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11/24/1998 - Regular Board Meeting
THAMES VALLEY DISTRICT SCHOOL BOARD AGENDA FOR REGULAR MEETING,1998 NOVEMBER 24 The Board meets in regular session on the above date in the Board Room at the Education Centre,meeting in Committee ofthe Whole,incameraat5:00p.m..followed by a public session at 7:00 p.m. DUNWICH-DUTTON P.S.JUNIOR CHOIR, DUTTON INTRODUCTION OF EDUCATOR FROM KENT, ENGLAND OFFICIAL RECORD We regret to record the death ofChristopher Delany,a 6-year old student from Wilton Grove Public School,London,on 1998 November 15. 101 A.Conflicts of Interest. COMMITTEE OF THE WHOLE The Board moves into Committee ofthe Whole In camera,at 5:00 p.m. on motion of and The Committee rises to report. The Board resumes. 101-B.Report of the Committee ofthe Whole,1998 November 10 (Copies to Members,1998 November 20) The report is received and the recommendation(s)are adopted on motionof and 101-C.Report of the Committee of the Whole,1998 November 17 (Copies to Members,1998 November 20) The report is received and the recommendation(s)are adopted on motion of and 101 -D. Report of the Committee of the Whole,1998 November 24 The report is received and the recommendation(s)are adopted on motionof and CONFIRMATION OF MINUTES .'"•A 1, 102-A.The minutes ofthe Regular Board meeting,1998 October 27,are approved on motion of and (Copies to Members,1998 November 20} 102-B.The minutes of the Board meeting,1998 November 10,are approved on motion of and (Copies to Members,1998 November 20) 102-C.The minutes o!the Special Board meeting,1998 November 17,are approved on motion of and (Copies to Members,1998 November 20) REPORTS FROM THE ADMINISTRATION Director's Branch 103-A.Director's Announcements The report is received on motion of and Business Services 104-A 1998-99 Preliminary Budget - Further Clarification and Response to Identified Requests The report is received on motion of and 105-A Departmental Updates (Copies to Members,1998 November 20) (a)Business Services (b)Corporate Planning and Communication Services (c)Human Resource Services (d)Operations Sen/ices (e)Program Services The reports are received on motion of and MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN 106-A.None at this time. REPORTS OF COMMITTEES 107-A.Report of the Seventh Meeting of the Special Education Advisory Committee,1998 November 03, J.Bennett,Chairperson (Copies to Members,1998 November 20) The report is received on motion of and 107-B.Report of the Policy Working Committee,1998 November 10, C. Nurse,Chairperson (Copies to Members,1998 November 20) The report is received and the recommendation is adopted on motion of and COMMUNICATION 108-A.1998 October 20 -Received from the Township of West Nissouri , a resolution petitioningthe Provincial Government and specificallythe Minister of Education to introduce legislation to ensure through proper levels of funding,that school boards are not forced to close rural school. Received on motion of and 108-B.1998 October 21 •Received from Gina McGahey,Education Director, Chippewas of the Thames Board of Education confirming the appointment of Sherry Riley and Terry L.Smith as the Chippewas of the Thames First Nation representatives to the Native Advisory Committee,effective 1999 January 01.Gina McGahey has been appointed as the alternate. Approved on motion of and 108-C.1998 October 26 -Received from Linda Doxtator,Education Administrator, ONYOTA'A:KA,confirming the appointment of Deborah Hill and Matilda (Dee)Charles as ONYOTA'A:KA representatives to the Native Advisory Committee.Renae Hill has been appointed as the alternate,effective immediately. Approved on motion of and 108-D.1998 November 01 -Received from Sharen Heath,President,Ontario Association for Families of Children with Communication Disorders (OAFCCD), nominating Susan Seymour as OAFCCD's alternate representative to the Special Education Advisory Committee ,effective immediately. Approved on motion of and ADDITIONAL BUSINESS 109-A ELECTION OF OFFICERS FOR 1999 (a)Election of Chairperson of the Board J.Laughlin,Secretary of the Board,calls for written nominations for the office of Chairperson of the Board Nominations are declared closed bythe Secretary ofthe Board. Ballots are distributed,collected and counted. Is declared Chairperson of the Board for 1999. (b) Election of Vice Chairperson of the Board Chairperson calls for written nominations for the office of Vice Chairperson of the Board. Nominations are declared closed by the Chairperson of the Board. Ballots are distributed,collected and counted. is declared Chairperson ofthe Board for 1999. (c)All ballots are destroyed on motion of and NOTICE OF MOTIONS QUESTIONS BY MEMBERS ADJOURNMENT The meeting adjourns at p.m. on motion of and CONFIRMED: Chairperson THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING,1998 NOVEMBER 24 The Board meets in regular session on the above date in the Board