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10/25/2016 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING 2016 OCTOBER 26,7:02 P.M j BOARD ROOM, EDUCATION CENTRE The Board met in regular session on 2016 October 25 in the Board Room at the Education Centre, meeting in public session at 7:02 p.m. The following were in attendance: 1. CALL TO ORDER Board Chair R. Tisdale called the meeting to order at 7:02 p.m. and acknowledged the traditional territory on which the Board meeting is held. 2/3. O CANADA The appreciation of the Board was extended to Lord Roberts French Immersion Public School for their performance and to Conductor Susan Whitehead for leading in the singing of O Canada and two musical selections. 4. APPROVAL OF AGENDA The agenda, as amended to add agenda item 14.1, was approved on motion of Trustee J. Skinner, seconded by Trustee J. Todd and CARRIED. 6. OFFICIAL RECORD B. Williams, Supervisor, Corporate Services, read the following official record into the minutes: We regret to record the death of Alison Jane Lam, the Vice Principal at Locke's Public School on September 29, 2016; and Kieran Wilson, a student at Ingersoll District Collegiate Institute on October 13, 2016; and Madison Thompson, a student at Clarke Road Secondary School on October 20, 2016. 6. RECOGNITIONS — None 7. CONFLICTS OF INTEREST - None 8. CHAIR'S ANNOUNCEMENTS Chair R. Tisdale welcomed and introduced Student Trustee, A. Pucchio, as the newest member of the Board of Trustees. TRUSTEES ADMINISTRATION AND OTHERS R. Tisdale (Chair) A. Morell L. Elliott P. McKenzie J. Bennett S. Polhill V. Nielsen M. Moynihan R. Campbell A. Pucchio J. Pratt K. Wilkinson G. Hart M. Reid S. Builder K. Bushell P. Jaffe P. Schuyler R. Culhane B. Williams B. McKinnon J. Skinner R. Kuiper T. Testa S. Suvajac D. Macpherson L. Abell Regrets: J. Todd C. Goodall Guests: H. Gerrits (-7:24) 1. CALL TO ORDER Board Chair R. Tisdale called the meeting to order at 7:02 p.m. and acknowledged the traditional territory on which the Board meeting is held. 2/3. O CANADA The appreciation of the Board was extended to Lord Roberts French Immersion Public School for their performance and to Conductor Susan Whitehead for leading in the singing of O Canada and two musical selections. 4. APPROVAL OF AGENDA The agenda, as amended to add agenda item 14.1, was approved on motion of Trustee J. Skinner, seconded by Trustee J. Todd and CARRIED. 6. OFFICIAL RECORD B. Williams, Supervisor, Corporate Services, read the following official record into the minutes: We regret to record the death of Alison Jane Lam, the Vice Principal at Locke's Public School on September 29, 2016; and Kieran Wilson, a student at Ingersoll District Collegiate Institute on October 13, 2016; and Madison Thompson, a student at Clarke Road Secondary School on October 20, 2016. 6. RECOGNITIONS — None 7. CONFLICTS OF INTEREST - None 8. CHAIR'S ANNOUNCEMENTS Chair R. Tisdale welcomed and introduced Student Trustee, A. Pucchio, as the newest member of the Board of Trustees. 2016 October 25 ... 2 9. DIRECTOR'S ANNOUNCEMENTS Director L. Elliott opened the Director's announcements by extending a welcome to Student Trustee A. Pucchio noting the two student trustees provide student voice regarding the many exciting initiatives happening in the Thames Valley District School Board. Exec. Officer K. Bushell provided information regarding Ministry funding for Community Hubs. It was advised that 1.74 million dollars was received for the Capital funding initiative to support the expansion of community hubs in our schools for the benefit of both students and the community. The uses and restrictions for the use of the funding were described. In response to a question it was noted that a list of potential co -builds and community collaboration opportunities will be presented to the Board at the November Board meeting with the annual Pupil Accommodation report. Clarification was provided around the types of capital upgrades the funding can be used for. Administration advised that the Ministry requires a report showing how the funds are expended and tracked but Ministry preapproval of a project is not required. Supt. M. Moynihan invited Trustees and Senior Administration to attend the annual iCON conference on October 30, 2016 at Medway High School beginning at 8:45 a.m. The conference is facilitated by Thames Valley educators for Thames Valley educators around technology. Session topics include google apps for education, makerspaces, coding, video announcements and making global connections through google hangouts. Director Elliott reported that system leaders, principals, superintendents and managers attended the Leading and Building Communities Together conference. The keynote speaker, George Couros, author of 'The Innovator's Mindset' encouraged everyone to use technology. Director Elliott recognized Teachers Mentors Abroad; a group of Thames Valley District School Board educators for their work. The group currently is working to build the teaching capacity of educators in the Dominican Republic. 10. PUBLIC INPUT — None 11. MINUTES OF THE 2015 JANUARY 13 BOARD MEETING a. Confirmation of Minutes The minutes of the Regular Board Meeting of 2016 September 27 was adopted on motion of Trustee A. Morell, seconded by Trustee M. Reid and CARRIED. b. Business Arising from the Minutes - None 12. STUDENT TRUSTEES' UPDATE Student Trustee A. Pucchio expressed her gratitude and excitement for the year ahead. She shared her accomplishments and interests in science, research and music. The Student Advisory Committee meeting is taking place on October 26 in the Katherine Harley room. Student Trustee S. Suvajac shared the commitments and focus of the student trustees highlighting the work with the communications department to draw student awareness to initiatives and discussions taking place. In response to a question, it was advised that Adobe connect is being explored as a method for students to access the Student Advisory Council meetings. 13. REPORTS FROM THE ADMINISTRATION a. Multi -Year Operational Plan, 2015-2017 — Priorities for 2016-17 Director Elliott presented the Multi -Year Operational Plan, 2015-2017 — Priorities for 2016-17. The 2015-2017 Multi -Year Operational Plan was updated in October 2016 (Item #13.a.) Director Elliott outlined each strategic priority describing the work to be accomplished over the 2016-2017 school year. Progress updates will be provided to Trustees at the Program and School Services Advisory Committee and at the Planning and Priorities Advisory Committee meetings. 2016 October 25... 3 14. REPORTS FROM BOARD COMMITTEES a. First Nations Advisory Committee Report, 2016 September 20 Trustee P. Schuyler referred to the written report of the First Nations Advisory Committee (Item 14.a) provided to Trustees in advance of the meeting. There were no recommendations. It was requested that a copy of the FNMI Board Action Plan be sent to the Trustees. b. Chair's Committee Report, 2016 September 27 Trustee Reid referred to the written report of the Chair's Committee (Item 14.b) provided to Trustees in advance of the meeting. The following recommendations were moved by Trustee Reid, seconded by Trustee B. McKinnon and CARRIED: That the reporting date on the costing and impact of students accessing choice of schools transportation be extended to January 2017 from November 2016. That the reporting date on the number of students attending other secondary schools and the rationale, including whether there are any exemptions being granted and the reasons for the exemptions, and an investigation of the impacts on the designated schools with grade 9 and 10 students attending out -of -area be extended to January 2017 from October 2016. c. Policy Working Committee Report, 2016 September 27 Trustee Reid referred to the written report of the Policy Working Committee (Item 14.c) provided to the Trustees in advance of the meeting. The following recommendation was moved by Trustee Reid, seconded by Trustee Skinner and CARRIED: That the Fraud Prevention and Management Policy be approved. d. Program and School Services Advisory Committee Report, 2016 October 4 Trustee Morell referred to the written report of the Program and School Services Advisory Committee (Item 14.d) . provided to the Trustees in advance of the meeting. There were no recommendations. In response to a question it was noted that the online Ontario Secondary School Literacy Test pilot session was unsuccessful due to a malicious cyber -attack, at the provincial level. More information will be provided at an Advisory committee meeting as it becomes available. It was advised that there were no problems with the Thames Valley District School Board infrastructure and technology. e. Audit Committee Report, 2016 October 11 Trustee Reid referred to the written report of the Audit Committee (Item #14.e) provided to Trustees in advance of the meeting. The following recommendations were moved by Trustee Reid, seconded by Trustee A. Morell and CARRIED: That the Audit Committee recommend that the Board submit the Annual Report for the year ended 2016 August 31 (Item #7) to the Ministry of Education. That the Audit Committee recommend to the Board that the Internal Audit of "Monitoring and Reporting Outcomes" be approved for 2016-17. In addition, that an updated Risk Assessment for TVDSB be performed during 2016-17. 2016 October 25 ... 4 f. Planning and Priorities Advisory Committee Report, 2016 October 11 Trustee G. Hart referred to the written report of the Planning and Priorities Advisory Committee (Item 14.f) provided to the Trustees in advance of the meeting. There were no recommendations. g. Special Education Advisory Committee Report, 2016 October 11 Trustee J. Bennett referred to the written report of the Special Education Advisory Committee (Item 14.g) provided to the Trustees in advance of the meeting. There were no recommendations. h. Committee of the Whole, In -Camera Report, 2016 October 11 Trustee Reid advised the Committee of the Whole met in -camera from 6:00 p.m. to 6:20 p.m. The committee discussed personal matters. A conflict of interest was declared by Trustee P. Jaffe in relation to item 8.a citing a personal conflict. The following recommendation was moved by Trustee Reid, seconded by Trustee Bennett and CARRIED: That the motions approved at the in -camera session of 2016 October 11 related to personal matters be approved. I. Thames Valley Parent Involvement Committee Report, 2016 October 13 Trustee Tisdale referred to the written report of the Thames Valley Parent Involvement Committee (Item 14J) provided to the Trustees in advance of the meeting. There were no recommendations. j. Chair's Committee Report, 2016 October 18 Trustee Reid referred to the written report of the Chair's Committee (Item 14@ provided to the Trustees in advance of the meeting. The following recommendation was moved by Trustee Reid, seconded by Trustee Todd and CARRIED: That an ad hoc committee be struck to plan the 2017 Trustee Forums, with ideally at least one trustee representative from each region (London, Middlesex, Elgin and Oxford), and that a report be submitted to the Board by 2017 May 23. Discussion ensued around the ad hoc committee membership. An email will go through Corporate Services seeking volunteers for the committee. Parent groups will be contacted once the committee is struck. k. Committee of the Whole, In -Camera Report, 2016 October 25 Trustee Reid advised the Committee of the While met in -camera from 5:00 p.m. to 5:39 p.m. The committee discussed legal and personal matters. There were no conflicts of interest declared. The following recommendation was moved by Trustee Reid, seconded by Trustee Bennett and CARRIED: That the motions approved at the in -camera session of 2016 October 25 related to personal matters be approved and that the following motions be recorded in the public minutes of the 2016 October 25 Board meeting. THAT the following applicants be appointed as members on the Thames Valley Parent Involvement Committee commencing 2016 November 1 for the terms specified: Matt Holmes - one year term, Parent Member, London Jacqueline Kappers - one year term, Parent Member, London 2016 October 25... 