a minor revision to materiality
•Received assurances from the auditors regarding their independence
•Received Information related to sensitive issues from the Director of Education in closed sessions
and provided recommendations to Senior Administration and Trustees
By the signaturenoted below,we attest that we have discharged the abovedutiesand
responsibilities respectingOntario Regulation 361/10.
On behalf of the Audit Committee
'Date Signature Ruth Tisdale,Chair
Audit Committee
Thames Valley DistrictSchool Board
We build each student's tomorrow,every day.
Annual Report to the Board of Trustees and Forwarded to the
Ministryof Educationfor the year ended 2013August31
Thames ValleyDistrictSchoolBoard
Fiscal Year:2012-2013
RE:Annual Audit Committee reportto the Ministry of Education as per Ontario Regulation 361/10
During the 2012-2013 fisca!year,the following internal auditshave been startedby the Regional
internal Auditors butwere notcompleted by August 31^:
•Enrolment
• Budget planning,development and control processes
In additlpns to those listed above,the following internal audits were completed bythe Regional Internal
Auditorsinthe 2011-2012 fiscal year
•Terminations,Retirenient &Succession Planning
Basedon the multi-yearinternalaudit plan,weare expectingenrolmentaudits will be finishedduring
the 2013-2014 fiscal year.
On behalfoftheAudltCommittee
Signature Ruth Tfsdale,Chair
Audit Committee
Thames ValleyDistrictSchool Board
We build each student's tomorrow,everyday.
REPORT OF THE 2014 APRIL 16 BUDGET ADVISORY COMMITTEE
Item C
2014 April 16
5:00 p.m.-7:08 p.m.
MEMBERS PRESENT ADMINISTRATION AND OTHERS
J.Coghlin (Chair)G.Hart J.Pratt K.Young
W.Huff R.Tisdale (ex officio)
D.Munroe J. Knight
J.Todd M.Reid S.Macey P.Hearse
C.Beal K.Bushell
Non-Member Trustees:J Bennett B.Williams T.Knox
B.Strong (+5:07,-5:47)
M.Moynlhan (+5:07,-5:47)
1.APPOVAL OF AGENDA
The agenda was approved by motion.
2.CONFLICTS OF INTEREST -none declared
3.IN-CAMERA ITEM
The committee moved in camera at 5:03 p.m. to discuss personal issues and reconvened in public
session at 5:47 p.m.
4.MINISTRY OF EDUCATION MEMORANDUM
Manager S.Macey provided a summary of the GSN announcements made on 2014 March 27 (See
BAC-1).
Ministry of Education Memorandums may be found as follows:
EPO funding:httD://faab.edu.aov.on.ca/Memos/B2014/B05E.pdf
GSNs:httD://faab.edu.aov.on.ca/Memos/B2014/B04E.Ddf
Student Transportation -GSN:httD://faab.edu.aov.on.ca/Memos/SB2014/SB09E.pdf
Special Education and Mental Health Leads:http://faab.edu.Qov.on.ca/Memos/SB2014/SB04E.Ddf
5.SCHOOL BOARD EFFICIENCY AND MODERNIZATION
Exec.Officer K.Bushell reported that the Ministry currently is preparing new guidelines for
Accommodation Review Committees (ARC). Itis anticipated the process will be more flexible.
The guidelines are expected spring 2014.ARCs presently unden/vay would continue to fall under
the current guidelines.
Exec.Officer Bushell further reported on changes to top up funding explaining that schools with
less than 65%capacity will receive 5%less in top up funding.Additional funding available for
consolidation projects,building renewal,and building capacity to address capital planning was
outlined.It was noted that the funding announcements send a strong message regarding the
support for consolidation of schools.
6.BOARD AND ADMINISTRATION GRANT
Supervisor D.Munroe reported on the changes to the calculation for the Board and Administration
Grant.The new calculation will be phased in over 4 years.There is a projected funding increase
of 1M in the Board and Administration grant for TVDSB in 2014-2015.
7.SPECIAL EDUCATION GRANT
Supervisor Munroe reported on the changes to the Special Education Grant calculation.The
projected funding increase to the Special Education Grant for TVDSB in 2014-2015 is 0.5 M.
8.GSN SUMMARY
See item #4.
