5/26/2015 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING
2015 MAY 26, 7:00 P.M.
BOARD ROOM, EDUCATION CENTRE
The Board met in regular session on 2015 May 26 in the Board Room at the Education Centre, meeting in
public session at 7:00 p.m. The following were in attendance:
TRUSTEES
ADMINISTRATION AND OTHERS
R. Tisdale (Chair)
E. Muellejans
L. Elliott
V. Nielsen
J. Bennett
S. Polhill
J. Pratt
B. Sonier
R. Campbell
P. Schuyler
K. Dalton
K. Wilkinson
C. Goodall
J. Skinner
C. Beal
K. Bushell
G. Hart
J. Todd (via
R. Culhane
B. Williams
P. Jaffe
teleconference)
M. Deman
K. Young
B. McKinnon
K. Edgar
K. Aitken
A. Morell
L. Griffith -Jones
D. Macpherson
Guests:
Regrets: M. Reid
P. McKenzie
S. Macey (-8:50)
G. Osih
M. Moynihan
D. Munroe (-8:50)
P. Hearse (-8:50)
J. Knight (-8:50)
E. Ng (-8:50)
1. CALL TO ORDER
Board Chair R. Tisdale
called the meeting
to order at 7:00 p.m.
2. /3.0 CANADA
The appreciation of the Board was extended to Locke's Public School Orchestra for their performance
and to Conductor Scott Beaumont for leading in the singing of O Canada and performing three
musical selections.
4. APPROVAL OF AGENDA
The agenda was approved on motion of P. Jaffe, seconded by G. Hart.
5. OFFICIAL RECORD — none
6. CONFLICTS OF INTEREST — none declared
7. CHAIR'S ANNOUNCEMENTS
Chair Tisdale highlighted recent events she had the opportunity to attend including the Thames Valley
Teacher Librarian year end celebration and the Safe Schools Student Leadership Awards.
8. DIRECTOR'S ANNOUNCEMENTS
Director Elliott advised that an Innovation Forum was held at the Education Centre on May 13.
Education Centre staff focused on ways to work better together, and how to work more creatively,
efficiently and effectively to serve all students of TVDSB.
9. ADMINISTRATION PRESENTATIONS
a. 2015-2016 Preliminary Budget
Budget Advisory Committee Chair G. Hart opened the discussion on the 2015-2016 Budget. He
expressed his appreciation to the members of the Budget Advisory Committee and the staff in the
Finance department.
2015 May 26 ... 2
Associate Director J. Pratt introduced the Finance staff who played a key role in the development
of the draft budget. He thanked Director L. Elliott, Senior Administration, Trustee Hart and the
Budget Advisory Committee for their support and direction related to budget considerations.
Supt. C. Beal presented the financial overview of the draft Budget for 2015-2016 via PowerPoint
presentation. Next steps were discussed including public input to the Board on 2015 June 9 and
the deadline for submission to the Ministry of Education on 2015 June 30.
10. MINUTES OF THE 2015 MAY 12 BOARD MEETING
a. Confirmation of Minutes
The minutes of the Regular Board Meeting of 2015 May 12 was adopted on motion of A. Morell,
seconded by R. Campbell.
b. Business Arising from the Minutes - none
11. STUDENT TRUSTEES' UPDATE
Student Trustee E. Muellejans advised he attended the Ontario Student Trustees' Association Annual
General Meeting on May 21. The final Student Advisory Council meeting will be held on June 4.
12. REPORTS FROM THE ADMINISTRATION — none
13. REPORTS OF COMMITTEES
a. Special Education Advisory Committee, 2015 May 5
Trustee J. Bennett referred to the written report of the Special Education Advisory Committee
(Item 13.a) provided to Trustees in, advance of the meeting. There were no recommendations.
b. Budget Advisory Committee, .2015 May 5
Trustee G. Hart,referred to the written report of the Budget Advisory Committee (Item 13.b)
provided to Trustees in advance of the meeting. There were no recommendations.
c. Budget Advisory Committee, 2015 May 11
Trustee Hart referred to the written report of the Budget Advisory Committee (Item 13.c)
provided to Trustees in advance of the meeting. There were no recommendations.
d. City of London —TVDSB Liaison Committee, 2015 May 13
Trustee Bennett referred to the written report of the City of London — TVDSB Liaison Committee
(Item 13.d) provided to Trustees in advance of the meeting. There were no recommendations.
e. Thames Valley Parent Involvement Committee, 2015 May 14
Chair Tisdale referred to the written report of the Thames Valley Parent Involvement Committee
(Item 13.e) provided to Trustees in advance of the meeting. There were no recommendations.
f. Chair's Committee, 2015 May 19
Trustee B. McKinnon referred to the written report of the Chair's Committee (Item 13.f) and
provided to Trustees in advance of the meeting. The following recommendations were moved by
B. McKinnon, seconded by C. Goodall.
That the Chair of the Board be authorized on behalf of the Board to approve
personnel changes as required during 2015 July and August.
That the current budget allocated for Boardroom improvements to the sound
system be used for additional technical improvements in the Boardroom not to
exceed the previously approved budget.
g. Policy Working Committee — Progressive Discipline of Employees Policy and Procedure
Trustee S. Polhill noted that the Progressive Discipline of Employees policy and procedure was
brought forward for approval as a result of the Policy Working Committee meeting held earlier in
the day.
2015 May 26 ... 3
The Progressive Discipline of Employees Policy & Procedure was provided for information.