Room at the Education Centre,meeting in Committee ofthe Whole, in camera at 5:00 p.m., followed by a public session at 7:00 p.m. The following are in attendance: H.Wice,Chairperson P.Smith P.Jaffe(+5:10) R.Vaughan also: J.Laughlin P.Askey S.Westaway P.Gryseels B.Bryce B.Greene A.White C.Nurse G. Hart (+5:18) J.Hunter (+5:12) D.Stewart G.Jazey J.Thorpe P.Mennill R.Trahan R. Murray G.Treble L.Peck S.Peters W.Brock M.Metras (+5:10,-9:10,+9:12) B.Beatty J.McKenzie J. Tilley S.Christie A. Hogg W.Scott Regrets:J.Bennett,P.Schuyler DUNWICH-DUTTON P.S.JUNIOR CHOIR,DUTTON The appreciation of Uie Board is extended to the students of Dunwich-Dutton P.S. Junior Choir(South),conductor John Robertson and principal/accompanist RickWood, for leading in the singing of "O Canada"and bringing musical greetings. INTRODUCTION OF EDUCATOR FROM KENT,ENGiAND RichardSpoerry, an Educatorfrom KentCounty, England, isintroduced and welcomed. Mr.Spoerry, who iscoordinating the 1999 Kent/Canada Exchange,highlightsmany of the educational,social and cultural opportunities he and his colleagues have experienced through previous exchange programs with the former London Board of Education. OFFICIAL RECORD We regret to record the death of Christopher Delany, a 6-year old student from Wilton Grove Public School,London,on 1998 November 15. 101 A.No conflicts of interest are declared. 1998 November 24...263 COMMITTEE OF THE WHOLE The Board moves Into Committee of the Whole in camera,at 5:00 p.m. on motion of Brock and Nurse. The Committee rises to report. The Board resumes. 101-B.Report of the Committee of the Whole,1998 November 10 Members Administration and Others H.WIce,Chairperson J.Hunter J.Laughiin 8.Killip P.Smith J.Bennett P. Askey N.Luo P.Jaffa (-7:00)-D.Stewart B.Greene R.Guthrie C.Nurse S.Peters P.Gryseels J.Arnold G. Hart (+7:00) •W.Brock S.Westaway 0.Brent P.Schuyler C'.Murphy S.Christie P.Mennill A. Hogg Regrets:M.Metras,R.Vaughan L.Peck W.Scott Reports: 1.No conflicts of Interest were declared. 2. The Committee met in camera from 5:00 p.m. to 6:22 p.m. and discussed confidential personnel,negotiable,and other matters. 3. The Committee met in public session from7:00 p.m. to 8:50 p.m. 4.The Administration provided an overview of the Educational Quality and Accountability Office (EQAO)Grade 3 assessment results.Background information,data organization and the dissemination of the results were reviewed. A sample summary of demographic,attitudlnal and assessment information, to be distributed to the parents of participating students,was provided.A complete set of results will be available at each school for Interested parents or community members. The EQAO has stated that by 1999 February 01 each school must complete a school action plan and make information available at the school level. Associate Superintendents are to follow-up with Principals to ensure that intervention occurs withstaff, school councils and interested parents to form actions plans that include the grade 3 assessment information as well as other available school data. 1998 November 24...264 5. A presentation of the Provincial Report Card,Grades 1 - 8 was received. Sample report cards,a draftcopy ofthe parent's guide to the provincialreport card,and the information on the implementation process was provided. The report card will be used for all students in Thames Valleywith the exception ofthe congregated developmental classes.There are two areas of assessment onthe reportcard, the achievement levelsand the learningskills.Learningskills e.g. workhabits,initiative,homeworkcompletion,are evaluated usingthe letters E -excellent, G - good, S -satisfactory and N -needs improvement. Achievement is evaluated on a four level scale which is converted to a grade (A,B, C, or D in grades one to six and a mark in grades seven and eight). Grade seven and eight students also receive a grade average in each area. Comments are made on the students strengths,weaknesses,next steps,and what can be done at home,and parents are encouraged to respond to these areas on the third page of the report card. Reports will be sent home the first week in December,priorto the end of March, and at the end of June. 6. The Administrationprovideda comprehensive reportoutliningthe development ofa CommunityLearningand Employment Resource Centre at Glencoe District High School in partnership with Human Resources Development Canada (HRDC). Several months ago.Human Resources Development Canada began discussion with community partners in the Giencoe area,including the local high school, to determine Interest in the development of a learning and employment resource centre.The resource centre would be modelled after a similar, highly successful,community resource centre at Ingersoll District Collegiate Institute which has been meeting needs in Ingersoll and area for the past four years. Human Resources Development Canada is prepared to fund the capital costs ofthe construction,the purchase ofthe computer lab, and a majorportionofthe centre's operating costs.As part of the partnership,the Board will be responsible for costs associated witharchitectural design, custodial cleaning, technical support forthe computers and teacher costs associated withstudents from the day school who would be involved in the resource centre.All costs contributed bythe Board will come fromwithinexisting budgets and represent "in kind"funding. 