9.CAPITAL
SupervisorP. Hearse presented an update onthe capital position of TVDSB as at 2013 August31
Information on the forecasted capital deficit('the gap') was provided. The gap is the differential
between Board funded spending on capital assets and the accumulated surplus committed to
capital projects. The gap is projected to decrease through to 2015 August 31.
Exec. OfficerBushell summarized capital projects that are or may relyon Board funded capital.
10.BOARD FUNDED CAPITAL PROJECTS
See item #9.
11.OTHER BUSINESS -none
12.DATE AND TIME OF NEXT MEETING
Budget Advisory Committee meetings are scheduled as follows:
2014 May 6 at 3:00 pm
2014 May 20 at 5:00 pm
2014 June 3 at 3:00 pm
13.ADJOURNMENT
A motion to adjourn was moved and carried at 7:08 p.m.
RECOMMENDATIONS:None
J.COGHLIN
Chairperson
BAC-1
2014 -2015 Grants for Student Needs
Budget Advisory Committee
April 16,2014
On March 27,2014 the Ministry of Education issued Ministry Memorandum 2014:B4.This memorandum
provides highlights of the 2014-15 Grants for Student Needs (GSN).The GSN for 2014-15 is estimated at
$22.53 billion which Is an Increase of 3.1%over the 2013-14 GSN amount.
Highlights are as follows:
• Full implementation of FDK In GSN -total FDK funding equals $1.45 billion
•Labour Framework -GSN assumes current terms &conditions continue until renegotiated,
therefore:
o 97*^day (half-year)grid movement continues
o No more unpaid days so funding is restored
o Funding for additional sick day,expanding eligibilityfor sick leave &matemity leave
costs continues
o Funding for elimination of salary differential for ETFO (2%) Is Included in GSN
o Benefits benchmarks continue to be reduced as retirement gratuities are phased-out
•Efficiencies &Modernization
o ARC process will be reviewed to add some flexibility for boards (consultation and
report by summer 2014)
o Top-up funding for school operations &school renewal will be adjusted (reduced)to
provide further incentive towards efficient use of space
o New School Consolidation Capital (SCC) funding of $750 million over 4 years to
assist with school consolidations
o Newfunding of$8.3 million to buildplanning capacity Inspecific school boards
o Newfunding of $1.25 billion over 3 years forschool conditionimprovement (SCI)
(renewal) including energy efficiency and AODA
•Board Administration Advisory Group
o Newboard administrationfunding model introduced;financiallyneutral (no new
money) so redistributive impact will be phased-in over 4 years
•Special Education High Needs Amount (HNA)
o New HNA funding model introduced;financially neutral (no new money) so
redistributiveimpact will be phased-in over 4 years
•Transportation funding Increased by 2%
• School operations non-staff funding will be increased by2% plus additional fundingfor
electricity increase of 7.3%
• New construction funding benchmarks increased by 4%
• New enveloping measures for renewal funding
• EPO fundingforMentalHealth Leads will be moved intothe GSN LOG funding- one Lead for
each school board
REPORT OF THE POLICY WORKING COMMITTEE
Item D
2014 April 22
2:30 p.m.-4:22 p.m.
MEMBERS ADMINISTRATION AND OTHERS
T.Grant (Chair)B.McKinnon L.Elliott K.Aitken
J.Benneft M.Reid (-3:35)K.Dalton L.Merner
D.Clark R.Tisdale C.Beal J.Tozer
(via teleconference)M.Moynihan K.Young
K.Edgar
J. Knight
1.APPROVAL OF AGENDA-The agenda was approved on motion.
2.CONFLICTS OF INTEREST -none declared.
3.COMMITTEE REPORT OF 2014 MARCH 25 AND 2014 APRIL 22 TRACKING SHEET -
provided for information.
4.POLICY/PROCEDURE -TO COMMITTEE FOLLOWING PUBLIC INPUT
a.Expense Reimbursement -Trustees Policy and Procedure
Supt.C.Beal and Manager J. Knight joined the meeting to discuss Ministry guidelines and
industry best practices related to the reimbursement of expenses for school/community
events.
The Education Act and Broader Public Sector Expense Directive do not provide specific
guidance related to the eligibility of expense reimbursement for school/community events.
The guidance vi/hich is provided is generic and outlines that "participants must not engage in
any activity that may create,or appear to create,a conflict of interest"and individuals must
"make procurement decisions [which are]defensible when facing trade or legal challenges or
public criticism".
