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12/15/1998 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD AGENDA FOR REGULAR MEETING,1998 DECEMBER 15 The Board meets in regular session on the above date in the Board Room at the Education Centre, meeting inCommitteeofthe Whoie,in camera at5:00 p.m.,followed by a public session at 7:00 p.m. BYRON SOMERSET P.S.CHOIR OFFICIAL RECORD We regret to record the death ofMary Jo Annen, a 16 year old student from Lucas S.S., London,on 1998 December 05. 112-A.VALEDICTORY ADDRESS DEDICATION OF TIME CAPSULE The Board Chairperson's address is spread upon the minutes on motion of and 113-A.Conflicts of interest. COMMITTEE OF THE WHOLE The Board moves into Committee of the Whole in camera,at 5:00 p.m. on motion of and The Committee rises to report. The Board resumes. 113-B.Report of the Committee of the Whole,1998 December 08 (Copies to Members,1998 December 10} The report is received and the recommendation(s)are adopted on motion of and 113-C.Report of the Committee of the Whole,1998 December 15 The report is received and the recommendation(s)are adopted on motion of and CONFIRMATION OF MINUTES 114-A.The minutes of the Regular Board meeting,1998 November 24,are approved on motion of and (Copies to Members,1998 December 10) 114-B.The minutes of the Board meeting,1998 December 01,are approved on motion of and (Copies to Members,1998 December 10) 114-C.The minutes of the Board meeting,1998 December 08, are approved on motion of and (Copies to Members,1998 December 10) REPORTS FROM THE ADMINISTRATION Director's Branch 115-A.Director's Announcements The report is received on motion of and 116-A.Departmental Updates (Copies to Members,1998 December 10) (a)Business Sen/Ices (b)Corporate Planning and Communication Services (c)Human Resource Services (d)Operations Services (e)Program Services The reports are received on motion of and MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN 117-A.None at this time. REPORTS OF COMMITTEES 118-A.Report ofthe Eighth Meeting ofthe Special Education Advisory Committee, 1998 December 01,J.Bennett,Chairperson (Copies to Members,1998 December 10) The report is received on motion of and 118-B.Report of the Chairs Committee,H.Wice,Chairperson (Copies to Members,1998 December 10) I.J The report is received on motion of and COMMUNICATION 119-A.None at this time. Received on motion of and ADDITIONAL BUSINESS 120-A.Ontario Public School Board Association Update Received on motion of and 120-B.Received 1998 November 23 from Carl Sinclair, Executive Director, Learning Disabilities Associationof London-Middlesex advisingthat Ellen Maybury is nominated as the Special Education Advisory Committee alternate replacing Sue Cowan. Approved 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 DECEMBER 15 The Board meets in regular session on the above date In the Board Room at the Education Centre, meeting inCommittee ofthe Whole,in camera at5:00 p.m.,followed bya public session at 7:00 p.m. The following are in attendance: H.Wlce,Chairperson P.Smith S.Peters C.Nurse also: J.Laughlin P.Askey S.Westaway P.Gryseels B. Bryce B.Greene C.Murphy W.Brock J.Hunter J.Bennett M.Metras (+7:45) A.White G.Jazey J.Thorpe P.Mennill R.Trahan J.Ernpringham R. Murray Regrets:P.Schuyler,0.Stewart R.Vaughan (+5:28) G. Hart (+5:20) P.Jaffe G.Treble L.Peck B.Beatty J.McKenzle J.Roth S.Christie A. Hogg E. Nelligan BYRON SOMERSET P.S.CHOIR,"SOMERSET SINGERS",LONDON The appreciation of the Board is extended to the students of Byron Somerset P.S., London,"Somerset Singers",conductor Gillian Laidlaw and accompanist Mary Ellen Ferguson,forleading inthe singing of "0 Canada"and bringingmusical presentations. OFFICIAL RECORD Weregret to record the death ofMaryJo Annen, a 16-year old student fromLucas S.S., London on 1998 December 05. DEDICATION OF TIME CAPSULE Chairperson Wlce dedicates the Thames Valley District School Board Time Capsule which contains historical memorabilia from each of the four forming partners - Elgin County Board of Education,the Board of Education for the City of London, the MiddlesexCounty BoardofEducation and the OxfordCounty Board ofEducation. The Time Capsule also contains items of significance that were developed during the Board's first year of operation,and items reminiscent of the year 1998.The Time Capsule is expected to be opened In 2023 January 01. 1998 December 15...291 112-A 1998 CHAIRPERSON'S VALEDICTORY ADDRESS LastJanuary 6,1 notedinmy inaugurai address thatwewere beginning ourjourneyas thenewThames Valley District SchooiBoard honouring the history ofourfour forming partners.Today,11 months later,westand proudly,not looking back,but forward, recognizing the'many accomplishments we have made as a Boardand as a system during thisshort period.Today,we know whoweareandwehavea vision ofwhatwe wantto become~a caring educational community committed to learning.We have moved from a groupof individuals representingfourarea boardsto a cohesive group of trustees and administrators working together to achieve this vision. Whensomeone asks me what we have accomplished in 1998,1 have not had any trouble giving theman impressive list.Wecan beproudofourmanyaccomplishments. Let'spause fora momentand reflecton some ofthem bytakinga lookat what we might call "the Thames Valley report card". Our accomplishments include;a successful amalgamation of four independent and diverse processes;fiscal responsibility in bringing ina balanced budget with reduced funding;administrative restructuring has moved from 23 supervisory officers to 14 and developing a new managerial/supervisor model. Wehave developed an innovative Governance structure whichis wot1<ing inour new reality alongwith asetofinterim by-laws.Wehave clearly articulated our accountability toallour stakeholders throughthe Attainmentofthe Vision and SchoolGrowthPlans. We have developed a Mission and set of Belief Statements in collaboration withour broader community.These beliefshave formedthe basis forallour decision-making. We have witnessed the opening of North Meadows School and the