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9/26/2017 - Regular Board Meeting THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING 2017 SEPTEMBER 26, 7:04 P.M. BOARD ROOM, EDUCATION CENTRE The Board met in regular session on 2017 September 26 in the Board Room at the Education Centre, meeting in public session at 7:04 p.m. The following were in attendance: TRUSTEES ADMINISTRATION AND OTHERS M. Reid (Chair) J. Bennett R. Campbell C. Goodall G. Hart (-8:30) P. Jaffe S. Kim Regrets P. Schuyler N. Lavdas B. McKinnon A. Morell S. Polhill J. Skinner R. Tisdale J. Todd L. Elliott V. Nielsen J. Pratt C. Beal S. Builder A. Canham R. Culhane K. Edgar L. Griffith-Jones R. Kuiper D. Macpherson J. McKenzie P. McKenzie M. Moynihan S. Powell P. Sydor B. Williams T. Testa L. Munro B. Moore (-8:22) D. Kettle (-8:22) B. Keast 1. CALL TO ORDER Board Chair M. Reid called the meeting to order at 7:04 and acknowledged the traditional territory on which the Board meeting is held. 2/3. O CANADA The appreciation of the Board was extended to Annandale Public School for their performance and to Conductor Kingsbury for leading in the playing of O Canada and two musical selections. A brief recess was observed to allow for the clearing of the band. The meeting reconvened at 7:18 p.m. 4. APPROVAL OF AGENDA The agenda was approved on motion of Trustee Jaffe, seconded by Trustee Todd. 5. OFFICIAL RECORD Supervisor Williams read the following official record into the minutes: “We regret to record the death of Callum Jackson, a student at Parkview Public School on 2017 August 31, Christine Roovers, a teacher at East Elgin S.S on 2017 September 8 and Melissa Klassen, a student at Southridge Public School on 12 September 2017.” 6. RECOGNITIONS – None 7. CONFLICTS OF INTEREST – None declared 8. CHAIR’S ANNOUNCEMENTS Chair Reid reported Elections for the Indigenous Student Trustee will take place on Thursday, September 28. Superintendent Edgar was introduced to provide an update on #TVDSBInclusive. A video was shown. It was reported the #TVDSBInclusive video was produced as a result of a Ministry Grant provided to aid in the eradication of racism and support of inclusivity. Appreciation was extended to Fanshawe College for the use of their facility, Manager Testa and the Communications department, and C. 2017 September 26…2 Camillo and the Culture for Learning team. The video is available on YouTube. In addition to the video, a resource document was provided to school Administrators to promote inclusivity in TVDSB. 9. DIRECTOR’S ANNOUNCEMENTS Director Elliott introduced the three new members of the Senior Administration team: A. Canham, P. Sydor and J. McKenzie. Their professional accomplishments were highlighted. L. Griffith-Jones provided an update regarding the installation of AEDs in schools. The policy and procedure was finalized in June. The following groups were thanked for their leadership and efforts: In St. Thomas, city Councillor Joan Rymal, a registered nurse, led a fundraising campaign that secured enough funding to install AEDs in all nine TVDSB schools in St. Thomas. In Oxford County, Cara Schmidt started a fund in memory of her son Andrew. Funds from Andrew’s Legacy have supported the installation of AEDs in seven Oxford County schools. Jeremy McCall, president of the non-profit Dad’s Club London, represented his group’s fundraising campaign to install AEDs in London’s secondary schools L. Elliott provided an overview of the Thames Valley Education Fo undations first annual Run for the FUNd which took place on Sunday, September 24 at Stoneybrook P.S. in London. The run was well attended with almost 300 participants. Appreciation was extended to Community & Corporate Fund Development Officer Ellefsen and the TVEF team, Senior Administration and the many other volunteers that helped to organize the event. It was reported another run will take place in the Spring. 10. PUBLIC INPUT – None 11. MINUTES OF THE 2017 MAY 23 REGULAR BOARD MEETING, 2017 JUNE 20 SPECIAL BOARD MEETING, 2017 JUNE 27 REGULAR BOARD MEETING AND 2017 AUGUST 29 SPECIAL BOARD MEETING a. Confirmation of Minutes The minutes of the Regular Board Meeting of the 2017 May 23, June 20, June 27 and August 29 meetings were adopted on motion of Trustee Bennett, seconded by Trustee Campbell and CARRIED. b. Business Arising from the Minutes - None 12. STUDENT TRUSTEES’ UPDATE N. Lavdas reported the Student Advisory Council meeting is on October 12. Discussion will focus on the Student Leadership Conference, the creation of the Student Concerns Sub-Committee and the creation of a Student Senate and Student Senator position. A letter will be sent to schools to further explain the Student Senate and Student Senator