The following motion was moved by S. Polhill, seconded by P. Jaffe and CARRIED:
That the Progressive Discipline of Employees policy be approved.
h. Committee of the Whole — In Camerai 2015 May 26
Trustee B. McKinnon advised the committee met in -camera from 5:00 p.m. to 5:44 p.m. The
committee discussed confidential personal matters. The following recommendations were moved
by B. McKinnon, seconded by G. Hart and CARRIED:
That the motion relating to personal matters be approved.
14. COMMUNICATIONS
a. ONTARIO PUBLIC SCHOOL BOARDS' ASSOCIATION (OPSBA) UPDATE
Trustee Hart advised that the OPSBA Annual General Meeting will be held June 11 -13.
b. PETITION
Chair Tisdale advised that a copy of a petition regarding the relocation of students from Pierre
Elliott Trudeau French Immersion Public School to Port Stanley Public School had been received
and available for review in the Trustees Conference Room.
c. MINISTRY OF EDUCATION MEMORANDUM
Chair Tisdale referred to the Ministry of Education memorandum, included with the Board meeting
materials, regarding accommodations for the newly released curriculum for Health and Physical
Education.
16. NOTICE OF MOTION — none
16. MOTION — NOTICE OF WHICH HAS BEEN -GIVEN - none
17. ADDITIONAL ITEMS — none
18. QUESTIONS/COMMENTS BY MEMBERS —none
19. ADJOURNMENT .
The meeting adjourned at 9:16 p.m. on motion of S. Polhill, seconded by J. Bennett.
Confirmed:
AI
Chairperson
2015 May 26... 4
SUMMARY OF APPROVED RECOMMENDATIONS OF 2015 MAY 26
— That the Chair of the Board be authorized on behalf of the Board to approve personnel changes as
required during 2015 July and August.
— That the current budget allocated for Boardroom improvements to the sound system be used for
additional technical improvements in the Boardroom not to exceed the previously approved budget.
— That the motion relating to personal matters be approved.
— That the Progressive Discipline of Employees policy be approved.
REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE
MEMBERS
Trustee J. Bennett (Chair)
Easter Seals Society, C. Marson
Easter Seals Society, A. Morse
Association for Bright Children, D. Ensing (-2:00)
Children's Aid Society of London and Middlesex, M. Cvetkovich
Chippewas of the Thames, C. Dendias
Community Living Education Committee, S. Wilson
Epilepsy Support Centre, B. Harvey
FASD E.L.M.O., T. Grant
Thames Valley Children's Centre, J. Gritzan
Thames Valley Council of Home and School, J. Nuyens
Trustee C. Goodall
Trustee R. Tisdale (+12:25)
Voice for Hearing Impaired Children, M. Barbeau (+1:05)
Reg rets:
Autism Ontario, B. Curry
OPACC, T. Smith
VIEWS, J. Schaeffer
Vanier Children's Services, S. Moore
Absent:
LDAO, W. Sanderson-Culley
13.a
2015 May 5
12:17 p.m. — 3:00 p.m.
ADMINISTRATION AND OTHERS
R. Culhane, Superintendent of Special
Education
D. Willaert, Learning Supervisor
R. Lee, Elementary Principal
T. Birch, Secondary Principal (+12:23)
D. Clark, Secondary Principal
B. Williams, Corporate Services
S. Builder
1. CALL TO ORDER
Chair J. Bennett called the meeting to order at 12:17 p.m. in the London Room at the Education
Centre.
2. CONFIRMATION OF AGENDA
The agenda as amended, adding item # 6, was approved on motion.
3. CONFLICTS OF INTEREST — none
4. MINUTES OF THE MEETINGS FROM 2016 APRIL 13 — approved on motion.
5. BUSINESS ARISING FROM THE MINUTES OF 2016 APRIL 13 — none
6. SEAC PROVINCIAL CONFERENCE
Chair Bennett reported on the recent SEAC Conference highlighting the session hosted by T. Grant,
R. Tisdale, and D. Willaert. The session was very well received. Expressions of thanks were
extended to the group.
A. Morse reported. her workshop also was well received by participants. She noted a number of
provincial organizations approached her to express their interest in joining PAAC on SEAC.
A number of SEAC committee members reported on their positive experiences as attendees at the
conference. Trustee D. Goodall reported the conference was one of the best he has attended. The
workshop on SIP funding was of particular interest; he suggested it be a future SEAC agenda item as
he had many questions. It was agreed to add this as a future agenda item.
Chair Bennett shared that each Board attending the conference received a certificate of appreciation
from Premier Kathleen Wynne acknowledging the commitment of Special Education Advisory
Committees to improving programs and services for students with special education needs. Chair
Bennett offered to present Board Chair Tisdale and Director Elliott with the certificate at the next
Board meeting.
The following motion was moved and carried:
That the Chair write to the Ministry and to the Minister's Advisory Council on Special Education
(MACSE) to express appreciation for hosting the SEAC conference and to request that it be
organized and offered regularly.
7. SPECIAL EDUCATION ADVISORY COMMITTEE PRIORITIES
Development of the Effective Practices for Parent Engagement in the Individual Education Plan (IEP)
Process document continued.
A. Morse facilitated a group discussion on the engagement of parent/guardians in the development of
IEPs. Challenges experienced by parents in contributing to the development of the IEP were
discussed. A. Morse captured edits to this section of the document.