rededication of Clarke Road and White Oaks,and the reopening of H. B.Beal Secondary School,the largest reconstruction project in the province. We have established the Community Education Centres as a vital linkto responding to local needs.We centralized 79 functions from the former Board Offices to the London Education Centre,selling one former Board Officeand preparing the other two for sale.We have influenced the provincial mandate by offering a strongvoicethroughoutthe provincebothas a board and as a member of OPSBA. We moved from 42 collective agreements to achieving an elementary teaching agreement,working towards a new secondary agreement and establishing five bargainingunitsto sen^e,support and management staff.All has been completed in a spiritof cooperation and respect and without any loss .of student time. Innovative solutions have been found that hold our Board inan outstanding situation forthe future. We share a successful partnership with parents of Thames Valley through School Councilsand throughthe Homeand School Associations and the Alliance. One system wideinservice has been held and others are planned.Locallyand system wide, Home and School and School Councils have proven to be valuable partners. '1998 December 15...292 A history of fiscai responsibility has enabled us to continue to maintain our present complement of schools throughout the District.Decisions regarding future school accommodation are being made on the basis of program equity for our students. Recommendations from Area School Accommodation Study Committees andaSchool Accommodation Report will provide us with a basis to prioritize facility renewal and construction over the next few years and to continue an effective delivery ofservice. We have built strong relationships with the media and have re-energized- our relationships with our MPP's. As trustees,we are responsible for charting a course for our Board for the future. Our role is about vision,advocacy,support and leadership.We were elected to provide leadership tothe third largest board inthe province and giventhe responsibilitytowork on behalf of our students~our future. This is a unique opportunity available onlyto a select few. Have we metthe challenge?Arewe living upto our potential?Absolutelyl We have created an impressive listof accomplishments injust 11 months but there are still some major issues to be addressed. Communication withour public and within our system remains a high priority and is a key component to our realizing our vision. Preparing our computer systems for Year 2000 Compliance is a major task with a very definite time period for completion. As I noted earlier.Program Equity throughout the District demands attention and will require a well-planned transition process. We are seeking approval from the Ministry for local autonomy to deploy staff in a manner that is most conducive to learning.This is particularly important with our assignment of educational assistants.The need for new pupil places vwll be ongoing. We must plan carefullyfor enrolment growth, and address facility safety issues. Our accomplishments speak for themselves in how we have accepted the legislated changes and worked proactively to sen/e the students and communities of Thames Valley. Whilemaintaining respect forourfounding boards,we have thought creatively and have broken with traditions that have been comfortable for us.It is for this that I believe that we should be most proud.It has not been an easy process.As we continue to move forward,the transition process will be ongoing for some time to come. 1998 December 15...293 Themergerofthe four boardstotheThames Valley District School Board wasnota changethatwecreated.Itis,however,uptoustocreatea vision thatworking with our partners bestmeetstheneedsofour community,tocreatea picture that others can see and believe in. Butthis change Is difficult and it Is up to us to provide the leadership to help others to develop a sense of involvement and ownership.As a board,wehave integrated theThames Valley vision,butwe still have worl<todo to ensure that allofour staffand community feel part ofour new family. it is Important for us to understand the difference between changeand transition. ChangeIsdriven byexternal forces butthe transition processmustbean internal force. Whenwe talkabout change, we naturally focus on the outcomethat Itwill produce. However,the startingpointfor transition is notthe outcomebutthe endingthat must takeplace In ordertoleavethe old situation behind.Wemust help each otherletgo oftheold reality and ourold identity.Nothing will undermine our Board's organizational change morethanour failure to think through who will have to letgoofwhatas the changes occurs. Transitionstarts with an ending,as contradictoryas itseems.Oncewe understand that transition begins with letting go of something,we have taken the first step towards managing the transition.Oursuccess will be measuredbyour ability to managethis as a board, as a system and as a community. Right nowmanyare trapped somewhere betweenthe old sense of identity and the new-the time when the old way Is gone and the new doesn't feel comfortableyet. Inwardly,the psychological transitionhas happened muchmoreslowly because instead ofbecomingnew people as fast as we changed outwardly,we are actuallystruggling In a state that Is neither part of our former boards nor Thames Valley. However, we have an opportunity to discard our old habits and to assume new, better-adapted strategies. Weare ableto learn from ourpast, succeed inthe present and planour future. Byassuming this sense of optimism,we can move forward,building consensus,trust, comfortand excellence.Today, more than ever, it's essential that we relyon thetrust that has evolved through our interaction withstaff,parents and community in order to deal withthe challenges that have been presented to us. As a board, we establish parameters, monitorprogress and actas thesoundingboardforIdeasinordertoreflect an Informed community.We have earned trust bytakingappropriate, informed risks that will positionus wellfor the future. We have proven that together,we trulyare better. Theyear has also emphasized our roleas communityleaders. Wewere arguablythe most complex amalgamation inthe province and the most progressive.While other boards continue to struggle, we have found creative, local solutions and our restructuring process is virtuallycomplete. 