5 June Schweitzer - one year term, Parent Member, Middlesex County Melissa Bayes - two year term, Parent Member, Middlesex County Samantha Bantam - one year term, Parent Member, Oxford County Jo -Ann Pollard - two year term, Parent Member, Oxford County Carolyn Walker - one year term, Parent Member, Elgin County Jocelyne Asselin -two year term, Parent Member, Elgin County Stacey Vries - one year term, French Immersion representative, Oxford County Carlos Saaken - one year term, International Representative, London Dana Parsons - one year term, Member Under Special Consideration, Middlesex County (SDCI) That Adrian Wilsher and Loretta Honsinger be reappointed as parent members to the Thames Valley Parent Involvement Committee for a two year term. I. Policy Working Committee Report, 2016 October 25 Trustee Reid referred to the written report of the Policy Working Committee (Item #14.1) provided to Trustees prior to the meeting. There were no recommendations. Administration responded to questions of clarification regarding the Harassment Procedure. 15. TRUSTEE UPDATES FROM EXTERNAL COMMITTEES a. Ontario Public School Boards' Association (OPSBA) Update Trustee Hart advised that the Ontario Public School Boards' Association Western Region meeting is taking place in Sarnia on November 5. Details are on the OPSBA website. 16. COMMUNICATIONS a. Association For Bright Children of Ontario Letter Chair Tisdale referred to the letter from the Association for Bright Children of Ontario advising that Christine Thammavongas be appointed as the representative on the Special Education Advisory Committee (SEAC) and that Shachar Weis be appointed as the alternate representative on the SEAC. The following recommendations were moved by Trustee Bennett, seconded by Trustee Todd and CARRIED: That Christine Thammavongsa be appointed to the Special Education Advisory Committee (SEAC) as representative of the Association for Bright Children of Ontario for the remainder of the 2014-2018 term. That Shachar Weis be appointed to the Special Educations Advisory Committee (SEAC) as alternate representative for the Association for Bright Children of Ontario for the remainder of the 2014-2018 term. b. Thames Valley Council of Home and School Associations Letter Chair Tisdale referred to the letter from the Thames Valley Council of Home and School Associations advising that Sarah Thomson has been nominated as the representative on the Thames Valley Parent Involvement Committee. 2016 October 25... 6 The following recommendation was moved by Trustee Morell, seconded by Trustee Skinner and CARRIED: That Sarah Thomson be appointed to the Thames Valley Parent Involvement Committee as representative of the Thames Valley Council of Home and School Associations for the term commencing on November 1, 2016. c. Elgin County, Office of the Warden Letter A letter from Elgin County, Office of the Warden was received regarding the proposed elementary Elgin County Pupil Accommodation Review. d. Letter of Response to Elgin County, Office of the Warden The letter of response to Elgin County, Office of the Warden regarding the proposed elementary Pupil Accommodation Review was provided. e. Jeff Yurek, MPP Letter A letter was received from Jeff Yurek, MPP for Elgin, Middlesex and London regarding the proposed pupil accommodation review for the Elgin/Middlesex regions and specifically a new school build in Belmont. 17. NOTICE OF MOTION — none 18. MOTION — NOTICE OF WHICH HAS BEEN GIVEN — none 19. ADDITIONAL ITEMS — none 20. QUESTIONS/COMMENTS BY MEMBERS Trustee Todd provided an update regarding the grand opening of the Science, Technology, Engineering, Arts, Mathematics (STEAM) centre in St. Thomas on October 12. Trustee Reid shared comments regarding the Culture for Learning Campions kick off. Trustee Morell extended congratulations to Trustee Reid on receiving a 2016 20 Under 40 award. 21. ADJOURNMENT The meeting adjourned at 8:30 p.m. on motion of Trustee Todd, seconded by Trustee Hart and CARRIED. R. Tisdale, Chairperson 2016 October 25 ... 7 SUMMARY OF APPROVED RECOMMENDATIONS OF 2016 OCTOBER 25 That the reporting date on the costing and impact of students accessing choice of schools transportation be extended to January 2017 from November 2016. That the reporting date on the number of students attending other secondary schools and the rationale, including whether there are any exemptions being granted and the reasons for the exemptions, and an investigation of the impacts on the designated schools with grade 9 and 10 students attending out -of -area be extended to January 2017 from October 2016. That the Fraud Prevention and Management Policy be approved. That the Audit Committee recommend that the Board submit the Annual Report for the year ended 2016 August 31 (Item #7) to the Ministry of Education. That the Audit Committee recommend to the Board that the Internal Audit of "Monitoring and Reporting Outcomes" be approved for 2016-17. In addition, that an updated Risk Assessment for TVDSB be performed during 2016-17. That the motions approved at the in -camera session of 2016 October 11 related to personal matters be approved. That an ad hoc committee be struck to plan the 2017 Trustee Forums, with ideally at least one trustee representative from each region (London, Middlesex, Elgin and Oxford), and that a report be submitted to the Board by 2017 May 23. That the motions approved at the in -camera session of 2016 October 25 related to personal matters be approved and that the following motions be recorded in the public minutes of the 2016 October 25 Board meeting. THAT the following applicants be appointed as members on the Thames Valley Parent Involvement Committee commencing 2016 November 1 for the terms specified: Matt Holmes - one year term, Parent Member, London Jacqueline Kappers - one year term, Parent Member, London June Schweitzer - one year term, Parent Member, Middlesex County Melissa Bayes - two year term, Parent Member, Middlesex County Samantha Bantam - one year term, Parent Member, Oxford County Jo -Ann Pollard - two year term, Parent Member, Oxford County Carolyn Walker - one year term, Parent Member, Elgin County Jocelyne Asselin - two year term, Parent Member, Elgin County Stacey Vries - one year term, French Immersion representative, Oxford County Carlos Saaken — one year term, International Representative, London Dana Parsons — one year term, Member Under Special Consideration, Middlesex County That Adrian Willsher and Loretta Honsinger be reappointed as parent members to the Thames Valley Parent Involvement Committee for a two year term. 2016 October 25... 8 That Christine Thammavongsa be appointed to the Special Education Advisory Committee (SEAC) as representative of the Association for Bright Children of Ontario for the remainder of the 2014-2018 term. That Shachar Weis be appointed to the Special Educations Advisory Committee (SEAC) as alternate representative for the Association for Bright Children of Ontario for the remainder of the 2014-2018 term. That Sarah Thomson be appointed to the Thames Valley Parent Involvement Committee as representative of the Thames Valley Council of Home and School Associations for the term commencing on November 1, 2016. 2016 October 25 Board Minutes 13.a Date of W, Meeting: 2016 October 25 p Item #: 13.a oJSTRICT scwOOL BOARD ❑ Administrative ❑ Program and School Services ❑ Planning and Priorities Council Advisory Committee Advisory Committee REPORTTO:-M...Board ❑ Policy Working Committee ❑ PUBLIC ❑ IN -CAMERA • REPORT: Multi-year Operational Plan 2015=2017 — Priorities for 2016-17': TITLEPRESENTED BLaura Elliott, Director. of Education PRESENTED • - ❑ - Approval ❑ Information ❑x Advice Recommendation(s): Purpose: To.provide input on the Multi -Year Operational Plan 2015-2017, and Priorities for.2016- 17. Content: The 2015-2017 Multi-year Operational Plan (updated October 2016, as' attached) consists of four strategic priorities which are cross -departmental 'in nature, Each strategic' Priority outlines in broad terms, the work to. be accomplished over this school year.. Updates on _progress will be provided to .trustees at the Board's two new advisory. committees. . 1 �Cost/Savings: Timeline: . (Communications: : 1 ppendices: Multi-year Operational Plan 2015-2017 — Updated October 2016 Form Revised: January 2016 Relation to Commitments: ❑x Putting students first. ❑x Actively engaging our students, staff, families and communities.. ❑x Recognizing and encouraging leadership in all its forms. 0 Being inclusive, fair, and equitable. N Ensuring safe, positive learning and working environments., © Inspiring new ideas and, promoting innovation. ❑x Taking responsibility for the students and resources entrusted to our care. We build each student's tomorrow, every day Multi - - - r.� r�.. L sa� _ } A t r - e iona an � V- •.t•`y.� _ _ �U `dated" Oc•to�ber 20.16 F r� - k ,,Y n „Wt r �F `T. ✓:k't . ., i. .:• ,v', pay �i ..A ,e4,r \ r� $a ^y. s� ' •4 �i j_ i s 1 `it `•: �mY P" S t s� ..... . .. . .... . . ioik7MiWai{i r \ ' %S .15 - � �.'•�1 ' .. . F ke`aPY"4'imFK.wkrz w.nr.NR«er+ ve.r•�.W4�c.. .�..tewiNai'�VId�.. w e 7 - 0. V.. �,'RM To establish a culture of STRATEGIC, PRWRITY #1 Culture for Learning and Innovation continuous improvement in all areas of the organization. BY WHEN? . • Engage the voices of all stakeholders in TVDSB (ongoing) • Plan and implement innovation that aligns with and informs school and Board improvement goals (ongoing;) • Assess and' refine innovative/improvement processes (ongoing) HOW WILL WE KNOW? • Trust, optimism, risk-taking, voice, and resilience are: reinforced throughout TVDSB • Demonstrated improvements in. practices resulting in positive changes in achievement, engagement, and well' -being WHY THIS MATTERS A culture of continuous improvement drives sustainable results and fosters optimism to inspire. learning and innovation. As an adaptive organization, we are able to take full advantage of opportunities in order to achieve success. We demonstrate the value of each. individual through building capacity and the belief that each person is both a learner and a leader. Thames Valley District School hoard We bud each student's tonorrUv, every eery. To ensure our students and staff have theknowledgeand skills to be successful in aglobal and technologically advanced sociiety. BY WHEN? • SfudentUearnin g-J-ec no'logies Pl�an'-,dlevelope (February h developed 2017) Complete upgrade to"-technologylnfrastructur,,e (January 2017) • Deployment of mobile, cloud -based and emerairig te-ch,nologies,,(ong-oihg) • Im* lement Phase 4 of the enha,nce.dteleco,mmu,nic-ati.Qns system (20`17-18)HOW WILL WE KNOW? • Full '.i.mp-lementation.' f the, 2015-1,81nformation -arld".,.C-.,QMm:unicatib*n".'s'.=$trategic Plan • InGreased number Pf, mobile -devices:ufflized by studenitsand staff in t.he'ir learning • 'Increased number of.educators,us,in,g te-ch,notogical resources in their Instruction WHY THIS MATTERS ,Developing staff tech.nolog,ical leadership will facilitate enhanced learning 'Opportunities ,for students,, thereby preparing them for a technology -rich world. Thames"Valley District.Schoof,Board We build each student's tomorrow, every day. T R -AT, I DISTRICT SCHOOL BOARD Rethink Secondary Learning To, collectively shape the secondary school experience to better meet the evolving needs:* and aspirati.ms of' our students now and -into the futu�.re. W'H'E`RT` C ,rr6 future'ProR,rai� pq rtunit ties ie' d .by Fqfub fy.20. 7 ri­goin.g, rrip e m—entationt 0, commitments yee- :.b6v he B6ard.-7,,�-1:.:- f its in the th f"'' Mi er ocus areas , U06 o, .Phase h�set F�6 � eyp Rethink -6'hW _Qpmqn­pn., L r ing, June H0W'W,1'LL WE KN0W?`,':.'