2/28/2017 - Regular Board Meeting
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING
2017 February 28, 7:00 P.M.
BOARD ROOM, EDUCATION CENTRE
The Board met in regular session on 2017 February 28 in the Board Room at the Education Centre,
meeting in public session at 7:00 p.m. The following were in attendance:
TRUSTEES
ADMINISTRATION AND OTHERS
M. Reid (Chair)
J. Bennett
R. Campbell
C. Goodall
G. Hart
B. McKinnon (by phone)
A. Morell
Regrets:
P. Jaffe
P. Schuyler
S. Polhill
A. Pucchio
M. Reid
J. Skinner
S. Suvajac
R. Tisdale
J. Todd
L. Elliott
V. Nielsen
C. Beal
S. Builder
R. Culhane
M. Deman
K. Edgar
R. Kuiper
D. Macpherson
L. Munroe (-8:32)
P. McKenzie
M. Moynihan
S. Powell
K. Wilkinson
K. Bushell
B. Williams
T. Testa
J. Rake (-7:25)
S. Macey (-8:41)
J. Knight (-8:41)
1. CALL TO ORDER
Board Chair M. Reid called the meeting to order at 7:00 and acknowledged the traditional territory on
which the Board meeting is held.
2/3. O CANADA
The appreciation of the Board was extended to Glen Cairn Public School, Junior Choir for their
performance and to Conductor D. Giroux and Accompanist K. Butler for leading in the singing of O
Canada and two musical selections.
4. APPROVAL OF AGENDA
The agenda was approved on motion of Trustee J. Todd, seconded by Trustee R. Tisdale.
5. OFFICIAL RECORD
B. Williams, Supervisor-Corporate Services, read the following official record into the minutes:
We regret to record the death of staff member Carleen Macintosh on November 4, 2016.
6. RECOGNITIONS
J. Rake, Supervisor Graphic Services and Co-Chair of the United Way campaign joined the meeting
to share highlights of the activities and contributions of students and staff in support of the 2016
United Way campaign. Director L. Elliott provided further remarks noting United Way meets many of
the needs of students and families of the Thames Valley District School Board. The leadership of
TVDSB staff was highlighted.
Welcomed to the meeting from United Way Oxford County were Executive Director K. Gilson and
Campaign Coordinator J. Belleth. Welcomed from United Way London, Middlesex County, and Elgin
County were CEO K. Ziegner and Development Officer B. Gardiner.
The grand total raised by TVDSB for 2016 was $311,685. K. Gilson extending sincere appreciation
to the leadership of Thames Valley District School Board on behalf of the United Way.
2017 February 28…2
7. CONFLICTS OF INTEREST - None
8. CHAIR’S ANNOUNCEMENTS
Chair M. Reid advised West Nissouri Public School has received their AED for installation this week.
M. Reid further reported on his presentation to the Parliamentary Secretary for the Federal Attorney
General regarding the legalization of cannabis as it pertains to students.
M. Reid advised he and Vice-Chair A. Morell participated in a Ministry provincial budget consultation
noting he brought forward issues related to special education; the First Nations language motion
recently passed by the Board; and funding gaps in transportation, the benefit trust, and supports for
small and rural schools.
M. Reid extended appreciation to trustees, for attending the recent cultural competency professional
learning opportunity, and to TVDSB staff for organizing the event.
9. DIRECTOR’S ANNOUNCEMENTS - none
10. PUBLIC INPUT
Public input was received from members of the community regarding the Ilderton Accommodation
Report presented to Trustees by Administration at their 2017 January 24 board meeting.
11. MINUTES OF THE 2017 JANUARY 24 REGUALR BOARD MEETING
a. Confirmation of Minutes
The minutes of the Regular Board Meeting of 2017 January 24 was adopted on motion of Trustee
C. Goodall, seconded by Trustee J. Bennett and CARRIED.
b. Business Arising from the Minutes
In relation to item 13.a of the 2017 January 25 Minutes, the following motions were moved by
Trustee A. Morell, seconded by Trustee R. Campbell:
That the holding zones known as Little Farm East Ilderton Holding at Valleyview and
Timberwalk West Holding at Valleyview be eliminated and that the subdivisions of
Timberwalk and Little Farm are designated to Oxbow school boundary attendance area.
Future and further development in the Oxbow school boundary attendance area to be
designated to the Oxbow Public School.
That section 4.0 and 4.1 of the TVDSB Attendance Area Review for the Northwest
Middlesex County be commenced through an elementary Pupil Accommodation Review.
Trustees Morell and Campbell spoke in favour of the motions reflecting on the work of the
community in bringing forward their views, the impact on students affected by the holding zones,
and potential for alternative solutions.
Chair Reid noted the requirement for 2/3 vote of the trustees present to carry the motion regarding
the elimination of the holding zones given it rescinds a previously past motion of the Board. The
motions were separated.
Questions of clarification regarding the motions were addressed by A. Morell. Questions of
clarification regarding the development and accommodation of students in Ilderton were
addressed by Executive Officer K. Bushell.
On motion of A. Morell, seconded by R. Campbell the following motion was DEFEATED:
That the holding zones known as Little Farm East Ilderton Holding at Valleyview and
Timberwalk West Holding at Valleyview be eliminated and that the subdivisions of
Timberwalk and Little Farm are designated to Oxbow school boundary attendance area.
2017 February 28…3
Future and further development in the Oxbow school boundary attendance area to be
designated to the Oxbow Public School.
At the request of A. Morell, a poll vote was conducted.
POLL VOTE
YEA: Trustees A. Morell, R. Campbell, J. Bennett, C. Goodall, S. Polhill, J. Skinner
NAY: Trustees G. Hart, B. McKinnon, M. Reid, R. Tisdale, J. Todd
ABSENT: Trustees P. Jaffe, P. Schuyler
Student Trustee: A. Pucchio – NAY
Student Trustee: S. Suvajac – YEA
On motion of A. Morell, seconded by R. Campbell the following motion was CARRIED:
That section 4.0 and 4.1 of the TVDSB Attendance Area Review for the Northwest
Middlesex County be commenced through an elementary Pupil Accommodation
Review.
At the request of A. Morell, a poll vote was conducted.
POLL VOTE
YEA: Trustees A. Morell, R. Campbell, C. Goodall, S. Polhill, M. Reid, J. Skinner
NAY: Trustees J. Bennett, G. Hart, B. McKinnon, R. Tisdale, J. Todd
ABSENT: Trustee Jaffe, Trustee Schuyler
Student Trustee: A. Pucchio – YEA
Student Trustee: S. Suvajac – YEA
12. STUDENT TRUSTEES’ UPDATE
A. Pucchio reported on the 2017 February 23 Student Advisory Council meeting advising on the
development of a framework for future government and student councils and on the creation of a
student voice campaign. The next meeting is scheduled for 2017 March 23. It further was noted a
student trustee snapchat has been initiated. All were welcomed to follow them at studentvoice_tv.
S. Suvajac reported on the recently attended Ontario Student Trustees Association conference in
Ottawa describing the topics of discussion and opportunities for networking with fellow trustees
across the province. It further was noted the Student Trustees on the Board Policy and Procedure is
moving forward for public input.
13. REPORTS FROM THE ADMINISTRATION
a. Draft 2017-2018 School Year Calendars
Superintendent M. Moynihan presented for approval the 2017-2018 school year calendars for
elementary and secondary. Agendas for the scheduled PA days also were shared. The report is
attached as item #13.a.
The following recommendation was moved by J. Todd, seconded by R. Tisdale and CARRIED:
That the draft 2017-2018 school year calendars be submitted to the Ministry of
Education for approval.
b. Membership of the Naming Committees for the new North East and new North West London
Elementary Schools
Superintendent V. Nielsen presented for approval the Naming Committee membership for the new
North East and new North West London elementary schools. Learning Supervisor L. Munro joined
the meeting. The report is attached as item #13.b.
The following recommendation was moved by Trustee J. Bennett, seconded by Trustee R. Tisdale
and CARRIED:
2017 February 28…4
That the membership of the Naming Committee, in accordance with Appendix A of
the report, for the new North East and new North West London elementary schools
be approved.
Questions of clarification were addressed. It was confirmed the deadline for receiving applications
for membership has passed.
c. 2016-2017 Revised Estimates Contingency Fund
Superintendent C. Beal presented for approval the allocation of $702,339 in 2016-2017 to the one-
time projects as presented. Financial Services Manager S. Macey joined the meeting. It was
noted the report was presented to trustees for their information and feedback at the 2017 February
14 Planning and Priorities Advisory Committee meeting. The report is attached as item #13.c.
The following recommendation was moved by Trustee J. Todd, seconded by G. Hart and
CARRIED:
That the additional budget of $702,339 in 2016-2017 be allocated to the one-time
projects as proposed in the report.
d. TVDSB Mileage Reimbursement Rate
Superintendent C. Beal presented for approval the adjustment of the TVDSB mileage
reimbursement rate to the Canada Revenue Agency rate retroactive to January 1, 2017. It was
noted the report was presented to trustees for their information and feedback at the 2017 February
14 Planning and Priorities Advisory Committee meeting. The report is attached as item #13.d.
The following recommendation was moved by Trustee J. Todd, seconded by Trustee R. Campbell
and CARRIED
That the TVDSB mileage reimbursement rate be set equivalent to the Canada
Revenue Agency (“CRA”) rate retroactive to January 1, 2017.
Trustee Tisdale spoke against the motion noting her concerns regarding the implications the of the
CRA directive.
14. REPORTS FROM BOARD COMMITTEES
a. First Nations Advisory Committee Report, 2017 January 17
A. Morell referred to the written report of the First Nations Advisory Committee (Item 14.a)
provided to Trustees in advance of the meeting. There were no recommendations.
b. Policy Working Committee, 2017 January 24
A. Morell referred to the written report of the Policy Working Committee (Item 14.b) provided to
Trustees in advance of the meeting. There were no recommendations
c. Trustee Communication and Use of Social Media Ad Hoc – Final Report
J. Skinner referred to the written final report of the Trustee Communication and Use of Social
Media Ad Hoc Committee (Item 14.c).
The following recommendations were moved by J. Skinner, seconded by S. Polhill and
CARRIED:
That the Thames Valley District School Board Guidelines for Trustee Communications
be included as an Appendix to the Bylaws.
That the Bylaws as amended, to include Trustee Communication under the Trustee
Code of Conduct, be approved.
2017 February 28…5
That the Trustee Communication and Use of Social Media Ad Hoc Committee be
disbanded.
d. Chair’s Committee Report, 2017 January 31
A. Morell referred to the written report of the Chair’s Committee (Item 14.d) provided to Trustees
in advance of the meeting. It was noted the following recommendations of the committee were
approved previously under the Naming Committee Report (item 13.b):
That trustees J. Bennett and J. Skinner be appointed to sit on the Naming Committee for
the new NW London Elementary School.
That trustees P. Jaffe and M. Reid be appointed to sit on the Naming Committee for the
new NE London Elementary School.
e. Special Education Advisory Committee Report, 2017 February 7
R. Tisdale referred to the written report of the Special Education Advisory Committee (Item 14.e)
provided to Trustees in advance of the meeting.
The following recommendations were moved by Trustee R. Tisdale, seconded by Trustee J.
Bennett and CARRIED:
That a leave of absence be granted to Trustee J. Bennett and M. Cvetkovich for the
second meeting of 2017 February 7.
That a leave of absence be extended until October 2017 for Sandy Wilson,
Community Living London representative.
f. Special Education Advisory Committee Report, 2017 February 7
R. Tisdale referred to the written report of the Special Education Advisory Committee (Item 14.f)
provided to Trustees in advance of the meeting. Presentations made to the committee were
highlighted. There were no recommendations
g. Program and School Services Advisory Committee Report, 2017 February 7
S. Polhill referred to the written report of the Program and School Services Advisory Committee
(Item 14.g) provided to Trustees in advance of the meeting. Reports received at the committee
were described. There were no recommendations.
h. Thames Valley Parent Involvement Committee Report, 2017 February 9
R. Tisdale referred to the written report of the Thames Valley Parent Involvement Committee
(Item 14.h) provided to Trustees in advance of the meeting. Highlights of the report were
summarized. There were no recommendations.
i. Audit Committee Report, 2017 February 14
R. Tisdale referred to the written report of the Audit Committee (Item 14.i) provided to Trustees in
advance of the meeting. There were no recommendations.
j. Committee of the Whole, In-Camera Report, 2017 February 14
A. Morell advised that the Committee of the Whole met in-camera on 2017 February 14 from 5:37
p.m. to 5:56 p.m. The committee discussed personal and negotiation matters. No conflicts of
interest were declared and there were no recommendations.
k. Planning and Priorities Advisory Committee Report, 2017 February 14
J. Todd referred to the written report of the Planning and Priorities Advisory Committee (Item
14.k) provided to Trustees in advance of the meeting. There were no recommendations.
2017 February 28…6
l. Chair’s Committee Report, 2017 February 21
A. Morell referred to the written report of the Chair’s Committee (Item 14.l) provided to Trustees in
advance of the meeting. Items discussed at the Committee meeting were summarized. There
were no recommendations.
m. Committee of the Whole, In-Camera Report, 2017 February 28
A. Morell advised the Committee of the Whole met in-camera on 2017 February 28 from 5:05
p.m. to 5:39 p.m. The committee discussed legal and personal matters. No conflicts of interest
were declared.
The following recommendation was moved by Trustee A. Morell, seconded by Trustee G. Hart
and CARRIED:
That the motions approved at the in-camera session of 2017 February 28 related to
personal matters be approved and recorded in the public minutes of the 2017
February 28 Board meeting.
15. TRUSTEE UPDATES FROM EXTERNAL COMMITTEES
a. Ontario Public School Boards’ Association (OPSBA) Update
R. Tisdale advised she and M. Reid would be attending the next Board of Director’s meeting
scheduled for 2017 March 3-4.
16. COMMUNICATIONS
a. Middlesex Centre
Chair Reid referred to communication from Middlesex Centre included with the agenda package.
17. NOTICE OF MOTION – none
18. MOTION – NOTICE OF WHICH HAS BEEN GIVEN – none
19. ADDITIONAL ITEMS – none
20. QUESTIONS/COMMENTS BY MEMBERS
J. Todd advised a Planning and Priorities Advisory Committee was called for 2017 March 28; it will
follow the regular meeting of the Board. Agenda items for the 2017 March 28 and April 18 Advisory
meetings were described.