R. Culhane recognized the need to improve IEP development reflecting on next steps including
improvements to how they are written. D. Willaert advised administration is working to identify the
professional learning needed to improve IEP writing. It was suggested that adding the IEP to the
parent portal will serve to engage parents better by providing greater access, allowing parents to
provide feedback and/or request a meeting with the LST.
The involvement of the student in the development of the IEP was considered; it was suggested there
be an additional section in the guideline to reflect student engagement in the process.
The committee broke into small groups to identify strategies and leading practices'pertaining to the
development, monitoring, and review of the IEP. Each group highlighted key discussion points.
A. Morse offered to incorporate the group notes into the document and to send out the revised draft
electronically to the group to gather feedback before the next meeting. Discussion was scheduled to
continue at the June meeting.
8. SPECIAL NEEDS STRATEGY UPDATE
A. Morse provided an update on the Ontario multi -Ministry Special Needs Strategy. Works continues
with the facilitator who is now reviewing the feedback from over 800 people to identify the common
themes that will inform the group as they move forward.
Coordinated Services Committee has drafted a concept document looking at, a continuum and
integrative approach to service delivery. Feedback from parents and stakeholders is being received
and will be used to revise the model.
The two committees jointly are meeting this week to focus on the issue of sharing personal.
information. Guest speaker Dr. Robert Solomon will be presenting to the group.
9. NUMBER OF STUDENT BY EXCEPTIONALITY AND GRADE/GENDER
D. Willaert reviewed the reports on the Number of Students by Exceptionality and Grade and the
Number of Students by. Exceptionality and Gender noting they are starting to track the data on a year-
to-year basis. Significant changes were highlighted.
In response to a question it was noted those with multiple exceptional ities are categorized by the
primary. The importance of tracking the number of multiple exceptional ities was identified as a
means of demonstrating the complexity of need.
The higher number of exceptional ities amongst males compared to females was highlighted. It was
noted trends are comparable to provincial statistics and reflective of the literature showing evidence
of greater exceptional ities among males. Having the year-to-year data on this information also was
requested.
Discussion considered the differences between visually impaired compared to blind -low vision. D.
Willaert offered to bring back the definitions for these categories.
10. SPECIAL EDUCATION CLASSES 2016-2016
R. Culhane described special education classes for 2015-2016 in elementary and secondary
highlighting changes and the rational for, the changes. Changes were made to meet student needs
and will have no or minimal disruption to students.
On motion, the committee moved in camera at 2:05 p.m. to discuss personal matters reconvening in
public session at 2:30 p.m.
11. CORRESPONDENCE
Correspondence sent to the Ontario Public School Boards' Association (OPSBA) and to the Minister
of Education from the Special Education Advisory Committee (SEAC), Lakehead District School
Board regarding the lack of service supports and assessment mechanisms. for students with fetal
alcohol spectrum disorders was received.
An open letter from the Ministry of Children and Youth Services describing their work in developing a
provincial FASD strategy was reviewed. Information may be found on their website
(httr)://www.children.aov.on.ca/htdocs/Enalish/topics/sr)ecialneeds/fasd/index.asr)x). Consultation in
London is set for 2015 July 7.
Correspondence sent to the Minister of Education from SEAC, Greater -Essex County District School
Board pertaining to the Regulation 274. (teacher hiring practices) and its negative impact on students
requiring special education was reviewed.
12. NEW BUSINESS - none
13. FORUM: ASSOCIATION UPDATES
M. Cvetkovich presented an overview of the Children's Aid Society. The presentation is available on
the Board's website: http://bit.ly/1 zP26rV
14. FUTURE MEETING DATES
Monday, May 25 06:30 pm -09:00 pm
Monday, June 15 06:30 pm -09:00 pm
15. FUTURE AGENDA ITEMS
• Alternative Education (Karen Wilkinson)
• Number of Students by Exceptionality and Grade/Gender
• AODA (May)
Mental Health Initiative (K. Edgar — May)
• Early Identification Needs (June)
• IEP Report Summary (Annually)
• Informal Suspension and Modified Day Data (ongoing)
• Special Education Advisory Committee Priorities (Standing Item)
• Special Education Plan Update (May 25)
• Draft IEP Resources
• Creating a Survey for Gifted Program (D. Ensing)
• SIP Funding (TBD)
16. ADJOURNMENT
The meeting adjourned at 3:00 p.m. by motion.
JOYCE BENNETT
CHAIRPERSON'
REPORT OF THE BUDGET ADVISORY COMMITTEE
MEMBERS PRESENT
G. Hart (Chair) M. Reid
J. Skinner P. Schuyler
R. Tisdale (ex Officio) (-6:05)
Regrets: J. Todd
Non -Voting Trustees: J. Bennett, A. Morell (-6:10)
1. APPOVAL OF AGENDA
The agenda was approved by motion.
2. CONFLICTS OF INTEREST — none declared
13.b
2015 May 5
4:37 p.m. — 6:30 p.m.
ADMINISTRATION AND OTHERS
L. Elliott (+4:47,-5:45) C. Beal
S. Macey D. Munroe
B. Williams J. Knight
J. Pratt (+5:25) J. Berkin
K. Young E. Ng
D. Macpherson (4:50)
3. ACCUMULATED SURPLUS BALANCES
Supt. C. Beal and Manager S. Macey provided a revised report on the Accumulated Surplus Balances
at 2094 August 31. As a follow up to the previous meeting, the revised report shows the 2012-2013
comparators and current year balances. Director L. Elliott described the initiatives that are to be
supported by the Safe Schools and Promote Positive Behaviour accumulated surplus funds in
2015-2016.