positions. S. Kim reported a bi-election to elect a Self-Identified Indigenous Student Trustee will take place on Thursday. It was noted the policy change to allow for the position of a Self -Identified Indigenous Student Trustee was initiated by former Student Trustees. Student Trustees met to discuss their goals for this academic year. S. Kim reported Student Trustees from across the province have expressed interest in creating a Senate Mastermind Group to exchange best practices and other reference materials. The Student Trustees look forward to sharing feedback regarding Student Senate initiatives. Chair Reid recognized Student Trustee Kim as the Media Design Officer for the Ontario Student Trustees Association and represents Thames Valley on the Executive of the Provincial Association. 2017 September 26…3 13. PRESENTATIONS FROM ADMINISTRATION a. Transportation Start-Up Superintendent C. Beal reported that Student Transportation Services (STS) CEO M. Heath will provide a formal presentation at the 2017 October 24 Board meeting with service stats for the start-up of this school year. It was reported transportation start-up was very successful with very few concerns raised. T ypical concerns regarding location of bus stops and travel time to school have been addressed. Increased enrollment has increased the number of busses and routes in the system. School bus operators are continuing to recruit and train new drivers to address the pressure on the system. With respect to charter bussing over 1000 charters have been requested to date; 700 charters were requested after the first 6 days of school. In response to the Board motion made by the London District Catholic School Board (LDCSB) in June, TVDSB Trustees will be invited to discuss mutual transportation issues at a meeting hosed by STS at the end of November. b. Multi-Year Operational Plan 2015-2017 – Year End Achievements for 2016-17 L. Elliott referred to the written report provided to Trustees in advance of the meeting. The 2015- 2017 Multi-Year Operational Plan consisted of four strategic priorities which were cross- departmental and spanned over a period of two years. Each strategic priority was outlined highlighting the work that was accomplished over the last year. 14. REPORTS FROM THE ADMINISTRATION a. Elgin County French Immersion Attendance Area Review (2017) Superintendent J. McKenzie referred to the report provided to Trustees prior to the meeting. Background information and justification for the proposed Attendance Area Review (AAR) (2017) was provided. Administration answered questions of clarification regarding anticipated timelines , communication with families in the school communities, sustainability of enrollment projections, the consideration of urban/rural school locations, guiding principles for this review, Port Stanley P.S. transitions, grade 8 graduation processes and transportation costs. It was noted a review of the French Immersion Program Review took place two years ago; there are no anticipated changes to the French Immersion Program at this time. Appreciation was extended to Administration for the report and for the inclusion of community input in the review. The following recommendation was move by Trustee Goodall, seconded by Trustee Todd and CARRIED: THAT Senior Administration be authorized to conduct an Attendance Area Review for the Elementary French Immersion Program serving the County of Elgin. b. Rural and Northern Education Fund (RNEF) for 2017-2018 Superintendent Beal referred to the report provided to Trustees prior to the meeting and included in the Board package. Options for the disbursement of the RNEF for 2017-2018 were provided. In response to a question, it was noted the Ministry has not indicated whether the Fund is a one - time grant or whether it will be annualized. The following recommendation was moved by Trustee Morell, seconded by Trustee Tisdale and CARRIED: 2017 September 26…4 THAT the distribution of Thames Valley District School Board’s portion of the Ministry of Education’s grant of the RNEF of $647,850 for 2017-18 be as follows: School FTE Library FTE Classroom Teachers Total FTE 2017-18 Cost, based on avg. Salary & Benefit rates Glencoe DHS .5 4.5 5.0 $525,190 North Middlesex DHS .5 2.33 2.83 $297,258 West Elgin SS .33 .83 1.16 $121,844 East Elgin SS .83 .83 $87,182 Total 1.33 8.49 9.82 $1,013,474 In addition, the cost to maintain operations (e.g. cleaning, heating, lighting) at eligible schools that are not funded to at least full capacity could be calculated as an eligible cost which is already included in the 2017-18 approved budget. Trustees spoke to the recommendation indicating it was fiscally responsible and aligned with the Budget Guiding Principles. 