1998 November 24...265 The Community Learning and Employment Resource Centre will providea significant resource to adult learnerswho wish to develop their employability sl<j[ls,and to youth who require an alternate approach to learning.It Is anticipated that the school board's continuing education programs will also operateoutofthecentre.Given thedistance from Glencoetonearbyresource centres in London or St.Thomas,a community-based centre will provide a valuable resource to the community. The project proposal was developed by Frances Shamley,a Community Development Consultant with HRDC,David Brent,Principal,ofGlencoe District High School,andtwomembersofthe community,RosemaryBartlett and Diane Zinkman, and was reviewed and endorsed by Director's Council on 1998 October27. Theprojectcan begin immediately with full operation likely bythe Spring of 1999. 7. The Report of the Policy WorWng Committee, which met on October13 and October 27,was received. Theprocessforensuringthat Committee membersnotabletoattendmeetings receive any documents distributed at the meetings was discussed. On October 13, the Administrationintroduced the draft policyand procedures on Field Trips and Excursions. Anoverview,background information and the consultation process for this draft policy was provided. At the October 27 meetingproceduralexpectationsas they relatetothe responsibility ofprincipals and teachers supervising highriskactivitieswere reviewed. The draft policy, as amended,was supported.The importance ofensuring that the consultation process includesthe opportunityforongoing communityinputwas emphasized. Itwas reported that inservice sessions are to be providedfor all principalsto enable them to act as facilitators to School Council Chairs.' (see recommendation 1) RickMurray,Associate Superintendent,reportedthatthelegislativecomponent of the draft policy on Electronic Meetings is currentlybeing reviewed by the Superintendent of Corporate Planning and Communication Services. Atthe October 27 meeting itwas reported that the framework for implementing this policy is being considered and a report is to be'presented to the Committee later In November. Trustee Nurse advised that the writingteam,established to prepare the draft policyon Pupil Representation on the Board,will be meeting inthe near future. 1998 November 24...266 Atthe meetingof October 13,the Administration presented an update on the status ofthe draft policyand procedures for Safe Schools.The timelines and action plans to initiate input from school councils and the community were discussed.Concerns were expressed that a broader representation toinclude Home and School Councils, SEAC, and more parents be included inthe new structure of the Safe Schools Steering Committee. Itwas reported that a strategic plan for the consultation and validation process is to be developed. Itwas noted that timelines may need to be adjusted to ensure sufficienttime to complete the broad-based review. The Administration reported at the October 27-meeting that combining the draft policies for Safe Schools and Attendance/Safe Arrival is presently being considered by Operations Services. The following policy recommendations were to be presented to the Committee of the Whole Boat^,1998 October 13 for final approval by the Board,1998 October 27. - Advertising in Schools -Use of Board's Courier Service by Outside Groups -Community Use of Buildings On October 13 a discussion was held regarding the motion to extend the membership ofthe Policy Worldng Committee to include all trustees withvoting privileges (recommendation 4,1998 Sept.29 report). It was suggested that consideration be given to appointing a number of trustees as alternates.The Committee of the Whole at its meeting of October 13,recommended that the motion be referred back .to the Policy Working Committee for further consideration.It was agreed that no action be taken on this issue. The draft procedures on Secondary School Registration of Students Age21and Over was presented at the October 27 meeting.It was supported that a draft policy be prepared bythe Administrationto reflectthe discussion.Itwas agreed to include an information section on the tracking sheet which will provide a systematic index of procedures. The Administration introduced the draft policy on Expense Reimbursement. The procedures to implement the policywere provided forinformation. During a question and answer period,the process and guidelines for determining legitimate expenses for trustees and employees were reviewed.Suggestions pertaining to including expenses for automobile leasing and commercial bus travel are to be taken under advisement. 