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10/27/2015 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING 2015 October 27, 7:00 P.M. BOARD ROOM, EDUCATION CENTRE The Board met in regular session on 2015 October 27 in the Board Room at the Education Centre, meeting in public session at 7:00 p.m. The following were in attendance: 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 Montcalm Secondary School Concert Band for their performance and to Conductors B. Davidson and S. Beynon for leading in the playing of O Canada and two musical selections. 4. APPROVAL OF AGENDA The agenda was approved on motion of Trustee P. Jaffe, seconded by Trustee G. Hart 5. OFFICIAL RECORD B. Williams, Supervisor Corporate Services, read the following official record into the minutes: "We regret to record the death of Saviah McAlpine, a Student at Glen Cairn Public School on Saturday, October 10, 2015. 6. RECOGNITIONS — none 7. CONFLICTS OF INTEREST — none declared 8. CHAIR'S ANNOUNCEMENTS - none 9. DIRECTOR'S ANNOUNCEMENTS Director L. Elliott extended her appreciation to S. Noad, International Business Development Officer and Saunders Secondary School staff and students, for hosting a delegation from Mexico. They were provided a tour of the school and were introduced to the programs offered at Saunders Secondary School. Positive feedback was received from the delegation. Supt. K. Edgar provided an overview of the Youth's Safe School Conference. The theme for the conference was, We Are The Change. Secondary schools nominated a team of student leaders to attend the conference. The keynote presenter at the conference was Shaun Boothe, an award winning Canadian recording artist. Appreciation was extended to the staff in the Safe Schools portfolio for organizing the conference and to the Trustees and Director Elliott for attending. TRUSTEES ADMINISTRATION AND OTHERS R. Tisdale (Chair) S. Polhill L. Elliott P. McKenzie J. Bennett M. Reid V. Nielsen M. Moynihan R. Campbell P. Schuyler J. Pratt S. Powell H. Goddeeris J. Skinner C. Beal B. Sonier C. Goodall S. Suvajac S. Builder K. Wilkinson G. Hart J. Todd R. Culhane K. Bushell P. Jaffe M. Deman B. Williams B. McKinnon K. Edgar R. Hoffman A. Morell L. Griffith -Jones L. Abell D. Macpherson 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 Montcalm Secondary School Concert Band for their performance and to Conductors B. Davidson and S. Beynon for leading in the playing of O Canada and two musical selections. 4. APPROVAL OF AGENDA The agenda was approved on motion of Trustee P. Jaffe, seconded by Trustee G. Hart 5. OFFICIAL RECORD B. Williams, Supervisor Corporate Services, read the following official record into the minutes: "We regret to record the death of Saviah McAlpine, a Student at Glen Cairn Public School on Saturday, October 10, 2015. 6. RECOGNITIONS — none 7. CONFLICTS OF INTEREST — none declared 8. CHAIR'S ANNOUNCEMENTS - none 9. DIRECTOR'S ANNOUNCEMENTS Director L. Elliott extended her appreciation to S. Noad, International Business Development Officer and Saunders Secondary School staff and students, for hosting a delegation from Mexico. They were provided a tour of the school and were introduced to the programs offered at Saunders Secondary School. Positive feedback was received from the delegation. Supt. K. Edgar provided an overview of the Youth's Safe School Conference. The theme for the conference was, We Are The Change. Secondary schools nominated a team of student leaders to attend the conference. The keynote presenter at the conference was Shaun Boothe, an award winning Canadian recording artist. Appreciation was extended to the staff in the Safe Schools portfolio for organizing the conference and to the Trustees and Director Elliott for attending. 2015 October 27 ... 2 10. ADMINISTRATIVE PRESENTATIONS - none 11. MINUTES OF THE 2015 SEPTEMBER 22 REGULAR BOARD MEETING a. Confirmation of Minutes The minutes of the 2015 October 13 Regular Board Meeting was adopted on motion of Trustee M. Reid, seconded by Trustee R. Campbell. b. Business Arising from the Minutes - none 12. STUDENT TRUSTEES' UPDATE Student Trustee H. Goddeeris and S. Suvajac reported the Student Advisory Council (SAC) meeting was held 2015 October 14. Highlights of the meeting included discussions on mental health in schools, leadership across all grades and opportunities for students to learn based on their own learning styles. Highlighted was the SAC Crowdicity platform as a tool for students to express ideas and find solutions to issues facing students today. 13. REPORTS FROM THE ADMINISTRATION - none 14. REPORTS FROM COMMITTEES a. Special Education Advisory Committee, 2015 October 5 Trustee J. Bennett referred to the written report of the Special Education Advisory Committee (SEAC) (Item 14.a.) provided to Trustees in advance of the Board meeting. There were no recommendations. b. Thames Valley Parent Involvement Committee 2015 October 8 Chair Tisdale referred to the written Report of the Thames Valley Parent Involvement Committee (TYPIC) (Item 14.b.) provided to Trustees in advance of the Board meeting. There were no recommendations. In response to a question, Supt. McKenzie advised the TYPIC symposium planned for 2015 November 7 has been delayed to a future date. c. Chair's Committee, 2015 October 20 Trustee B. McKinnon referred to the written report of the Chair's Committee (Item 14.c.) provided to Trustees in advance of the meeting. The following recommendation was moved by Trustee McKinnon, seconded by Trustee Reid and CARRIED: That Trustees R. Campbell, C. Goodall, B. McKinnon, A. Morell, S. Polhill, M. Reid, and J. Skinner be appointed to the Trustee Communication and Use of Social Media Ad Hoc Committee with a report due to the Board by 2016 February 23. In response to a question, Exec. Officer K. Bushell confirmed that the three PARG information sessions will be held in the Auditorium of the Education Centre. d. Final Report of the Board Committee Review Ad Hoc Committee, 2015 October 20 Trustee A. Morell referred to the written report of the Final Report of the Board Committee Review Ad Hoc Committee (Item 14.d.) provided to Trustees in advance of the Board meeting. A thank you was extended to Director Elliott, Associate Director J. Pratt, Associate Director V. Nielsen, the Senior Administration team, Exec. Officer Bushell and Supervisor of Corporate Services B. Williams. The committee met from July to October to discuss the current committee structure as it relates to Standing Committees, Statutory Committees, Administration Committees and Community Committees. Trustee Morell provided a detailed over view of the work of the committee and the rationale for the recommendations put forth. The following recommendations were moved by Trustee Morell, seconded by Trustee Reid: 2015 October 27... 3 That two full -membership committees of the Board: Program and School Services Advisory and Planning and Priorities Advisory be established as per the Terms of Reference. That the Board meet once per month on the 4th Tuesday. That the Committees of the Board and their Reporting Structure, as amended, be approved. That the Board Bylaws, as amended, be approved. That the Board Committee Review Ad Hoc Committee be disbanded. Discussion followed and questions of clarification were addressed. It was noted the proposed two new Advisory Committees, as with all committees of the Board, will be public meetings. Concern was raised regarding the current obligations of trustees precluding them from attending an additional meeting each month. Trustee Bennett highlighted section 5.10 of the revised bylaws noting that the current practice of the Board is not to ask questions of Administration during public input. The rationale for the practice was explained. The following motion was moved by Trustee Bennet, seconded by Trustee Morell and CARRIED: That the Bylaws be further amended in Section 5.10 by removing the sentence "Administration may provide brief responses of clarification to questions raised by Trustees". There was a suggestion the Table of Contents for the Bylaws be amended to highlight the section whereby the Chairs for each of the new Advisory Committees are elected. Supervisor Williams indicated that could be done. By a show of hands, 10 in favour, 2 opposed, 0 abstained the following recommendations as moved by Trustee Morell, seconded by Trustee Reid were CARRIED: That two full -membership committees of the Board: Program and School Services Advisory and Planning and Priorities Advisory be established as per the Terms of Reference. That the Board meet once per month on the 4th Tuesday. That the Committees of the Board and their Reporting Structure, as amended, be approved. That the Board Bylaws, as amended, be approved. That the Board Committee Review Ad Hoc Committee be disbanded. At 8:23 p.m. a motion to recess and reconvene in -camera at 8:40 p.m. was moved by Trustee Todd, seconded by Trustee Campbell and CARRIED. The committee reconvened in public session at 9:28 p.m. e. Committee of the Whole —In Camera, 2015 October 13 Trustee McKinnon advised the Committee of the Whole met in -camera from 8:40 p.m. to 9:28 p.m. to discuss negotiation and personal matters. No conflicts of interest were declared. The following recommendation was moved by Trustee McKinnon, seconded by Trustee Hart and CARRIED: 2015 October 27 ... 4 That the motions approved at the In -camera session of 2015 October 27 related to personal matters be approved. 15. COMMUNICATIONS a. ONTARIO PUBLIC SCHOOL BOARDS' ASSOCIATION (OPSBA) UPDATE Chair Tisdale reported she attended the Western Region OPSBA meeting with Trustees Hart, Morell and Skinner. Trustee Hart reported the discussion was a good reminder of the important work of trustees. 16. NOTICE OF MOTION — none 17. MOTION — NOTICE OF WHICH HAS BEEN GIVEN — none 18. ADDITIONAL ITEMS — none 19. QUESTIONS/COMMENTS BY MEMBERS Trustee Morell was recognized for leadership on the Board Committee Review Ad Hoc Committee. It was noted a Budget Advisory Committee meeting has been scheduled for 2015 November 10. 20. ADJOURNMENT The meeting adjourned at 9:30 p.m. on motion of Trustee C. Goodall, seconded by Trustee Todd. Confirmed: ` i v Chairperson 2015 October 27... 5 SUMMARY OF APPROVED RECOMMENDATIONS OF 2015 OCTOBER 27 - That Trustees R. Campbell, C. Goodall, B. McKinnon, A. Morell, S. Polhill, M. Reid, and J. Skinner be appointed to the Trustee Communication and Use of Social Media Ad Hoc Committee with a report due to the Board by 2016 February 23. - That two full -membership committees of the Board be established as follows and as described in Appendices A and B: o Program and School Services Advisory to meet each 1 rt Tuesday of the month o Planning and Priorities Advisory to meet each 2nd Tuesday of the month. - That the Board meet once per month on the 4th Tuesday. - That the amended Committees of the Board and their reporting structures for 2015-2016 be approved (Appendix C). That the Board Bylaws, as amended, be approved (Appendix D). That the Board Committee Review Ad Hoc Committee be disbanded. That the last sentence of section 5.10 public input be removed. That the motions approved at the in -camera session of 2015 October 27 related to personal matters be approved. 2015 October 27 OFFICIAL RECORD We regret to record the death of Saviah McAlpine, a student at Glen Cairn Public School on Saturday October 10, 2015. REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE MEMBERS Trustee J. Bennett (Chair) Autism Ontario, B. Curry Community Living Education Committee, S. Wilson( -8:30) Easter Seals Society, A. Morse Epilepsy Support Centre, B. Harvey Children's Aid Society of London and Middlesex, M. Cvetkovich Chippewas of the Thames, C. Dendias FASD E.L.M.O., T. Grant LDAO, B. Wyuldyka Thames Valley Children's Centre, J. Gritzan Trustee C. Goodall Trustee R. Tisdale VIEWS, J. Schaeffer Vanier Children's Services, S. Moore Voice for Hearing Impaired Children, M. Barbeau Regrets: Association for Bright Children, D. Ensing/C. Haskett OPACC, T. Smith Thames Valley Council of Home and School, J. Nuyens 2015 October 5 6:35p. m. —8:41 p.m. ADMINISTRATION AND OTHERS S. Builder, Superintendent of Special Education D. Willaert, Learning Supervisor R. Lee, Elementary Principal K. Aitken, Learning Support Services 1. CALL TO ORDER Chair J. Bennett called the meeting to order at 6:35 p.m. in the London Room at the Education Centre. 2. CONFIRMATION OF AGENDA The agenda was approved on motion. 3. CONFLICTS OF INTEREST — none 4. MINUTES OF THE MEETINGS FROM 2016 SEPTEMBER 14 — Minor revisions were noted. 5. BUSINESS ARISING FROM THE MINUTES OF 2016 SEPTEMBER 14 — none 6. INSIGHT PRESENTATION — deferred 7. SPECIAL EDUCATION PLAN REVIEW Supt. S. Builder referred to Standard 1 of the Special Education Plan. The committee broke into groups to compare Standards 1 & 2 with the Ministry of Education Standards for School Boards Special Education Plans document. A lengthy discussion ensued. Additions and revisions were made to Standard 1. A detailed review of Standard 2 was deferred to the next meeting. 