­ br,seconc ary 0 g I wfl['pfir V f 2,.R-6P"0r lb[6� th r o a' dmu a p, �Sc -0,01;-,�br arnrnin �,.Jqc u fin h g r -9 d curricu ar h and.td-tur6qular experiences-, • S,econ yogtain6ffefibqs .nd res6Urce4I' catio nsreA e'_dt th,611-reejods'areag of,R tWhk, Secondary 'L a,r WHY THIS MATTERS ,It is [mperative that secondary school' programming, enables students to, acquire the knowledge and skills to be successful. in an increasingly complex and� global' society. Our stakeholders are seekin,g, a, more re[evant and in,spiri:'[I,g secondary school. experience. As a, learning, organization, we have the responsibility to> provide the opportunities for our students to, reach their fullest potential'. Tha-mes.VOIJey [lstH:ttSch;0o18"o ar'dW bil.e chst6n' s tomarow, evi&y day, • • Increase achievement in mathematics for all students Develop and mentor math educators to build mathematical leadership n�r»nif�r fhrr%i inhni i+ fho c•%ic+orrt The Mathematics Working Group, Ontario Ministry of Education 2016 October 25 Board Minutes 14.a REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE (FNAC) MEETING MEMBERS P. Schuyler (Chair) J. Bennett, Trustee A. Morell, Trustee B. Summers, Oneida Nation of the Thames F. Huff, Chippewas of the Thames (+3:45) D. Grosbeck, Chippewas of the Thames M. Fisher, Munsee- Delaware Nation (+3:30) Absent: G. Forrest, Munsee-Delaware Nation 2016 September 20' 3:12 p.m. to 5:04 p.m. ADMINISTRATION AND OTHERS P. McKenzie, Superintendent of Student Achievement P. Skinner, FNMI Learning Supervisor S. McGahey -Albert, FNMI Education Advisor C. Camillo, FNMI Learning Coordinator M. Ferdinand, Coordinator School Counselling & Social Work Services L. Abell, Corporate Services Assistant B. Nielsen, Principal S.D.C.I. M. Deeb, Principal H.B.Beal S.S. B. White, Principal Saunders S.S. J. Patterson, Vice -Principal Saunders S.S. P. Spicer, Principal Delaware Central P.S. L. Williams, Principal Lambeth P.S. J. Wood, Research and Assessment Guests: D. Dolson, Chippewa Secondary School Counsellor N. Rayfield, Research and Assessment O. Correia, ,Muncey Delaware Education Coordinator 1. CALL TO ORDER The meeting convened at 3:12 p.m. in the Elgin Room at the Thames Valley District School Board office. 2. APPROVAL OF AGENDA — The agenda was approved on motion. 3. CONFLICTS OF INTEREST — none declared 4. REPORT OF MEETING- 2016 JUNE 22 — provided for information. 5. BUSINESS ARISING FROM MINUTES Further to the Annual Work Plan, Item # 6.b, the Draft Annual Work Plan 2016-2017 was introduced. 6. SCHOOL COUNSELLING AND SOCIAL WORK SERVICES UPDATE M. Ferdinand provided the School Counselling and Social Work Services Update. A handout was distributed to the Community Education Advisors to share the names of the FNMI Counsellors, Social Worker/Attendance Counsellors and School Support Counsellors at the schools for 2016-2017. 7. PROGRAM SPOTLIGHT a. Ontario Secondary School Literacy Test (OSSLT) Online N. Rayfield shared the OSSLT Online presentation. A handout of the presentation was distributed at the meeting. An Online OSSLT trial will take place on October 20. Students that successfully complete the OSSLT in October will have met the graduation requirements. In March, paper copies will be available in addition to the online version of the test. The floor was open for questions. It was advised that there are enough devices in the schools for completing the OSSLT online. The October test will exercise the organizational and logistical component of the test to prepare for the March test. 8. LEARNING SUPPORT SERVICES UPDATE a. Cultural Funds P. Skinner distributed the Cultural Funds Summary. Ideas for the use of the cultural funds were shared and discussed. Principals provided comments regarding the process for using the funds. Ideas may be brought to future meetings for consideration. It was advised that the process is much clearer and the community input is helpful. b. FNAC Annual Work Plan 2016-2017 Draft P. McKenzie advised that the FNAC Annual Work Plan 2016-2017 Draft was distributed tc members prior to the meeting. It was introduced earlier in the agenda under Business Arising from the June 22 minutes. c. Board Action Plan Draft Summary 2016-2017 The 2016-2017 Board Action Plan on First Nation, Metis, and Inuit Education Draft Summary was provided to the Committee prior to the meeting. The draft summary outlined ideas for programs and initiatives for the 2016-2017 school year. These ideas were discussed in groups and feedback was gathered from the group members. The final plan will be submitted to the Ministry of Education on 2016 September 30 for review and approval. d. Board Action Plan 2015-2016 Feedback Summary The Board Action Plan (BAP) 2015-2016 Feedback Summary was provided to members in advance of the meeting. This feedback was used in generating the 2016-2017 Board Action Plan. 9. PRINCIPALS' UPDATE a. B. Davison Secondary School A report was shared for B. Davison Secondary School advising that the start-up of school went well. b. Delaware Central Public School Principal P. Spicer provided an update for Delaware Central Public School advising it has been a wonderful start of the school year. There are a lot of opportunities for student participation with more to come. c. H.B. Beal Secondary School Principal M. Deeb provided a report for H.B. Beal Secondary School advising that 162 self - identified students are attending the school and more students are registering. An awareness campaign about residential schools 'Orange Shirt Day', is planned for September 29th and 30th d. Lambeth Public School Principal L. Williams provided a report for Lambeth Public School noting a great start to the school year. A team of teachers went to the Oneida Back to School day in August to meet with families and students in the community. e. Saunders Secondary School Principal B. White provided a report for Saunders Secondary School. Orientation week was held and all grade 9 students participated in activities. Family night was held on Thursday. A new Literacy model has been implemented to support First Nations, Metis and Inuit students on a one to one basis. f. Strathroy District Collegiate Institute Principal B. Nielsen provided a report for Strathroy District Collegiate Institute noting an excellent start up for the school year. The school is gearing up for the school participation on September 30 forthe 'Orange Shirt Day.' 10. COMMUNITY UPDATE a. Oneida Nation of the Thames B. Summers shared the Oneida Nation of the Thames Community Update. The Oneida Fair is this week and Friday is children's day at the fair. It was advised that Rhonda Doxtator has taken on a new role. The Paul Martin school project has started orientation and training for staff. It is the 40th Anniversary year for Standing Stone School. There are currently two vacancies on FNAC, appointment letters will be submitted in October. b. Chippewas of the Thames First Nation F. Huff provided the Chippewas of the Thames First Nation Community Update. They are working through the tuition agreement. Work continues on Parent involvement and how to provide support to families. Chippewa students are starting to understand and hear opportunities for education and family c. Munsee-Delaware Nation M. Fisher provided the Munsee-Delaware Nation Community Update. An education committee is being formed. 11. ADDITIONAL ITEMS - None 12. FUTURE MEETING DATES 2016-2017 Schedule All Meetings start at 3:00 p.m. Tuesday, 2016 October 18 Oneida Nation of the Thames Tuesday, 2016 November 15 H.B. Beal Secondary School Tuesday, 2016 December NO MEETING Tuesday, 2017 January 17 Saunders Secondary School Tuesday, 2017 February 21 Lambeth Public School Tuesday, 2017 March 21 Delaware Central Public School Tuesday, 2017 April 18 B. Davison Secondary School Tuesday, 2017 May 16 Strathroy District Collegiate Institute Tuesday, 2017 June 20 Munsee-Delaware Nation 13. ADJOURNMENT The meeting adjourned at 5:04 p.m. by motion. Recommendations: None P. Schuyler Committee Chair REPORT OF THE CHAIR'S COMMITTEE MEMBERS 2016 October 25 Board Minutes 14.b 2016 September 27 12:16 p.m. —1:37 p.m. ADMINISTRATION AND OTHERS G. Hart B. McKinnon L. Elliott B. Williams A. Morell M. Reid R. Tisdale (Chair) 1. APPROVAL OF AGENDA The agenda, as amended, was approved by motion. 2. CONFLICTS OF INTEREST — none declared 3. REVIEW AND APPROVAL OF ADVISORY COMMITTEE AGENDAS The agendas for the 2016 October 4 meeting of the Program and School Services Advisory Committee and the 2016 October 11 meeting of the Planning and Priorities Advisory Committee were reviewed and amended. 4. CORRESPONDENCE A letter sent from the Peel District School Board to the EQAO office and copied to all Ontario school boards was received. The email is to be forwarded to all trustees for information. 5. UPDATED BOARD AND ADVISORY COMMITTEES — DRAFT AGENDA Director Elliott reviewed the list of 2016-2017 reports to the Board and to the Advisory Committees. In consideration of a request from senior administration and to ensure the use of 2016-2017 data in the report, the following recommendations were moved and carried: That the reporting date on the costing and impact of students accessing choice of schools transportation be extended to January 2017 from November 2016. That the reporting date on the number of students attending other secondary schools and the rationale, including whether there are any exemptions being granted and the reasons for the exemptions, and an investigation of the impacts on the designated schools with grade 9 and 10 students attending out -of -area be extended to January 2017 from October 2016. The schedule of meetings was reviewed. The revised Board and Advisory Committee schedule is to be posted to the website and sent to all trustees. 6. ADVISORY COMMITTEES MID -YEAR REVIEW Referred to Planning and Priorities Advisory Committee meeting of 2016 October 11. 7. TRUSTEE TEAM BUILDING — NEXT STEPS Next steps for trustee team building were considered. Through discussion it was determined there be an opportunity for senior team and trustees to participate in an activity. A number of suggestions will be investigated by Chair's Committee members. 8. ONTARIO STUDENT TRUSTEES' ASSOCIATION (OSTA) FEES Membership to the Ontario Student Trustees' Association was discussed. The following recommendation was moved and carried: That Thames Valley District School Board be a member of the Ontario Student Trustees' Association and remit the membership fee in the amount of $3,394.44. The recommendation moves forward to the Board at their 2016 September 27 public Board meeting as an interim report of the Chair's Committee. There was a request for the OSTA materials to be provided to trustees. 9. UPDATE — STUDENT TRUSTEE APPLICATIONS Director Elliott reported on the applications received to date for the student trustee position. 10. UPCOMING EVENTS/INITIATIVES — 25 Year Employee Recognition — November 7 — Pillar Innovation Awards — November 23 11. OTHER BUSINESS a. In -Camera On motion, the committee moved in -camera at 1:14 p.m. to discuss legal issues reconvening in public session at 1:36 p.m. 12. DATE AND TIME OF NEXT MEETING The next Chair's Committee meeting was confirmed for 2016 October 18, 12 p.m. 13. ADJOURNMENT The meeting adjourned at 1:37 p.m. by motion. RECOMMENDATIONS: That the reporting date on the costing and impact of students accessing choice of schools transportation be extended to January 2017 from November 2016. That the reporting date on the number of students attending other secondary schools and the rationale, including whether there are any exemptions being granted and the reasons for the exemptions, and an investigation of the impacts on the designated schools with grade 9 and 10 students attending out -of -area be extended to January 2017 from October 2016. That Thames Valley District School Board be a member of the Ontario Student Trustees' Association and remit the membership fee in the amount of $3,394.44. (Note: the recommendation was moved and carried as part of the Chair's Committee Interim Report to the Board on 2016 September 27.) RUTH TISDALE Chairperson REPORT OF THE POLICY WORKING COMMITTEE MEMBERS M. Reid (Chair) S. Polhill J. Bennett J. Skinner C Goodall R. Tisdale (ex -officio) 2016 October 25 Board Minutes 14.c 2016 September 27 3:00 p.m. — 3:19 p.m. ADMINISTRATION AND OTHERS L. Elliott L. Abell GUESTS GUESTS A. Morell C. Beal (+3:05,-3:15) J. Knight (+3:05,-3:15) 1. APPROVAL OF AGENDA — The agenda was approved on motion. 