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5/3/2017 - Special Board Meeting THAMES VALLEY DISTRICT SCHOOL BOARD SPECIAL MEETING 2017 May 3 BOARD ROOM, EDUCATION CENTRE The Board met in session on 2017 May 3 in the Board Room at the Education Centre, meeting in public session at 6:02 p.m. The following were in attendance: TRUSTEES ADMINISTRATION AND OTHERS M. Reid (Chair) J. Bennett R. Campbell C. Goodall P. Jaffe Regrets: G. Hart B. McKinnon A. Morell S. Polhill P. Schuyler J. Skinner R. Tisdale J. Todd A. Pucchio S. Suvajac L. Elliott V. Nielsen C. Beal K. Bushell D. Macpherson (-6 :56) P. McKenzie L. Munroe M. Moynihan S. Powell T. Testa B. Keast L. Kite C. Wiercinski 4. CALL TO ORDER Board Chair M. Reid called the meeting to order at 6:02 p.m. and acknowledged the traditional territory on which the Board meeting is held. 2. O CANADA The meeting was opened with the playing of O Canada. 3. APPROVAL OF AGENDA The agenda was approved on motion of Trustee Skinner seconded by Trustee Jaffe. 4. CONFLICTS OF INTEREST – None 5. PUBLIC INPUT The schedule of Public Input Presenters was provided to the Board in advance of the meeting. Twenty-six presenters provided public input regarding the Elementary Pupil Accommodation Review 01. Trustees were given the opportunity to ask questions after each presentation. 6. REPORTS FROM ADMINISTRATION a. Naming of the new TVDSB Elementary School Being Built in North West London Associate Director Nielsen presented for approval the name for the new public school being built in NW London. The report is attached (item #6.a). Appreciation was extended to all members of the Naming Committee for their contribution. The following recommendation was moved by Trustee Bennett seconded by Trustee Skinner and CARRIED: THAT the Board name the new public school in North West London Sir Arthur Currie Public School. 2017 May 3…2 7. REPORTS FROM BOARD COMMITTEES a. Policy Working Committee, 2017 April 25 Trustee Bennett referred to the written report of the Policy Working Committee (item #7.a) provided to the Trustees in advance of the meeting. Trustee Bennett shared the following were posted for public input for 60 days: Electronic Meetings Independent Procedure, Notification on Items Requiring Public Consultation Independent Procedure and School Generated Funds Policy and Procedure. Additionally the Student Trustees on the Board Procedure (#2010a) was approved. The following recommendation was moved by Trustee Bennett seconded by Trustee Jaffe and CARRIED: THAT the revised Student Trustees on the Board Policy (#2010) be approved. Chair Reid applauded the Student Trustees for their work on revising the Student Trustees on the Board policy and procedure. The revised policy and procedure allow for the creation of a Student Trustee position representing First Nations students. 8. ADJOURNMENT The meeting adjourned at 8:43 p.m. on motion of Trustee Tisdale seconded by Trustee Goodall and CARRIED. Confirmed: Chairperson SUMMARY OF APPROVED RECOMMENDATIONS OF 2017 May 3 THAT the Board name the new public school in North West London Sir Arthur Currie Public School. THAT the revised Student Trustees on the Board Policy (#2010) be approved. Scheduled Time (p.m.) Time Allotted (min) Name/Organization Key Message Power point Region Name of School Community 6:05 5 John Twinem Quality of connection & impact on student quality of life. Action: Keep the school in the community of Springfield open Northern Springfield 6:10 5 Kelly Pearson Springfield Community Involvement & school history Northern Springfield 6:15 5 Mike Percy Impact of closure of Springfield Public school as it pertains to my family with 2 students in the school. Action: To keep Springfield Public School Open Northern Springfield 6:20 5 Maria Smit Outreach / partnership between School & Library. Action: Keep the school in Springfield open Northern Springfield 6:25 5 Amanda Shackelton Rural vs Urban school and how it relates to my family, community & school. Keep Springfield PS open and bring back grade 7 & 8's Northern Springfield 6:30 5 Tracy Goris Agriculture and how farm families are affected. Keep Springfield open and bring 7 & 8's back to the school Northern Springfield 6:35 10 Mary Giesbrecht, Springfield School Council Parental & Community Involvement in the School. Keep Springfield Public