9/27/2016 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING
2016 SEPTEMBER 27, 7:03 P.M.
BOARD ROOM, EDUCATION CENTRE
The Board met in regular session on 2016 September 27 in the Board Room at the Education Centre,
meeting in public session at 7:03 p.m. The following were in attendance:
R. Tisdale (Chair)
J. Bennett
R. Campbell
C. Goodall
G. Hart
P. Jaffe
B. McKinnon
TRUSTEES
A. Morell
S. Polhill
M. Reid
P. Schuyler
J. Skinner
S. Suvajac
J. Todd
ADMINISTRATION AND OTHERS
L. Elliott
J. Pratt
S. Builder (-8:15)
R. Culhane (-8:15)
M. Deman (-8:15)
R. Kuiper
D. Macpherson
P. McKenzie
M. Moynihan
S. Powell
K. Wilkinson (-8:15)
K, Bushell
B. Williams
T. Testa
L. Abell
1. CALL TO ORDER
Board Chair R. Tisdale called the meeting to order at 7:03 p.m. and acknowledged the traditional
territory on which the Board meeting is held.
2/3.0 CANADA
The appreciation of the Board was extended to Annandale Public School for their performance and to
Conductor Mary Kingsbury for leading in the singing of O Canada and two musical selections.
4. APPROVAL OF AGENDA
The agenda, as amended, was approved on motion of Trustee M. Reid, seconded by Trustee S.
Polhill and CARRIED.
S. OFFICIAL RECORD
B. Williams, Supervisor, Corporate Services, read the following official record into the minutes:
We regret to record the death of Richard Steffler, a teacher at Strathroy District Collegiate Institute on
Wednesday September 21, 2016 and Pamela Lesky, a teacher at Masonville Public School on
Monday September 26, 2016.
6. RECOGNITIONS - None
7. CONFLICTS OF INTEREST — none declared
8. CHAIR'S ANNOUNCEMENTS
Chair Tisdale shared the following motion that was called by electronic vote on September 14, 2016.
The following recommendations were moved by R. Campbell and J. Todd and CARRIED:
THAT Senior Administration be authorized to contact listed Community Organizations, within
the region of the proposed Elementary Pupil Accommodation Review 01 to inform them of a
Pupil Accommodation Review recommended to the Board for approval on 2016 November 22
for the following schools:
- Davenport Public School
- McGregor Public School
- Mitchell Hepburn Public School
2016 September 27 ... 2
- New Sarum Public School
- Northdale Central Public School
- Port Stanley Public School
- River Heights Public School
- South Dorchester Public School
Sparta Public School
- Springfield Public School
- Summers' Corners Public School
- Westminster Central Public School
THAT Senior Administration be authorized to contact listed Community Organizations, within
the region of the proposed Elementary Pupil Accommodation Review 02 to inform them of a
Pupil Accommodation Review recommended to the Board for approval on 2016 November 22
for the following schools:
- Fairmont Public School
- Tweedsmuir Public School
9. DIRECTOR'S ANNOUNCEMENTS
Director Elliott called on colleagues to share a number of announcements.
Supt. S. Powell introduced visiting educators B.Campbell and B. Dungey from Australia and New
Zealand noting they are participating in the Leading Educators Around the Planet (LEAP) Program.
The LEAP exchange was described as a partnership between the Ontario Principals Council and
Educational Organizations in Australia and New Zealand; it provides an opportunity for International
Learning for Senior Administrators and Principals to engage in a ten day reciprocal exchange.
Supt. R. Kuiper provided an update regarding the success of the Dr. Marian Small Math night hosted
by the Thames Valley Parent Involvement Committee (TYPIC) and the Math department. More than
325 parents attended; they were provided with strategies to become more engaged in their child's
math learning.
Supt. K. Wilkinson announced that students have returned to classes at Ekcoe Central Public School.
A welcome back open house is planned for 2016 September 29.
Exec. Officer K. Bushell provided a status update on construction projects.
The floor was open for questions and comments regarding the Director's announcements.
In response to a question, it was advised that a link to the Dr. Marian Small Math night will be put on
the Board's website. Resources will be made available through links on the TVPIC website. The Dr.
Marion Small sessions will be available on her website.
Senior Administration responded to a question regarding the allocation of costs for the cleaning and
maintenance of Ekcoe Central Public School.
10. PUBLIC INPUT — None
11. MINUTES OF THE 2016 JUNE 21 SPECIAL BOARD MEETING, 2016 JUNE 28 REGULAR BOARD
MEETING AND THE 2016 SEPTEMBER 20 SPECIAL BOARD MEETING.
a. Confirmation of Minutes
The minutes of the Special Board Meeting of 2016 June 21; Regular Board Meeting of 2016 June
28 and Special Board Meeting of 2016 September 20 were adopted on motion of Trustee M.
Reid, seconded by Trustee P. Jaffe and CARRIED. .
2016 September 27... 3
b. Business Arising from the Minutes
In reference to the Minutes of 2016 June 28, agenda item #10 -Public Input regarding the Ilderton
Holding Zones, the following recommendation was moved by Trustee Morell,, seconded by
Trustee R. Campbell and CARRIED: '
That Senior Administration review student accommodations needs for Middlesex
Center including, but not limited to Ilderton and Coldstream, and provide a detailed
report for January 2017 outlining options which would include:
• Holding zone amendment report
• Attendance area (boundary) review report
• Other alternatives
The report to include all options and considerations, the rational for the final
recommendations, and the rational for the options not included in the report.
Trustee Morell provided comments in support of the motion noting the need to look at the Ilderton
holding zone in a broader perspective. Trustee Campbell provided remarks in support of the
motion.
In response to a question, Administration advised the report will include the timelines for an
attendance area review noting it is a lengthy process that includes public input. As per the
motion, the report also will include options other than an attendance area review.
Further to the 2016 September 20 Special Board meeting minutes, Trustee Jaffe acknowledged
Trustee McKinnon for his dedication as the Chair of the Board and provided remarks thanking
Trustee McKinnon for his service.
12. STUDENT TRUSTEES' UPDATE
Student Trustee S. Suvajac provided the Student Trustees' Update highlighting projects and
initiatives' for the 2016-2017 school year. As a returning student trustee he shared his commitment to
work collaboratively with all stakeholders on projects that commenced the previous year. Adobe
Connect will be introduced as a new platform to facilitate student access to SAC meetings.
13. REPORTS FROM THE ADMINISTRATION
a. Proposed Addition and Renovation to Southside Public School
Exec. Officer Bushell presented the Proposed Addition and Renovation to Southside Public School
report. The proposed addition and renovations were described noting the rationale and costs. The
time for completion of the project was outlined.
Exec. Officer Bushell responded to questions of clarification regarding the funding and the
expected costs; and the anticipated on -the -ground capacity of the renovated school and its
neighbouring schools.
The following recommendation was moved by Trustee G. Hart, seconded by Trustee B. McKinnon
and CARRIED:
That the use of Board Supported Capital funding to construct the proposed
addition and renovation to Southside Public School be approved.
b. Year End Achievements of the 2015-2016 Multi -Year Operational Plan 2015-2017
Director Elliott presented the Year End Achievements of the 2015-2016 Multi -Year Operational
Plan 2015-2017 on behalf of Senior Administration.
Senior Administration responded to questions of clarification regarding the report. The 2016-2017
Multi -Year Operational Plan will be presented to the Board of Trustees on October 25.
2016 September 27 ... 4
In response to a question, it was noted the Rethink Secondary Learning report previously was
presented at an Advisory Committee meeting. It was advised that a committee is meeting weekly
to develop the next phase of the plan. It is anticipated the next phase of the initiative will be
presented to an Advisory Committee later this year.
In response to a question, it was advised by Senior Administration that supports were extended to
teachers at FNMI schools to build cultural competency.
The need to have 100% of teachers using technology to inform parents of student work and
achievement was expressed by a trustee.
14. REPORTS FROM BOARD COMMITTEES
a. Policy Working Committee Report, 2016 June 28
Trustee Reid referred to the written report of the Policy Working Committee (Item 14.a) provided
to the Trustees in advance of the meeting.
The following recommendation was moved by Trustee Reid, seconded by Trustee J. Skinner and
CARRIED:
That the Video Surveillance Policy be approved.
b. Chair's Committee Report, 2016 June 28
Trustee Reid referred to the written report of the Chair's Committee (Item 14.b), provided to the
Trustees in advance of the meeting. There were no recommendations.
c. Chair's Committee Report, 2016 August 30
Trustee Reid referred to the written report of the Chair's Committee (Item 14.c) provided to the
Trustees in advance of the meeting. He noted the student trustee by-election will be held on
Thursday October 13.
The following recommendation was moved by Trustee Reid, seconded by Trustee Skinner and
CARRIED:
That Trustees P. Jaffe and R. Tisdale be confirmed as the Student Trustee mentors
for the 2016-2017 year.
d. Program and School Services Advisory Committee Report, 2016 September 6
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. '
It was noted that a summary from the Trustee work session in August will be presented at the
October 11 meeting.
e. Thames Valley Parent Involvement Committee Report, 2016 September 8
Trustee Tisdale referred to the written report of the Thames Valley Parent Involvement
Committee (Item 14.e) provided to the Trustees in advance of the meeting. There were no
recommendations.
Trustee Tisdale highlighted the Fall Symposium planned for Saturday November 12; and noted
there is a call for membership on TVPIC with applications due by October 7.
f. Special Education Advisory Committee Report, 2016 September 12
Trustee Goodall referred to the written report of the Special Education Advisory Committee (Item
14.f) provided to the Trustees in advance of the meeting.
The following recommendation was moved by Trustee Goodall, seconded by Trustee Campbell
and CARRIED:
That S. Wilson, representative of Community Living London on the Special
Education Advisory Committee (SERC) be granted a leave of absence to December
30, 2016.
2016 September 27 ... 5
g. Audit Committee Report, 2016 September 13
Trustee Morell referred to the written report of the Audit Committee (Item 14.g) provided to the
Trustees in advance of the meeting. There were no recommendations.
h. Planning and Priorities Advisory Committee Report, 2016 September 13
Trustee Hart referred to the written report of the Planning and Priorities Advisory Committee (Item
14.h) provided to the Trustees in advance of the meeting. There were no recommendations.
Trustee Hart highlighted the following: Senior Administration advised of the steps in the Pupil
Accommodation Review (PAR) process noting the all meeting dates will be outlined in the report
to be presented on 2016 November 22.
L Committee of the Whole, In -Camera Report, 2016 September 13
Trustee Reid advised the Committee of the Whole met i'n-camera from 6:00 p.m. to 8:36 p.m.
The committee discussed personal and property matters. A conflict of interest was declared
related to item 8.f citing a personal conflict.
The following recommendation was moved by Trustee Reid, seconded by Trustee Skinner and
CARRIED:
That the motions approved at the in -camera session of 2016 September 13 related
to personal and property matters by approved and recorded in the public minutes
of the 2016 September 27 Board meeting.
j. Chair's Committee Report, 2016 September 16
Trustee Reid referred to the written report of the Chair's iCommittee (Item 14@ provided to the
Trustees in advance of the meeting. There were no recommendations.
k. Chair's Committee Report, 2016 September 20
Trustee Reid referred to the written report of the Chair's Committee (Item 14.k) provided to the
Trustees in advance of the meeting. There were no recommendations.
I. Chair's Committee, Interim Report, 2016 September 27
Trustee Reid referred to the Chair's Committee, Interim Report.
The following recommendation was moved by Trustee Reid, seconded by Trustee Skinner and
CARRIED:
That the Thames Valley District School Board be a member of the Ontario Student
Trustee Association and remit the membership fee in the amount of $3,394.44.
Trustee Reid noted OSTA materials regarding the membership were provided on trustee desks.
m. Committee of the Whole, In -Camera Report, 2016 September 27
Trustee Reid advised the Committee of the Whole met in -camera from 5:00 p.m. to 5:53 p.m.
The committee discussed legal, personal and property matters.
The following recommendation was moved by Trustee Reid, seconded by Trustee Skinner and
CARRIED:
That the motions approved at the in -camera session of 2016 September 27 related
to personal and property matters by approved and recorded in the public minutes
of the 2016 September 27 Board meeting.
2016 September 27 ... 6
15. TRUSTEE UPDATES FROM EXTERNAL COMMITTEES
a. Ontario Public School Boards' Association (OPSBA) Update
Trustee Hart provided the Ontario Public School Boards' Association (OPSBA) Update advising
that the OPSBA Director's meeting is on the weekend. The OPSBA Code of Conduct was
highlighted.
16. COMMUNICATIONS
a. Ministry of Education Letter
A letter from the Ministry of Education acknowledging receipt of correspondence concerning
motions passed by the Thames Valley District School Board of Trustees regarding adding coding
to the elementary Ontario curriculum was received.
b. Waterloo Region District School Board Letter
A letter from the Waterloo District School Board sent to the Ministry of Education in relation to
motions passed that supported adding coding to the elementary Ontario curriculum was shared.
c. Peel District School Board Letter
A letter from the Peel District School Board sent to the Ministry of Education in relation to motions
passed that support adding coding to the elementary Ontario curriculum was shared.
d. Bluewater District School Board Letter
A letter from the Bluewater District School Board sent to the Ministry of Education in relation to
motions passed that support adding coding to the elementary Ontario curriculum was shared.
e. Waterloo Region District School Board Letter
A letter sent to the Minister of Education and the Minister of Children and Youth Services from the
Waterloo Region DSB regarding supports for students with autism was shared.
f. Peel District School Board Letter
A letter from the Peel District School Board to the Education Quality and Accountability Office
(EQAO) requesting a Board motion to end the practice of assigning a zero mark to exempted
Syrian refugee children's EQAO testing results was shared.
g. Limestone District School Board Letter
A letter from the Limestone District School Board sent to the Minister of Education regarding their
reduction in special education funding under the new funding allocation model was shared.
h. Thames Valley Council of Home and School Associations
Chair Tisdale referred to the letter from the Thames Valley Council of Home and School
Associations advising that Laura Gonzales has been nominated as the representative on the
Thames Valley Parent Involvement Committee
The following recommendation was moved by Trustee Morell, seconded by Trustee S. Polhill
and CARRIED:
That Laura Gonzales be appointed to the Thames Valley Parent Involvement
Committee as representative of the Thames Valley Council of Home and School
Associations for the 2016-2017 term.
i. Ministry of Education Memorandum
A memorandum from the Ministry of Education concerning School Facility Assessment Data was
shared. The data collected on the condition of Ontario's publicly funded schools between 2011
and 2015 has been posted to the Ministry's website.
2016 September 27 ... 7
j. Treasury Board Secretariat Letter
A letter was shared from the Treasury Board Secretariat concerning the Executive Compensation
Framework applicable to the broader public sector.
k. Ministry of Education Letter
A letter was shared from the Ministry of Education regarding Ontario's renewed math strategy
and Policy/Program Memorandum No. 160 in regards to protected time for daily mathematics
instruction.
I. Munsee Delaware Nation Appointment Letter
Chair Tisdale referred to the Munsee Delaware Nation Appointment letter.
The following recommendation was moved by Trustee Bennett, seconded by Trustee Schuyler
and CARRIED:
That Oscar Correia be appointed as the Munsee Delaware Nation representative on
the Thames Valley District School Board First Nation Advisory Committee for the
remainder of the term effective 2016 September 27.
17. NOTICE OF MOTION — none
18. MOTION — NOTICE OF WHICH HAS BEEN GIVEN — none
19. ADDITIONAL ITEMS — none
20. QUESTIONS/COMMENTS BY MEMBERS
Trustee Bennett extended appreciation to the Director for the opportunity to attend Les Miserables at
The Grand Theatre and congratulated the students that participated on an absolutely outstanding
performance.
Trustee Skinner expressed gratitude to the Minister of Education for acknowledging the letter on
Coding that our Board put forward and to other school boards that supported the letter.
Trustee Hart shared an update regarding Northdale Public School in Woodstock extending thanks to
everyone that prepared the school to open in September after the fire.
21. ADJOURNMENT
The meeting adjourned at 8:42 p.m. on motion of Trustee Goodall, seconded by Trustee Todd and
CARRIED.
� e
Confirmed:
Chairperson
2016 September 27 ... 8
SUMMARY OF APPROVED RECOMMENDATIONS OF 2016 SEPTEMBER 27
That Senior Administration review student accommodations needs for Middlesex Center
including, but not limited to Ilderton and Coldstream, and provide a detailed report for January
2017 outlining options which would include:
• Holding zone amendment report
• Attendance area (boundary) review report
• Other alternatives
The report to include all options and considerations, the rational for the final
recommendations, and the rational for the options not included in the report.
That the Board approves the use of Board Supported Capital funding to construct the
proposed addition and renovation to Southside Public School.
That the Video Surveillance Policy be approved.
That Trustees P. Jaffe and R. Tisdale be confirmed as the Student Trustee mentors for the
2016-2017 year.
That S. Wilson, representative of Community Living London on the Special Education
Advisory Committee (SEAC) be granted a leave of absence to December 30, 2016.
That the motions approved at the in -camera session of 2016 September 13 related to personal
and property matters by approved and recorded in the public minutes of the 2016 September
27 Board meeting.
That the Thames Valley District School Board be a member of the Ontario Student Trustee
Association and remit the membership fee in the amount of $3,394.44.
That the motions approved at the in -camera session of 2016 September 27 related to personal
and property matters by approved and recorded in the public minutes of the 2016 September
27 Board meeting.
That Laura Gonzales be appointed to the Thames Valley Parent Involvement Committee as
representative of the Thames Valley Council of Home and School Associations for the 2016-
2017 term.
That Oscar Correia be appointed as the Munsee Delaware Nation representative on the
Thames Valley District School Board First Nation Advisory Committee for the remainder of
the term effective 2016 September 27.
Date of
mw'i Meeting: 2016 September 27
IJ
Item #: 13.a
DISTRICT C OL BOARD
❑ Administrative 13 Program and School Services ❑ Planning and Priorities
Council Advisory Committee Advisory Committee
❑x Board ❑ Policy Working Committee
❑x PUBLIC ❑ IN -CAMERA
TITLE OF REPORT:Proposed Addition and Renovation to Southside Public School
PRESENTED BY: Kevin Bushell, Executive Officer, Facility Services and Capital Planning
❑x Approval ❑ Information ❑ Advice
Recommendation(s): That the Board approves the use of Board Supported Capital funding to construct the proposed
addition and renovation to Southside Pubic School.
Purpose: To receive approval for the Board to use Board Supported Capital funding to construct the
proposed addition and renovation to Southside Public School.
Content: Senior Administration is recommending that the Board approves the Board Supported Capital
spending of $3.6 million plus $1.6 million of school renewal to fund the $5.2 million cost to
construct an addition and renovation to Southside PS.
Southside PS is a JK — 8 elementary school in southwest Woodstock with a current OTG of 147.
The existing school has 3 FDK classrooms, 2 standard classrooms, general arts room, an
undersized gymnasium and classrooms being used as a Learning Resource Centre.
The current enrolment of the school is 285 and the majority of Southside PS students are being
accommodated in an 8 unit portapak and a stand-alone portable. The projected enrolment for the
Southside PS attendance area is expected to remain stable over the next 10 years. It should be
noted that the Board does not currently receive its expected share of students for this area, which
may be due to the use of temporary accommodation at this school.
A capital project business case was submitted to the Ministry as a 2015-16 Capital Priorities
request, but was not supported due to the existing quantity of empty pupil places in neighbouring
schools, Central and Oliver Stephens PS. The empty pupil places at Central PS has been
designated by the Board to hold students from north Woodstock growth and the Oliver Stephens
PS empty pupil places will be used for either program classes for Woodstock and Oxford County,
or to help balance enrolment with Eastdale PS.
It is proposed that an addition and renovation be constructed at Southside PS to increase its OTG
to approximately 300. The project would include additional classrooms and enhanced program
space, including a gymnasium, learning commons, general arts rooms and learning support room
that would be constructed to current board standards.
Lastly, site improvements would include additional parking, bus bays and student drop-off/pick-up
areas.
We build each student's tomorrow, every day
A design committee is proposed to be used to assist in the design of the enhanced facility to
ensure that the building will meet the needs of the students, staff and the community. The
committee will consist of community representatives, Principal, teaching staff as well as Facility
Services staff. Also, community organizations will be notified of the potential for a co -build
opportunity at the school.
The estimated cost of the project is $5.2M, plus the additional cost of the renewal of building
components in the existing school.
Cost/Savings: . Addition and Renovation Estimated Cost - $5.2M
• School Renewal Components - TBD
Timeline: Design - September — December 2016
Tender - January 2017
Construction - February — December 2017
Occupancy - January 2018
Communications:
Appendices: Site Plan
Floor Plan
Form Revised: January 2016
Relation to Commitments:
❑x Putting students first. ❑x Actively engaging our students, staff, families and communities.
❑ Recognizing and encouraging leadership in all its forms. ❑ Being inclusive, fair, and equitable.
❑x Ensuring safe, positive learning and working environments. ❑ Inspiring new ideas and promoting innovation.
* Taking responsibility for the students and resources entrusted to our care.
\ V I I I ITI I I I I I I I I I I I I I I I I I j-
r LLLLLlls SVUtKJJ�ss�[� LLLLLL111��J-L/����
l �J
0 5 10 15 20 25 mF—
M GRASS L—
0 10 20 30 40 50 60 70 BO ft — BASEBALL I L
E DIAMOND I_ _
I
_7I r-
I-
�J� I �
T I� TAT �r T r PorsraB I p l[
I I I 1 1 1 1 ) 1 J 1
IT; I) I) I I IT: L L 12y
0'
I
�°�:•r �:..r '�3 't ,y.., r �.5�u>i iEACrC f* SWALE
SHUu
W. -
IJ
VOLLEYBALL
MASS SWALE
^ TI- F- T- IT r -T -T I-,-
D RICT SCHOOL BOARD
Thames Valley
District School Board
NOTES.
ALL DIMENSIONS MUST VERIFIED ON SITE AND
ANY DISCREPANCIES REPORTED TO NDSB
BEFORE PROCEEDING WITH WORK.
ALL DRAWINGS AND SPECIFICATIONS ARE
INSTRUMENTS OF SERVICE AND THE PROPERTY
OF NDSB AND MUST BE RETURNED AT THE
COMPLETION OF THE WORK.