15. REPORTS FROM BOARD COMMITTEES a. Thames Valley Parent Involvement Committee, 2017 June 14 Trustee Tisdale referred to the written report of the Thames Valley Parent Involvement Committee (Item 15.a) provided to Trustees in advance of the meeting. There were no recommendations. In addition it was reported the TVPIC “Building and Strengthening School Councils” event is scheduled for 2017 November 8 from 6:00-9:00 p.m. The presentation topics were described. b. First Nations Advisory Committee Report, 2017 June 20 Trustee Morell referred to the written report of the First Nations Advisory Committee (Item 15.b) provided to Trustees in advance of the meeting. There were no recommendations. c. Policy Working Committee, 2017 June 27 Trustee Morell referred to the written report of the Policy Working Committee (Item 1 5.c) provided to Trustees in advance of the meeting. The following recommendation was moved by Trustee Morell, seconded by Trustee Tisdale and CARRIED: THAT the Electronic Meetings Policy be approved. The following recommendation was moved by Trustee Bennett, seconded by Trustee Todd and CARRIED:* THAT the following policies be rescinded: Bullying Prevention and Intervention Policy #4016, Suspension of Students Policy #4003, Expulsion of Students Policy #4002, Progressive Discipline and Promoting Positive Behaviour Policy #4017 and Student Dress Codes Policy #4013 *Editorial: the recommendation previously was moved and Carried at the 2017 June 27 meeting of the Board. d. Chair’s Committee Report, 2017 August 29 Trustee Morell referred to the written report of the Chair’s Committee (Item 15.d) provided to Trustees in advance of the meeting. 2017 September 26…5 The following recommendations were moved by Trustee Morell, seconded by Trustee Bennett and CARRIED: THAT membership for the Ontario Public School Boards’ Association be renewed. THAT Trustees Tisdale be appointed to sit as the alternative on the City of London, Community Safety and Crime Prevention Advisory Committee. In response to a question regarding the City of London youth bus pass proposal, it was reported the Board has not yet been asked for funding for this project. e. Committee of the Whole, In Camera Report, 2017 August 29 Trustee Morell advised the Committee of the Whole met in-camera 2017 August 29 from 5:05 p.m. to 5:45 p.m. The committee discussed confidential negotiation, personal and property matters. No conflicts of interest were declared. The following recommendation as moved by Trustee Morell, seconded by Trustee Todd and CARRIED: THAT the motions(s) approved at the in-camera session of 2017 August 29 related to personal and property matters be approved. f. Program and School Services Advisory Committee Report, 2017 September 5 Trustee Bennett referred to the written report of the Program and School Services A dvisory Committee (Item 15.f) provided to the Trustees in advance of the meeting. There were no recommendations. g. Special Education Advisory Committee Report, 2017 September 11 Trustee Bennett referred to the written report of the Special Education Advisory Committee (Item 15.g) provided to the Trustees in advance of the meeting. There were no recommendations. h. Audit Committee Report, 2017 September 12 Trustee Tisdale referred to the written report of the Audit Committee (Item #15.h) provided to Trustees in advance of the meeting. There were no recommendations. i. Committee of the Whole, In Camera Report, 2017 September 12 Trustee Morell advised the Committee of the Whole met in-camera 2017 September 12 from 5:33 p.m. to 6:14 p.m. The committee discussed confidential negotiation matters. No conflicts of interest were declared. There were no recommendations. j. Planning and Priorities Advisory Committee Report, 2017 September 12 Trustee Todd referred to the written report of the Planning and Priorit ies Advisory Committee (Item 15.j) provided to the Trustees in advance of the meeting. It was reported dates have been established to work on the Strategic Plan: Tuesday, October 17 and Tuesday November 21st from 5:00 p.m. – 9:00 p.m. There were no recommendations. k. Chairs’ Committee, 2017 September 19 Trustee Morell referred to the written report of the Chair’s Committee (Item 15.k) provided to the Trustees in advance of the meeting. Appreciation was extended to Supervisor Williams and Assistant Keast for their demonstration of electronic voting. It was reported the Strategic Plan Process will remain a Standing Item on the Chairs’ agenda, the committee also will set a deadline of April 2018 for its completion. 