1998 November 24...267 Discussion occurred at the October 27 meeting regarding clarification of the draft procedures fortheUseofBoard Courier Sen/ices byOutside Groups.The Administration provided information on organizations thatpresentlyareexempt from courierservicefees andsuggestedthat clarification isnecessary regarding the criteria forassessing charges appliedtooutsidegroupsrequestinguse of the Board's courier service. It was supported that the procedures should includea statement that nocharge forcourierservices will applyto registered non-profit community groups and agencies that are of significant benefit to students as approved by the Superintendent of Corporate Planning and Communication Services. 8. Reportsofthe Native Advisory Committee formeetingsheldon 1998 March 10, April 14,June 09 and October 13, were received. 9. The Administration presented an update on the 1998-99 budget. The Budget Advisory Committee,comprising ofTrustees Brock,Hart,MetrasandVaughan, met with the Administration on 1998 October 27 to review the budget process. P.Askey,SuperintendentofCorporatePlanning and Communications Services, advised that a publicinputnotice has been submitted to various community newspapers inviting written suggestions/commentsonthe preliminary budget, to be received not later than Thursday, November 26 at 4:00 p.m.The preliminary budget is to be presented at a special Committee of the Whole meeting, 1998 November 17, and will be available on the Board's web site (www.tvdsb.on.ca)on November18. The following dates were confirmed: 1998 November 17 • Special Committee of the Whole,presentation by Administration,questions forclarification 1998 November 24 -Regular Board,further clarification 1998 December 01 - Special Committee ofthe Whole debateand responseto public fnput 1998 December 08 - Regular Committee ofthe Whole-Board approval Recommendation: 1. That the policyon Reld Trips and Excursions (see page 281) be approved. H.WICE, Chairperson The report is received and the recommendation is adopted on motionof Nurse and Hunter. 1998 November 24...268 101-C.Report of the Committee of the Whole,1998 November 17 Members Administration and Others H.Wice,Chairperson J.Laughlln P.Mennill J.Roth P.Smith P.Askey R.Trahan J.Mclntyre P.Jaffe S.Westaway R. Murray J.Neville R.Vaughan P.Gryseels G.Treble J.Bechard C.Nurse B.Bryce L Peck K.Bushell G. Hart (+5:18)B.Greene B.tieatty C.Pollard J.Bennett C. Murphy C.LInsdell P.Hearse D.Stewart (-9:20) .A White P.Dunn S.Christie S.Peters G.Jazey J.McKenzie P.Thorup W.Brock J.Thorpe J. Tilley A. Hogg M.Metras Regrets:P.Schuyler,J.Hunter Reports: 1.No conflicts of interest were declared. 2. 3. 4. The Committee met in camera from 5:00 p.m. to 6:15 p.m.and discussed confidential compensation matters.The Committee met in public session from 7:00 p.m. to 9:45 p.m. The Director announced that Sam Galati will be the new Communications Manager, effective 1999 January 01.Mr.Galati will be spending some time during November and December at the Board becoming acquainted with staff and current Issues before commencing duties in January.^ The Ministerof Education and Training has announced that the December 31 deadline for school boards to finalize accommodation decisions has been permanently adjusted,allowing boards to make decisions on an ongoing basts, every year. Boards also received details on the announcement ofa 20 percent top-up In operations funding for schools at less than full capacity, resulting In additional funding for the Thames Valley Board: School Operations School Renewal Total $6 061 394. 1 083 906. $7 145 300. The Administration presented a comprehensive oven^iew of the 1998-99 preliminary budget,and responded to questions for clarification. On 1998 June 09,the Board received an oven/lew of the assumptions used In developing the 1998/99 preliminary expenditures.The budget assumptions provided an overview of the key components used to develop the draft preliminary expenditure budget based on the needs of students inthe Thames Valley District School Board. 