Supt. D. Macpherson spoke to committed spending of accumulated surplus funds in 2014-2015 and
plans for 2015-2016 for Student Pathways and Secondary Athletics. Background information was
provided on the creation of the Secondary Athletics fund. It is anticipated the fund will be expensed by
the end of June 2016.
4. 2015-2016 PRELIMINARY BUDGET - GRANTS FOR STUDENT NEEDS (GSNs)
Supervisor D. Munroe presented the 2095-2096 Preliminary Budget - Grants for Students Needs
report. Year over year estimates were provided for student enrolment and grant allocations for
operating purposes. The impacts of decreased enrolment on allocations/grants were highlighted. In
response to a question the process for projecting enrolment was described.
5. RESTRICTED GRANTS
Supervisor Munroe provided a report on the restricted grants included in the GSNs and Education
Programming Other (EPO) funding for 2015-2016 with comparators to 2014-2015. Additional detail
was provided on a number of grants including the Urban and Priority grant and the Ontario Parent
Involvement grant.
6. TRUSTEE INITIATIVES
Chair Hart presented for review a list of trustee initiatives. Each item was described and discussed.
Administration was asked to review the list, determine if requests were being addressed through other
means, to provide costing where possible, and to prioritize the list.
7. IN -CAMERA
On motion the committee moved in camera at 5:55 p.m. to discuss personal matters and reconvened in
public session at 6:15 p.m.
8. OTHER BUSINESS - none
9. DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for Monday May 11 at 4:30 p.m. Meeting materials will be provided
at the meeting.
The committee also agreed to meet Tuesday, May 19, 5:30 p.m.
10. ADJOURNMENT
A motion to adjourn was moved and carried at 6:30 p.m.
RECOMMENDATIONS: None
G. HART
Chairperson
REPORT OF THE BUDGET ADVISORY COMMITTEE
MEMBERS PRESENT
G. Hart
M. Reid
P. Schuyler
Regrets: J. Todd, J. Skinner
Trustee Visitors: J. Bennett (-6:20),
A. Morell (-5:34)
1. APPOVAL OF AGENDA
The agenda was approved by motion
2. CONFLICTS OF INTEREST — none declared
13.c
2015 May 11
4:42 p.m. — 7:00 p; m.
ADMINISTRATION AND OTHERS
L. Elliott (+4:51, -6:33) S. Macey
C. Beal
J. Knight
J. Pratt
D. Munroe
R. Culhane (450)
P. Hearse
K. Bushell (-5:02)
E. Ng
K. Edgar (-6:25)
J. Berkin
M. Moynihan (-5:46)
K' Young
S. Young (-5:46)
B. Williams
H. Gerrits (- 6:40)
V. Nielsen
B. Sonier (-5:23)
3. BUDGET INITIATIVES
Supt. C. Beal facilitated a discussion on proposed trustee and administrative budget initiatives.
Suggested initiatives with sufficient current funding or where funding was otherwise accessible in the
community were identified and discussed. A number of additional items will be considered for the
2016-2017 year.
A list of items was presented to move forward as budget initiatives for 2015-2016. Items included
barrier free renovations at the Education Centre, support for facilitating the Culture for Innovation
initiative, an ECE on Special Assignment, the ICT Strategic Plan, International Education, and the
addition of 5.0 FTE secondary teachers to support programming needs. The rationale for each initiative
was described in detail including cost.
Multi-year budget initiatives approved in previous years with continued commitment in 2015-2016 were
described. Initiatives included the continuing Mental Health Initiative and the 3 -year Materials
Handling project.
There was a suggestion the Budget Advisory Committee meet in the fall to discuss trustee initiatives in
preparation for the 2016-2017 budget.
4. BUDGET REDUCTIONS
Supt. Beal described the overall budget reductions.
Supt. R. Culhane provided additional detail with respect to staffing in Special Education. Supt. V.
Nielsen described the rationale for reducing the vacant .position in the FNMI program. Associate
Director Pratt explained the staffing reduction in payroll was due to a vacancy that was not required to
be filled due to efficiencies. Additional budget reductions were presented for information.
5. PRELIMINARY SURPLUS/DEFICIT POSITION
Supt'. Beal presented the 2015-2016 Preliminary Projected Surplus/(Deficit) position noting figures
include the proposed budget initiatives. The preliminary budget includes a deficit position that is in
compliance per Ministry directives.
6. IN CAMERA
On motion, the committee moved in camera 6:46 p.m.to discuss legal matters, reconvening in
public session at 6:58 p.m.
7. OTHER BUSINESS - none
8. DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for 2015 May 19 at 5:30 p.m.
9. ADJOURNMENT
A motion to adjourn was moved and carried at 7:00 p.m
RECOMMENDATIONS: None
G. HART
Chairperson
REPORT OF THE TVDSB-CITY OF LONDON LIAISON COMMITTEE (LIAISON COMMITTEE)
MEMBERS PRESENT
J. Bennett M. Cassidy
J. Skinner B. Armstrong
R. Tisdale P. Squire
J.. Zaifman
Absent: S. Polhill
1. CONFLICTS OF INTEREST - none
2. ELECTION OF CHAIR
The following motion was moved and CARRIED:
itcr:J
2015 May 13
2:05 p.m. — 3:43 p.m.
