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10/24/2017 - Regular Board Meeting THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING 2017 October 24, 7:00 P.M. BOARD ROOM, EDUCATION CENTRE The Board met in regular session on 2017 October 24 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 (-8:00) P. Jaffe T. Kennedy S. Kim B. McKinnon A. Morell N. Lavdas S. Polhill M. Reid P. Schuyler J. Skinner R. Tisdale J. Todd L. Elliott (-8:00) V. Nielsen J. Pratt S. Builder A. Canham R. Culhane L. Griffith-Jones R. Kuiper P. McKenzie M. Moynihan S. Powell B. Williams R. Hoffman B. Keast S. Macey (-7:46) M. Cosyn-Heath (-7:46) 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 Algonquin P.S. for their performance and to Conductor K. Graham-Shanks, accompanied by J. Belleth for leading in the singing of O Canada and two musical selections. 4. APPROVAL OF AGENDA The agenda, as amended, was approved on motion of Trustee Morell, seconded by Trustee Jaffe. 5. OFFICIAL RECORD B. Williams, Supervisor, Corporate Services, read the following official record into the minutes: “We regret to record the death of Taryn Hewitt, a Thames Valley District School Board student on 2017 October 5.” 6. RECOGNITIONS – None 7. CONFLICTS OF INTEREST Trustee Todd declared a conflict of interest regarding item #15.k. 8. CHAIR’S ANNOUNCEMENTS Chair Reid officially welcomed Indigenous Student Trustee Kennedy. In addition, he reported that he and Trustee Kennedy brought greetings to the Culture for Learning Conference where Trustee Kennedy led the group smudge. 9. DIRECTOR’S ANNOUNCEMENTS Director Elliott referred to the article “Leading Mentally Healthy Schools” distributed to Trustees. The article was featured in the Ontario Principal’s Council newsletter. It was written by TVDSB Mental Health Lead G. Lalonde and Glendale Principal G. Woodburn; and Vice-Principal T. Lindstrom from the Keewatin-Patricia District School Board. Director Elliott reported the Children’s Aid Society is recognizing Dress Purple Day on 2017 October 24. Communities across Ontario will dress in purple to break the silence and show their commitment 2017 October 24…2 to children’s rights to safety and well-being. TVDSB staff work very hard to ensure children are provided with the best support possible and that children remain safe. 10. PUBLIC INPUT – None 11. MINUTES OF THE 2017 SEPTEMBER 26 REGUALR BOARD MEETING a. Confirmation of Minutes The minutes of the Regular Board Meeting of 2017 September 26 was adopted on motion of Trustee Schuyler, seconded by Trustee Skinner and CARRIED. b. Business Arising from the Minutes Trustee Hart in response to discussions regarding student safety (item #19) indicated there should also be concern for students walking to their bus stops. Trustee Reid reminded Trustees that concerns regarding student safety when walking to school and to meet busses will be addressed through existing channels. 12. STUDENT TRUSTEES’ UPDATE Trustee T. Kennedy reported he brought greetings at the Culture for Learning Event and shared his goals as the Indigenous Student Trustee. T. Kennedy shared details regarding the collaboration with Oneida and Saunders S.S. to create and plant a garden at Standing Stone. T. Kennedy attended Eastwood Collegiate Institute on October 23 to speak to the importance of FNMI voice and took part in a walk to increase knowledge regarding Indigenous issues in Canada. In addition T. Kennedy will attend Lord Roberts P.S. to give a presentation to increase FNMI cultural awareness. Trustee Lavdas reported the Student Advisory Council Meeting was held on October 12. Topics of discussion were noted. Students are interested on the interworking of the school board. To address this interest an additional meeting is scheduled for 2017 October 30. Student Senates are collaborating on topics ideas for their meetings. Trustee Kim reported Student Trustees will be attending the OSTA-AECO Fall General Meeting (FGM) in Toronto from November 2-5. A large portion of this conference will be spent on familiarizing student trustees with OSTA-AECO as an organization, as well as the state and structure of Ontario’s education system. Student trustees will have the opportunity to meet with OSTA-AECO’s partners and to connect with student trustee alumni m entors. The FGM will focus on building partnerships between student trustees across the province to allow for further collaboration and solidarity in promoting student voice. 