2017 September 26…6 Trustee Morell reminded Advisory Committee chairs of the invitation from the Ministry of Education for feedback on a number of governance issues. Advisory Committee Chairs were encouraged to show information with the committee members on their committees. The following recommendation was moved by Trustee Morell, seconded by Trustee Skinner and CARRIED: THAT membership to the Ontario Student Trustees’ Association be renewed. l. Committee of the Whole, In-Camera Report, 2017 September 26 Trustee Morell advised the Committee of the Whole met in-camera 2017 September 26 from 5:00 p.m. to 6:21 p.m. The committee discussed confidential legal, negotiation and personal matters. The following recommendation was moved by Trustee Morell, seconded by Trustee Campbell and CARRIED: THAT the motions approved at the in-camera session of 2017 September 26 related to negotiation and personal matters be approved. 16. TRUSTEE UPDATES FROM EXTERNAL COMMITTEES a. Ontario Public School Boards’ Association (OPSBA) Update Trustee Tisdale advised she and Chair Reid attended the Ontario Public School Boards’ Association meeting last weekend. The Minister of Child and Youth Services and Anti-Racism Directorate, M. Coteau, attended the meeting. An opportunity was provided to ask questions and provide input into potential ways for the Ministry of Child and Youth Services and Ministry of Education to work together. In November the Northern Region Meeting and Conference will take place. Lastly, next Western Region meeting will take place in Guelph. This will be a joint meeting with Central West. Additional details will be sent via email. 17. COMMUNICATIONS a. Epilepsy of Southwestern Ontario – Membership Letter The following recommendation was moved by Trustee Bennett, seconded by Trustee Tisdale and CARRIED: THAT Nicola Cherniak be appointed to the Special Education Advisory Committee (SEAC) as the Alternative Representation for Epilepsy Southwestern Ontario fo r the remainder of the 2014-2018 term. b. Ministry of Education Letter Re: Class Sizes for Native Langua ge Courses – provided for information. c. Ministry of Education Letter Re: Civics and Citizenship Curriculum – provided for information. d. Ministry of Education Letter Re: Term of Student Office for Student Trustees – provided for information. e. ETFO Thames Valley Teacher Local Letter Re: Renaming of Schools – provided for information f. Minister of Indigenous and Northern Affairs Letter Re: Class Sizes for Native Language Courses – provided for information. Trustee Tisdale requested an addition to Correspondence. It was reported a change in membership for Autism Ontario for the Special Education Advisory Committee (SEAC) was required. The following recommendation was moved by Trustee Tisdale, seconded by Trustee Todd and CARRIED: 2017 September 26…7 THAT Lisa Gardener be appointed to the Special Education Advisory Committee (SEAC) for Autism Ontario for the remainder of the 2014 -2018 term. 18. NOTICE OF MOTION – None 19. MOTION – NOTICE OF WHICH HAS BEEN GIVEN The following recommendation was moved by Trustee Skinner, seconded by Trustee Todd and DEFEATED: THAT TVDSB Trustees write Municipalities in the jurisdiction of TVDSB asking them to add traffic calming measures in school zones to improve safety. Trustee Skinner spoke to the motion indicating that while speed limits have been lowered in school zones, adding additional traffic calming measures is still necessary. Trustees not in favour of the motion highlighted the link being done through various committees noting their preference to continue that work rather than write a letter. The following recommendation was moved by Trustee Skinner, seconded by Trustee Polhill and DEFEATED: THAT the TVDSB Trustees write the city of London and request ten additional crossing guards to improve walking safety in and around school zones. Trustee Skinner spoke in favour of the motion indicating many community members have provided feedback regarding 10 locations in which a safety guard is required. Trustees Tisdale spoke against the recommendation indicating the City of London has a process in place to request additional crossing guards. It was noted community members should follow this process to request additional crossing guards. The following recommendation was moved by Trustee Skinner, seconded by Trustee Bennett and CARRIED: THAT the Thames Valley District School Board will, in general, support the construction of sidewalks within the 1.6 km walking distance to elementary schools and 3.2 km walking distance to secondary schools. A poll vote was requested by Trustee Morell. POLL VOTE YEA: Trustees Bennett, Campbell, Goodall, Jaffe, McKinnon, Morell, Polhill, Reid, Skinner, Tisdale, Todd. NAY: NIL ABSENT: Trustees Hart, Schuyler Student Trustee Kim – YEA Student Trustee Lavdas - NAY The following recommendation was