DO NOT SCALE FROM DRAWING
SOUTHSIDE P.S. Ln
360 ALBERT STREET
10
WOODSTOCK, ON
9
B
DRAWING TIRE:
SITE PLAN
7
09/15/14 FL1
FOK RENO CC 6
6/3/14 FL1
EBASE UPDATES CC 5
13/12/12 FL/SITE
FLR PLAN AS PER SITE/ BF RAMP/SITE NOTES DK 4
13/05/08 SITE
ADDED PORTABLE 90188. 89327 ITV 3
13/07/07 ALL
SITE -CLASSROOM TO LIBRARY -ADD ROOF HATCH IDK 2
24/01/04 SITE
ADDED PORTABLE 94179 IDK i
DATE FLOOR
DESCRIPTION IBY. No
REVISIONS TO DRAWING ALL PREVIOUS ISSUES OF THIS
PROJECT T[TLE:
DRAWING ARE SUPERSEDED
SOUTHSIDE P.S. Ln
360 ALBERT STREET
WOODSTOCK, ON
DRAWING TIRE:
SITE PLAN
DATE' SCALE:
30/03/04 N.T.S.
SHEET NO.
DRAWN: CHECKED BY:
DMK
FlLE NAME
Al. I
1 645—A1 — 1 — 1 -4-
GY
STORAGE
108
t
STAGE GYMNASIUM
KINDERGARTEN 10A 10
� LIBRARY t ®.
WR -K MECH CUST u RESOURCE
1C ROOM OFFICE sroRAGl: COMPUTER
e1 15 ,s ,7 LAB
CES cLAssoRooM
COATS I •6TR18
WR -J 11111111111111111111111111 LLLLL LL I 11111111111 ljj-u
COATS 16A CORRIDOR
2a_1 VEST SERVERY ORK RM cR-o2
L`�7`il I II „A 12
WR—K 1 �I CORRIDORMAIN
zc CR—o1
WR—BF STAFF RM 0 �L W� v V ® V
KINDERGARTEN " WR -S
L KINDERGARTEN ®C CLASSROOM Q CLASSROOM
D a
® L
PRINCIPAL Ir R F C L WR—M — INSTRUMENTAL T
BA F 18 MUSIC 19 {I
MAIN BUILDING
D TRICT SCHOOL BOARD
Thames Valley
District School Board
NOTES:
ALL DIMENSIONS MUST VERIFIED ON SITE AND ANY
DISCREPANCIES REPORTED TO TVDSB BEFORE
PROCEEDING WITH WORK.
ALL DRAWINGS AND SPECIFICATIONS ARE
INSTRUMENTS OF SERVICE AND THE PROPERTY OF
NDSB AND MUST BE RETURNED AT THE
COMPLETION OF THE WORK.
DO NOT SCALE FROM DRAWING
i
10
9
VESTV-DSA
PORTAPAK
7
CLASSROOM
157
CLASSROOM
15-5
�L CLASSROOM
153
CLASSROOM
151
BASE UPDATES
CC 5
V
VEST
V-OSC
FLR PIAN AS PER SITE/ BF RAMP/SITE NOTES
_ CORRIDOR V
C1R-05
V
VEST
V -OSB
FV 3
n
r 1
SITE -CLASSROOM TO LIBRARY -ADD ROOF HATCH
DK 2
24/01/04 SITE
ADDED PORTABLE 94179
OK 1
DATE FLOOR
DESCRIPTION
BY: No
REVISIONS TO DRAWING ALL PREVIOUS ISSUES OF THIS
DRAWING ARE SUPERSEDED
PROJECT TTIL.E:
i
SOUTHSIDE P.S.
CLASSROOM
158
CLASSROOM
156
STORAGE CLASSROOM
159 154
CLASSROOM
152
360 ALBERT STREET
®�
WOODSTOCK, ON
DRAWING TIRE
5
10 ,
15 m
V
V
I
DATE
0 10 20
30 40 50 ft
D TRICT SCHOOL BOARD
Thames Valley
District School Board
NOTES:
ALL DIMENSIONS MUST VERIFIED ON SITE AND ANY
DISCREPANCIES REPORTED TO TVDSB BEFORE
PROCEEDING WITH WORK.
ALL DRAWINGS AND SPECIFICATIONS ARE
INSTRUMENTS OF SERVICE AND THE PROPERTY OF
NDSB AND MUST BE RETURNED AT THE
COMPLETION OF THE WORK.
DO NOT SCALE FROM DRAWING
i
10
9
8
7
09/15/14 FL1
FDK RENO
CC 6
6/3/14 FL,
BASE UPDATES
CC 5
13/12/12 FL/SITE
FLR PIAN AS PER SITE/ BF RAMP/SITE NOTES
DK 4
13/05/08 SITE
ADDED PORTABLE 90188, 89327
FV 3
13/07/07 ALL
SITE -CLASSROOM TO LIBRARY -ADD ROOF HATCH
DK 2
24/01/04 SITE
ADDED PORTABLE 94179
OK 1
DATE FLOOR
DESCRIPTION
BY: No
REVISIONS TO DRAWING ALL PREVIOUS ISSUES OF THIS
DRAWING ARE SUPERSEDED
PROJECT TTIL.E:
i
SOUTHSIDE P.S.
d�-
360 ALBERT STREET
WOODSTOCK, ON
DRAWING TIRE
FIRST FLOOR
DATE
SCALE SHEET NO.
17/12/01
N.T.S.
DRAWN:
Mz
CHECKED 6T:
A2.1
FILE NAME
1 645—A2—
1 — 1 4
14.a
REPORT OF THE POLICY WORKING COMMITTEE
2016 June 28
3:07 p.m. — 4:55 p.m.
MEMBERS
ADMINISTRATION AND OTHERS
M. Reid (Chair)
J. Bennett
L. Elliott (+4:13)
L. Abell
C. Goodall
GUESTS
REGRETS
GUESTS
A. Morell
Tisdale
R. Tisdale
S. Polhill
S Skinner
J. Knight (+3:56,-4:20)
B. Williams (+3:31,-3:36)
S.
C. Beal (+3:56,-4:20)
V. Nielsen (+3:42,-3:54)
D. Macpherson (+3:07,-3:31)
T. Knox (3.56,-4:20)
1. APPROVAL OF AGENDA — The agenda, as amended was approved on motion.
2. CONFLICTS OF INTEREST - none
3. COMMITTEE REPORT OF 2016 APRIL 26 AND 2016 JUNE 28 TRACKING SHEET
The 2016 April 26 Committee Report was provided for information and the 2016 June 28
tracking sheet was reviewed and discussed.
4. EXISTING POLICY/PROCEDURE UNDER REVISION - none
5. POLICY/PROCEDURE FOLLOWING PUBLIC INPUT
a. Asthma and Students Policy and Procedure
Supt. D. Macpherson joined the meeting to share the public input received for the Asthma and
Students Policy and Procedure. There were no changes to the Asthma and Students Policy as
a result of public input.
D. Macpherson advised the asthma kits and posters will be distributed to Administrators in
August for all schools. Questions of clarification were addressed.
The following motion was moved and carried:
That the Asthma and Students Policy be approved. (To be brought forward to the
2016 June 28 Board meeting for approval).
That the Asthma and Students Procedure be approved by the Policy Working Committee
and go to the 2016 June 28 Board meeting for information.
b. Video Surveillance Policy and Procedure
Supervisor B. Williams joined the meeting to share the public input received for the Video
Surveillance Policy and Procedure. There were no changes to the policy and procedure as a
result of public input. Questions of clarification were addressed.
The following motion was moved and carried:
That the Video Surveillance Policy be approved.
That the Video Surveillance Procedure be approved by the Policy Working Committee
and be brought forward to the 2016 September 27 Board meeting for information.
c. Emergency Procedure
Associate Director V. Nielsen joined the meeting to share the public input received for the
Emergency Procedures, specifically section 1.3.
There were no changes made to the Emergency Procedure as a result of the public input.
Suggestions received not relating to the specific section were discussed. The public input will
be kept on record for future reference. The complete procedure will be presented to the Board
for information.
The following motion was moved and carried:
That the Emergency Procedures, Section 1.3 be approved by the Policy Working
Committee and is brought forward to the 2016 September 27 Board meeting for
information.
6. NEW DRAFT POLICIES/PROCEDURES
a. Fraud Prevention and Management Policy and Procedure
C. Beal, Superintendent of Business; J. Knight, Manager, Business Services and T. Knox,
Supervisor of Operational Accounting joined the meeting to share the draft Fraud Prevention
and Management Policy and Procedure.
This policy and procedure is focused on external complaints and were developed to
complement the Public Concerns Policy and the Resolving Public Concerns Procedure. The
procedure is intended to provide a systematic process enabling employees to report potential
fraud for possible investigation/resolution and to enable timely prevention and detection of
fraud within TVDSB.
Questions of clarification were addressed by Administration. It was advised that the school
Auditor is E. Grosvenor who reviews the finances for all schools. Revisions were noted by
Administration.
The following motion was moved and carried:
That the Fraud Prevention and Management Policy and Procedure be posted to the
Thames Valley District School Board website for 30 days starting on 2016 June 29.
7. POLICY/PROCEDURE REQUIRING ADDITIONAL CONSIDERATION (BEFORE PUBLIC
INPUT) -None
8. OTHER BUSINESS
a. Student Leadership Policy (new), Student Trustees on the Board Policy and Procedure;
Student Advisory Council Procedure
Student Trustee S. Suvajac shared the draft Student Leadership Policy (new) and suggested
revisions to the Student Trustees' on the Board Policy and Procedure. Revisions were noted by
S. Suvajac.
9. DATE AND TIME OF NEXT MEETING
The next meeting is scheduled for 2016 September 27, in the Governor Simcoe Room.
10. ADJOURNMENT
The meeting adjourned by motion at 4:55 p.m.
MATT REID
Committee Chair
RECOMMENDATIONS:
That the Asthma and Students Policy be approved. (Note: The recommendation was
brought forward to the 2016 June 28 Board meeting for approval).
That the Video Surveillance Policy be approved.
Title VIDEO SURVEILLANCE Policy No. 2017
Effective Date: 2005 Sept. 27
Department Director's Services
Reference(s) Procedure - Video Surveillance
Policy - Freedom of Information and Protection of Privacy
Education Act
Municipal Freedom of Information and Privacy Act
Ontario Regulation 823
Guidelines for the Use of Video Surveillance, IPC (2015)
1.0 Surveillance
It is the policy of the Board that video surveillance equipment shall be used in public
areas of its schools and facilities or other areas as deemed necessary, and on third
party service provider facilities (for example, school buses) only when it is deemed
necessary to:
• enhance the safety and well-being of students, staff and the community;
• protect Board property and equipment against theft or vandalism;
• aid in identifying intruders and of persons breaking the law.
The Board recognizes that any recorded data or visual, audio or other images of an
identifiable individual falls within the definition of "personal information" under the
Municipal Freedom of Information and Protection of Privacy Act ("the Act") with respect
to notice, access, use, disclosure, retention, security and disposal of records containing
personal information.
The collection of personal information shall be used only for the purposes of maintaining
a safe environment, protecting school property or as required or permitted by law. The
retention period for information that has not been viewed for law enforcement, school or
public safety purposes shall be 30 calendar days following which it is to be routinely
erased such that it cannot be reconstructed or retrieved.
The Director of Education/designate shall be responsible for the effective use of the
surveillance system and the Board's privacy obligations for advising staff of the need to
comply with the Act and policies.
Where video surveillance equipment is used, it shall be operated by the school principal
or their designate and by the Director of Education or their designate in other Board
facilities.
Administered By: DIRECTOR'S SERVICES Board Resolution No. 12.c.1
Amendment Date(s): 2013 Feb. 5, 2016 Sept. 26 Amendment Resolution No.
Video Surveillance Policy
Board employees shall have access to the personal information collected under the
program only where necessary in the performance of their duties. They shall review
and comply with the policy and the Act in performing any duties and functions related to
the operation of the video surveillance program and in the collection and use of
personal information. Employees shall be subject to discipline for knowingly or
deliberately breaching the policy or the provisions of the Act or other relevant statutes.
The Board shall maintain control of, and responsibility for, the video surveillance system
at all times.
2.0 Third Party Service Providers
It is recognized that video surveillance equipment installed on third party facilities is the
property of the third party if not provided or installed by the Board. The recorded
information is the property of the Thames Valley District School Board. As operators of
the equipment, service providers are responsible to comply with this policy in the
collection, use, disclosure and security of personal information.
Agreements with third party providers shall state that any records dealt with or created
pursuant to the video surveillance program are under the Board's control and are
subject to the Act, and shall describe obligations for collection, use, disclosure, and
secu rity.
This policy shall be reviewed and updated every three years or earlier as appropriate.
Page 2 of 2
V: A L'
DISTRICT SCN C+6 8C1 A
Title VIDEO SURVEILLANCE
PROCEDURE
Procedure No. 2017a
Effective Date: 2005 Sept. 27
Department Director's Services
Reference(s) Policy - Video Surveillance
Policy - Freedom of Information and Protection of Privacy
Education Act
Municipal Freedom of Information and Privacy Act
Ontario Regulation 823
Guidelines for the Use of Video Surveillance, IPC (2015)
The following procedures provide Board and school administrators with the steps to implement
and maintain a video surveillance system in accordance with legislation and the guidelines
provided by the Information and Privacy Commission/Ontario. They are not intended to deal
with instances where special events, such as graduation ceremonies, are videotaped or where
a classroom is videotaped for educational or research purposes.
The Director of Education or designate will be responsible for advising school staff of the need
to comply with the provisions of this policy and procedure in accordance with the Municipal
Freedom of Information and Protection of Privacy Act (MFIPPA). School administrators will be
responsible for use of the equipment and for the privacy obligations under MFIPPA.
Any agreements between the Board and service providers will indicate that the records dealt
with or created while using a video surveillance program will remain under the Board's control
and subject to MFIPPA.
Administered By: DIRECTOR'S SERVICES
Amendment Date(s): 2013 Feb. 5, 2016 Sept. 26
Video Surveillance Procedure
A. OVERT SURVEILLANCE
1.0 Use of Cameras and Monitors (Non -Recording Devices)
Cameras and monitors (non -recording devices) may be installed in schools and facilities
for the purposes of ensuring the ongoing safety of students, staff, and property.
In designing, installing and operating a monitoring system for security, the
Administration will follow procedures. outlined in Section 3.0.
2.0 Deciding to Use a Video Surveillance System (Recording Devices)
Before implementing a video surveillance system, school and Board administration will:
2.1 consider use of a system only where less intrusive means of deterrence, such as
increased monitoring by teachers, have been shown to be ineffective or
unworkable;
2.2 be able to demonstrate a history of incidents occurring in the school/Board facility
to justify the use and extent of use of the equipment to deal with or prevent future
incidents;
2.3 consider if the site permits ready access to unauthorized individuals and if there
are specific safety issues involving the site;
2.4 consider the effects that the surveillance system will have on personal privacy
and the ways in which such adverse effects may be mitigated;
2.5 provide information to the School Council, and Home and School Association as
to the need for a video surveillance program outlining the less intrusive means
that have been considered and the reason why they have not been effective; and
2.6 consider input from the School Council, Home and School Association, parents,
staff, students and the broader community for a video surveillance program.
Information documenting the above shall be in writing and submitted to the school
superintendent.
It is the responsibility of the school superintendent to approve the video surveillance
system and to notify Facility Services as appropriate.
3.0 Design, Installation and Maintaining Video Surveillance Equipment
All camera locations shall be authorized by the school principal or Director of
Education/designate in consultation with Facility services and other stakeholders as
appropriate.
In designing, installing and operating a video security surveillance system, the
Administration will:
Page 2of9
Video Surveillance Procedure
3.1 install reception equipment only in identified public areas where surveillance is
considered necessary to ensure the safety of students, staff and school property.
The equipment may operate continually if deemed necessary, or may be limited
to the periods of concern;
3.2 ensure that the proposed design and operation of the surveillance system
minimizes privacy intrusion to that which is absolutely necessary to provide
protection and safety. Equipment will not be set up in areas where students, staff
and the public have an expectation of privacy (e.g., change rooms and
washrooms);
3.3 provide notice informing the parents/guardians or adult students of the
installation (see Appendix B); and
3.4 prominently display signs, as provided through Facilities, at the entrances and/or
the interior of buildings and on third party service provider facilities (such as
school buses) having video security surveillance systems to provide students,
staff, and the public with reasonable and adequate notice that video surveillance
is in effect and informing them that they may contact the school office or the
Board's Freedom of Information Co-ordinator with any questions about the
collection.
4.0 Use, Security, Access, Disclosure, Retention and Disposal of Video Security
Surveillance Records
4.1 Use of Surveillance
4.1.1 Any information obtained by.way of video surveillance systems may be
used in accordance with this policy and procedure.
4.1.2 Each September notice will be provided to parents from the school
advising them of the use of video surveillance equipment in the school
and/or on a school bus serving the school.
4.1.3 Third Party Service Providers:
Third party service providers, that have video surveillance equipment
installed, must sign an agreement satisfactory to the Board regarding the
collection, use, disclosure and security of the personal information
collected that complies with this policy and procedure.
Viewing of the video surveillance shall be in accordance with section 4.3
of this procedure. Circumstances which warrant review will be limited to
an incident that has been reported or observed, or to investigate a
potential crime. Third party service providers shall have a policy and
procedure regarding the Use of Video Surveillance Equipment posted
publically on their website.
4.1.4 Video surveillance will not be used to monitor general staff performance.
Page 3of9
Video Surveillance Procedure
4.1.5 Video surveillance may be accessed to investigate matters related to staff
conduct that are likely to result in a law enforcement or Board
investigation.
4.2 Security of Records
To protect the recorded personal information, school administrators will ensure
that all storage devices that are not in use are stored securely in a locked and
secure location with access to the storage devices limited to the school
administrative staff.
4.3 Access
4.3.1 There shall be no access to video surveillance by third party service
providers except as authorized.
4.3.2 The principal of the school will ensure that the video surveillance
equipment and storage devices are accessible only to authorized
personnel and that access to the equipment by others is prohibited. If it is
necessary to view tapes to assist in resolving a security or safety issue,
they will be kept in a locked, secured area for a one-year period from the
date of resolution of the incident.
4.3.3 The principal shall ensure that any recorded footage accessed or
disclosed by authorized personnel is dated and labeled with a unique,
sequential number or other verifiable symbol. A log will be maintained to
record all instances of access to, and use of, recorded material. This
does not'apply to the viewing of a live feed.
4.3.4 Where real-time viewing of the monitors is necessary, the authority to view
the monitors may be delegated only by the Director of
Education/designate or principal to authorized personnel to assist in
resolving a security or safety issue.
4.3.5 Individuals whose personal information has been collected by a video
surveillance system have the right of access to their personal information
under Section 36 of MFIPPA. Access may be granted to an individual's
own personal information in whole or in part, unless an exemption applies
under Section 38 of the Act where, for example, disclosure would
constitute an unjustified invasion of another individual's privacy. Access to
an individual's own personal information may also depend upon whether
any exempt information can be reasonably severed from the record.
4.4 Disclosure
4.4.1 Viewing of recorded information will be limited to the school
administrators/designate, the appropriate supervisory officer(s) and law
enforcement officials or as required or permitted by law where necessary.
Circumstances that warrant viewing will be limited to an incident that has
been reported/observed or to investigate a potential crime.
Page 4 of 9
Video Surveillance Procedure
4.4.2 Video surveillance may be disclosed to a law enforcement agency when:
a) The law enforcement agency approaches the school with a warrant
requiring the disclosure of the footage;
b) The law enforcement agency approaches the school, without a
warrant, and requests the footage be disclosed to aid an investigation
from which a proceeding is likely to result; or
c) An illegal activity is observed on school property and the footage is
disclosed to a law enforcement agency to aid an investigation from
which a proceeding is likely to result.
4.4.3 The principal will ensure a Storage Device Release form is completed
before any storage device is disclosed to appropriate authorities. The
form will indicate who took the device, under what authority, when this
occurred, and if it will be returned or destroyed after use.
4.4.4 Any unauthorized viewing or disclosures of personal information shall be
reported immediately to the Freedom of Information Co-ordinator. The
matter shall be investigated as per Handling a Privacy Breach under the
Privacy and Access Procedure.
4.5 Retention of Recorded Information
4.5.1 The retention period for information that has not been viewed for law
enforcement, school or public safety purposes shall be 30 calendar days
following which it is to be routinely erased such that it cannot be
reconstructed or retrieved. The retention periods are to be clearly
documented at schools/facilities using video surveillance systems.
The retention period for storage devices used by third party service
providers shall be four school days after which they shall be erased,
except in circumstances where they are required by the Principal for
investigative action.
4.5.2. When recorded information has been viewed the retention period shall be
the longer of one year from the date of viewing or for one year from the
date of resolution of the incident in accordance with Section 5 of Ontario
Regulation 823 under MFIPPA.
4.6 Disposal
Storage devices having met their retention requirements must be securely
disposed of in such a way that the personal information cannot be reconstructed
or retrieved. Disposal methods could include shredding, burning or magnetically
erasing the personal information. The principal will ensure a record of the date of
disposal of each storage device is maintained in a log.
Page 5of9
Video Surveillance Procedure
5.0 Auditing and Evaluating the Use of a Video Surveillance System
5.1 The use and security of video surveillance equipment will be subject to regular
audits by Director's Services/designate to determine a) compliance with Board
policy and procedures, and b) the necessity to continue a video surveillance
program operating in schools or other facility. Any concerns identified by the
audit will be addressed by Administration in a timely fashion.
6.0 Training
Where applicable and appropriate, the policy and procedure will be incorporated into
training and orientation programs of the Board or service provider. Training programs
addressing staff obligations and how real-time and recorded information viewing may be
carried out under the Act shall be conducted on a regular basis.
B. COVERT SURVEILLANCE
1.0 Needs Assessment
1.1 Prior to deciding to use covert surveillance, a comprehensive assessment of the
privacy impacts associated with the implementation of such as program will be
conducted. The assessment will ensure that covert surveillance is deemed
appropriate in the circumstances and that the benefits derived from the personal
information obtained outweigh the violation of privacy of the individuals observed,
e.g. an ongoing computer theft where other investigative techniques have been
attempted and have failed.