On July 20,2009,the Ministry released Memo 2009:B8 which provides a series of Trustee
Expenditure Guidelines.The memo states that it is a guideline and that "school boards are
best positioned to identify the level of service required for trustees".The memo provides a list
of examples of events that the Ministry believes "may not be related to Board Business"
which include "community fundraising gala or charity functlon[sl"and "political activities or
events".Examples of potentially ineligible expenses Include "donations to community groups
or charities"and "donations to schools".The memo notes that "although a donation to a
school is not a reimbursable trustee expense related to board business,there are other well-
established processes a board may use to provide funds to schools,such as a school
recognition program".
Among fellow school boards,there is no consensus regarding the definition of eligible trustee
expenses.Many policies and procedures do not specifically Itemize how attendance at school
and community events should be handled.
The Board currently is seeking public input regarding the Expense Reimbursement -
Trustees policy and procedure.To date,one submission was received regarding gratuities.
It was agreed that Ifno further public Input is received on or before April 28,the policy and
procedure would go forward to the Board.
4.POLICY/PROCEDURE -TO COMMITTEE FOLLOWING PUBLIC INPUT-cont'd
а.Expense Reimbursement -Trustees Policy and Procedure -cont'd
The following motion was moved and earned:
That the Expense Reimbursement -Trustees policy be approved pending no
additional public Input as of 2014 April 28.
The Recommendation will be fonA/arded to the 2014 May 13 Board meeting.
The following motion was moved and carried:
That the Expense Reimbursement -Trustees procedure be approved and fonvarded to
the 2014 May 13 Board meeting for information.
5.DRAFT POLICIES/PROCEDURES -none
б.DRAFT POLICIES/PROCEDURES REQUIRING ADDITIONAL CONSIDERATION -none
7.POLICIES/PROCEDURES UNDER REVISION
a.Attendance Areas for Students Policy and Procedure
Associate Director K. Dalton and Supt.M.Moynihan joined the meeting to present the
amended policy and procedure that outlines the process for elementary and secondary
students and articulates the steps involved in requesting an out-of-area exemption.The
procedure also was re-written to include the issue of transportation to reflect Southwestern
Ontario Student transportation Services'authority over the process.
During the review process,current Board practice and how to facilitate and maintain
consistency across the Board was noted.In addition,legislative requirements for primary
class sizes and Full-Day Kindergarten was considered.It was noted that there has been a
decrease in the amount of class reorganization in the fall over the last 5 years as a result of
the current practice.
In response to a question,it was noted that H.B.Beal,Sir Wilfrid Laurier and South
Secondary Schools are duly designated high schools for C.C.Carruthers and Cleardale
Public Schools.
Further changes and revisions were noted.
The following motion was moved and carried:
That the Attendance Areas for Students policy and procedure be posted the
Board's website for public Input for 60 days.
b.Criminal Background Check -Volunteers Independent Procedure
Acting Manger of Human Resources J.Tozer joined the meeting to review the current
Criminal Background Check -Volunteers independent procedure as requested by the
Committee.
Concern was raised regarding the annual defence declaration.Currently parents/volunteers
are only required to obtain an initial Criminal Background Check.Liability and the risk to
student safety was addressed.It was suggested that the expectation should be that Criminal
Background Checks be mandatory every two years when volunteers are In constant contact
with students.
7.POLICIES/PROCEDURES UNDER REVISION -cont'd
b.Criminal Background Check -Volunteers Independent Procedure -cont'd
Itwas agreed that discussion and input from Principals,Local Unions,as well as the Thames
Valley Parent Involvement Committee and Home and School Associations take place and
brought back to the Policy Working Committee for review. It also was recommended that the
same process for employees be reviewed.
Next steps also include third party service providers to deal with lengthy processing times.It
was noted that the Ontario Education Service Corporation offers a Police Record Check
service and further information on what they offer was requested.
c.Emergency Procedures Policy and Procedures
Supt.K.Edgar joined the meeting to present the Emergency Procedures policy and
procedure as requested by the Committee for review.Housekeeping items were included to
reflect the new Administrative changes.She provided background information and
information regarding legislation on Safe Schools.