School Open Northern Springfield 6:45 5 Jean Turner Provincial Testimonial about School. Keep Springfield Public School Open and bring our 7 & 8's back Northern Springfield 6:50 5 Janette Wall Affects of increased bussing on students. Keep Springfield open and bring back our 7 & 8's  Northern Springfield 6:55 5 Peter Rochus Environmental impact of the PAR. Keep Springfield open and bring back our 7 & 8's Northern Springfield PUBLIC INPUT SCHEDULE: WEDNESDAY MAY 3 7:00 5 Rebecca Clark Presentation on Mental Health from a social worker and Springfield Parent. Keep us open and bring our 7 & 8's back Northern Springfield 7:05 5 Kellen Devos, Out There Creative Therapy In our presentation we are bringing attention to the fact Out There Creative Therapy is creating a "space" in Springfield that would provide invaluable education to the students of the school. Also provide support for Mental Health. We request the Board of Trustees leave Springfield Public School Open Northern Springfield 7:10 5 Greg Fentie Financial analysis / concerns of the EPAR. Action: Bring 7 & 8 students back to Springfield, Open us up for collaborative space and ultimately keep us open. Northern Springfield 7:15 5 Chris Cox Financial concerns of the EPAR and growth of Springfield. Action: Bring 7 & 8 students back to Springfield, Open us up for collaborative space and ultimately keep us open. Northern Springfield 7:20 5 Johnny Wilson Accountability. Action: Keep Springfield Public School Open Northern Springfield 7:25 5 Jessica Goodwill Personal Experience, the big picture. Action: Keep Springfield Public School open, bring our 7 & 8's back or open up the school for collaborate efforts Northern Springfield 7:30 5 Cameron Charlton The status quo is the worst possible outcome here, growth and future student/community development are more important than the status quo; Requesting support for the proposed new Belmont School. Northern South Dorchester 7:35 5 Brad Halvorsen Belmont community member perspective; Support for the proposed new Belmont School. Northern South Dorchester 7:40 5 Dave Roberts Growth in Belmont, changing farm industry, condition of SDPS; Support for the proposed new Belmont School Northern South Dorchester 7:45 5 Noelle Racicot-Kelly The need for the proposed new Belmont school from the perspective of a parent who has older children who have moved through SDPS and Davenport; Support for the proposed new Belmont School. Northern South Dorchester 7:50 5 Mallory Hesselmans SDPS student perspective; support for the proposed Belmont School. Northern South Dorchester 7:55 10 Catherine Hann, South Dorchester School Council Speaking of the support myself, SDPS PAC, and Belmont have for the proposed new Belmont School, condition of SDPS, financial benefits, status quo is unacceptable; support for the proposed new Belmont School. Northern South Dorchester 8:05 5 Melissa Hough support for the Belmont school, fostering positive change, WCPS children's perspective Northern Westminster 8:10 5 Ila Manderson A past Westminster Central PS graduate's perspective of what I missed out on at WCPS; Support for the proposed new Belmont School. Northern Westminster 8:15 10 Sarah Fletcher, Westminster School Council WCPS perspectives, viewpoints and support for the proposed new Belmont School; support for the proposed new Belmont School. Northern Westminster 8:25 5 Michael Taylor Support for the PAR-01.  Northern South Dorchester 2017‐04‐27 1 Greg Fentie 2017‐04‐27 2 Cost per Student Cost per student in the report Transportation cost Total Cost Springfield $1,848.90 $677.10 $2,526.00 Summers Corners $1,538.09 $905.28 $2,443.37 Sparta $1,483.57 $848.58 $2,332.15 South Dorchester $1,486.72 $874.96 $2,361.68 New Sarum $1,592.30 $1,156.88 $2,749.18 Westminister 4,064.89$ $1,268.20 5,333.09$                        It is worth noting that New Sarum has 3 walkers and a significant specialized transportation  budget that skews their costs very high Calculated by dividing total transportation costs by all students as reported on page 4 of 16 in SIP 2017‐04‐27 3 2017‐04‐27 4 Staffing 2017‐04‐27 5 Proposed Options Current 7's and 8's Collaboration Enrollment 167 207 167 OTG capacity 268 245 190 Utilization 62.30% 84.50% 87.80% Cost to school $308,768.00 $308,768.00 $308,768.00 Cost per student $1,848.90 $1,491.63 Unknown 