1998 December 15...294 Itis interesting to step beyond the borders ofthe Thames Vaiie/and see howintrigued and sometimes amazed other boards are by our progress.Our system has become a role model throughout the province for taking a formidable task and achieving success.We are looked to by other boards,other trustees and even by the Ministryof Education for advice on addressing difficultissues emanating from the amalgamation. This was not a recognitionthat we sought butthe result ofworking together,adopting a challenge,and proacting on behalf ofour students.Collectively,we have influenced many significant funding issues by assuming leadership roles and working cooperatively with the appropriate partners.Some of these issues include debt, transportation,special education,accommodation,school renewal,operations and gratuities. We can be proud of our accomplishments but we cannot rest on them. In our communities,we are worldng to address program inequities and the sustainability of programs,supports and facilities.Despite the size ofour system,both geographically and demographicaliy, we have kept students as ourfirst priority.Infact,because ofour size and complexity, we have paid much greater attention to the diversity and the commonality of concerns as well as the creativity of local solutions tied to a common set of principles and goals.We recognize the Importance of working with our communities to redefine our responslbiiities and to understand and respect local needs. We recognize that there is a place within our system for everyone and a need to provide different supports for different constituencies. This has been the foundation of our past successes and must guide our future decisions.To this end,we have initiated new partnerships and collaborative teams to define whowe are and what we hope to accomplish as well as to develop the policies, procedures and processes that will be the legacy of the first governing board of the Thames Valley school system.Certainly, a key partnership iswithour School Councils and building on the longstanding partnerships we have enjoyed with our Home and School Associations.To everyone's benefit,parents and community members now have a greater opportunity to get involved in their schools.I believe that nothing motivates a child more than when learning is valued by schools,families and the community. Another partnership of trust has been developed by encouraging local autonomy at the school level. This was not downloading but supporting good local management of resources and decision-making by the school administrative team.Ihope that inthe months ahead we will have the opportunity to build strong partnerships with other boards,municipal bodies and the community to linkour diverse areas of expertise.Our Journey has begun. As such,Ilookforward to the opportunity to establish additional consortiums,partnerships,and cooperative ventures-cooperation that allows each partner to share and buildon one another's experiences.This is the way ofthe future and the way to secure innovation and excellence. 1998 December 15...295 ^ I Iwanttothankyou,my fellow trustees, forthe opportunity toserve as Chairthispast year and to developmanynew skills.I also wantto thankyouforyour leadership. Each ofyou has taken on additional tasks to ensure the workofthe Boardmoved forward.Fromthe Policy Working Committeeto advisorycommittees, projectteams and Interview teams,the community and the system have benefitted from your commitment and wisdom. The roleoftrustee is sometimes a thankless one inwhichpeople offeronlyquestions as to whywe took on the role. Let me say a sincere lhank you"for taking on this challengingrole. Thankyou from the students, fromthe staffand fromthe community. You have made a differencel To the administrative team,superintendents,managers and support staff, thank you foryoursupport this past year. This has been quite a year — one filled with new challenges every-dayl You have been faced with new stresses and have kept staff .— informed through a difficult and major restructuring all while dealing with your own personaljourneythroughthe change process.Youhave willingly given your expertise, loyalty,sense of vision and an incredible commitment of time to our students and system. ToAnn,Wendy and Eileen,thank youforkeeping us on track and forproviding support when you were already so very busy. Imust offera personal thank you to Theresa Levschuk,Sharron Christie and Cynthia Bain. Withyour capable assistance we have provided information and service to the community. Butinadditionyouprovidedme withongoingsupport,encouragement and friendship and as Theresa always said - "you make me look good".Thank you for everything. Itwould have been impossible withoutyoui You are quite a teami \ John — Ioften jokinglyrefer to you as "my teacher",but Ireallydid learn a great deal i workingwithyou. Yourcalm approach,your visionand yourdazzling creative thinking has helped us lookforward infresh new ways. You have heard me say this before - but I have never known anyone who more consistently comes up with amazing ideas and makes them all happeni Your commitment to a true partnership with the Board is the significant reason that we have moved so far ahead.You knew that long before the rest of us.Thank you I To my family -Aaron,Meagan and Doug — it is only with your support and encouragement that I have "survived"this past year. Thank you for being everything at home that I couldn't be. I've missed you I It'stime to get back to normal—whatever that isl Can you stand it? 1998 December 15...296 And finally to Pat. Last January I spoke ofthe need to articulate our values in order to make good decisions. I believed that weighing those decisions against our value system wouldbe ourindicatorof success.Since starting the process ofbuildinghistory for the Thames Valley District School Board,our success has been evident as we developed into a cohesive unit based on our value system.We have grown strong because we believed that together we are better and that our collective commitment would guide our decisions.As a result, our students have become the greatest benefactors.I know, Pat in partnership with Peter, that under your leadership the integrity ofoursystem and ourBoard will continueand will be respected.Itis with great satisfaction and confidence that I turn the gavel over to you. With it goes my commitment ofloyaltyand support as you lead the Thames Valley District School Board into the 21st century. 