moved by Trustee Skinner, seconded by Trustee Bennett. THAT the Thames Valley District School Board will provide a letter of support in favour of building sidewalks within the 1.6 km walking distance to elementary schools and 3.2 km walking distance to secondary schools when requested. The following amendment to the motion was moved by Trustee Skinner. There was no seconder. The amendment was DEFEATED: 2017 September 26…8 THAT the Thames Valley District School Board will provide a letter of support in favour of building sidewalks within the 1.6 km walking distance to elementary schools and 3.2 km walking distance to secondary schools when requested, as approved by Chair’s Committee. The following recommendation previously moved by Trustee Skinner, seconded by Trustee Bennett was DEFEATED: THAT the Thames Valley District School Board will provide a letter of support in favour of building sidewalks within the 1.6 km walking distance to elementary schools and 3.2 km walking distance to secondary schools when requested. Trustee Skinner spoke to the recommendation noting community groups have indicated a letter of support from TVDSB for sidewalks would be helpful when advocating for new sidewalks. Student Trustee Lavdas spoke against the motion indicating a blanket p olicy regarding sidewalks in the 1.6 km and 3.2 km walking zones is not in the best interest of student safety in all circumstances. Trustees indicated their preference to consider a letter of support for sidewalks when there is a specific school in question. Trustee Tisdale spoke to the motion indicating that, in general, TVDSB does support the construction of sidewalks within the walking zones of TDVDSB schools. A poll vote was requested by Trustee Morell. POLL VOTE YEA: Trustee Skinner NAY: Trustees Bennett, Campbell, Goodall, Jaffe, McKinnon, Morell, Polhill, Reid, Tisdale, Todd ABSENT: Trustees Hart, Schuyler Student Trustees Kim – NAY Student Trustee Lavdas – NAY Trustee Bennett indicated she will make a commitment to bring these issue to the City of London Community Safety and Crime Prevention Committee at their meeting. Trustee McKinnon also spoke to the motions indicating he will bring these concerns to the next County meeting in Oxford. 20. ADDITIONAL ITEMS – none 21. QUESTIONS/COMMENTS BY MEMBERS Trustee Bennett asked that Trustees remove their name plates when they are leaving meetings for the evening. This will assist the recording secretary and will help ensure quorum is maintained. This applies to Board Meetings and Advisory meetings. 22. ADJOURNMENT The meeting adjourned at 9:24 p.m. on motion of Trustee Todd seconded by Trustee Jaffe and CARRIED. Confirmed: Chairperson Matt Reid 2017 September 26…9 SUMMARY OF APPROVED RECOMMENDATIONS OF 2017 SEPTEMBER 26 THAT Senior Administration be authorized to conduct an Attendance Area Review for the Elementary French Immersion Program serving the County of Elgin. THAT the distribution of Thames Valley District School Board’s portion of the Ministry of Education’s grant of the RNEF of $647,850 for 2017 -18 be as follows: School FTE Library FTE Classroom Teachers Total FTE 2017-18 Cost, based on avg. Salary & Benefit rates Glencoe DHS .5 4.5 5.0 $525,190 North Middlesex DHS .5 2.33 2.83 $297,258 West Elgin SS .33 .83 1.16 $121,844 East Elgin SS .83 .83 $87,182 Total 1.33 8.49 9.82 $1,013,474 In addition, the cost to maintain operations (e.g. cleaning, heating, lighting) at eligible schools that are not funded to at least full capacity could be calculated as an eligible cost which is already included in the 2017-18 approved budget. THAT the Electronic Meetings Policy be approved. THAT membership for the Ontario Public School Boards’ Association be renewed. THAT Trustees Tisdale be appointed to sit as the alternative on the City of London, Community Safety and Crime Prevention Advisory Comm ittee. THAT the motions(s) approved at the in-camera session of 2017 August 29 related to personal and property matters be approved. THAT membership to the Ontario Student Trustees’ Association be renewed . THAT the motions approved at the in-camera session of 2017 September 26 related to negotiation and personal matters be approved. THAT Nicola Cherniak be appointed to the Special Education Advisory Committee (SEAC) as the Alternative Representation for Epilepsy Southwestern Ontario for the remainder of the 2014-2018 term. THAT Lisa Gardener be appointed to the Special Education Advisory Committee (SEAC) for Autism Ontario for the remainder of the 2014-2018 term. THAT the Thames Valley District School Board will, in general, support the construction of sidewalks within the 1.6 km walking distance to elementary schools and 3.2 km walking distance to secondary schools.