2017‐04‐27 1 2017‐04‐27 2 2017‐04‐27 3 2017‐04‐27 4 We build each student’s tomorrow, every day Date of Meeting: 2017 May 3 Item #: 6.a 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: NAMING OF THE NEW TVDSB ELEMENTARY SCHOOL BEING BUILT IN NORTH WEST LONDON PRESENTED BY: Valerie Nielsen, Associate Director, Learning Support Services; Lisa Munro, Learning Supervisor, Learning Support Services and Operations Services PRESENTED FOR: ☒ Approval ☐ Information ☐ Advice Recommendation(s): THAT THE BOARD NAME THE NEW PUBLIC SCHOOL IN NORTH WEST LONDON - SIR ARTHUR CURRIE PUBLIC SCHOOL. Purpose: To recommend the name for the new NW London elementary school. Content: In accordance with the Board’s Policy and Procedures regarding Naming of Schools, the NW London Naming Committee was established to recommend name for the new school in NW London. On 2017 April 11, the Board approved the Committee membership to the Naming Committee for the new NW London elementary school as follows: North West London Public School Joyce Bennett, Trustee Jake Skinner, Trustee Riley Culhane, Superintendent Lianne Labadie, Centennial Central Public School Matt Craig, Centennial Central Public School Elizabeth Stevens-Marshall, Emily Carr Public School Amy Stevenson, Emily Carr Public School Girish Chand, Wilfrid Jury Public School The Naming Committee for North West London met on 2017 April 19 to consider the submissions received. As a result of its deliberations, the Committee recommended that the fol lowing name be considered for selection by the Board: Sir Arthur Currie Public School Cost/Savings: n/a Timeline: Immediately Communications: Appendices: Historical detail and /or significance of proposed school names. 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 Significance of Proposed School Name NORTH WEST LONDON PUBLIC SCHOOL General Sir Arthur William Currie, GCMG, KCB (5 December 1875 – 30 November 1933) was a senior officer of the Canadian Army who fought during World War I. He had the unique distinction of starting his military career on the very bottom rung as a pre -war militia gunner before rising through the ranks to become the first Canadian commander of the Canadian Corps. He is generally considered to be among the most capable commanders of the Western Front, and one of the finest commanders in Canadian military history. Sir Arthur Currie was the many who orchestrated the successful operation at Vimy Ridge (even more appropriate since it is the 100th anniversary of the famous battle that, as some historians agree, established a unique Canadian identity). Currie was born very close to Strathroy which falls within the TVDSB. REPORT OF THE POLICY WORKING COMMITTEE 2017 April 25 3:05 p.m. – 4:55 p.m. MEMBERS M. Reid (ex-officio) J. Bennett J. Skinner R. Tisdale P. Jaffe S. Suvajac Regrets: A. Morell ADMINISTRATION AND OTHERS L. Elliott B. Keast C. Beal (+3:27, -3:54) B. Williams (+3:06, -3:25) S. Macey (+3:27, -3:54) R. Culhane (+3:55, -4:20) S. Bruyns (+3:55, -4:20) K. Auckland (+3:55,-4:20) M. Roes (+3:55, -4:20) L. Munro 1. APPROVAL OF AGENDA – The agenda was approved on motion. 2. CONFLICTS OF INTEREST – none declared 3. COMMITTEE REPORT OF 2017 MARCH 28 AND 2017 APRIL 25 TRACKING SHEET The 2017 March 28 Policy Working Committee Report was provided for information. The 2017 April 25 tracking sheet was reviewed and amended. 4. EXISTING POLICY/PROCEDURE UNDER REVISION a. Electronic Meetings Policy and Procedure Corporate Services, Supervisor, B. Williams presented the Electronic Meetings Policy and Procedure #2004. Minor amendments to language and grammar were made and both were reviewed by the EIE committee. Suggested revisions were captured by B. Williams. The following motion was moved and CARRIED: THAT the Electronic Meetings Policy and Procedure #2004 be posted for public input to the Board’s website for 60 days. b. Notification of Items Requiring Public Consultation Independent Procedure B. Williams shared the Notification of items Requiring Public Consultation Independent Procedure #9006, noting a EIE review was completed. Revisions to the procedure were reviewed. Additional suggested revisions were captured by B. Williams. The following motion was moved and CARRIED: THAT the Notification of Items Requiring Public Consultation Independent Procedure #9006 be posted