13. PRESENTATION FROM ADMINISTRATION a. Student Transportation Start-Up and 2016-2017 Stakeholder Report Associate Director Pratt introduced M. Cosyn-Heath, Student Transportation Services, Chief Administrative Officer, to provide the Student Transportation Start-Up and 2016-2017 Stakeholder Report. A power-point presentation was viewed. M. Cosyn-Heath reported on the increased ridership, the addition of routes, inclement weather, operational delays, 2017-2018 charter booking, and the 2016-2017 Annual Stakeholder Report. M. Cosyn-Heath further advised on the need for schools to work with STS regarding behaviour of students on busses. M. Heath reported the Canadian Pupil Transportation Conference “Innovation in Motion” will take place in Niagara Falls from May 13-16, 2018. M. Cosyn-Heath responded to questions of clarification regarding the Stakeholder Report, the process for bus companies to report delays, issues reported to the Ombudsmen and the number of participants subscribed for electronic notifications for cancellations/delays/news. Trustees were asked to bring concerns regarding student transportation to Superintendent Beal, Manager Macey or directly to M. Cosyn-Heath. Appreciation was extended to M. Cosyn-Health for the detailed report. 2017 October 24…3 14. REPORTS FROM THE ADMINISTRATION a. 2017-2019 Multi-Year Operational Plan – Priorities for 2017-18 Director Elliott presented for information the 2017-2019 Multi-Year Operational Plan. The two key priorities: Numeracy K-12 and ReThink Secondary Learning; and the two conditions: Culture for Learning and Innovation and Teaching and Learning with Technology were described. It was noted the 2017-2019 Operational Plan highlights a portion of work that is happening across the District. Questions of clarification regarding the multi-year operational plan were addressed by L. Elliott. In response to a Trustee question Superintendent Culhane reported additional information will be provided regarding Numeracy K-12 at the Program and School Services Advisory meeting on December 5. Discussion considered the budget implications for a new telephone system. L. Elliott reported any budget requirements will be brought to the board through the budget process. It was noted updates to the current telephone system are required because the current system is no longer supported. Information on the costs associated with the previous telephone update was requested and will be provided during the budget process. 15. REPORTS FROM BOARD COMMITTEES a. First Nations Advisory Committee Report, 2017 September 19 Trustee Schuyler referred to the written report of the First N ations Advisory Committee (Item 14.a) provided to Trustees in advance of the meeting. The following recommendation was moved by Trustee Schuyler, seconded by Trustee Bennett and CARRIED: THAT Barb Antone, Oneida Nations of the Thames, be provided with a n indefinite leave of absence due to a medical condition. b. Chair’s Committee Report, 2017 September 26 Trustee Morell referred to the written report of the Chair’s Committee (Item 14.b) provided to Trustees in advance of the meeting. c. Policy Working Committee Report, 2017 September 26 Trustee Morell referred to the written report of the Policy Working Committee (Item 14.c) provided to the Trustees in advance of the meeting. The following recommendations were moved by Trustee Morell, seconded by Trustee Skinner and CARRIED: THAT the amended Allocation of Funding – School Councils Policy #2008 be provided to the Board for approval. THAT the Privacy and Records Information Management Policy be recommended for approval by the Board. THAT the Employee Expense Reimbursement Policy, Expense Reimbursement – Trustee Policy, and the Expense Reimbursement – Parent Involvement Funds (System & School) Policy be recommended for approval by the Board. d. Program and School Services Advisory Committee Report, 2017 October 3 Trustee Bennett referred to the written report of the Program and School Services Advisory Committee (Item 14.d) provided to the Trustees in advance of the meeting. There were no recommendations. 2017 October 24…4 e. Audit Committee Report, 2017 October 10 Trustee Tisdale referred to the written report of the Audit Committee (Item #14.e) provided to Trustees in advance of the meeting. The following recommendation was moved by Trustee Tisdale, seconded by Trustee Polhill and CARRIED: THAT the 2017-2018 Audit Plan be amended to reflect the completion of one audit – the Fraud Risk Management audit. f. Special Education Advisory Committee Report, 2017 October 10 Trustee Tisdale referred to the written report of the Special Education Advisory Committee (Item 14.f) provided to the Trustees in advance of the meeting. The Passages Event scheduled for 2017 November 8 was highlighted. There were no recommendations. g. Planning and Priorities Advisory Committee Report, 2017 October 10 Trustee Todd referred to the written report of the Planning and Priorities Advisory Committee (Item 14.g) provided to the Trustees in advance of the meeting. There were no recommendations. Discussion considered the expected delay of the announcement from the Ministry on Capital Priorities funding. Trustees expressed their concerns. h. Thames Valley Parent Involvement Committee Report, 2017 October 12 Trustee Tisdale referred to the written report of the Thames