8. SPECIAL EDUCATION ADVISORY COMMITTEE PRIORITIES Supt. Builder advised that draft parent engagement IEP resources are still a work in progress. Further input from the committee was received and suggestions noted. The sub -committee will meet next week to collaborate further and provide final revisions to the documents. K. Aitken requested feedback regarding the SEAC display used for parent engagement. Members were asked to confirm their organization/association's logo. Graphic Services will create an updated display and it will be shared at the next meeting. It was agreed that the committee look at ways to increase awareness of SEAC over the next school year. 9. SPECIAL NEEDS STRATEGY UPDATE A. Morse provided an update on the Special Needs Strategy (Item "A"). Elgin -Oxford, London - Middlesex Integrated Rehabilitation Committee is in the final stage of their work to develop a plan for the integration of physiotherapy, occupational therapy, and speech-language services for children and youth, from birth to adulthood. The plan builds on extensive consultation with families, service providers and educators. Many of the outcomes for the plan are directed by the four Ministries involved in the Special Needs Strategy, the Ministry of Children and Youth. Services, Ministry of Community and Social Services, Ministry of Education and Ministry of Health and Long Term Care. The deadline for submission is October 30, 2015. A response to the recommended plan is expected in the New Year. 10. CORRESPONDENCE Correspondence was received from the Upper Canada District School Board regarding a reduction in their High Needs Amount calculation. The committee requested TVDSB's High Needs Amount calculations for the next meeting. 11. NEW BUSINESS The Thames Valley Parent Involvement Committee will host its symposium on November 7 at Montcalm Secondary School. M. Barbeau and J. Schaeffer volunteered to represent SEAC and hand out resources. T. Grant and K. Aitken will present SEAC Involvement — Effective Strategies for Parent Engagement in Special Education Programs and Services. 12. FORUM: ASSOCIATION UPDATES Autism Ontario London — The Autism Spectrum Disorder Clinic Fall 2015 Lecture Series starts next week and is open to everyone. Easter Seals has been approved for a PRO Grant to fund a parent conference in the spring to include live webcasting of the event, as well as three workshops. FASD E.L.M.O. is hosting a workshop with Mary Cunningham. Attendance will be through invitation only as space is limited. 13. FUTURE MEETING DATES Tuesday, November 3, 12:15 p.m. — 3:00 p.m. 14. FUTURE AGENDA ITEMS • INSIGHT • Early Identification Needs (June) • IEP Report Summary (Annually) • Informal Suspension and Modified Day Data (ongoing) • Special Education Advisory Committee Priorities (Standing Item) • Creating a Survey for Gifted Program (D. Ensing) • SIP Funding (TBD) 15. ADJOURNMENT The meeting adjourned at 8:41 p.m. by motion. JOYCE BENNETT CHAIRPERSON l' Integrated Rehabilitation Planning Communication Update Since our last update in July, 2015, the Special Needs Strategy Integrated Rehabilitation Table has been meeting regularly and will be submitting its proposal to the Ministries on behalf of London/Middlesex and Elgin & Oxford on October 30, 2015. We are following the Ministries' requirements as the model is being developed of: • Unifying speech and language services • Providing services in the schools as well as other settings • Not limiting services to school timeframes • Delivering services in the community where the child lives • Focusing on seamless transitions • Providing the earliest intervention possible Additionally, we are basing our model on the 812 stakeholder voices that we heard when we initially gathered feedback in the winter of 2015. These key recommendations are also being integrated into the model. They include: • Better communication & information sharing • Being more family -centred • Providing a team approach • Ensuring easier transitions • Eliminating service gap, seamless service provision • Improving service provision • Improving flexibility • Supporting parents while on wait list It is important to note however, that the Integrated Rehabilitation Table has no authority to make any changes at this time. The proposal will be submitted to the Ministries for review. It is unclear, once proposals are received, when the Ministries will provide feedback and approval for the model being proposed. Timelines will be set by the Ministries. As we hear information from the Ministries we will communicate back to the community. We are confident that the plan we are submitting will provide more effective and integrated services for children, youth and families. REPORT OF THE THAMES VALLEY PARENT INVOLVEMENT COMMITTEE MEMBERS D. Parsons, Co -Chair C. Blokker, Parent Member S. Davis, Thames Valley Council of Home & School Associations L. Honsinger, Parent Member T. Logtenberg, Parent Member C. Schouw, Parent Member S. Thomson, Thames Valley Council of Home & School Associations A. Willsher, Parent Member R. Tisdale, Trustee C. Cordes, Thames Valley Administrator's Committee Elementary P. McKenzie, Superintendent Regrets: S. Gowdey, Co -Chair L. Stephenson, Parent Member J. Copeland, Thames Valley Secondary School Administrators' Council 2015 October 8 6:39 p.m. to 8:20 p.m. ADMINISTRATION AND OTHERS L. Abell, Corporate Services H. Gerrits, Manager, Early Years Guests: A. Munro, parent M. Dawthorne, parent L. Gonzalez, parent R. Hoffman 1. CALL TO ORDER Co -Chair D. Parsons called the meeting to order at 6:39 p.m. in the Governor Simcoe Room of the Education Centre. 2. CONFIRMATION OF AGENDA The agenda, as amended, was moved and carried. 3. CONFLICTS OF INTEREST — none declared 4. MINUTES OF THE MEETING FROM 2015 September 10 - provided for information 5. BUSINESS ARISING FROM THE MINUTES OF 2015 September 10 a. www.ThinkAboutit.net (item #5.a) Deferred b. Fall Symposium (item #5.1b) Supt. McKenzie recommended postponing the Fall Symposium until early 2016. It was determined the planning committee will continue to meet. Confirmation of a new date is to be determined. Other event ideas for November 7th were discussed. Montcalm is booked and childcare is established. A smaller parent engagement event will go ahead for this day with the larger Symposium being held in 2016. 6. MEDIA AWARENESS TRAINING R. Hoffman, Manager of Public Affairs and Community Relations provided information regarding TYPIC and the Media. Thames Valley District School Board is proud to respond to any media and direct them to the right person in the system. The commitment is to promote the Boards mission and vision and support public education. It is important to balance promoting the school board with maintaining privacy. A handout was distributed highlighting things to think about when the media calls. Chair R. Tisdale advised the TVPIC bylaw state that the Co -Chairs may speak on behalf of TYPIC. Other parent members may respond to the media but not on behalf of TYPIC. A discussion followed_ regarding ways to address the media. The committee expressed their appreciation to R. Hoffman for the information. 7. MEMBER UPDATE FROM TVDSB REPRESENTATIVES a. Director of Education Supt. McKenzie provided an update on current labour sanctions noting school administration is being mindful of student safety. The Muslim Parent Engagement Symposium was held on September 27th. Learning Supervisors provided information about Thames Valley District School Board programs and resources to over 200 families. Supt. McKenzie extended appreciation to the TVPIC team for their help at the Symposium. Supt. McKenzie shared the TVDSB four priority areas for 2015-2016; Supporting a Culture of Learning and Innovation, the Secondary School Experience, Numeracy K-12, and the Implementation of the Information Technology Strategic Plan. A draft plan will go to the Board in November. Policies and procedures regarding pupil accommodation currently are under review; consultation with school communities is scheduled for November 17th, 6:30 p.m. to 9 p.m. at the Education Centre. A thank you was extended to TVPIC for. providing input into the review of the Community Affairs and Public Relations department; a report will be forthcoming. A discussion took place regarding effective communication strategies with communities and parents during the current labour sanctions. b. Trustee Chair R. Tisdale reported the pupil accommodation review guidelines are under development; procedures will be posted to the TVDSB for public input. She also reported the Accommodation Area Review for Elgin County French Immersion is currently underway. Information regarding public input and committee dates also will be posted on the Boards website. Trustee Tisdale expressed appreciation to parents for their understanding during the current labour sanctions. 8. MEMBERSHIP Four new members were welcomed to the committee. A call for members from the Oxford and Middlesex areas will be made in the future. 9. CORRESPONDENCE a. Principal/School Council Emails A request was received from G. Lalonde, Mental Health Lead for a small group of parents to help with a parent engagement conference in May 2016. b. Muslim Parent Engagement Event Supt. McKenzie provided an update on this event in Item 7.a. 10. FINANCIAL REPORT — The report was received on 2015 October 7. 11. NEW BUSINESS —none 12. COMMUNITY INVOLVEMENT UPDATES a. Award of Distinction - none b. Active & Safe Routes to School — October is International IWALK month. Active transport is encouraged. The block parent program is moving towards a different philosophy and will be offering more than signs in homes. The promotion of volunteers helping to walk students to and from school was highlighted. c. Community Partners — none d. Education Week — none e. Environmental Education Management — A written report was provided by S. Gowdey and sent with the agenda package. f. Public Affairs & Communication — none g. Think About It — none h. Thames Valley Administrators' Committee — Elementary —A welcome was extended to C. Cordes, Principal at Louise Arbour French Immersion Public School. She emphasized the focus at school is the students and expressed her amazement at the engagement of the parents. I. Thames Valley Secondary School Administrators' Council —A written report was provided by Principal J. Copeland and attached to the agenda package for information. j. Thames Valley Council of Home and School — S. Davis provided an update on the first meeting of the Thames Valley Council of Home and School noting the meeting was well attended. 15. FUTURE MEETING DATES All meetings will be held in the Governor Simcoe Room at the Education Centre. Thursday, November 12 06:30pm-08:30 pm Thursday, January 14 06:30pm-08:30 pm Thursday, February 11 06:30pm-08:30 pm Thursday, March 10 06:30pm-08:30 pm Thursday, April 14 06:30pm-08:30 pm Thursday, May 12 06:30pm-08:30 pm Thursday, June 9 06:30pm-08:30 pm Committee members were reminded to RSVP Leanne or Sherry for each meeting. 16. FUTURE AGENDA ITEMS • Fundraising FAQ's (May 2014) • Internal Audits (May 2013) • Copyright o Support Document for Parents (Future) o Webinar (Future) • Endorsement Policy (2015 June 11, item #5.a) 17. ADJOURNMENT The meeting adjourned at 8:20 p.m. by motion. RECOMMENDATIONS: None D. PARSONS CO-CHAIR REPORT OF THE CHAIR'S COMMITTEE 2015 October 20 12:10 p.m. - 1:30 p.m. MEMBERS ADMINISTRATION AND OTHERS J. Bennett B. McKinnon (by phone) M. Reid R. Tisdale (Chair) L. Elliott B. Williams J. Pratt (+12:35, -12:50) C. Beal (+12:35, -12:50) S. Macey (+12:35, -12:50) K. Edgar (+1:00,-1:10) 1. APPROVAL OF AGENDA The agenda as amended was approved by motion. 2. CONFLICTS OF INTEREST - none declared 3. REVIEW AND APPROVAL OF 2015 OCTOBER 27 BOARD AGENDAS The agendas for the 2015 October 27 in -camera and public Board meetings were reviewed. 4. CORRESPONDENCE - none 5. UPCOMING EVENTS/INITIATIVES System events and initiatives are scheduled as follows: • TVPIC Symposium — November 7 • Thames Valley Education Foundation Gala, Let It Snow — November 27 • Chair/Vice Chair Elections — December 1 • Inaugural — December 8 • 25 Year Employee Recognition Reception — tentatively rescheduled to January 11 Dates for PARG Information Sessions: • November 17, 6:30 p.m.to 9 p.m. for school communities • November 18, 1 p.m. to 4 p.m. for municipalities • November 19, 1 p.m.to 4 p.m. for community groups and organizations 6. 2015-2016 SCHOOL YEAR CALENDAR— ADDITIONAL PA DAY Director Elliott referred to a memorandum from the Ministry of Education regarding the addition of a Professional Activity (PA) day for teachers represented by the Ontario Secondary School Teachers' Federation (OSSTF). The provision of the additional PA day was part of the settlement reached with OSSTF-Provincial. Once the regulation is amended, the Ministry will provide further direction in regards to making a revision to the current 2015-2016 school calendar. 7. 2016-2017 BUDGET PROCESS Associate Director J. Pratt, Superintendent C. Beal, and Manager S. Macey joined the meeting to discuss the 2016-2017 budget process. Discussion centred on the identification and prioritizing of trustee initiatives. Through discussion it was suggested a form be created for trustees and senior administration to use to outline the rationale for the initiative, the gap being addressed, and how it relates to the strategic plan. It was agreed that the time for administration to research the cost of implementing the initiative be taken into consideration. Further discussion was moved to the Budget Advisory Committee. 8. AWARD OF DISTINCTION As a follow up to the previous meeting and in response to a letter of concern, Superintendent K. Edgar joined the meeting to describe the process for awarding the Award of Distinction in the five categories of: teaching staff, support staff, students, administration, and volunteers. Nominees are judged within their own category. It further was clarified that awards are given proportionally based on the number of nominations in each category with volunteers traditionally receiving the highest number of awards. Chair Tisdale offered to follow up with the individual writing the letter of concern to clarify the process. 