for public input to the Board’s website for 60 days. c. Non-Board Funds Policy and Procedure Superintendent C. Beal presented the revised School Generated Funds Policy and Procedure. Amendments were made to align with Ministry recommendations, Committee recommendations and best practices. After the completion of the EIE review there were no suggested edits. The new school generated funds manual was shared with the committee and the use and purpose of the manual was explained. Suggested edits to the policy and procedure were captured by C. Beal. It was noted a communication strategy is required to ensure the revised policy and procedure is shared with School Councils and school staff appropriately. The following motion was moved and CARRIED: THAT the School Generated Funds Policy and Procedure be posted for public input to the Board’s website for 60 days. 5. POLICY/PROCEDURE FOLLOWING PUBLIC INPUT a. Reporting Student Achievement Procedure Assessment, Evaluation and Reporting Student Achievement Policy Superintendent R. Culhane introduced Learning Supervisor S. Bruyns, Learning Supervisor K. Auckland, and Principal, M. Roes. S. Bruyns presented the revised Assessment, Evaluation and Reporting Student Achievement Policy and Reporting Student Achievement Procedure. Trustees advised administration that input was received from Principals and parents during Trustee visits and this had not yet been shared with the committee. Administration confirmed the input was not received. The Procedures and Policy will come back to another Po licy Working Committee meeting after all input has been considered. Suggested revisions were captured by R. Culhane and K. Auckland. b. Student Trustees on the Board Policy and Procedure Director L. Elliott presented for approval the revised Student Trustees on the Board Policy and Procedure. Suggested revisions were captured by L. Elliott. The following motions were moved and CARRED: THAT the Student Trustees on the Board Policy be sent to the Board on 2017 May 3 for approval. THAT the Student Trustees on the Board Procedure be sent to the Board on 2017 May 3 for information. 6. NEW DRAFT POLICIES/PROCEDURES – None 7. POLICY/PROCEDURE REQUIRING ADDITIONAL CONSIDERATION – None. 8. OTHER BUSINESS a. Naming of Schools Policy and Procedure L. Elliott and Learning Supervisor L. Munro asked the Committee for input and advice regarding revising the Naming of Schools Policy and Procedure. L. Munro shared the structure of other boards’ Naming of Schools Policy and Procedures. Suggested revisions were captured by L. Munro and L. Elliott. 9. DATE AND TIME OF NEXT MEETING The next meeting was scheduled for Tuesday, 2017 May 23 in the Governor Simcoe Room. 10. ADJOURNMENT On motion, the meeting adjourned at 4:55 p.m. RECOMMENDATIONS: THAT the Student Trustees on the Board Policy be sent to the Board on 2017 May 3 for approval. MATT REID Acting Committee Chairperson Administered By: Directors Services – Chair’s Committee Amendment Date(s): 2004 Mar. 23, 2005 Jan. 25, 2006 Dec. 19, 2007 Mar. 20, 2007 June 12, 2010 Feb. 09, 2011 Dec. 20, 2012 Dec. 18, 2016 Dec. 20. POLICY Title: Student Trustees on the Board Policy No.: 2010 Eff ective Date: 2001 Nov. 27 Department: Directors Services – Chair’s Committee Ref erence(s): - Procedure – Student Trustees on the Board - Policy – Student Advisory Council and Student Leadership - Procedure – Student Advisory Council and Student Leadership - Ontario Regulation 7/07 – Student Trustees (Education Act Sec. 55) - Ministry of Education Student Trustees: Attendance and Conflict of Interest Guidelines It is the policy of the Board to include up to three Student Trustees, with nonbinding advisory votes, on the Thames Valley District School Board of Trustees. Two Student Trustees will be elected as per the Student Trustee on the Board Procedure; one Indigenous Student Trustee will be elected by a process established in consultation with the Indigenous communities. 1.0 QUALIFICATIONS To be qualified for the role of Student Trustee, students must meet the following criteria: 1.1 Be enrolled in the senior division at a school within the jurisdiction of the Board and maintain fulltime enrollment status; or be an exceptional pupil in a special education program for whom the board has reduced the length of the instructional program on each school day under subsection 3 (3) of Regulation 298 of the Revised Regulations of Ontario, 1990 (Operation of Schools – General) made under the Act, so long as the pupil would be a full time pupil if the program had not been reduced. 