2. CONFLICTS OF INTEREST — none declared 3. COMMITTEE REPORT OF 2016 JUNE 28 AND 2016 SEPTEMBER 27 TRACKING SHEET— Provided for information. 4. EXISTING POLICY/PROCEDURE UNDER REVISION - none 5. POLICY/PROCEDURE FOLLOWING PUBLIC INPUT a. Fraud Prevention and Management Policy and Procedure Supt. C. Beal and Manager J. Knight joined the meeting to share the public input received for the Fraud Prevention and Management Policy and Procedure. Minor revisions were noted by Administration. The following motions were moved and carried: That the Fraud Prevention and Management Policy be approved. That the Fraud Prevention and Management Procedure be approved by the Policy Working Committee and go to the 2016 October 25 Board meeting for information. 6. NEW DRAFT POLICIES/PROCEDURES - none 7. POLICY/PROCEDURE REQUIRING ADDITIONAL CONSIDERATION (before public input) - none 8. OTHER BUSINESS - none 9. DATE AND TIME OF NEXT MEETING The next meeting was scheduled for Tuesday, October 25, 2016, in the Governor Simcoe Room. 10. ADJOURNMENT The meeting adjourned, by motion, at 3:19 p.m. RECOMMENDATIONS: That the Fraud Prevention and Management Policy be approved. Matt Reid Committee Chairperson D 1 ,SOHO I BpA so: POLICY Title: FRAUD PREVENTION AND Policy No.: ,1008 MANAGEMENT Effective Date: 2016 October 25: Department: Business Services Reference(s): - Ontario Regulation 361110 Employee .Code .of Conduct - Policy: Privacy and Records: Information Management - Policy and Procedure Employee Expense Reimbursement - - Policy and Procedure: Expense Reimbursement — Trustees - Policy and Procedure: Non -Board Funds - Policy and Procedure: Public Concerns Policy and Procedure: Purchasing - Procedure: Expense Reimbursement Parent Involvement Committees (System School) Procedure: Surplus Furniture and Equipment Procedure: Fraud Prevention and Management. It is the policy of the Thames Valley District School Board to support a system strategy for fostering' and maintaining a work environment of. financial integrity, and to that end; it requires all departments and schools to maintain an environment that is free of financial fraud ("fraud"). __1._0 ' The Thames Valley District School Board's system strategy shall include: .1.1 'The Thames Valley District School Board Fraud Prevention and Management Procedure-, 1.2 Providing support services.to assist departments and schools in maintaining a strong control environment; 1.3 A whistleblower program, to ensure that staff can safely communicate. concerns -of potential fraud, 1.4 An action plan to effectively address instances where fraud. is suspected. = 2.0 The Thames Valley District School Board commits to ensuring that: 2.1 Every reasonable effortshall be made to protect against fraud through the establishment and maintenance of a system of internal controls; 2.2 Property, proprietary information, revenue and other assets are protected; Administered By: Organizational Support Services (Business Services) Amendment Date(s): FRAUD PREVENTION AND MANAGEMENT 2.3 Provide the necessary information and training to staff to mitigate the risk of fraud; 2.4 The Thames Valley District School Board has a Code of Conduct that communicates to all employees and members of the school community the types of behaviour expected of them 2.5 The misuse, or misappropriation of Thames Valley District School Board assets will not be tolerated; 2.6 If there are reasonable grounds involving the alleged or suspected fraud, the fraud will be investigated regardless of the position of the individual (s) within the Thames Valley District School Board; 2.7 If a fraud is substantiated, appropriate disciplinary action shall be taken; 2.8 In the event of fraud, the Thames Valley District School Board shall make every reasonable effort to seek restitution for the loss incurred. Page 2 of 2 L �°''• PROCEDURE scHaar soAso: . -Title: FRAUD PREVENTION AND Procedure.No.: 1008a MANAGEMENT Effective Date: 2016 October 25" Department: Business Services Reference(s): - Ontario Regulation 361/10 - Employee Code of Conduct . Policy: Fraud Prevention and Management Policy: Privacy and Records Information Management Policy and Procedure: Employee Expense Reimbursement Policy and Procedure: Expense Reimbursement — Trustees - Policy and Procedure: Harassment Policy and Procedure: Non -Board Funds Policy and Procedure: Public Concerns - Policy and- Procedure: Purchasing Procedure: Expense Reimbursement Parent Involvement Committees (System & School) - Procedure: Records. Information Management The intent of this procedure is to foster and maintain a work environment of financial integrity, which is free- of financial fraud ("fraud" ). In this Procedure,. references to: "TVDSB" means the district school board formed under the Education Act (Ontario) and known as Thames.Valley District School Board; "the Board of Trustees" means the Board of Trustees of TVDSB as elected from time to time; "Trustee". means one of the Trustees; "the Audit Committee" means the members_ of the .Board of. 'Trustees and the community members who are part of TVDSB's audit committee; and, references to "TVDSB Senior Administration" and "TVDSB Administration" refer .to the respective levels of administrative personnel of TVDSB. "Public Funds refers to monetary amounts; received from the Federal and Provincial governments and associated 'organizations, along with funds donated or paid by members of the TVDSB community. Fraud: -is wrongful or criminal deception committed by an individual with the intent. of obtaining financial or personal gain, which includes, but is not exclusive to, the following actions: ..The theft or unauthorized use of a TVDSB asset (e.g., cash, financial funds, furniture, etc.) and/or proprietary information. A TVDSB asset is inclusive of equipment (e.g. computers and related peripherals, smart phones, vehicles, machinery, tools, etc.). In - limited circumstances, use of TVDSB assets can be authorized by the .direct supervisor of the employee on a case by case or blanket permission basis; • The inflation or non -work related claim of expenses in contravention of the Expense Reimbursement Policy and Procedure; Administered By: Organizational Support.Services (Business Services) Amendment Date(s): Fraud Prevention and Management Procedure • The knowing misrepresentation of financial information through the alteration, forgery, or unauthorized destruction of electronic or manual data and/or documentation of a financial nature; • Invalid claims for paid leaves of absence, false time reporting and falsification of benefit claims; • Providing preferential treatment in the selection and/or engaging in business with vendors in contravention of the Purchasing Policy and Procedure; This Procedure demonstrates TVDSB's commitment to accountability, transparency, fairness, and the prudent use of Public Funds. 1.0 Fraud Prevention: 1.1 TVDSB shall institute and maintain a system of internal controls to obtain reasonable assurance of the prevention and detection of fraud. TVDSB's internal controls shall be subject to regular review to ensure their continued integrity. Control deficiencies identified by staff and/or the external, regional internal and school auditors shall be addressed in a timely manner. 1.2 The Audit Committee has the following duties: 1.2.1 "To ask [TVDSB's] director of education, a senior business official, the internal auditor and the external auditor about significant risks, to review [TVDSB's] policies for risk assessment and risk management and to assess the steps the director of education and a senior business official have taken to manage such risks, including the adequacy of insurance for those risks. 1.2.2 To perform other activities related to the oversight of [TVDSB's] risk management issues or financial matters, as requested by the [Board of Trustees]. 1.2.3 To initiate and oversee investigations into auditing matters, internal financial controls and allegations of inappropriate or illegal financial dealing". O. Reg. 361 /10, s.9 (6) 1.3 TVDSB shall provide suitable initial and ongoing training to staff to ensure that internal controls function effectively. 1.4 TVDSB shall provide annual fraud awareness training to all staff and Trustees. 2.0 Duty to Report 2.1 All employees and Trustees have a duty to report reasonable suspicions of fraud (e.g. instances where physical evidence or verbal testimony which can be independently corroborated exist) or the detection of any act of fraud. The employee or Trustee who has knowledge or reasonable suspicions of fraud will follow the reporting framework in Appendix A, B or C. The individual reporting a suspected or detected fraud shall report to the first individual listed in either Appendix A, B or C, who is not part of the suspected fraud. Subsequent notification is completed by the level of staff indicated in Appendix A, B or C. Page 2 of 8 Fraud Prevention and Management Procedure 2.2 In instances where there are reasonable suspicions that an Associate Director is suspected of fraud, the Director of Education shall be notified. 2.3 In instances where there are reasonable suspicions that the Director of Education is suspected of fraud, the Chair of the Audit Committee shall be notified. 2.4 Non -employees shall report any detected or reasonable suspicions of fraud per the Public Concerns Procedure, Section 4.0, at which time the matter shall be escalated to the Superintendent/Executive Officer level as detailed in the flowcharts in Appendices A and B. 2.5 Concerns shall be addressed in a timely manner, with a first response of acknowledgement within two business days, with the possible exception when staff may be on vacation. 2.6 The Associate Director and Treasurer, Organizational Support Services or the Director of Education shall report detected or reasonable suspicions of fraud to the Chair of the Audit Committee and the Audit Committee in a timely manner. 2.7 The Chair of the Audit Committee and the Director of Education shall inform the Board of Trustees of any substantiated fraud at the next scheduled in -camera Board of Trustees meeting or may call a special meeting, depending on the urgency of the situation. The Chair of the Audit Committee and the Director of Education shall keep the Board of Trustees apprised on any significant developments during the course of the investigation. 2.8 As determined by the Associate Director and Treasurer, Organizational Support Services, legal counsel shall be contacted by an appointed member of TVDSB Senior Administration. In the event that the alleged fraud involves an Associate Director or the Director of Education, legal counsel must be contacted by the Chair of the Audit Committee. 3.0 Privacy and Whistleblower Protection 3.1 Any employee who reports a detected or reasonable suspicion of fraud, in good faith, shall be protected from discrimination, harassment and dismissal. An employee must have reasonable grounds to make an allegation and have no false or malicious intent. In instances where baseless allegations are made with false or malicious intent, the employee shall be subject to TVDSB's Harassment Policy and Procedure. 3.2 TVDSB shall protect the anonymity of the individual who is providing a good faith report, to the fullest extent possible during the course of a fraud investigation. 3.3 TVDSB shall provide an external confidential reporting service ("Fraud Reporting Service") for employees as an alternative to directly reporting the matter to a member of the Board as outlined in Appendices A to C. Matters of a non-financial nature (e.g. harassment, workplace safety, educational curriculum, student transportation, etc.) are not within the purview of the Fraud Reporting Service. Page 3 of 8 Fraud Prevention and Management Procedure 4.0 Investigation 4.1 The investigation of detected or suspected fraud shall be undertaken with due care and in a timely manner. The investigation shall be managed by TVDSB Senior Administration or a delegate, with the assistance of appropriate TVDSB staff. In instances where the Director of Education is suspected of fraud, the Chair of the Audit Committee shall manage the investigation. 