9. IN CAMERA On motion the committee moved in camera at 1:11 p.m. to discuss personal matters reconvening in public session at 1:30 p.m. 10. OTHER BUSINESS a. Trustee Communication and Use of Social Media Ad Hoc Committee Membership The list of trustees putting forward their name to sit on the Trustee Communication and Use of Social Media Ad Hoc Committee was reviewed. The following recommendation was moved and carried: That Trustees R. Campbell, C. Goodall, B. McKinnon, A. Morell, S. Polhill, M. Reid, and J. Skinner be appointed to the Trustee Communication and Use of Social Media Ad Hoc Committee with a report due to the Board by 2016 February 23. 11. DATE AND TIME OF NEXT MEETING The meeting schedule for Chair's is as follows: November 03, 3 pm November 17, 12 pm 12. ADJOURNMENT The meeting adjourned at 1:30 p.m. by motion. RECOMMENDATIONS: - That Trustees R. Campbell, C. Goodall, B. McKinnon, A. Morell, S. Polhill, M. Reid, and J. Skinner be appointed to the Trustee Communication and use of Social Media Ad Hoc Committee with a report due to the Board by 2016 February 23. RUTH TISDALE Chairperson Date of 2015 October 27 Meeting: Item #: 14.d D,ISTRICr SCHOOL BOARD REPORT TO: BOARD x❑ Public COMMITTEE ❑ Public PRESENTED FOR APPROVAL SUBMITTED BY: Arlene Morell, Trustee In Camera ❑ In Camera SIGNATURE: SUBJECT. :Final:Report of the Board Committee Review Ad:Hoc Committee Purpose Content To report on the activities and recommendations of the Board Committee Review Ad Hoc Committee. At the 2015 June 23 Board meeting, trustees approved the establishment of the Board Committee Review Ad Hoc Committee to review the committee structure of the Board. On July 9, 2015 and through an electronic vote Trustees Skinner, Reid, Morell, Goodall, Bennett, Tisdale, and Todd were appointed to the Ad Hoc Committee Review Committee. Key activities of the Ad Hoc Committee included: • Review of current committee structure at TVDSB and at other Boards; • Development of Terms of Reference for two full -membership committees of the Board: Program and School Services Advisory and Planning and Priorities Advisory; • Revision to the number of committees and their reporting structures to the Board; and • Amendments to Bylaws to reflect the new proposed committee structure. The committee recommends: • That two full -membership committees of the Board be established as follows and as described in Appendices A and B: o Program and School Services Advisory to meet each 1St Tuesday of the month o Planning and Priorities Advisory to meet each 2nd Tuesday of the month. • That the Board meet once per month on the 4t" Tuesday. • That the amended Committees of the Board and their reporting structures for 2015-2016 be approved. (Appendix C) • That the Board Bylaws, as amended, be approved (Appendix D). The committee has included a Governance Flow Chart (Appendix E) and a sample meeting calendar (Appendix F) as supporting documents to this report. Having completed its mandate, it is recommended the Board Committee Review Ad Hoc committee be disbanded. We build each student's tomorrow, every day Cost/,Savings Timeline Effective January 1, 2016 Appendices Appendix A: Program and School Services Advisory Terms of Reference Appendix B: Planning and Priorities Advisory Terms of Reference Appendix C: Committees of the Board and Reporting Structure Appendix D: Board Bylaws Appendix E: Governance Flow Chart Appendix F: Sample Meeting Calendar Relation to Commitments: ❑ Putting students first. ❑ Recognizing and encouraging leadership in all its forms. ❑ Actively engaging our students, staff, families and communities. ❑ Being inclusive, fair, and equitable. ❑ Ensuring safe, positive learning and working environments. ❑ Inspiring new ideas and promoting innovation. 0 Taking responsibility for the students and resources entrusted to our care. Appendix A Program and School Services Advisory Committee The role of the Program and School Services Advisory Committee is to assist the Board of Trustees in fulfilling its duties related to governance and oversight with a system -wide focus by providing advice on system issues related to programming and school services. Mandate and Function The committee will maintain an ongoing strategic dialogue with and through the Director of Education to ensure school programs and school services are in alignment with the Board's strategic mission, vision and commitments. The Committee deals with such matters as may be referred to the committee by the Board. The Chair of the Committee is elected as per the Board Bylaws. The Vice Chair of the Committee shall be elected at the first meeting of the Committee. The Committee: • Advises the Board on matters of education including school programs, student activities and student well-being. • Reviews new initiatives. • Reviews any substantive shifts in strategy for existing initiatives. • Monitors the implementation and evaluation of education programs offered across the district. • Monitors student achievement through the use of qualitative and quantitative measures with a focus on improvement. • Provides advice on the development and implementation of the Board Improvement Plan for Student Achievement (BIPSA). • Provides advice on staffing and/or other human resource matters as necessary to deliver programs. • Reviews school year calendar requiring Board and Ministry approval. • Reviews and receives updates on community partnerships that do not require financial resources or capital to enhance student achievement and well-being. • Receives reports and updates from Trustee representatives on Administrative and Community committees. • Receives reports related to: o International Education o Community Collaborations o First Nations, Metis, and Inuit Programs and Initiatives o Adult and Continuing Education o Alternative Education o Facility Enhancements o Safe Schools o Education Quality and Accountability Office (EQAO) provincial testing o Environmental Education o Other reports as requested or as appropriate Program and School Services Advisory Committee Appendix B Planning and Priorities Advisory Committee The role of the Planning and Priorities Advisory Committee is to assist the Board of Trustees in fulfilling its duties related to governance and oversight with a system wide focus by providing advice on system issues related to Organizational Support Services and other such matters related to Business, Finance, or Facilities/Capital Planning. Mandate and Function The committee will maintain an ongoing strategic dialogue with and through the Director of Education to ensure matters related to business and finance; capital planning and facilities; student transportation; and human resources are in alignment with the Board's strategic mission, vision and commitments. The Committee deals with such matters as may be referred to the Committee by the Board and receives reports as requested or as appropriate. The Chair of the Committee is elected as per the Board Bylaws. The Vice Chair of the Committee shall be elected at the first meeting of the Committee. Business and Finance: The Committee ensures the board is being fiscally responsible and responsive to the need of the Board and its community. The committee: • Reviews and make recommendations relating to the applicable Approval Authority Schedules (as per the Purchasing Policy and Procedure). • Receives financial updates three times annually, including both Board Estimates (Budget) and Expenditures. • Reviews and receives updates regarding community collaborations that require financial resources or capital to enhance student achievement, and facilitates the Board's long- term operational planning through the sharing of resources. • Reviews and make recommendations to the board on borrowing and investing of funds according to government regulation, where applicable. • Approves trustee professional development surplus funding after April 1 of each calendar year based on anticipated benefit to the Board and interest of individual trustees. • Reviews annually the fees for Community Use of Schools. • Reviews annually the Expense Reimbursements Rates, as part of the Budget process. • Receives information on the rates of tuition for First Nations, Metis, and Inuit students; and International Education Students. Planning and Priorities Advisory Committee M Appendix B Budget The Committee is responsible for the review and recommendation of the annual budget to the Board. It is the responsibility of the Board to establish a budget that is compliant with the requirements of the Education Act and aligns resources to support the Board strategic plan. The committee assists in the development of the annual budget of the Thames Valley District School Board by: • Providing information and advice. • Providing recommendations on budget assumptions for each fiscal year. • Identifying budget priorities in alignment with the Board's strategic plan. • Participating in the development and implementation of a communications plan to provide budget information to the community and receive input from parents, students, staff and other stakeholders on budget issues (priorities). • Monitoring provincial budget issues and considers the impact of provincial issues on the Thames Valley District School Board. • Considering the impact of other budgetary pressures that may be unique to TVDSB. • Considering budget recommendations from the staff, other board committees and the community, as appropriate. • Providing direction related to budget allocations when significant adjustments are required. • Providing advice on budgetary matters and on -budget expenses that occur and report recommendations to the Board of Trustees. Facility Services and Capital Planning The Committee shall ensure the Board has the most effective and efficient educational facilities to enhance the learning environment in all of our schools, while ensuring fiscal responsibility, by reviewing, providing advice and making recommendations to the Board of Trustees related to: Long -Term Student Accommodation Plans, Capital Funding Strategies, and Facility Services initiatives. The Committee will: • Receive information regarding facility matters and make recommendations to the Board about Facility Services initiatives and capital planning. • Monitor provincial initiatives and consider their potential impact. • Make recommendations on facility and property matters, including property dispositions and major capital projects. • Review planning reports concerning Community Planning and Facility Collaboration Opportunities, Pupil Accommodation and Facility Organization, Attendance Area Review and School Holding zones. Planning and Priorities Advisory Committee Appendix B • Review and make recommendations on temporary accommodation and long- term capital plans. • Review the Board's capital funding. • Receive annual update on school renewal projects. Student Transportation The Board is an equal member, along with London District Catholic School Board, of the Southwestern Ontario Student Transportation Services (STS). The Committee will: • Receive information from STS, including current service levels and an Annual Report on services to TVDSB. • Provide recommendations to STS through advisement to the TVDSB representative on the STS Board. • Receive Administrative Presentations from STS Staff • Receive reports of the STS Board of Directors meetings. • Review and make recommendations regarding the annual STS Service Agreement. Human Resources The Committee will receive updates and reports regarding human resources. This may include, for example: • The staffing process. • Employee terminations. • Class size compliancy. • Human Resource metrics Planning and Priorities Advisory Committee Appendix C COMMITTEES OF THE BOARD AND REPORTING STRUCTURE p ,vv'.: t� '�i� 3�:rui6;.•-'•,:swp" 4;i;F,u q,•�' IIITTEES TRU5TE ,.. r . ... , ,'.:.,k ,.._...n REPRESENTATIONS.��MEETINGFwREQUENCY*,r I�., . , rREPORTSTO,;w Program and School Services Advisory Planning and Priorities Advisory Chair's First Nations Advisory Negotiations Advisory Policy Working Audit (term of the Board) Discipline Special Education Advisory (SEAC) (term of the Board) Supervised Alternative Learning (SAL) Thames Valley Parent Involvement All Trustees All Trustees 5 members: Chair, Vice -Chair (to sit as Chair of Policy), Paslt Chair, Programs and School Services Chair, Planning and Priorities Chair First Nations Trustee + 2 3 5 3 3 One from each area + alternate 1 1" Tuesday, 6 p.m. 2nd Tuesday, 6 p.m. 3rd and 4th Tuesday of the month 3rd Tuesday, 3 p.m. As needed 4th Tuesday, 3 p.m. 2"" Tuesday, 3 p.m. As needed 1St Tuesday, 12:15 p.m. (or Mondays, 6:30 p.m.) As needed 2nd Thursday, 6:30 p.m. Board Board Board Board Committee of the Whole Board Board Committee of the Whole Board Committee of the Whole Board Accessibility 1 No formal reporting Award of Distinction 1 structure: Information regarding Culture for Learning Advisory 1 the work of Communications & Public Relations 1 Administrative Committees flows Education Week 1 through to the Program Environmental Education & and School Services Management j 1 Advisory Committee Ontario Public School Boards' Association Children's Safety Village Safety & Crime Prevention Advisory (4 -yr term) Thames Valley Education Foundation (TVEF) Thames Valley Council of Home and School Associations STS Conditional Bussing Working Group (Ad Hoc) 2 + 2 alternates 1 1 As per the Bylaws of TVEF � 1 As per Board Bylaws * Meeting times may change at the call of the Committee Chair Boa rd Planning and Priorities Advisory Planning and Priorities Advisory Board Board Planning and Priorities Advisory, if appropriate Appendix D Bylaw Amendments: Executive Summary The primary amendments to the Bylaws may be found as follows: Page 22: Information Committee of the Whole was removed. Bylaws pertaining to the new Program and School Services Advisory Committee and to the Planning and Priorities Advisory Committee were added. Page 9: Section 4.1 was amended to reflect the Board will meet regularly on the fourth Tuesday of the month. Additional housekeeping amendments were made on the following pages: • Table of Contents, item 12.0 • Page 1, Section 1.1 • Page 9, Sections 4.10 and 4.11 • Page 11, Sections 5.2 and 5.4 • Page 20, Section 10.22 • Page 21, Sections 11.2 and 11.4 • Page 23, Sections 13.1 and 13.2 • Page 25, Section 15.1.3 BYLAWS of the Thames Valley District School Board BYLAWS of the THAMES VALLEY DISTRICT SCHOOL BOARD Revisions approved by Board Motion the 4 -0 -27th day of October, 20142015 SIGNED: Ruth Tisdale, Chair of the Board Laura Elliott, Director of Education TABLE OF CONTENTS SECTION PAGE 1.0 Introduction ............................................. .......... 