1998 November 24...269 On 1998 June 16, the Board received the 1998/99 preliminary expenditure budget for information,basedon assumptions approved bythe Board.The Board alsoapproved that40%ofthe 1998/99 preliminary expenditure budget be approved as an interim budget effective 1998 September 01.This interim expenditure budgetwas required so thatschoolsand departments could have operating funds which would enable them to function until the Board has approved the final budget. SinceJune, the Boardhas been awaitingthe release oftechnicalpapers and the -electronic computer file related tothe new funding model.In October,-the final information was released by the Ministry of Education and Training. The following is a summary ofthe budget: Revenues Provincial Grant Allocations $511,031,986 Tuition Fees 1,394,122 Transportation Recoveries 960,634 Rental Revenue 300,000 Sale of Fumiture and Equipment 100,000 Transfer from Reserve Funds 870,000 Other Revenue 2,707,051 Total Revenues $517,363,793 Expenditures Permanent Salaries $355,863,408 Non-permanent Salaries 12,085,939 Benefits '"47,804,092 Utilities 11,750,000 Supplies &Services 32,103,798 Furniture &Equipment 7,436,324 Transportation Contracts 23,192,504 Operating Interest 725,000 Provision for Reserves 300,000 Capital Interest and Debenture Debt 17,850,823 School Renewal 8,251,905 Total Expenditures $517,363,793 Under Ministry of Education and Training regulations. Boards are required to have a balanced budget each year. 1998 November 24...27Q Effective 1998 September 01, the new funding model provides a per pupil foundationgrant, nine special purpose grants,and a pupil accommodation grant. The fundingthe Board receives through these grants fromthe revenue allocation Is organized in three major categories: -classroom -non-classroom - other (school renewal, debt, new pupilplaces) Ministry Budget Variance Allocation Expenditure Classroom $314,697,316 $316,722,234 $2,024,918 Non-Classroom 169.748.219 167 423 299 (2,324,920) Other 26,586,453 26,586,453 NIL The proposed budget allocates an additional $2,024,918 to the classroom in order to meet the student needs. Resources which support classroom instruction total $167,423,299.This is a reduction of $2,324,920 below the Ministryallocation and represents additional funds which are transferred to the classroom instruction envelope. in addition to operating funds,the Board has received $8,251,905 in school renewal funding.The grant for school renewal isto be deposited intothe Board's "Pupil Accommodation Reserve Fund" and used for major renovations and renewal projects according to the board's own priorities.Funds can be used for new pupil places.Funds remaining are carried forward for use in future years and cannot be transferred to other envelopes. The Board also received funding to cover the payment of servicing costs for all capital related debt, including debentures,long-termcapital loans and capital not permanently financed. The Board at its meeting October 27 received a presentation "Attainment of the Vision 1998-2000"whichprovidedthree significantinitiativestoguidethe system. Input was received from internal and external stakeholders.The statement of direction is intended to build a firm foundation for student success,accountability and the long-term vitalityof the system. The major areas of focus have been identified to guide the Board's direction: - Learning Initiatives -School Improvement Initiatives Leadership Initiatives 1998 November 24...271 The 1998/99 budget resources coupled with these initiatives wiii ensure the vision will be attained, which ensures the Board as a caring educationai community committed to iearning. The following timelines forthe budget process were confirmed. 1998 November 24 - Regular Board,additional clarification 1998 November 26 - Writtenpublicinput due 1998 December 01 -Special Committee ofthe Whole -budget review 1998 December08 - Regular Committee ofthe Whole - Board approval H.WICE, Chairperson The reportis received on motionofSmithand Hart. 101-D.Report of the Committee of the Whole, 1998 November 24 Reports: 1.No conflicts of interest were declared. 2. The Committee met in camera from 5:00 p.m. to 6:20 p.m. and discussed confidential personnel and other matters. Recommendations: 1.That the following probationary teachers be appointed permanent,dates as indicated: Etementary Name Effective Date CEC -Central Michele Berube Gidget Davidson Johannes Heller Kristen Lake Fatima Leal Marissa Lukenda Lorraine Mention Michael Pelletier Chris Rochford Kelly Seward Lise Tofflemire Patricia Wilkins 1999 06 15 1999 03 02 1999 06 08 1999 03 23 1999 03 16 1999 04 20 1999 01 26 1999 06 04 1999 03 25 1999 01 04 1999 06 17 1999 05 25 1998 November 24...272 Elementary Effective Date CEC'East Nancy Farrar 1999 01 05 Fred Hodgson 1999 04 21 Miranda Lake 1999 06 16 Susan Lake 1999 04 01 Carrie Leclerc 1999 06 16 KevinMcCurdy 1999 oi 19 Slieri Pinter 1999 05 05 Elizabeth Prouix 1999 03 25 Beverly Speirs 1999 oi 30 CEC-South Kim Verhaverbeke 1999 02 05 Secondary CEC -Central Charles Dungey 1999 0430 Scott Gonser iQQQni 9q AnnaHateley 1999 0204 Karen Jenney ^ggg 29 Jennifer Porter ^ggg Q3 ^0 Christy Robinson 1999 0302 David Sample ^ggg 29 Christopher Somr ^ggg 29 CEC •East Valerie Brackenbury 1999 02 09 Angela Chambers 1999 04 07 Donald Hoare 1999 01 05 " Carrol Morrison 1999 02 03 Jayn© Zembal 1999 01 30 Daniela Vukobratic 1999 02 05 2.That the resignation to retirement for Thomas Kennedy,elementary teacher, be accepted under the mutual consent clause,effective 1998 November 30. P.SMITH Chairperson The report is received and the recommendations are adopted on motion ofSmith and Jaffe. 