G. Hart reported on the receipt of a $10,000 grant by Plattsville Elementary Public School from
Ontario Hydro for their playground equipment.
R. Tisdale referred to a recent London Free Press article concerning the new Northeast school. It
was confirmed administration will bring forward a report to trustees regarding the registration of
students at that school and the registration at StoneyCreek Public School. R. Tisdale expressed her
concerns regarding the lack of Ministry funding for a new Southeast school as prioritized by TVDSB.
M. Reid reported on his attendance at Sir John A. MacDonald for an anti-bullying assembly. The
students were commended for their work.
21. ADJOURNMENT
The meeting adjourned at 9:00 p.m. on motion of Trustee J. Todd, seconded by Trustee G. Hart
CARRIED.
Confirmed:
Chairperson
2017 February 28…7
SUMMARY OF APPROVED RECOMMENDATIONS OF 2017 FEBRUARY 28
That section 4.0 and 4.1 of the TVDSB Attendance Area Review for the Northwest
Middlesex County be commenced through an elementary Pupil Accommodation Review.
That the draft 2017-2018 school year calendars be submitted to the Ministry of Education
for approval.
That the membership of the Naming Committee, in accordance with Appendix A of the
report, for the new North East and new North West London elementary schools be
approved.
That the additional budget of $702,339 in 2016-2017 be allocated to the one-time projects
as proposed in the report.
That the TVDSB mileage reimbursement rate be set equivalent to the Canada Revenue
Agency (“CRA”) rate retroactive to January 1, 2017.
That the Thames Valley District School Board Guidelines for Trustee Communications be
included as an Appendix to the Bylaws.
That the Bylaws as amended, to include Trustee Communication under the Trustee Code of
Conduct, be approved.
That the Trustee Communication and Use of Social Media Ad Hoc Committee be disbanded.
That a leave of absence be granted to Trustee J. Bennett and M. Cvetkovich for the second
meeting of 2017 February 7.
That a leave of absence be extended until October 2017 for Sandy Wilson, Community
Living London representative.
That the motions approved at the in-camera session of 2017 February 28 related to
personal matters be approved and recorded in the public minutes of the 2017 February 28
Board meeting.
We build each student’s tomorrow, every day
Date of
Meeting: 2017 February 28
Item #:
REPORT TO:
☒
PUBLIC ☐
IN-CAMERA
☐
Administrative
Council
☐
Program and School Services
Advisory Committee
☐
Planning and Priorities
Advisory Committee
☒
Board
☐
Policy Working Committee
TITLE OF REPORT:
Draft 2017 – 2018 School Year Calendars
PRESENTED BY: Marion Moynihan, Superintendent of Student Achievement
PRESENTED FOR: ☒ Approval ☐ Information ☐ Advice
Recommendation(s): That the Draft 2017 – 2018 School Year Calendars be submitted to the Ministry of Education for
approval.
Purpose: To share the Draft 2017 – 2018 School Year Calendars and stakeholder input.
To share the agendas for the scheduled PA Days.
Content: Regulation 304 of the Education Act states that:
Every school year shall include a minimum of 194 school days
Three days shall be designated by the Board as professional activity days
Up to four additional days may be designated by the Board as professional activity days
A Board may designate up to ten instructional days as examination days
Note that each semester in the secondary panel must have at least 88 instructional days in order
to provide students with the mandatory 110 hours of instruction per course.
Appendix A: Draft Elementary Calendar
187 instructional days
7 PA days:
o September 29, 2017
o October 27, 2017
o November 17, 2017 (Parent-Teacher Interviews)
o January 19, 2018 (Assessment & Evaluation Day)
o April 27, 2018
o June 8, 2018 (Assessment & Evaluation Day)
o June 29, 2018
194 total school days
Appendix B: Draft Secondary Calendar
177 instructional days (S1 = 89 instructional days; S2 = 88 instructional days)
7 PA days:
o September 29, 2017
o October 27, 2017
o November 17, 2017
o February 2, 2018 (Turn-Around Day)
o April 27, 2018
o June 28, 2018
o June 29, 2018
10 exam days
194 total school days
In the past, trustees inquired as to the possibility of incorporating Muslim and/or Jewish holidays
into the calendar as PA Days. The September PA Day has been scheduled to incorporate the
Jewish holiday of Rosh Hashanah and the Islam holiday of New Years.
Stakeholder Survey Results:
Total # of Respondents: 146
Elementary Calendar: 75% of respondents support the draft
Secondary Calendar: 79% of respondents in support of draft
Note that the Draft Elementary Calendar for 2017-2018 has been amended due to stakeholder
input such that the PA Day in January is scheduled for January 19th rather than January 12th as
originally proposed.
Cost/Savings: Alignment of the TVDSB and LDCSB calendars will reduce transportation expenditures.
Timeline: 2016 November Meetings:
o Coterminous Boards (London District Catholic School Board, Public and Separate
French Boards)
o Employee Group Representatives
2016 December - Public Input
2017 February 07 – Program and School Services Advisory Committee Meeting
2017 February 28 - Board Meeting
2017 March – Submission to Ministry of Education for approval
Communications: Notification of stakeholders via email and TVDSB website once approval received from the Ministry
of Education.
Appendices: A. Draft 2017 - 2018 Elementary Calendar
B. Draft 2017 - 2018 Secondary Calendar
C. PA Day Agendas 2017 - 2018
Form Revised: January 2016
Relation to Commitments:
☒ Putting students first. ☐ Actively engaging our students, staff, families and communities.
☐ Recognizing and encouraging leadership in all its forms. ☐ Being inclusive, fair, and equitable.
☐ Ensuring safe, positive learning and working environments. ☐ Inspiring new ideas and promoting innovation.
☒ Taking responsibility for the students and resources entrusted to our care.
DRAFT
Classes Begin
Sept. 5, 2017
Last Day
June 28, 2018
194 School Days
Including PA Days
LEGEND
PA DAYS
September 29, 2017
October 27, 2017
November 17, 2017
January 19, 2018
April 27, 2018
June 8, 2018
June 29, 2018
HOLIDAYS
Sept 4, 2017 Labour Day
Oct 9, 2017 Thanksgiving
Dec 25 - Jan 5, 2018 Christmas Break
Feb 19, 2018 Family Day
March 12 - 16, 2018 March Break
March 30, 2018 Good Friday
April 2, 2018 Easter Monday
May 21, 2018 Victoria Day
Classes End
Classes Begin
SEPTEMBER
MON TUES WED THURS FRI
OCTOBER
MON TUES WED THURS FRI
NOVEMBER
MON TUES WED THURS FRI
DECEMBER
MON TUES WED THURS FRI
JANUARY
MON TUES WED THURS FRI
FEBRUARY
MON TUES WED THURS FRI
MARCH
MON TUES WED THURS FRI
APRIL
MON TUES WED THURS FRI
MAY
MON TUES WED THURS FRI
JUNE
MON TUES WED THURS FRI
2017-2018
4
11
18
25
5
12
19
6
13
20
7
14
21
1
8
15
22
9
16
23
30
17
24
31
18
25
19
26
20
27
6
13
20
14
21
15
22
16
23
17
24
8
15
22
29
9
16
23
30
10
17
24
31
11
18
25
5
12
26
5
12
19
6
13
20
7
14
21
1
8
15
22
2
9
16
23
4
11
18
25
5
12
19
26
6
13
20
7
14
21
1
8
15
22
5
12
19
26
6
13
20
7
14
21
1
8
15
22
2
9
16
23
16
23
30
17
24
18
25
19
26
20
27
7
14
21
28
8
15
22
29
9
16
23
10
17
24
11
18
25
4
11
18
25
5
12
19
6
13
20
7
14
21
1
8
15
22
19
26
1 2 3
27
27
26
27 27
28 26
28 29
1 2 3 4
27 28
28 29
2 3 4 5 6
10 11 12 13 7 8 9 10
28 29 30
29
1 2 3 4
27 28
30
2
9
3
10
4
11
5
12
6
13
30 31
29
1 2 3 4
5 6 7 8 9
10 1 2 3
5
9 10 1 2
3 4 5 6
7 8
2 3 4 5 6
7 8 9 10
1 2 3 4 5
10
1 2 3 4 5
1 2 3 4
6 7 8 9
5 6 7 8
5 6 7 8 9
1 2 3 4 5
6 7 8 9 10
1 2 3 4
2
6
3 4 5 6
7
4 5 6 7 8
9
1 2 3
4 5 6
4 5 6
10
6
7
9 10 1
6 7 8 9 10
2 3
2 3 4 5
4
7
7 8 9 10
87
8
9 10 1 2 3
8
6 7 8 9
1 2 3 4 5
10 1 2 3 4
9 10 1
9 10 1 2 3
4 5 6 7
8 9 10 1
8 9 10 1
5 6 7 8
5 6 7 8 9
10 1 2
3 4
9 10 1 32
4 5 6 7
10
Elementary School Calendar
Thames Valley District School Board
DRAFT
HOLIDAYS
Sept 4, 2017 Labour Day
Oct 9, 2017 Thanksgiving
Dec 25 - Jan 5, 2018 Christmas Break
Feb 19, 2018 Family Day
March 12 - 16, 2018 March Break
March 30, 2018 Good Friday
April 2, 2018 Easter Monday
May 21, 2018 Victoria Day
LEGEND
EXAM DAYS
January 26 - Feb. 1, 2018
June 21 - 27, 2018
PA DAYS
September 29, 2017
October 27, 2017
November 17, 2017
February 2, 2018
April 27, 2018
June 28-29, 2018
Classes Begin
Sept. 5, 2017
Last Day
June 20, 2018
194 School Days
Including PA Days
Classes Begin
Classes End
Classes End
Classes Begin
SEPTEMBER
MON TUES WED THURS FRI
OCTOBER
MON TUES WED THURS FRI
NOVEMBER
MON TUES WED THURS FRI
DECEMBER
MON TUES WED THURS FRI
JANUARY
MON TUES WED THURS FRI
FEBRUARY
MON TUES WED THURS FRI
MARCH
MON TUES WED THURS FRI
APRIL
MON TUES WED THURS FRI
MAY
MON TUES WED THURS FRI
JUNE
MON TUES WED THURS FRI
2017-2018
4
11
18
25
5
12
19
6
13
20
7
14
21
1
8
15
22
9
16
23
30
17
24
31
18
25
19
26
20
27
6
13
20
14
21
15
22
16
23
17
24
8
15
22
29
9
16
23
30
10
17
24
31
11
18
25
5
12
26
5
12
19
6
13
20
7
14
21
1
8
15
22
2
9
16
23
4
11
18
25
5
12
19
26
6
13
20
7
14
21
1
8
15
22
5
12
19
26
6
13
20
7
14
21
1
8
15
22
2
9
16
23
16
23
30
17
24
18
25
19
26
20
27
7
14
21
28
8
15
22
29
9
16
23
10
17
24
11
18
25
4
11
18
25
5
12
19
6
13
20
7
14
21
1
8
15
22
19
26
1 2 3
27
27
26
27 27
28 26
28 29
1 2 3 4
27 28
28 29
2 3 4 5 6
10 11 12 13 7 8 9 10
28 29 30
29
1 2 3 4
27 28
30
2
9
3
10
4
11
5
12
6
13
30 31
29
Secondary School Calendar
Thames Valley District School Board
Thames Valley District School Board
2017-2018 School Year Calendar PA Day Outline
ELEMENTARY SECONDARY
September 29:
Provincial Ed. Priorities
- School improvement planning linked
to BIPSA and SEF
September 29:
Provincial Ed. Priorities
- School improvement planning linked
to BIPSA and SEF
October 27:
- Ministry directed PA Day
Provincial Ed. Priorities
- developing and implementing
strategies to improve and/or to close
the gaps in student achievement in
numeracy
October 27:
- Ministry directed PA Day
Provincial Ed. Priorities
- developing and implementing
strategies to improve and/or to close
the gaps in student achievement in
numeracy
November 17:
- Parent-Teacher Interview Day
November 17:
- School improvement planning linked
to BIPSA and SEF
January 19:
- Assessment and Evaluation Day
February 02:
- Facilitating transitions for students
who are entering school, changing
grades or schools, or leaving
April 27:
- Ministry directed PA Day
Provincial Ed. Priorities
- School improvement planning linked
to BIPSA and SEF
- Health and Safety
April 27:
- Ministry directed PA Day
Provincial Ed. Priorities
- School improvement planning linked
to BIPSA and SEF
June 08:
- Assessment and Evaluation Day
June 28:
- School improvement planning,
curriculum review development
- Facilitating transitions for students
who are entering school, changing
grades or schools, or leaving
June 29:
- School improvement planning,
curriculum review development
- Facilitating transitions for students
who are entering school, changing
grades or schools, or leaving
June 29:
- School improvement planning,
curriculum review development
- Facilitating transitions for students
who are entering school, changing
grades or schools, or leaving
We build each student’s tomorrow, every day
Date of
Meeting: 2017 February 28
Item #: 13.b
REPORT TO:
☒
PUBLIC ☐
IN-CAMERA
☐
Administrative
Council
☐
Program and School Services
Advisory Committee
☐
Planning and Priorities
Advisory Committee
☒
Board
☐
Policy Working Committee
TITLE OF REPORT: Membership of the Naming Committees for the new North East and new North West London Elementary
Schools.
PRESENTED BY: Valerie Nielsen, Associate Director; Lisa Munro, Learning Supervisor
PRESENTED FOR: ☒ Approval ☐ Information ☐ Advice
Recommendation(s): That the Board considers approval of the Naming Committee Membership for the new North East and new
North West London Elementary Schools.
Purpose: To provide the names of individuals who have agreed to participate in the process to name the new North
East and North West London Elementary Schools.
Content: In accordance with the Board’s Policy and Procedures, regarding Naming of Schools, requests were made
for individuals to serve.
The Committee Membership includes:
Two trustees (non-voting), at least one of whom is from that electoral district;
Two parent representatives (voting) residing in the designated school boundary areas, appointed
by the School Council, for each of the school areas involved in a consolidation OR when only one
school is involved in a Naming Committee, two parent representatives (voting) residing in the
designated school boundary area, appointed by the School Council, from each Division attending
the school;
The Superintendent(s) of Achievement (non-voting) for the area.
Naming Committee membership was advertised at the school level using the means in which the school
regularly communicates to the school community.
To avoid a conflict of interest in the selection process, members of the Naming Committee are not eligible
to submit names for consideration.
An advertisement, requesting submissions for school names, was published in the Seeking Public Input
domain of the TVDSB website.