1.2 Have written support/consent from both the principa l and (if under 18 years of age) parent/guardian. 2.0 RESPONSIBILITIES The responsibilities of the Student Trustee include the following: 2.1 Regularly attend Board meetings, Committee meetings and Committee of the Whole meetings. Student Trustees are to be excused from the “Personal” section of in- camera agendas. 2.2 Be knowledgeable about, and comply with Board Bylaws, Policies, Procedures, and the Trustee Code of Conduct, including all of its accompanying Guidelines; 2.3 Shall keep confidential any information disclosed or discussed at a meeting of the Student Trustees on the Board Page 2 of 3 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. 2.4 Serve as a Student Trustee representative as directed by the Chair of the Board; 2.5 Serve and consult Thames Valley students and keep student governments , school clubs, and student leaders informed about Board issues of interest and concern to students; 2.6 The obligation to declare a conflict of interest in matters that have a direct pecuniary interest to the student or members of the student’s immediate family (e.g. father, mother, sister, brother) and to comply with the Ministry of Education Student Truste es: Attendance and Conflict of Interest Guidelines. 2.7 Hold and attend a minimum of five Student Advisory Council meetings per school year. 2.8 Bring to the attention of the Board any issues that may affect Thames Valley District School Board students (TVDSB). 2.9 Serve as an advocate for student voice by actively participating in and contributing to the decisions of the Board, and sharing student input relevant to the decisions being made by the Board. 2.10 Stay informed about developments in education, and demonstra te an awareness of issues facing publicly funded education. 2.11 Be responsible for the creation, implementation and maintenance of a multi-year Student Advisory Council strategic plan, in collaboration with the other Student Trustees, which reflects the voice and interests of students in the Thames Valley District School Board. 2.12 Provide leadership which promotes the creation of clear, and consistent expectations and goals for the Student Advisory Council that focus on student achievement and well-being. 2.13 Be responsible for communicating and forwarding all recommendations made by the Student Advisory Council to the Board. 2.14 Serve as a mentor to incoming Student Trustees. 3.0 TERM OF OFFICE Student Trustees on the Board Page 3 of 3 A Students Trustee’s term of office lasts one year and runs from August 1 to July 31; they may be re-elected for a second term if they meet the qualification requirements. For purposes of continuity, the Board strongly supports a Student Trustee submitting their candidacy through the election process for a second term. 4.0 TRAVEL In all cases where student trustees travel outside the Thames Valley jurisdiction while carrying out their duties as student trustees and where they are under the age of 18, written parent/guardian consent is required. 5.0 MENTORS Trustees who are interested and willing to serve as mentors to the students during term of office should advise the Board by June 01. The Chair’s Committee will partner a trustee with each of the new student trustees for the upcoming year. The student trus tees will be assigned seating next to their mentors at the Board table. 6.0 DISQUALIFICATION A student trustee may be removed by a motion of the Board if they become no longer qualified during the term, or are unable to or fail to fulfill the responsibilities of the position. Furthermore, should a Student Trustee consistently demon strate an unwillingness or inability to fulfill the responsibilities of their role, the Board may remove them. The principals/designates of the Student Trustees will monitor their eligibility and apprise the Chair of the Board should any concerns arise during the students’ term of office. A Student Trustee must resign from their position if they are absent from three consecutive regular meetings of the board without being authorized by a resolution of the Board. Student trustees are considered present at a meeting in which they participate through teleconferencing, videoconferencing or other electronic means. 