ADMINISTRATION AND OTHERS
L. Elliott
L. Livingstone
K. Bushell
V. Ridley (-3:10)
K. Dalton
A. Zuidema
J. Pratt
C. Saunders
K. Young
B. Williams
That Trustee R. Tisdale be appointed as Chair for the term ending 2015 November 30.
3. REVIEW OF TERMS OF REFERENCE
The current Terms of Reference were reviewed with no changes. It was agreed they be revisited
following the development of the TVDSB policy and procedure with.respect to Community Planning and
Partnerships and the Pupil Accommodation Review Guidelines.
City Clerk C. Saunders advised Deputy Mayor M. Cassidy was designated to attend meetings in lieu of
Mayor Brown. A letter will be sent by the City of London to the Board of Trustees with a formal request
to amend the Terms of Reference.
4. DISCUSSION OF NEW MINISTRY GUIDELINES
Executive Officer K. Bushell reviewed the new Ministry guidelines pertaining to Community Planning
and Partnerships and to Pupil Accommodation Reviews.
The new requirements for community consultation under the Community Planning and Partnerships
Guideline were explained noting TVDSB will be developing new policies and procedures with
implementation of procedures expected in 2016.
Requirements set out by the Ministry for pupil accommodations reviews were described highlighting
improvements for earlier consultation with municipalities in the process. TVDSB will be developing
new policies and procedures to direct the process for these reviews. Questions of clarification were
asked by Councillors.
5. DISCUSSION OF 30 KM/HR SPEED LIMIT IN SCHOOL ZONES
Trustee J. Skinner reflected on input received from constituents concerning student safety and the
importance of looking at. strategies for promoting walkability to schools by students.
In response to a question, Associate Director K. Dalton described the various initiatives taken by
TVDSB schools, their parent groups, and community partners aimed at encouraging walking to school.
Councillor V. Ridley described her work with a number of community organizations regarding this issue
noting there is a collection of efforts by various groups including TVDSB. She advised she is working
on an integrated campaign with potential sponsorship from Canadian Tire. The importance of creating a
culture shift was highlighted.
Through discussion it was recognized that limiting speed zones may be part of the solution.
Implementation of physical changes to school zones (e.g., marked pathways) and education also were
identified as important.
Trustee J. Bennett advised the issue of lowering speed limits in school zones has been raised on
numerous occasions by the City of London Safety and Crime Prevention Advisory Committee.
E. Soldo, Director of Roads and Transportation and J. Braam, Managing Director and City Engineer
from the City of London joined the meeting briefly to describe potential opportunities to lower speed
limits in school zones at times in the day where it is needed.
A report is going to the Civic Works Committee on May 20 regarding this issue. The report is posted to
the City of London website: http://bit.ly/1 E7nTG0.
Councillor Ridley encouraged increased TVDSB participation in the In Motion Challenge.
6. DISCUSSION OF LONDON TRANSIT COMMISSION (LTC) BUS PASSES FOR ELMENTARY AND
SECONDARY STUDENTS
Chair Tisdale advised a letter was sent from her on motion of TVDSB Trustees to Mayor Brown and to
LTC with a request that offering discounts for students riding LTC busses be considered.
Councillor P. Squire suggested the issue be referred to LTC. He advised there are significant
subsidies in the system already and that many groups similarly request discounts. He suggested the
item also return to the Liaison Committee in the future allowing a representative from LTC to attend and
answer questions. He expressed interest in exploring how LTC could provide transportation to
secondary student noting that with the implementation of rapid transit there will be capacity to serve
more people.
7. ATTENDANCE AREA REVIEW UPDATE ON THE PROPOSED NEW SCHOOL IN SUMMERSIDE
Executive Officer Bushell advised TVDSB has purchased a site in the Summerside community. A
business case to fund the building of anew school will be submitted to the Ministry. If approved a new
school is expected to open in 2017-2018.
In response to a question, the recent attendance area review completed for the new school was
explained noting a future accommodation review process will look at potentially building in Belmont to
accommodate the consolidation of elementary students from Westminster and other schools in the
surrounding area.
Councillor J.- Zaifman requested TVDSB provide notification of attendance area and accommodation
reviews and their outcomes to City Councillors going forward.
In answer to an inquiry, Executive Officer Bushell described completed co -builds with the co -terminus
Board and the conditions needed to consider similar builds in the future.
8. DISCUSSION ON JOINT MEETING OF SCHOOL BOARD LIAISON COMMITTEE
Through discussion it was agreed there be an annual meeting of the Liaison Committees (City of
London, TVDSB, and LDCSB) to receive items of mutual interest.
The following motion was moved and CARRIED:
That, the TVDSB-City of London and the LCDSB-City of London Liaison Committees meet once
annually.
It was agreed TVDSB would initiate the coordination of a meeting date for 2015-2016.
9. DISCUSSION OF MUTUAL AREAS OF INTEREST
Items for future discussion were identified as transportation for students and the Terms of Reference.
10. ADDITIONAL BUSINESS
None.
11. NEXT MEETING
The next meeting will be scheduled for September or October pending the development of the TVDSB
policies and procedures with respect to pupil accommodation reviews and the community planning.and
partnerships.
12. ADJOURNMENT
A motion to adjourn was moved and carried at 3:43 p.m.