1998 November 24...273 CONFIRMATION OF MINUTES 102'A.Theminutesofthe RegularBoardmeeting,1998October27,areapproved on motion of Brocl<and Nurse. 102-B.The minutesofthe Boardmeeting,1998 November 10,are approved on motion ol Brock and Nurse. 102-C.The minutes of the Special Board meeting, 1998 November 17, are approved on motion ofBrockand Nurse. REPORTS FROM THE ADMINISTRATION Director's Branch 103-A.DirectorJ.Laughlin advises that on Friday,1998 November 20 David Johnson,Minister ofEducation andTraining,and BruceSmith,MPP,toured the JK/SK and primary classes at North Meadows P.S. Atthe auditorium assembly Minister Johnson presented the school with a plaque commemoratingthe official opening ofthe school, and an Ontarioflag. Later that afternoon, the Directorand Chairperson Wice hosted a meeting at the Education Centre with Minister Johnson,Ernie Hardeman,MPP, BruceSmithMPP,and Peggy McCormick from the Ministry's District office, and discussed many of the Board's accomplishments and other issues Including new pupil places,localautonomyrelatedto educational assistants, program equity,communications and Year 2000 compliance, both locally and provincially. The Ministerwas most Interested inhowfar the Board has progressed with the governance model,administrative and facility services restructuring efforts,as well as the creative resolutions to accommodation and special education Issues. The report is received on motion of Vaughan and Stewart. Business Services 104-A.1998-99 Preliminary Budget The Administrationprovide further clarificationand responds to identified requests pertaining to the 1998*99 Preliminary Budget.Information on budget comparisons for the four former boards for 1997 verses 1998-99, school-based accounts,and program differences,is provided. A special Committee ofthe Whole meeting Is scheduled for 1998 December 01 for further budget discussions. The report is received on motionofSmith and Peters. 1998 November 24...274 105^.Departmental Updates The Administration presents departmentalupdates onthe following issues: Business Services • Reorganizationof Facilities,Purchasing and Transportation -Financial issues -Implementation of "Designing an Integrated Services Model" - Integrated Payroll system forthe fourformerBoards - IntegrationofTransportation policiesand procedures Corporate Planning &Communication Services -School Accommodation Studies -Thames Valley Public Relations Video -"Don't Sweat the Small Stuff:A Conference for New Teachers -Leasebacks for New School Construction -Planning for Enrolment Growth -Communications Manager -RFP for Wide Area Network -Scholarships and Bursaries - A Conference for Parent Organizations Human Resource Services -Promotional Practices -Supervision Policies -Non-Teacher Labour Relations -Portable Inspections •Health and Safety •Benefits -HR/Payroll Operations Services -School Improvement -Teacher Staffing -School Budgets • Staff Development -New Administrators -School Administrators'Meetings -Vice-Principal Professional Development -Student Administration System -School Supervision -Research &Assessment 1998 November 24...275 Program Services Report Cards forJunior and Senior Kindergarten inserviceAraining Service DeliveryModelto support sciioois Investment in Classroom Learning -Piiase 3 Socia!Studies,IHistory and Geography iSAFunding (intensive Support Amount) Junior Matii Ciiaiienge The reports are received on motionof iHunter and Broci^. IVIOTIONS -NOTICE OF WHICH HAS BEEN GIVEN 106*A.None at this time. REPORTS OF COMMITTEES 107-A.Report of the Seventh Meeting of the Special Education Advisory Committee 1998 November 03 12:15 p.m.-1:50 p.m. Members J.Bennett, Chairperson G.Hart A.Morse C.Hawthorne C.Laine L.Stevenson M.Crawford P.Giiiis R.Teichrob N. Gooding E.Hager (-<-12:25 p.m.) P.Gaiiin Administration and Others 8.Westaway B.Merifieid L.Siivert L.Vince L.Brown E. Maybury K.Heffernan W.Scott Regrets:J.Worthington, M.Tucicer,C.Nurse,B.Giuliano Reports: 1.No conflicts of interest were declared. 2.The minutes of the 1998 October 06 meeting were reviewed. 1998 November 24...276 3. A discussion was held pertaining to the information contained in SEAC's subnfiission to Ministry of Education and Training's Expert Panel for the Refinement of ISACriteria.Chairperson Bennett advised that a meeting of the Expert Panel Isto be held on 1998 November 04 and that additional issues that were notidentifiedinthe submission will be presented byPatty Giilis,Integration Action Group. 4.Sandra Westaway, Superintendent of Program Services, providedan update on the status of the Transition Plan for Pre-School Exceptional Students draft documententitIed:Entering School:AnInclusiveApproach.Itwas reported that copies of the draft document have been distributed to all elementary schools, as well as to the appropriate stakeholders.Additional copies may be obtained from the Facility Services Department by contacting Adriana Painter,Program Sen/ices Department (452-2036). 