4.2 The external, school and/or third party auditors shall be involved in the fraud investigation, as determined by the Associate Director and Treasurer, Organizational Support Services. 4.3 The appointed investigative team shall have unrestricted access to all necessary TVDSB documentation and personnel. 4.4 All employees and Trustees shall fully cooperate with the investigation. 4.5 Standard Human Resource Policies and Procedures shall be followed with all personnel matters related to fraud investigations. 4.6 The Director of Education and the Associate Director and Treasurer, Organizational Support Services (if appropriate), subject to the advice of TVDSB's Human Resource personnel, forensic and legal advisors, shall consider whether to notify the jurisdictional police department where the alleged fraud took place. In instances, where the alleged fraud involves an Associate Director or the Director of Education, the Chair of the Audit Committee, subject to the advice of legal advisors, shall consider whether to notify the jurisdictional police department where the alleged fraud took place. 4.7 As required, the Audit Committee shall receive ongoing updates on active investigations. 5.0 Evidence Security: 5.1 When there is a suspicion of fraud, all of the evidence, manual and electronic, shall be secured to prevent the theft, alteration or destruction of the evidence. 5.2 All electronic information related to the fraud shall be encrypted and backed up. 5.3 All actions taken by the investigative team shall be comprehensively documented. 6.0 Confidentiality: All participants in a fraud investigation shall keep all aspects of the investigation confidential. Only participants directly involved in the investigation shall discuss matters related to the fraud with each other. A confidentiality agreement shall be signed by all participants involved in the investigation and shall be retained by the Office of the Associate Director and Treasurer, Organizational Support Services. Alternatively, if the Page 4 of 8 Fraud Prevention and Management Procedure Associate Director and Treasurer, Organizational Support Services or the Director of Education is involved in the fraud, the Office of the Board of Trustees shall retain the confidentiality agreements. 7.0 Media: Any employee or Trustee contacted by the media shall refer the media to the Director of Education or the Manager of Communications. The Director of Education shall determine the official spokesperson for TVDSB. 8.0 Concluding Activities: 8.1 When the fraud investigation has demonstrated that fraud has occurred, disciplinary action shall be undertaken against the perpetrator(s), up to and including dismissal. 8.2 Where appropriate, TVDSB shall seek restitution to recover the losses incurred in the fraud. 8.3 When the investigation concludes, the results shall be reported to the Director of Education, the Associate Director and Treasurer, Organizational Support Services and the Audit Committee, contingent that each individual being reported to is not involved in the fraud. The Chair of the Audit Committee and the Director of Education shall report to the Board of Trustees. 8.4 When the investigation, legal and personnel actions have concluded, all pertinent evidentiary documentation shall be retained for the time period, and by the appropriate department, as defined in the Records Information Management Procedure. All original documentation will be returned to the original owners of the information. 8.5 All information relating to investigations undertaken under this Policy and Procedure will be reported to the Managing Partner of the external audit firm, to allow them to discharge their statutory responsibilities. 8.6 TVDSB Administration shall have a risk assessment conducted of the potential control deficiencies identified by the investigation. If it is deemed necessary, appropriate corrective action shall be taken to reduce the probability of a recurrence of the fraud. Page 5 of 8 Fraud Prevention and Management Procedure NOTfNotification'gfr the successive° Appendix A: Notification Process fora Suspected SchoolFraud .. ; positions Iiste� is ;F,.:': Contact the Fraud Reporting Service, otherwise follow the iertormed bythe A g � pr ng . _ eced�'' level.not' notification process outlined below inValve'n ti`e#rail nd;'. . Y, s! (Employee suspects Is the Principal/Vice- : that fraud has .. Principal believed to be YES > involved in the fraud? occurred or is occurring NO Principal/Vice-Principal and Superintendent of Human Resources are notified School's Superintendent Is the Sch of Student Achievement believed to be involved in the fraud? YES NO School's Superintendent of Student Achievement; School Auditor and Associate Director and Treasurer, OSS are notified Is Associate Director, LSS - believed to be involved in the fraud? 3., .;commences er° Section140 YES N.otificatiansprQcpss;r' �.. NO. z'ends: Fraud Prevention and Management Procedure ;NOTES Not f catiionl`of., the succe$s ve Appendix B: Notification Process for a Suspected Board Office/Administration Fraud p ositions Ilsted t performed'by ttie Contact the Fraud Reporting Service, otherwise follow the edi„ng,,ievel,not',;; notification process outlined belowInvolved,,n`thefiaud,^ j 5 i w:hose:.tltle.as`inBOL'D: Employee. suspects Is the Learning that fraud has 3 Supervisor/Manager occurred or is believed to be involved YES occurring in the fraud? NO Learning Supervisor/Manager and Human Resources Manager are notified Is the Department Superintendent/Executive Officer believed to be involved in the fraud? YES NO / Department Superintendent/Executive Officer, Superintendent of Human ' Resources are notified Are the Associate Director and Treasurer, OSS and/or j Associate Director, LSS believed to be involved in the fraud? Investig Oft Commene per'xu # ' Section 4 b i, NO YES - x��:Notification process:: k ;entls Associate Director and Treasurer, OSS and Associate Director,-LSS are notified Is the Director of Education believed to be involved in the fraud? YES NO Director of Education is Chair of the Audit notified Committee is notified Page 7of8 -Fraud Prevention and Management Procedure Appendix C: Notification Process for a Suspected Trustee Fraud Contact the Fraud Reporting Service, otherwise follow the notification process outlined below Employee / Trustee : Is a Trustee believed to suspects that fraud ` be involved in the YES has occurred or is fraud? occurring . Associate Director and Treasurer, OSS and the Chair of the Audit Committee are notified by the employee/Trustee. Associate Director and Treasurer, OSS notifies the Director of Education. The Chair of the Audit Committee notifies the Chair of the Board of Trustees . :Irestigtiin';; ' Sea 166", :earrim`er�e�5:per` ,3 Notiflcation�process?; ends Dj,, fz Page 8of8 2016 October 25 Board Minutes 14.d REPORT OF THE PROGRAM & SCHOOL SERVICES ADVISORY COMMITTEE 2016 October 4 6:00 p.m. — 8:28 p.m. Members: Trustee J. Bennett, Trustee R. Campbell, Trustee Goodall, Trustee G. Hart, Trustee P. Jaffe, Trustee A. Morell, Trustee S. Polhill, Trustee M. Reid, Trustee J. Skinner, Student Trustee S. Suvajac, Trustee R. Tisdale, Trustee J. Todd, Trustee P. Schuyler (+6:52) Regrets: Trustee B. McKinnon Administration: V. Nielsen (Associate Director), L. Abell (Corporate Services Assistant), K. Edgar (Superintendent) (-8:26), D. MacPherson (Superintendent) (-6:58), R. Culhane (Superintendent) (-6:58), M. Deman (Superintendent) (-7:33), M. Moynihan (Superintendent) (-7:33), H. Gerrits (Manager, Early Years) (-6:58), K. Auckland (Learning Supervisor)( -6:58), E. Phillips (Learning Coordinator) (-6:58) 1. APPROVAL OF AGENDA — The agenda was approved on motion. 2. CONFLICTS OF INTEREST — none declared 3. MINUTES OF PREVIOUS MEETING The minutes of 2016 September 6 were provided for information. 4. BUSINESS ARISING S. KINDERGARTEN PROGRAM R. Culhane; K. Auckland, H. Gerrits and E. Phillips joined the meeting to share 'The Kindergarten Program -2016' presentation. A copy of the presentation was provided to Trustees in advance of the meeting. The purpose, vision, primary goals and beliefs of the Kindergarten program were shared. The subject based areas of the kindergarten program are now in four frames; belonging and contributing, self- regulation and well-being, demonstrating literacy and mathematics behaviour and problem solving and innovating. The TVDSB Kindergarten Professional Learning Plan 2016-2017 was provided. The Committee were given the opportunity to ask questions to the presenters around the new Kindergarten program. Details were provided about the professional in-service training on play based learning by ten educator teams. The self-regulation component of the new document was described. The Early Child Educators roles have been enhanced for building environments for self-regulation. In response to a question it was advised that kindergarten students have calming times rather than nap times. Students are provided with calming areas in the classroom and taught to recognize when they feel tired. They are allowed to go and lay down. 6. MENTAL HEALTH AND WELL-BEING WEBSITE AND RESOURCES K. Edgar joined the meeting to provide information regarding the Mental Health and Well -Being Website and Resources. The secondary Teacher's Guide- Everyday practices for Mental Health and Well -Being in the Classroom was distributed to the committee at the meeting. Other handouts included the TVDSB Cares postcard, Leading Mentally Healthy Schools flipchart and foldout brochure. Highlighted was the accessibility of reaching the new mental health website. The mental health and well-being website has been redesigned to be user-friendly and make access to resources and supports more readily available to stakeholders. 2016 October 4 ... 2 Questions of clarification were addressed regarding the role of education providers and the community in mental health plans now and in the future. The importance of the student group and student voice was shared. Improvements to accessing resources, such as links under Parents and Students tabs on the website were discussed. 7. ONTARIO SECONDARY LITERACY TEST (OSSLT) ONLINE M. Deman and M. Moynihan presented the Online Ontario Secondary School Literacy Test (OSSLT) presentation to the Committee. An online trial of the OSSLT will take place on October 20. The goal is to eventually have all EQAO assessments online and on -demand. Students that pass the October assessment have met the graduation requirement and will not be required to write the test in March. The links to the public site were provided in the meeting materials. Administration addressed questions regarding EQAO expectations, supervision while the test is in progress, devices and internet. It was advised that the test rooms are supervised and a seating plan is submitted to EQAO. There will be technical support on site the day of the test, internet use will be monitored and measures will be taken as needed to ensure the test is not interrupted. Students can't use their own devices to write the test. Use of the public EQAO site to become familiar with the icons and instructions are being encouraged. The pilot test day on October 20 will determine the readiness for systems to accommodate the test. 8. OTHER BUSINESS 9. DATE AND TIME OF NEXT MEETING The next meeting was scheduled for Tuesday, November 1 at 6:00 p.m., in the London Room. 10. FUTURE AGENDA ITEMS -none 11. ADJOURNMENT The meeting adjourned at 8:28 p.m. RECOMMENDATIONS: none REPORT OF THE AUDIT COMMITTEE MEMBERS PRESENT A. Morell M. Reid R. Tisdale (Chair) Regrets: R. Kent R. Robertson 1. CALL TO ORDER The meeting was called to order by Chair Tisdale. 2 APPROVAL OF AGENDA The agenda was approved by motion. 