1 1.1 Definitions................................................... 1 1.2 Rules of Order ............................................... 1 1.3 Amendments and Additions to Existing Bylaws ... ................... 1 1.4 Banking Bylaws - Business Services .............................. 1 2.0 Board Governance Principles ......................................... 2 3.0 Trustee Code of Conduct ............................................ 3 4.0 Board Meetings .................................................... 9 5.0 Public Input ................................................... ... 11 6.0 Election of Chair and Vice -Chair ...................................... 13 7.0 Inaugural Meeting of the Board ........................................ 15 8.0 Inaugural Meeting of the Chair ........................................ 16 9.0 Duties of the Chair .................................................. 17 10.0 Committees...................................................... 19 11.0 Committee of the Whole In -Camera Meetings ............................. 21 I12.0 Advisory Committee Meetings ......................... 13.0 Chair's Committee .................................................. 23 14.0 Leave of Absence of Members ......................................... 24 15.0 Rules of Order ..................................................... 25 15.1 General ................................................... 25 15.2 Motions Considered at Board Meetings ........................... 25 15.3 Debate .................................................... 27 15.4 Voting ..................................................... 28 15.5 Reconsideration ............................................. 29 15.6 Petitions and Communications . ................................. 29 16.0 Business Services Bylaws ............................................. 30 22 1.0 INTRODUCTION 1.1 Definitions For the purpose of these Bylaws: - "Board" means the Board of Trustees of the Thames Valley District School Board; - "Chair" means the Chair of the Board; - "Vice -Chair" means the Vice -Chair of the Board; - "Past Chair" means the Past Chair currently elected to the Board; - "Director of Education" means the Secretary of the Board; - "Treasurer" means the Treasurer of the Board; - "Trustee" means a Trustee on the Board and the Student Trustees; - "Member" means a voting Member of the Board and/or Board Committee; - "Board committee" means an ongoing committee established by the Board;, - "Ad hoc committee" means a committee established for a specific time frame and purpose; - "Board meeting" means an official, regularly -scheduled or special Board meeting as defined in the Education Act; - "Meetings of the Board" includes Board meetings in addition to any in -camera or WGM;atien Committee of the Whole, statutory, standing, or ad hoc meetings chaired by a Member. - "Advisory Committees" refer to the Planning and Priorities Advisory Committee and to the Program and School Services Advisory Committee. These are considered standing committees. 1.2 Rules of Order 1.2.1 All Board Meetings and all meetings of the Board will be conducted in accordance with the rules of order as set forth in Section 16 of these Bylaws. 1.3 Amendments and Additions to Existing Bylaws 1.3.1 No amendment, alteration, or addition to the Bylaws shall be made unless due notice has been given setting forth the proposed amendment, alteration, or addition. A two-thirds majority of all members of the Board must vote in favour of the change. 1.3.2 Every new bylaw of the Board, upon approval, shall be signed by the Chair of the Board and counter -signed by the Director of Education, after which the seal of the Board shall be attached thereto. 1.4 Banking Bylaws - Business Services 1.4.1 The Board shall maintain on record its Borrowing and Banking Bylaws in addition to other bylaws for Business Services, under the title "Business Services Bylaws". 1.4.2 The complete set of Business Services Bylaws and their schedules shall be on record under that title. _....._ ._..._. _ , .......___._. ._..._..... _....._...._.__..................... ...... .........__........_......._.._...._.�.__.._ ..__ __. 1 I Bylaws of the Thames Valley District School Board Revised: 2015 October 27 2.0 BOARD GOVERNANCE PRINCIPLES Principle 1 The Board of Trustees exists to govern the school system in the best interests of its students. Principle 2 The Board of Trustees is accountable to its public school supporters. Principle 3 The Board of Trustees represents the interests of its students, parents and the community. Principle 4 The Board of Trustees speaks with one voice through its policies and decisions. Principle 5 The Board of Trustees is responsible for defining the expected outcomes and policies essential to meeting the organization's mission, vision and commitments. Principle 6 The Board of Trustees holds the Director of Education accountable for implementation of Board policies and Board decisions. _..............................................._m..................................._.................................................�.._............................................_.....____-.m_._...._................�.........._._..........._......_......._......................................................_...................................... ....__..__............... 2 1 Bylaws of the Thames Valley District School Board Revised: 2015 October 27 3.0 TRUSTEE CODE OF CONDUCT 3.1 Purpose 3.1.1 This Code of Conduct is intended to contribute to confidence in public education and respect for the integrity of Trustees of the Board and is intended to promote acceptable and respectful behaviours. 3.2 Application 3.2.1 This Code of Conduct and the Enforcement Procedures contained herein shall apply to all Trustees. 3.2.2 Every Trustee shall uphold the letter and spirit of this Code of Conduct. 3.3 Compliance 3.3.1 A Trustee of the Board shall discharge his or her duties in accordance with the Education Act and comply with any other relevant legislation. 3.3.2 Each Trustee shall comply with Board policies, procedures, Bylaws, and Rules of Order. 3.4 Code of Conduct Integrity and Dignity of Office 3.4.1 Trustees of the Board shall discharge their duties loyally, faithfully, impartially and in a manner that will inspire public confidence in the abilities and integrity of the Board. 3.4.2 Trustees of the Board shall make decisions in a manner which is open, accessible and equitable. 3.4.3 Trustees of the Board shall recognize that the expenditure of school board funds is a public trust and endeavour to see that the funds are expended efficiently, in the best interests of the students. Avoidance of Personal Advantage and Conflict of Interest 3.4.4 No Trustee shall accept a gift from any person or entity that has dealings with the Board if a reasonable person might conclude that the gift could influence the Trustee when performing his or her duties to the Board. If Trustees are unsure about the appropriateness of a gift, they may consult with the Board Chair for further guidance. 3.4.5 Trustees shall ensure that their public office is not used for personal gain as in accordance with the Municipal Conflict of Interest Act (RSO 1990). 3.4.6 No Trustee shall use his or her office to obtain or maintain employment with the Board for the Trustee or a family member. _.....................................�....................... .................._......._........_._................._..._.._.............................._... .... ............. ....... ...........................r......M....._.........._µ.a...___.................,....................................................... _........__µ............_._ 3 Bylaws of the Thames Valley District School Board Revised: 2015 October 27 Civil Behaviour 3.4.7 No Trustee shall engage in conduct during meetings of the Board and at all other times that would discredit or compromise the integrity of the Board. 3.4.8 A Trustee of the Board shall not advance allegations of misconduct that are frivolous, vexatious, or vindictive in nature against another Trustee of the Board. 3.4.9 Trustees shall respect the differing points of view of other Trustees on the Board, staff, students and the public. Respect for Confidentiality 3.4.10 Every Trustee shall keep confidential any information disclosed or discussed at a meeting of the Board or part of a meeting of the Board that was closed to the public or should otherwise be kept confidential, unless required to divulge such information by law or authorized by the Board to do so. 3.4.11 No Trustee shall use confidential information for either personal gain or to the detriment of the Board. Upholding Decisions 3.4.12 All Trustees of the Board shall accept that authority rests with the Board, and that a Trustee has no individual authority other than that delegated by the Board. 3.4.13 Each Trustee shall uphold the implementation of any Board resolution after it is passed by the Board. 3.4.14 A Trustee should be able to explain the rationale for a resolution passed by the Board. A Trustee may respectfully state his or her position on a resolution provided it does not in any way undermine the implementation of the resolution. 3.4.15 The Chair of the Board is the spokesperson to the public on behalf of the Board, unless otherwise determined by the Board. No other Trustee shall speak on behalf of the Board unless expressly authorized by the Chair of the Board or Board to do so. When individual Trustees express their opinions in public, they must make it clear that they are not speaking on behalf of the Board. 3.5 Enforcement of Code of Conduct Informal Complaint Procedure 3.5.1 The Chair of the Board on his/her own initiative, or at the request of a Trustee of the Board (without the necessity of providing a formal written complaint) who alleges a breach of the Code has occurred, may meet informally with a Trustee of the Board who is alleged to have breached the Code to discuss the breach. The purpose of the meeting is to bring the allegation of the breach to the attention of the Trustee and to discuss options to correct the offending behavior. The Informal Complaint Procedure is conducted in private. 3.5.2 If the Chair of the Board and the Trustee alleged to have breached this Code cannot agree on a remedy, then a formal complaint may be brought against the Trustee alleged to have breached this Code and that complaint will be dealt with in accordance with the formal, complaint procedure. 4 f Bylaws 6f the Thames Valley District School Board Revised: 2015 October 27 Formal Complaints 3.5.3 A Trustee who has reasonable grounds to believe that another Trustee of the Board has breached the Board's Code of Conduct may bring the breach to the attention of the Board by first providing to the Board Chair, a written, signed complaint setting out the following: • the name of the Trustee who is alleged to have breached the Code; • the alleged breach or breaches of the Code; • information as to when the breach came to the Trustee's attention; • the grounds for the belief by the Trustee that a breach of the Code has occurred; and • the names and contact information of any witnesses to the breach or any other persons who have relevant information regarding the alleged breach. 3.5.4 If a written complaint is filed with the Chair of the Board, the Chair shall decide, in consultation with the Vice -Chair, if a formal inquiry shall be undertaken. If a formal inquiry is to proceed, the Chair shall confidentially provide each Trustee with a copy of the written complaint. Refusal to Conduct Formal Inquiry 3.5.5 If the Board Chair and Vice -Chair are of the opinion that the complaint is out of time, trivial, frivolous, vexatious or not made in good faith, or that there are no grounds or insufficient grounds for a formal inquiry, a formal inquiry shall not be conducted and a confidential report stating the reasons for not doing so shall be provided to all Trustees of the Board including the original, written complaint. The matter shall be discussed at the next in -camera Committee of the Whole meeting. Initiating a Formal Inquiry 3.5.6 If a formal inquiry of an allegation of a breach of the Code of Conduct is undertaken, it shall be done by a Committee of the Board (the "Inquiry Committee") which shall be comprised of three Trustees as designated by the Chair's Committee. No Trustee of the Board may sit on the Inquiry Committee if they are a witness in the formal inquiry. Formal Inquiry Procedure 3.5.7 Procedural fairness and the rules of natural justice shall govern the formal inquiry. The formal inquiry will be conducted in private. 