1.2 The school principal will consult with the school Superintendent and may also
consult with law enforcement agencies, as appropriate to determine if covert
surveillance measures are necessary and recommended. In all cases where
covert surveillance takes place, it will be limited to a specific time frame and used
as a case -specific investigation tool.
2.0 Security of Records
To protect the recorded personal information, school administrators will ensure that the
storage device is stored in a locked and secure location with access to the storage
device limited to the school administration.
3.0 Viewing and Disclosure
3.1 Viewing of recorded information through covert surveillance will be limited to the
school administrators, the appropriate supervisory officer(s) and law enforcement
officials where necessary, or as required or permitted by law.
3.2 Any unauthorized viewing or disclosures of personal information shall be
reported immediately to the Freedom of Information Co-ordinator. The matter
shall be investigated as per Handling a Privacy Breach under the Privacy and
Access Procedure.
Page 6of9
Video Surveillance Procedure
3.3 The dates and times of surveillance periods and police occurrence numbers will
be logged and maintained by the school. Documentation shall be submitted to
the school Superintendent.
3.4 Any storage device that has been used by authorized personnel will be dated
and labeled with a unique, sequential number or other verifiable symbol. A log
will be maintained to record all instances of access to, and use of, recorded
material.
3.5 A Storage Device Release form will be completed before any storage device is
disclosed to appropriate authorities. The form will indicate who took the device,
under what authority, when this occurred, and if it will be returned or destroyed
after use.
4.0 Retention
4.1 When covert recorded information has been viewed the retention period
shall be the longer of one year from the date of viewing or for one year
from the date of resolution of the incident in accordance with Section 5 of
Ontario Regulation 823 under MFIPPA.
Page 7 of 9
Video Surveillance Procedure
APPENDIX A
DEFINITIONS
Authorized Personnel - individuals authorized by the Director of Education/designate and/or
the school principal to use video surveillance equipment or view tapes
Personal Information - recorded information about an identifiable individual, which includes,
but is not limited to, information relating to an individual's race, colour, national or ethnic origin,
sex and age. If a video surveillance system displays these characteristics of an identifiable
individual or the activities in which he or she is engaged, its contents will be considered
"personal information" as defined under the Municipal Freedom of information and Protection
of Privacy Act.
Record - any record of information, however recorded, whether in printed form, on film, by
electronic means or otherwise, and includes: a photograph, a film, a microfilm, a videotape, a
machine-readable record, and any record that is capable of being produced from a machine-
readable record.
Video Surveillance System - a video, physical or other mechanical, electronic or digital
surveillance system or device that enables continuous or periodic video recording, observing
or monitoring of personal information about individuals in open, public spaces (including
streets, highways, parks). The term video surveillance system includes an audio device,
thermal imaging technology or any other component associated with capturing the image of an
individual.
Reception Equipment - equipment or device used to receive or record the personal
information collected through a video surveillance system, including a camera or video monitor
or any other video, audio, physical or other mechanical, electronic or digital device.
Storage Device - videotape, computer disk or drive, CD ROM, computer chip or other device
used to store the recorded data or visual, audio or other images captured by a video
surveillance system.
Covert Surveillance - surveillance conducted by means of hidden devices, without notice to
the individuals being monitored
Page 8of9
Video Surveillance Procedure
APPENDIX B
SAMPLE OF NOTICE TO PARENTS/GUARDIANS/ADULT STUDENTS
Dear Parent/Legal Guardian/Adult Student:
We make every effort to provide a safe and welcoming learning environment for our
students and staff. To this end and after careful consideration, it has been determined that
a video surveillance program is necessary to enhance safety and deter vandalism. In the
coming weeks, a surveillance system will be installed and monitored in accordance with
Board Policy and Procedures and the Municipal Freedom of Information and Protection of
Privacy Act.
Video equipment will be located, for example, in public areas of the school or at the front of
school buses serving the school and will be clearly identified with appropriate signage.
The equipment will not be located in areas where there is an expectation of privacy such as
washrooms or change rooms. Access to the equipment will be restricted to authorized
personnel only — school and Board administration and, where necessary, police conducting
an investigation.
We feel this is an important step in maintaining a safe and secure learning environment for
our school community. If you have any questions or concerns in this regard, please contact
me to discuss them.
Sincerely,
Principal
Page 9 of 9
5.c
A.
'.
0197A $CHOC EeoiRa
Title: EMERGENCY PROCEDURES
Department: Learning Support Services
POLICY
Policy No.: 4001
Effective Date: 1998 Jan 06
Reference(s): procedure: Emergency Procedures
Safe Schools: Response Plan for Weapons and Bombs and Incidents
It is the policy of the Board that there shall be current and appropriate emergency response
procedures, in place in all Board sites, which address threats to the safety of our students,
staff, property, and community.
Administered By: Learning Support Services
Amendment Date(s): 1999 Feb 1, 2000 Sep 26, 2003 Oct 28, 2004 Feb 24, 2007 Jun 12, 2016 Jun 28
PROCEDURE
9 RT scHaPL 0. ARD
Title: EMERGENCY PROCEDURES Procedure No.: 4001a
Effective Date: 1998 Jan 06
Department: Learning Support Services
Reference(s): Procedure: Emergency Procedures
Safe Schools: Response Plan for Weapons'and Bombs and Incidents
EMERGENCY PREPAREDNESS PLAN AND FIRE SAFETY PLAN
Table of Contents
1.0 Emergency Procedures:
Introduction........................................................................................................
4
Committee Structure & Roles ........................... 4
..................................................
1.1
Emergency Signaling...................................................................... 5
1.1.1
Alternate Signaling............................................................... 5
1.1.2
Emergency Code Protocols .................................................. 5
1.1.3
Emergency Code Drills......................................................... 5
1.2
Bomb Threats.................................................................................. 5
1.2.1
Telephone Operator............................................................. 6
1.2.2
Principal/Designate............................................................... 6
1.2.3
Options...............................:................................................. 6
1.2.4
Building Search.................................................................... 7
1.2.5
Evacuation............................................................................8
1.2.6
General Precautions............................................................. 8
1.2.7
Response Plan for Weapons & Bombs Incidents ................. 8
1.3
Inclement Weather Warning........................................................... 9
1.3.1
School Bus Delays or Cancellations: In the Mornings -
Notification of Transportation Delays and/or Cancellations.. 9
1.3.2
Inclement Weather or Plant Breakdowns:
School Closures Prior to School Start ...........................
10
1.3.3
Early Dismissal Due to Inclement Weather
or Plant Shutdown ....................................................
11
1.3.4
Plant Breakdown................................................................
13
1.3.5
Communications.................................................................13
1.3.6
Staff Responsibility to Report to Work ................................
14
1.3.7
Tornadoes..........................................................................
14
1.4
Utilities Shut-off Procedures..........................................................
15
Administered By: LEARNING SUPPORT SERVICES
Amendment Date(s): 1999 Feb 1, 2000 Sep 26, 2003 Oct 28, 2004 Feb 24, 2007 Jun 12,
2016 Jun 28
Emergency Procedures
1.5 Pandemic Influenza Protocol.........................................................
15
1.5.1
Introduction.........................................................................
15
1.5.2
Prevention..........................................................................
16
1.5.3
TVDSB Emergency Response Control Group ....................
17
1.5.4
Communication..................................................................
18
1.5.5
Response...........................................................................
18
a) Influenza Alert...............................................................
18
b) Pandemic Influenza.......................................................
19
c) Staff Attendance & Reporting ........................................
20
d) Employee Incident /Accident Reporting .......................
21
e) Orders for Student Attendance .....................................
21
fl Extra -Curricular Activities ..............................................
21
1.5.6
Business Continuity............................................................
21
1.5.7
Resources..........................................................................
22
2.3
a) Pandemic Fact Sheet ...................................................
23
2.4
b) Cover Your Cough.........................................................
24
1.6 Resource Materials.......................................................................
25
39
a) Inclement Weather Warning Guidelines (Ministry of
2.4.2 Vehicular Chemical Spills..............................................................
39
Education Safety Memorandum No. 21) .......................
25
b) Inclement Weather Warning Guidelines — Severe
Thunderstorms and Tornadoes .....................................
27
2.0 Emergency Preparedness Plan:
2.1
Receiving School Roles...........................................................................
33
2.1.1 Receiving School Preparation Considerations ..............................
33
2.1.2 Receiving School Kits.....................:.............................................
34
2.2
, Emergency Evacuation Plan...................................................................
36
2.2.1 Emergency Evacuation Plan Considerations ................................
37
2.2.2 Transportation Arrangements.......................................................
37
2.2.3 Classroom Evacuation..................................................................
37
2.2.4 Student Attendance Sheets..........................................................
37
2.2.5 Other Attendance..........................................................................
37
2.2.6 Door and Phone Notice.................................................................
38
2.2.7 Co -Ordination with Board Office ....................................................
38
2.2.8 Documentation..............................................................................
38
2.2.9 Basic Evacuation Kit.....................................................................
38
2.3
Incidents of Violence...............................................................................
38
2.4
Industrial Emergencies............................................................................
39
2.4.1 Dangerous Chemicals...................................................................
39
2.4.2 Vehicular Chemical Spills..............................................................
39
3.0 Fire Safety Plan: Introduction:
3.1 Instructions to Occupants on Fire Procedures ......................................... 41
3.2 Fire Extinguishment/Control/Confinement.............................................. 43
3.3 Fire Hazards............................................................................................. 43
3.4 Fire Alarm................................................................................................ 44
3.5 Supervisory Staff Duties.......................................................................... 45
3.6 Fire Drills.................:................................................................................ 47
3.6.1 Frequency of Fire Drills................................................................. 47
3.6.2 Log of Fire Drills............................................................................ 47
3.7 Maintenance Procedures for Fire Protection Systems ............................. 48
Page 2 of 58
Emergency Procedures
3.8 Alternative Measures for Occupant Fire Safety .......................................
53
3.8.1
Fire Alarm Shutdown.....................................................................
53
3.8.2
Sprinkler or Standpipe Shutdown ..................................................
53
3.9 Fire Protection Measures.........................................................................
53
3.9.1
Fire Alarm Systems.......................................................................
53
3.9.2
Exits..............................................................................................
54
3.9.3
Fire Department Access................................................................
54
3.9.4
Portable Extinguishers..................................................................
54
3.9.5
Standpipe and Hose Systems.......................................................
54
3.9.6
Automatic Sprinkler Systems........................................................
54
3.9.7
Water Supply - Rural Settings.......................................................
55
3.9.8
Fire Pumps....................................................................................
55
3.9.9
Emergency Lighting......................................................................
55
3.9.10 Elevators.......................................................................................
55
Section 4: Building and Occupant Information:
4.1
Schematic Diagrams...............................................................................
56
4.2
Audit of Human Resources.....................................................................
57
4.3
Receiving School EOC Personnel...........................................................
57
4.4
Students Who May Require Assistance in the Event of a Fire or Emergency
57
4.5
Approved Areas of Refuge.......................................................................
57
4.6
Audit of Building Resources.....................................................................
57
4.7
Emergency Use of Board Facilities/Accommodation Form ......................
58
4.8
Disaster Probability by Group..................................................................
58
Section5: Forms............................................................................................................... 59
Page 3 of 58
Emergency Procedures
1.0 EMERGENCY PROCEDURES
Introduction:
Student and staff safety is of paramount importance in and to our school system. The
extensive procedures which follow are designed to ensure that every reasonable effort
is made to anticipate and prepare responses for events which may occur in schools and
other Board facilities, and on or near school and other Board sites. It is expected that all
who have supervisory roles will pay heed to their responsibilities under this policy and
its procedures, and that all staff will familiarize themselves with them and their duties
and expectations within them.
In particular, school-based administrators and staff must ensure that they establish the
required response team(s), conduct such drills as are required, and ensure that all
mandated plans and information sheets are completed and regularly updated.
Adherence to these expectations and requirements will minimize the risk of injury to
students and staff, and of damage to facilities and their contents.
Committee Structure and Roles:
Emerqencv Operations Control Group (EOCG):
This mandated committee must exist and be called to convene in appropriate
circumstances during a Municipal emergency or an incident which may have an impact
on a number of schools within a given location. It consists of a group of decision -makers
who.mirror the structural requirements for the Provincial and Municipal e.mergency
planning committees. For the Thames Valley District School Board, it consists of Senior
Administration with resources from Organizational Support Services - Human Resource
and Business Services, and Learning Support Services. The role of this committee is to
provide a unified direction and communication during an event so as not to impede or
add additional pressure to emergency operations and responders. This committee may
be called upon to provide additional resources to Municipal emergency operations such
as establishing evacuation centres.
Emerqencv Operations Committee (EOC):
This is the committee that is established at the school level and consists of school
administration, school custodian and secretary. This committee is responsible for the
planned response and continued operation of the school during an unplanned event.
Such event may occur within the school or within the Municipality. The committee may
need to respond during school operating hours or during non -occupied times. The main
function of this committee is to communicate, secure property and systems, and to
provide a co-ordinated response to allow teaching staff to continue delivery of program
in an organized manner, unimpeded with event management by other organizations.
This committee should not consist of teaching staff as such staff will be required to
maintain supervision of students and classroom activity.
Page 4 of 58
Emergency Procedures
Emeraencv Response Team (ERT):
Note: This committee may be referred to as AThe Response Team on the chart of
emergency codes displayed in classrooms.
The Emergency Response Team is established under the Safe Schools policy, which
policy deals with incidents of violence, intruders, bomb threats and weapons. This policy
and its components were directed by the Ministry of Education. The Emergency
Response Team is to consist of school administration for direction and decision making,
secretary for communications, and a school custodian for building security. This
committee should not consist of teaching staff as such staff will be required to maintain
supervision of students and classroom activity.
1.1 Emeraency Sianallinq
1.1.1 Alternate Sianallinq:
Principals of schools which do not have a back-up power system must have a
procedure in place for sianallina to persons in all parts of the building in case of
emergency during a power failure.
In schools where a power failure will render the alarm system useless, Principals
are instructed to plan and rehearse, with all personnel in the school, a method of
signalling which is understood as a signal to evacuate the building.
1.1.2 Emeraencv Code Protocols:
Refer to Thames Valley District School Board's Procedure on Response Plan —
Incidents Requiring Hold and Secure or Lockdown.
1.1.3 Emeraencv Code Drills
Refer to Thames Valley District School Board's Procedure on Response Plan —
Incidents Requiring Hold and Secure or Lockdown.
1.2 Bomb Threats
Most bomb threat warnings are received via the telephone switchboard with a
certain time interval before the device is to be activated. Bomb threats should always
be taken seriously. Be aware that use of a cellular phone, paaer or portable radio
(walkie-talkie) during a bomb threat may ignite a bomb.
Page 5 of 58
Emergency Procedures
1.2 Bomb Threats — continued
The following procedures should be followed at schools when a bomb threat is received:
1.2.1 Telephone Operator
• Remain calm.
• Do not ignore a bomb threat. It must be treated as genuine until
established otherwise.
• Keep the caller on the line as long as possible in order to obtain as much
information as possible.
• Record vital information on the Bomb Threat Procedures Telephone Card
(available on the Electronic Forms on the Employee Portal).
• Notify the Principal/designate, using a prearranged signal, during the
course of the conversation, but if not possible, immediately afterwards.
1.2.2 Principal/Designate
• Notify the school's Superintendent of Student Achievement. The
Superintendent will notify the Associate Director of Learning Support
Services and the Manager of Communications Department.
• Notify Police; the police may take some time to arrive depending on other
emergency situations.
• Alert staff through the use of the code. DO NOT make an announcement
of either a bomb threat or the presence of an explosive device.
• Convene the School Response Team.
• Evacuate at the Principal's discretion.
• Refrain from giving media statements at this time with respect to the threat
• Direct media calls to Communications Department.
1.2.3 Options
• Review options by School Response Team in consultation with police:
(police will not necessarily do a search but will rely on school personnel
who are familiar with their own work areas)
a) hold, lock, secure
b) move, lock, secure
c) evacuation - partial or complete
Page 6 of 58
Emergency Procedures
1.2 Bomb Threats continued
1.2.4 Buildina Search
Principal:
• Initiate search after assessing the nature of the threat in consultation with
the police.
• Identify individuals available for searching halls, stairways and exits
• Visually inspect corridors, stairways, and exits prior to anyone leaving in
case of an evacuation.
• Notify police if a suspicious object is found (Police alert Explosives
Disposal Personnel only if a suspect device is located)
• Have natural gas lines shut down in the vicinity, if possible, by directing
appropriate staff.
• Direct employees to conduct a visual search of immediate, familiar work
area; they should not be searching in areas unfamiliar to them.
• Report to Search Co -Ordinator at earliest convenience if nothing unusual
is found.
0 Use chair in doorway of searched room as a signal that room has been
searched.
• Stop search fifteen minutes prior to the time given in threat and suspend
until fifteen minutes after. Complete search.
• Do not assume that an absence of explosion means no bomb. The
triggering mechanism may be malfunctioning.
Page 7 of 58
-something that should not be there
-DO NOT TOUCH suspicious
-signs of forced entry
objects or packages
-objects) similar to description in
-DO NOT place blanket or anything
bomb threat
else over object or device
-objects) or package(s) suspicious
-DO NOT disturb object in any way
in size, shape, labelling, location,
or approach
volume
-clear everyone from immediate
-presence of tape, wire, or
area (including floors above and
explosive wrappings
below)
-signs of tampering with electrical
-notify Principal or person
installations
designated as search co-ordinator
• Report to Search Co -Ordinator at earliest convenience if nothing unusual
is found.
0 Use chair in doorway of searched room as a signal that room has been
searched.
• Stop search fifteen minutes prior to the time given in threat and suspend
until fifteen minutes after. Complete search.
• Do not assume that an absence of explosion means no bomb. The
triggering mechanism may be malfunctioning.
Page 7 of 58
Emergency Procedures
1.2 Bomb Threats continued
1.2.5 Evacuation
The decision to evacuate must be made after assessing possible hazards
outside of the building. Prior to evacuation, ensure all corridors, stairways and
exits are clear.
During a bomb threat evacuation
• Take all personal belongings (purses, briefcases, lunch bags) from
immediate area so they do not confuse authorities during a search.
• Do not allow locker visits by students.
• Exit along searched paths.
• Move away from the building, especially windows, to a previously
determined location.
• Check attendance.
• Keep everyone well back and cordon off the area for at least 100 m.
• Do not re-enter the building until Principal and School Response Team, in
consultation with police, give approval.
1.2.6 General Precautions
When police arrive, the Principal and police will co-operate to manage the
situation. The management of the search will be under police direction. The
Principal is responsible for students and staff. The location of the Centre, to
which all reports will be forwarded from search teams, should be planned ahead
of time.
The search must be continued to completion even though one suspicious
parcel or device has been located (a decoy package may be used to draw
attention from the primary device).
1.2.7 Response Plan for Weapons & Bombs Incidents
Please refer to the Response Plan for Weapons & Bombs Incidents for complete
details on Bomb Threats.
Additional information included in the Response Plan:
Lock Down & Evacuation Procedures for Weapons and Bombs
* Hold, Lock, Secure
* Move, Lock, Secure
* Evacuation
* Evacuation - Emergency Alternate Locations Chart
Page 8 of 58
Emergency Procedures
1.2 Bomb Threats - continued
1.2.7 Response Plan for Weapons & Bombs Incidents - continued
Aftermath Planning
* Initial Phase
* For Students Not Directly Affected
* For Students and Staff Directly Affected
* Next Day
* Following Days
Communication
Appendices
* Emergency Code
* Lock Down and Evacuation Procedures
* Building Search - Staff Responsibilities
* School Response Team Planning Guidelines
* Sample Page from a School Response Plan re: Code Use
1.3 Inclement Weather Warninq
It should be noted that the safest location will be a central hallway on the ground floor,
or in open -concept schools an interior area, such as the resource centre.
In the event of a severe weather warning, students and staff must be moved from
portables/port-a-pacs to the main school building.
Principals are expected to conduct tornado drills twice each school year, in the months
of:
September, to ensure students new to the school are familiar with procedures.
March, to review procedures prior to the start of the season in which most
tornadoes occur in Southwestern Ontario.
The purpose of this document is to delineate procedures to be followed should a school
require closing due to an emergency situation.
The primary consideration in closing a school due to an emergency is student safety.
1.3.1 School Bus Delays or Cancellations
IN THE MORNINGS
NOTIFICATION OF TRANSPORTATION DELAYS AND/OR CANCELLATIONS
a. It is the responsibility of the Bus Operator(s) to assess the road conditions,
determine if, due to weather conditions, there will be a bus delay and/or
cancellation, and report their findings to Southwestern Ontario Student
Transportation Services (STS).
Page 9 of 58
Emergency Procedures
1.3 Inclement Weather Warninq, — continued
1.3.1 School Bus Delays or Cancellations — continued
b. Southwestern Ontario Student Transportation Services notifies the community
in accordance with its policies and procedures and contacts the following
Education Centre staff:
Communications Department
• Superintendent of Business
• Associate Director, Learning Support Services
c. All schools will remain open for students to attend if transportation is
cancelled. There may occasionally be school or system -wide shutdown days
which will be clearly communicated.
d. In the event of a transportation delay, the delay will last for two hours. If, after
a delay, transportation is cancelled, the school will remain open and there will
be NO AFTERNOON transportation. If a student attends school on such a
day, parents/guardians are responsible for ensuring their student arrives
home safely.
e. Other service providers (e.g., taxis), School Administrators, staff, parents and
students are encouraged to monitor local media.
All School Administrators must direct questions regarding transportation to
Southwestern Ontario Student Transportation Services, not to the Bus
Operators. This practice provides a consistent approach when dealing with
inclement weather conditions.
1.3.2 Inclement Weather or Plant Breakdown
School Closures Prior to School Start
Learning Support Services:
Where a decision is made to close school(s) due to emergency situations, this
decision should be made prior to the commencement of transportation.
1. The Director of Education makes the decision to close school(s) based on
information provided by the Associate Director of Learning Support
Services, school Principal, STS„ the Executive Officer, Facility Services
and Capital Planning, and/or the Manager, Facility Services.
2: The Associate Director of Learning Support Services contacts the
Superintendent of Student Achievement, the Superintendent of Business
and the Communications Department. The Superintendent of Business
contacts STS.