1998 was a beginning -the beginning of a new District School Board, of new --partnerships,of new ideas,and ofnewways to support the needs of our students and our community. We have all been fortunate to be part of such a unique experience. The first governing board ofthe Thames Vailey has forged an amazing legacy,one that will take us into the new millennium. As individuals and as a team we should be proud of our role in it. It has been a great beginning and a great framework for future successes.Congratulations and thank you to ail! DIRECTOR'S RESPONSE Thank you Madam Chair and thank you for the opportunity to reflect on this past year from the staffperspective. AsHeather has indicated,thishas been an unprecedented year in education and for the Thames Valley District School Board.The pressures of coping withprovincial changes,funding reductions and harmonizing four educational systems have taken their tollon all of us. Yet, over the past almost twelve months, Thames Valleystaff and trustees have continued their tradition of excellence. This kindof success does notjust happen.We have been successful because ofthe commitment and dedication that each has contributed to our new board.On January 1,1998,we were a group~a collectionof people brought together with various talents and areas of expertise.Today we are a team-a group of people working together toward a common goal with a set of norms developed collaborallvely to guide our direction-our mission and belief statements.Our goal last January was to provide a seamless transition for our students.We were committed to ensuring continuity of program and excellence as we worked to establish this new board. As I talk to Directorsfrom around the province who are experiencing labour unrest, restructuring obstacles and significant problems related to curriculumimplementation, Irealize that we have so much to be proud of here in Thames Valleyand this success is a direct result of this collective commitment. 1998 December 15...297 What is truly amazing to me is thatwe have been successfulinnotjust coping or adapting tothe circumstances butin challenging the process and creating a culture of cooperation,collaboration and trust.Wehave chosen to not only acceptour new direction,buttotake responsibility for shapingourfuture.In doing sowehavecreated a family. Chairperson WIce has described our many accomplishments overthepast 12 months. Theseare significant accomplishments and I won't repeatthis. These accomplishments could nothave been achieved without a systemteamthat believed that each smallstep strengthened the foundation forstudent learning and success.Wecanbe proudofthemannerinwhich wehave role-modeled our"students first"philosophy within eachsegmentofouroperation andIam sincerely grateful tothe trustees and supervisory officersfor your support. This success is in no small measure the result ofthe leadership demonstrated by our Chairperson,Heather Wice.As Director,Ihave relied on her atjility to work in a culture ofinfluencedemonstrating vision,confidence inpeople and trust, inorder to create a structurewherepeopleknowthattheirideas and opinions are valued. The trustthat Ihavewatcheddevelopcomes from her beliefinhonest communication,completed commitments and a valuesystem based on high integrity.Asa Board,we are where we are today because of the incredible strength of character, leadership and firm resolve of our Chair. Heather Wice has an innate ability to work as a team, to be a partner.She has personified theconceptofservant leadershlp-the natural feeling toserve first,thecare taken to make sure that other peoples' highest priority needs are being served. She believesina system where staffand students are treated fairly and helped intheir personal growth,andwhereitsleaderscan be trustedtoserve the needs ofthe many, rather than the few. Heather has sought a modelof leadership based upon teamwork,community,and ethicaland caring behaviour. She has role-modeledand definedthis concept forthe system. Ibelievethatthere isa timeand a placefor all leaders and Ibelievethatthis past year was the time for Heather Wice to lead, guide and teach us.It was our opportunityto follow and to learn fromher. Heather, Iwanttothank youforthe compassion and empathy youhave shown and to thank you for so willingly giving of yourself as we began building the historyof the Thames Valley District School Board. Your significant contributionsand wisdom will form an integral part of that history. For me Ibelieve I'vefound a lifelong sounding board, advisor, confidant, but most of all.a lifelongfriend. 1998 December 15...298 The appreciation of the Board is expressed to Board Chairperson Wice for her dedicated leadership during the past year and the Valedictory Address and the Director's Response is spread upon the minutes on motion ofSmithand Jaffe. 113-A.No conflicts of interest are declared. COMMITTEE OF THE WHOLE The Board moves Into Committee of the Whole In camera,at 5:00 p.m. on motion of. Bennett and Brock. The Committee rises to report. The Board resumes. 113-B.Report of the Committee of the Whole,1998 December 08 Members Administration and Others H.WIce,Chairperson J.Laughlin R.Trahan P.Smith P. Askey L.Peck P.Jaffe B.Bryce J.McKenzie R.Vaughan B.Greene N.Chappie C.Nurse P.Gryseels J.Arnold G.Hart S.Westaway W.Crocker P.Schuyler C. Murphy E.Marentette J.Hunter A.White B.Menzies J.Bennett G.Jazey R.Merifleid D.Stewart J.Thorpe .J.Robertson S.Peters P.Mennill K.Thomas W.Brock J.Empringham 8.Christie M.Metras (-1-7:15)R. Murray A.Hogg G.Treble E. Nelligan Reports: 1.No conflicts of Interest were declared. 