All submissions were to be received by Saturday, February 11, 2017, by Bonnie Williams, Supervisor-
Corporate Services, for forwarding on to the selection committee, once approved.
Cost/Savings: N/A
Timeline: Naming Committee meeting will commence as soon as possible following the closing of submissions and
the approval of the Naming Committee by the Board.
Communications: An advertisement requesting submissions for school names was placed on the Seeking Public Input area of
the TVSDB website.
Appendices: Appendix A: Naming Committee Membership for new North East and new North West London Elementary
Schools.
Form Revised: January 2016
Relation to Commitments:
☐ Putting students first. ☒ Actively engaging our students, staff, families and communities.
☐ Recognizing and encouraging leadership in all its forms. ☐ Being inclusive, fair, and equitable.
☒ Ensuring safe, positive learning and working environments. ☐ Inspiring new ideas and promoting innovation.
☐ Taking responsibility for the students and resources entrusted to our care.
APPENDIX A
Name School School Affiliation Email Address Cell Number
Peter Jaffe Trustee Trustee p.jaffe@tvdsb.on.ca
Matthew Reid Trustee Trustee m.reid @tvdsb.on.ca
Amanda Brown Northridge Public School Parent brown.homeopathy@gmail.com 226-237-0038
Nancy Froats Northridge Public School Parent nancyfroats@hotmail.com
Stoneybrook Public School
Stoneybrook Public School
Kamie Betterley Stoney Creek Public School Parent kbetterley@gmail.com 226-973-6732
Stoney Creek Public School
Name School School Affiliation Email Address Cell Number
Joyce Bennett Trustee Trustee j.bennett@tvdsb.on.ca
Jake Skinner Trustee Trustee j.skinner@tvdsb.on.ca
Lianne Labadie Centennial Central Public School Parent lianne_labadie@yahoo.ca
Centennial Central Public School
Amy Stevenson Emily Carr Public School Parent 519-860-2697
Emily Carr Public School
Girish Chand Wilfrid Jury Public School Parent 519-719-9038
Wilfrid Jury Public School
New North East London Public School
Naming Committee
New North West London Public School
Naming Committee
Opening September 2017
Opening September 2017
We build each student’s tomorrow, every day
Date of
Meeting: 2017 February 28
Item #:
REPORT TO:
☒
PUBLIC ☐
IN-CAMERA
☐
Administrative
Council
☐
Program and School Services
Advisory Committee
☐
Planning and Priorities
Advisory Committee
☒
Board
☐
Policy Working Committee
TITLE OF REPORT: 2016-2017 Revised Estimates Contingency Fund
PRESENTED BY: Christine Beal, Superintendent of Organization Support Services (Business)
Sandra Macey, Manager, Financial Services
PRESENTED FOR: ☒ Approval ☐ Information ☐ Advice
Recommendation(s): That Trustees approve the allocation of additional budget of $702,339 in 2016-2017 to the one-
time projects listed on the appendice under part (2).
Purpose: To provide Planning and Priorities Advisory Committee with the planned use of the remaining
contingency fund established as a result of Revised Estimates.
Content: Due to the short timelines for submission of Revised Estimates (due December 15, 2016 to the
Ministry of Education), the net of additional revenues versus added expenses of $2.2M was placed
in a contingency expenditure fund. This contingency fund was established with the intent of using
this funding in whole to offset in-year budget pressures.
On 2017 January 10, Planning and Priorities Advisory Committee received a report on Revised
Estimates along with proposed allocations for approximately $1.5M of the contingency fund to
meet urgent needs. Approval of the staffing components associated with the $1.5M was
subsequently approved by Trustees on 2017 January 13.
The attached report details how Senior Administration is recommending allocation of the remaining
$702,339 contingency, based on where needs exist in the system in-year 2016-2017.
Cost/Savings:
Timeline:
Communications:
Appendices: Use of Contingency Amount as Determined by Senior Administration
Form Revised: January 2016
Relation to Commitments:
☐ Putting students first. ☐ Actively engaging our students, staff, families and communities.
☐ Recognizing and encouraging leadership in all its forms. ☒ Being inclusive, fair, and equitable.
☐ Ensuring safe, positive learning and working environments. ☐ Inspiring new ideas and promoting innovation.
☒ Taking responsibility for the students and resources entrusted to our care.
Use of Contingency Amount as Determined by Senior Administration
2016-17 Revised Estimates Contingency Amount 2,200,000$
(1) 2016-17 One-Time Spending:
Educational Assistant Support to address needs in 2016-17 (60.0 FTE)640,371
Elementary LST's to address needs in 2016-17 (3.0 FTE)290,697
Elementary ESL Teacher to address needs in 2016-17 (1.0 FTE)58,139
ESL Summer School Funding 50,000
Secondary Vice Principal at Montcalm (1.0 FTE)74,134
Secretarial Support - Casual to address needs in 2016-17 40,000
Early Childhood Educator - Additional class at Wilfrid Jury (1.0 FTE)27,820
Retiree Benefits 250,000
Carpet Replacement - ITS Department, Education Centre 66,500
Total Contingency Usage Approved by Board on 2017 January 13 1,497,661
Remaining Contingency Amount, 2017 January 13 702,339$
(2) 2016-17 One Time Spending:
Administrative support for hiring of EA's and for SEA Equipment 32,000
Special Education support for Continuing Education (summer school) - LST 12,000
Alternate Dispute Resolution Professional Development 38,000
Expand FNMI summer learning program 40,000
Summer programs - Numeracy resources 10,000
Electronic Document Management Project 115,000
Mileage Increase (subject to Trustee approval)100,000
Math & Technology Initiative - Mobile Devices Program 355,339
Total Remaining Amount Recommended for Trustee approval 14 February 2017 702,339$
Other one-time initiatives considered:
Louise Arbour renovations - Meeting space
Lead in Water Testing (new requirement for 2017) - amendment to O.Reg. 243
Fire Alarm System Replacement and Upgrade - Board Office
We build each student’s tomorrow, every day
Date of
Meeting: 2017 February 28
Item #: 13.d
REPORT TO:
☒
PUBLIC ☐
IN-CAMERA
☐
Administrative
Council
☐
Program and School Services
Advisory Committee
☐
Planning and Priorities
Advisory Committee
☒
Board
☐
Policy Working Committee
TITLE OF REPORT: TVDSB Mileage Reimbursement Rate
PRESENTED BY: Christine Beal, Superintendent of Organizational Support Services (Business)
Jeremy Knight, Manager of Business Services
PRESENTED FOR: ☒ Approval ☐ Information ☐ Advice
Recommendation(s): That TVDSB mileage reimbursement rate be set equivalent to the Canada Revenue Agency (“CRA”) rate,
retroactive to January 1, 2017.
Purpose: To address the increase in fuel prices and the CRA treatment of mileage reimbursement to employees.
Content: Since September 2015, employees and trustees have been reimbursed at a rate of $0.45 per km travel using
their personal vehicles.
The mileage rate set by TVDSB includes the costs borne by the employee for the employees’ fuel,
depreciation and insurance costs.
In the fall of 2016 the Canada Revenue Agency (CRA) conducted a Payroll Remittance Audit at TVDSB.
During the audit CRA clarified their definition of an “unreasonable” mileage rate. CRA now deems any rate
which is not the same as the CRA’s rate as “unreasonable”, whether the rate be higher or lower. Any
mileage paid to an employee that is deemed “unreasonable” is 100% taxable to the employee. Anecdotally,
the clarification issued to TVDSB has also been provided to other boards and other public sector employers
and has been brought to the attention of the Ministry of Education staff by one of the boards which has
also recently received a CRA Payroll Audit. The CRA has indicated that it will not alter its stance on the
matter for provincial public institutions.
The graph below shows the historical gas prices in London, Ontario since September 2015.
We build each student’s tomorrow, every day
Graph 1: London Area Historical Gas Prices – September 2015 to January 2017
TVDSB has two options in 2017 and going forward:
Option 1: TVDSB can increase the mileage rate to $0.54 per kilometer (2017 CRA rate), effective January 1,
2017.
Each $0.01 per km rate increase has a $20,000 to $22,000 per annum cost to TVDSB
Impact to TVDSB in 2016/17: $100,000 in additional mileage expense (incurred January 1 to
August 31, 2017)
Does not constitute a taxable benefit to employees.
Option 2: TVDSB could maintain the current mileage rate. The implications are as follows:
Impact to Employees:
Over $1,000,000 in mileage will be added to TVDSB’s employees’ T4’s, as a taxable benefit.
Impact to TVDSB:
Increased administrative time and expense for the issuance of taxation documentation such as T4s
and T2200s. Increased time will result in the need for 0.5 FTE of additional administrative help,
with a cost of $26,000
Increased likelihood of a CRA challenge to the taxation forms issued to those who receive mileage,
in which a $100 fine per incorrect T4 per tax year could be levied (estimated $70,000 to $100,000
cost).
Due to the increases in fuel prices and CRA’s stance that the current mileage rate is a taxable benefit,
Business Services is recommending benchmarking mileage to the CRA rate of $0.54 per km.
Cost/Savings: For 2016-17, the impact of the mileage expenses is an increase of $100,000 if the mileage
reimbursement rate is increased to the CRA rate, effective January 1, 2017
If the reimbursement rate is not equal to the CRA rate stipulated , there is the risk of a compliance
audit with negative results (and fines)
0
20
40
60
80
100
120
Gas Price Cents per Litre Time Period
We build each student’s tomorrow, every day
Timeline: Increase would be retroactive to January 1, 2017.
Communications: N/A
Appendices: None
Form Revised: January 2016
Relation to Commitments:
☐ Putting students first. ☐ Actively engaging our students, staff, families and communities.
☐ Recognizing and encouraging leadership in all its forms. ☐ Being inclusive, fair, and equitable.
☐ Ensuring safe, positive learning and working environments. ☐ Inspiring new ideas and promoting innovation.
☒ Taking responsibility for the students and resources entrusted to our care.
REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE (FNAC) MEETING
2017 January 17
3:07 p.m. to 5:10 p.m.
MEMBERS ADMINISTRATION AND OTHERS
P. Schuyler, Chair
B. McKinnon, Trustee
A. Morell, Trustee
F. Huff, Chippewa of the Thames
D. Grosbeck, Chippewas of the Thames
B. Antone, Oneida Nation of the Thames
S. Smith, Oneida Nation of the Thames
O. Correia, Munsee-Delaware Nation
Regrets:
B. Summers, Oneida Nation of the Thames
M. Fisher, Munsee- Delaware Nation
P. McKenzie, Superintendent of Student Achievement
P. Skinner, FNMI Learning Supervisor
S. McGahey-Albert, FNMI Education Advisor
C. Camillo, FNMI Learning Coordinator
M. Ferdinand, Coordinator School Counselling
L. Abell, Corporate Services Assistant
B. White, Principal Saunders S.S.
J. Patterson, Vice-Principal Saunders S.S.
L. Williams, Principal Lambeth P.S.
Guests:
K. Wilkinson, Superintendent of Student Achievement
J. Bennett, Trustee
K. Day, Teacher, Saunders Secondary School
1. CALL TO ORDER
The meeting convened at 3:07 p.m. at Saunders Secondary School, 941 Viscount Road.
2. APPROVAL OF AGENDA – The agenda was approved on motion.
3. CONFLICTS OF INTEREST – none declared
4. REPORT OF MEETING- 2016 NOVEMBER 15 – provided for information.
5. BUSINESS ARISING FROM MINUTES
M. Ferdinand provided an update regarding the FNMI Social Worker position advising that the
position was posted and interviews were held in December. The successful candidate turned down
the job offer. A currently employed social worker with the Board will take on the FNMI case load.
6. PROGRAM SPOTLIGHT
a. Alternative Education
K. Wilkinson, Superintendent of Student Achievement joined the meeting and shared an overview
about the Thames Valley District School Board Alternative Education program. Nine programs
are offered through alternative education. The School within a College (SWAC) and School within
a University (SWAU) programs were described. These programs provide students an opportunity
to try college and university. The application process begins in the spring.
b. School Based Interventions at Saunders
B. White opened the presentation on School Based Interventions at Saunders Secondary School
with a reading exercise for the members. The exercise demonstrated difficulties that students
encounter with reading.
K. Day, English and Student Success Teacher shared information about the Saunders Reading
Program. The program helps and supports students reading skills with practice and instruction.
Students are encouraged to read 40 minutes per day. Reading spaces were created at the
school. The Developmental Reading Assessment (DRA) is used to assess reading skills.
The committee formed groups to discuss opportunities, challenges and next steps to improve
reading skills for students.
7. LEARNING SUPPORT SERVICES UPDATE
a. Cultural Funds Update
P. Skinner referred to the Cultural Funds Update summary that was distributed at the meeting.
14.a
b. FNMI Board Action Plan Update
C. Camillo referred to the FNMI Board Action Plan Update (FNMI 1) written report.
8. PRINCIPALS’ UPDATE
a. B. Davison Secondary School
The written report was attached (FNMI 2) and provided to the committee in advance of the
meeting.
b. Delaware Central Public School
The written report was attached (FNMI 3) and provided to the committee in advance of the
meeting.
c. H.B. Beal Secondary School
The written report was attached (FNMI 4) and provided to the committee in advance of the
meeting.
d. Lambeth Public School
Principal L. Williams referred to the written report as attached (FNMI 5) and provided to the
committee in advance of the meeting.
e. Saunders Secondary School
Vice-Principal J. Patterson referred to the written report as attached (FNMI 6) as provided to the
committee in advance of the meeting.
In addition it was shared that 28 FNMI students built dog houses in the wood shop at Saunders
for the Ontario Veterinary College.
f. Strathroy District Collegiate Institute
The written report was attached (FNMI 7) and provided to the committee in advance of the
meeting.
9. COMMUNITY UPDATE
a. Oneida Nation of the Thames
B. Antone and S. Smith provided the Oneida Nation of the Thames update.
b. Chippewas of the Thames First Nation
F. Huff provided the Chippewa of the Thames First Nation update highlighting parent involvement
and noting her appointment as a community member on the Thames Valley Parent Involvement
Committee. Chippewa of the Thames continues to work on the tuition agreement.
c. Munsee-Delaware Nation
O. Correia provided the Munsee-Delaware update advising that brown bag snacks/lunches are
going to be provided to elementary First Nations students. Arrangements will be made with
Administration at secondary schools to provide secondary students with lunch through the
cafeterias at the schools. The community Christmas feast was exciting. The Anishinabek
Education system was described.