Page 10 of 58
Emergency Procedures
1.3 Inclement Weather Warninq, - continued
1.3.2 Inclement Weather or Plant Breakdown — continued
3. Southwestern Ontario Student Transportation Services will contact the
applicable Bus Operator(s).
Southwestern Ontario Student Transportation Services will review route
sharing with coterminous Boards prior to contacting the applicable Bus
Operator(s) to cancel transportation.
4. The Communications Department will be responsible for all media
contacts.
5. Other service providers (taxis) and School Administrators are encouraged
to monitor local media.
6. Where it is necessary to close all schools or to close all schools and Board
facilities, the Associate Director of Learning Support Services will
authorize the Manager of the Communications Department to post an
appropriate notice to the public website and the media and to issue an
urgent e-mail message to the system when the decision to close is made,
or use other media as appropriate.
1.3.3 Earlv Dismissal Due to Inclement Weather or Plant Shutdown
Elementary students should be dismissed in accordance with the "Early
Dismissal of Students" section contained on the student information sheet if there
is no adult at home. The elementary student whose parents/guardians have not
been contacted and for whom alternative accommodation has not been found
must remain at his/her school until a parent/guardian can transport the student
home. Principals must remain on duty until they are satisfied that there is a plan
for each child to be received home safely.
Annually, Principals should have parents/guardians complete the student
information sheet with respect to procedures to be followed in case of early
dismissal.
DURING THE SCHOOL DAY
RE -SCHEDULING OR CANCELLATION OF TRANSPORTATION
a. The Bus Operator(s), Principal, or coterminous Board determines that, due to
inclement weather and for safety reasons, consideration should be given to
rescheduling or cancelling of transportation. The Associate Director of
Learning Support Services, or designated Superintendent of Student
Achievement, makes the decision to re -schedule or cancel transportation
based on information provided by the Bus Operator(s), Principal, or
Southwestern Ontario Student Transportation Services.
Page 11 of 58
Emergency Procedures
1.3 Inclement Weather Warning - continued
1.3.3 Early Dismissal Due to Inclement Weather or Plant Shutdown — continued
b. In the case of the Bus Operator(s), they will contact Southwestern Ontario
Student Transportation Services to discuss whether or not the buses will be
able to run earlier.
The Supervisor of Southwestern Ontario Student Transportation Services will
notify the Superintendent of Student Achievement, the Principal, and the
Associate Director of Learning Support Services
Due to co-operative sharing of transportation, STS will consider the impact on
the coterminous Board when making this decision.
c. Chanqes from Reqular Transportation Times
The Director of Education, makes the decision to close school(s) based on
information provided by the Associate Director of Learning Support Services,
school Principal, the Bus Operator(s) the Executive Officer, Facility Services
and Capital Planning, and/or the Manager, Facility Services.
The Associate Director of Learning Support Services advises the
Superintendent of Student Achievement, Southwestern Ontario Student
Transportation Services, the Superintendent of Business and the
Communications Department.
Southwestern Ontario Student Transportation Services will coordinate the
times with the Principals, the coterminous Board(s), and the Bus Operator(s),
and advise the Communications Department.
The Communications Department will be responsible for media contacts.
d. Cancellation of Transportation
If the decision is made by the Bus Operator(s) that it is unsafe to run the
vehicles at regular dismissal time, or by 6:30 p.m., the Associate Director of
Learning Support Services will advise the Principals, Southwestern Ontario
Student Transportation Services, and Communications Department and the
Superintendent of Business that the schools are closed and the students are
to remain at the school overnight.
Southwestern Ontario Student Transportation Services will notify the
coterminous Board(s) and the Bus Operator(s).
The Communications Department will be responsible for media contacts.
Page 12 of 58
Emergency Procedures
1.3 Inclement Weather Warninq, - continued
1.3.3 Early Dismissal Due to Inclement Weather or Plant Shutdown — continued
All school staff must direct questions regarding transportation to
Southwestern Ontario Student Transportation Services, not to the Bus
Operator(s). This practice provides a consistent approach, when dealing with
inclement weather conditions during regular school hours.
1.3.4 Plant Breakdown
Where the Executive Officer, Facility Services and Capital Planning, and/or the
Manager, Facility Services recommends to the Principal and to the appropriate
Superintendent of Student Achievement that a school should not be opened for
the day or should be dismissed early due to a plant breakdown, the
Superintendent of Student Achievement will consult with the Director of
Education, Associate Director of Learning Support Services, the Principal, the,
Executive Officer, Facility Services and Capital Planning, and/or the Manager,
Facility Services prior to making a decision.
It is recognized that the Executive Officer, Facility Services and Capital Planning,
and/or the Manager, Facility Services in providing information to the
Superintendent of Student Achievement about the possibility of the closure of a
school building will give consideration to building code issues, fire regulations,
Board of Health regulations, or any other legislative reasons for falling within the
scope of Facility Services.
If the determination is made prior to the commencement of the bus transportation
schedule, the Principal shall follow the procedures outlined in School Closures
Prior to School Start (see 1.3.2). In cases where there is no transportation, the
Superintendent of Student Achievement shall work with the Communications
Department to inform the local media that the school is closed.
Prior to closure of a school in circumstances where transportation has
commenced or during the school day, the Principal shall follow the procedures
outlined in the section entitled, Early Dismissal (see 1.3.3).
1.3.5 Communications
The Principal should communicate in the September newsletter to parents and at
least once during the winter months the following with respect to school bus
delays or cancellations, or school closures:
-Bus delays and/or cancellations or school closures will be announced through
the media.
All schools will remain open for students if transportation is cancelled. It is not an
expectation that parents transport their children on such days, and it will not
negatively affect students' attendance record if they do not attend when their
transportation is cancelled.
Page 13 of 58
Emergency Procedures
1.3 Inclement Weather Warninq - continued_
1.3.5 Communications - continued
In circumstances of inclement weather and where students walk to school, the
parent/guardian should determine whether it is appropriate and safe for the
parent's/guardian's child to attend school.
In instances where a transported student is brought to school, even though
transportation has been cancelled, then it is the responsibility of the parents to
ensure that the child arrives home safely.
The Superintendent of Student Achievement, in the case of early dismissal due
to plant breakdown, should communicate to the Board's Reception Centre and
the Associate Director of Learning Support Services the names of the schools
and the reason for early dismissal.
1.3.6 Staff Resoonsibilitv to Report to Work
As schools are open for students when transportation is cancelled, staff
members are expected to report to work. There may be exceptional
circumstances where a staff member may be unable to report to work due to
inclement weather. In such instances, the staff member shall inform the school
administration that he/she is unable to report to work.
1.3.7 Tornadoes
While the possibility of a tornado can be noted in a severe weather warning,
because of the speed with which they build up and move it is almost impossible
to provide advance warning about when and where a tornado will actually occur.
(see also 1.6)
Your tornado awareness program should include:
• Each office being equipped with a device that can be battery operated and
with batteries that are charged.
• Being aware of the weather, and understanding the difference between a
WEATHER WATCH (possible storms in the next six hours) and a
WEATHER WARNING (expected event within the next two hours).
• Knowing which radio or television stations in your area carry up -to -the
minute weather information.
• Knowing the name of your forecast region and -your county.
• Preparing or reviewing your plan or action in the event of severe weather.
When a tornado threatens direct staff and students:
• Stay away from windows, skylights, doors and outside walls. Protect your
head.
• For maximum safety go down to the basement or seek shelter under a
stairway or study table or in a closet.
Page 14 of 58
Emergency Procedures
1.3 Inclement Weather Warninq - continued
1.3.7 Tornadoes - continued
• Try to reach the centre of the building or the side away from the storm.
• Avoid buildings with large areas of unsupported roof, such as arenas,
gymnasiums, barns or areas with skylights. If caught in such a building,
head for the lowest floor, an inside hallway or small interior windowless
room, or get under something sturdy.
• If caught in the open, try to determine the tornado's direction of travel and
move at right angles to it. If you cannot avoid the storm, find a ditch, ravine
or other depression and lie flat.
• Do not remain in your car or school bus or try to out -race the tornado.
• Hang on to the base of a small tree or shrub if no shelter can be found.
1.4 Utilities Shut-off Procedures
If an emergency occurs at a school related to the physical plant and if the Charge
Custodian is not present in the building, it is important that the Principal and/or
designate know the locations and shut-off procedures for water, power, gas and fire
alarm systems.
Principals are required to ensure that they are briefed in this regard by their Charge
Custodian in conjunction with the Custodial Supervisor.
It should be noted that systems can only be reactivated by Maintenance Personnel.
A floor plan indicating shut-off locations will be posted in your main office.
1.5 Pandemic Influenza Protocol
1.5.1 Introduction
An influenza pandemic is a global outbreak of disease that occurs when a new
influenza "A" virus appears or "emerges" in the human population and then
spreads easily from person to person worldwide, causing serious illness and
disruption across a large population in multiple geographic areas.
Recognizing the role that schools have as community centres, the Thames
Valley District School Board has prepared the following protocol as a response
to a possible influenza pandemic in the Thames Valley region.
Thames Valley's Pandemic Influenza Protocol identifies the Board's key
issues, responsibilities, and obligations, and provides a general framework for
coordinating resources, making decisions, and communicating with Thames
Valley's many audiences. It is based on two overriding priorities:
• Preventing the spread of the influenza virus and protecting Thames
Valley's students and staff from infection;
Page 15 of 58
Emergency Procedures
1.5 Pandemic Influenza Protocol - continued
1.5.1 Introduction — continued
• Maintaining school operations as completely as possible in the event of an
influenza pandemic.
The protocol recognizes that an influenza pandemic will not be restricted to
Thames Valley. Rather, it will be a community issue requiring co-operation
among many agencies and authorities involved in prevention, treatment, and
recovery. The Board's protocol is designed to complement plans established
by regional health agencies and the Government of Ontario.
Thames Valley's Pandemic Influenza Protocol should be considered an
evolving document. While it lays the foundation for response to an influenza
pandemic, it may need to be revised as specific circumstances change. It will
be reviewed regularly in the light of new information as it is discovered and
revealed by provincial, federal, and world health agencies.
The Pandemic Influenza Plan was prepared by representatives drawn from the
Board's Human Resources, Health and Safety, School Operations, and
Communications departments. The writing process included consultation with
local Health Units and Joint Health and Safety Committees.
1.5.2 Prevention
The Thames Valley District School Board is committed to providing a healthy and
safe environment for its staff, students, and any other individual which may enter
its facility. This commitment emphasizes the Thames Valley District School
Board's belief that this is the best learning environment for its students and is
described through the Thames Valley District School Board's Health and Safety
Policy.
In support of this commitment we have included the chart below that will assist in
reducing the spread of viruses that cause colds and flu.
Page 16 of 58
Emergency Procedures
1.5 Pandemic Influenza Protocol - continued
1.5.3 TVDSB Emeraencv Response Control Group
In the event of a pandemic outbreak, it may be necessary for the following
individuals to gather to deliver a co-ordinated response in the described role.
Director of Education:
As the Senior Officer of the Thames Valley District School Board, the Director will
chair the Emergency Response Control Group. This role is responsible for the
direction and control of the operations. In exercising this responsibility, the
Director will be guided by the advice of the members of the Control Group. The
Director will occasionally call this group together to gather updated information
and determine immediate and future responses. The Director is also responsible
for keeping the Trustees informed of operations.
Associate Director of Organizational Support Services - Business and
Human Resources:
Responsible for overseeing the continuity of those business services required at
a minimal standard i.e. Transportation, Payroll and Facility Management.
Responsible for performing the duties of Treasurer of the Board.
Responsible for the adherence to collective agreements, regulatory
requirements, and the intent of the Communicable Disease Procedure as agreed
between the Thames Valley District School Board and its Employee Groups.
Associate Director of Learning Support Services:
Responsible for the effective and efficient supervision and support of schools.
Manager of Communications Department:
Responsible for updating, co-ordinating, and authorizing any information releases
in and outside the Thames Valley District School Board.
Human Resource Services - Health & Safety Specialist_
Responsible for representing Thames Valley District School Board within the
Community Emergency Control Groups and will provide a link between these two
control groups. This individual will also provide a resource to the Control Group.
Page 17 of 58
Emergency Procedures
1.5 Pandemic Influenza Protocol - continued
1.5.3 TVDSB Emeraencv Response Control Group - continued
Other individuals may be required to participate on an ongoing basis as needed.
The need to call together the TVDSB Emergency Response Control Group will
be based on circumstances and the response required.
1.5.4 Communication
To ensure the delivery of a consistent message in times of a pandemic outbreak,
all statements made regarding the pandemic must be authorized by the Thames
Valley District School Board's Public Affairs and Community Relations
Department. Prior to release of any information, it will be determined the person
best to deliver the information and in which forum it is to be delivered. Any
statements and or releases shall be shared with the appropriate Community
Emergency Control Group prior to release if possible. Refer to Thames Valley
District School Board's Independent Procedure Communications Procedure for
Handling Situation / Incidents of Crisis / Controversy for additional information.
The Thames Valley District School Board will attempt to keep all Trustees,
Parents and Guardians, Students, Employee Groups, and the Public informed
with the most current and factual information available.
1.5.5 Response
The Thames Valley District School Board's response to potential pandemic
viruses will be in two different stages of the viral evolution. These responses
have been prepared to coincide with those plans prepared by the municipalities
and community partners. It may be necessary, at any time in this protocol, to
abandon what would be the next expected response. This may need to occur if a
municipal emergency is declared, a provincial emergency is declared, or written
orders are received from the Ontario Ministry of Health and Long -Term Care or
its agents.
a. Influenza Alert
The first stage will be in response to a virus which at the time of discovery
is not considered transmittable from human to human. The intent of this
protocol is to determine if the infection is isolated and to provide Health
Officials with information to monitor and contain potential risk areas.
Page 18 of 58
Emergency Procedures
1.5 Pandemic Influenza Protocol - continued
1.5.5 Response - continued
a. Influenza Alert - continued
The following steps are to be followed:
1) The Thames Valley District School Board receives notification, or
becomes aware of, a confirmed case of a contracted virus by an
individual suspected in the potential pandemic outbreak.
2) Based on the location(s) of the identified area, Human Resource
Services - Health and Safety Specialist will contact and review the
attendance status of Staff and Students for schools/facilities within
geographic proximity to the location of the identified area.
3) Employees who are absent with symptoms of the influenza will call
TVARRIS and report the absence as "illness."
4) Where this follow-up indicates that there is a potential problem, the
local Health Unit for that area shall be contacted and relevant
information provided.
5) Based on the information provided to the Local Health Unit, and the
Health Unit=s response, additional actions may be necessary.
b. Pandemic Influenza
The second type of response will be implemented where the virus of
concern has undergone a mutation and the potential of human to human
transmission is possible.
The Thames Valley District School Board will co-operate with any direction
or orders from an authorized agency in a timely manner. These orders will
most likely address student attendance, quarantine, containment, and
disinfection. Should a disinfection order be given, the Thames Valley
District School Board shall provide employees with the proper protective
equipment.
C. Staff Attendance & Reporting
In a case of a contracted pandemic virus being confirmed in a community
and no request to suspend student attendance at schools has been
received from Public Health Officials, the Thames Valley District School
Board's expectation is all staff would report to their assigned workplace
unless otherwise directed by Senior Administration.
Page 19 of 58
Emergency Procedures
1.5 Pandemic Influenza Protocol - continued
1.5.5 Response — continued
C. Staff Attendance & Reporting - continued
It is anticipated on the release of information of such a confirmed case,
that there will be high anxiety and fear for oneself, family, and friends. The
Thames Valley District School Board will attempt to take all measures to
ensure a safe learning and work environment but will also be expected to
provide proper supervision of students. It is therefore the responsibility of
Thames Valley District School Board Staff to adhere to the Absence
Reporting Procedure. The following steps are to be followed:
1) The Thames Valley District School Board receives notification, or
becomes aware of, a confirmed case of a contracted virus by an
individual suspected in the pandemic outbreak.
2) Based on the location(s) of the identified area, Human Resource
Services - Health and Safety Specialist will contact and review the
attendance status of Staff and Students for schools/facilities within
geographic proximity to the location of the identified area.
3) Employees who are absent with symptoms of the influenza pandemic
will call TVARRIS and report the absence as "pandemic". [see 1.5.7
Pandemic Facts].
4) Where this follow-up indicates that there is a potential problem, the
local Health Unit for that area shall be contacted and relevant
information provided.
5) Based on the information provided to the Local Health Unit, and the
Health Unit's response, additional actions may be necessary.
Where an employee has concerns about reporting to work, the employee
is expected to contact their immediate supervisor and express their
concern for doing so. The supervisor will attempt to resolve the concern. If
the employee still has an ongoing concern it will be deemed as the first
stages of a potential work refusal which is governed by the Ontario
Occupational Health and Safety Act, and will be treated as such.
Page 20 of 58
Emergency Procedures
1.5 Pandemic Influenza Protocol - continued
d. Employee Incident /Accident Reporting
Even in the case of a scenario such as a pandemic outbreak, all
employees are required to report all work related incidents and accidents
to their Supervisor. This is to be done in accordance with the Thames
Valley District School Board=s Report of Employee Accident/incident
Procedure.
As per the procedure, the accident notification will be sent to the
Workplace Safety and Insurance Board for determination of entitlement to
benefits.
e. Orders for Student Attendance
School children are the first to be affected by the arrival of influenza and
they are responsible for much of the early transmission within the
community. In a pandemic, measures to increase social distancing,
including suspending student attendance at schools and child care
centres, limiting other large gatherings, and travel restrictions may also be
instituted.
Extra -Curricular Activities
It may be necessary in the event of a pandemic, or potential pandemic, to
cancel Thames Valley District School Board sponsored activities. This
measure may be necessary to limit social transmission of any potential
pandemic virus.
1.5.6 Business Continuitv
Unless otherwise directed, the Thames Valley District School Board will attempt
to continue to operate in a normal day to day manner. In the event of a pandemic
outbreak, the Thames Valley District School Board may be directed, due to
absenteeism, to scale back operations. The Board will make every attempt to
deliver learning opportunities to its students. This may result in staff being
diverted from their regular position to another area required to continue business
and educational operations.
Page 21 of 58
Emergency Procedures
1.5 Pandemic Influenza Protocol - continued
1.5.6 Business Continuitv - continued
For the continuation of the operation of a school, the Thames Valley District
School Board reserves its option of the "Appointment to Teach in the Case of an
Emergency" clause as described within the Operations of Schools Regulation
under the Education Act. In looking at various functions within the Thames Valley
District School Board, the following areas are seen as a high priority for Business
Continuity during an emergency situation:
Director's Services:
Office of the Director and Communications Department
Organizational Support Services - Business:
Transportation, Payroll, Accounting Services, Facility Services Maintenance and
Operations.
Organizational Support Services - Human Resources:
Representatives for Employee Group Notifications and Interaction, Health and
Safety.
Learning Support Services:
Representative for School Supervision and Services, Information Technology
Services
RESOURCE:
Independent Procedure - Communications Procedures for Handling Situations/Incidents
of Crisis/Controversy
1.5.7 Resources
Pandemic Facts
Workplace risk of contracting or transmitting viruses which cause colds, influenza
and diarrhea can be reduced by frequent hand washing with soap (after
coughing, sneezing or blowing the nose, using the washroom, changing a diaper,
touching animals, before preparing food, before eating, before putting contact
lenses in the eyes or touching the eyes, mouth or nose), and by covering your
mouth/nose when coughing/sneezing. Risk will also be reduced by discarding
used tissues into waste receptacles, and by obtaining available vaccinations and
staying home when ill.
Page 22 of 58
Emergency Procedures
1.5 Pandemic Influenza Protocol - continued
1.5.7 Resources - continued
Pandemic Fact Sheet - continued
Once a pandemic arrives, the Public Health Unit will determine the extent of
transmission, and specific orders will be relayed by the Associate Medical Officer
of Health including symptoms which will exclude employees from work and
recommendations about treatment and vaccinations. (See 1.5 - Pandemic
Protocol)
Employee Absences During A Pandemic
Employees, who are absent from work because of symptoms causing the
pandemic and defined by the Medical Officer of Health, must call TVARRIS and
enter Pandemic code. Sick benefits will be paid to those who are entitled to
benefits. These employees can return to work when symptoms are no longer
present.
Employees, who are quarantined by order of the Medical Officer of Health,
will be paid regular salary and can return to work when cleared by the Medical
Officer of Health (enter quarantine code in TVARRIS).
Employees, who are pregnant and at risk of exposure from students who are ill
with symptoms as defined by the pandemic (i.e. cases in the school), should
consult their physician about attending work. A doctor's note for exclusion of
work is required by the Disability Management Officer in order to process
appropriate sick benefits.
Employees, who stay home to care for sick family members, can request the
use of a care day(s) as per union contracts (enter care day in TVARRIS).
In the case of a school closure the affected employees may be deployed to other
work locations. If alternate work is not available, these employees will be paid as
usual.
The Workplace Safety and Insurance Board does not provide coverage for
TVDSB employees who are symptom free, quarantined or sent home on a
precautionary basis. Symptoms of a pandemic are transmitted through public
exposure, therefore only health care and hospital workers are likely to receive
WSIB benefits if they develop symptoms or an illness compatible with their
occupational exposure.
For additional information see the fact sheets located on the Disability Management website
[accessed through your Employee Portal under Human Resource Services], or London and
Middlesex Health Unit at 663-5317 or www.healthunit.com.
Page 23 of 58
Emergency Procedures
er
Cover your mouth
• and nose with a
tissue when you
oough or sneeze
or
cough or sneeze
your upper slee%
not your hands.
Put your used tissue�.�
In the waste basket.
Clean1
rdi.i,dS9'&Wr
coughing or sneezing.
t
1
Wash hands
with soap and
warm water
99 Edward St.
Pk eigin St. Thomas, ON N5P 1Y8
5t.thOmaS Tel: (519) 631-9900
health unit gi633-0468
www.el
or
clean with
alcohol -based
hand cleaner.
J
MDH .
Canmueity Setting
Page 24 of 58
Emergency Procedures
1.6 Resource Materials
(i) "INCLEMENT WEATHER WARNING" GUIDELINES
(Ministry of Education Safety Memorandum No. 21)
Environment Canada has provided the Ministry of Education with the following
information and recommendations concerning severe weather conditions. The
Ministry encourages all schools and school boards to note and implement these
recommendations.