7.0 VACANCIES In the event a vacancy arises prior to the expiration of the term of a Student Trustee and the Board determines that a vacancy will be filled, it will be filled in accordance with the process outlined in the procedure “Student Trustees on the Board”, for the remainder of the current term. 8.0 NOTICE TO MINISTRY The Board shall provide the Ministry with the names of the student trustees elected, not later than 30 days after the date of the election or by-election. Administered By: Directors Services – Chair’s Committee Amendment Date(s): 2005 Jan. 25, 2006 Dec. 19, 2007 Mar. 20, 2007 June 12, 2010 Feb. 9, 2012 Dec. 18, 2016 Dec. 20, 2016. PROCEDURE Title: Student Trustees on the Board Procedure No.: 2010a Eff ective Date: 2002 Feb. 26 Department: Directors Services – Chair’s Committee Ref erence(s): - Policy – Student Trustees on the Board #2010 - Procedure – Student Advisory Council #20106 - Ministry of Education Student Trustees: Attendance and Conflict of Interest Guidelines - Procedure – Expense Reimbursement - Trustees #1005 - Ministry of Education Memorandum dated November 2, 2009 Re: Provisions with Regard to Student Trustees - Policy – Trustee Honoraria #1007 - Procedure – Trustee Honoraria #1007a 1.0 NOMINATIONS FOR STUDENT TRUSTEE POSITIONS Any eligible secondary student may submit a completed Application for Student Trustee to their principal, outlining their academic, school, extra -curricular and/or community involvement experiences, including a brief explanation of their interest in serving in the role. If there is more than one application per school, the principal, through an appropriate school process involving student government input, will select one candidate from each school for submission to the Chair’s Committee of the Board. If required, the Chair’s Committee and the outgoing Student Trustee(s), with due consideration for equitable representation, will short-list the nominations. 2.0 TERM OF OFFICE A Students Trustee’s term of office lasts one year and runs from August 1 to July 31; they may be re-elected for a second term if they meet the qualification requirements. For purposes of continuity, the Board strongly supports a Student Trustee submitting their candidacy through the election process for a second term. The election of the Indigenous Student Trustee will be established in consultation with the Indigenous Communities. 3.0 ELECTION No later than April 30 of each year, a debate followed by an election will be held. The Office of the Chair of the Board shall be responsible for coordinating the debate and election. Student Trustees on the Board Page 2 of 4 Expenses will be covered from the Trustees’ operating budget. 4.0 VACANCIES In the event of a resignation by a Student Trustee, or his/her removal or a vacancy occurs prior to the expiration of the term of a Student Trustee and if it occurs prior to the beginning of the second semester, it shall be filled by a by-election held within 30 school days of the date of vacancy. The applicable provisions of section 1.0 of this procedure will apply for the election process. If the vacancy occurs during the second semester, it will remain unfilled until the Student Trustee debate and election at which time the position will be filled by election as per applicable provisions of Section 1.0 of this procedure. The term of a Student Trustee elected to fulfil the remainder of another Student Trustee’s term shall commence at the point of election for the balance of the current term. The election of the Student Trustee(s) will be pre sided over by the current Student Trustee(s). Campaigning for the position of Student Trustee is restricted to the distribution of a one to three-page brochure, a presentation of up to five minutes per candidate . A general question and answer period directed at all candidates will be part of the debate. Each secondary school represented at the debate and election has the right to cast one vote for a candidate for each position. Elections will be held by secret ballot and the candidate with the majority of votes will be announced as the Student Trustee for a one year term commencing August 01. In