RECOMMENDATIONS:' None
RUTH TISDALE
Chairperson'
REPORT OF THE THAMES VALLEY PARENT INVOLVEMENT COMMITTEE
MEMBERS
S. Gowdey, Co -Chair
D. Parsons, Co -Chair (by teleconference, -6:45)
S. Davis, Thames Valley Council of Home & School Associations
D. Jutzi, Elgin St. Thomas Health Unit, Community Member
C. Schouw, Parent Member
L. Stephenson, Parent Member
R. Tisdale, Trustee
Regrets:
S. Thomson, Thames Valley Council of Home & School
Associations
Absent:
M. Boyce, Parent Member
13.e
2015 May 14
6:35 p.m. to 8:30 p.m.
ADMINISTRATION AND OTHERS
P. McKenzie, Superintendent
S. Kilbourn, Administrative Assistant
B. Williams, Corporate Services
Ohers:
J. Selman, Systems Integration Specialist (-7:05)
B. Mitchell, Systems Integration Specialist (-7:05)
S. Spence, Supervisor, Systems Development & Support (-7:05)
1. CALL TO ORDER
Co -Chair S. Gowdey called the meeting to order at 6:35 p.m. in the Governor Simcoe Room of the
Education Centre.
2. CONFIRMATION OF AGENDA
The agenda as amended was approved by motion carried.
3. CONFLICTS OF INTEREST . none declared
4. MINUTES OF THE MEETING FROM 2015 April 9
The minutes of the 2015 April 9 meeting were reviewed; there were minor edits.
Of note, under Item 7, the following was added to clarify the intent of the motion:
The purchasing of pens and note pads is for use by School Councils, Home and School Associations,
TVPIC, and other parent groups who are having an event for parents. Once TYPIC has determined
an open and transparent process to offer the items, they will be made available.
5. BUSINESS ARISING FROM THE MINUTES OF 2015 April 9
a. Canadian Anti -Spam Legislation (item # 5.a)
B. Williams re -introduced the Frequently Asked Questions: A Resource for School Councils
guideline seeking feedback on the content. The resource will be posted to the TVPIC webpage
and sent to parents through a -news.
6. PARENT PORTAL AND TVPIC WEBSITE PRESENTATION
Supt. P. McKenzie welcomed and introduced J. Selman, B. Mitchell, and S. Spence to provide a
demonstration of the new parent portal for elementary. The portal was launched in April 2015.
J. Selman and B. Mitchell demonstrated the new log on process, menu items, features, and
enhancements to both the elementary and secondary portals. The capacity of the platform for other
uses in the future was discussed.
Communication regarding the portal was sent out to school administrators to be forwarded to parents.
Additional communication methods, such as school planners, currently are being identified.
J. Selman unveiled the new TVPIC webpage demonstrating its features. There was a suggestion to
update the list of TVPIC members as well as add TYPIC Committees and their membership to the
webpage.
7. CODE/ PARENT ENGAGEMENT
S. Gowdey referred to the Council of Ontario Directors of Education (CODE) website promoting the
availability of parent resources. Resources include booklets and toolkits aimed at supporting parent
engagement. Materials may be downloaded at no cost.
For more information,go to: http://www.ontariodirectors.ca/parent enaaaement.html.
The website also has numerous links to resources that parents may find useful. The group was
asked .to review the website and to suggest a few relevant links that may be added to the TYPIC
webpage. Suggestions may be made to the Co -Chairs.
8. MINISTRY OF EDUCATION PIC SYMPOSIUM 2015
S. Gowdey provided a written report on her attendance at the Parent Involvement Committee
Symposium on April 25 and 25 in Toronto. She highlighted the inspirational presentation by David
Bouchard, author and educator who spoke on the. importance of being readers and as parents,
encouraging our children to read.
Discussion considered TVPIC hosting Mr. Bouchard in London. It was determined that he is
attending London as a presenter for the co -terminus Board. It was suggested parents attend.
With respect to the fall presentation, a focus be on mental health or mathematics was suggested.
The importance of reaching out to diverse groups, such as our First Nations, Metis, and Inuit (FNMI)
communities; and to new comers was discussed. Supt. P. McKenzie offered he will be focusing
efforts on parent engagement next year as he is taking on 'the FNMI portfolio. S. Davis suggested
SWIS workers may be a conduit for reaching out to parents new to Canada.
There was general agreement that the inclusion of parents from FNMI and new comer communities
on TVPIC was a goal.
9. FREQUENTLY ASKED QUESTIONS. (FAQs) UPDATED MAY 9
S. Gowdey referred to the list of FAQs provided with the agenda. It was provided by Public Affairs
and Community Relations to elementary Principals and Vice Principals in regards to the teacher job
action in elementary schools throughout the province.
Through discussion it was recognized that parent leaders are being tapped by the media to answer
questions and make comments.. In the absence of TVPIC-approved messaging; the importance of
speaking as an individual versus speaking on behalf of TVPIC was highlighted. S. Davis shared the
messaging of the Home and School Association.
There was a suggestion that media awareness training be offered to TVPIC through Public Affairs
Manager, R. Hoffman at a future meeting.
10. MEMBER UPDATE FROM TVDSB REPRESENTATIVES
a.' Director of Education
On behalf of Director L. Elliott, Supt. McKenzie reported administration. currently is focused on
preparation of the 2015-2016 budget and on staffing allocations; he described the staffing
allocation process.
Supt. McKenzie advised he will be speaking with new administrators in August and October
regarding parent engagement and about parent groups. He is interested in exploring how
K
TVDSB can assist parent groups to increase their profile and use innovation. to grow parent
engagement.