General Information
Although the majority of thunderstorms produce no serious by-products, severe
storms can be accompanied by hail, damaging winds, and tornadoes.
The conditions in the atmosphere that lead to the formation of severe thunderstorms
can be forecast. When the potential for a severe storm is observed, a severe weather
watch is issued. When a severe thunderstorm is detected by radar or by weather
spotters, a weather warning is given for a specific area (usually a county) immediately
downstream of the observed storm. A tornado warning is issued only after a tornado
has been spotted.
While about 50 percent of Ontario's severe summer storms occur within sixty
kilometres of the Macdonald -Cartier Freeway between Kitchener and Windsor,
damaging tornadoes have been reported in all parts of the province. A tornado
occurring in Ontario would probably have wind speeds of about 100 kilometres per
hour and would be most likely to occur between 1 p.m. and 8 p.m, from April to
September. It would cut a swath a few kilometres long and 100 metres wide, taking
off shingles and siding, bending TV antennae, blowing out windows, and significantly
damaging in substantial buildings such as barns and sheds. The tornado that struck
Barrie in 1985, however, was accompanied by winds of up to 400 kilometres per
hour, causing serious damage and death.
While watches may have as much as 12 hours lead time, warnings are "short -fused":
there may be a warning of ten to twenty minutes, or none at all. Since severe
thunderstorms can develop very rapidly and can strike without a warning being
issued, observation of local conditions is essential. In most cases, severe summer
storms are over very quickly.
Page 25 of 58
Emergency Procedures
1.6 Resource Materials - continued
(i) INCLEMENT WEATHER WARNING GUIDELINES
(Ministry of Education Safety Memorandum No. 21) - continued
Weatheradio
The Atmospheric Environment Service (AES) of Environment Canada operates a
radio station, Weatheradio, which transmits continuous weather information in the
Toronto and Ottawa areas. AES recommends that every school within an 80
kilometre radius of the stations install a Weatheradio receiver. This can be equipped
with a tone alert that will sound when a watch or warning is issued.
Schools outside the range of Weatheradio might monitor local radio stations for
weather reports on a routine basis. Schools may wish to contact the stations to
inform them that they are monitoring them, and why.
The following environment Canada web site provides additional weather related
information. Staff may monitor this site during poor weather conditions.
http://weatheroffice.ec.gc.ca/warnings/warnings_e.html. For London and surrounding
area tune to 162.475 MHz on your weather radio or local FM stations.
AES will keep the Ministry of Education informed of the planned installation of new
Weatheradio stations, and the Ministry will, in turn, inform the schools by updating
this memorandum.
Recommended Action
When a severe weather watch is in effect for your area:
Monitor Weatheradio or the local radio station closely for possible warnings and make
observations of developments in the weather. Be prepared for further action in case a
warning is issued.
When a severe thunderstorm warning is in effect for vour area:
Severe thunderstorms with hail and/or high winds are in the area, although they may
not strike your location. If a warning is in effect and a thunderstorm is observed at
dismissal or recess time, keep the students in school until the storm has passed.
Page 26 of 58
Emergency Procedures
1.6 Resource Materials - continued
(i) "INCLEMENT WEATHER WARNING" GUIDELINES
(Ministry of Education Safety Memorandum No. 21) - continued
When a tornado warnina is in effect for vour area:
A tornado has been reported in the area. If there is an intense thunderstorm or a
spiral cloud, keep the students in school. If the storm worsens, move them away from
windows and doors and out of large, open areas such as gymnasium or auditorium
until the worst of the storm is over. The safest location will be a central hallway on the
ground floor: students should protect their heads and crouch or kneel against the
wall.
Tornado drills:
Tornado drills should be conducted, preferably during
March as most storms are from April to September. This
allow students to be taught what to watch for and what
actions to take if severe weather conditions occur
before, during, or after school hours.
AES Services:
http://weatheroffice.ec.gc.ca/warnings/warnings e.html
will
Additional information on severe summer weather and advice on action to take are
available from Environment Canada weather offices across Ontario. Films on
tornadoes may also be available on loan. The telephone number of the local weather
office should be posted near the school telephone. Although their availability is
limited, AES staff would welcome invitations to address groups of principals or
teachers.
(ii) "INCLEMENT WEATHER WARNING" GUIDELINES
SEVERE THUNDERSTORMS AND TORNADOES
Weather Awareness
Natural phenomena include severe thunderstorms, tornadoes, hurricanes, floods
and winter blizzards.
Many of these can be predicted by Environment Canada's Atmospheric Environment
Service, and advance notice is provided by weather forecasts on radio and
television.
Environment Canada issues warnings whenever expected weather conditions may
affect public safety.
Page 27 of 58
Emergency Procedures
1.6 Resource Materials - continued
(ii) "INCLEMENT WEATHER WARNING" GUIDELINES
SEVERE THUNDERSTORMS AND TORNADOES - continued
A Severe Weather Watch is issued when there is a possibility of storms within the
next six hours.
A Severe Weather Warning is issued to provide an alert to an expected or
impending event B within two hours.
Updated forecasts are provided to radio and television stations.
http://weatheroffice.ec.gc.ca/warnings/warnings e.htm!
Severe Thunderstorms
Severe thunderstorms are often accompanied by high winds which can damage
trees and buildings, and bring down electric or telephone wires. Lightning is also a
hazard during thunderstorms.
During thunderstorms, it is best to remain indoors, away from doors and windows.
Avoid using telephones, electrical appliances and the shower or bath, and keep
away from radiators, metal pipes or other metal objects which may act as electrical
conductors.
Electrical and cable appliances such as televisions, computers and radios should
be disconnected.
If you are outside and see a thunderstorm approaching, head for shelter indoors.
If you are caught outside during a thunderstorm, do not stand near tall objects such
as trees or utility poles. Stay away from open water, and metal objects such as wire
fences, golf carts or playground equipment. Do not carry or hold metal objects such
as golf clubs or fishing rods.
Keep as low a profile as possible do not make yourself into a lightning rod.
In open country, drop to your knees, bend forward so that your head is lower than
your back, put your hands on your thighs, but do not let your head touch the
ground. Do not lie flat on the ground.
A place shielded by metal, such as an automobile or airplane, is a safe place from
lightning, especially if it is insulated from the ground by rubber tires. On the other
hand, an open tractor attached to a grounded implement is dangerous. Pull the car
away from trees which might fall on it. But avoid driving when visibility is impaired
by heavy or blowing rain.
Page 28 of 58
Emergency Procedures
1.6 Resource Materials - continued
(ii) "INCLEMENT WEATHER WARNING" GUIDELINES
SEVERE THUNDERSTORMS AND TORNADOES - continued
Severe Thunderstorms - continued
If you are swimming or in a boat, get out of the water and back to shore
immediately.
Tornadoes
Tornadoes can be produced during severe thunderstorms, and are accompanied by
violently whirling wind, sometimes called a twister.
Ontario experiences 53% of all reported tornadoes in Canada, an average of 25 a
year. While 90% of reported tornadoes are considered "weak", a disastrous tornado
can be expected somewhere in the province about once every four years.
Tornadoes usually occur during the warmest time of the day, between 1:00 p.m. and
8:00 p.m, and from about the beginning of April to the end of September.
Depending on the strength of the tornado, damage can be minor, bent T.V. aerial,
blown out windows, and damage to weak structures such as barns and sheds. A
severe tornado, however, can totally level the most solidly built structures.
Winter Storms
Severe winter storms, accompanied by winds, blowing or falling snow, and low
temperatures, must be treated with caution. White -outs can create very dangerous
driving conditions, and can start suddenly.
Winds and icing can also cause power failure, which may last some time.
You should also keep an adequate supply of food on hand.
You should try to remain inside during severe winter storms. If you must go out,
dress warmly. If you must move between your house and out of buildings, tie one
end of a rope securely to a doorknob or other marker at each building you must visit.
Hold tightly to this line when you walk. Blowing snow can cause you to lose your
way, even on familiar ground.
Page 29 of 58
Emergency Procedures
1.6 Resource Materials - continued
(ii) "INCLEMENT WEATHER WARNING" GUIDELINES
SEVERE THUNDERSTORMS AND TORNADOES - continued
Winter Storms - continued
If you must travel under winter conditions, your vehicle should contain a winter storm
kit. This should include a shovel, sand, tow -chain, flashlight, warning light or flares,
extra clothing and footwear, an emergency food pack, matches, maps, a candle in a
deep can, and de-icing material for fuel lines and the windshield.
Drive with caution, and if necessary turn back or seek refuge. Try to keep to main
roads, and make sure you have an adequate amount of gasoline in your tank.
If you become trapped on the road, do not panic. Avoid over-exertion and exposure;
shovelling and bitter cold can kill you. Stay in your car; you will not get lost and you
will have shelter.
Keep some fresh air in the car or bus and run your motor sparingly, ensuring that
exhaust fumes do not enter the car or bus.
Be sure to exercise your limbs, hands and feet vigorously, and not to fall asleep.
Keep watch for other traffic which may be able to help you, or for searchers.
After the Storm or Tornado
Special dangers may exist after a severe storm is over.
Loose or dangling electrical wires must be avoided; if on city or county property
report them to local authorities; if on District School Board 11 property, then call
Facility Services. Stay away from them. Also, report broken sewer and water mains.
Beware of dangling tree limbs, and of buildings which have been weakened by the
storm and could collapse. Bridges may also be weakened.
Unless you are requested or qualified to give help, stay out of damaged areas.
Drive only if necessary, and stay out of the way of emergency vehicles and rescue
workers.
Do not use the telephone except in a real emergency; leave lines open for official
use.
Page 30 of 58
Emergency Procedures
1.6 Resource Materials - continued
(ii) "INCLEMENT WEATHER WARNING" GUIDELINES
SEVERE THUNDERSTORMS AND TORNADOES - continued
After the Storm or Tornado - continued
Keep turned to your local radio or television station for information or instructions.
Floods
Flood threats to particular areas can usually be forecast by evaluation of rising water
tables resulting from heavy rain or rapidly melting snow or ice.
Flash or sudden flooding, in which warning time is limited; can result from other
causes such as violent storms or bursting of dams.
If you are in a bus during a severe storm, watch for flooding in low areas such as
road underpasses.
If your school is flooded, you should shut off the electricity. Do not attempt to do so if
the main switch is in a location that has already been flooded.
If conditions are wet around the switch box, stand on a dry board and use a dry stick
to turn the switch off.
Flooded electrical equipment should be checked by a qualified electrician before
being used again.
Special precautions should also be taken to safeguard electrical, gas, propane or oil
heating equipment. If there is sufficient time, consult your supplier for recommended
protective measures. If your heating equipment has been flooded, have it checked
by Facility Services before you attempt to put it back into service.
Floods can result in contamination of water supplies. If water has a peculiar taste,
colour or odour, purify it before drinking. This can be done by boiling, adding
purification tablets, or chlorinating it with household bleach. If the latter is used, add
one or two drops per litre of water, and let it stand for 30 minutes before drinking. If
there is time, you should move furniture and appliances to upper floors.
If eaves troughs are connected to the sewer, they should be disconnected.
It is also helpful to remove the toilet bowl and plug basement sewer drains and toilet
connections.
Page 31 of 58
Emergency Procedures
1.6 Resource Materials - continued
(ii) "INCLEMENT WEATHER WARNING" GUIDELINES
SEVERE THUNDERSTORMS AND TORNADOES - continued
Floods - continued
Some buildings can be protected by special equipment such as sandbags, but this
should only be attempted with specific instructions from your local emergency
officials of the municipality.
2.0 Emergency Preparedness
The Emergency Management Act recommends that Municipalities/Counties reach
agreement with business and property owners in their communities, prior to an
Emergency being declared by the Mayor or Reeve. Because schools represent a large
facility owner in any community and accommodate approximately 20% of a community's
population during the school day, it is quite common for Boards to receive requests for
accommodation agreements.
The Thames Valley District School Board and the cities and counties it serves have
entered into agreements for the emergency use of Board Facilities and equipment.
These agreements are for peacetime emergencies as defined under the Emergency
Management Act (Ontario), as well as emergencies identified by the municipalities
Emergency Operations Control Group.
All emergencies will result in one of the following actions being taken:
A. School or portion thereof being used as a Receiving Centre.
B. School being evacuated.
C. School being secured, i.e. unable to be evacuated because of outside elements
(Protect in Place).
Requests for shelter may be initiated several ways:
Police, Fire Department, Municipal/County Emergency Operations Group, may make a
requests of the Principal, Board Administrator or Facility Services.
Al A request from neighbouring child care facilities, clubs or institutions for short
term accommodation or assistance.
A2 A request from a neighbour school's Principal.
Page 32 of 58
Emergency Procedures
2.0 Emergency Preparedness - continued
A3 A request from the Safety Specialist as part of the Municipal Emergency
Operations Group.
In the past, people have arrived at our sites before authority can be given by the
Associate Director of Learning. Support Services, or in the event of an evening
emergency, the Manager of Facility Services. Authority for public occupancy must be
granted by the appropriate Superintendent/Manager in cases A and A2 above.
Our agreement with the Municipalities/Counties ensures that the building will remain in
the control of the Thames Valley District School Board during an emergency.
(See School Accommodation Form in Electronic Forms on the Employee Portal)
Page 33 of 58
Emergency Procedures
Emergency Control Groups
City/County
Emergency Operations Control Group
Mayor/Reeve
Fire Chief
Public Works (Services)
Police Chief
Medical Officer of Health (Health Representative)
Red Cross
Social Services Representative
Transportation Representative
Director of Education or Designate
City/County
Accommodations Committee
Community & Social Services Representatives
Health Representatives
Red Cross
Salvation Army
Communications Representatives (Wireless Services)
Board of Education Representative
Thames Valley District School Board
Board Emergency Operations Control Group
Superintendent of Student Achievement
Facility Operations Manager
Transportation Manager
Communications Manager
Elementary & Secondary Schools
Emergency Control Group
Principal
Vice-Principal/Dept Head
Secretary
Custodian
Service Sites
Emergency Control Group
Site Manager
Assigned Staff
Page 34 of 58
Emergency Procedures
2.1 Receivina School Roles
If you are receiving the public in an emergency declared by the City/County, in most
cases the Red Cross will arrive ahead of evacuees to set up a receiving area. Receiving
areas should be close to the receiving door and large enough to temporarily seat
evacuees as well as provide space for the Red Cross Registration Area. If you are
receiving the public during school hours, segregation of your students and evacuees
should be maintained.
Security of Board Assets and Services will remain an issue during the emergency.
Steps should be taken to ensure that board assets are secured and telephone,
computer, and fax access is restricted.
A Receiving Team should be designated prior to receiving evacuees.
The team members should be identified by vests or colourful arm bands.
The following is a suggestion of team members and duties:
Host Principal will co-ordinate and assign team duties at the school.
• Custodian is in charge of disembarkation, parking and pick-up, segregation of the
evacuee area, security and hygiene.
• Secretary will co-ordinate/document communications.
• Teachers/Educational Assistants will be in charge of monitoring and assisting.
• Students may serve as runners.
NOTE: The Principal of the Receiving School has authority and responsibility for
all staff and students who are on siteAf the Principal of the Receiving School
is absent, the Vice -Principal of the Receiving School assumes this
authority.
The Principal of the Evacuating School will assume this authority only if the
above two are not available.
(See Request for Shelter Form in the Employee Portal on Electronic
Forms)
Page 35 of 58
Emergency Procedures
2.1 Receivina School Roles - continued
2.1.1 Receiving School Preparation Considerations:
As a Receiving School you may have to consider the following, dependent on the
duration of the emergency.
A plan for Parking and Transportation.
Control and segregation of Regular Students.
Communication: Schools have historically been used by communities in
emergency situations. After a train derailment in Mississauga schools
received extremely high telephone bills because evacuees, accommodated in
the schools had contacted friends and family using school telephones. School
telephones also became very busy with incoming calls making contact with
the Board Offices and support personnel virtually impossible.
• Segregated washroom facilities and sanitary conditions.
• Nursery care of infants and toddlers.
• Kitchen Facilities: The Red Cross will generally set up refreshments in
evacuee area but may require some kitchen facilities for water, cleaning,
bottle warming, etc.
• First Aid Facilities: Dependent on the nature of the emergency, evacuees may
be injured, in shock, or have a condition which requires a first aid facility.
• The Press may have to be accommodated at the site. The movements of the
press are to be co-ordinated by the Principal of the Receiving School with due
consideration to the privacy of evacuees and the student population.
• Handicapped care and facilities, as well as safety for the medically fragile.
• Details of all communications and matters that arise during the.entire time the
school is being used for evacuation need to be logged and records
maintained.
• Security becomes an issue when unsupervised public is received. The
security of the building and the rooms within that building need to be
monitored. The Principal and Custodian should discuss the building security
with regard to fire safety as well as personal safety.
Page 36 of 58
Emergency Procedures
2.1 Receiving School Roles - continued
2.1.2 Receivina School Kits
In your preparation phase it is suggested that a Receiving School Kit be
developed. This kit will include information and resources for your school's EOC
members, Staff, and those individuals that are being evacuated to your school.
An Emergency Receiving Kit should include:
Item
Distribution
Your school's Receiving Plan
EOC Members
Individual Participant Kit, i.e. directions, roles and function in
EOC Members
the event of an emergency
Instructions for special requirements, i.e. receiving the
EOC Members
handicapped, medically fragile, animals
Instructions for infant/day care requirements
Evacuated Persons
Copies of small scale drawings indicating reception routes,
Evacuated Persons
entrances, reception areas and washrooms designated for
evacuees
Copies of small scale drawings indicating fire routes and exits
Evacuated Persons
Copies of small scale drawings indicating shut offs for
EOC Members
gas/ventilation, i.e. air/heat handling systems
Copies of small scale drawings indicating emergency facilities,
EOC Members and Evacuated
i.e. first aid room, kits, stretcher, etc.
Representative
List of staff names and functions
EOC Members
Receiving staff identification, i.e. vests, signs, etc.
EOC Members
Copies of a preparation check list
EOC Members
Supply of paper, pencils and erasers
EOC members
Rules of receiving school, i.e. smoking, designated areas,
Evacuated persons
interaction with students, etc.
(See Receiving School EOC Form and Receiving School Log available in Electronic
Forms on the Employee Portal)
Page 37 of 58
Emergency Procedures
2.2 Emerqencv Evacuatinq Plan
The nature of the emergency will dictate the extent of your response and the number of
people you will require on your Response Team.
If your school is being evacuated because of a mechanical problem within the school
which does not directly affect the surrounding community, arrangements for transportation
and accommodation can be arranged quickly and efficiently with Board transportation
personnel and the Principal of a Receiving School. As more areas are affected the more
complicated the procedure becomes. As families become separated transportation is
more in demand and your staff and students become more concerned with the safety of
their own family.
Your prime concern when evacuating a school is the safety and security of students. If
you are evacuating a school in an emergency which threatens large portions of the
community you will have two added pressures.
• Parents will attempt to pick up their children, impeding your evacuation by
clogging transportation routes.
Your staff will become concerned for the safety of their families. Planners have
discussed abandonment in several recent Canadian emergencies and have
found that it is not likely to occur when persons involved are kept informed and
updated on community activities.
When contacting a Receiving School to prepare for your arrival, you will be asked for
details on the nature and extent of your emergency.
It is imperative that the public be kept informed of the steps which will be taken to ensure
the safety of the children. Once the decision has been made to evacuate a school a
telephone call is to be placed to the Superintendent of Student Achievement. This line will
not be closed and will be monitored until the last person, the Principal, leaves the school.
You will need an emergency response team to ensure the safety of staff and students
during your evacuation. We suggest your Custodian and Secretary be part of this team.
NOTE: When considering evacuation of your school to another site the first
consideration is to be another Thames Valley District School Board
Facility. If this is not possible Emergency Evacuation Agreements will need
to be signed between the Director of the Thames Valley District School
Board and the equivalent position for the organization to which you are
evacuating to.
(See Request for Shelter Forms in Electronic Forms on the Employee Portal)
Page 38 of 58
Emergency Procedures
2.2 Emeraency Evacuatina Plan - continued
2.2.1 Emeraencv Evacuation Plan Considerations:
As you plan for any potential evacuation of your school you may have to consider
the following, dependent on the urgency of the emergency:
2.2.2 Transportation Arrangements:
The pick-up and drop-off areas for all staff and students with special
consideration for those with special needs. It may be necessary to load some
special needs students into vehicles by physically lifting them. Be advised, that
depending on the nature of the emergency of the evacuation, some parents
and/or guardians may try to pick up students. If this is allowed to occur it must be
documented who picked up the student, the name of the student, and the time
which the student was picked up.
2.2.3 Classroom Evacuation:
If time permits students should be evacuated one classroom at a time to the
waiting transportation. This will allow for proper supervision, orderly departure,
and will also allow for proper attendance counts.
2.2.4 Student Attendance Sheets:
The most recent attendance sheets and records must be taken for accurate head
counts. Do not forget to take records for any students that may have been
dropped off after opening attendance or any student that has left early. Extra
blank copies will help keep attendance tracking after you arrive at the receiving
location.
2.2.5 Other Attendance:
Do not forget to take into account the whereabouts of staff and volunteers.
Medications, dispensing logs, and instructions must accompany any
evacuated students and continue to be taken under the protocols laid out in the
Thames Valley District School Board's Policy. Do not forget to take extra blank
logs for each student in the event of an extended evacuation.
The Building must be secured and properly shut down.
2.2.6 Door and Phone Notice:
A notice should be posted on the school door to inform parents of the evacuation
site and the pick-up procedure. If the school is equipped with an automated
message the message should be changed as well.
Page 39 of 58
Emergency Procedures
2.2 Emeraency Evacuatina Plan - continued
2.2.7 Co -Ordination with Board Office:
Ongoing contact must be made with the Education Centre in order to maintain
communications with the public and to plan for additional measures that may be
needed.
2.2.8 Documentation:
Details of all communications and matters that arise during the entire time of the
evacuation need to be logged and records maintained.
(See Evacuation School Form and Evacuating School Log in Electronic
Forms on the Employee Portal)
2.2.9 Basic Evacuation Kit:
In the final planning stages of your school's Emergency Evacuation Plan a basic
evacuation kit should be prepared for quick removal and reference.