2.The Committee met In public session from 7:00 p.m. to 9:30 p.m. 3. The Committee met in camera from 9:50 p.m. to 10:05 p.m. and discussed confidential personnel matters. Elementary administrative promotions and assignments were reported out to the Board that night. 1998 December 15...299 4. The Administration designed a I<indergar1en report card which reflects the Ontario Kindergarten Curriculum document. Input was requested from communitymembers inthe developmental stage ofthe draft report card and responses received were generally positive. The Ministrydocumentsets.outtheexpectationthatthe kindergarten curriculum provides a foundation for the Ontario Curricula Grades 1-8,1998. The reportcard focuses on five areas ofthe kindergartenprogram; Personal and Social Development,Language,Mathematics,Science and Technology, and the Arts. Each program area has identified strands with examples so that parents understand the expectations in each strand.There are no achievement scales providedinthe kindergarten document orthe reportcard.Instead,the reporting on growth is measured against a developmental continuum.The second page of the report card has been provided for parental response. "Reports must always indicatethe child's progress and achievement inrelation tothe learning expectations forthe end of kindergarten.The reports must reflect assessment in all five areas oflearning and should include anecdotal comments on the child's progress and suggestions of ways in which the parents could support their child's learning"(The Kindergarten Program,page 11 -1998, Ministryof Education and Training). Awareness sessions have occurred forjuniorand senior kindergarten teachers to assist in the understanding of expectations within the kindergarten curriculum.The new document is being used by teachers to plan programs. As teachers move through the awareness and eariy use stages of the curriculum document,further training sessions will occur on planning and appropriate assessment strategies.Focus on training in the use of observations,portfolios,checklists,developmental profiles and videotape records will help teachers connect their assessment with reporting practices. Kindergarten teachers will continue training on assessment,reporting and the use of computer technology to produce the report for parents. To assist with refinements to the report card,a parent survey will be attached to the January 1999 report.Reports will be sent home at the end of January and in June. The Administration responded to questions for clarification. 1998 December 15...300 5. The Administration provided an oven/lew of the Curricuium [mplementation Modelwhich included the schooi-based planning initiatives,expectations and procedures.Program Sen/ices,in cooperation with Operation Sen/ices and Corporate Planning and Communication Services,support program implementation through a school delivery framework which incorporates the following implementation phases: Phase I School-Based Planning Initiatives (Program/Operations) Phase II Curriculum Focus Group Inservice Sessions (Program) Phase III System-wide and/or Family of Schools Learning Institutes (Program/Operations) Phase IV Staff Development Programs (Program/Corporate Planning & Communication) The phrase "Curnculum.Focus Group"refers to those groups of teachers/principals who are considered experts in particular curriculum areas and who presently serve or may serve on such groups as:subject councils or division councils;curriculum task forces;and/or curricuium di\^sion councils. Program Services links will be established by including a Learning Coordinator in each focus group.Through the Learning Coordinators,connection to schools,to the curriculum focus groups and to each oUier,effective communication and sharing will be enhanced and the development of high quality curriculum implementation strategies will be expected. Learning Institutes refers to in-sen/ice workshops that are organized in consultation with Program Services/Operations Services.'The Institutes are offered at Families of Schools and/or system-wide levels.They are designed to address commonly identified sets of school needs as determined by Principals intheir discussions withstaff, Learning Coordinators,and Associate Superintendents.Leadership opportunities for teachers in schools to present and share their expertise In specific curriculum areas and/or processes (i.e., assessment)will be builtintothe organization ofthe Learning Institutes. The focus ofCurriculumImplementation inthis current awareness stage is on the first phase ofthe program deliveryframework, the School-Based Planning Initiatives model.Representatives of Program Sen/ices and Operations Council collaborated to design the School-Based Planning Initiative delivery model for the Board. 1998 December 15...301 A formula will be established to determine the amount of money that will be allocatedtoeveryschooland each school will have access toa base amount ofmoney.Anadditional allotment maybe available toschoolsdependingupon the number of staff and the needs of the schools.The money will be held in ProgramServices accounts to assist with tracking. Facilitator skills training began 1998 November 25 and 26 for all Learning Coordinators-Curriculum andSpecial Education.Additional datesforfacllitator skills training have beenset in January 1^99 for other Program Sen/ices personnel and interested Superintendents,Associate Superintendents and Principals. A request has been made for agenda time at the December and January FamiliesofSchools Principals'meetings to dialoguewithPrincipalsabout the School Based Planning Initiative program delivery model, the operational procedures, and the ability todovetailthis process with theSchoolImprovement planning process.Commencing in January 1999, small groups of schools within each Family of Schools can begin to create School-Based Planning Initiatives with their staff and Families of Schools Learning Coordinators. The Administration responded to questions for clarification.Anupdate on the status of resource materials being available to support curriculum implementation will be presented to the Board in February/March 1999. 