Concern was raised regarding medical emergencies and how to assess student injury
including students responsible for covering the office during lunch hour. It was noted that the
issue is addressed in the Safe Schools procedure.
Supt.Edgar added that she will be reviewing all Safe Schools procedures over the summer
months to ensure there is no duplication and that they align with policy.
d.Police /School Board Protocol Procedure
Supt.Edgar reviewed the Police/School Board Protocol procedure.Reference was made to
Bill ^Z.The Accepting Schools Act,20f2cameinto effect September 2012.Boards were
expected to make some procedural changes by September 2012,working towards full
implementation of Bill 13 obligations by February 1,2013.Bill 13 added the following
activities leading to expulsion:
Expulsion-Bullvlno &Bias.Preiudtce.Hate Motivated Incidents
Principals must consider expulsion for bullying if:
A student has been previously suspended for bullying,and;
The student's continued presence In the school creates (In the principal's opinion)an
unacceptable risk to the safety of another person
Principals must consider expulsion for any incidents under 306(1)Ifit is motivated by
bias,prejudice or hate based on such factors as race,religion,sex,mental or physical
disability,sexual orientation.The revisions are all legislative changes as a result of Bill
13.Therefore,the policies and procedures brought fonward are for information.In
addition to the legislative changes,the additional revisions are to ensure alignment
between our policies/procedures and the updated PPMs.
Questions of clarification and housekeeping changes were noted.
Concern was raised regarding students being questioned by police without parental consent
in non-emergency situations.It was noted that students ages 12 to 17 can legally waive their
right to parental consent.It was agreed that common messaging would be reviewed.A
reminder to principals on procedure for students being interviewed in a non<emergent
situation will be highlighted in the teaming Support Services newsletter.
The following motion was moved and carried:
That the Police /School Board Protocol procedure be approved and forwarded to the
2014 May 13 Board meeting for information.
7.POLICIES/PROCEDURES UNDER REVISION -cont'd
e.Allocation of Funding -Parent Involvement Funds (System &School)Policy
f.Expense Reimbursement -Parent Involvement Funds (System &Scliool)Procedure
Supt.Beal and Manager Knight referred to the Allocation of Funding -Parent Involvement
Funds (System &School) policy(7.e)and Expense Reimbursement -Parent Involvement
Funds (System &School)procedure (7.f)following a meeting with the Thames Valley Parent
Involvement Committee.
TVPIC expressed their support for the increased clarity and guidance in the revised
documents,particularly In the area of preapprova!of expenses.Several concerns and
suggestions were made to Administration during the meeting as follows:
• TVPIC expressed its concern that there would be confusion regarding the distinction in
allowable expenses related to TVPIC versus the $500 Parent Involvement Funds.The
Parent Involvement Funds have very restrictive spending guidelines,while the revised
procedure could give the impression that only the TVDSB procedure needs to be
adhered to.Thus,Administration has added additional wording to the procedure to clarify
this matter.
• TVPIC felt strongly that TVPIC would approve district level school expenses,while the
School Council would approve school level expenses.Administration has proposed new
wording in this area.
•Due to the volunteer nature of TVPIC,TVPIC expressed their desire to have TVPIC
approval forms added to the TVDSB website along with the Organizational Support
Services -Business Memorandum.The addition would ensure there is continuity in the
process future TVPIC members would follow.
•TVPIC would like the Organizational Support Services -Business Memorandum and the
Procedure to cleariy state that only "appropriate"gift cards (e.g.VISA and LCBO gift
cards would be prohibited)can be issued as honoraria.Concern was expressed that the
Organizational Support Services -Business Memorandum gives the impression that
employees and trustees are allowed to receive non cash recognition gifts exceeding
$50.00,as it is non-employees/trustees who are singled out in the existing memorandum.
The Committee expressed their appreciation to Manager Knight for his work with TVPIC.
The following motion was moved and carried;
That the Allocation of Funding -Parent Involvement Funds (System &School)policy and
Expense Reimbursement -Parent Involvement Funds (System &School)procedure be
posted the Board's website for public Input for 60 days.
8.DRAFT/APPROVED POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION -none
9.OTHER BUSINESS-none
10.DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for Tuesday,May 27,in the Governor Simcoe Room.
11.ADJOURNMENT
The meeting adjourned by motion at 4:22 p.m.