the event of a tie, a second vote will be held for the position following a ten minute question and discussion period. Should there still be a tie, the candidate will be selected by calling for the drawing of disks numbered 1 – 12. Each candidate will draw a number, which will be noted by the recording secretary, and the number returned to the box. The candidate drawing the highest number will be declared the Student Trustee for the term of office. Should the candidates draw the same number, the process will be repeated. Should there be only one candida te for a position, that candidate shall be acclaimed. Students will be advised of the potential for an acclamation on the Board’s website and/or through a communication to schools via the Student Council Advisors prior to the election. If there are no applicants, the matter will be referred back to the Board for decision and next steps. Student Trustees on the Board Page 3 of 4 5.0 ORIENTATION Orientation for the newly-elected Student Trustee(s) will be the responsibility of the Office of the Chair of the Board. 6.0 VOTING – BOARD MEETINGS/COMMITTEES The Student Trustees may request to have their non -binding vote recorded in the Board minutes and may request that a matter before the Board, or any of its committees, be put to a recorded vote, in which case there must be two votes: a. A non-binding vote that includes the Student Trustees’ vote; and b. A recorded binding vote that does not include the student trustees’ vote. Student Trustees are not entitled to move a motion but are entitled to suggest a motion on any matter at a meeting of the Board or of one of its committees on which the Student Trustee sits. If no member of the Board or committee, as the case may be, moves the suggested motion, the record shall show the suggested motion. 7.0 EXTENT OF PARTICIPATION Student Trustees have the same access to professional development opportunities, conferences, etc. as provided to other trustees and where student PD funds are available. Student Trustees require approval from parents (if under 18) and the Chair ’s Committee prior to event/s. Student Trustees must have the same opportunities to sit on and participate at Board and Committee meetings as a Board member. Where legislation requires that a committee must include one or more “members of the Board”, a Student Trustee shall not count as a Board member. If the composition of a committee is governed solely by Board motion and the motion provides that the committee consists of, for example, three Trustees and three non- Trustees, the Board may amend the composition to allow a Student Trustee to replace one of the three Trustees. In-Camera Meetings Student Trustees may attend all in-camera meetings of the Board with the exception of items under “Personal”- where the disclosure of intimate, personal or financial information Student Trustees on the Board Page 4 of 4 in respect of a member of the Board or committee, an employee or prospective employee of the Board or a pupil or their parent/guardian may be discussed. 8.0 EXPENSES AND TRAVEL Student Trustees will be reimbursed for out-of-pocket expenses reasonably incurred in carrying out the duties and responsibilities of the position in accordance with Board policy , Ministry of Education funding. Prior approval for travel and reimbursement to meetings, workshops, training sessions and/or conferences outside of the Thames Valley jurisdiction must be reviewed and authorized by the Chair’s Committee at least 2 weeks prior to the event. For students under the age of 18, written permission must be received from their parents/guardians supporting attendance at the activity and the travel plan prio r to attending. 9.0 HONORARIUM Student trustees will receive an honorarium of $2,500.00 payable at the end of the year. Should a Student Trustee not complete the full year, the honorarium will be prorated according to the proportion of the year for which the student trustee held office. 10.0 COMMUNITY SERVICE Because of the expected time commitment inherent in this position, the elected Student Trustees may request that participation in the role qualify for the 40 hours of community service required to complete the Ontario Secondary School Diploma. The student must make the request through the Chair of the Board by June 30 of the year.