6. The report of the Native Advisory Committee meeting held on 1998 November 10,was received. 7. The report of the Outcome Based Project Team:Performance Indicators Process -System and Director's Review, which met on October 19 and November 23,was received. On October 19 the Committee confirmed the following mandate: To design a process that affirmsand measures progress toward system priorities targeted to enhance student outcomes. The following considerations will be taken into account; - Mission Statement,Belief Statements and governance principles should be considered when collaboratively identifying and developing areas of system emphasis; -research on characteristics of effective organizations and the image of the leader should be reviewed; -consideration should be given to linking: 1998 December 1S...302 -system goals to the Director -the system to the Board through the Director - the system to School Councils and Parent/Teacher Associations -the review should include: - objectives (areas of emphasis) - implementation plan - accountability role ofstaff,system,Director -indicators of success The Committee discussed the three major areas of focus that have been identified to guide the Board's direction over the next three years:Learning Initiatives,School Improvement Initiatives and Leadership Initiatives.These -Initiatives contained in the document,Attainment of the Vision 1999-2003,were presented to the Committee of the Whole on October 13. The process is expected to be a long-term plan over three to five years.As a result ofthe changing roleofschool administrators,the many provincial changes In curriculum and other areas,and in order to allow schools sufficient time to organize,it is intended that for the first year, four or five initiatives will be introduced by the Administration beginning 1999 September 01. Draftaction plans have been developed to determine and assess progress,In accordance withthe mandate,for consideration.The action plans provide a frameworic for the initiatives by listingthe goal, benefits to students,expected outcomes,strategies,indicators of success,timelines and responsibilities.A consistent system approach to collecting data from all 191 schools will be followed with Individual school ownership and accountability^.Fourdraftaction plan organizers were attached as examples. (see recommendations 1 and 2) Recommendations: 1. That an Action Plan organizer be used to assist in affirming and measuring progress toward system priorities targeted to enhance student outcomes. 2. That the Committee continue to refine and monitor the Implementation of the process to ensure the accountability of outcomes Is accomplished,witha sunset of March 1999. H.WICE, Chairperson 1998 December 15...303 The report is received andthe recommendations are adopted on motion of Brock and Jaffe. Trustee Vaughan is absent duringvoting. HS-C.Report ofthe Committeeofthe Whole 1998December 15 Report: 1.No conflicts of interest were declared. 2. The Committee met in camera from 5:00 p.m. to 6:07 p.m. and discussed confidential personnel and other matters. 3. The Administration reportedthe following ElementaryVice Principal promotions and assignments,effective 1999 January 01: Name Location Mary Shepherd *Evelyn HarrisonP.S. Lynn Rowdon Wilfrid Jury P.S. Shelagh Gordon*Bonaventure Meadows P.S. Janet Merrill Knollwood Park P.S. Louisa Howerow*Northridge P.S. Jim Kelly*Sir Winston ChurchillP.S. *Promotions -see recommendation 2 below Recommendation: 1.That the resignationto retirementforthe following teachers be accepted under the mutual consent clause,effective date as indicated: Name Date Edita Kovac 1999 March 31 Bert Kowaltschuk 1999 February 28 2. That the motionapproved at the in camera session,1998 December 15 related to administrative appointments be adopted, and the motion(see below),and the administrative assignments (see 3 above), be reported inthe 1998 December 15 minutes. That, in accordance with the Interim Promotional Practices:Selection Procedures and Appointment of Principals and Vice-Principals, the following "pool"of candidates be approved for appointment to the position, Vice-Principal,Elementary Schools: 1998 December 15...304 Shelagh Gordon James Kelly Louisa Howerow Mary Shepherd The report is received andthe recommendations are adoptedon motion of Smith and Jaffe. CONFIRMATION OF MINUTES 114-A.The minutes of the Regular Board meeting, 1998 November 24,are approved on motion of Brockand Bennett. 114-B.The minutes of the Special Board meeting,1998 December 01, are approved on motion of Brockand Bennett. 114-C.The minutes of the Board meeting, 1998 December 08,are approved on motion of Brock and Bennett. REPORTS FROM THE ADMINISTRATION Director's Branch 115*A.Director's Announcements (a) An in-house video Is presented,giving an oven/lewofthe Thames Valley District School Board, and providing a better understanding of the school system.Narration is provided by Scott Hughes,Principal of White Oaks P.S., London, and Nancy MacKenzie, Vice Principal of Ingersoli District Collegiate Institute.The videowas produced by Jim Nolan,Production Technician,Media/Library Services.Appreciation is expressed toP.Askey, Superintendent ofCorporatePlanningand Communications,and hisstaff forthe hard workand dedication required for this project. (b)Director J.Laughlin reads the following tribute in honour of Sandra Westaway, Superintendent of Program Services, who is retiring from the Board: Asyou know Sandra Westaway is retiring as of January 1999.I'd liketo take a moment to reflecton Sandy's career and publiclyread a tribute intothe record and publiclythank her forher contributions. 