This kit should include, but is not limited to:
• Your school's evacuation plan including emergency roles and duties;
• Instructions for special requirements, i.e. wheelchairs, special needs (physical
& medical);
• Medications log and extra blank forms;
• Copies of small scale school drawings indicating evacuation routes, exits and
pick- up points;
• List of staff names and responsibilities;
• Listing of telephone numbers:
■ Board Office
■ Students
■ Staff
• Copy of attendance form and blank forms;
• Supply of paper and pencils.
2.3 Incidents of Violence
Refer to Thames Valley District School Board's Safe Schools Policy, Procedure, and
Protocols.
Page 40 of 58
Emergency Procedures
2.4 Industrial Emeraencies
2.4.1 Dangerous Chemicals:
Industrial or transportation accidents may result in the release of hazardous fumes
or an explosion. Police and fire personnel, along with some municipal workers, are
trained to deal with the various dangerous goods which may be spilled. Report any
such incidents to them immediately. Stay away from the spill and be prepared to
evacuate immediately. If there is an accident of this sort in your area tune to a local
radio or television station for information or instruction. Do not use the telephone
unless it is imperative. If it is necessary to evacuate quickly notification will be
given to the affected area by police siren, loud hailers or by emergency workers
going from door to door.
(See Place and Shelter Form in Electronic Forms on the Employee Portal)
2.4.2 Vehicular Chemical Spills:
This procedure is to be followed when there is a chemical spill or traffic mishap
involving vehicles carrying toxic chemical (within 100 yards of a school).
Overview
When a vehicle carrying chemicals is involved in a traffic mishap, there are two
areas of concern:
• If the product is flammable, a spark may ignite the load resulting in an explosion
which in some instances may travel several hundred yards.
• Escaping chemical fumes may travel upwind or lodge themselves (if heavier
than air) in low lying areas, posing serious inhalation problems.
It is difficult to provide a policy which will cover all situations due to the variety of
chemical characteristics. The following procedure is general in nature and is to be
used when Fire Protection and Police authorities are not available for guidance.
Procedure
a. Move all students from classrooms below ground level to higher level
classrooms.
b. Shut down the ventilation system intakes and exhausts.
Page 41 of 58
Emergency Procedures
2.4 Industrial Emeraencies - continued
2.4.2 Vehicular Chemical Spills:- continued
Procedure - continued
c. Telephone 911 (9-911) to ensure the incident has been reported to authorities.
Ask the nature of the hazard. You will, in all likelihood, be put onto the fire
department for this information:
• if the mishap is in close proximity to the school;
• if there is any noticeable leakage of gas/fumes;
• if the load is placarded as being flammable.
d. Remove the staff and students to higher ground 3 - 4 blocks away from the
mishap, traveling upwind and not traveling in low ground areas. Ensure your
evacuation does not congest traffic lanes or emergency vehicle access to the
site.
3.0 Fire Safety Plan
This document has been prepared to incorporate all the necessary information and
documentation to assist all facilities within the Thames Valley District School
Board in preparation or response to Fire Safety.
This document is required by the Ontario Fire Code and is to be kept readily
available on the site by the Principal/Building Manager and made available to Fire
Officials on request or in case of an emergency.
A written, tested and approved Fire Safety Plan helps to ensure the effective utilization of
Life safety features in a building. The required Fire Safety Plan should be designed to suit
the resources of each individual building or school.
Fire Safety Plans are intended to help the Principal / Building Manager with the essentials
for the safety of all occupants, to ensure an orderly evacuation in case of an emergency
and to provide a maximum degree of flexibility to achieve the necessary fire safety for the
building. A school or facilities Fire Safety Plan must be submitted to the local fire
department for approval and fire department use.
The Fire Code, Ontario Regulation is a provincial regulation made under the authority of
the Fire Marshals Act. R.S.O., 1997. This Code requires the owner of a building to be
responsible for carrying out the provisions of the Fire Code and defines "owner" as any
person, firm, or corporation having control over any portion of the building or property
under consideration and includes the persons in the building or property. Consequently
the owner may be anyone or a combination of parties, including the principal, facility
managers or tenants who have been charged with, or assumed the responsibility for, a
building or portion of a building.
NOTE: The Building and Occupant Information section must accompany this
Fire Safety Plan to comply with the Fire Code
Page 42 of 58
Emergency Procedures
3.1 Instructions To Occupants On Fire Procedures
In case of fire, Staff WILL:
• Sound the alarm;
• Ensure the safe evacuation of students;
• Close all windows and doors as you leave the area;
• Use exit stairwells to leave the building immediately;
• Gather in a prearranged area away from the building;
• Take a role call to ensure all students and staff have been evacuated.
DO NOT USE ELEVATORS
All occupants must be able to quickly and safely leave any area in which they are
threatened by fire. The most desirable solution for physically challenged is to be able to
evacuate the building without assistance.
Occupants requiring evacuation assistance may be temporarily held in defined refuge
areas. The refuge areas must be identified in your Fire Safety Plan and evacuation
methods clearly articulated to individuals providing assistance. During a fire drill or
alarm, these individuals should be removed to the staging area. In the case of a partial
evacuation of a school, these individuals should also be moved to the staging area.
Form 3.4 Approved Areas of Refuge (available in Electronic forms on the Employee
Portal):
a. Designates approved areas of refuge for each student and must be included in the
Fire Safety Plan.
b. Identifies the areas of refuge within the school that have been approved and signed
off by the Principal and the Fire Inspector, or their designate.
DO NOT RETURN TO THE BUILDING UNTIL IT IS DECLARED SAFE TO DO SO BY
A FIRE OFFICIAL
If you are in an internal room and a fire alarm is heard:
1. Before opening the door, feel the door and the door knob for heat. If it is not hot,
brace yourself against the door and open slightly. If you feel air pressure or hot draft,
close the door quickly.
2. If you find no fire or smoke in the corridor, close the door behind you and leave by
the nearest exit stairwell.
3. If you encounter smoke in the corridor or stairwell consider taking a corridor to the
other side of the building where another stairwell may be clear.
Page 43 of 58
Emergency Procedures
3.1 Instructions To Occupants On Fire Procedures, - continued
4. If you cannot leave your room or have returned to it because of fire or heavy smoke,
remain in your room and:
• close the door;
• ensure the door is unlocked for possible entry of fire fighters;
• telephone emergency number (911 or 9-911) telling the fire department
where you are. If there is no phone, use the intercom or shouting to attract
attention;
• seal all cracks where smoke can get in by using wet articles to seal door
cracks, ventilation grills;
• crouch low to the floor if smoke enters the room;
• move to the most protected room or area of the room and partially open the
window if any for air; close the window if smoke comes in;
• wait to be rescued, remain calm do not panic; and
• listen for instructions or information that may be given by authorized
personnel over a loudspeaker.
3.2 Fire Extinauishment/Control/Confinement
If a small fire cannot be extinguished with the use of one portable fire extinguisher, or
the smoke presents a hazard to the room occupants, the room should be evacuated
and the door to the area closed to confine and contain the fire. Leave the fire area,
ensure the fire department has been notified and evacuate the building.
In the event a small fire is determined to be extinguishable, make sure the following
steps are taken in sequence:
1. Activate the fire alarm system.
2. Call 911 "(9-911)", even if auto signaling provisions to an alarm company or facility
services are in place.
3. Attempt to extinguish the fire while keeping yourself between the fire and the nearest
exit door.
3.3 Fire Hazards
To avoid fire hazards in the building, staff and students are advised.-
1.
dvised.
1. Not to put burning or hot materials or ashes into garbage containers.
2. Do not dispose of flammable liquids, oily rags or aerosol cans in classroom/office
containers. The Custodian can advise of appropriate disposal for these items.
Page 44 of 58
Emergency Procedures
3.3 Fire Hazards - continued
3. Avoid unsafe practices when using heat or flame, never leave an open flame or
heating source unattended.
4. When working with heat or flame, ensure loose and dangling clothing is contained
and surrounding area is clear of combustibles.
5. Do not store combustibles, including recycling materials in stairwells or hallways.
6. Do not store or stage materials at exits (i.e., doorways).
7. Halls are not work or storage areas and must be kept clear at all times.
8. Do not hang items from the ceilings.
9. Limit the combustible coverage of walls to under 20% of the total wall space.
Building occupants are advised to:
1. Know where the alarm pull stations and the exits are located.
2. Know the procedure for calling the fire department.
3. Know the correct building address.
4. Ensure you are familiar with the procedure for evacuating students, including
students who require assistance to evacuate the building.
5. Know your prearranged evacuation spot.
3.4 Fire Alarms
Where school buildings are occupied by students in instructional programs supervised by
a school Principal or designate, the school Principal or designate should telephone the
Fire Department immediately in case of fire or fire alarm.
All alarms are to be treated as real. False alarms must be investigated and verified by the
Principal/custodian or designate, before a return to the building is announced, or the
alarm is discontinued.
When buildings are in use by other groups and the Principal is not on duty, it will be the
responsibility of the Principal's designate to carry out the foregoing procedure.
Page 45 of 58
Emergency Procedures
3.4 Fire Alarms - continued
If fire is detected, the following procedures must be followed:
1. Ensure that the fire alarm has been activated.
2. Notify the fire department and Facility Services of the emergency.
3. Bring the elevator to the ground floor and lock it.
4. Supervise the evacuation of building occupants. Emergency voice communication
systems should be used where available.
5. Upon the arrival of the fire department, inform the fire officer regarding conditions in
the building and coordinate the efforts of supervisory staff with those of the fire
department.
6. Have a copy of the Boards Emergency Procedures/Fire Safety Plan and provide
access and vital information to fire fighters (i.e. master keys for rooms, elevators,
etc.).
7. Provide a list of locations of disabled persons to fire fighters.
8. Ensure the alarm system is not silenced until the fire department has responded and
the cause of the fire has been investigated.
3.5 Supervisory Staff Duties
At all times, the Supervisory Staff identified in the Fire Plan or other persons so assigned
are responsible for the following:
1. Ensuring that the doors to stairways are kept closed at all times.
2. Ensure that stairways, landings, hallways, passageways, and exits, inside and
outside, are clear of any obstructions at all times.
3. Ensure that combustible materials are not accumulated in any part of a stairway, fire
escape or other means of egress, or near elevator and ventilation shafts.
4. Ensure that combustible waste materials do not accumulate in locations that may
constitute a fire hazard.
5. Promptly remove all combustible waste from the building.
6. Keep access roadways, fire routes, fire hydrants, and standpipe connections clear
and accessible for fire department use.
Page 46 of 58
Emergency Procedures
3.5 Supervisory Staff Duties - continued
7. Have a working knowledge of the fire alarm system and how it is reset.
8. Maintain the fire alarm system and other fire protection equipment in good operating
condition at all times.
9. In case of any shutdown of the fire protection system, notify the fire department and
designate a staff member to patrol the hallways once every hour.
10. Arrange for an alternate person to be responsible for your duties in the event of your
absence.
11. Conduct and log fire drills (available in Electronic Forms on the Employee Portal).
12. Update the Boards Emergency Procedures/Fire Safety Plan every September and
as necessary.
13. Ensure persons using the building after hours are informed of the buildings fire
procedures and emergency signaling.
14. Clearly identify a secondary fire evacuation route from each room in the building and
post an approved evacuation sign.
The Principal/Building Manager has many responsibilities related to fire safety and
must ensure that the following measures are incorporated in the Fire Safety Plan:
1. Establish emergency procedures.
2. Appoint and organize supervisory staff to carry out fire safety duties.
3. Instruct supervisory staff and other occupants to ensure they are aware of their fire
safety responsibilities.
4. Conduct and log fire drills.
5. Controlling of fire hazards in the building.
6. Maintain the building facilities to ensure the safety of occupants.
7. Provide for a fire watch during a shutdown of fire protection equipment.
8. Ensure that checks, inspections, and testing, as required by the Fire Code, are
completed on schedule and that records are retained.
Page 47 of 58
Emergency Procedures
3.5 Sut)ervisory Staff Duties - continued
1. Notify the Chief Fire Official regarding any changes in the Fire Safety Plan.
2. Be in complete charge of the approved Fire Safety Plan. and the specific
responsibilities of the personnel.
3. Designate and train sufficient staff to ensure the success of the Fire Safety Plan.
4. Educate and train all building personnel and occupants in the use of the existing fire
equipment, and in the actions to be taken under the approved Fire Safety Plan.
5. Survey the building to determine the number of exits available from each floor area.
6. Where floor layouts are complex, prepare and post on each floor area a schematic
diagram indicating the primary and secondary exits to be used in case of an
evacuation.
7. Ensure that the schematics' diagrams include the items outlined in Section 4.1.
3.6 Fire Drills
The purpose of a fire drill is to ensure that the occupants of a building are totally familiar
with emergency evacuation procedures, resulting in orderly evacuation with efficient use
of the exits. Participation in the drill is mandatory for all building occupants, including any
visitors or volunteers in the building at the time of the drill.
Ideally, fire drills should begin with practices on each floor or area. A voice
communication system should be used where available.
Advance notice to staff of a drill date and time is recommended.
In order to avoid unnecessary response by the Fire Department, the Principal or
designate is required to notify the monitoring service or appropriate Fire Department at
least 15 minutes prior to a drill. At the conclusion of the drill, the Principal or designate will
ensure that all fire systems and monitors are enabled.
Records of the drill will include date, time, evacuation times (i.e., total evacuation - 2
minutes), problems and notations. Following the fire drill, a debriefing meeting of the
Supervisory Staff is to occur with the details of the meeting noted on the log. Principals
may choose to debrief students following the drill.
Fire drill logs must be retained and accessible for the current and the previous school
year (available in Electronic Forms on the 'Employee Portal).
Page 48 of 58
Emergency Procedures
3.6 Fire Drills - continued
3.6.1 Freciuencv of Fire Drills
Total Evacuation School Fire Drills:
must be held three times in the fall term and three times in the spring term,
for a total of six times in a school year.
Daycare Centre Fire Drills:
• shall be held monthly.
Non -School TVDSB Facilities Fire Drills:
• must be held annually.
3.6.2 Loci of Fire Drills
Total evacuation school fire drills must be held three times in the fall term and
three times in the spring term for a total of six times in a school year. A log must
be completed following each fire drill and each log is to be retained for three
years (available in Electronic Forms on the Employee Portal). "Log of Fire Drills"
3.7 Maintenance Procedures for Fire Protection Systems
The Fire Code contains a listing of the frequency for inspection of fire protection
equipment and systems. It is also stated in the Fire Code that records of all tests and
corrective measures are retained at the building for a period of two years after they have
been performed or after they have expired.
Following are lists of tests required under the fire code so that you may ensure that
appropriate documentation is maintained on site.
Definitions for key words
Check b Visual observation, to ensure the device or system is in place and
is not obviously damaged or obstructed.
Inspect b Physical examination, to determine that the device or system will
perform in accordance with its intended operation or function.
Test b Operation of the device or system to ensure that it will perform in
accordance with its intended operation or function.
Page 49 of 58
Emergency Procedures
3.7 Maintenance Procedures for Fire Protection Systems - continued
Portable Fire Extinguishers
Reference should be made to the Fire Code, Section 6 for exact details
Check/Inspect/Test
Frequency
PM Code
Responsibility
Inspect all portable fire extinguishers
Monthly
D4030.1
Custodian
Portable fire extinguishers subject to
Annually
D4030.1
Contractor
maintenance
Hydrostatically test carbon dioxide and water
Every 5 Yrs
D4090.2
Contractor
type extinguisher
D4030.1
Hydrostatically test dry chemical and
Every 12 Yrs
D4030.11
Contractor
vaporizing liquid type extinguishers
Recharge extinguishers after use or as
As required
D4030.1
Contractor
indicated by inspection or maintenance
D4030.11
D4090.2
Emergency Power Systems
Check/Inspect/Test Frequency
Check all components of the system, operate Monthly
the generator setting it at least 50% of its
rated load for 30 minutes
Emergency Lighting -Batter Packs: Test unit
operation, run for 30 minutes, check lights
operating, verify the following day and log
Check air filters on emergency generators
Vacuum unit
Inspect and service generator and generator
set
Check torque heads and valve adjustments
for engines
Check installation of generator windings
Monthly
PM Code Responsibility
D5090.2 Custodian
D5090.21
D5090.2 Custodian
Every 6 D5090.2 Custodian
months
Annually D5090.2 Custodian
Annually D5090.2 Contractor
Every 2 Years D5090.2 Contractor
Every 5 Years D5090.2 Contractor
Page 50 of 58
Emergency Procedures
3.7 Maintenance Procedures for Fire Protection Systems - continued
Fire Alarm Systems
Check/Inspect/Test Frequency
Check fire alarm A/C power lamp and trouble Daily
light
Rotationally check pull stations, activate Monthly
monitoring alarm check for signal to control
facility, check for all activation of safety
equipment.
Check all fire alarm components including Monthly
standby power batteries
Test fire alarm system, including central Monthly
alarm monitor.
Verify fire alarm system by certified fire alarm Annually
contractor acceptable to the Fire Marshal
PM Code Responsibility
El 090.0 Custodian
D5030.11 Custodian
D5030.11 Custodian
D5030.11 Custodian
D5030.11 Contractor
Service Equipment, Ducting, Chimneys
Check/Inspect/Test Frequency PM Code Responsibility
Check range hoods, filters and ducts subject Weekly D4090.4 Custodian
to accumulations of combustible deposits and
clean as necessary
Check fire suppression system is operational
Monthly
D4090.4
Custodian
Inspect chimneys, flues and fluepipes and
Annually
B3020.21
Maintenance
clean as necessary
Inspect disconnect switch for mechanical air
Annually
D3050.4
Maintenance
conditioning and ventilation
D3040.11
D3050.51
Inspect controls for air handling systems used
Annually
D3040.11
Maintenance
for venting
Clean and inspect range hood in cafeteria
Bi -Annually
D4090.4
Contractor
equipment
Page 51 of 58
Emergency Procedures
3.7 Maintenance Procedures for Fire Protection Systems - continued
Standpipe and Hose Systems
Check/Inspect/Test
Frequency
Inspect general condition of hose
Weekly
Inspect hose cabinets to ensure hose position
Monthly
and that equipment is in place and operable
Inspect hose valves to ensure tightness and
Annually
to ensure no water leakage
Remove and repack hose and replace worn
Annually
gaskets
Remove plugs or caps on fire department
Annually
connections and inspect for wear, rust or
obstructions
PM Code
Responsibility
D4020.1
Custodian
D4020.1
Custodian
D4020.1 Contractor
D4020.1 Contractor
D4020.1 Contractor
Hydrostatically test standpipe systems piping Every 5 Years D4020.2 Contractor
which normally remains dry
Inspect all fire hydrants and fire hydrant water Annually D4020.1 Contractor
flow
Means of Egress
Check/Inspect/Test Frequency PM Code Responsibility
Check all doors in fire separations to ensure As Required Custodian
they are closed
Maintain exit signs and exit lights to ensure
they are clear, legible and illuminated
Maintain corridors free of obstructions
As Required
As Required
Custodian
Custodian
Page 52 of 58
Emergency Procedures
3.7 Maintenance Procedures for Fire Protection Systems - continued
Sprinkler Systems
Check/Inspect/Test Frequency PM Code Responsibility
Check that unsupervised sprinkler system Weekly D4010.1 Custodian
control valves are open.
Check that the air pressure on dry pipe
Weekly
D4010.2
Custodian
systems is being maintained.
Test sprinkler alarms using alarm test
Monthly
D4010.1
Custodian
connection.
D4010.2
Test sprinkler supervisory transmitters and
Monthly
D4010.1
Custodian
water flow devices.
Test gate valve supervisory switches and
Monthly
D4010.1
Custodian
other sprinkler/fire protection system devices.
Check exposed sprinkler system pipe
Annually
D4010.1
Contractor
hangers.
Check all sprinkler heads.
Annually
D4010.1
Contractor
Inspect dry pipe valve priming level.
Annually
D4010.2
Contractor
Remove plugs of caps on fire department
Annually
D4010.1
Contractor
connections and inspect for wear, rust or
D4010.2
obstructions.
Test water flow on wet sprinkler systems
Annually
D4010.1
Contractor
using most remote test connection.
Trip test dry pipe trip system.
Annually
D4010.2
Contractor
Test flow of water supply using main drain.
Annually
D4010.1
Contractor
Check dry pipe valve rooms or enclosures
Weekly
D4010.2
Custodian
during freezing weather.
(Nov -Apr)
Fire Department Access
Check/Inspect/Test Frequency
Ensure streets, yards and private roadways As Required
provided for fire department access are kept
clear.
PM Code Responsibility
Custodian
Page 53 of 58
Emergency Procedures
3.8 Alternative Measures For Occupant Fire Safetv
In the event of any shutdown of the fire protection equipment and systems or part thereof,
the fire department will be notified and instructions will be posted as to alternate
provisions or actions to be taken in case of an emergency. These provisions and actions
must be acceptable to the Chief Fire Official.
3.8.1 Fire Alarm Shutdown
In the event of a shutdown of the fire alarm system, the fire department will be
notified and a notice will be posted on all floors. The notice will explain the extent
and the duration of the shutdown. Notices will also be posted when the system is
reactivated.
Building Occupants will be instructed to advise the fire department immediately via
911 (9-911) of any fire situation and to warn other occupants of the fire verbally.
3.8.2 Sprinkler or Standpipe Shutdown
In the event of a shutdown in sprinkler or standpipe systems, the fire department
will be notified immediately. They must be informed of the extent and expected
duration of the shutdown. They must also be informed immediately upon
reactivation of the system.
NOTE: All shutdowns will be limited in duration and area. During the
shutdown of fire protection equipment the Principal/Building
Manager will provide personnel to patrol all unprotected areas every
hour until such time as the system is again operational.
3.9 Fire Protection Measures
The following are descriptions of some of the fire protection measures and equipment
which may be in your building:
3.9.1 Fire Alarm Svstems
The purpose of a fire alarm system is to alert all the occupants of a building that a
fire exists, so that such occupants may put into practice the measures required by
the Fire Safety Plan.
All fire alarm systems shall be maintained in full operational condition.
A single stage system sounds a general alarm throughout the entire building.