5. A summary of Special Class enrolment,congregated classes and programs in elementary and secondary schools across the district was distributed and discussed.Additional information was requested regarding the numb'er'of identified students in each exceptionality category. A discussion was held pertaining to the purpose of resource rooms for special education students in secondary schools. 6. An overhead presentation ofthe revisions tothe IndividualEducation Plan (lEP) was provided. The information contained in the Ministry of Education and Training lEP Resource Guide is to be reviewed by the SEAC Steering Committee.The report was received. 7. An update ofthe SEACSteering Committee was provided.Itwas reported that the Special Education Parent/Guardian Sun/ey has been distributed to parents from each of the four areas throughout the District.Questionnaires are to be returned to the Research and Assessment officeby 1998 November 15 and the results will be analyzed to determine the issues relevant to each of the four areas.The Parent Guide,Individual Education Pian and the format of the Annual Plan are being reviewed by the Steering Committee in November with recommendations to be presented at the December SEAC meeting. 8. A report of the SEAC Transportation Sub Committee meeting held 1998 October 28 was distributed and reviewed.Chairperson Bennett advised that the issues pertaining to a broader view ofthe transportation services for special needs students across the district are to be considered when a Transportation Supervisor has been appointed. SEAC is to be updated regarding this matter. 1998 November 24...277 9. An update of the meeting of the Regional Special Education Council held on 1998 October 15 and 16 was provided. 10.The feasibility of scheduling a time for orientation sessions to familiarize members regarding the focus and priorities of the individual Associations represented on SEAC was considered.A motion to include that a time be scheduled at every other meeting for an orientation session to be held by each group was supported.It was suggested that the SEAC Communication Sub Committee discuss facilitating these sessions. 11.Two pamphlets entitled: Special Education: AGuide for Parents,and Special Education Program and Sen/ices,Questions and Answers about IPRC Reviews were received. Itwas suggested that subsequent revisions tothe parent guide include the questions and answers section contained in the IPRC Review pamphlet.Itwas requested that the Communications Sub-Committee consider strategies for ensuring that current special education resource informationis maintained at various locations (i.e., CEC,schools,health offices). 12.Areport ofthe SEAC Communication Sub-Committee established to develop a broader communication strategy for the Special Education Advisory Committee was provided.Chairperson Bennett advised that she has spoken withthe Superintendent of Corporate Planning and Communication Services regarding methods of interacting with School Councils,and other Parent Groups.The Sub Committee Isto meet on November 18. 13.The Committee met in Forum. The report is received on motion of Hart and Nurse. J.BENNETT, Chairperson 107-B.Report of the Policy Working Committee 1998 November 10 2:30 p.m.-4:30 p.m. Members Administration and Others C. Nurse ,Chairperson B.Greene J. Bennett J.Mclntyre W.Brock A.White S.Peters J. Thorpe A. Hogg Regrets:R.Vaughan W.Scott 1998 November 24...278 Reports: 1.No conflicts of interest were declared. 2. The report ofthe 1998 October 27 meeting was received. 3. The Administrationintroduced the draftpolicyonSupply Management.The draft procedures to implementthe policywere reviewedand amended to reflectthe discussion.It was agreed to submit the draft policy and procedures to the consultation process for input from the community and schools.The Administration was requested to obtain a legal opinion on the process to follow should the lowest bid for a Request for Proposal not be accepted. 4.The Administration provided further clarification on the draft Expense Reimbursement Policy Introduced at the October 27 meeting.The draft procedures were amended to include expenses for automobile leasing and commercial bus travel. (see recommendation 1) 5.The Board at its meeting on 1998 October 27 referred the draft policy on Community Use of Buildings, Facilities and Equipment (Rental and Lease Agreements)back to the Committee for further consideration.Two issues pertaining to rental costs and consumption of alcohol on Board premises were discussed at length. It was noted that no input was received from the community indicating a concern about the consumption of alcohol on Board premises.The Administration was requested to revise the draft policy and procedures to include a clear statement regarding under-age students being present during functions where alcohol Is served. Arevised draft policyand procedures will be considered at a future Committee meeting. Recommendation: 1.That the Policyon Expense Reimbursement (see page 282) be approved. 