It was advised that member M. Fisher will miss January, February and March First Nations
Advisory Council meetings due to another commitment.
10. ADDITIONAL ITEMS
a. Cultural Competency Training
As a follow up to the visit to the three local First Nations Communities, cultural competency
training is being offered on February 1st, 8:30 to noon in the Thames room. Thames Valley The
day will begin with a smudge then proceed with training by a facilitator from the Ontario
Federation of Indigenous Friendship Centres (OFIFC). Learning Coordinators, Teachers on
Special Assignment, Instructional Coaches and Learning Supervisors are invited. Principals have
been invited to participate in the cultural competency training in the afternoon. The Thames
Valley social work department will offer a debriefing session of the content from the workshop on
February 7 in the London room.
14.a
11. FUTURE MEETING DATES
All Meetings start at 3:00 p.m.
12. ADJOURNMENT
The meeting adjourned at 5:10 p.m. by motion.
Recommendations: None
P. Schuyler
Committee Chair
Tuesday, 2017 February 21 Lambeth Public School
Tuesday, 2017 March 21 Delaware Central Public School
Tuesday, 2017 April 18 B. Davison Secondary School
Tuesday, 2017 May 16 Strathroy District Collegiate Institute
Tuesday, 2017 June 20 Munsee-Delaware Nation
14.a
First Nations Advisory Committee
FNMI Board Action Plan Update
January 17, 2017
Learning Support Services – November 2016 Page 1 of 1
I. USING DATA TO SUPPORT STUDENT ACHIEVEMENT
5. FNMI Services
The FNMI Student Leadership Council is composed of 30 students from 12 schools.
Three meetings have taken place thus far and the students have identified preferred
topics and teachings for the year. They have also been consulted for input and guidance
on the development of the upcoming FNMI Student Leadership Camp.
II. SUPPORTING STUDENTS
6. Visiting Elders and Cultural Teachers Program
Multiple visits took place in December which involved elders sharing about history and
current issues, beading with students, and drumming, singing, and dance. Visits for
January include drumming with students and presentations on holistic living.
7. FNMI Student Leader Posters
Student Leader Poster Applications have been provided to students on the FNMI
Student Leadership Council.
8. FNMI Cultural Programming
A program description has been received from the Child and Youth Worker at SOAHAC
and is currently being reviewed.
10. FNMI Secondary Students Transitions
Over 50 secondary students attended the Aboriginal Post-Secondary Information
Session held at the TVDSB Education Centre in November. Students received advice for
selecting their post-secondary paths and had the opportunity to meet with First Nations
representatives from multiple Ontario colleges and universities.
III. SUPPORTING EDUCATORS
12. Support for Native Language and FNMI Studies Teachers
Native Language teachers met for a full day of professional development in December
to collaborate on interactive lessons that promote oral communication. They received
multiple example activities from the TVDSB FSL TOSA who worked with the Native
Language teachers throughout the day.
IV. ENGAGEMENT AND AWARENESS BUILDING
16. Urban FNMI Student Achievement Celebration
N’Amerind Friendship Centre held its 18th Annual Urban Aboriginal Student Awards
program at Thames Valley’s Education Centre on November 24, 2016. The ceremony
recognized 8 elementary graduates, 32 subject awards, and 23 secondary school
graduates. There were approximately 160 people in attendance.
FNMI 1
Thames Valley District School Board Laura Elliott, Director of Education and Secretary
B. Davison Secondary School
785 Trafalgar Street, London, Ontario N5Z 1E6
Telephone: (519) 452-2880 Fax: (519) 452-2899
Web site: www.tvdsb.on.ca/davison
Chris Friesen, B.Sc., B.Ed., M..Ed., Principal ~ Melanie Seifert., B.A, B.Ed., M.Ed., Vice-Principal
Carrie Rogers, First Nations Counsellor
Report to First Nations Advisory Council
Date: Friday, January 13, 2017
Transition Meetings and Timelines:
We held our annual LST Breakfast, Skills Quest and Grade 8 Parent Night on December 14/15
Davison has a unique relationship with elementary schools since we are not anyone’s “home school”
We will very soon be starting our course selection process which is also different since we meet with
each student individually to complete their selections as opposed to a classroom approach
Initiatives to Support Students in their Learning:
Our senior students completed their two week Work Experience program by early December
To help with our students pre-holiday anxiety, we had lots of social activities such as a Canned Food
Drive, Staff/Student Volleyball Game, Holiday Lunch (free) for students, Holiday Assembly as well as
an Outside Activity Day
January will entail a lot of intensive Credit Improvement support to help our students be successful in
their Semester One Courses
Cultural Initiatives:
We are hosting bi-weekly mtgs on our FNMI Students to discuss their progress and plans of action.
Biweekly/weekly calls go home to parents to update re: academic success and/or with any
concerns/celebrations.
Beading was completed; Waiting on more funds to support any further cultural teachings to have in guests
to demonstrate their art skills. ie. sewing of ribbon shirts and skirts.
FNMI counsellor attended a one day workshop on dealing with anxious students.
FNMI Counsellor supported Oneida community school and local schools with supports for the students
and referrals for the schools for Trauma Response Team, if needed.
Hold smudging/sharing circles eiter privately or as a group to allow students to share openly with one
another on how their week went or 1-1 individually with FNMI Counsellor.
Work placements were secured for students, but difficulty having the students attend. Will be working
more closely with Mr. Tisdale on securing placements for students with parental support and On-Reserve
Education Dept's support to ensure the students success with transportation and commitment to
attending. Everyone needs to be on board - student/family/school/education dept's.
Open house and Gr 8 day showed some interest by FNMI students/families. Calls were made directly to
families that FNMI Counsellor was aware of for families/student's interested in possible admission in Sept
2018 - Grade 9.
Individual times have been provided for students that are requiring extra support towards acheiving their
credits for semester one with FNMI Counsellor and available EA's or teachers, during lunch hours, spares.
Important Dates:
Credit Improvement Week – end of January
February 6th – Start of Sem 2
Course Selections for 17-18 occurring throughout February
FNMI 2
Delaware Central Public School
14 Osborne Street, Delaware, Ontario, N0L 1E0
Telephone: (519) 652-5371 Fax: (519) 652-3578
Email: delawarecentral@tvdsb.on.ca
Website: www.tvdsb.ca/delawarecentral.cfm
Ms. P. Spicer
Principal
Mrs. G. Vangreuningen
Secretary
Report to First Nations Advisory Council
January 2017
TRANSITION MEETINGS and TIMELINES
Mabel Doxtator, student advocate, facilitated a tour of Saunders Secondary School on
December 2 for grade 8 students who have expressed an interest in attending Saunders
next year.
A third transition meeting was hosted by Lambeth Public School on December 7.
A fourth transition team planning meeting has been scheduled for January 11.
Transition activities, school visits and a registration open houseare being planned for
students from Standing Stone, Lambeth and Delaware Schools (e.g., Cookies-in-a-Jar,
Student-created slideshow presentation, Activity Centres, Lunch, Socials).
A transition team meeting for LSTs is being planned.
INITIATIVES TO SUPPORT STUDENTS IN THEIR LEARNING
We continue to meet with Oscar Correia, Education Coordinator for Munsee-Delaware
Nation, and Mabel Doxtator, Student Advocate for Oneida Nation of the Thames to review
students’ needs and academic progress. Report Cards and Individual Educational Plans
are due to go home on February 3. A PA day has not been designated for interviews;
however, teachers will contact parents/guardians of any child experiencing significant
difficulties. Parents/guardians may also request a meeting at any time.
Program Development Team meetings continue to be scheduled on a monthly basis to
address the academic, physical, social and/or emotional needs of any student who is
experiencing difficulty. The next meeting is on January 27.
Students in grade 1 to 8 have completed a cycle of numeracy instruction based on the
results of a math assessment completed in November. A post-test was administered in late
December to assess students’ growth. Results indicate that the majority of students
improved; those in grades 3-5 made the most significant gains. Student outcomes have
been used to determine the next cycle of instruction. A pre-test and post-test will again be
used to document student growth.
Students participating in the Empower Reading Program are currently engaged in lesson
30; progress will be assessed once they have completed lesson 50.
CULTURAL INITIATIVES
Karen Mosko, Lunaape language teacher, and Oscar Correia participated in the 18th Annual
Turkey Dinner. At the urging of a young student, Karen led children from Munsee-Delaware
Nation in a thanksgiving blessing.
Karen is returning to Delaware to work with students to create a greeting in Lunaape.
Gavin Summers of the Oneida Men’s Singers Society has expressed an interest in helping
the staff and students plan a social.
UPCOMING EVENTS
January 17, 6:45pm Beal SS Open House
January 19, 6:00pm Strathroy SS Open House
January 19, 7:00pm Saunders SS Open House
January 19 Social at Standing Stone School (Storytelling)
January 23-February 10 Kindergarten Registration
February 7 Term 1 Elementary Report Cards
March 30 Social at Standing Stone School
FNMI 3
THAMES VALLEY DISTRICT SCHOOL BOARD
LAURA ELLIOTT, DIRECTOR OF EDUCATION AND SECRETARY
Report to First Nations Advisory Council
January 2017
TRANSITION MEETINGS AND TIMELINES
On January 19th we will be holding a course registration session. The session is aimed at
supporting our FNMI students with course selections for the 2017-2018 school year.
In January several of our senior FNMI will be visiting various universities. Also several of our
FNMI students visited Thomas King at Huron College.
INITIATIVES TO SUPPORT STUDENTS IN THEIR LEARNING
As we approach exams we have been determined in our efforts to ensure students with
outstanding assignments/projects complete the work so they can get credit for it. Our student
success team has run school wide student achievement days to assist students with this.
CULTURAL INITIATIVES
We are offering smudging every morning
During the week of Dec. 5th Beal students participated in the Shades of Our Sisters initiative from
Toronto to promote awareness around MMIW. Paper feathers were completed by FNMI and non-
FNMI students. Students recorded their thoughts on women and community on the back of the
feathers. These were sent back to the organization and will be used in an art installation that will
be travelling to several First Nation communities in Ontario.
The Leadership/FNMI Leadership class did fundraising for the Oneida family who suffered loss
and donations were sent to Oneida over the holidays. As part of their fundraising efforts, there
will also be a basket raffle in February to do more.
Also, one of our senior FNMI students has been leading a traditional singing group ever y
Wednesday during lunch hour. There have been about 6-8 students coming out to learn
traditional Haudenosaunee and Anishinaabe songs using the water drum and horn rattles.
ON-GOING INITIATVES
Beal's FNMI Committee meets every third Wednesday of the month in Rm 314 from to discuss
school wide initiatives dealing with FNMI education, awareness and opportunities for students
FNMI luncheon's are twice a month in the Wellness Room - provided by Oneida & COTTFN
Our peer mentor group finished up in December for Semester One. We are in the process of
establishing dates for Semester Two.
FUTURE DATES
Jan 17 Grade 8 Family Night Open House
Jan 20 Grade 9 EQAO Math
Jan 27 – Feb 2 Exams
Feb 3 PA Day
Feb 6 Semester Two Begins
H.B. Beal Secondary School
525 Dundas Street
London, Ontario
N6B 1W5
Phone: 519-452-2700
Fax: 519-452-2729
www.tvdsb.ca/beal.cfm
Email: beal@tvdsb.on.ca
Mr. Michael Deeb, B.L.S., H.B.A., M.A., Principal
Mr. Matthew Bradacs, B.A., B.Ed., M.Ed., Vice-Principal
Mr. Michael Barry, B.A., B.Comm., B.Ed., Vice-Principal
Ms. Tammy Vacante, B.A., B.Ed., M.A., Vice-Principal
FNMI 4
Report to First Nations Advisory Council
January, 2017
Happy New Year!!
Transition Meetings and Timelines
Grade 6 to 7 transition
Transition Planning Meeting- December 7, 2016
We Walk Together….. We Wonder Together…..
Student Feedback Forms
Grade 6 Activity Day- January 25, 2017
(Crafts, Food, Cooperative Games and Story Telling)
Grade 6 Parent Presentation/Registration at Standing Stone-
February 1, 2017
(Student Slide show, school brochure)
Grade 8 to 9 transition
Saunders High School Visit- December 22, 2017
(Registration begins….)
Beal Open House- January 17, 2017 6:45
Saunders Open House- January 19, 2017 7:00
Initiatives to Support Students in their Learning
Cultural Funds- Nelson Literacy Resources
Cultural Initiatives
Story Telling- Sharing our life experiences through oral communication
(JK-Grade 2)
Creating a Culture of Community and Collaboration-
School Council Initiative
FMNI 5
REPORT to FIRST NATIONS ADVISORY COUNCIL
Saunders Secondary School
Tuesday January 17th, 2017
TRANSITION MEETINGS AND TIME LINES
Gr. 8 Open House
Our Gr. 8 Open House is scheduled for January 19th at 7:00 pm. This evening will provide a great
opportunity for interested students/parents to explore the school and learn about what Saunders has to
offer.
INITIATIVES TO SUPPORT STUDENTS IN THEIR LEARNING
Credit Blitz
On January 17th, 18th and 19th, students will have the opportunity to complete overdue assignments during out
credit blitz days. This event was coordinated by our student success teachers.
CULTURAL INITIATIVES
Saunders Social
Saunders hosted the Frazer and the Longhouse singers for an amazing event where more than 200 students
from across Saunders attended, dance and enjoyed traditional food and drink, and learned more about the
Oneida culture and language.
Martin Family Initiative Mentoring Program
On December 1st, the students and mentors from KPMG took part in the first group activity of the year. They
had a pot luck lunch at Saunders in the Cultural Center. Mentors brought in dishes which represented their
culture, which sparked a great group discussion over lunch.
January 18th, students will participate in a budgeting workshop led by a KPMG representative on site at
Saunders.
Thomas King
January 11th, 15 Saunders students will travel to Huron College to meet with Thomas King (author) for a
workshop, discussion and lunch.
IMPORTANT DATES:
January 19th, 2017 - Gr. 8 Open House
January 24th – 25th, 2017 - Gr. 9 Math EQAO
January 27th – February 2nd, 2017 - Semester One Final Exams
February 2nd, 2017 - School Council Meeting
February 3rd, 2017 - P.A. Day
February 6th, 2017 - Start of Semester Two
February 10th, 2017 - Report Cards Distributed
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FNMI 7
Cultural Initiatives
SDCI students continue to take active part in the 4th R FNMI Leadership and Mentoring
programs with great success.