1998 December 15...305 Sandra Westaway has worked in Education for 33 years.A graduate ofthe Universityof Western Ontario witha Bachelor ofArts and a Master's of Education in Administration,Sandra received her teaching certificatefrom IHamiiton Teachers'Coiiege and started her teaching career in IHamiiton and Guelph. She joined the Elgin County Board in 1968 and taught at several elementary schools before becoming a system coordinator, vice- principal, principal, then superintendent. Sandra became the first female superintendent with the Elgin County Board in 1983.Her responsibilities have included Special Education (1983-1990),Curriculum (1990 to 1993),and Operations and Human Resources (1993 to 1997).She was the recipient ofthe Elgin County Board's "Award of Excellence"in 1997. Sandra became the Superintendent of Program Services for the Thames Valley DistrictSchooi Board in January 1998.She has been instrumental in organizing an effective department and harmonizing the four former Boards'various programs. Sandra has served on various Boards of Directors,such as the Association for Community Living,Familyand Children's Services, FamilyViolence Prevention, St.Thomas-EIgin Cancer Society, and the UWO Special Olympics Committee. These extra-curriculum interests are characteristic of Sandra's concern for the less fortunate and her ongoing willingness to do what she can to assist them.The word that best describes her is "caring". Her sense of professionalism,her strength in conflict resolution,her teamwork skilis,and her sensitivityand empathy ail evolve from her caring heart.She has an innate ability to turn a stressful situationintoa winning experience forallinvolvedthrough her compassion and sense of humour. As Superintendent of Program,Sandra consistently focuses her decisions on what is in the best interest of our students and how best to facilitate their learning processes.A consummate learner herseif,she eageriy encourages others to reach theirpotentialand provides opportunitiesforthem to deveiop and practicetheir skilis. Sandy will be missed. The report is received on motion of Bennett and Jaffe. 1998 December 15...306 116-A.Departmental Updates The Administrationpresents departmental updates on the following Issues: Business Services - Approvalof 1998/99 Budget - Financial and Property matters - Facility Management Team -appointments - Implementation ofthe Purchasing Card - Integrated Payroll system -Integration of Transportation -Restructuring of Supply Management Department Corporate Planning &Communication Services - Wide Area Network -Request for Proposal - Archival Records -Request for Proposal - Planning for EnrolrnentGrowth -Elementary Accommodation Studies -EIC Recommendations on School Councils -Helpful Voice Mail Tips -Fast Facts 1999 for the Board -Grant Updates - Cadillac Fairviewand Accuride Corporate Sponsorship Human Resource Services <Elementary Collective Agreement - Benefits Update -Safety Issues 'Disability Management -Occasional Teachers -Teacher Recruitment - Human Resources/Payroll -Non-Teacher Labour Relations -Promotional Practices Operations Services -School Improvement -Teacher Staffing -School Budgets -Staff Development -New Administrators -School Administrators'Meetings -Student Administration System -School Supervision -Research &Assessment 1998 December 15...307 Program Services Task Force Updates Report Cards "Body Image"lesson by U.W.O.medical students togrades 6 to8 Secondary School Reform: 'Ontario Schools 1999 Policy Document - Ministry Grade 8 Package , -Grade 8 Parent/Student Information Supplement •Subject Councils -Secondary CurriculumImplementation -Ministry Funds availableto assist with school based initiatives The reports are received on motion of Hunterand Hart. MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN 117-A.None at this time. REPORTS OF COMMITTEES 118-A.Report of the Eighth Meeting of the Special Education Advisory Committee 1998 December 01 12:15 p.m.-2:50 p.m. Members J.Bennett, Chairperson C.Nurse G.Hart J. Worthington P.Glllls H.Mezon (-1:40) A.Morse C.Lalne L.Stevenson M.Tucker S.Seymour R.Teichrob L Shalnline (-2:30) P.Gallin N. Gooding E.Hager (+12:25)- M.Hendrlck (+12:20) Regrets:M.Crawford, C.Hawthorne Reports: 1.No conflicts of Interest were declared. Administcation and Others S.Westaway B.Merifield L.Sllvert W.Scott 1998 December 15...308 i 2.Chairperson Joyce Bennett introduced and welcomed Susan Seymour,Ontario Association for Families ofChildren with Communication Disorders (OAFCCD). Susan has been nominated as the alternate on SEAC. 3. LindaStevenson,Learning Disabilities Association,introduced andwelcomed George Melendy,Microcomputer Science Centre Inc.,Mr.Melendy demonstrated Omni3000,an advanced readingsystem forstudents and adults withlearning disabilities. 4. The minutes ofthe 1998 November 03 meeting were reviewed. 5. Steve Killip,Research andAssessment,provided a preliminary analysisofthe Special Education Parent/Guardian Sun/ey results.Thesurveywas distributed to parents from each ofthe four areas throughout the District.Sun/ey results continue to be received in the Research and Assessment Department.It is anticipated thatthe final analysis will be prepared and presented at a meeting ofthe Steering Committee later in December. 6.Alison Morse, Easter Seals Society, advised that the Communications Sub Committee meton 1998 November 18.Peter Askey,Superintendent,Corporate Planning and Communications attended the meeting and opportunities for sharing information aboutSEACand individual Associations were identified. Some cf the proposed communicationinitiatives Includean articleinthe Board publications andthepreparationofaspecial education pamphletfordistribution to the community (Le.,Chamber ofCommerce, City Hall,Doctor's'Offices). Copies ofa Communication Strategy form were distributed.Memberswere ^.requested to bring the completed form tothe 1999 January 05 meeting of SEAC. The Communication Sub Committee will discuss the feasibilityof scheduling a time for orientation sessions to familiarize members with individual Association's focus and prioritiesat its next meeting In January. 