3 CONFLICTS OF INTEREST - none declared 4 REPORT OF 2016 SEPTEMBER 13 MEETING For information only. 2016 October 25 Board Minutes 14.e 2016 October 11 3:30 - 4:19 p.m. ADMINISTRATION AND OTHERS C. Beal S. Macey L. Elliott S. Bedi, PwC (-3:41) J. Pratt C. Temple, Deloitte J. Knight J. Berkin 5 SUBMISSION OF SELF-ASSESSMENT OF COMMITTEE'S PERFORMANCE Members were asked to return their completed form at the next meeting. 6 IN -CAMERA The Committee moved in -camera at 3:33 p.m. It reconvened in public session at 3:47 p.m. 7 ANNUAL REPORT TO MINISTRY OF EDUCATION FOR 2015-16 FISCAL YEAR The Annual Report to the Ministry was reviewed. The following motion was moved and carried: That the Audit Committee recommend that the Board submit the Annual Report for the year ended 2016 August 31 (attached) to the Ministry of Education. 8 INTERNAL AUDIT PLAN FOR 2016-17 Supt. Beal highlighted discussions regarding the inadequacies of the current Risk Assessment tool. She reviewed the areas considered in an audit of "Monitoring and Reporting Outcomes" and clarified administration's recommendations for direction to PwC. The following motion was moved and carried: That the Audit Committee recommend to the Board that the Internal Audit of "Monitoring and Reporting Outcomes" be approved for 2016-17. In addition, that an updated Risk Assessment for TVDSB be performed during 2016-17. 9 2016: SB31— UPDATE ON REGIONAL INTERNAL AUDIT CONSISTENCY MEASURES Supt. Beal reviewed Ministry Memorandum 2016: SB31 noting minimal opportunity for input. She described the changes to the RIA performance review and Internal Audit mandate. Members discussed their concerns regarding the mandate. 10 ADDITIONAL ITEMS Supt. Beal reviewed the status of the volunteer community member posting. 11 FUTURE MEETING DATES AND TIMES The next meeting is scheduled for 2016 November 15 at 3:30 p.m. 15 ADJOURNMENT A motion to adjourn was approved at 4:19 p.m. RECOMMENDATIONS: That the Board submit the Annual Report for the year ended 2016 August 31 (attached) to the Ministry of Education. That the Internal Audit of "Monitoring and Reporting Outcomes" be approved for 2016-17. In addition, that an updated Risk Assessment for TVDSB be performed during 2016-17. RUTH TISDALE Chairperson Annual Report to the Board of Trustees and Forwarded to the Ministry of Education for the-year ended 2016 August 31 . Thames Valley District School Board Fiscal Year: 2015-16 RE: Annual Audit Committee report to the Ministry of Education as per Ontario Regulation 361/1,0 During the 2015-16 fiscal year, the following internal audit was started but not completed by August 31St: • Attendance Support In addition to the above, the following internal audits were completed in the 2015-16_fiscal year: • Manage IT Security, Network and Application Access Management Data Management and Backup Based on the multi-year internal audit plan, we are not expecting further enrolment-audits to be performed. On behalf of the Audit Committee October 11, 2016 GG Date Signature Ruth Tisdale, Chair Audit Committee Thames Valley District School Board We build each -student's tomorrow, every day.. 2016 October 25 Board Minutes 14.f REPORT OF THE PLANNING AND PRIORITIES ADVISORY COMMITTEE 2016 October 11 6:30 p.m. - 8:16 p.m. Member Attendees: Trustee J. Bennett, Trustee R. Campbell, Trustee G. Hart (Chair), Trustee P. Jaffe, Trustee B. McKinnon, Trustee A. Morell, Trustee S. Polhill, Trustee M. Reid, Trustee J. Skinner, Trustee R. Tisdale, Trustee J. Todd Regrets: Trustees P. Schuyler, S. Suvajac Administration and Others: C. Beal (Superintendent, -7:38), L. Elliott (Director), V. Nielsen (Associate Director, -7:38), J. Pratt (Associate Director, -7:38), B. Williams (Supervisor), M. Heath (STS, Manager, - 7:17) 1. APPROVAL OF AGENDA — The agenda was approved on motion. 2. CONFLICTS OF INTEREST — none declared 3. MINUTES OF PREVIOUS MEETING — provided for information 4. BUSINESS ARISING — none S. SOUTHWEST TRANSPORTATION SERVICES UPDATE M. Heath joined the meeting to provide an update on the Southwest Transportation Services (STS). A power point presentation highlighted ridership and transportation cost information from 2008-09 to the current year (projections) for general and specialized transportation. Information provided also included key performance indicators and a description of the charter bus service. Activities for School Bus Safety week, scheduled for October 17-21, were described. Future initiatives and efforts were outlined including the ongoing review of the system upgrade, the work of the Conditional Bussing project, the compilation of requested data to support the Pupil Accommodation Review process, enhancements to use of the GPS data for system efficiencies, and improvements to the charter bus system. Questions of clarification were addressed by M. Heath including the process for booking a charter bus, the turnaround time for responding to the on-line `contact us' form and the types of transportation included in the description of specialized transportation. The policies and operating guidelines with respect to the determination of pick up/drop off stops was clarified noting they are STS policies and operating guidelines. M. Heath asked trustees to follow up with her regarding situations where messaging to this effect was not clear. M. Heath further clarified requests for bus stop changes are reviewed on a case-by-case basis by STS. In response to a question, M. Heath described the involvement of various Ministries and entities (both public and private) looking at the implementation of cameras on bus stop arms. Discussion centred on inquiries by the City of London regarding the use of London Transit Commission (LTC) buses in lieu of STS to transport elementary students to and from school. J. Pratt advised messaging has been sent stating the transportation of elementary students by LTC buses in lieu of STS bussing is not an option. The safety and logistical concerns were highlighted. M. Heath shared the challenges of using LTC buses to transport secondary students and confirmed LTC buses are not available for charter services. A Board motion previously passed requesting LTC to explore the possibility of an affordable monthly or semester bus pass for elementary and secondary students was referenced noting the intent was to advocate for affordable bus passes for general use not for transportation to and from school for all students. In response to a question, it was confirmed that trustees in receipt of complaints not otherwise resolved through STS may forward those concerns to Superintendent C. Beal. 6. ADVISORY COMMITTEE MID -YEAR REVIEW The summary of the mid -year survey results were distributed and discussed. Discussion considered the location, scheduling, content, and length of meetings. Additional feedback included limiting the length of meetings, moving the meetings to another location, reviewing the committee mandates, and. permitting advisory committees to move, debate, and vote on recommendations. 7. TRUSTEE GOAL SETTING Trustees were asked to consider goals they could set for themselves as a group that would facilitate working together in a participatory way. The trustee forums organized and hosted by trustees in the previous year was put forward as an example. 8. TRUSTEE FORUMS Discussion considered the hosting of trustee forums on an annual basis. The challenges and advantages of hosting the trustee forums were expressed. Models for moving forward and the feedback received from participants last year was shared and discussed. There was general agreement from the majority to move forward with the understanding that Elgin County may be focused on the pupil accommodation review process this year. There was a request to have more trustee involvement in the planning and delivery of the forums. It was suggested they be planned for January/February. There was a further suggestion to invite parent involvement through the Thames Valley Parent Involvement Committee and the Thames Valley Council of Home and School Associations. 9. OTHER BUSINESS a. Pupil Accommodation Review Process Trustees were reminded to forward all enquiries/communication regarding the proposed Pupil Accommodation Reviews (PAR) to the Director and Chair for response. The importance of following the PAR procedures with respect to community engagement was highlighted. There was a suggestion from trustees to include the flowchart outlining the new process in any responses. There was a request to have a 10 -minute presentation on the trustee role in the new PAR process at the next meeting. 10. DATE AND TIME OF NEXT MEETING The next meeting was scheduled for Tuesday, November 8, 2016 at 6:00 p.m., in the London Room. 11. FUTURE AGENDA ITEMS • Report of the STS Conditional Bussing Work Group 12. ADJOURNMENT On motion the meeting adjourned at 8:16 p.m. RECOMMENDATIONS: None G. HART Committee Chair REPORT OF THE SPECIAL EDUCATION.ADVISORY COMMITTEE MEMBERS FASD E.L.M.O., T. Grant (Chair) Chair of the Board, R. Tisdale (-2:39) Association for Bright Children, C. Thammavongsa Autism Ontario, S. Young Children's Aid Society of London and Middlesex, M. Cvetkovich Chippewas of the Thames, C. Dendias Easter Seals, A. Morse Epilepsy Support Centre, B. Harvey Learning Disabilities Association of Ontario (LDAO), P. Cook Thames Valley Children's Centre, J. Gritzan Thames Valley Council of Home and School, J. Nuyens OPACC, L. Turner -Otte Vanier Children's Services, S. Dobaczewski Vanier Children's Services, S. Walker Voice for Hearing Impaired Children, M. Barbeau Trustee J. Bennett Regrets: Trustee, C. Goodall VIEWS, J. Schaeffer 1. CALL TO ORDER 2016 October 25 Board Minutes 2016 October 11 12:15 p.m. to 3:12 p.m. ADMINISTRATION AND OTHERS S. Builder, Superintendent of Special Education A. Leatham, Learning Supervisor R. Lee, Elementary Principal M. Chevalier, Elementary Principal D. Clark, Secondary Principal T. Birch, Secondary Principal L. Abell , Corporate Services J. Capaldi, Communication Specialist 14.g Guests: K. Edgar, Superintendent of Student Achievement V. Fernandez, Supervisor Speech Language and Pathology Services A. Morell , Trustee (-2:39) Chair T. Grant called the meeting to order at 12:15 p.m. in the Elgin Room at the Education Centre. 2. CONFIRMATION OF AGENDA The agenda as amended was approved on motion and carried. 3. CONFLICTS OF INTEREST — none 4. MINUTES OF THE MEETING FROM 2016 September 12 The minutes of the meeting from 2016 September 12 were reviewed. It was noted that the list of Special Education Advisory Committee Priorities, agenda item #11 are in relation to the Special Education Plan and will be used to determine specific areas to engage parent feedback. 5. BUSINESS ARISING FROM THE MINUTES OF 2016 September 12 There was no business arising from the minutes of 2016 September 12. 6. COMMUNICATIONS DEPARTMENT UPDATE J. Capaldi, Communications Specialist provided a Communications Department Update and advised that she will be working with the Special Education Advisory Committee for communications planning as needed. 7. MENTAL HEALTH SUPPORTS/COMMUNITY UPDATE K. Edgar, Superintendent of'Student Achievement provided the Mental Health Supports/Community Update. The Mental Health and Well -Being chart showing the three tiers of focus was distributed to members at the meeting. The prevention, intervention and postvention strategies by community partners and groups were described. It was advised that the Thames Valley District School Board has eleven Applied Suicide Intervention Skills Training (ASIST) trainers and at least one staff member per school has received ASIST training. The importance of communicating and receiving feedback from students was highlighted. In response to a question it was advised that the Culture for Learning Committee will be reconvening this year and a Special Education Advisory Committee member can be on the committee. 