Discussion ensued regarding the current labour action. Ensuring parents have information
available as soon as possible was emphasized. The access to current information on the TVDSB
website and TVPIC webpage was appreciated.
Supt. McKenzie shared information on an Innovation Forum held_ at the Education Centre this
week for staff of the Education Centre. The forum was aimed at generating ideas on "how can
we better work together?" He described the open spaces concept used and shared some of the
themes coming out of the morning event. He further provided information on the Crowdicity
platform that is being used to gather and share ideas. (Go to: htt[)s://tvdsb.crowdicitv.com/ for
more information.) Supt. McKenzie offered to host a similar forum' for parent groups in the fall.
There was general agreement that -such an opportunity would be valuable.
Discussion followed on the current strategic plan and priorities for the coming year.
b. Trustee
Chair R. Tisdale shared trustees often. are present in schools this time of year attending many of
the school events and graduations. She attended Variety Is on April 30 encouraging the group to
attend this exceptional event next year.
R. Tisdale referred to the recent Board meeting held May 12 acknowledging two presentations.
The Evelyn Harris P.S. grade 3-6 choir was outstanding. The presentation on Mental Health
Awareness Week was remarkable; she expressed her sincere'appreciation to the students for
their participation. She encouraged the group to go the TVDSB webpage to view the archived
video of the Board meeting (httr)s://www.voutube.com/watch?v=andREHMdDTU).
R. Tisdale further reported the Board approved an Attendance Area Review for French Immersion
in Elgin County.
As a follow up to the previous meeting, R. Tisdale advised the Audit Committee is seeking two
TYPIC representatives to sit on a committee tasked to review the financial accountability
processes for School Councils. Meeting dates and times are unknown at this time. S. Gowdey
offered to send out an email asking TYPIC members for expressions of interest to sit on the
committee.
11. MEMBERSHIP
S. Gowdey reported two members of TVPIC have withdrawn their membership. Currently there are 7
members. Applications currently are being drafted and will be ready go out next week. Information on
the years served to date by current members also is being gathered.
12. CORRESPONDENCE
a. Parent Involvement Committee Invitation
S. Gowdey reported PIC Chairs are invited to attend a symposium in Toronto, October 24. The
focus of the symposium is regarding how parents can play a lead role in supporting
extracurricular activities and student achievement in all French Second Language (FSL)
programs. This includes Core French, Extended French, and French Immersion. The
symposium is open to parents, PIC representatives, teachers, trustees, and administrators. The
early bird rate is $50 for PIC representatives. S. Davis offered to bring the information to the
attention of S. Thomson to determine is she is interested in attending.
b. Request for Partnership
S. Gowdey shared the Centre for Addiction and Mental Health (CAMH) invited TVPIC to be a
partner on a regional grant, Welcoming New Voices, focused on collecting stories of new
immigrants coming to the Board. ,
3
R. Tisdale raised a concern that TVPIC did not have criteria in place to help determine when they
should or should.not engage in partnerships or other similar requests.
B. Williams offered to provide a set of draft guidelines she has drafted for another group as a
starting place for TYPIC.
13. FINANCIAL REPORT
a. TVPIC Roadmap to Success 2014 — Revised Finances
S. Gowdey referred to the written report provided with the agenda pertaining to the revised
expenses for Roadmap to Success 2014 and the expenses for the CML Conference hosted
March 7 and the Pro Grant Conference hosted April 1.
b. Year to Date End of 2015 April 30
S. Gowdey reported 36.17% of the Parent Reaching Out Grants have been expensed; 14% of the
Parent Involvement Funds have been expensed.
With respect to the Parent Engagement Enhancement Fund, it was noted the June 15 deadline to
use funds may not be feasible for some schools. As a result of the elementary administrative
work to rule job action, some planned events 'are on hold due to teachers withdrawing their
involvement S. Gowdey offered to take this back to the Finance committee for their
consideration, but noted the Ministry has imposed a June 30 deadline.
Balances in the TVPIC accounts were reported as follows:
Parent Involvement Supplies and Services $63,737
TVPIC PIF — Supplies and Services $34,392
TVIPIC PIF= Surplus from Schools- $281031 -
There was a request for a written financial report at the next meeting.
14. NEW BUSINESS
a. STEAM Conference
C. Schouw reported on the 2015 April 25 STEAM conference hosted by TVDSB for teachers,
administrators, and other educators supporting each other in innovative strategies for integrating
Science & Technology, Environmental Education, Arts, and Mathematics in the classroom.
C. Schouw suggested there was value in parents having the information from the conference.
She offered to meet with Learning Supervisor L. DeVos to explore possibilities.
The committee supported. her suggestion and offered to form a task. committee if that was
needed.
15. COMMUNITY INVOLVEMENT UPDATES
a. Award of Distinction — No report.
b. Active & Safe Routes to School — No report.
c. Community Partners — No report.
d. Education Week - No report.
e. Environmental Education Management — as provided under 14.a
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f. Public Affairs & Communication — No report.
g. Think About It
L. Stephenson handed out the new brochures for Think About It. The committee is meeting June
5 to discuss the redevelopment of their website.
S. Gowdey advised the School Council at Central Elgin Collegiate Institute is hosting a webinar
on Substance Misuse Tuesday May 19 at 12 p.m. For more information go to:
httr)://www.tvdsb.ca/CentralElgin.cfm.
i. Thames Valley Administrators' Committee —Elementary —No report.
j. Thames Valley Secondary School Administrators' Council
Principal J. Copeland submitted a written report that was distributed to committee members.