RECOMMENDATION
1.That the Expense Reimbursement -Trustees policy be approved.
TRACY GRANT
Chairperson
Thames Valley District School Board POLICY
Title EXPENSE REIMBURSEMENT -Policy No.1005
TRUSTEES
Department DIRECTOR'S SERVICES
R6ference(s)Procedure:Expense Reimbursement-Trustees Effective Date 2010 February 09
It is the policy of the Board that itwill reimburse trustees for legitimate expenses incurred in
carrying out their responsibilities while representing the interests of students,the community
and/or the Board.
On an annual basis,the Board will approve the rate schedule for all reimbursement rates,as
outlined in the attached procedure.
Thames Valley District School Board PROCEDURE
Title EXPENSE REIMBURSEMENT -Policy No.1005
TRUSTEES
Department DIRECTOR'S SERVICES
Reference(s)Policy:Expense Reimbursement-Trustees Effective Date 2010 February 09
The intent of this procedure is to reimburse trustees for legitimate expenses Incurred while
performing Board business in the course of carrying out their responsibilities,representing the
interests of students,the Board,or the public.
The Board assumes no responsibility to reimburse expenses that are not in compliance with
this procedure.
The attached chart outlines the allowable expenses for which trustees and employees will be
reimbursed for legitimate expenses incurred while carrying out Board business and the method
to claim reimbursement.
The Expense Procedure ensures greater alignment with the standards expected in Ministries
and agencies of the Government of Ontario,including the Broader Public Service (BPS)
Expenses Directive,effective April01,2011.
This Procedure demonstrates Thames Valley District School Board's commitment of
accountability,transparency,fairness,and value for money with respect to trustee related
expenses.
All alternatives to travel or meal expenses should be considered before making Board travel
arrangements to ensure that any costs savings can be realized.
Those individuals that are accountable for the review and approval of trustee expense claims
shall be held responsible to ensure the expenses are reasonable,are fully supported,and
completely adhere to this Policy and Procedure.
As part of the monitoring activities,all expense claims are subject to further compliance
verification,independent of the approver's review,by Business Services.
All expense claims require Itemized receipts and other supporting documentation related to the
speci^c items submitted.An itemized receipt is the copy oHhe receipt or invoice that a vendor
issues to customers to outline the details of the purchase.In order for claims to be audited for
compliance,the itemized receipt is required so the reviewer can see what was purchased and
the individual purchase prices.A credit/debit card receipt is not acceptable.
Onan annual basis, the Superintendentof Organizational SupportServices- Business will
review and/or update all applicable reimbursementamounts as they relate to this Procedure
and submit to the Board for approval. Any rate revisions will become effective on the firstday
ofthe new school calendar year (September 1®').Refer tothe most recent Organizational
Support Services -Business Memorandum for current rates.
EXPENSE REIMBURSEMENT -TRUSTEES
This procedure appliesto all trustees ofthe THAMES VALLEY DISTRICT SCHOOL BOARD.It outlines the allowable expenses for
which Trustees will be reimbursed related to Board business.
Eventsthat may not be relatedto Board business Include community fund raising functions,charity functions and political activities or
events.
Travel arrangements should always be bookedas earlyas possible(i.e.when itis known and approved)as fares usually become more
expensive closer to travel dates.Acomparison of costs and travel time for differentoptions (i.e.flight,train, car) should be considered to
ensure the most reasonable,economical option is selected.
EXPENSE
Hotels
PROCEDURE
TRAVEL
Allowable expenses (supported bydetailed,original hotel Invoice;creditcard slip notacceptable):
-accommodation
-required telephone calls,faxes
-parking
-internet Services
-photocopy charges
-hotel food service,subject to meal allowance provisions
Non-allowable expenses such as;
-movies
-in-room mini-bar,water,snacks
-bar charges;and
-any other charges
EXPENSE PROCEDURE 1
Travel Costs -Train/Bus • A claim supported bytrain or bus ticket receipt; credit card slip not acceptable
•VIA 1 (Business Class)may be acceptable (e.g.the need to work virith a team,allow the claimant to
reduce accommodation or meal expenses)
• If VIA 1 Is claimed, the daily per meal maximum cannot be claimed for those meals included as part of
the VIA 1 service
Travel Costs -Auto • Under the Education Act (2006) Section 191.2 (1),Trustees are eligibleto be paid an allowance at a
rate per kilometer determined by the Board,in respect of travel to and from his or her residence to
attend meetings of the Board
•Refer to the annual Business Services Memorandum for applicable rates
• The reimbursement for mileage should not exceed the travel costs ofthe lowest economy airfare and
land transportation
•The Board will not reimburse trafficand parking violations or any other fines
Travel Costs -Airfare • Airfare claims must be supported by trip itinerary and detailed airfare charges.