8. BEHAVIOUR REVIEW STATUS/MEETINGS/MEMBERSHIP A. Leatham shared information on the status of the Behaviour Reviews and requested two SEAC members participate in the review. The initial focus of the review will be the self-contained Transitions class (elementary and secondary). Self-contained class models at other school boards will be explored. Representatives from FASD E.L.M.O (T. Grant); Children's Aid Society (M. Cvetkovich) and Vanier Children's Services (S. Dobaczewski) showed interest in the group. They were advised that correspondence regarding the Behaviour Review group will be through K. Aitken, Special Education department. 9. PASSAGES A. Leatham shared information regarding the Passages transition fair. Passages will be held on November 9 in the Thames room at the Education Centre. Invitations were sent to community agencies. The focus of the event was described as transitions through secondary school. The SEAC display will be set up to provide information about agency supports for children and youth. 10. SEAC HANDBOOK REVISIONS L. Turner -Otte, A. Morse, T. Grant and S. Builder volunteered to review the SEAC Handbook. 11. SPECIAL EDUCATION ADVISORY COMMITTEE PRIORITIES (STANDING ITEM) The Special Education Advisory Committee Priorities was deferred. 12. SPECIAL NEEDS STRATEGY UPDATE (STANDING ITEM) V. Fernandez and A. Morse provided the Special Needs Strategy Update. The presentation 'Ontario Special Needs Strategy: Integrated Delivery of Rehabilitation Services, Provincial Program Guidelines HIGHLIGHTS' was shared. The presentation will be linked to the Special Education Advisory Committee (SEAC) page on the website for future reference. The timelines for proposal development, inter -ministerial review and feedback were provided. The development of the program guidelines was described. Questions of clarification regarding the Special Needs Strategy were addressed. 13. SPECIAL EDUCATION PLAN (STANDING ITEM) Deferred. 14. MODIFIED DAY GUIDELINES (STANDING ITEM) S. Builder shared the Modified Day Guidelines update advising that 31 elementary students are on modified days and the staff are working with the guidelines. S. Builder also shared that the department is tracking the use of Educational Assistants (EAs), on a temporary basis, to support the reintegration of students to a full instructional day. 15. CORRESPONDENCE (STANDING ITEM) a) Letter from Renfrew County Catholic District School Board The letter from Renfrew County Catholic District School Board regarding PPM 156 'Supporting Transitions for Students with Special Needs' was provided to the committee members in advance of the meeting. b) Letter from Provincial Parent Association Advisory Committee The letter from the Provincial Parent Association Advisory Committee was provided to the committee in advance of the meeting. 16. FORUM: ASSOCIATION UPDATES No reports. 17. OTHER BUSINESS S. Builder provided an update regarding the Coordinator role in Psychological Services noting the barriers in filling the position and available options. S. Builder shared information on the Individual Education Plan (IEP) Consultation Process. It was advised that on the first day of school in September, each teacher received an email with a secure link to the students' IEP for the classes they teach. Instructions in the email advised the teacher to collaborate with the Learning Support Teacher on the development of the IEP. This process included the dates for sending home the invitation to parents for input into the development of the IEP. In addition, staff were reminded, through this process, of our IEP Resource Guide (created last year). Principals provided feedback on the process noting that it heightened the awareness to the IEP and requirements for development and implementation. 18. IN -CAMERA At 2:06 p.m. motion to move in -camera to discuss personal matters was moved and carried. The committee reconvened in public session at 2:44 p.m. A motion to extend the meeting past 3:00 p.m. to 3:15 p.m. was moved and carried. 19. MEETING DATES 2016-2017 Meeting Dates — London Room Monday, November 7 6:30pm Tuesday, January 10 12:15pm Tuesday, February 7 12:15pm Monday, March 6 6:30pm Tuesday, April 4 12:15pm Monday, May 1 6:30pm Tuesday, May 30 12:15pm (Dundas Room) Monday, June 5 6:30pm 20. FUTURE AGENDA ITEMS • IPRC Waivers • Special Education Classroom Placements • Mental Health Literacy Kits (Fall) • Exceptionality Data & Trends (December & May) • IEP Report Summary (May) • Informal Suspension (ongoing) • Creating a Survey for Gifted Program (D. Ensing) • SAL • Modified Day Updates • MissionNision for BIPSA (Nov.) 21. ADJOURNMENT The meeting adjourned at 3:12 p.m. by motion. TRACY GRANT CHAIRPERSON RECOMMENDATION: None 2016 October 25 Board Minutes 14.i REPORT OF THE THAMES VALLEY PARENT INVOLVEMENT COMMITTEE MEMBERS S. Gowdey, Co -Chair D. Parsons, Co-chair R. Tisdale, Chair of the Board R. Kuiper, Superintendent S. Davis, Thames Valley Council of Home & School Associations L. Gonzales, Thames Valley Council of Home & School Associations L. Honsinger, Parent Member C. Schouw, Parent Member L. Stephenson, Parent Member A. Willsher, Parent Member 2016 October 13 7:00 p.m. to 8:58 p.m. ADMINISTRATION AND OTHERS L. Abell, Corporate Services S. Tucker, operator, Graphic Services C. Cordes, Thames Valley Administrator's Committee Elementary M. Flumerfelt, Thames Valley Secondary School Administrators' Council 1. CALL TO ORDER Co -Chair D. Parsons called the meeting to order at 7:00 p.m. in the Middlesex Room of the Education Centre. 2. CONFIRMATION OF AGENDA The agenda was approved by motion. 3. CONFLICTS OF INTEREST — none declared 4. MINUTES OF THE MEETING FROM 2016 September 8 - provided for information 5. BUSINESS ARISING FROM THE MINUTES OF 2016 September 8 a. Draft— Providing Quality Child Care Process/Protocol (item # 11.1b) It was advised that discussions are continuing regarding the Draft Providing Quality Child Care Process/Protocol that was shared at the September 8 TYPIC meeting. The revised edition will be brought back to TVPIC for feedback in the future. 6. RAISING RESILIENT CHILDREN READY TO THRIVE IN ANXIOUS TIMES S. Davis provided information regarding the Raising Resilient Children Ready to Thrive in Anxious Times event. Thames Valley Council of Home and School Associations would like to partner with TVPIC for the event. The original application and the letter of support from Director Elliott were included in the package. The event can only go ahead with additional funding. Specifically, funding is needed to cover a portion of the speaker fees, childcare, refreshments and books for parents. It was determined that this could be included in the TVPIC budget for consideration of projects moving forward. 7. JOINT REGIONAL PARENT REACHING OUT GRANT 2016-2017 S. Gowdey shared information about the Joint Regional Parent Reaching out Grant 2016-2017. The 2016-2017 Parents Reaching Out Grants for Regional/Provincial Projects terms and conditions were reviewed and provided to the committee prior to the meeting. A summary of the Joint Regional Parent Reaching Out Grant 2016-2017; Connecting Families for Mental Health and Well -Being events was provided. The first joint regional PRO grant event is in Woodstock on November 5 at the Woodstock Fanshawe College Campus. It was advised that arrangements can be made in advance for the provision of child care for children with special needs at the events. Registration for child care takes place in advance of the event. 8. PARENTS REACHING OUT — GRANTS FOR SCHOOL COUNCILS IN TVDSB 2016-2017 C. Schouw shared information regarding the Parents Reaching Out -Grants for School Councils 2016-2017. The summary included the number of PRO Grants received at Thames Valley District School Board schools and proposed events planned for parent engagement. To learn more about PRO Grants projects, preparing a proposal for a grant and the Parent Involvement Funds (PIF), visit the website of the Ontario Ministry of Education. 9. MEMBER UPDATE FROM TVDSB REPRESENTATIVES a. Director of Education R. Kuiper provided the Director of Education update and shared the success of the Dr. Marian Small math event put on by the TVPIC on September 14. Positive feedback was received regarding the event. The videos can be viewed on Dr. Marian Small's website. In response to a question it was advised that videos should be retweeted from the TVPIC or TVDSB website. A professional learning symposium is being held next week for Principals and Managers regarding school councils. Principals are submitting the names of the school council chairs. School council 101 for parents will be offered at the TYPIC symposium on November 12. School improvement plans and school roadmaps are underway with a focus on numeracy. These documents should be shared with the school council. b. Trustee R. Tisdale provided the Trustee update and advised that as of September she resumed the position of Chair of the Board of Trustees. The proposed Elementary Pupil Accommodation Review process was shared. Notices have been sent to Community organizations to inform them of the proposed Pupil Accommodation reviews that will be recommended to the Board for approval on November 22. The report presented on November 22 was described. 10. MEMBERSHIP The membership update was provided by S. Gowdey. In response to a call out for membership, 58 applications were received. The Membership Committee met prior to this TVPIC meeting to review all of the applications. Successful candidates will be identified �at an in -camera meeting. The names will go forward to the Board of Trustees for approval. Discussion considered the next steps in the application process. An email will be sent to every applicant notifying them that their application was received and reviewed. Selected applicants will receive notice prior to it going to Board to confirm their intent to sit on the TVPIC. Principals at the selected applicant's schools will be contacted to confirm parent/guardianship of a student at the school. Applicants not appointed to TYPIC may be asked to sit on other committees. The selected and confirmed applicant names to go to the Board of Trustees meeting on October 25. A call for Community Representatives will take place in the near future to fill vacant seats. 11. CORRESPONDENCE a. TVPIC Greetings at the 25 Year Employee Recognition Event TVPIC Greetings at the 25 Year Employee Recognition Event will be given by Lesley Stephenson and Loretta Honsinger. The 25 Year Employee Recognition reception is being held on 2016 November 7. b. Draft School Year Calendars for 2017 — 2018 Lesley Stephenson volunteered to attend a meeting on Friday, November 25, 1:30 p.m. at the Education Centre regarding the Draft School Year Calendars for 2017-2018. c. Seeking Parent Members for Thames Valley Education Fund (TVEF) Committee TVEF is seeking two TVPIC parent members to sit on the committee for the Fundraising Walk/Run to be held in the spring of 2017 to benefit the caring fund. Loretta Honsinger and a new member will sit on the committee. S. Gowdey will respond to R. Springer. TVPIC is interested in partnering with Strathroy area schools to put on a Mental Health event. 12. FINANCIAL REPORT D. Parsons shared the PRO Grant and PIF usage rates for 2015-2016 report A. Sodawater of Finance reviews TVPIC financial reports and budgets with members of the committee.. An additional parent member will be sought to sit on this committee once the member application process is complete. 13. SYMPOSIUM — PARENT INFORMATION NIGHTS An update was provided regarding the Thames Valley Parent Involvement Committee Symposium being held on November 12 at Clarke Road Secondary School It was advised that Ann Douglas will be the keynote speaker at the Symposium. 14. TVDSB SUPPORT UPDATES S. Tucker advised that TVDSB is undergoing a website over haul and input is requested by completing the survey on the Board's website. 