3.5.8 The Inquiry Committee shall obtain written statements and documents from the complainant and any witnesses. This documentation will be provided to the Trustee alleged to have breached the Code who will then have 30 days to provide a written statement and any documentation. 3.5.9 Both the complainants and the Trustee alleged to have breached the Code, shall receive copies of all written statements and documentation at least 30 days prior to the hearing. 3.5.10 The formal inquiry may involve both written and oral statements by any witnesses, the Trustee bringing the complaint and the Trustee who is alleged to have breached the Code of Conduct and the Trustee who is alleged to have breached the Code of Conduct shall have an opportunity to respond to all allegations. Timeframes may be extended with the consent of the Inquiry Committee. Such consent shall not be unreasonably withheld. 5 Bylaws of the Thames Valley District School Board Revised: 2015 October 27 3.5.11 If the Inquiry Committee, when conducting the formal inquiry, discovers that the subject -matter of the formal inquiry is being investigated by police, that a charge has been laid, or is being dealt with in accordance with a procedure established under another Act, the formal inquiry may be suspended until the police investigation, charge or matter under another Act has been finally disposed of. This shall be reported to the Board. 3.5.12 If the Trustee who is alleged to have breached the Code of Conduct refuses to participate in the formal inquiry, the formal inquiry will continue in his/her absence. Decision/Determination 3.5.13 Once the formal inquiry is complete, the Inquiry Committee shall provide a confidential final report outlining the finding of facts and a recommendation to the Board as to whether the Code of Conduct has been breached including recommended sanctions if any. This will be considered by the Committee of the Whole in camera. 3.5.14 A decision by the Board as to whether or not the Code of Conduct has been breached and the sanction, if any, for the breach shall be made as soon as practical after receipt of the final report by the Board. 3.5.15 Trustees shall consider only the findings in the final report when voting on the decision and sanction. No Trustee shall undertake his/her own investigation of the matter. 3.5.16 The determination of a breach of the Code of Conduct and the imposition of a sanction with respect to a complaint investigated in accordance with the Formal Complaint Procedure must be done by resolution of the Board at a meeting of the Board, and the vote on the resolution shall be open to the public. The resolutions shall be recorded in the minutes of the meeting. The reasons for the decision shall be recorded in the minutes of the meeting. Both resolutions shall be decided by a vote of at least 2/3 of the Trustees of the Board present and voting. 3.5.17 Despite s. 207 (1) of the Education Act, the part of the meeting of the Board during which a breach or alleged breach of the Board's Code of Conduct is considered may be closed to the public when the breach or alleged breach involves any of the matters described in clauses 207(2) (a) to (e) being: a. the security of the property of the board; b. the disclosure of intimate, personal or financial information in respect of a member of the board or committee, an employee or prospective employee of the board or a pupil or his or her parent or guardian; c. the acquisition or disposal of a school site; d. decisions in respect of negotiations with employees of the board; or e. litigation affecting the board. 3.5.18 The Trustee who is alleged to have breached the Code of Conduct shall not vote on a resolution to determine whether or not there is a breach or the imposition of a sanction. The Trustee who brought the complaint to the attention of the Board may vote on those resolutions. 3.5.19 The Trustee who is alleged to have breached the Code of Conduct may be present during the deliberations regarding the above but shall not participate in the deliberations, and shall not be required to answer any questions at that meeting. 6 Bylaws of the Thames Valley District School Board Revised: 2015 October 27 3.5.20 The Trustee who is alleged to have breached the Code of Conduct shall not in any way, after the final report is completed, influence the vote on the decision of breach or sanction, except as permitted below after these decisions have been made. 3.5.21 If the Board determines that a Trustee has breached the Board's Code of Conduct the Board shall: a. give the Trustee written notice of the determination, the reasons for the decision and any sanction imposed by the Board; b. the notice shall inform the Trustee that he or she may make written submissions to the Board in respect of the determination or sanction by the date specified in the notice that is at least 14 days after the notice is received by the Trustee; and c. consider any submissions made by the Trustee and shall confirm or revoke the determination or sanction within 14 days after the submissions are received. 3.5.22 If the Board revokes a determination, any sanction imposed by the Board is revoked. 3.5.23 If the Board confirms a determination, the Board shall, within the 14 days above, confirm, vary or revoke the sanction. 3.5.24 If a sanction is varied or revoked, the variation or revocation shall be deemed to be effective as of the date the original determination was made. 3.5.25 The Board decisions to confirm or revoke a determination or confirm, vary or revoke a sanction shall be done by resolution at a meeting of the Board and the vote on the resolution shall be open to the public. Both resolutions shall be decided by a vote of at least two-thirds of the Trustees present and voting. The resolutions shall be recorded in the minutes of the meeting together with the reasons for confirming or revoking a determination. The Board shall provide to the Trustee alleged to have breached the Code of Conduct written notice of the decision to confirm or revoke the determination together with reasons for the decision and written notice of any decision to confirm, vary or revoke a sanction. The Trustee alleged to have breached the Code of Conduct shall not vote on those resolutions. The Trustee who brought the complaint may vote. 3.5.26 The Trustee who is alleged to have breached the Code of Conduct may be present during the deliberations regarding the above but may not participate in the Board's deliberations and shall not be required to answer any questions at that meeting. 3.5.27 If appropriate, the original sanction may be stayed pending the reconsideration by the Board of the determination or sanction. _........................_..................,.,,....,......, _.,..._. _......... _..._...___.._._..._......._..._..._........ .............. ...... .........................._. _._.._.._........... m .. _..._....... _.....,....m,.... ._......... _.... __.._._ 7 Bylaws of the Thames Valley District School Board Revised: 2015 October 27 Sanctions 3.5.28 If the Board determines that the Trustee has breached the Board's Code of Conduct, the Board may impose one or more of the following sanctions: a. Censure of the Trustee; b. Barring the Trustee from attending all or part of a meeting of the Board or a meeting of a committee of the Board; c. Barring the member from sitting on one or more committees of the Board, for the period of time specified by the Board; and/or d. Other sanctions as determined by the Board. 3.5.29 In respect of a Trustee's failure to comply with the duty of confidentiality as stated in 3.4.10 and 3.4.11 the following additional sanctions may be pursued by the Board: a. The Board may seek an injunction against a Trustee who fails or refuses to maintain confidentiality. The terms of such injunction may prescribe that the Trustee be excluded from confidential meetings, be refused access to confidential reports, and/or be required to undertake in writing to observe the duty to maintain confidentiality in future before being allowed back into such meetings. b. An action for damages may be brought against any Trustee who fails to maintain confidentiality, and the Board will not compensate the Trustee for legal costs incurred in defending such an action (unless directed by the court). 3.5.30 The Board shall not impose a sanction which is more onerous than the above but may impose one that is less onerous such as a warning or a requirement that the Trustee successfully complete specified professional development courses at the expense of the Board. The Board has no power to declare the Trustee's seat vacant. 3.5.31 A Trustee who is barred from attending all or part of a meeting of the Board or a meeting of a committee of the Board is not entitled to receive any materials that relate to that meeting or that part of the meeting and that are not available to members of the public. 3.5.32 The imposition of a sanction barring a Trustee from attending all or part of a meeting of the Board shall be deemed to be authorization for the Trustee to be absent from the meeting and therefore, not in violation of the Education Act regarding absences from meetings. 3.6 Statutory Powers Procedure Act The Statutory Powers Procedure Act does not apply to anything done regarding the enforcement of this Code of Conduct ..................._....._........_.................. ..... ..__...... ...... ............_...._... ..... _...... ............................._._..�............... ..._.._......._....._.................,.,........,.................................. ................._.......... ............ ............,.................... ..... .................................... ... .......- 8 I Bylaws of the Thames Valley District School Board Revised: 2015 October 27 4.0 BOARD MEETINGS 4.1 The Board will meet regularly on the sesend-ate-fourth Tuesdays of each month in public session at 7:00 p.m., in the Board Room of the Thames Valley District School Board Education Centre unless otherwise approved by Board motion. 4.2 Notice of all Board meetings, except as provided for in Bylaw 4.12, shall be made available by the Supervisor -Corporate Services to each Trustee on the Friday prior to the Board meeting. Trustees not able to access the notice and the Board agenda by the Monday prior to the Board meeting will be responsible for notifying the Corporate Services Department of such. Trustees will also advise Corporate Services staff if they are unable to attend the meeting. 4.3 Copies of reports to be presented to a Board meeting shall be made available with the notice of such meeting. New items of business arising at the meeting may, by decision of two-thirds of those present, be considered at that meeting. 4.4 A quorum is necessary to hold a Board meeting. A majority of all the Trustees constituting the Board is required to form a quorum. Trustees who attend through electronic means shall be included in the quorum count. A quorum is such a number as must be present in order that business can be legally transacted. The Chair will not call the meeting to order until a quorum is present. The only business that may be transacted in the absence of a quorum is to take measures to obtain a quorum or decide to cancel the meeting. 4.5 Should there be no quorum present within 30 minutes after the time appointed for the meeting, the Director of Education shall cause to be recorded the names of those Trustees present and the Board meeting shall be cancelled. 4.6 When a quorum is no longer in attendance, the meeting is ended and no business may be legally transacted. It shall be the responsibility of the presiding Chair and the Director of Education to note the lack of a quorum and to have the fact recorded in the minutes. 4.7 All Board meetings will begin with the singing of O Canada and will normally be followed by a student presentation or significant event. 4.8 Out of respect for First Nations representation on the Board and First Nations students, staff and community, every effort will be made to schedule a smudging ceremony once a year. 4.9 An opportunity for the public to present input to the Board regarding issues of concern/interest will be included on the agenda of the first -Board meeting of the mer++h (See Section 5.0). 4.10 The Board shall not remain in session later than 11:00 p.m. unless a vote of two-thirds of those present is taken to continue the meeting to a specified time. A further two-thirds vote may be taken to extend the meeting a second time for a specified period. The meeting may not be extended past the time approved in the second motion. 4.11 The sesend, regularly -scheduled Board meeting in November of each year shall provide an opportunity for the outgoing Chair to present a valedictory address in celebration of achievements over the past year. 9 Bylaws of the Thames Valley District School Board Revised: 2015 October 27 Special Board Meetings 4.12 With at least 48 hours' notice, special Board meetings shall be held on the call of the Chair, or on the written request of the majority of Members of the Board made to the Chair, or if absent, the Vice -Chair, or if absent, the Director of Education. The meeting may be held at a date, time and place established by decision of the Chair, or if absent, the Vice -Chair, or if absent, the Director of Education. 4.13 The written notice of every special Board meeting shall state all business to be considered or transacted thereat, and no other business shall be considered unless all the Members of the Board qualified to.vote on the matter are present. _...._.._......_._...................................__......___...._..._..........._........._ ..._........_........................_......._... __.