We are still actively searching for a qualified applicant to teach our Ojibwe Langauge course
in second semester.
Additional literacy resources and textbooks are being explored for purchase to support our
NBV program as well as for general student use. Cultural and school funds will be utilized
for these purchases.
Upcoming events/dates
Grade 8 Night Jan 19
End of Semester 1 classes: January 26
Exams: January 27‐February 3
FNMI 7
REPORT OF THE POLICY WORKING COMMITTEE
2017 January 24
3:30 p.m. – 4:48 p.m.
MEMBERS
A. Morell (Chair) M. Reid (ex-officio)
J. Bennett J. Skinner
P. Jaffe R. Tisdale
ADMINISTRATION AND OTHERS
L. Elliott L. Abell
GUESTS
P. McKenzie (+3:30,-4:46)
S. Suvajac (+3:30,-4:46)
1. APPROVAL OF AGENDA – The agenda was approved on motion.
2. CONFLICTS OF INTEREST – none declared
3. COMMITTEE REPORT OF 2016 DECEMBER 20 AND 2017 JANUARY 24 TRACKING SHEET
The committee report of 2016 December 20 and the tracking sheet of 2017 January 24 were
reviewed.
4. EXISTING POLICY/PROCEDURE UNDER REVISION
a. Student Trustees on the Board Policy and Procedure
P. McKenzie, Superintendent and S. Suvajac, Student Trustee joined the meeting to present
the Student Trustees on the Board Policy and Procedure. The revisions to the policy and
procedure were discussed. Further revisions were noted by P. McKenzie and S. Suvajac. Next
steps and the timeline for implementation were described.
Discussion ensued regarding the terminology and inclusion of reference to the Board’s
Student Code of Conduct. The rationale regarding the two year term of office opposed to a
one year term was explained. Further clarification of terms and legal advice will be sought.
The policy and procedure with revisions will return to the Policy Working Committee on 2017
February 28.
5. POLICY/PROCEDURE FOLLOWING PUBLIC INPUT – None.
6. NEW DRAFT POLICIES/PROCEDURES - None
7. POLICY/PROCEDURE REQUIRING ADDITIONAL CONSIDERATION - None
8. OTHER BUSINESS
a. Policies and Procedures List
The policies and procedures list was distributed at the meeting. Committee members were
asked to bring back to the next Policy Working Committee meeting.
9. DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for Tuesday, 2017 February 28 in the Governor Simcoe Room.
10. ADJOURNMENT
The meeting adjourned by motion at 4:48 p.m.
RECOMMENDATIONS: None
Arlene Morell
Committee Chairperson
We build each student’s tomorrow, every day
Date of
Meeting: 2017 February 28
Item #: 14.c
REPORT TO:
☒
PUBLIC ☐IN-CAMERA
☐ Administrative
Council ☐Program and School Services
Advisory Committee ☐ Planning and Priorities
Advisory Committee
☒
Board ☐Policy Working Committee
TITLE OF REPORT: Final Report of the Trustee Communication and Use of Social Media Ad Hoc Committee
PRESENTED BY: Jake Skinner, Trustee
PRESENTED FOR: ☒ Approval ☐ Information ☐ Advice
Recommendation(s): 1. That the Thames Valley District School Board Guidelines for Trustee Communications be
included as an Appendix to the Bylaws.
2. That the Bylaws as amended, to include Trustee Communication under the Trustee Code of
Conduct, be approved.
3. That the Trustee Communication and Use of Social Media Ad Hoc Committee be disbanded.
Purpose: To report on the activities and recommendations of the Trustee Communication and Use of Social
Media Ad Hoc Committee.
Content: At the 2015 October 13 Board meeting, trustees approved the establishment an Ad Hoc
Committee to review trustee communication and the use of social media. At the 2015 October 27
Board meeting Trustees R. Campbell, C. Goodall, B. McKinnon, A. Morell, S. Polhill, M. Reid, and
J. Skinner were appointed to the Trustee Communication and Use of Social Media Ad Hoc
Committee with a report due to the Board by 2016 February 23.
The committee drafted a set of guidelines to provide direction to Trustees on written and verbal
communications; communication tools and resources including social media; and appropriate
communication protocols.
At the 2016 January 26 meeting of the Board, the committee recommended the guidelines be
included as an Appendix to the Bylaws. It was determined the committee review the
implementation of the guidelines and report back to the Board in one year’s time.
The committee met 2017 January 24 to review the implementation of the guidelines. Through
discussion the committee confirmed its recommendation to include the guidelines as an Appendix
to the Bylaws.
Having completed its mandate, it is recommended the Trustee Communication and Use of Social
Media Ad Hoc committee be disbanded.
Cost/Savings: n/a
Timeline: Effective immediately
Communications: n/a
Attachment: Proposed changes to the Bylaws
Form Revised: January 2016
Relation to Commitments:
☐ Putting students first. ☒ Actively engaging our students, staff, families and communities.
☐ Recognizing and encouraging leadership in all its forms. ☐ Being inclusive, fair, and equitable.
☐ Ensuring safe, positive learning and working environments. ☐ Inspiring new ideas and promoting innovation.
☒ Taking responsibility for the students and resources entrusted to our care.
We build each student’s tomorrow, every day
PROPOSED CHANGES TO BYLAWS
3.0 TRUSTEE CODE OF CONDUCT
3.1 Purpose
3.1.1 This Code of Conduct is intended to contribute to confidence in public education and
respect for the integrity of Trustees of the Board and is intended to promote acceptable
and respectful behaviours.
3.2 Application
3.2.1 This Code of Conduct and the Enforcement Procedures contained herein shall apply to
all Trustees.
3.2.2 Every Trustee shall uphold the letter and spirit of this Code of Conduct.
3.3 Compliance
3.3.1 A Trustee of the Board shall discharge his or her duties in accordance with the Education
Act and comply with any other relevant legislation.
3.3.2 Each Trustee shall comply with Board policies, procedures, Bylaws, and Rules of Order.
3.4 Code of Conduct
Integrity and Dignity of Office
3.4.1 Trustees of the Board shall discharge their duties loyally, faithfully, impartially and in a
manner that will inspire public confidence in the abilities and integrity of the Board.
3.4.2 Trustees of the Board shall make decisions in a manner which is open, accessible
and equitable.
3.4.3 Trustees of the Board shall recognize that the expenditure of school board funds is a
public trust and endeavour to see that the funds are expended efficiently, in the best
interests of the students.
Avoidance of Personal Advantage and Conflict of Interest
3.4.4 No Trustee shall accept a gift from any person or entity that has dealings with the Board
if a reasonable person might conclude that the gift could influence the Trustee when
performing his or her duties to the Board. If Trustees are unsure about the
appropriateness of a gift, they may consult with the Board Chair for further guidance.
3.4.5 Trustees shall ensure that their public office is not used for personal gain as in
accordance with the Municipal Conflict of Interest Act (RSO 1990).
3.4.6 No Trustee shall use his or her office to obtain or maintain employment with the Board for
the Trustee or a family member.
Civil Behaviour
3.4.7 No Trustee shall engage in conduct during meetings of the Board and at all other times
that would discredit or compromise the integrity of the Board.
3.4.8 A Trustee of the Board shall not advance allegations of misconduct that are frivolous,
vexatious, or vindictive in nature against another Trustee of the Board.
3.4.9 Trustees shall respect the differing points of view of other Trustees on the Board, staff,
students and the public.
Respect for Confidentiality
3.4.10 Every Trustee shall keep confidential any information disclosed or discussed at a
meeting of the Board or part of a meeting of the Board that was closed to the public or
should otherwise be kept confidential, unless required to divulge such information by law
or authorized by the Board to do so.
3.4.11 No Trustee shall use confidential information for either personal gain or to the detriment
of the Board.
Upholding Decisions
3.4.12 All Trustees of the Board shall accept that authority rests with the Board, and that a
Trustee has no individual authority other than that delegated by the Board.
3.4.13 Each Trustee shall uphold the implementation of any Board resolution after it is passed
by the Board.
3.4.14 A Trustee should be able to explain the rationale for a resolution passed by the Board. A
Trustee may respectfully state his or her position on a resolution provided it does not in
any way undermine the implementation of the resolution.
3.4.15 The Chair of the Board is the spokesperson to the public on behalf of the Board, unless
otherwise determined by the Board. No other Trustee shall speak on behalf of the Board
unless expressly authorized by the Chair of the Board or Board to do so. When individual
Trustees express their opinions in public, they must make it clear that they are not
speaking on behalf of the Board.
Trustee Communication
3.4.16 All Trustees of the Board shall follow the Guidelines for Trustee Communications
(Appendix A) established for ensuring communication is consistent and appropriate
between Trustees and their constituents, stakeholders, and the general public.
3.5 Enforcement of Code of Conduct
Informal Complaint Procedure
3.5.1 The Chair of the Board on his/her own initiative, or at the request of a Trustee of the
Board (without the necessity of providing a formal written complaint) who alleges a
breach of the Code has occurred, may meet informally with a Trustee of the Board who is
alleged to have breached the Code to discuss the breach. The purpose of the meeting is
to bring the allegation of the breach to the attention of the Trustee and to discuss options
to correct the offending behavior. The Informal Complaint Procedure is conducted in
private.
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When an email is addressed to all Trustees, the Chair of the Board shall address
the matter, and a courtesy copy (cc) of the response shall be provided to the
other Trustees.
When an email has been addressed to a member of staff, and copied to one or
more Trustees, staff shall respond to the email and provide a courtesy copy (cc)
of the response to each Trustee copied in the correspondence.
Trustees should not respond to email correspondence on which they have been
copied (cc'd), and should only respond to email correspondence sent directly to
their attention. It is up to the trustee to touch base with the trustee secretary to
ensure the email is directed to them.
If an email comes to a Trustee from a constituent not from their area then it is to
be forwarded to the Trustee(s) representing that area.
Recognizing that email is not a secure vehicle of communication, Trustees shall
never use email to communicate sensitive or confidential information.
If a different form of contact other than email was used to communicate with a
Trustee then it is appropriate for the Trustee to correspond with that means of
communication while also relaying information via email to fellow Trustees and
the appropriate Board Administrators.
2.4 Social Media
Social media refers to online technology tools that enable people and organizations to
communicate, collaborate, and share information and resources over the internet.
Examples include, but are not limited to, Facebook, Twitter, YouTube, Snap Chat,
Periscope, Instagram, blogs, and websites.
Board authorization is not required for a Trustee to open a personal or
professional social media account.
Trustees should use social media with the same level of professionalism and
responsibility as they would when officially representing the Board.
Online postings should remain positive - do not engage in negative or critical
conversations online.
Retweets, likes, and favourites could be perceived as endorsements - always
check before sharing.
Search hashtags (#) before using them to ensure they are appropriate and
positive.
Photos are a great way to highlight what is happening at the Board but
identifiable photos should only be used if those students in the photograph, or
parents of those students, have given informed written consent.
Accounts should be updated and monitored regularly and offensive material must
be removed within 24 hours of notice.
Be mindful of the TVDSB policy on equity and inclusive education and the
Ontario Human Rights Code when posting content and all Board policies and
other regulations.
Gathering information for social media use should not be disruptive in any public
meeting or event.
In accordance with the Municipal Freedom of Information and Protection of
Privacy Act, Trustees shall not divulge personal information related to the Board's
students or staff.
3.0 Trustee Communication - Verbal
Trustee verbal communications may take place in a variety of forms including, but not limited
to, individual communications and public speaking, video messaging, and media relations.
We build each student’s tomorrow, every day
3.1 Individual Communications and Public Speaking
Trustees will communicate in one-on-one conversations with individual constituents,
through interviews with the media, and to public gatherings at school and community
events. These communications can be an effective way to promote the Thames Valley
District School Board mission and vision to others and to promote student achievement
and well-being. Requests for official communications should come through the Chair.
When speaking, Trustees should communicate as clearly, and as accurately as
possible.
As a general rule, the Chair of the Board, will speak for the Board unless
delegated by the Chair to a fellow Trustee.
Consistent with Board Bylaws, individual trustees shall uphold decisions of the
Board even if they personally disagree, and must be able to explain the rationale
for the decision.
When conveying a personal statement the Trustee must identify it as a personal
opinion and not the opinion of the Board.
Trustees shall not communicate as individuals about student or staff discipline or
matters of negotiation unless designated by the Chair to do so.
In accordance with the Municipal Freedom of Information and the protection of
Privacy Act, Trustees shall not divulge personal information related to the Board's
students or staff.
Any public statement should aim to promote student achievement and well-being
in the Board. Public statements should avoid criticism of the intentions or actions
of other Trustees, staff, parents, or students. Public statements should be
consistent with the Board's mission and vision.
3.2 Video Messages
A Trustee video message can be an effective tool for sharing information with
constituents regarding the role of Trustees, Board policies, decisions made by the
Board, Ministry of Education initiatives, Board events, recognition of student
achievement, and resources that are beneficial to student well-being. The video
message shall promote the vision and mission of the Thames Valley District School
Board and should never reflect negatively on the Board, its staff, schools, the Ministry of
Education, or other Trustees. The communication must be presented as reflecting only
the personal opinion of the individual Trustee.
The content of a video message is subject to editorial review by the Chair's committee
prior to distribution. The expense is the responsibility of the Trustee making the video
message and is ineligible for reimbursement. Once approved, a copy of the video
message shall be provided as information to Trustees, the Director of Education, the
Communications Department, superintendents, and principals, as appropriate.
3.3 Media Relations
Trustees may be contacted by media officials. The following should be kept in mind
when responding to media requests:
Only the Chair of the Board or their designate will act as the official
spokesperson for the Board although this does not bar Trustees from speaking to
the media.
When speaking or corresponding with the media, individual Trustees shall not
present an opinion as the position of the Board, unless they have been
authorized to speak on the subject by the Chair of the Board.
When speaking or corresponding with the media, individual Trustees shall uphold
the decision of the Board and the implementation of any Board resolution once it
has been passed.
When speaking with the media, individual Trustees should clearly identify as
personal opinions any statement or positions that are not necessarily those of the
Board.
At a minimum, a Trustee contacted by the media should inform the Chair, the
Trustee Secretary, and Director’s Secretary, of an interview, if the Trustee will be
commenting on system-wide issues.
4.0 Communication Tools and Resources
Recognizing that communication is an essential component of a Trustee's role and
responsibilities Board-issued letterhead and business cards will be made available to each
Trustee to assist them in this regard.
4.1 Board-Issued Letterhead
Upon request, each Trustee will be provided with Board-issued letterhead.