15. OTHER BUSINESS - none 16. COMMUNITY INVOLVEMENT UPDATES a. Award of Distinction - none b. Active & Safe Routes to School - none c. Community Partners - none d. Education Week - none e. Environmental Education Management S. Gowdey shared the Environmental Education Management update. The Environmental Education & Management Committee Meetings 2016-2017 dates were provided. The meetings are held in the Middlesex room at the Education Centre. f. Public Affairs & Communication - none g. Think About It - none h. Thames Valley Administrators' Committee — Elementary C. Cordes shared the Thames Valley Administrators' Committee — Elementary update. The role of the math lead teachers was described noting there are, also two Principals acting as Math Instructional Coaches. School road maps are underway. Progress reports are going home in mid-November. Parents have started to receive the individual student EQAO data. i. Thames Valley Secondary School Administrators' Council M. Flumerfelt provided the Thames Valley Secondary School Administrators' Council update commending Glencoe District High School and Ekcoe Public School for pulling together at the beginning of the school year to work through a unique situation. The challenges of the new Charter Bussing process were discussed at the recent TVSSAC meeting. Information was shared regarding the OSSLT pilot run taking place on October 20 for grade 10 students. The OSSLT is the EQAO test for grade 10 students. In response to question it was advised that the guidance department at secondary schools can provide information regarding the 40 hours of community service. Thames Valley Council of Home and School Association L. Gonzales was welcomed to the committee as representative for the Thames Valley Council of Home and School Association. S. Davis shared an update advising the first General Meeting will be held at the end of the month. At 8:27 a motion to move in -camera was moved. The committee reconvened in public session at 8:57 p.m. 17. FUTURE MEETING DATES All meetings will be held in the Middlesex Room at the Education Centre 6:30 pm. 2016 November 10 2017 January 12 2017 February 9 2017 April 6 2017 May 11 2017 June 8 18. FUTURE AGENDA ITEMS • Fundraising FAA's (May 2014) • Internal Audits (May 2013) • Copyright Support Document for Parents (Future) Webinar (Future) • TVPIC Volunteer Recognition (Future) • TVPIC Annual Report (2016 Sept. 8, item #5.e) • Parent Resource Guide Funding (Future) 19. ADJOURNMENT The meeting adjourned at 8:58 p.m. by motion. 20. RECOMMENDATIONS: None S.GOWDEY & D. PARSONS CO-CHAIRS REPORT OF THE CHAIR'S COMMITTEE MEMBERS 2016 October 25 Board Minutes 14.j 2016 October 18 12:10 p.m. —1:43 p.m. ADMINISTRATION AND OTHERS G. Hart B. McKinnon L. Elliott B. Williams A. Morell M. Reid R. Tisdale (Chair) 1. APPROVAL OF AGENDA The agenda, as amended, was approved by motion. 2. CONFLICTS OF INTEREST — none declared 3. REVIEW AND APPROVAL OF THE 2016 OCTOBER 25 BOARD AGENDAS The in -camera and public board meeting agendas for 2016 October 25 were reviewed and discussed. 4. CORRESPONDENCE A letter from Elgin County, Office of the Warden regarding the proposed Elementary Pupil Accommodation Review was received. It was determined a copy of the letter and the response to the letter be included on the 2016 October 25 Board meeting agenda under Correspondence. A copy of a letter sent to the Minister of Education from the Bluewater District School Board regarding school curricula in relation to Indigenous Peoples was received. The letter is to be forwarded to all trustees for information. A copy of a letter sent to the Minister of Education from the Peel District School Board regarding Education Quality and Accountability Office (EQAO) assessment method one reports was received and discussed. The letter is to be forwarded to all trustees for information. A Ministry of Education memo regarding details of next steps to support community hubs in schools was received. The letter is to be forwarded to all trustees for information. A letter from MPP Jeff Yurek regarding the proposed Elementary Pupil Accommodation Review was received. It was determined a copy of the letter be included on the 2016 October 25 Board meeting agenda under Correspondence. 5. REMEMBRANCE DAY CEREMONY — TVDSB REPRESENTATION Discussion considered the participation of Thames Valley District School Board in laying of a wreath at the various ceremonies held across the Thames Valley district on Remembrance Day. It was noted arrangements have been made for the City of London. Director Elliott offered to follow up with respect to Elgin, Oxford, and Middlesex Counties. Details to be confirmed at the next Chair's meeting. 6. REQUEST TO ATTEND THE ONTARIO STUDENT TRUSTEES' ASSOCIATION FALL GENERAL MEETING A request put forward by student trustee A. Pucchio to attend the fall General Meeting of OSTA was reviewed and discussed. The following motion was moved and CARRIED: That student trustee A. Pucchio be approved to attend the Ontario Student Trustees' Association conference scheduled for 2016 November 17-19. 7. JOINT BOARD -MUNICIPAL MEETINGS Director Elliott reported on the scheduling of the joint board -municipal meetings. As meetings are scheduled they will be included under upcoming events/initiatives. 8. ADVISORY COMMITTEES — FOLLOW UP Discussion considered next steps following the mid -year review of Advisory Committees. There was agreement that a number of items need to be reviewed such as meeting room location, committee mandate, and the decision making process. The process for review was discussed noting an Ad Hoc Committee may be appropriate. The current list of Board committees is to be reviewed at the next Chair's Committee meeting. 9. PAR COMMUNICATIONS The Pupil Accommodation Review process and communication was discussed. Director Elliott shared the communication plan discussed at the Capital Planning meeting. Additional details will come forward to the Planning and Priorities Advisory Committee meeting scheduled for 2016 November 8. The role of trustees in the process also will be described. 10. ONTARIO COLLEGE OF TEACHERS: PUBLIC AWARENES OPPORTUNITY Director Elliott advised there has been an offer by the Ontario College of Teachers to present information on their role. It was agreed to forward the information to TVPIC for consideration in the planning of their symposium. 11. TEAM BUILDING/SOCIAL Discussion considered suggestions for a team social and/or team building event. Information will be sent out to trustees and senior administration. 12. UPCOMING EVENTS/INITIATIVES' — 25 Year Employee Recognition — 2016 November 7 — Pillar Innovation Awards — 2016 November 23 — Joint Board -Municipal meeting with Elgin County —2017 February 8 (10 a.m.) It was noted Trustee M. Reid is being honored as one of London's Top 20 under 40 on November 10. 13. OTHER BUSINESS a. Trustee Forums The planning for the 2017 Trustee forums was discussed. Trustee A. Morell offered to provide leadership to the initiative. The following recommendation was moved and carried: That an ad hoc committee be struck to plan the 2017 Trustee Forums, with ideally at least one trustee representative from each region (London, Middlesex, Elgin, and Oxford), and that a'report be submitted to the board by 2017 May 23. b. Trustee Goal Setting Discussion considered next steps in formulating trustee goals or strategic priorities for trustees. It was determined to continue discussion'at the next Chair's Committee. c.. Trustee Meeting Topics The schedule of agenda items for Advisory Committees is to be reviewed at the next Chair's Committee meeting. A. Morell offered to forward the list of trustee -generated topics to Director Elliott. 14. DATE AND TIME OF NEXT MEETING The next Chair's Committee meeting was confirmed for 2016 October 25, 12 p.m. 15. ADJOURNMENT The meeting adjourned at 1:43 p.m. by motion. RECOMMENDATIONS: That an ad hoc committee be struck to plan the 2017 Trustee Forums; with ideally at least one trustee representative from each region (London, Middlesex, Elgin, and Oxford), and that a report be submitted to the board by 2017 May 23. RUTH TISDALE Chairperson REPORT OF THE POLICY WORKING COMMITTEE MEMBERS M. Reid (Chair) J. Skinner J. Bennett GUESTS A. Morell 2016 October 25 Board Minutes 14.1 2016 October 25 4:00 p.m. —4:20 p.m. ADMINISTRATION AND OTHERS L. Elliott L. Abell GUESTS J. Pratt (+4:00, -4:17) REGRETS C. Goodall S. Polhill 1. APPROVAL OF AGENDA — The agenda was approved on motion. 2. CONFLICTS OF INTEREST — none declared 3. COMMITTEE REPORT OF 2016 SEPTEMBER 27 AND 2016 OCTOBER 25 TRACKING SHEET — Provided for information. 4. EXISTING POLICY/PROCEDURE UNDER REVISION a. Harassment Procedure J. Pratt joined the meeting to share the amendments to the Harassment Procedure # 3004a to be in compliance with Bill 132, Sexual Violence and Harassment Action Plan Act. The Act expands the definition of workplace harassment and imposes additional obligations on employers in relation to workplace investigations. Minor revisions were noted by Administration. The following motion was moved and carried: That the Harassment Procedure be approved by the Policy Working Committee and go to the 2016 October 25 Board meeting for information. 5. POLICY/PROCEDURE FOLLOWING PUBLIC INPUT - none 6. NEW DRAFT POLICIES/PROCEDURES - none 7. POLICY/PROCEDURE REQUIRING ADDITIONAL CONSIDERATION (before public input) — none 8. OTHER BUSINESS - none 9. DATE AND TIME OF NEXT MEETING The next meeting was scheduled for Tuesday, November 22, 2016, in the Governor Simcoe Room. 10. ADJOURNMENT The meeting adjourned, by motion at 4:20 p.m. RECOMMENDATIONS: None 2016 October 25 Board Minutes 16.b -A T-V'C H S. Thames Valle Y Council of Home and -School Associations • ," a: :.�; ..: Oct 14., 2016 Bonnie Williams Thames Valley District School Board .. Chair Ruth Tisdale Thames Valley District School Board. Please be advised that Sheena Davis is stepping down as the Thames Valley Council of Home and School Associations' representative on theThamesValley Parent Involvement Committee. I am pleased to advise, you that Sarah Thomson, has been nominated as our new representative. Sincerely,.. Sheena Davis. President The Best for Each Student 2016 October 25 Board Minutes 16.a ASSOCIATION FOR BRIGHT CHILDREN OF ONTARIO - LONDON CHAPTER '4p Information, advocacy, and support for gifted children since-' 975 .. dV& abclondon.ca abclondon@abcontario.ca October 17, 2016 Ms. Ruth Tisdale, Board of Trustees Chair c/o Ms. Sheila Builder, Superintendent of -Student Achievement, Special Education Thames Valley District School Board 1250 Dundas Street E. Box 5888 London ON N6A 50 Dear Ms. Tisdale, I am writing to nominate Shachar Weis for the position of SEAC Alternate Representative for the Association for Bright Children of Ontario on the Special Education Advisory Committee of the Thames Valley District School.Board. The.nomination is for the remainder of the 2014-2018 term. Our local chapter executive has .met and voted unanimously in favour of this nomination. Mr. Weis has the qualifications required under the Ontario Education Act: • Canadian citizen • Resident of the board's jurisdiction • Public school supporter • Not an employee of the board Mr. Weis is a member of the Association for Bright Children on Ontario. The Association for Bright Children of Ontario is a Provincial Association as described in Regulation 464/97 and represents the Gifted Exceptionality. As Mr. Weis assumes the role of SEAC Alternate Representative for ABC Ontario, we request that Christine. Thammavongsa's role be changed from SEAC Alternate Representative for ABC Ontario to that of SERC Representative to replace Dennis Ensing. If further information is required, please contact me. Regards, Beth Mai Chapter President, ABC Ontario --London CC (via email): Kathleen Keane, ABC Ontario president Barb: Cyr, SEAL Coordinator for ABC Ontario ABC is an all -volunteer, provincially incorporated registered charity. #118777275RR000l' Learn more about our provincial organization at abcontario.ca. That Christine Thammavongsa be appointed to the Special Education Advisory Committee (SERC) as representative of the Association For Bright Children of Ontario for the remainder of the 2014-2018 term. That Shachar Weis be appointed to the Special Education Advisory Committee (SEAC) as alternate representative for the Association For Bright Children of Ontario for the remainder of the. 2014-2018 term.