__........... ...._...... ._....._.._......__......_.__.................... _..... .......... _.._............................._.............._........... ...... ....._..................................................................._.........._�........�...... 16 -i Bylaws of the Thames Valley District School Board Revised: 2015 October 27 5.0 PUBLIC INPUT 5.1 The Board welcomes and values public input from students, parents, and members of the community about Board policies, practices, issues and its overall education system. 5.2 Members of the public may wish to provide input to the Board on issues of concern to the education system. It is not intended --nor is it appropriate --for such input to address confidential personal, property, legal or negotiation matters.- The Director of Education should be contacted for assistance in handling a concern of this nature. Parents and students are encouraged to address local school-based issues through the appropriate principal, superintendent, Trustee and/or through their School Council. Where an alternate means to receive public input on a specific issue has been put in place, members of the public will be encouraged to use the alternate process (See 5.4211). 5.3 Individuals or groups will be limited to one presentation to the Board on a given topic in a school year. 5:4 An eppertunit;L-fcr publi^ presentation will be previded at the first FegulaFly aGhedul 13eaFd meeting of the menth. 5.54 To appear before the Board, the Presenters' Package outlining the key points to be presented must be completed and forwarded to the Supervisor -Corporate Services prior to the request being considered. The Presenters' Package is available through the TVDSB website (www.tvdsb.on.ca; Select Seeking Public Input from the menu on left hand side of the page). 5.65 The Chair's Committee will review all requests to provide input to ensure that material to be covered complies with the requirements of 5.1 and will determine the order and number of presentations at a given meeting. The Committee will determine the suitability of materials for distribution in accordance with applicable legislation. Presenters will receive notice of the Committee's decision regarding the request for public input. 5.76 The Supervisor -Corporate Services shall inform the individual or group making a presentation of the date of the meeting and the approximate time when the presentation will be heard. 5.97 ' The Board will be advised of all presentation requests through the report of the Chair's Committee. 5..98 Oral presentations will be a maximum of 5 minutes for individuals and 10 minutes for groups. 5.4-09 Oral presentations should address the concerns identified in the Presenters' Package. If the materials presented differ substantially from the written submission, the Chair has the right to rule the presentation out of order. 11 I Bylaws of the Thames Valley District School Board Revised: 2015 October 27 5.441 At the conclusion of each public presentation, Trustees may ask questions of 0 clarification. No action may be taken at the meeting of the presentation; however, a motion may be brought to the next regular Board meeting under "Business Arising" or to a subsequent Board meeting for consideration providing a Notice of Motion has been served (See 15.2.6). Administration may provide brief responses of clarification to questions raised by Trustees. 5.4-21 Requested Input on Specific Issues 1 5.4-21 Public input may be solicited on specific issues to be debated by the Board 1.1 such as an accommodation review, the development of the budget, or other issues. In these cases, an alternate process to receive input will be established. 5.4-21 If not otherwise defined in the alternative process, applications for public input 1.2 must be submitted to the Supervisor -Corporate Services no later than eight working days prior to the meeting scheduled for public input. .................. ....... ._... _._.._ .........._................_...._._........,.................__._............_.I.._.............._......_............_......._......_........._._......... _.__...................................._..................._......._.................. 121 Bylaws of the Thames Valley District School Board Revised: 2015 October 27 6.0 ELECTION OF CHAIR AND VICE -CHAIR 6.1 The Chair and Vice -Chair for the ensuing year, effective December 1, shall be elected at a special Board meeting called on the first school day in December. 6.2 The Director of Education shall preside over the election of the Chair. 6.3 With the Director of Education presiding, or if absent, the Director's designate, the Board shall proceed to elect a Chair for the ensuing year. 6.4 The Director of Education, or if absent, the designate, shall name two scrutineers appointed for the election of Chair and Vice -Chair. 6.5 Election Process 6.5.1 The Director of Education or designate shall call for written nominations for the office of Chair. No seconder is required. 6.5.2 After a suitable length of time, and after a motion to close nominations has been supported by a majority vote, the Director of Education or designate shall declare nominations closed and have the nominations collected. 6.5.3 After all nominees have been identified in random order, they will be asked to declare whether they accept the nomination. 6.5.4 An individual who is absent may be considered a candidate if the individual has previously indicated to the Director of Education a desire to stand for election if nominated. 6.5.5 The nominees shall be offered the opportunity to speak to their nomination in random order. 6.5.6 A vote by secret ballot shall then be conducted with each Member present able to cast one vote. 6.5.7 The Member receiving a majority of the votes cast (e.g. 7 of 12, 6 of 11) shall be declared elected, but the count shall not be declared. 6.5.8 Should no Member receive a majority of the votes cast, the Director of Education or designate, shall announce the names of the Members remaining on the ballot with the name of the Member receiving the fewest number of votes being dropped from the list. 6.5.9 Should there be a tie vote between candidates with .the least number of votes, there will be a vote including only the candidates with the tie votes to eliminate the candidate with the fewest votes. In the event there is a tie vote after the candidate with the least number has been withdrawn, the Director of Education or designate will call for the drawing of cubes numbered 1-12. Each candidate will draw a number, be noted by the Recording Secretary, and the number returned to the box. The candidate drawing the highest ranking number will be declared the Chair of the Board for the ensuing year. Should the candidates draw the same number, the process will be repeated. 6.5.10 A Member may voluntarily withdraw her/his name between votes. 13 1 Bylaws of the Thames Valley District School Board Revised: 2015 October 27 6.5.11 By motion, the ballots shall be destroyed. 6.6 Following the election, the newly -elected Chair shall at once take the chair and preside over the election of the Vice -Chair. 6.7 Members shall then elect a Vice -Chair of the Board according to the same procedure followed for the election of the Chair. 6.8 In the event the office of the Chair or Vice -Chair becomes vacant for any reason, a new Chair or Vice -Chair, as is required, shall be elected at a special Board meeting called for this purpose (See 6.5). 6.9 The Board, by resolution, shall appoint by name the Officers of the Board who shall be the Director of Education, and Treasurer, both of whom, along with the Chair and Vice -Chair shall have signing authority on behalf of the Board. _.__.. _.. _.._..._.__...._.__..._......._............._....._.................__._......._ ..._..___............ _....._._...__........................._.._.__.._..._.__......__...._._..__....._......___.._.._.___......_........_µ..........._..................._......_..._. 14 Bylaws of the Thames Valley District School Board Revised: 2015 October 27 7.0 INAUGURAL MEETING OF THE BOARD 7.1 Following a municipal election, the Board's Inaugural Meeting shall be held in the Board Room of the Thames Valley District School Board Education Centre at 7:00 p.m. at the first regular Board meeting in December as approved by Board motion. 7.2 The Director of Education shall certify that the Members have met all procedural requirements and are eligible to take office. 7.3 The newly -elected Chair shall request that an honoured guest open the meeting with an invocation. 7.4 The Director of Education shall conduct a Trustee declaration of office at the Board Inaugural meeting. 7.5 The newly -elected Chair shall deliver an inaugural address. 15 I Bylaws of the Thames Valley District School Board Revised: 2015 October 27 8.0 INAUGURAL MEETING OF THE CHAIR 8.1 On the years that do not follow a municipal election, the Chair's Inaugural Meeting shall be held in the Board Room of the Thames Valley District School Board Education Centre at 7:00 p.m. at the first regular Board meeting in December as approved by Board motion. 8.2 The newly -elected Chair shall request an honoured guest to open the meeting with an invocation. 8.3 The newly -elected Chair shall deliver an Inaugural address. _..._......................._..............._.................____..._ ........_... .._....... ...... ......... .......... _... ........... ...... ..__............._..__. W...._...._................................ ...... ........ ..._....- .... ...... _ . ..M.... 16 1 Bylaws of the Thames Valley District School Board Revised: 2015 October 27 9.0 DUTIES OF THE CHAIR 9.1 The Chair of the Board shall be the official spokesperson for the Board unless otherwise determined. 9.2 The Chair, in consultation with the Director of Education and the Chair's Committee, with opportunity for input from other Members of the Board, shall set the agendas for the regularly -scheduled Board meetings and ensure that Members have sufficient information for informed discussion. The Chair shall move proceedings through the approved agenda for the meeting. 9.3 The Chair of the Board shall preside at all Board meetings. The Chair shall call the meeting to order at the hour appointed, shall preserve order and decorum and decide upon all questions of order subject to an appeal to the Board. 9.3.1 The Chair shall appoint a recorder in the case of the absence of the recording secretary. 9.3.2 The Chair, when called upon to decide a point of order or practice, shall, before stating a decision, give reasons for such decision. 9.3.3 The ruling of the Chair shall be final, subject only to a Member challenging the ruling of the Chair. 9.3.4 When a Member challenges the decision of the Chair, the Member shall state the reasons for the challenge and the Chair shall have the opportunity to provide the rationale in support of the decision. Such challenge shall be decided without debate. The Secretary of the Board shall ask "Shall the decision of the Chair be sustained?" The Chair may not vote on such a challenge and in the event that there is an equality of votes, the decision of the Chair shall be deemed to be sustained. 9.3.5 The Chair shall not take part in any debate without leaving the Chair. 9.3.6 The Chair shall have voting rights on all matters, except when a Member challenges the Chair for a ruling (See 9.3.4). 9.3.7 The Chair shall ensure that any Trustee wishing to speak shall so indicate by upraised hand, and upon recognition by the Chair, who shall call the member by name (Trustee ), the Trustee shall then address the Chair. 9.3.8 When two or more Trustees attempt to speak at the same time, the Chair shall name the Trustee who is to speak. 9.3.9 The Chair shall ensure every Trustee speaks only to the matter under discussion. A Trustee may request one supplementary question. No Trustee shall speak longer than five minutes on the same question without leave of the Chair. 9.3.10 The Chair shall also ensure that Trustees direct all comments through the Chair and avoid all personal remarks and discourteous language. 9.3.11 No Trustee shall be interrupted while speaking except to be called to order by a Member for transgression of the rules of the Board, in which case the Trustee shall remain silent until the point of order has been decided by the Chair. A Member so interrupting shall speak to the point of order or in explanation only. 17 1 Bylaws of the Thames Valley District School Board Revised: 2015 October 27 9.3.12 A Trustee called to order by the Chair shall at once remain silent but after the point of order has been decided, may explain and appeal to the Board, which, if appealed to, shall decide the point of order without debate. The decision of the Chair on the point of order shall be overruled only by a majority vote of the Members present in favour thereof. If there is no appeal, the decision of the Chair shall be final. 9.3.13 Trustees who resist the rules of the Board, disobey the decision of the Chair or of the Board on points of order, or make any disorderly noise or disturbance may, unless they make an apology, be ordered by the Chair to leave their seats for the remainder of the meeting, and, in case of refusal to do so, may, on the order of the Chair, be removed from the Board Room and the Education Centre. 9.3.14 The Chair of the meeting is responsible for maintaining order and seeing that appropriate decorum of the Board meeting is maintained. Heckling will not be permitted. .... _............. .......... .......... ,.. _... _..._ _._...... 