4.2 Board-Issued Business Cards
A supply of business cards will be issued to each Trustee. Board-issued business cards
are to be used for the purpose of identifying the individual Trustee as a member of the
Board, and as such, any contact information identified on the business card shall be
consistent with the Trustee's Board contact information and should not correspond with
a Trustee's business contact information.
5.0 Appropriate Communication Protocol
Trustees are often contacted by parents with concerns about their child's education. Trustees
must always encourage parents to follow the appropriate communication protocol. Refer to the
Public Concerns Policy and Resolving Public Concerns Procedure.
6.0 Inappropriate Communications
Inappropriate communications or social media posts will be subject to review by the Chair’s
Committee. Trustees may be subject to feedback, warning, or discipline, as recommended by
the Chair’s Committee to the Board under the current Trustee Code of Conduct procedures
found in the Bylaws.
REPORT OF THE CHAIR’S COMMITTEE
2017 January 31
12:00 p.m. – 1:21 p.m.
MEMBERS
A. Morell
R. Tisdale
J. Todd
Regrets: J. Bennett, M. Reid
ADMINISTRATION AND OTHERS
J. Pratt
B. Williams
1. APPROVAL OF AGENDA
The agenda, as amended, was approved by motion.
2. CONFLICTS OF INTEREST – none declared
3. REVIEW AND APPROVAL OF ADVISORY COMMITTEE AGENDAS
The Advisory Committee agendas of the 2017 February 7 and 2017 February 14 meetings; and the
agenda of the 2017 February 14 Committee of the Whole, in-camera meeting were reviewed and
discussed.
4. CORRESPONDENCE
A letter received from the Minister of Education urging board Chairs to show leadership by
discouraging the use of names offensive to Indigenous people was received. The letter is to be
forwarded to trustees for information.
5. NAMING COMMITTEE FOR THE NE AND NW ELEMENTARY SCHOOLS
As per the Naming of Schools policy, trustees were surveyed to determine membership for the
Naming Committees for the new NE and NW London Elementary Schools.
The following recommendations were moved and carried:
That trustees J. Bennett and J. Skinner be appointed to sit on the Naming Committee for
the new NW London Elementary School.
That trustees P. Jaffe and M. Reid be appointed to sit on the Naming Committee for the
new NE London Elementary School.
6. TRUSTEE SCHOOL TOURS
Trustee school tours tentatively have been scheduled for March 21 and 22.
7. STUDENT TRUSTEES’ P.D. REQUEST TO ATTEND THE OSTA BOARD COUNCIL
CONFERENCE
A request put forward by student trustees S. Suvajac and A. Pucchio to attend the OSTA Conference
2017 February was received.
The following motion was moved and carried:
That student trustees S. Suvajac and A. Pucchio be approved to attend the OSTA conference
scheduled for February 2017.
8. AGENDA ITEMS FOR MUNICIPAL MEETINGS
Agenda items for the Elgin County and Oxford County meetings scheduled for February 8 and 10
respectively were discussed.
9. UPCOMING EVENTS AND INITIATIVES
TVDSB/LCDSB/Municipal meetings (to be held at the municipal office):
City of St. Thomas – 2017 March 2 (3:15 p.m.)
Middlesex County – 2017 May 11 (10:00 a.m.)
14.d
PAR Meetings:
Final Public Meeting of EPAR-01 – 2017 March 8
Final Public Meeting of EPAR-02 – 2017 March 9
Events:
OPSBA Board of Director’s Meetings – 2017 March 3-4; April 21-22
Variety Is - 2017 April 20
Awards of Distinction – 2017 May 4
OPSBA AGM - 2017 June 8-11
Trustee Forums:
London (London South CI) – 2017 February 22
Middlesex County (Medway SS) – 2017 February 23
Elgin County (West Elgin SS) – 2017 March 1
Oxford County (Glendale HS) – 2017 March 2
10. OTHER BUSINESS
a. Municipal Council Meetings
The issue of potential invitations to present at Municipal Council meetings related to Pupil
Accommodation Reviews currently in process was raised. Trustees were reminded that there is a
formal policy and procedure that outlines the process for obtaining input from municipalities.
b. Budget Initiatives
The process related to Trustee budget initiatives was discussed.
11. FUTURE CHAIR’S COMMITTEE MEETING DATES
The meeting dates for the Chair’s Committee were confirmed for the period up to June 30, 2017 as
follows:
February 21, 2017 12 p.m.
February 28, 2017 12 p.m. March 21, 2017 12 p.m.
March 28, 2017 12 p.m. April 18, 2017 12 p.m.
April 25, 2017 12 p.m. May 16, 2017 12 p.m.
May 30, 2017 3 p.m. June 20, 2017 12 p.m.
12. DATE AND TIME OF NEXT MEETING
The next Chair’s Committee meeting was confirmed for 2017 February 21, 12 p.m.
13. ADJOURNMENT
The meeting adjourned at 1:21 p.m. by motion.
RECOMMENDATIONS:
That trustees J. Bennett and J. Skinner be appointed to sit on the Naming Committee for
the new NW London Elementary School.
That trustees P. Jaffe and M. Reid be appointed to sit on the Naming Committee for the
new NE London Elementary School.
ARLENE MORELL
Vice Chairperson
14.d
2017 February 7…1
REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE
2017 February 7
12:22 p.m. to 1:33 p.m.
MEMBERS ADMINISTRATION AND OTHERS
Association for Bright Children, C. Thammavonga
Autism Ontario, S. Young
Trustee, R. Tisdale (Chair)
Chippewas of the Thames, C. Dendias
Council of Home and School, J. Nuyens (alternate)
Easter Seals, A. Morse
Epilepsy Support Centre, J. McCall (alternate)
FASD E.L.M.O., T. Grant
Learning Disabilities Association of Ontario (LDAO), P. Cook
OPACC, L. Turner-Otte
Thames Valley Children’s Centre, J. Gritzan
Trustee C. Goodall
Vanier Children’s Services, S. Dobaczewski
VIEWS, J. Schaeffer
Voice for Hearing Impaired Children, M. Barbeau
Regrets:
Trustee J. Bennett
Children’s Aid Society of London and Middlesex, M. Cvetkovich
Community Living Education Committee, S. Wilson (leave)
S. Builder , Superintendent of Special Education
A. Leatham, Learning Supervisor (+1:18)
M. Chevalier, Elementary Principal
R. Lee, Elementary Principal
D. Clark, Secondary Principal
T. Birtch, Secondary Principal
L. Abell , Corporate Services
J. Capaldi, Communication Specialist
1. CALL TO ORDER
Superintendent S. Builder called the meeting to order at 12:22 p.m. in the London Room at the
Education Centre.
2. CONFIRMATION OF AGENDA
The agenda was approved on motion.
3. CONFLICTS OF INTEREST – none
4. ELECTION OF TRUSTEE CHAIR AND AGENCY VICE-CHAIR
S. Builder presided over the Election of Trustee Chair.
The Trustee Chair was elected by a ballot vote. Trustee Tisdale was elected Chair of the Special
Education Advisory Committee for the term ending December 2017.
Chair Tisdale presided over the election of the Agency Vice-chair.
The Agency Vice-Chair was elected by a ballot vote. Agency representative P. Cook was elected
Vice-Chair of the Special Education Advisory Committee for the term ending December 2017.
A motion to destroy the ballots was moved and CARRIED.
The following motion was moved and CARRIED.
That a leave of absence be granted to Trustee J. Bennett and Children’s Aid
Society of London and Middlesex representative M. Cvetkovich for the second
meeting of 2017 February 7.
The following motion was moved and CARRIED:
That a leave of absence be extended until October 2017 for Sandy Wilson, Community
Living London representative.
2017 February 7…2
5. MINUTES OF THE MEETING FROM 2016 NOVEMBER 7
The minutes of the meeting from 2016 November 7 were provided for information.
6. BUSINESS ARISING FROM THE MINUTES OF 2016 NOVEMBER 7
Agenda item #10, 2017 SEAC Handbook Committee Meeting Dates/Times was discussed. It was
advised that a SEAC Handbook meeting will be held March 6.
The working committee will meet today immediately following the Special Education Advisory
Committee meeting to work on the Special Education survey.
7. IN-CAMERA
At 12:47 p.m. a motion to move in-camera to discuss personal matters was moved and carried. The
committee reconvened in public session at 1:20 p.m.
8. CULTURE FOR LEARNING ADVISORY COMMITTEE REPRESENTATIVE
S. Builder requested a Culture for Learning Advisory Committee representative be selected.
It was advised that the committee deals with the Safe Schools and Mental Health portfolios. An email
message will be sent to the SEAC members once meeting dates are known.
9. CHIEF OF PSYCHOLOGY POSTING UDPATE
S. Builder advised that postings for the Chief of Psychology have been unsuccessful.
A motion was moved and carried to extend the meeting adjournment time by 10 minutes to 1:40 p.m.
10. BEHAVIOUR ANALYST HIRING UPDATE
S. Builder provided the Behaviour Analyst hiring update.
11. PARENT INPUT IEP LETTER AND IEP CONSULTATION FEEDBACK SESSION UPDATE
Deferred to Agenda #2, meeting of 2017 February 7, 1:30 p.m.
12. SPECIAL EDUCATION PLAN (STANDING ITEM)
a) Review of Standards 3,5,6
Deferred to Agenda #2 meeting of 2017 February 7. 1:30 p.m.
13. ADJOURNMENT
The meeting adjourned at1:33 p.m. by motion.
RUTH TISDALE
CHAIRPERSON
RECOMMENDATIONS:
That a leave of absence be granted to Trustee J. Bennett and M. Cvetkovich for the second
meeting of 2017 February 7.
That a leave of absence be extended until October 2017 for Sandy Wilson, Community Living
London representative.
REPORT OF THE PROGRAM & SCHOOL SERVICES ADVISORY COMMITTEE
2017 February 7
6:07 p.m. – 9:07 p.m.
Members: Trustee R. Campbell, Trustee C. Goodall, Trustee G. Hart, Trustee P. Jaffe, Trustee B.
McKinnon (via phone), Trustee S. Polhill, Student Trustee A. Pucchio, Trustee M. Reid, Trustee P.
Schuyler, Trustee J. Skinner, Student Trustee S. Suvajac, Trustee R. Tisdale, Trustee J. Todd
Administration: L. Elliott (Director), V. Nielsen (Associate Director), L. Abell (Corporate Services), K.
Wilkinson (Superintendent of Student Achievement), D. Weeden (Principal, Adult, Alternative and
Continuing Education)
Regrets: Trustee J. Bennett, Trustee A. Morell
1. APPROVAL OF AGENDA – The agenda was approved on motion.
2. CONFLICTS OF INTEREST – none declared
3. MINUTES OF PREVIOUS MEETING
The minutes of 2016 December 6 were provided for information.
4. BUSINESS ARISING – none
5. DRAFT 2017-2018 SCHOOL YEAR CALENDARS
V. Nielsen presented the draft 2017-2018 School Year Calendars. Stakeholder input and scheduled
PA days were reviewed. The Thames Valley District School Board calendars are aligned with the
London District Catholic School Board calendars to reduce transportation expenditures.
The draft 2017-2018 School Year Calendars will be presented to the Board of Trustees on 2017
February 28 and subsequently to the Ministry of Education for approval.
6. OVERVIEW OF ADULT, ALTERNATIVE AND CONTINUING EDUCATION PROGRAMS
K. Wilkinson and D. Weeden presented thean overview of Adult, Alternative and Continuing
Education programs. The presentation provided details of the nine programs offered through Adult,
Alternative and Continuing Education.
Trustees had the opportunity to ask questions of clarification throughout the presentation regarding
staffing, enrolment, specialized programs and funding.
It was advised that Adult, Alternative and Continuing Education works closely with Facility Services
and Capital Planning to maximize spaces within Thames Valley District School Board facilities. There
are a number of areas where programs have been set up in schools with available spaces. Research
and Assessment assisted in determining the need of programs in relation to geographic areas of
students.
The Elementary International Language program for Kindergarten to grade 8 students was described.
The International languages program on Saturdays is specifically funded for international languages.
International languages for secondary students are curriculum courses. The need for First Nations
language programs will be explored.
7. 2015-2016 GIFTS/DONATIONS TO SCHOOLS
V. Nielsen presented the 2015-2016 Gifts/Donations to Schools report. A summary by location
(Elementary/Secondary and Board) of the Gifts/Donations to schools was shared. Major initiatives
receiving funding were highlighted noting the largest initiative being the nutrition program. The new
category of field trips was added this year.
8. OTHER BUSINESS - none
9. QUESTIONS AND COMMENTS (STANDING ITEM) - none
10. DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for Tuesday, March 7, 2017 at 6:00 p.m..
11. FUTURE AGENDA ITEMS - none
12. ADJOURNMENT
The meeting adjourned at 9:07 p.m.
RECOMMENDATIONS: None
S. Polhill
Acting Chairperson
REPORT OF THE THAMES VALLEY PARENT INVOLVEMENT COMMITTEE
2017 February 9
6:43 p.m. to 8:44 p.m.
MEMBERS
A. Willsher, Co-Chair
L. Honsinger, Co-Chair
R. Tisdale, Trustee
R. Kuiper, Superintendent
D. Parsons, Parent Member
J. Asselin, Parent Member
M. Bayes, Parent Member
C. Walker, Parent Member
J. Kappers, Parent Member (by phone)
J. Schweitzer, Parent Member (by phone)
A. Malcolm, Community Member
S. Ferguson, Community Member
S. Thomson, Thames Valley Council of Home & School Associations
L. Gonzalez, Thames Valley Council of Home & School Associations
C. Cordes, Principal, Thames Valley Administrator’s Committee
Elementary
M. Flumerfelt, Thames Valley Secondary School Administrators’
Council
Regrets:
M. Holmes, Parent Member
S. Bantam, Parent Member
S. Vries, Parent Member
F. Huff, Community Member
Absent:
J. Pollard, Parent Member
C. Saaken, International Representative
ADMINISTRATION AND OTHERS
S. Tucker, Operator, Graphic Services
A. Gallacher, Secretarial Support
B. Robinson, Junior Achievement
K. Chafe, Junior Achievement
1. CALL TO ORDER
Co-Chair L. Honsinger called the meeting to order at 6:43 p.m. in the London Room of the Education
Centre. Shauna Ferguson was welcomed as a new community member.
2. CONFIRMATION OF AGENDA
The agenda was approved by motion.