Valley Parent Involvement Committee (Item 14.h) provided to the Trustees in advance of the meeting. Trustee Tisdale highlighted the TVPIC vacancies and the upcoming parent event Building and Strengthening School Councils scheduled for 2017 November 7 in the Thames Room. It was noted child care will be provided for families that register. There were no recommendations. i. Chair’s Committee Report, 2017 October 17 Trustee Morell referred to the written report of the Chair’s Committee (Item 14.i) provided to the Trustees in advance of the meeting. Trustee Morell highlighted upcoming events and meetings. The following recommendation was moved by Trustee Morell, seconded by Trustee Bennett and CARRIED: THAT Trustee B. McKinnon be appointed to the Policy Working Committee for the remainder of the term ending 2017 November 30. j. Committee of the Whole, In-Camera Report, 2017 October 24 Trustee Morell advised that the Committee of the Whole met in-camera from 5:31 p.m. to 5:47 p.m. The committee discussed legal, negotiation, and personal matters. The following recommendation was moved by Trustee Morell, seconded by Trustee Polhill and CARRIED: THAT the motions approved at the in-camera session of 2017 October 24 related to personal matters be approved. k. Chair’s Committee Interim Report, 2017 October 24 Trustee Morell provided an interim report of the 2017 October 24 Chair’s Committee. The following recommendation was moved by Trustee Morell, seconded by Trustee Tisdale and CARRIED: 2017 October 24…5 THAT Trustee Todd, having vacated his seat on the Chair's Committee due to employment commitments, be reinstated to the Chair's Committee. The following recommendation was moved by Trustee Morell, seconded by Trustee Bennett and CARRIED: THAT Trustee Schuyler be appointed as mentor to Student Trustee Kennedy. 16. TRUSTEE UPDATES FROM EXTERNAL COMMITTEES a. Ontario Public School Boards’ Association (OPSBA) Update Trustee Tisdale reported the Ontario Public School Boards’ Association Western Region meeting is scheduled for 2017 November 4, 10:00 a.m. – 2:00 p.m. T. Tisdale further reported on the vacancy for the Western Region Program Work Team, noting all Trustees are eligible for nomination. Trustees that would like to attend or be nominated were asked to contact Trustee Tisdale. 17. COMMUNICATIONS a. Elementary Teachers’ Federation of Ontario Letter Re: Renaming of Schools and Buildings – provided for information b. Ministry of Education Letter RE: Special Education Funding – provided for information 18. NOTICE OF MOTION – none 19. MOTION – NOTICE OF WHICH HAS BEEN GIVEN – none 20. ADDITIONAL ITEMS – none 21. QUESTIONS/COMMENTS BY MEMBERS Trustee McKinnon requested that information regarding Choice of Schools as it pertains to bussing provisions be clear when promoting new programming. Trustee Bennett voiced concerns regarding the delay in Ministry approval of the Capital Planning submissions highlighting parent concerns at Masonville P.S. In response to Trustee Bennett, Superintendent Canham provided an update regarding custodial service and facility upgrades taking place at Masonville P.S. He also reported Administration is currently working with the School Council and will attend the first meeting on 2017 November 6. Trustee Polhill provided information regarding a Blanket Exercise at Crouch Branch Library scheduled on 2017 December 12 from 5:30 p.m. – 8:30 p.m. Registration is required. Trustee Schuyler commented on the letter received from ETFO Provincial (#17a), noting he was not supportive and will be communicating his concerns with them directly. ADJOURNMENT The meeting adjourned at 8:32 p.m. on motion of Trustee Todd, seconded by Trustee Morell and CARRIED. Confirmed: Chairperson 2017 October 24…6 SUMMARY OF APPROVED RECOMMENDATIONS OF 2017 OCTOBER 24 THAT Barb Antone, Oneida Nations of the Thames, be provided with an indefinite leave of absence due to a medical condition. THAT the amended Allocation of Funding – School Councils Policy #2008 be provided to the Board for approval. THAT the Privacy and Records Information Management Policy be recommended for approval by the Board. THAT the Employee Expense Reimbursement Policy, Expense Reimbursement – Trustee Policy, and the Expense Reimbursement – Parent Involvement Funds (System & School) Policy be recommended for approval by the Board. THAT the 2017-2018 Audit Plan be amended to reflect the completion of one audit – the Fraud Risk Management audit. THAT Trustee B. McKinnon be appointed to the Policy Working Committee or the remainder of the term ending 2017 November 30. THAT the motions approved at the in-camera session of 2017 October 24 related to personal matters be approved. THAT Trustee Todd, having vacated his seat on the Chair’s Committee due to employment commitments, be reinstated to the Chair’s Committee THAT Trustee Schuyler be appointed as mentor to Student Trustee Kennedy.