•Payment for economy air fare only.
• In cases where there are multiple stops and / or excessive layover times,the Board may decide to
allow more direct routes at a higher cost
• No purchase oftravel gift certificates or pre-payments to travel agents is permitted
•Credit card slips not acceptable
Meals •Reimbursement of actual meal expenses will be provided (with supporting original receipts)up to the
daily per meal maximum (inclusive of tax and gratuity)
•Refer to the annual Organizational Support Services -Business Memorandum for daily meal
maximum rates
EXPENSE
Alcohol
Oti^ieF-lnellglble
Expenses
Meals -Hospitality
PROCEDURE
Ifa group of trustees is eating a meal together,individual members of the group should either;
-Obtain an itemized separate receipt for the individual's meal;
or
- Have one trustee pay the bill,submit an Itemized receipt for the entire meal indicating the
names of all persons attending and the reason for the meal
Reimbursement of alcohol expenses is not permitted
Ineligible expenses include but are not limited to:
-donations to community groups or charities;
-donations to schools;
-household expenses
Hospitality is defined as the provision of food,beverage,accommodation,transportation,and other
amenities which are provided to Individuals who are not employees or Trustees of a school Board
(including all Broader Public Sector (BPS)employees and Ontario Public Service (OPS)employees)
which are paid out of public funds
Qualifying expenses are those that facilitate Board business in a desirable manner and approval
should be granted from a Superintendent of Organizational Support Services -Business and/or the
Director
Disallowable expenses would include employee/trustee only events,staff social events,holiday
lunches,and retirement parties
1
EXPENSE PROCEDURE
Conferences •Conference attendance funded from Professional Development monies pooled after April01 must be
pre-approved by the Trustee Professional Development Committee
•Conference registration expense must be supported by a detailed registration package
• Non allowable expenses include sightseeing tours, golf tournaments,guest programs and any other
social activities
•Expense claims for conferences are subject to the terms outlined in this procedure and must be
supported by original invoices and include a fully completed registration form that provides dates and
details of any meals included
Taxis •While traveling on approved Board business,transportation between the trustee's home and the
airport/train/bus station,as well the station and hotel or other location,will be reimbursed
•Original receipts required
•Reasonable gratuities will be reimbursed
Parking •Original receipts required
Foreign Exchange • All eligible foreign exchange amounts will be reimbursed in Canadian funds at the current rate of
exchange (up to the Canadian meal maximum limits)
REIMBURSEMENT PROCEDURES
Reimbursement Forms • Only original signed forms will be accepted -(no faxes or photocopies)
•The form for all travel reimbursements -"Mileage and Expense Reimbursement"is to bo uood
•The form for all other requests for reimbursement -"Request for Cheque"
Support for
Reimbursement
•Subject to the terms of this procedure,claims for reimbursement must be fully supported by original
paid invoices or itemized receipts
•Photocopies or credit/debit card receipts are not acceptable
Submission of Expense
Claim
• By signing the expense claim, a trustee is acknowledging their compliance with this Policy and
Procedure
•Expense forms,along with all required supporting documentation,are to the appropriate approver for
authorization
EXPENSE PROCEDURE
Authorization for
Reimbursement
•The Chair of the board certifies that individual trustee expense claims meet the requirements of Board
policy and approves payment of the claim
•The Associate Director and Treasurer,Organizational Support Services certifies that the Chair of the
Board's expense claims meet the requirements of Board policy and recommends that the Director
approves payment of the claim
Enforcement of Policy •Trustees are responsible to ensure that all claims comply with the expense policyand procedure,do
not Include any personal expenses,are work-related and are appropriate
•Organizational Support Services -Business will ensure compliance to the Policy and Procedure and
will return non-conforming claims to the person authorizing the reimbursement for their follow-up.