3. CONFLICTS OF INTEREST – none declared
4. MINUTES OF THE MEETING FROM 2017 January 12 - provided for information. Minutes will be
amended to show regrets had been provided by M. Flumerfelt.
5. BUSINESS ARISING FROM THE MINUTES OF 2017 January 12
a. Parent Initiatives and Proposals (item #10.0)
To be discussed under item #7 of the agenda.
b. Finance and Discussion of Draft Budget
D. Parsons noted the budget was passed during the January 12 meeting.
6. JUNIOR ACHIEVEMENT OF LONDON AND DISTRICT
B. Robinson and K. Chafe shared a presentation about Junior Achievement. Information on
programs currently available to students in London and district were highlighted.
7. PROPOSAL FOR TVPIC COMMITTEES AND BYLAW COMMITTEE
A. Willsher shared some ideas for parent initiatives for the year and recommended forming a number
of TVPIC committees to look at various issues. The following potential committees were identified:
Volunteer, Policy, Communications, Resources, Symposium Planning, and Bylaw.
It was noted that committee membership could be open to individuals outside of TVPIC and/or
include past members. It was suggested to reach out to parents who had applied within the past year
for membership on TVPIC who had not been selected.
The Membership Committee needs to be created at the April meeting. A review of the current
Operational Framework (bylaws) was suggested.
The following motion was moved and CARRIED:
That a Bylaw Committee be struck to review the current Operational Framework.
D. Parsons, R. Kuiper, L. Thompson, R. Tisdale, and J. Asselin volunteered to sit on the committee.
S. Tucker offered to assist in preparing an email to TVPIC members to determine if other members
would be interested in sitting on the committee. Once interest in participating on committees and/or
chairing committees has been established, an electronic vote will be needed to establish the
committees and the membership. In addition, the membership of the finance committee should be
formalized.
8. REPORT PAGE FOR TVPIC AGENDA ITEMS
A. Willsher presented for feedback of a report page to be submitted by members who are presenting
items on the agenda. The rationale for the report page was provided. Suggested edits to the form
were captured by A. Willsher. An updated form will be provided to members.
9. JOINT REGIONAL PRO GRANT 2016-2017
S. Gowdey spoke to the written report that was included with the agenda (attached as TVPIC-1).
10. MEMBER UPDATES FROM TVDSB REPRESENTATIVES (Standing Item)
a. Director of Education/Delegate
R. Kuiper shared the Director of Education update highlighting the System Staff Meeting for PD
that was held on February 9 noting the focus on math. Semester two is underway for Secondary
and report cards have been sent home from Elementary.
b. Trustee
R. Tisdale provided information on the draft policies/procedures that have gone out for public
input. She further noted that work continues with the two Pupil Accommodation Reviews, the
Parent Engagement initiative, and that there is a program review in Special Education underway.
Meetings with Municipalities have been scheduled to discuss non-accommodation issues.
R. Tisdale informed the group that there has been a request from SEAC for a volunteer from
TVPIC to assist with planning an upcoming Learning Disabilities Conference.
Members were reminded of the upcoming Trustee Forums; the opportunity for community
members to meet with trustees, discuss draft policies on student evaluation, engage in
conversation, gain direct feedback and share best practices was highlighted. Meeting dates were
shared as follows: February 22 at London South Collegiate Institute; February 23 at Medway
Secondary School; March 1 at West Elgin Secondary School; and March 2 at Glendale High
School.
11. MEMBERSHIP (Standing Item)
A. Willsher provided an update on correspondence sent to a TVPIC member noting confirmation
has yet to be received as to whether the individual intends to continue on the committee. It was
noted the member has now missed three consecutive meetings and their seat is therefore
vacated.
R. Kuiper discussed mileage forms that are available for the committee to use. These forms were
distributed to each member noting the instructions on the back of the form. Once complete they
are to be submitted to B. Cumming or R. Kuiper and they will forward to finance. D. Parsons
recommended that a google map of your route be attached to the forms.
12. CORRESPONDENCE (Standing Item)
A.Willsher discussed an email from a member of the Toronto Parent Involvement Committee
regarding crossing guards. R. Tisdale advised that schools do not hire or make the decisions
regarding the placement of crossing guards. At the school level it is best to discuss this with the
principal as the process is different from municipality to municipality.
Email was received from Peel Parent Involvement Committee inquiring about collaboration and
programs we are offering. Email from Mary Wright Public School inquiring on how schools can
fundraise. R. Kuiper will respond directly.
13. FINANCIAL REPORT (Standing Item)
D. Parsons provided an update on the finances noting there were no major changes from the
January report. A Tip sheet has gone out to principals. B. Cumming was asked to send it out to
school council chairs and to TVPIC members through e-news.
14. SYMPOSIUM – PARENT INFORMATION NIGHTS (STANDING ITEM)
Discussion considered planning for the next Symposium. The availability of the Director will be
determined so that a date may be selected as soon as possible.
15. TVDSB SUPPORT UPDATES (Standing Item) – none
16. UPCOMING EVENTS (Standing Item)
A. Willsher received an email relating to the Regional Parent Involvement Committee
Symposium. This is an opportunity to get together and hear from the Ministry, exchange ideas,
and discuss Ministry initiatives. Co-chairs and 5 parent members would be able to attend. Date
and location will be circulated by A. Willsher to the committee when available.
17. OTHER BUSINESS
A question was asked regarding the status of collecting the names of School Councils chairs. It
was reported 138 of the 150 schools have submitted this information.
18. REPORTS FROM MEMBERS REPRESENTING TVPIC ON OTHER COMMITTEES
A description of the committees listed below was included in the agenda package.
a. Award of Distinction – none
The first meeting for the Award of Distinction 2017 was held on January 11th.
Representatives from various stakeholders attended. The deadline for submission of the
nomination package is 2017 February 20, 4 p.m. The committee will meet to review and
select recipients on March 1-2. Award of Distinction ceremony will be held on 2017 May 4.
b. Active & Safe Routes to School – none
c. Environmental Education Management – none
d. Communications – none
e. Think About It – none
f. Thames Valley District School Board Parent Engagement Committee
An update on the activities of the Parent Engagement Review Committee was provided.
Both an online survey and focus groups are planned to gather input from all stakeholders; a
report is expected for the Fall. TVPIC involvement in the process was discussed.
19. TVDSB ADMINISTRATION AND TVCHSA REPORTS (STANDING ITEM)
a. Thames Valley Administrators’ Committee – Elementary
C. Cordes reminded members that Toonie Tuesday is coming up on February 21.
Elementary teachers are working on 100th day planning with a focusing on math and
revamping how they approach 100th day.
b. Thames Valley Secondary School Administrators’ Council
M. Flumerfelt shared that at the last TVSSAC meeting they spoke about important upcoming
session at the Lamplighter 2017 March 1 - Deeper Conversations on Implementing the Highly
Skilled Workforce through Expanding Career Awareness. There are jobs for highly skilled
workers out there but they have trouble finding people to fill them. This session is devoted to
raise the profile and awareness of those jobs.
A committee has been formed by Mellisa Gollan-Wills (TOSA) to examine the beginning of an
‘International Baccalaureate’ program within TVDSB. This is an intensive program and the
hope is to attract other students to the board.
School within a School planning sessions will be held at BMO beginning 2017 February 13
and Rethink Secondary Sharing sessions will be held across the board to speak with groups
of teachers and students.
c. Thames Valley Council of Home and School Association
S. Thomson advised two new Associations have been formed at Victoria and Southside PS.
The committee was reminded that Staff Appreciation Week is February 12-18. S. Thomson
also noted that the joint TVCHSA and TVPIC event is 2017 April 6; a venue still needs to be
secured.
d. Community Member Reports - none
20. Future Meeting Dates, Speakers and Location
2017 April 6, 5:30 p.m. – Clarke Road S.S.
2017 May 11, 6:30 p.m. – Steam Centre, St Thomas,
2017 June 8, 6:30 p.m.
21. FUTURE AGENDA ITEMS
Fundraising FAQ’s (May 2014)
Internal Audits (May 2013)
Copyright
Support Document for Parents (Future)
Webinar (Future)
TVPIC Volunteer Recognition (Future)
TVPIC Annual Report (2016 Sept. 8, item #5.e)
22. ADJOURNMENT
The meeting adjourned at 8:44 p.m.
A. WILLSHER AND L. HONSINGER
COMMITTEE CO-CHAIRS
Joint Regional PRO Grant 2016-2017
Connecting Families for Mental Health and Well-Being
Report to TVPIC January 26, 2017
November 5th Event - Wrap up meeting scheduled January 30, 2017 1pm United Way Woodstock.
Sharon contacted TVPIC co chairs to invite any TVPIC members to accompany her.
Elgin Event - Feb. 8th with Dr. Colin King at St. Joseph’s Catholic High School in St. Thomas.
Registration and promotional materials are being finalized this week. Partnering with Elgin Community
Cares Regional PRO grant to provide transportation, child care and refreshments. Community agencies
have been contacted for displays. As of Jan. 25 170 people registered from all over Thames Valley.
Community displays from St. Thomas Public Library, Oxford Elgin Child & Youth Clinic, Elgin St. Thomas
Health Unit, TVDSB, YWCA.
Middlesex Event:
- To be held at SDCI/Holy Cross shared site (who can also provide food)
- additional details to be decided following a planning meeting scheduled for Feb. 13 at 1pm at SDCI with
School councils and Dana Parsons from Middlesex schools.
-Partnering with SDCI Family of Schools(Valleyview, North Meadows, Adelaide W.G.MacDonald,
Caradoc North and JS Buchanan) - they have $5000 PRO grant.
London Event:
King's College
Saturday May 13th, 2017
- Planning meeting to be scheduled for February following Elgin event.
- Planning team to include representation from King's College and 2 additional parents from each board
(one elementary and one secondary)
Next Meeting - Monday February 8, 1pm SDCI Planning Committee - Sharon Gowdey (TVDSB PRO
grant Applicant), Gail Lalonde (TVDSB Mental Health Lead), Sandra Savage (LDCSB Mental Health
Lead), Shannon Seidel (LDCSB PIC Chair), Marianna Michaels (LDCSB PIC Past Chair)
Item Asked For Received Spent -
November
Spent -
February
Spent -
March
Spent - May
Speaker/
Facilitator
$8,000 $4,000 $650.00
Child care $4000 $1000 $507.95
Refreshmen
ts
$4,500 $1,500 $4.60
$36.74
Workshop
Materials
$5000 $2000 $450.87
Printing $5000 $500
Advertising/
promotion
$1,500 $500
Translation $2000 $500
TOTAL $30,000 $10,000 $1650.16
REPORT OF THE AUDIT COMMITTEE
2017 February 14
3:40 p.m. – 4:45 p.m.
MEMBERS PRESENT ADMINISTRATION AND OTHERS
M. King
A. Morell
M. Reid
M. Laprise
R. Tisdale (Chair)
C. Beal
L. Elliott
J. Pratt (+3:53)
J. Knight
S. Macey
B. Williams
B. Lowe (+3:42, -4:00)
1. CALL TO ORDER
The meeting was called to order by committee Chair R. Tisdale.
2. APPROVAL OF AGENDA
The agenda was approved by motion.
3. CONFLICTS OF INTEREST - none declared
4. REPORT OF 2017 JANUARY 10 MEETING – provided for information.
5. AUDIT COMMITTEE SELF-ASSESSMENT – SUMMARY OF RESULTS
Superintendent C. Beal presented the results of the self-assessment completed by the Audit Committee.
6. ANNUAL PERFORMANCE REVIEW OF EXTERNAL AUDITORS – SUMMARY OF RESULTS
C. Beal presented the results of the annual performance review of external auditors. Suggestions for
customizing the templates for future use by the Audit Committee were welcomed; committee members
were asked to forward their suggestions to C. Beal. A revised draft of the template will come forward to the
committee at a future meeting.
7. TVDSB MILEAGE AND CRA AUDIT RESULTS
C. Beal and Manager J. Knight presented for information the benchmarking of the TVDSB mileage
reimbursement rate to the Canada Revenue Agency (CRA) rate, retroactive to January 1, 2017. The CRA
treatment of mileage, communicated in a recent Payroll Remittance Audit, was outlined.
Discussion considered next steps and the implications of increasing and not increasing the benchmark.
The report goes forward to trustees at their 2017 February 14 Planning and Priorities Advisory Committee.
8. SCHOOL AUDIT AND REVIEW SELECTIONS FOR 2017 YEAR
J. Knight presented for approval the list of schools selected for a school audit or review for 2017. The
schedule and focus of the audits/reviews to be conducted were described. Questions of clarification
regarding the selection of schools were addressed by Administration.
The following recommendation was moved and CARRIED:
That the following schools have a school audit conducted during the remainder of the 2017 year:
Beal S.S.
Hickson Central P.S.
Huron Park S.S.
Mosa Central P.S.
Parkhill-West Williams P.S.
Plattsville & District P.S.
Port Stanley P.S.
Ryerson P.S.
Sir Isaac Brock P.S.
Stoneybrook P.S.
Woodstock CI
9. IN-CAMERA
On motion, the committee moved in camera at 3:43 p.m., reconvening in public session at 4:05 p.m.
10. ADDITIONAL ITEMS - none
11. FUTURE MEETING DATES AND TIMES
The schedule of committee meetings was established as follows:
2017 April 11 2017 May 9 2017 June 13
12. ADJOURNMENT
On motion, the committee adjourned at 4:45 p.m.
RECOMMENDATIONS: None
RUTH TISDALE
Committee Chair
REPORT OF THE PLANNING AND PRIORITIES ADVISORY COMMITTEE
2017 February 14
6:02 p.m. – 9:06 p.m.
Members: Trustees J. Bennett, R. Campbell, C. Goodall, G. Hart, P. Jaffe (-8:52), B. McKinnon (by
phone), A. Morell, S. Polhill, M. Reid, R. Tisdale, J. Todd
Regrets: P. Schuyler, J. Skinner, A. Pucchio, S. Suvajac
Administration: C. Beal (Superintendent), K. Bushell (Executive Officer, -7:22), J. Pratt (Associate
Director), R Culhane (Superintendent, -6:25), S. Builder (Superintendent, -6:25),V. Nielsen (Associate
Director,-7:00), K. Wilkinson (Superintendent, -7:00), B. Williams (Supervisor), J. Knight (Manager, -7:00),
E. Ng (Financial Analyst), D. Munro (Supervisor), L. Munro (Learning Supervisor, -7:22), S. Noad
(International Business Development Officer, -7:00)
1. APPROVAL OF AGENDA
The agenda was approved on motion noting a change in the order of items to come forward.