A fire alarm may be activated by a manual pull station, by a heat detector, smoke
detector, or a sprinkler head.
Page 54 of 58
Emergency Procedures
3.9 Fire Protection Measures - continued
3.9.2 Exits
An exit is that part of a means of egress that leads from the floor area it serves to a
public thoroughfare or to an approved open space. Walls, floors, doors, or other
means of egress provide a protected path necessary for occupants to proceed with
reasonable safety to a place of refuge. Vertical shafts accessed from above or
below grade are protected from the remainder of the building provided the doors
leading to the shaft are kept closed.
3.9.3 Fire Department Access
Fire department access allows fire fighters and their equipment to gain access to
the building. Vehicles parked in a fire route, excessive vegetation, snow and other
forms of obstructions to access routes, fire hydrants, and fire department
connections are not permitted by the Fire Code. Maintaining fire department
access is an ongoing matter. In addition, access into a building require
consideration (i.e. With a key box, through preplanning, etc.).
3.9.4 Portable Extinguishers
Portable extinguishers are intended as a first response to cope with fires of limited
size. The most common types of fire are:
1. Wood/paper
2. Flammable liquids
3. Electrical
Portable extinguishers are rated for the corresponding classes of fire.
3.9.5 Standpipe and Hose Svstems
A standpipe system is an arrangement of piping, valves and hose outlets
installed in a building or structure in such a manner that water can be
discharged through a hose and nozzle for extinguishment of fire. The system is
connected to a water supply which permits an adequate supply of water to the
hose outlets.
3.9.6 Automatic Sprinkler Svstems
An automatic sprinkler system is a series of underground and overhead piping
designed in accordance with fire protection engineering standards. The system
is connected to a water supply such as a storage tank or municipal water
supply. The system is usually activated by heat from a fire and discharges
water over the fire area.
Page 55 of 58
Emergency Procedures
3.9 Fire Protection Measures - continued
3.9.7 Water Supply - Rural Settings
The total water supplies required for fire -fighting purposes may be supplied
from various sources such as a municipal water supply or storage tanks
(elevated or underground), lakes, rivers, wells, swimming pools, or a
combination of sources. Water supplies must be accessible to fire -fighting
equipment and be within practical distances.
3.9.8 Fire Pumps
Fire pumps are used to ensure that the water required for fire -fighting and
automatic sprinklers, standpipes, and hose systems are available.
3.9.9 Emergencv Lightinq
Emergency lighting ensures that exits, corridors, and common routes to exits
are illuminated in the event of power loss.
3.9.10 Elevators
All elevators should be returned to and kept locked at street level in fire
emergency situations.
4.0 BUILDING AND OCCUPANT INFORMATION
4.1 Schematic Diaarams
The following list of equipment or facilities must be shown on your schematics:
• Fire Alarm Panels
• Fire Alarm Annunciator Panels
• Emergency Voice Communications Centre
• Sprinkler Shut -Off Valves
• Fire Pumps
• Fire Department Siamese Connections
• Emergency Power Sources
• Boiler Rooms
• Electrical Rooms
• Compactor Room (garbage room)
• All Exits
• List all other major Fire Protection Equipment, if any (standpipe/gas shut-off
valve)
• Location of Occupants Requiring Assistance
• Hazardous Materials & Chemical Storage Including Gas Manifold Rooms
• Storage Tanks
• Outdoor Flammable Storage
• Handicapped Refuge Areas
NOTE: Schematic diagrams of the basement, main level, and a typical floor
must be included in the Fire Safety Plan.
Page 56 of 58
Emergency Procedures
4.0 BUILDING AND OCCUPANT INFORMATION - continued
4.2 Audit of Human Resources
An audit form is to be completed identifying the persons having responsibilities
regarding evacuation in fire or emergency situations and retained in the school's
Emergency Preparedness and Fire Safety Plan manual. This form is available in
Electronic Forms on the Employee Portal.
4.3 Receiving School EOC Personnel
An audit form is to be completed identifying the persons at the receiving school having
responsibilities regarding evacuation in fire or emergency situations and retained in the
school's Emergency Preparedness and Fire Safety Plan manual. This form is available in
Electronic Forms on the Employee Portal.
4.4 Students Who May Require Assistance in the Event of a Fire or Emergency
An audit of all students who may require assistance in the event of a fire or emergency
is to be completed and retained in the school's Emergency Preparedness and Fire
Safety Plan manual. This form is available in Electronic Forms on the Employee Portal.
All occupants must be able to quickly and safely leave any area in which they are
threatened by fire. The most desirable solution for physically challenged is to be able to
evacuate the building without assistance.
Occupants requiring evacuation assistance may be temporarily held in defined refuge
areas. The refuge areas must be identified in your Fire Safety Plan and evacuation
methods clearly articulated to individuals providing assistance.
4.5 Approved Areas of Refuge
Areas of refuge must be approved in consultation with the Fire Department with the
limitations as noted. A schematic for each location is to be attached. The Approved
Areas of Refuge form is available in Electronic Forms on the Employee Portal. This form
is to be completed and retained in the school's Emergency Preparedness and Fire
Safety Plan manual.
4.6 Audit of Building Resources
An audit of building resources is to be completed and retained in the school's
Emergency Preparedness and Fire Safety Plan manual. The form is available in
Electronic Forms on the Employee Portal.
Page 57 of 58
Emergency Procedures
4.0 BUILDING AND OCCUPANT INFORMATION - continued
4.7 Emergency Use of Board Facilities/Accommodation Form
In the event of a major emergency or evacuation where the facilities of the school might
be needed for housing evacuees, the Principal shall have on hand in printed form
information about the school's facilities. The Emergency Use of Board
Facilities/Accommodation form is available in Electronic Forms on the Employee Portal.
This form is to be completed and retained in the school's Emergency Preparedness and
Fire Safety Plan manual.
4.8 Disaster Probability By Group
Probability of disaster based on type of disaster is to be indicated on the form, Disaster
Probability by Group, which is available in Electronic Forms in the Employee Portal.
This form provides likely, possible or unlikely classifications for three classifications:
• environmental and natural events;
• technological and industrial events;
• human and political events.
This form is to be completed and retained in the school's Emergency Preparedness and
Fire Safety Plan manual.
5.0 FORMS
The following forms must be completed and retained at your location and within your
Fire Safety Plan. All forms can be accessed through the Employee Portal under
Electronic Forms.
• Approved Areas of Refuge (article 3.4, 4.5)
• Audit of Building Resources (article 4.6)
• Audit of Human Resources (article 4.2)
• Disaster Probability by Group (article 4.8)
• Emergency Preparedness Plan and Fire Safety Plan
• Emergency Use of Board Facilities / Accommodation Form (article 4.7)
• Evacuating School Log (article 2.2.8)
• Evacuation School Form (2.2.8)
• Individual Medical Emergency Plan
• Log of Fire Drills (article 3.5, 3.68.2)
• Place and Shelter Form (article 2.4.1)
• Receiving School EOC Personnel (article 2.1.2, 4.3)
• Receiving School Log (article 2.1, 2.2)
• Request for Shelter Form (Article 2.1, 2.2)
• School Accommodation Form (2.0)
• Students Who May Require Assistance in the Event of a Fire or Emergency
(article 4.4)
Page 58 of 58
REPORT OF THE CHAIR'S COMMITTEE
MEMBERS
2016 June 28
2:05 p.m. — 3:00 p.m.
ADMINISTRATION AND OTHERS
G. Hart (+2:08) B. McKinnon (Chair) L. Elliott B. Williams
A. Morell M. Reid (by phone,+2:20;in-person,+2:28)
R. Tisdale A. Webster (by phone, +2:28,-2:55)
1. APPROVAL OF AGENDA
The agenda was approved by motion.
2. CONFLICTS OF INTEREST — none declared
3. IN CAMERA
On motion, the committee moved in camera at 2:05 p.m. to discuss legal and personal matters
reconvening in public session at 3:00 p.m.
4. DATE AND TIME OF NEXT MEETING
The next Chair's Committee Meetings was confirmed for 2016 August 30, 3 p.m.
5. ADJOURNMENT
The meeting adjourned at 3:00 p.m. by motion.
RECOMMENDATIONS: None
BILL MCKINNON
Chairperson
14.b
14.c
REPORT OF THE CHAIR'S COMMITTEE
MEMBERS
2016 August 30
3:05 p.m. — 5:05 p.m.
ADMINISTRATION AND OTHERS
B. McKinnon (Chair) A. Morell L. Elliott B. Williams
M. Reid R. Tisdale
Regrets: G. Hart
1. APPROVAL OF AGENDA
The agenda, as amended, was approved by motion.
2. CONFLICTS OF INTEREST — none declared
3. ADVISORY COMMITTEE AGENDA REVIEW AND APPROVAL
The agendas for the 2016 September 6 meeting of the Program and School Services Advisory
Committee and the 2016 September 13 meeting of the Planning and Priorities Advisory Committee
were reviewed and amended. A Committee of the Whole In Camera meeting was called for 2016
September 13 at 6 p.m.
4. CORRESPONDENCE
A letter sent to Chair B. McKinnon from the Ministry of Education acknowledging receipt of
correspondence concerning motions passed by the Thames Valley DSB Board of Trustees regarding
adding coding to the elementary Ontario curriculum was received. It was determined a copy of the
letter be included on the 2016 September 27 Board meeting agenda under Correspondence.
In relation to the above item, copies of letters sent to the Ministry supporting the motions passed by
the Board also were received from the Waterloo Region DSB, the Peel DSB, and the Bluewater DSB.
It was determined copies of the letters be included on the 2016 September 27 Board meeting agenda
under Correspondence.
A copy of a letter sent to the Ontario Federation of School Athletic Associations from the Waterloo
Region DSB concerning the OFSAA transfer policy was received. It was determined the
correspondence be forwarded to Trustees by email.
Copies of letters sent to the Minister of Education and the Minister of Children and Youth Services
from the Waterloo Region DSB regarding supports for .students with autism were received. It was
determined the letters be forwarded to the Special Education Advisory Committee (SERC) and to be
included on the 2016 September 27 Board meeting agenda under Correspondence.
A copy of a letter from Peel DSB to the Education Quality & Accountability Office (EQAO) requesting,
on Board motion, to end the practice of assigning a zero mark to exempted Syrian refugee children's
EQAO testing results was received. It was determined a copy of the letter be included on the 2016
September 27 Board meeting agenda under Correspondence.
A copy of a letter from Limestone DSB sent to the Minister of Education regarding their reduction in
special education funding under the new funding allocation model was received. It was determined
the letter be forwarded to the Special Education Advisory Committee (SEAC) and included on the
2016 September 27 Board meeting agenda under Correspondence.
5. UPCOMING EVENTS/INITIATIVES
— System Retirement Reception — September 28
— Student Trustee By -Election — October 13
— 25 Year Employee Recognition — November 7
— Pillar Innovation Awards — November 23
6. SUMMARY OF APPROVED RECOMMENDATIONS OF 2016 JUNE 21
Discussion considered the recommendations of the 2016 June 21 Board meeting and scheduling of
the reports to the Board. Director Elliott requested clarity on the motion related to moving new
programming to North Middlesex; the intent of the motion and timing of the report was discussed.
There was a suggestion the report come forward to the Board in the context of the Rethink Secondary
initiative. The process used for bringing the motions forward was discussed.
7. TRUSTEE CONFERENCE ROOM
Chair McKinnon and Director Elliott provided an update on upgrades to the trustee conference room.
8. STUDENT TRUSTEE
The process and date for the student trustee by-election was discussed; it was determined the
election be held at the 2016 October 13 Student Advisory Committee meeting with nominations due
by 2016 September 30. Communication to school principals was discussed.
9. STUDENT TRUSTEE MENTORS
The following recommendation was moved and carried:
That Trustees P. Jaffe and R. Tisdale be confirmed as the student trustee mentors for the
2016-2017 year.
10. BOARDROOM SEATING ARRANGEMENT
The Board room seating arrangement for the fall was reviewed; the new seating arrangements are to
be posted in the Trustee Conference room.
11. 2016-2017 CHAIR'S COMMITTEE MEETING
The schedule of Chair's Committee meetings for 2016-2017 was reviewed.
12. OTHER BUSINESS
a. In Camera - Personal
On motion the committee moved in camera at 4:35 p.m. to discuss personal issues reconvening
in public session at 4:42 p.m. On motion the committee moved in camera at 5:02 to discuss
personal issues reconvening in public session at 5:04 p.m.
b. Team Building: Next Steps
Discussion considered next steps to the Trustee team building session. There was general
consensus the session was a good first step noting further formal/informal team building would be
of value. It was determined all Trustees be asked for their input regarding next steps. Chair's
Committee members agreed to speak with their colleagues and report back the feedback at the
2016 September 20 Chair's meeting.
c. Goal Setting
Discussion considered the implementation of a trustee goal setting process that would identify
priorities for trustee work. It was determined discussion on this this item be referred to the 2016
September 6 Program and School Services Advisory Committee; Trustee A. Morell offered to
send information to trustees in advance of the meeting to prepare for this discussion.
13. DATE AND TIME OF NEXT MEETING
The next Chair's Committee meeting was confirmed for 2016 September 20, 12 p.m.
14. ADJOURNMENT
The meeting adjourned at 5:05 p.m. by motion.
RECOMMENDATIONS:
That Trustees P. Jaffe and R. Tisdale be confirmed as the Student Trustee mentors for the
2016-2017 year.
BILL MCKINNON
Chairperson
14.d
REPORT OF THE PROGRAM & SCHOOL SERVICES ADVISORY COMMITTEE
2016 September 6
5:58 p.m. — 8:40 p.m.
Members: Trustee J. Bennett, Trustee R. Campbell, Trustee C. Goodall, Trustee G. Hart, Trustee P.
Jaffe, Trustee A. Morell, Trustee S. Polhill, Trustee M. Reid, Trustee P. Schuyler, Trustee J. Skinner,
Student Trustee S. Suvajac, Trustee R. Tisdale, Trustee J. Todd
Regrets: Trustee B. McKinnon
Administration: L. Elliott (Director), V. Nielsen (Associate Director), L. Abell (Supervisor), K. Wilkinson
(Superintendent) (-6:20), P. McKenzie (Superintendent), S. Builder (Superintendent), V. Fernandez
(Supervisor), S. Bruyns (Learning Supervisor), S. Armstrong (Learning Supervisor), P. Skinner (Learning
Supervisor), J. Lee (Principal), E. Garber (Elementary Teacher), L. Fleet (Principal, Ealing P.S.), J.
Tudhope (Principal, Aberdeen P.S.,-6:56), M. Deman (Superintendent, -7:58), R. Culhane (Superintendent,
-7:58)
1.. APPROVAL OF AGENDA
The agenda, as amended was approved on motion.
2. CONFLICTS OF INTEREST
No conflicts of interest were declared.
3. MINUTES OF PREVIOUS MEETING
The minutes of 2016 June 7 were approved on motion.
4. BUSINESS ARISING
a. Rethink Secondary Learning Report
The Rethink Secondary Learning update is expected at the October Board meeting.
5. EKCOE CENTRAL UPDATE
K. Wilkinson provided an update regarding the mould at Ekcoe Central Public School noting a
communication plan will be used to ensure the parent community has up-to-date information.
In response to a question it was advised that students are expected to be in school on Thursday,
possibly at Glencoe District High School. An end cost of the cleanup was requested by the
Committee.
6. SUMMER PROGRAMS
J. Lee, Principal, Rick Hansen Public School and E. Garber, Elementary Teacher joined the meeting
to provide an update on the Numeracy Summer Camp.
L. Fleet, Principal, Ealing Public School and J. Tudhope, Elementary Teacher provided an update
about the FNMI Cultural Summer Camps.
S. Bruyns, Learning Supervisor provided details regarding the Newcomer Orientation Week.
V. Fernandez, Speech and Language Supervisor, shared information about the Speech and
Language Pathology Summer Camps.
The Committee were given the opportunity to ask questions to the presenters about the Summer
Camps. Funding for the camps was discussed.
7. BOARD IMPROVEMENT PLAN FOR STUDENT ACHIEVEMENT
M. Deman presented the Board Improvement Plan for Student Achievement, Focusing the Work of
the BIPSA, Addressing the Math Mandate. A handout was distributed to committee members at the
meeting. The goals, objectives and next steps were shared.
Questions of clarification were addressed regarding the math strategy, school focus, goals, and
objectives and monitoring the effectiveness. Accountability data was requested to review progress
noting the importance of how funds are being spent and their impact. A list of schools receiving
intensive supports was requested.
8. FUTURE AGENDA ITEMS
The Trustee Initiated Future Agenda Items chart was distributed. Topics were discussed and
discussion will continue at the Planning and Priorities meeting on 2016 September 13. A tracking list
will be created similar to the Policy Working Committee tracking sheet. The topics were prioritized.
It was requested that Southwest Transportation Services provide the status of conditional bussing.
9. TRUSTEE GOAL SETTING
Trustees were asked to consider Trustee Goal Setting. Included in the package were the Board
Mission, Vision, System Goals and Commitments.
10. OTHER BUSINESS -none
11. DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for Tuesday, October 4, 2016 at 6:00 p.m., in the London Room.
12. ADJOURNMENT
The meeting adjourned at 8:40 p.m. on motion.
RECOMMENDATIONS: none
A. Morell
Committee Chair
14.e
REPORT OF THE THAMES VALLEY PARENT INVOLVEMENT COMMITTEE
2016 September 8
6:31 p.m. to 8:29 p.m.
MEMBERS ADMINISTRATION AND OTHERS
S. Gowdey, Co -Chair
D. Parsons, Co -Chair
C. Cordes, Thames Valley Administrator's Committee Elementary
S. Davis, Thames Valley Council of Home & School Associations
L. Honsinger, Parent Member
R. Kuiper, Superintendent
C. Schouw, Parent Member
L. Stephenson, Parent Member
A. Willsher, Parent Member
R. Tisdale, Trustee
M. Flumerfelt, Thames Valley Secondary School Administrators' Council
S. Thomson, Thames Valley Council of Home & School Associations
L. Abell, Corporate Services
H. Gerrits, Manager, Early Years
B. Cumming, Administrative Assistant
B. McKinnon, Trustee (-7:03)
Guests:
L. Gonzales, Parent
M. Dawthorne, Parent
1. CALL TO ORDER
Co -Chair D. Parsons called the meeting to order at 6:31 p.m. in the Middlesex Room of the
Education Centre.
2. CONFIRMATION OF AGENDA
The agenda, as amended was approved by motion.
3. CONFLICTS OF INTEREST — none declared
4. MINUTES OF THE MEETING FROM 2016 June 9 - provided for information
5. BUSINESS ARISING FROM THE MINUTES OF 2016 June 9
a. Start of Year Help for School Councils (item# 5.a)
The School Council 101 session for October 13 has been postponed. The session will be
offered at the November 12th Fall Symposium as an additional breakout session.
School Councils are to be selected by October 5 and the School Council Chair names
are to be submitted to Bonnie Cumming, b.cumminaO.tvdsb.on.ca.
b. Proposed Fall Symposium Date (item # 10.b)
The proposed Fall Symposium date is 2016 November 12. The location has yet to be
determined. A committee will be struck to begin planning.
c. Mathematics Strategic Priority (item #11.a)
In conjunction with the Mathematics Strategic Priority, TVPIC is offering Math with Dr.
Marian Small on September 26th, 6:30 p.m. to 8:30 p.m. in the Thames room at the
Thames Valley District School Board Education Centre. It will be a free event; online
registration is required.
d. TVPIC Volunteer Recognition (item #14)
Additional Volunteer plaques were purchased and available to schools without one.
e. TVPIC Annual Report (item #14)
T. Testa, Communications Manager is assisting in the preparation of the TVPIC Annual
Report. More details will come forward at a later date.
f. Parent Resource Guide (item #14)
The Parent Resource guide was distributed at the meeting. TVPIC purchased space to
provide content information for the guide. Elementary schools received copies of the
Parent Resource guide. This will be reviewed for this year's budget.
6. MEMBER UPDATE FROM TVDSB REPRESENTATIVES
a. Director of Education
R. Kuiper provided the Director of Education update and shared the Welcome Back video
which can be viewed on the Board's main website. The strong focus to improve
Numeracy and Literacy continues across the Board for the 2016-2017 school year. A
math strategy video was shared. The TVDSB Seven Foundational Principles for
Improvement was distributed.
b. Trustee
R. Tisdale provided the Trustee update. Information was shared regarding the math
strategy, and the Thames Valley District School Board Summer Programs; Numeracy
Summer Camp, FNMI Cultural Summer Camps, Newcomer Orientation Week and the
Speech and Language summer camp.
7. MEMBERSHIP
The membership update was provided by S. Gowdey and D. Parsons. Two members, T.
Logtenberg and C. Blokker resigned from TVPIC. There are member vacancies in London (1),
Oxford (2), Middlesex (1) and Elgin (1).
A call out for membership will go out to Thames Valley parents through various communication
channels, including the TVPIC newsletter and through Principals. Members were asked to
promote TVPIC in their school communities.
Discussion considered the Operational Framework of the Thames Valley Parent Involvement
Committee. The logic and regulations of the Operational Framework were shared. The application
for membership process was discussed.
8. CORRESPONDENCE
An application for $30,000 under the Regional Parent Reaching Out Grant was approved in the
amount of $10,000 for the Connecting Families for Mental Health and Well Being events.
Regional events will occur across the Valley.
There is a new Mental Health website. The TVDSB Cares postcards were distributed.
9. FINANCIAL REPORT
The Financial Report was distributed and reviewed. An email from A. Sodawater, Financial
Analyst was shared as follows noting the budget adjustment for PIF Funds have been processed
for 2017. Schools now have access to the $500 PIF grant. Carry forward figures will be
calculated in late November (after the audit and approval of Financial statements).
10. SYMPOSIUM — PARENT INFORMATION NIGHTS (STANDING ITEM)
All members showed interest in being on the planning committee for the Symposium -Parent
Information Nights. An email will be sent out when planning begins.
11. NEW BUSINESS
a. Communication Department Update
T. Testa, Communications Manager joined the meeting to provide a Communication
Department Update. S. Tucker, Operator Graphic Services has been appointed to support the
communications for the Thames Valley Parent Involvement Committee. A new website,
including school sites and the TYPIC site is being created.