18 Bylaws of the Thames Valley District School Board Revised: 2015 October 27 10.0 COMMITTEES Board Committees 10.1 The Director of Education or the Superintendent assigned to the committee shall call the first meeting of the committee and shall preside over the election of the Committee Chair at that meeting. Any Member may request election by secret ballot. 10.2 Committee Chairs shall request a Trustee committee member, unless otherwise noted in the Terms of Reference for the committee, to act as Chair in their absence and shall advise the Supervisor -Corporate Services of this action prior to the meeting. 10.3 It is the responsibility of Trustees to attend committee meetings to which they have been appointed. The Supervisor -Corporate Services maintains attendance records. 10.4 On the absence from three sequential meetings of a committee without the approval of the Board, the Member shall be withdrawn from that committee. The Chair of the Board shall provide notification of withdrawal from the committee. The Trustee may request to be reinstated. The request will be considered at the next Board meeting. 10.5 A majority of the committee membership shall constitute a quorum. 10.6 Committees must maintain a quorum to record an official meeting. In the absence of a quorum, an informal conversation may be held but no action may be taken. Committee members shall be responsible for calling the Supervisor -Corporate Services should they be unable to attend a meeting. 10.7 The Chair of the Board shall be considered an ex officio member of all committees of the Board. The Chair, when in attendance at such meetings, shall have all privileges of a committee member and shall be counted as a member when determining the status of a quorum. The absence of the Chair shall not be counted in establishing a quorum at that meeting. 10.8 Meetings of committees shall be open to the public except when the subject matter under consideration is covered by Section 207 (2) of the Education Act, or its successors. 10.9 Action of any committee shall not be binding until formally approved by the Board, unless the Board gives the committee power to act with reference to a particular matter or matters. In all cases, the committee shall make a written report to the Board. 10.10 The Chair of the Board, Director of Education, and administrative officials shall keep the Chair of each committee informed of matters within the terms of reference of the committee. 10.11 Any Trustee may attend meetings of a committee and may participate in the discussion, but only appointed members of the committee may vote, and propose motions and recommendations for Board consideration. 10.12 The rules of order of the Board shall be observed in all meetings of a committee except that: a. there shall be no seconder at committee meetings; and b. movers shall not be recorded in committee reports. _._._._.._._ _...._._. __......_..................... ............... _..................._ .............._... _ 19 1 Bylaws of the Thames Valley District School Board Revised: 2015 October 27 10.13 Every meeting of a committee shall be called by a notice provided by the Supervisor - Corporate Services to reach every Trustee at least 48 hours before such meeting or in extreme circumstances, as determined by the Chair of the Committee, by oral notice attempted not later than six hours before such meeting. 10.14 Committees shall report to the Board in writing following each meeting other than Ad hoc committees who will report according to the time frame specified in the mandate of the committee. 10.15 Committee memberships shall be approved by the Board. Statutory Committees 10.16 Statutory committees will operate in accordance with the legislation or regulation by which they were established. In all cases where these Bylaws conflict with the legislative or regulatory provisions governing statutory committees, the legislative or regulatory provisions shall prevail. Standing and Ad Hoc Committees 10.17 Prior to a recommendation by the Chair's Committee for membership on a Standing or Ad hoc committee, the Chair will invite Trustees to indicate their interest. Group and/or individual consultation to clarify Trustees' wishes will be conducted. 10.18 Trustee membership of Standing and Ad hoc Committees shall be the mandate of the Chair's Committee according to the interest expressed by Trustees (See 13.5.2.2). 10.19 If any vacancy shall occur in a Standing or Ad hoc committee, the Board shall fill the vacancy. 10.20 Ad hoc committees of the Board may be established on recommendation by the Chair's Committee. The, recommendation shall include a mandate, time frame for reporting to the Board and committee membership (See 13.5.2.2.) Ad hoc committees will be disbanded following completion of their mandate. Administrative Committees 10.21 Trustees named to participate on an Administrative committee shall be responsible for reporting to the Board as appropriate. Trustees may send an alternative upon notification to the Chair of the administrative committee. Only Trustees appointed to Administrative committees, or their alternate, may attend and participate in such meetings. Interview Committees 10.22 The Chair and Vice -Chair shall participate on Supervisory Officer Interview Committees. If either or both are not available, the Past Chair and /or the IRfOrmatiOR Gemmittee of the either Chairs of the Advisory Committees Chair shall participate. 10.23 Trustee representatives on Principal and Vice Principal interview committees are appointed by the Chair's Committee. _............. .................___. ..... ...... _... _.........._........ ._... .......... ....... _......._..____..._...._............._........... _.... .______..__......_._... _............_......_.._._.... _............._.._...._._._._ 201 Bylaws of the Thames Valley District School Board Revised: 2015 October 27 11.0 COMMITTEE OF THE WHOLE IN -CAMERA MEETINGS 11.1 The Board may move into Committee of the Whole in -camera upon any confidential matter brought for its consideration related to legal, negotiations, personal or property matters. Meetings of the Committee of the Whole in -camera shall be closed to all but Board Members, the Student Trustees (with the exception of items that involve the disclosure of intimate, personal and/or confidential information), Supervisory/Executive Officers, and the Supervisor -Corporate Services. Others may be asked to attend as appropriate or to speak to specific agenda items. 11:2 Committee of the Whole In -camera normally will meet at 5:00 p.m. on the sesend and fourth Tuesdays of each month in the Board Room of the Thames Valley District School Board Education Centre, unless otherwise approved by Board motion. 11.3 In -camera meetings normally will adjourn by 6:15 p.m. or recess and reconvene prior to the adjournment of the Board meeting as necessary. 11.4 The Vice -Chair of the Board or if absent, the Chair of the Board shall chair all Committee of the Whole in -camera sessions. In the case of absence of both the Vice -Chair and the Chair for five minutes after the hour appointed, as soon as a quorum be present, the Past Chair of the Board shall preside. In the event the Past Chair is not present, the Chair of either Advisory Committee shall preside over the meeting. 11.5 All rules of the Board shall be observed in Committee of the Whole in -camera so far as applicable except that no motion shall require to be seconded; movers of motions shall not be recorded in the official minutes, no motion for the previous question or for adjournment shall be allowed until all items on the agenda have been dealt with (except under the rule establishing a time limit for meetings). The yeas and nays shall not be recorded except when called by a Student Trustee in accordance with provisions in the Education Act, Section 55 (3). 11.6 The Committee of the Whole in -camera shall report at the next regularly -scheduled Board meeting or at the special Board meeting called specifically for this purpose. 11.7 Trustees will ensure that all in -camera material is stored in a secure, confidential location or shredded following the meeting. iff, of the Thames Valley District School Board Revised: 2015 October 27 12.0 INFORMATION GOMMITTSE OF THE ►muni EADVISORY COMMITTEE MEETINGS 12.1 The Information rEmmitteee of the WholeThe Program and School Services Advisory Committee and the Planning and Priorities Advisory Committee shall consist of all Trustees. 12.2 The Program and School Services Advisory Committee will meet each 1St Tuesday of the month. Infor.m.-ation Gernmittee of the �.Alhele meetings will 199 Galled throughout SGI1991 yeaF by the hair's Ccmmittee, in sons i t tion with +�e DireGtGF,, to hea pFeseRtatiens fr9m staf. The Planning and Priorities Advisory Committee will meet each 2"d Tuesday of the month. Meetings normally will be held at 6 p.m., they nnrmnlly will he hold at :�490 p:m. 12.3 No action is to be taken at the meetings; however, Trustees may request further information. Motions related to a presentation may be brought forward at the next regular Board meeting under "Pusiness ArisingReports from Board Committees" or to a subsequent Board meeting for consideration providing a Notice of Motion has been served. 12.4 The Chairs of the Program and School Services Advisory Committee and of the Planning and Priorities Advisory Committee shall be elected at the Special Board meeting held on the first school day of December by secret ballot as set out in Bylaw 6.0 - Election of Chair and Vice -Chair. The Chair of the Board shall preside over the election of the Committee Chairs. and Vise GhaiF. 42L.5 in the event of illness or unforeseen &GUmstanGes by the GhaiF of the Information Gernmittee nef the Whole, Gemm}}oma W,heTle \�iheir, G ir pra tempeFe, Of erum stillrn,exists. 12.65 Refer to Sections 10.2 through to 10.14 for information regarding Committee meetings. N9tiGes of meetings, ageRdae, minutes nd Fe n^"ts as Fequ red, are to he 42L.-7- The Gemmittee shall report at the neA regulaFly-sGheduled BeaFd meeting. .....__._.................... .................. .................................... I., . ... .�...,,.,............. ................. ,._..... _...................................._,..........................__..............�_....................... M..., .... ... .... ................._.,,......,...,.....,.......................... _........-................................. 221 Bylaws of the Thames Valley District School Board Revised: 2015 October 27 13.0 CHAIR'S COMMITTEE 13.1 Membership on the Chair's Committee includes the Chair of the Board, the Vice -Chair, the Past Chair and the Chairs of the Wermatien rte„m'ttee of the `"�eAdvisory Committees. The Director of Education serves as staff resource to the Committee. 13.2 In the event the Chair of the Board is re-elected, the Chair's Committee shall be comprised of the Chair, the immediate Past Chair, the Vice -Chair and the Chairs of the 4-n#ormation Gcmmittge of the Whole Advisory Committees. Should the immediate Past Chair relinquish this position, the most recent Past Chair will assume the seat. Failing that, a Member at large will be invited to sit on the Chair's Committee for that year. 13.3 The Chair of the Board shall be the Chair of the Chair's Committee. 13.4 The Committee meets the week prior to the regularly -scheduled Board meeting and as often as required. Trustees may submit agenda items for consideration at the Chair's Committee meetings through the Chair of the Board. 13.5 Mandate 13.5.1 The Chair's Committee is designed to ensure the effective working of the Board. The Chair's Committee shall provide leadership to the Board in maintaining the Board's focus on the multi-year plan and the Board's mission and vision. It shall also: 13.5.1.1 Develop ad hoc committees with defined tasks and appropriate time lines (See 10.0); 13.5.1.2 Recommend appointment of Trustees to committees of the Board; 13.5.1.3 Appoint Members to Principal and Vice -Principal interview committees; 13.5.1.4 Co-ordinate Member activities; 13.5.1.5 Review of Board agenda items, determine the routing process and in -camera status accept and review submissions of public input to the Board and determine submissions to be placed on the agenda of the first, regularly -scheduled Board meeting of the month (See 5.0); 13.5.1.6 Provide a report at the next regularly -scheduled Board meeting; 13.5.1.7 Review Standing Committee mandates as appropriate. _..............._..._........._......................................_._........................... _..__.._...._.__...__._..........._..._....__........................ ......... ...._.....__....... _.......m............._._..__............................_.._.._......_................._. 23 f Bylaws of the Thames Valley District School Board Revised: 2015 October 27 14.0 LEAVE OF ABSENCE OF MEMBERS 14.1 To meet the provisions of Section 229 (1) of the Education Act, a Board Member applying for leave of absence shall make the request directly to the Board convened in regular open session. Any action on a request for leave of absence must be recorded as a motion of the Board. I............"............... ....... ....... ... ............. ..... ............._............... ............................ .................................................................... ................................ ............ ... .......................... .._.... .........._............. ........................................_....................................... .............................................. 24 1 Bylaws of the Thames Valley District School Board Revised: 2015 October 27 15.0 RULES OF ORDER Note: In all cases not provided for by these rules, Robert's Rules of Order shall govern as applicable. 