Item E
REPORT OF THE TRUSTEE PROFESSIONAL DEVELOPMENT COMMITTEE
2014 April 22
4:30 pm 4:55 pm
B.McKinnon
P.Jaffe
MEMBERS ADMINISTRATION &OTHERS
S.Pullam
J.Todd -Absent
1.APPROVAL OF AGENDA
The Agenda was reviewed and approved.
2.ELECTION OF CHAIR
Trustee B.McKinnon was elected as Chair of the Committee.
3.REVIEW OF 2013-2014 P.D.EXPENDITURES UP TO APRIL 01,2014
Trustee Professional Development expenditures for 2013-2014 were reviewed.Each trustee Is
allocated approximately $1944 for PD opportunities up to April 01,2014.it was noted that 5 of 13
trustees participated In various Professional Development activities/events and utilized all or a
portion of their allotted PD funds from the Trustee Professional Development line up to April 01.As
per a past Board motion,any surplus from this year's PD Budget line up to the maximum amount
detemilned,will be brought forward to next year's New Trustee Professional Development line for
orientation and/or other professional development opportunities for new trustees in the first year of
the new term.
4.PD REQUESTS AFTER APRIL 01.
Four requests for funding for professional activities from pooled funds after April 01
were received.All were approved as it was determined that there were adequate funds
remaining to cover these requests.
The following recommendation was made:
That since there were adequate funds available,the requests submitted for funds
from the pooled PD money after April 01,2014 be approved.
5.TRUSTEE PROFESSIONAL LEARNING SESSION REFLECTION SHEETS
Trustees are reminded to complete a Professional Learning Session Reflection sheet when
they return from their PD experience to be shared with the Board.A binder is provided in
the Trustee Conference Room for this purpose.
6.OTHER BUSINESS -none
5.NEXT MEETING
Scheduled at the call of the Chair of the Committee.
6.ADJOURNMENT
The meeting was adjourned at 4:55 pm.
RECOMMENDATIONS:
That since there were adequate funds available,the requests submitted for funds
from the pooled PD money after April 01,2014 be approved.
BILL MCKINNON
Chairperson
REPORT OF THE CHAIRS'COMMITTEE
Item F
2014 May 06
12:36 p.m.-2:26 p.m.
MEMBERS ADMINISTRATION AND OTHERS
J.Bennett G.Hart L Elliott B.Williams
T.Grant R.Tisdale (Chair)K.Bushell (+12:45,-1;15)
J.Pratt (+1:15,-2:07)
1.APPROVAL OF AGENDA
The agenda was amended and approved by motion.
2.CONFLICTS OF INTEREST -none declared.
3.REVIEW AND APPROVAL OF 2014 MAY 13 BOARD AGENDAS/REVIEW OF SCHEDULED
BOARD PRESENTATIONS/REPORTS
The in-camera and public Board meeting agendas for 2014 May13 were discussed and
amended.
See Item ll.c regarding the schedule of Board Presentations/Reports.
4.CORRESPONDENCE
A letter from the Ministry of Education concerning the Student Injury Prevention Initiative was
received.Itwill be attached to the Board agenda as correspondence.
5.STRATEGIC PLANNING
Director L. Elliott reported that the Virtual tour is to be launched as part of Education Week.
6.ACCOMMODATION REVIEW COMMITTEE SCHEDULE
See item ll.c.
7.LONG TERM PARTNERSHIP COMMITTEE
Exec.Officer K.Bushell shared information regarding a proposal received from a community
group.Through discussion it was determined that the proposal will be received by the Long Term
Partnership Committee for review and report back to the Board.
Director Elliott reported that the Partnerships and Sponsorships Procedure currently Is under
review. A committee meeting will be called by Director Elliott.
8.MPP CANDIDATES MEETING
It was determined that a list of questions will be circulated to MPP candidates;answers received
will be posted to the TVDSB website.A list of questions is being prepared by OPSBA.
g.IN CAMERA
The committee moved in camera to discuss negotiations and personal issues at 1:18 p.m.and
reconvened in public session at 2:07 p.m.
10.TRUSTEE TECHNOLOGY NEEDS SURVEY
The results ofthe trustee survey regardingtechnology needs were reviewed. Itwas agreed that
facsimile lines no longer would be supported.Director Elliott will follow up with IT regardingthe
surveyresults In orderthat recommendations maybe put fonward forthe acquisition of technology
devices to meet the Identified needs.