Pictures or links to parent forms in the newsletters would be helpful for parents.
Contact Bonnie Cumming, Assistant to R. Kuiper, Superintendent of Student Achievement for
login information. Check with your school regarding school portal problems.
b. Draft — Providing Quality Child Care Process/Protocol
H. Gerrits, Manager Early Years, provided an update regarding Quality Child Care
Process/Protocol. The package titled TVPIC/School Council Parent Engagement Events,
Providing Quality Child Care: Process and Protocols was distributed to members at the
meeting.
The process will ensure there is a system approach to quality child care and will engage local
childcare operators for Thames Valley Parent Involvement Committee (TVPIC) parent events.
Suggestions and feedback to the package were noted by H. Gerrits. Additional feedback on
the process was welcomed; TVPIC will review and submit suggested changes to H. Gerrits by
the end of September prior to taking the document to School Councils and parent groups.
c. Parent Involvement Committees Information Sheet
The Parent Involvement Committees Information Sheet was included in the meeting package
and distributed to members prior to the meeting.
12. 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 - none
f. Public Affairs & Communication — none
g. Think About It — none
h. Thames Valley Administrators' Committee — Elementary
C. Cordes provided the Thames Valley Administrators' Committee -Elementary update.
Principals are following enrolment numbers at this time.
i. Thames Valley Secondary School Administrators' Council
M. Flumerfelt advised that the Thames Valley Secondary School Administrator's Council
have not met this school year. An update will be provided at the October meeting.
j. Thames Valley and Council Home and School Association
S. Thomson advised that the Thames Valley and Council Home and School Association is
working on a strategic plan.
13. FUTURE MEETING DATES
All meetings will be held in the Middlesex Room at the Education Centre.
2016 October 13 2016 November 10
2017 January 12 2017 February 9
2017 April 6 2017 May 11
2017 June 8
14. FUTURE AGENDA ITEMS
Fundraising FAQ's (May 2014)
Internal Audits (May 2013)
Copyright
Support Document for Parents (Future)
Webinar (Future)
Email (Future)
15. ADJOURNMENT
. The meeting adjourned at 8:29 p.m. by motion.
16. RECOMMENDATIONS: None
S.GOWDEY & D. PARSONS
CO-CHAIRS
REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE
2016 September 12
6:30 p.m. to 9:27 p.m.
MEMBERS ADMINISTRATION AND OTHERS
FASD E.L.M.O., T. Grant (Chair)
Autism Ontario, S. Young (+7:01)
Chippewas of the Thames, C. Dendias
Easter Seals, A. Morse
Epilepsy Support Centre, B. Harvey
Learning Disabilities Association of Ontario (LDAO), P. Cook
Learning Disabilities Association of Ontario (LDAO), B. Wludyka
Trustee J. Bennett
Trustee C. Goodall
Trustee R. Tisdale
Vanier Children's Services, S. Walker
VIEWS, J. Schaeffer
Voice for Hearing Impaired Children, M. Barbeau (6:41)
Thames Valley Children's Centre, J. Gritzan Thames Valley
Council of Home and School, J. Nuyens (6:45)
Regrets:
Association for Bright Children, D. Ensing
Children's Aid Society of London and Middlesex, M. Cvetkovich
Community Living Education Committee, S. Wilson
OPACC, L. Turner -Otte
14.f
S. Builder, Superintendent of Special Education
A. Leatham, Learning Supervisor
A. Morell, Trustee
M. Chevalier, Elementary Principal
R. Lee, Elementary Principal
D. Clark, Secondary Principal
T. Birch, Secondary Principal
L. Abell, Corporate Services
M. Deman, Superintendent of Student Achievement (-7:07)
M. Moynihan, Superintendent of Student Achievement
(-7:07)
K. Masson, Learning Coordinator (-7:07)
V. Fernandez, Supervisor Speech Language and Pathology
Services (-7:44)
Guests:
J. Dias, Down syndrome Association (-9:04)
S. Weiss, Association for Bright Children (-9:04)
1. CALL TO ORDER
Chair T. Grant called the meeting to order at 6:30 p.m. in the London Room at the Education Centre.
T. Grant advised an orientation for new members will be scheduled.
2. CONFIRMATION OF AGENDA
The agenda was approved, as amended, on motion and carried.
3. CONFLICTS OF INTEREST — none
4. MINUTES OF THE MEETING FROM 2016 JUNE 13
The minutes of the meeting from 2016 June 13 were approved as amended.
It was noted that the meeting end time on the first page of the minutes to be corrected to 9:25 p.m.
The Board of Trustees approved the Special Education Plan for 2016-2017 as recorded in the 2016
June 28 Board minutes.
5. BUSINESS ARISING FROM THE MINUTES OF 2016 JUNE 13
6. ONTARIO SECONDARY SCHOOL LITERACY TESTING
Supt. M. Deman, Supt. M. Moynihan and K. Masson Special Education Learning Coordinator joined
the meeting to share the Ontario Secondary School Literacy Testing (OSSLT) presentation. The
Online OSSLT, October 2016 Information for SEAC document was distributed at the meeting.
The March 30, 2017 OSSLT will be online. A test run will take place on October 20. If students are
successful with the test run, they will have been deemed to have completed this graduation
requirement. The EQAO public site can be accessed to practice the test.
In response to a question, it was advised that desktop computers and laptops will be used for testing
at the schools. The communication to parents and the feedback mechanism were discussed.
7. COMMUNICATIONS DEPARTMENT UPDATE
Deferred.
8. SUMMER SPEECH AND LANGUAGE CAMP
V. Fernandez, Supervisor Speech Language and Pathology Services shared the Summer Camp '16,
presentation. Camps were held at John Wise, Mary Wright, Annandale and Glen Cairn Public
Schools. The camps focussed on articulation and reading readiness.
Discussion followed the presentation regarding early intervention, special needs strategy, tiered
intervention and parent engagement. The funding and costs for the camps were addressed.
Collaboration with community partners and colleagues is key to meeting the needs of students.
9. INTERNAL IEP AUDIT UPDATE
A. Leatham, Learning Supervisor shared the Internal Individual Education Plan (IEP) Audit Update.
The most recent audit took place May 2016. Two hundred IEPs were collected that focussed on
Hearing, Vision, Learning Disabilities (LD) and Multiple. The assessment data was shared and it will
be provided electronically to the Special Education Advisory Committee.
The floor was open for questions and discussion ensued regarding comparison data, identifying
specific areas, development of the IEP, classroom practices and teaching strategies.
An update was provided by P. Cook, Learning Disabilities Association of Ontario (LDAO), in regards
to a pilot project for transitioning students with Learning Disabilities from Secondary School to Post
Secondary institutions. The importance of parent engagement was highlighted. .
10. SPECIAL EDUCATION PLAN — STANDARD 1
Supt. R. Culhane reviewed the Special Education Plan — Standard 1 that was provided in the meeting
packages. A standard will be reviewed at each meeting, depending on the agenda for the monthly
meeting.
11. SPECIAL EDUCATION ADVISORY COMMITTEE PRIORITIES
The Special Education Advisory Committee Priorities were reviewed in small groups. Each group
was asked to share priorities to be recorded in the minutes:
i. Utilize leveraging at parent events, partnering with educators, parents with students with
special needs to collect information.
ii. Provide a link or button on the Special Education website for parents to send information.
iii. Hold an event to bring School Councils together.
iv. Raise awareness plan for targeted groups.
V. Staff training the IEP
vi. Bring parents into an agency where they are comfortable. Present on specific areas of
interest in the plan.
vii. Hold a TVPIC or Trustee type forum with Board staff, Trustees, Special Education
department and SEAC to talk about the Special Education Plan.
viii. Present the different components of the plan using a collaborative team approach.
ix. Raise awareness by targeting the audience that use the parent portal to access their students
IEP.
X. Use Synervoice to relay messages to a specific group to look at the Special Education
standards.
xi. Encourage input from all stakeholders.
xii. Communication through other means for those without technology.
xiii. Identify areas of the Special Education Plan that people can provide feedback on.
xiv. Have a set of questions.
xv. Utilize social media. Involve the Communications department.
xvi. Parent engagement and active consultation on the Special Education Plan.
xvii. Parent engagement and the IEP.
xviii. SEAC awareness, draw all together.
xix. Advisors around Consultation processes.
A motion to extend the meeting past 9:00 p.m. to 9:15 p.m. was moved and carried.
12. SPECIAL NEEDS STRATEGY UPDATE
A. Morse provided the Special Needs Strategy Update.
13. SPECIAL EDUCATION PLAN
Refer to agenda items 10 and 11.
14. MODIFIED DAY GUIDELINES
The Modified Day Guidelines were reviewed and discussed. Included in the meeting materials were
the Elementary Guidelines: Modified Day document.
Questions of clarification regarding the 30 minutes modified day were addressed noting the intent is
30 accumulative minutes at the beginning and end of the school day. It was advised that a very small
percentage of students are on modified days. The school team would provide parents with
information. Revisions to the document were noted by Administration.
15. CORRESPONDENCE
a. Limestone District School Board Letter
Correspondence was received from the Limestone District School Board regarding special education
funding under the new funding allocation model. The committee discussed the letter and methods of
allocating funding.
b. Community Living London Letter
Correspondence was received from Community Living London requesting a leave for Sandy Wilson
from the SEAC committee until the end of December.
The following motion was moved and carried:
That S. Wilson, representative of Community Living London on the Special
Education Advisory Committee (SEAC) be granted a leave of absence to December
30, 2016.
16. OTHER BUSINESS
A motion to move in -camera at 9:05 p.m. to discuss personal matters was moved and carried. The
committee reconvened in public session at 9:26 p.m.
A motion to extend the meeting past 9:15 p.m. to 9:30 p.m. was moved and carried.
17. FORUM: ASSOCIATION UPDATES
The Forum: Association Updates will be provided at the next meeting.
18. MEETING DATES
2016-2017 Meeting Dates — London Room
Tuesday, October 11
12:15pm (Elgin 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
19. 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)
• Mental Health Supports/Community Update (K. Edgar, Oct.)
• SAL
• Modified Day Updates
• Behaviour Review Status/Meetings/Membership (Oct.)
• MissionNision for BIPSA (Oct.)
20. ADJOURNMENT
The meeting adjourned at 9:27 p.m. by motion.
TRACY GRANT
CHAIRPERSON
RECOMMENDATION:
That S. Wilson, representative of Community Living London on the Special
Education Advisory Committee (SEAC) be granted a leave of absence to December
30, 2016.
14.g
REPORT OF THE AUDIT COMMITTEE
MEMBERS PRESENT
A. Morell
M. Reid
R. Tisdale (Chair)
Regrets: R. Robertson
R. Kent
B. McKinnon (ex officio)
2016 September 13
3:30 - 5:15 p.m.
ADMINISTRATION AND OTHERS
C. Beal
L. Griffith -Jones (4:10-4:35)
L. Elliott
S. Bedi, PwC (4:10-4:39)
J. Pratt
B. Lowe, PwC (4:10-4:39)
J. Knight
M. Chimhanda (4:10-4:39)
S. Macey
J. Berkin
1. CALL TO ORDER
The meeting was called to order by Superintendent Beal.
2 APPROVAL OF AGENDA
The agenda was approved by motion.
3 CONFLICTS OF INTEREST - none declared
4 ELECTION OF CHAIR
Supt. Beal presided over the election of the Chair. Trustee Tisdale was nominated and acclaimed to the
position.
5 REPORT OF 2016 JUNE 14 MEETING
For information only.
6 IN -CAMERA
The Committee moved in -camera at 4:10 p.m. It reconvened in public session at 5:08 p.m.
7 AUDIT COMMITTEE DECLARATION
Declarations re Conflict of Interest were submitted by the members.
8 REVISED MEETING SCHEDULE
The revised work plan was approved.
9 SELF-ASSESSMENT OF COMMITTEE'S PERFORMANCE
Committee members were asked to return their completed form at the next meeting.
10 WHISTLEBLOWER HOTLINE UPDATE
Supt. Beal informed the members that one response was received through the public input process and
that the matter did not have an impact on the draft policy or procedure. The Fraud Prevention and
Management Policy and Procedure returns to Policy Working Committee on 2016 September 27.
Manager Knight advised that the plan is to have the whistleblower hotline service in place by the end of
October. Beta testing has taken place and the vendor is working on the necessary changes.
Managers Knight and Testa are in the process of developing a communication plan.
11 2016-17 AUDIT PLAN
Supt. Beal provided the status of completed audits and described recent discussions with the South
Region RIA Coordinating & Steering Committee (RIACSC). She noted the RIACSC's desire for a new risk
assessment tool that would provide more value for Audit Committees. The limited financial resources
were reviewed.
Committee members sought feedback on timing for previously proposed audits and provided their input
on audit selection for 2016-17. Audit follow-up was discussed along with the allocation of RIAT resources.
Assoc. Director Pratt highlighted the need for a value added risk assessment tool and discussed
distribution of resources across the South Region. Rather than allocating resources to two audits, he
asked that the committee consider moving forward with one audit and the development of a new risk
assessment that would focus on the Board's Strategic Plan. The Committee favoured the Monitoring &
Reporting Outcomes Audit and will receive the audit plan recommendation at the next meeting.
12 POSTING FOR VOLUNTEER COMMUNITY MEMBER
The draft posting was approved with a submission deadline of 2016 October 31.
13 ADDITIONAL ITEMS - none
14 FUTURE MEETING DATES AND TIMES
The next meeting is scheduled for 2016 October 11 at 3:30 p.m.
15 ADJOURNMENT
A motion to adjourn was approved at 5:15 p.m.
RECOMMENDATIONS: none
RUTH TISDALE
Chairperson
14.h
REPORT OF THE PLANNING AND PRIORITIES ADVISORY COMMITTEE
2016 September 13
8:42 p.m. —10:05 p.m.
Member Attendees: Trustee J. Bennett, Trustee R. Campbell, Trustee G. Hart (Chair), Trustee B.
McKinnon, Trustee A. Morell, Trustee M. Reid, Trustee P. Schuyler, Trustee J. Skinner, Student Trustee
S. Suvajac, Trustee R. Tisdale, Trustee J. Todd
Regrets: Trustees P. Jaffe, S. Polhill
Administration: C. Beal (Superintendent), K. Bushell (Executive Officer), L. Elliott (Director), J. Pratt
(Associate Director), B. Williams (Supervisor), P. McKenzie (Superintendent), D. Macpherson
(Superintendent), S. Powell (Superintendent), M. Heath (STS, Manager, -9:15)
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
5. PROPOSED ADDITION AND RENOVATION TO SOUTHSIDE PUBLIC SCHOOL
K. Bushell presented for information the proposed addition and renovation to Southside Public
School. The proposed addition and renovations were described noting the rationale and costs. The
time for completion of the project was outlined.
K. Bushell responded to questions of clarification regarding the funding and the expected costs; and
the anticipated on -the -ground capacity of the renovated school and its neighbouring schools.
The recommendation from Senior Administration that Board supported capital funding be used to
construct the proposed addition and renovation to Southside Public School moves forward to the
2016 September 27 Board meeting.
6. COMMUNITY ORGANIZATIONS CONSULTATION
K. Bushell reported that recommendations regarding two elementary Pupil Accommodation Reviews
(PAR) will be coming forward to the Board for their consideration at the 2016 November 22 Board
meeting. He advised that in accordance with the Community Planning and Facility Collaboration
Opportunities Procedure, Senior Administration is required to have Board authorization to contact
listed community organizations in advance of a proposed Pupil Accommodation Review.
K. Bushell identified the names of the schools to be involved in the proposed PARs and described the
request for information that is to go out to the listed community organizations and the timeline for their
input. Noting that responses from the community are required by 2016 October 13, it was agreed the
report and recommendation be forwarded to trustees for their consideration through an electronic
vote. This will provide the listed community organizations with as much lead time as possible to
respond to the notification.
The next steps in the PAR process were reviewed; the consultation process with the listed community
organizations was highlighted.
K. Bushell responded to questions of clarification.
There was a suggestion a media release go out in advance of the memo to the listed community
organizations to ensure the information presented to the public is accurate.
The proposed PAR 01 and 02 recommendations were discussed.
7. SOUTHWEST TRANSPORTATION SERVICES START UP
G. Hart welcomed M. Heath to provide a summary of the Southwest Transportation Services (STS)
start-up.
M. Heath described the kinds of calls and requests typically received at this time of year. The
success of the online tool for parents was highlighted. In reference to an incident affecting a student
this year, the process completed to respond and address concerns was outlined.
M. Heath responded to questions of clarification regarding routing of busses, selection of bus stops,
and the requirement of bus drivers to drive their routes in advance of the school year. Examples of
initiatives launched as a result of STS reviews of the start-up process were described.
M. Heath advised the Conditional Bussing Workgroup will be meeting toward the end of November.
The committee will begin work at looking at the impact the new conditional bussing criteria will have
on the provision of bussing.
Discussion considered school board boundaries and bussing. It was noted busses from neighbouring
consortiums are travelling within TVDSB boundaries to pick up and drop off students. K. Bushell
advised some neighbouring boards have misrepresented their attendance areas on their websites;
letters have been prepared to go out to these boards.
8. OTHER BUSINESS - none
9. DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for Tuesday, October 11, 2016 at 6:00 p.m., in the London Room.
10. FUTURE AGENDA ITEMS
• Report of the STS Conditional Bussing Work Group
• Construction Update
11. ADJOURNMENT
On motion the meeting adjourned at 10:05 p.m.
RECOMMENDATIONS: None
G. HART
Committee Chair
REPORT OF THE CHAIR'S COMMITTEE
2016 September 16
10:02 a.m.-10:23 a.m.
MEMBERS ADMNISTRATION AND OTHERS
G. Hart (by phone) M. Reid (by phone)
A. Morell (by phone) R. Tisdale L. Elliott B. Williams
Non -Member Trustees:
J. Bennett (by phone) R. Campbell (by phone)
J. Skinner (by phone)
1. APPROVAL OF AGENDA
The agenda was approved by motion.
2. CONFLICTS OF INTEREST — none declared
3. REVIEW AND APPROVAL OF THE 2016 SEPTEMBER 20 SPECIAL MEETING OF THE BOARD
AGENDA
The 2016 September 20 Special Meeting of the Board agenda was discussed and amended. It was
determined information would be provided to trustees at the meeting regarding the process for filling a
vacancy on the Board. Additional information regarding costs and other factors to be considered is
to be provided for the 2016 September 27 meeting of the Board.
The requirements under the Education Act for submitting a resignation by a trustee was discussed.
Director Elliott was asked to follow up with legal counsel in this regard. The process for the Board
election was discussed.
4. ADJOURNMENT
The meeting adjourned at 10:23 a.m. by motion.
RECOMMENDATIONS: None
M. REID
Vice -Chairperson
14J
14A
REPORT OF THE CHAIR'S COMMITTEE
MEMBERS
2016 September 20
12:05 p.m. —1:00 p.m.
ADMINISTRATION AND OTHERS
G. Hart A. Morell L. Elliott B. Williams
M. Reid R. Tisdale
Regrets: B. McKinnon
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 SEPTEMBER 27 IN -CAMERA AND PUBLIC BOARD
MEETING AGENDAS
The agendas for the 2016 September 27 meeting of the Board were reviewed and amended.
4. CORRESPONDENCE
A memorandum sent from the Ministry of Education concerning School Facility Assessment Data was
received. The data collected on the condition of Ontario's publicly funded schools between 2011 and
2015 has been posted to the Ministry's website. It was determined a copy of the memorandum and
attachments be included on the 2016 September 27 Board meeting agenda under Correspondence.
A letter sent from the Treasury Board Secretariat concerning the Executive Compensation
Framework applicable to the broader public sector was received. It was determined a copy of the
letter be included on the 2016 September 27 Board meeting agenda under Correspondence.
A letter received from the Ministry of Education to Parent Involvement Committee Chairs and copied
to Board Chairs and the Director of Education was received. The letter is to be forwarded to all
trustees for information.
A letter received from the Ministry of Education regarding Ontario's renewed math strategy and
Policy/Program Memorandum No. 160 regarding protected time for daily mathematics instruction was
received. It was determined a copy of the letter be included on the 2016 September 27 Board
meeting agenda under Correspondence.
An email received from OPSBA concerning the OPSBA Board of Director Code of Conduct Policy
was received. The email is to be forwarded to all trustees for information.
A letter sent to the Board of Trustees from Trustee B. McKinnon resigning his role of Chair on the
Thames Valley District School Board was received. The letter will be forwarded to all trustees for
information.
5. IN CAMERA
The committee moved in camera at 12:17 p.m. to discuss personal/legal matters reconvening in
public at 12:46 p.m.
6. ELEMENTARY PRINCIPAL/VICE PRINCIPAL INTERVIEWS
The following motions were moved and carried:
That Trustees R. Campbell and B McKinnon be appointed to participate in the Elementary
Principal interviews scheduled in November 2016.
That Trustees and P. Schuyler and B. McKinnon be appointed to participate in the Elementary
Vice -Principal interviews scheduled in November 2016.
7. TRUSTEES' CONFERENCE ROOM UPDATE
Further anticipated changes for the Trustee Conference room were described by Director Elliott. It
was determined not to purchase a new coffee table.
8. TRUSTEE CONTACT NUMBERS
It was determined each Trustee could decide the appropriate contact number to be included on their
trustee bio page posted to the website.
9. PROFESSIONAL DEVELOPMENT REQUEST — OSTA CONFERENCE
A request put forward by student trustee S. Suvajac to attend the Fall General Meeting of OSTA was
reviewed and discussed.
The following motion was moved and CARRIED:
That student trustee S. Suvajac be approved to attend the Ontario Student Trustees' Association
conference scheduled for 2016 November 17-19.
10. UPCOMING EVENTS/INITIATIVES
— System Retirement Reception — September 28
— Student Trustee By -Election — October 13
— 25 Year Employee Recognition — November 7
— Pillar Innovation Awards — November 23
11. OTHER BUSINESS —none
12. DATE AND TIME OF NEXT MEETING
The next Chair's Committee meeting was confirmed for 2016 September 27, 12 p.m.
13. ADJOURNMENT
The meeting adjourned at 1:00 p.m. by motion.
RECOMMENDATIONS: None
MATT REID
Vice -Chairperson