15.1 General 15.1.1 In the absence of the Chair from any Board meeting, the Vice -Chair shall preside at the meeting. During the continued absence of the Chair from duty, or upon written request of the Chair, the Vice -Chair shall perform all the duties of the Chair. 15.1.2 The Supervisor -Corporate Services shall record the names of the Trustees present and absent. The times of arrival and departure of Trustees not attending the entire meeting shall be recorded in the minutes. Absence during any vote will be recorded. 15.1.3 In case of the absence of both the Chair and Vice -Chair for five minutes after the hour appointed, as soon as a quorum is present, the Past Chair shall preside. In the event the Past Chair is not present, the Chair of the naafis C,,., mottee „f the Wheleeither Advisory Committee shall preside over the meeting until such time as the Chair of the Board or the Vice -Chair arrives. 15.1.4 In the case of absence of all the officers noted in 15.1.3, and as soon as a quorum is present, the Director of Education shall employ a process to elect a pro tempore Chair. 15.1.5 The Chair pro tempore so chosen shall preside only until the Chair or Vice -Chair arrives and the immediate item of business at hand is completed. 15.2 Motions Considered at Board Meetings 15.2.1 Every motion shall be seconded and shall be disposed of only by a vote of the Board unless the mover and seconder, by permission of the Chair, withdraw the motion. 15.2.2 Any Member may request the motion under discussion be read for information at any time in the course of the debate, provided that no such request is made so as to interrupt a member speaking to the question. 15.2.3 The mover and seconder shall be recorded in the official minutes of all Board meetings. Movers shall not be recorded in reports of committees submitted to the Board (See 10.12). 15.2.4 After a motion is moved and seconded, it shall be deemed to be in possession of the Board. 15.2.5 A Member may introduce a motion and before it is seconded, speak to it for clarification or direction on wording only. No other Member may speak to the motion before it has been seconded. Once seconded, the mover will be asked to speak to the motion and be the final speaker to the motion. 15.2.6 A Member may provide a written notice of motion at the appropriate agenda item of a Board meeting to be heard at the next regular Board meeting. 25 1 Bylaws of the Thames Valley District School Board Revised: 2015 October 27 The notice of motion need only indicate the purpose but such a statement must be -accurate and complete since it will determine what amendments are in order when the motion is considered, e.g. "To raise the annual fee to $20.00". The notice of motion will become invalid if the motion is amended beyond the scope of the notice. 15.2.7 No motion or amendment shall be debated or put to a vote unless seconded and read before the vote is taken, except that the reading may be omitted before the vote if the motion is based on a written recommendation in the agenda or is a motion to refer, to postpone, to rise and report, to table, or to adjourn. Upon the request of any.Member, the Chair shall direct the mover to put the motion in writing. 15.2.8 A motion directly concerning the privilege of the Board and thereby affecting the rights and immunities of the Board collectively, or the position and conduct of Trustees in their respective capacities, shall take precedence over all other business and may be moved without notice. 15.2.9 When a question is under debate, the only motions in order shall be: (a) adjourn or take a recess; (b) raise a question under point of order, privilege or question; (c) lay on the table; (d) call for the previous question; (e) postpone to a certain time; (f) refer; (g) amend; (h) postpone indefinitely; (i) main motion. Each motion shall have precedence in the order listed; and (a), (b), (c) and (d) shall be decided without debate except as provided under point of order, privilege or question by majority vote other than Motion (d) which shall require a two-thirds vote of those present to adopt. The motion for the previous question shall preclude all further amendment and debate, and shall be submitted by the Chair in this form: "Are you ready for the main question?" If adopted, the Chair shall at once proceed to put the main question, first putting any amendments pending, to the vote of the Board. 15.2.10 A motion to lay on the table, done only in the case of an emergency, is not debatable; but a motion to lay on the table with any other condition involved is subject to debate and amendment with a majority vote. Generally, a motion to defer or postpone discussion to a future date will be put forward. 15.2.11 When a question has been laid on the table, it shall not be taken up again at the same meeting except by a vote in favour of reconsideration by two-thirds of the Members present. 15.2.12 A question having been postponed indefinitely shall not be taken up again at the same meeting. 26 1 Bylaws of the Thames Valley District School Board Revised: 2015 October 27 15.2.13 After a motion is made and seconded, a motion to amend may be made, and a motion to amend the amendment; but no further motion to amend shall be made until those have been decided. 15.2.14 An amendment modifying the subject of a motion shall be in order, but an amendment relating to a different subject or completely changing the intent of a motion shall not be considered. 15.2.15 All amendments shall be put in the reverse order to which they are moved. 15.2.16 Every amendment submitted shall be decided upon or withdrawn before the main question is put to a vote; and if the vote on an amendment is decided in the affirmative the main question as amended shall be put to a vote. 15.2.17 A motion to adjourn shall be in order except when a Trustee is speaking, or a vote is being taken, or when the previous question has been called. A motion to adjourn only shall not be open to amendment or debate; but a motion to adjourn to a particular time may be amended or debated. 15.2.18 No second motion to adjourn shall be made until some business has been transacted after the first motion to adjourn has failed. 15.2.19 Requests by individual Trustees for information, which will require a significant time commitment by Administration, must be formulated into a motion and receive Board approval prior to the task being undertaken. 15.2.20 Student Trustees may not move a motion but may suggest a motion on any matter at a meeting of the Board or of ,one of its committees on which .the student Trustee sits. If no member of the Board or committee, as the case may be, moves the suggested motion, the record shall show the suggested motion. 15.3 Debate 15.3.1 The Chair shall ensure that every Trustee speaks only to the matter under discussion. A Trustee may ask one question, request one supplementary question and may then return to the speakers' list. 15.3.2 No Trustee shall speak longer than five minutes on the same question without leave of the Chair. 15.3.3 When the question under consideration contains two or more distinct propositions, any particular proposition, upon the request of any Trustee, may be considered and voted upon separately. 15.4 Voting 15.4.1 No Member shall have more than one vote, as Chair or otherwise, either at Board meetings, or on any committee. 15.4.2 Any Member may abstain from voting. An abstention maintains a quorum. The number of yea and nay votes will determine the approval or defeat' of a motion under consideration. In all cases where there* is an equality of votes, the question is defeated. 27 1 Bylaws of the Thames Valley District School Board Revised: 2015 October 27 15.4.3 As ruled by the Chair, every Member of the Board or a committee as the case may be, may vote on a question put in a telephone poll, fax submission or e- mail submission conducted by the Supervisor -Corporate Services or designate. In all cases where there is an equality of votes, the question is defeated. 15.4.4 After the Chair has put a question to vote, there shall be no further debate and no Member shall walk across or out of the room or make any noise or disturbances. The decision of the Chair as to whether the question has been finally put shall be conclusive. 15.4.5 The yeas, nays and abstentions shall be recorded on any question when requested by at least one Member at a Board meeting. Such a request for a recorded vote must be made before the Chair calls upon the Members to vote on the question. 15.4.6 The request for a recorded vote shall require all members including the Chair to participate in the vote indicating a nay, yea or abstention. The resulting number of yeas, nays and abstentions shall be declared by the Supervisor -Corporate Services. 15.4.7 Unless a recorded vote is requested, all votes at meetings shall be taken by a show of hands. The resulting number of yeas, nays, and abstentions shall be declared by the Chair. If this declaration is questioned, the Members voting shall rise and stand until they have been counted. 15.4.8 Voting by proxy will not be allowed in any meeting under the jurisdiction of the Board in that proxy voting is incompatible with the essential characteristics of the Board in which membership is individual, personal and non -transferable. 15.4.9 Where a Member attends a Board meeting via electronic means, the Member may vote via teleconference or electronically or by a pre -arranged secret ballot in the case of Board elections given to the Supervisor -Corporate Services in a sealed envelope. 15.4.10 In accordance with the Education Act, Section 55 (3), the student Trustees are not entitled to exercise a binding vote on any matter before the board or any of its committees. They may request to have their non-binding vote recorded in the Board minutes and may request that a matter before the Board, or any of its committees, be put to a vote, in which case there must be two votes: a. a recorded non-binding vote that includes the student Trustees' vote; and b. a recorded binding vote that does not include the student Trustees' vote. 15.5 Reconsideration 15.5.1 A motion for reconsideration may only be brought by a member who voted on the prevailing side. 15.5.2 After a vote has been taken on any question (except one of indefinite postponement) such vote may, with the consent of a two-thirds majority of the Members present, provided that the Members constitute a quorum, be reconsidered during the same meeting. The question may be reconsidered with the consent of a majority of the Members present at any regular meeting of the Board held thereafter provided 28 1 Bylaws of the Thames Valley District School Board Revised: 2015 October 27 that any Member shall give notice to that effect in writing at a prior regular Board meeting. A motion to reconsider, being once made after notice at a prior Board meeting and decided in the negative, shall not again be entertained during the current Board year (December 1 - November 30) or within a period of four months, whichever is the lesser, unless approved unanimously by a quorum of the Board. 15.5.3 When a Member has properly moved for reconsideration of any question which has been decided, no discussion of the main question shall be allowed until the motion for reconsideration has been decided in the affirmative. 15.6 Petitions and Communications 15.6.1 Petitions shall be submitted to the Supervisor -Corporate Services for addition to the next regular Board meeting agenda under "Communications". 15.6.2 Petitions and communications on any subject within the purview of a committee shall be referred by the Chair to the proper committee without motion. 291 Bylaws of the Thames Valley District School Board Revised: 2015 October 27 16.0 BUSINESS SERVICES BYLAWS BYLAW # PAGE 1. Banking and Security ................................................. 31 2. Bankers and Signing Officers .......................................... 33 3. Borrowing for Current Expenditures .. ................................... 34 4. Capital -Related Debt - Pre -amalgamation ................................. 35 5. Capital -Related Debt - Banking ............................ ........... 40 6. Stage 1 Long -Term Financing ............................. .. ........ 41 7. Good Places to Learn and Primary Class Size Projects ..................... 44 8. New Pupil Place Projects ............................................. 47 9. Good Places to Learn Stage 2 and Primary Class Size Projects ............... 50 10. New Pupil Places Projects ............................................ 53 11. Good Places to Learn, Prohibitive to Repair and Primary Class Size Projects .... 56 12. Good Places to Learn, Prohibitive to Repair, Capital Priorities and Primary Class Size Projects ........................................... 59 13. New Pupil Places Projects ........................... ................ 62 14. Capital Priorities and Primary Class Size Projects .......................... 64 15. New Pupil Places and Consolidated Capital Projects ....................... 67 There are no changes to the banking Bylaws — they have not been included in this report. 30 1 Bylaws of the Thames Valley District School Board Revised: 2015 October 27 n Governance Flow Chart Committee of the Whole In Camera Audit Appendix E ,C4 os -V "a'11 T 'arlouguipIA" Sample Meeting Calendar 1 2 3 SEAC-12:15 pm Programs & School Services -6 pm 8 9 10 Audit -3 pm Planning & Priorities -6 pm 15 16 17 Chair's First Nations Advisory -3 pm 22 23 24 Chair's Policy -3 pm Committee of the Whole- 5 pm Board -7 pm 29 30 As needed: Discipline, Supervised Alternative Learning, Negotiations 0 5 11 12 TYPIC -6:30 pm 25 FR] 26 Appendix F 6 7 13 14 20 21 27 28