0.NURSE, Chairperson The report is received and the recommendation Is adopted on motion of Nurse and Hunter. Trustee Metras is absent during voting. 1998 November 24...279 COMMUNICATION 108-A.1998 October 20 • Received from the Township of West Nissouri , a resolution petitioning the Provincial Government and specifically the Minister of Education, to introduce legislationto ensure through proper levels of funding,thatschoolboardsare notforcedtoclose rural schools. Received on motion of Brock and Nurse. 108-B.1998 October 21 - Received from Gina McGahey,Education Director, Chlppewas oftheThames BoardofEducationnominatingSherry Riley and Terry L. Smith as the Chlppewas of the Thames'Rrst Nation representatives to the Native Advisory Committee, effective 1999 January 01.Gina McGahey is nominated as the alternate. Approved on motionof Brockand Nurse. 108'-C.1998 October 26 -Received from Linda Doxtator,Education Administrator, ONYOTA'A:KA,nominating Deborah Hill and Matilda (Dee)Charles as ONYOTA'A:KA representatives to the NativeAdvisoryCommittee.Renae Hill Is nominated as the alternate,effective Immediately. Approved on motion of Brock and Nurse. 108-D.1998 November 01 -Received from Sharen Heath,President,Ontario Association for Families of Children with Communication Disorders (OAFCCD),nominating Susan Seymour as OAFCCD's alternate representative to the Special Education Advisory Committee , effective immediately. Approved on motion of Brock and Nurse. ADDITIONAL BUSINESS 10g-A ELECTION OF OFFICERS FOR 1999 (a)Election of Chairperson of the Board J. Laughlln,Secretary of the Board, calls for written nominations for the office;of Chairperson of the Board.Nominations are declared closed by the Secretary of the Board. Trustees Nurse and Smith are nominated and declare their acceptance of the nomination.Ballots are distributed,collected and counted. Trustee Smith Is declared Chairperson of the Board for 1999. 1998 November 24...280 (b)ElectionofViceChairperson of the Board Chairperson Smith calls for written nominations for the office,of Vice Chairperson ofthe Board.Nominations are declared closedbyChairperson Smith. Trustees Jaffe and Nurse are nominated and declare their acceptance of the nomination.Bailots are distributed,collected and counted. Trustee Jaffe is deciared Vice-Chairperson ofthe Board for 1999. (c)Aii ballotsare destroyed on motionof Brockand Stewart. The Chairperson for the current year resumes the chair. ADJOURNMENT The meeting adjourns at9:40 p.m.on motijpn of Nurse and l-iart. CONFIRMED: ChdiKJerson 1998 November 24...281 ITEM 101-B Thames Valley District School Board PDLIGY Title FIELD TRIPS &EXCURSIONS Policy No. Department PROGRAM SERVICES Status APPROVED Reference(s)Ont.Regulation 381/84 (Health Effective Date Protection &Promotion Act,1983) The Board recognizes that there is significant educational value in properly organized and well planned student fieldtrips and excursions.These experiences can deepen the students'understanding of concepts presented withinthe classroom curriculum and provide opportunities for affective social development. The Board designates responsibility for school field trips and excursions to the Director of Education who will require that: i) Anytripor excursion involving students is approved bythe school principal. ii)Anytripor excursion which takes students beyond the school property shall be made l<nown to parents by a letter signed by the teacher(s). ill)Parents must be informed, inwriting, at the beginning of the school year,of courses and activities which involve regular travel away from the school,e.g. physical education courses that include instruction at tennis courts,arenas etc. iv)All regulations and procedures presented in this policy shall be adhered to for all trips and excursions. Administebd By OERATIONS SERVICES Board SUPERINTENDENTS,Resolution/Date PRINCIPALS,TEACHERS Date of Last Amendment 1998 November 24...282 ITEM 107-B Thames Valley District School Board PDLISY Title EXPENSE REIMBURSEMEISJT Policy No. Department DIRECTOR'S OFFICE Status APPROVED Reference(s)Effective Date The Board will reimburse trustees and employees forlegitimate expenses incurred incarryingouttheirresponsibilitieswhilerepresenting the interests of students,the community and the Board. Trustees and employees will be reimbursedforautomobile expenses at80% ofthe rate per kilometer (km)rounded to the nearest cent based on the Canadian Automobile Association's (CAA)annual driving costs for a vehicle driven 24,000 kms per year. Trustees and employees will be reimbursed for meals at the per diem allowance adjusted annually by the Ontario Consumer Price Index for food. Administered By SUPERINTENDENT OF Board BUSINESS Resolution/Date Date of Last Amendment