2. CONFLICTS OF INTEREST – none declared
3. MINUTES OF PREVIOUS MEETING – provided for information.
4. BUSINESS ARISING
5. BUDGET
a. 2017-2018 Budget Calendar
The budget calendar outlining the key dates and activities was reviewed and discussed.
b. 2017-2018 Trustees’ Budget Initiatives
The list of potential budget initiatives submitted by trustees was reviewed; those to be costed by
Administration were determined by straw vote. The costed Trustee initiatives together with
additional information requested will come back for consideration at the 2017 April 18 Planning
and Priorities Advisory Committee meeting.
J. Pratt confirmed the list of Administrative budget priorities also will be brought forward to the
2017 April 18 Planning and Priorities Advisory Committee meeting. There was a request to
include those items that were considered but not put on the priority list.
The importance of reviewing Administrative and Trustee initiatives at the same time was noted.
The Chair’s Committee was asked to consider the scheduling of a Planning and Priorities meeting
in March, if needed.
c. 2016-2017 Interim Financial Report – 2016 November 30
S. Macey presented the 2016-2017 Interim Financial Report as at 2016 November 30 noting, per
recommendation of Ministry memorandum 2009:SB38, it is to be reported a minimum of three
times annually. S. Macey reviewed the Summary of Financial Results, Accumulated Surplus
Available for Compliance Purposes, Summary of Permanent Staffing, and the Enrolment
Summary. Further information on revenues, expenses and EPO grants were provided.
d. TVDSB Mileage Rate
C. Beal and J. Knight presented for information the proposed benchmarking of the TVDSB
mileage reimbursement rate to the Canada Revenue Agency (CRA) rate, retroactive to January
1, 2017. The rationale for the proposed benching as per the CRA treatment of mileage,
2017 February 14…2
communicated in a recent audit, was outlined. Communication with the Ministry of Education in
this matter was shared.
Next steps and implications for benchmarking and not benchmarking were discussed. It was
noted the recommendation regarding the benchmarking of the TVDSB mileage reimbursement
rate will come forward to trustees at the 2017 February 28 meeting of the Board.
e. 2016-2017 Revised Estimates Contingency Fund
C. Beal presented the list of one-time projects to be funded under the contingency fund
established as a result of Revised Estimates. Questions of clarification regarding the initiatives
were addressed by Administration. One-time initiatives considered, but not included in the
proposed use of contingency funds were described.
The recommendation regarding the use of the contingency fund as proposed comes forward to
trustees at the 2017 February 28 meeting of the Board.
6. PROPOSED ADDITION AND RENOVATION TO SOUTHSIDE PUBLIC SCHOOL
K. Bushell presented for information an update on the addition and renovation to Southside Public
School (PP1).
The work of the design committee was described. K. Bushell and L. Munroe described the design
plans and schedule for the addition and renovation including the cost and funding to support the
project. Questions of clarification were addressed. It was confirmed the project is self-funded. It
further was noted there were no expressions of interest to co-share space.
G. Hart reflected on the appreciation of the community regarding the addition and renovation.
7. INTERNATIONAL EDUCATION
S. Noad provided an update on the International Education Strategy. Statistical information and key
outcomes of the strategy were presented.
S. Macey provided the financial summary in elementary and secondary for the International
Education program in 2015-2016 and 2016-2017. Suggestions for capturing additional direct costs in
future reports were noted.
8. OTHER BUSINESS
It was confirmed the funding for the musical instruments initiative continues for the next fiscal year.
9. QUESTIONS AND COMMENTS
In response to a question regarding excursions to the United States, J. Pratt reported on the decision
in this matter. In consideration of the travel ban in the U.S. and the potential impact on some
students who may not be allowed entry, schools will be required to have a contingency plan.
Additional information also will be sent home to parents. A follow up report was requested regarding
the number of trips planned and the decision of administration in this regard.
Trustee A. Morell requested follow up on the discussions of the 2016 April 12 Planning and Priorities
Advisory Committee regarding AEDs. Trustee Morell asked that information be readily available to
groups wishing to fundraise for an AED including information noting the school’s responsibility for
maintenance of the equipment.
10. DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for Tuesday, April 18, 6:00 p.m.
2017 February 14…3
11. FUTURE AGENDA ITEMS
Report of the STS Conditional Bussing Work Group. It was noted Trustee Hart and Bennett
attended a meeting of this Work Group earlier in the day.
12. ADJOURNMENT
On motion, the meeting adjourned at 9:06 p.m.
RECOMMENDATIONS: None
J. TODD
Committee Chair
We build each student’s tomorrow, every day
Date of
Meeting: 2017 February 14
Item #:
REPORT TO:
☒
PUBLIC ☐
IN-CAMERA
☐
Administrative
Council
☐
Program and School Services
Advisory Committee
☒
Planning and Priorities
Advisory Committee
☐
Board
☐
Policy Working Committee
TITLE OF REPORT:
PROPOSED ADDITION AND RENOVATION TO SOUTHSIDE PUBLIC SCHOOL
PRESENTED BY:
Kevin Bushell, Executive Officer, Facility Services and Capital Planning
PRESENTED FOR: ☒ Approval ☐ Information ☐ Advice
Recommendation(s):
Purpose: To provide the Board an update on the addition and renovation to Southside Public School,
specifically:
(i) Detailed plans
(ii) Funding
(iii) Estimated cost/budget
(iv) Schedule
Content: At its 2016 September 13 meeting, the Board approved the use of Board Supported Capital to fund
the Southside Public school Addition and Renovation project. A design committee was formed
comprised of community representatives, Principal and teaching staff from Southside, Oxford
County Trustee(s), the Executive Officer of Facility Services and Capital Planning and Project
Coordinator. The committee worked with Dickson Partnership Incorporated Architects to develop
the proposed plan.
During the past five months, design committee meetings were held to receive input and refine the
proposed plan. The proposed design was presented to the school communities on 2017 February
01. The process to date has been very beneficial and as resulted in a plan that meets the needs of
students, staff and the community.
PROJECT OVERVIEW
Project Synopsis:
The objective of this project is to enlarge and renovate the existing JK-8 elementary school to create a
school that can permanently accommodate its projected enrolment and meet current Board standards
for program space at the school. The design committee utilized program standards developed by Board
Administration in the design.
The on-the-ground capacity (OTG) will be 366. This capacity matches the enrolment projection for the
proposed consolidated school.
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A single storey addition is proposed for this project, with an area of 23,025 FT² and would include a
Gymnasium/Activity room, General Arts room, Learning Commons, Learning Support room and 6
standard classrooms. The renovated area would include 3 Full Day Kindergarten (FDK) classrooms,
and administrative areas. Renovations will also ensure the school is barrier-free accessible.
School Renewal components to be addressed in the existing school include, boiler, HVAC, windows,
public address and security system replacement, as well as, interior finishes and lighting upgrades. The
costs for these components are not included in the project estimates and will be funded from the School
Renewal and School Condition Grant.
Site Development:
The site will include additional parking and modification to the bus drop-off. The parking area
enlargement will be located on Hydro One lands adjacent to the site through a land Lease Agreement.
Cost/Savings: ESTIMATED COST/BUDGET
i) Design and Construction
ii) Disbursements including permits
TOTAL
$5,389,285
$50,000
$5,439,285
Notes:
1. 2.5% construction contingency allowance carried in estimated cost for design and
construction section.
2. All costs are Net HST
FUNDING
i) Board Supported Capital
ii) School Renewal
TOTAL
$5,358,591
$80,694
$5,439,285
Timeline: TENTANTIVE SCHEDULE
Community Meeting 2017 February 01
Administrative Council Review 2017 February 06
Presentation to the Planning and Priorities Committee 2017 February 14
Tender Period/Award of Contract 2017 Spring
Construction to Commence 2017 Spring
Substantial Completion 2018 Spring
Commissioning of Project 2018 Spring
School Set-up 2018 Spring
School Occupancy 2018 Spring
Communications:
Appendices: Site Plan
Floor Plan
Form Revised: January 2016
Relation to Commitments:
☒ Putting students first. ☐ Actively engaging our students, staff, families and communities.
☐ Recognizing and encouraging leadership in all its forms. ☐ Being inclusive, fair, and equitable.
☒ Ensuring safe, positive learning and working environments. ☐ Inspiring new ideas and promoting innovation.
☒ Taking responsibility for the students and resources entrusted to our care.
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REPORT OF THE CHAIR’S COMMITTEE
2017 February 21
12:07 p.m. – 2:16 p.m.
MEMBERS
J. Bennett A. Morell
M. Reid R. Tisdale
J. Todd
ADMINISTRATION AND OTHERS
L. Elliott
B. Williams
1. APPROVAL OF AGENDA
The agenda, as amended, was approved by motion.
2. CONFLICTS OF INTEREST – none declared
3. REVIEW AND APPROVAL OF THE 2017 FEBRUARY 28 BOARD AGENDAS
The in-camera and public Board meeting agendas for 2017 February 28 were reviewed and
discussed.
4. CORRESPONDENCE
A copy of a support letter, to the Limestone District School Board-Special Education Advisory Chair
from the Bluewater District School Board, regarding special education funding was received. T he
letter is to be forwarded to trustees for information.
A letter of appreciation, sent to Vice Chair A. Morell from MPP Monte McNaughton, regarding trustee
Morell’s participation at the round-table on rural poverty was received. The letter is to be forwarded to
trustees for information.
A letter to Board Chairs from the Treasury Board Secretariat concerning the Broader Public Sector
Executive Compensation Regulations was received and discussed. Discussion considered the
timelines of the consultation process for the review of the Framework. The letter is to be forwarded
to trustees for information.
A copy of a letter and a staff report from Middlesex Centre regarding a council resolution requesting
TVDSB proceed with a boundary review was received and discussed. It was determine the letter be
included, under Communications, on the 2017 February 28 board agenda.
A letter to the Chair, from MPP Jeff Yurek, supporting the proposal submitted by the Sparta Public
School Alliance was received. It was determine the letter be included in the EPAR communications
conference.
A letter from the County of Elgin to the Board Chair and the Minister of Education regarding
resolutions of the County of Elgin pertaining to the Accommodation Review Process was received. It
was determine the letter be included in the EPAR communications conference.
A letter from the Ministry of Education to Board Chairs regarding the Equity and Inclusive Education
strategy was received. The letter is to be forwarded to trustees for information.
5. SECONDARY VICE-PRINCIPAL INTERVIEWS
Due to a scheduling conflict, a replacement trustee was requested to sit on the interview committee
for secondary vice-principals.
The following motion was moved and carried:
That trustee J. Todd be appointed to sit on the interview committee for secondary vice-principals
scheduled for March 1, 2017.
6. MUNICIPAL MEETINGS
Agenda items for upcoming Municipal meetings scheduled for March 2 and May 11 and items brought
forward at previous Municipal meetings were discussed. All trustees were encouraged to attend
meetings.
7. CHAIRS’ PHOTOS
Deferred.
8. AEDS
L. Elliott advised an AED policy and procedure has been drafted for review by the Policy Working
Committee. In the interim, there was a request communication be sent to Principals regarding the
current guidelines.
9. IN CAMERA
On motion the committee moved in camera at 12:55 p.m. to discuss personal matters, reconvening in
public session at 1:36 p.m.
10. CITY OF ST. THOMAS MEETING – AGENDA ITEMS
As discussed under item #6.
11. PUBLIC INPUT REQUEST
Two requests for public input were received and reviewed.
The following motion was moved and carried:
That the two requests for public input be approved and be scheduled on the agenda for the 2017
February 28 meeting of the Board.
12. UPCOMING EVENTS AND INITIATIVES
TVDSB/LCDSB/Municipal meetings (to be held at the municipal office):
City of St. Thomas – 2017 March 2 (3:15 p.m.)
Middlesex County – 2017 May 11 (10:00 a.m.)
PAR Meetings:
Final Public Meeting of EPAR-01 – 2017 March 8
Final Public Meeting of EPAR-02 – 2017 March 9
Events:
OPSBA Board of Director’s Meetings – 2017 March 3-4; April 21-22
Variety Is - 2017 April 20
Awards of Distinction – 2017 May 4
OPSBA AGM - 2017 June 8-11
Trustee Forums:
Elgin County (West Elgin SS) – 2017 March 1
Oxford County (Glendale HS) – 2017 March 2
13. OTHER BUSINESS
a. Advisory Committee Reports
There was a request that reports to Advisory Committees come forward as “input/advice” not as
recommendations. Recommendations are to go forward to the full Board for consideration.
b. Planning and Priorities Advisory Committee March Meeting
Discussion considered the scheduling of a Planning and Priorities Advisory Committee on 2017
March 21. Administration and Trustees will be polled to determine their availability.
c. In-Camera Meeting Minutes
Discussion considered whether in-camera meeting minutes need to have an approval process. L.
Elliott will review and bring back options for consideration at a future meeting of the Chair’s
Committee.
d. Communications
The need for a consistent media notification process to trustees was identified. The potential use
of Google alerts was suggested. L. Elliott to follow up with the Communications department.
e. Board Website
There was a request that trustees be represented on any committee looking at the development
of the Board website. It was noted that an RFP process currently is underway.
f. Policy Working Committee
The scheduling of the start time of the Policy Working Committee was discussed. It was noted
the committee would be reviewing the list of all TVDSB policies and procedures to determine
those requiring a review and/or an EIE review. L. Elliott noted Administration would be reviewing
the list to determine those that may need to be revised and/or repealed.
g. Sound System
The need for the sound system to be addressed was acknowledge. B. Williams to follow up.
h. Board Motions
Discussion considered the need for a tracking system to monitor Board motions and the follow up
that is completed. It was agreed to have further discussion at the next meeting.
14. FUTURE CHAIR’S COMMITTEE MEETING DATES
The meeting dates for the Chair’s Committee were confirmed for the period up to June 30, 2017 as
follows:
February 28, 2017 12 p.m. March 21, 2017 12 p.m.
March 28, 2017 12 p.m. April 18, 2017 12 p.m.
April 25, 2017 12 p.m. May 16, 2017 12 p.m.
May 30, 2017 3 p.m. June 20, 2017 12 p.m.
15. DATE AND TIME OF NEXT MEETING
The next Chair’s Committee meeting was confirmed for 2017 February 28, 12 p.m.
16. ADJOURNMENT
The meeting adjourned at 2:16 p.m. by motion.
RECOMMENDATIONS: None
MATT REID
Chairperson