11.OTHER BUSINESS
a.Capital Planning
Executive Officer Bushell joined the meeting to review the outstanding recommendations
from the Senior Administrative Response to the Central London Elementary ARC that were
deferred to 2014 May 13.
b.OPSBA Update
Trustee Grant reported OPSBA Is seeking support and input on the draft discussion paper
concerning EQAO and Large-Scale Testing.Additional information was shared including the
OPSBA constitution,priorities,AGM policy resolutions,and budget.
An OPSBA Board Committee meeting will be set In June to receive this information.
c.Board Meeting Schedule
The date for the administrative response to the North West Oxford Elementary ARC was
discussed.It was determined that the report will come fon/vard to the May 27 meeting.The
date of the decision was set for 2014 October 14.
The presentation of the 2014-2015 Preliminary Budget will be rescheduled to a Special Board
meeting on 2014 June 3.
12.FUTURE MEETINGS
The following Committee meetings were scheduled In the Governor Simcoe Room:
•Tuesday,May 20 12 pm
•Tuesday,June 03 3 pm*
CPIease note change in time due to the cancellation of the Budget Committee meeting).
•Tuesday,June 17 12 pm
ADJOURNMENT
The meeting adjourned at 2:26 p.m.by motion.
RECOMMENDATIONS:None
R.TISDALE
Chairperson
REPORT OF THE BUDGET ADVISORY COMMITTEE
Item G
2014 May 06
3:04-4:45 p.m.
MEMBERS PRESENT ADMINISTRATION AND OTHERS
J. Coghlin (Chair) G. Hart L.Elliott S.Macey
R.Tisdale (ex Officio)J. Todd C.Beal D.Munroe
M.Reid J.Berkin J.Pratt (+3:40)
K.Dalton B.Williams
Non-voting Trustees present:T.Grant,J.Bennett J. Knight K.Young
Absent:W.Huff T.Knox
1.APPOVAL OF AGENDA
The agenda was approved by motion.
2.CONFLICTS OF INTEREST -none.
3.GSN REVENUES
Supt.C.Beal provided the Summary of Preliminary Revenues for 2014-2015.Supervisor D.
Munroe reviewed the grant revenues comparing the 2013-2014 to the 2014-2015 year. He noted
that the inclusion of FDKin the GSN forthe 2014-2015 year was the most significant change.The
capita]debt revenue for payments was described.The decrease in funding for EPOs and
continuing education was explained.
4.34 CREDIT THRESHOLD
Deferred to next meeting.
5.SPECIAL EDUCATION
Supt.Beal provided the 2014-2015 Preliminary Budget for Special Education highlighting the
program deficit is decreased over last year by approximately 1.8M.She further noted the budget
was presented at SEAC last evening.
Manager Macey provided a detailed review of the revenues and expenses.The deficit for
2014-2015 is projected to be just over 3M.Manager Macey explained changes in revenues and
expenses as a result of changes to the 3 unpaid days,2%salary increases in elementary,decrease
In the number of students in congregated classes,and inclusion of FDK in the GSN.
Changes in casual and permanent staffingwere explained.Additional informationconcerning the
Speech and Languages Services and for whom the service is provided in the Special Education
budget will be brought back to the next meeting.
6.IN-CAMERA
Bymotion,the committee moved in camera at 3:35 p.m. to discuss personal issues and
reconvened in public session at 4:38 p.m.
7.OTHER BUSINESS
a.Presentation to the Board
Board Chair R.Tisdale announced that a Special Meeting of the Board has been called on
2013 June 3 to receive the preliminary budget.
8.DATE AND TIME OF NEXT MEETING
The Budget Advisory Committee next meets 2014 May 20 at 5:00 p.m. in Elgin Room.
Agenda items identified for the next meeting were captured by Associate Director Pratt and
included:
Board and Administration funding vs.expenditure analysis
Expense budget
34 credit
Public input process
School allocations
Follow up to item 5.0
Preliminary surplus/deficit position
Tnjstee initiatives
The previously scheduled 2014 June 3 meeting of the committee is cancelled.
9.ADJOURNMENT
A motion to adjourn was moved and carried at 4:45 p.m.
RECOMMENDATIONS:None
JENNIFER COGHLIN
Chairperson