Staffing and timetabling currently is in process in secondary schools. A number of initiatives were
described including Equity Walkthroughs and the Bridges out of Poverty. Principals have been
asked to provide feedback on the Community Resource Officers program; the general consensus
is that the program remains a valuable community support.
k. Parent Member Updates
S. Davis reported the Home and School Annual General Meeting, held 2015 May 11, was well
attended. Awards were handed out to students and parent volunteers.
15. FUTURE MEETING DATES
The final meeting of the 2014-2015 year will be held on Thursday, June 11, 6:30 p.m. -8:30 p.m. in the
Governor Simcoe Room at the Education Centre.
16. FUTURE AGENDA ITEMS
• Fundraising FAA's (May'2014)
• Internal Audits (May 2013)
• Copyright
o Support Document for Parents (Future)
o Webinar (Future)
• Parent Involvement Funding (2015 April 9, item # 5.e)
• Media Awareness Training (May 2015)
• Childcare (May 2015)
• Symposium (May 2015)
17. ADJOURNMENT
The meeting adjourned at 8:00 p.m. by motion.
RECOMMENDATIONS: None
S.GOWDEY & D. PARSONS
CO-CHAIRS .
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REPORT OF THE CHAIR'S COMMITTEE
2015 May 19
12:32 p.m. — 2:18 p.m.
MEMBERS ADMINISTRATION AND OTHERS
J. Bennett B. McKinnon
R. Tisdale (Chair) L. Elliott B. Williams
Regrets: M. Reid J. Pratt (+12:30, -1:30)
1. APPROVAL OF AGENDA
The agenda as amended was approved by motion.
2. CONFLICTS OF INTEREST - none declared
3. REVIEW AND APPROVAL OF 2015 MAY 26 BOARD AGENDAS
The 2015 May 26 in -camera and public Board meeting agendas were reviewed and discussed.
4. CORRESPONDENCE
A letter from Minister Liz Sandals to School Board Chairs pertaining to accommodations for the
Health and Physical Education, Grades 1 to 12 Curriculum was reviewed.
The following, motion was moved and carried:
That the correspondence from Minister Liz Sandals pertaining to accommodations for
the Health and Physical Education, Grades 1 to 12 Curriculum be added to the 2015 May
26 Board meeting agenda under Communications.
Correspondence received from the Municipality of Strathroy-Caradoc concerning traffic
congestion on McKeller Street, in front of Mary Wright PS in Strathroy was discussed. Director,
Elliott noted a similar letter was received by administration; it was referred to the Capital Planning
Coordinating Committee. A letter outlining potential solutions will be sent in response from Exec.
Officer K. Bushell.
The importance of clear lines of communication between municipalities and TVDSB was
discussed.
5. UPCOMING EVENTS/INITIATIVES
The following system events and initiatives have been scheduled:
• Lawson Awards — Tuesday, June 9
• FNMI Mosaic making (Atrium) - Wednesday, June 17
• OPSBA AGM —June 11-13
6. IN CAMERA
On motion, the committee moved in camera at 12:50 p.m. to discuss legal and' negotiation
matters, reconvening in public session at 1:12 p.m.
7. CITY OF LONDON AND MUNICIPAL MEETINGS
The schedule of meetings is as follows:
- Middlesex County — to be rescheduled
- Elgin County — May 27 .
- Oxford County — June 17
8. SUMMER AUTHORIZATIONS
Each year the Board authorizes the Chair to approve personnel changes in July and August.
The following motion was moved and carried:
That the Chair of the Board be authorized on behalf of the Board to approve
personnel changes as required during 2015 July and August.
9. BOARD ROOM TECHNICAL IMPROVEMENTS
A budget to improve the Boardroom sound system was approved as part of the 2014-2015
budget process. Supervisor B. Williams reported a vendor has been selected and the work will
be completed this summer. Additional Boardroom improvements have been proposed and
include the installation of light indicators for use during public input and the installation of a
monitor to improve the viewing of presentations by those in the front of the room. All work will be
completed in the current year.
The following motion was moved and carried:
That the current budget allocated for Boardroom improvements to the sound
system be used for additional technical improvements in the Boardroom not to
exceed the previously approved budget.
10. OTHER BUSINESS
a. Active and Safe Routes to Schools
A request from the Active and Safe Routes to Schools (ASRTS) Committee for Trustee
and TVDSB employee representation on the ASRTS committee was reviewed.
The Terms of Reference for the committee was reviewed. It was determined the Chair,
Vice -Chair, and the Director meet with the requestor to determine the intended role of the
trustee and staff member on the committee.
b. Personal
On motion the committee moved in camera at 2:00 p.m. to discuss personal issues,
reconvening in public session at 2:18 p.m.
11. DATE AND TIME OF NEXT MEETING
The meeting schedule for Chair's is as follows:
June 2, 3:00 p.m.
June 16, 12:00 p.m.
12. ADJOURNMENT
The meeting adjourned at 2:18 p.m. by motion.
RECOMMENDATIONS:
That the Chair of the Board be authorized on behalf of the Board to approve
personnel changes as required during 2015 July and August.
That the current budget allocated for Boardroom improvements to the sound
system be used for additional technical improvements in the Boardroom not to
exceed the previously approved budget.
RUTH TISDALE
Chairperson