7. Patty Glllis,Integration Action Group provided an updateonthe initiatives of the Transition Planning Sub-Committee. 8. A reportof the SEAC Steering Committee was presented. A review of the recommendations from the Ministry's document on the Individual Education Plan (lEP)was completed.The rights ofthe Strategies for Success program have been confirmed for all areas ofthe Thames Valley DistrictSchool Board and Inservice sessions have begun withLearning Coordinators who will act as facilitators to the Learning Support Teachers. 1998 December 15...309 As part ofthe Parent Guide review,the Sub Committee is considering the development ofan information pamphlet of special education programs and servicesforparentsof children who are not formally identified.The format for the Annual Plantothe Ministry was also reviewed.The reportwas received. 9. Adiscussion pertaining tothe Provincial ReportCardwasheld. Concernswere expressedthatthe specific needsfor reporting toparentsof Special Education studentsare not clearly reflected inthenewReportCard. Itwassuggested that Judy Arnold,Learning Supen/isor,andSandra Hurley,Learning Coordinator, be invited tothe January 05 meetingto discuss the Provincial ReportCard. 10. In response to a discussion regarding Secondary School Reform,it was suggestedthat Paul Mennill,Associate Superintendent,and Becky Menzies, Learning Supervisor,be invited toasubsequent meeting topresent information pertaining to Secondary School Reform. 11.The Board's initiatives In response to the Y2Kissue were discussed.- 12. Aconcern pertaining to the dismissaltimefor Developmentally Challenged students was referredto BarrieWoodley,ManagerofTransportationServices. 13.Clarification was requested regarding the correct procedures for making recommendation(s) to the Committee.Written recommendations are to be submittedto the Chairperson ofSEACor Bob Merifield,ProgramSupervisor, at least two weeks in advance ofthe meeting date to ensure inclusion on the SEAC agenda, and to allow members sufficient timeto considerthe motion. Written recommendation(s)mayalso be presented on the day ofthe meeting. 14.Chairperson Joyce Bennett announced that Sandra Westaway,Superintendent ofProgramServices, hassubmittedherresignationtoretirernent,effective1998 December 31.Appreciation and congratulationsare extended to Sandra forher outstanding contribution to the needs ofspecial education students. 15.The Committee met in Forum. The report Is received on motionof Bennett and Smith. J.BENNETT, Chairperson 1998 December 15...310 118-B.Report of the Chairs Committee on Governance The trustees and Directormet several times to discuss governance review. Through a series ofinputsessions, trustees reviewed the progresstodate, identified strengths andweal<nessesofthe currentstructureand the pros and cons of optional structures. A consensus was reached that modifications made to the current structure (e.g.monthly departmental updates,modified question and debate procedures and modified agenda format)meet mostneeds. Itwas agreed toadd a system information meeting onthe first Tuesday of the month to provide an opportunity for informal dialogue and information sharing,e.g. school orprogramupdates,provide opportunities fortrustee input to draftreports,etc. Itcouldalso be used as an avenue for public input. The timelineforimplementationwouldbe January 1999 withthefirstSystem Information meeting scheduled for 1999 February02. Attachmentsforthe operative norms of the System Information Working Committee,the governance structure of.the Board, and an overviewof the system were provided. Recommendations: 1.That the revised governance structure be approved. 2. That the name ofthe Outcome Based Project Teams be changed to Project Teams. 3.That an Ad Hoc Committee review and revise the Interim By-Laws and reportback to the Committeeofthe WhoieInFebruary, 1999. The report is received on motionofSmith and Bennett. A motion byPetersand Brock thatthereportbe referredbacktothe Chairs Committee for further discussion Is defeated. Recommendation 1 is defeated on a poll vote as follows: YES: Brock,Bennett,Smith NO:Peters,Hunter,Hart,Nurse,Vaughan,Jaffe,Metres 1998 December 15...311 Amotion by Vaughan and Peters toamend Recommendation 2 by changing the words "Project Teams"to "Ad Hoc Committees"is approved. Recommendation2, as amended, is adopted on a pollvote as follows: YES:Peters, Bennett,Hunter,Hart,Nurse,Vaughan,Jaffe,Smith,Metras,Brock NO:nil Recommendation 3 is adopted on a pollvote as follows: YES:Bennett,Hunter,Nurse,Vaughan,Jaffe,Smith,Metras,Brock,Peters NO:Hart The following motions byVaughanand Nurseare adopted; a) .That,notwithstanding Interim Bylaw 1.1, the membership of all Committees,Working Committees and Ad Hoc Committees be appointed bythe Board basedona recommendation from the Chairs' Committee. b)That,notwithstanding Interim Bylaw 1.1,the Chairs ofall Committees, Working Committees,and Ad Hoc Committees be elected bytheir respective membership at theirfirstmeeting. c) That an informal meeting ofTrustees occuron 1999January 05 to discuss governance issues with the understanding thata decision be prepared forthe Committee ofthe Whole meeting in February 1999. COMMUNICATION 119-A.Received 1998 November 23 from Carl Sinclair,Executive Director, Learning Disabilities Association of London-Middlesex,advising that Ellen Maybury is nominated as the Special Education Advisory Committee alternate,replacing Sue Cowan. Approved on motion ofBennett and Jaffe. 1998 December 15...312 ADDITIONAL BUSINESS 120-A.Ontario Public School Board Association Update Trustee Brock advises that OPSBA and the Ontario Association of School Business Officials (OASBO)are working In partnership on an extensive reviewofthe fundingmodel. Adraftreport will be the focus ofa session at the Public Education Symposium January 1999. The OPSBA Board of Directors discussed the Education Improvement Commissionreporton the roleofschool councils. The reportwas referred to RegionalCouncilsfordiscussion and input. Amotionthatdistrictschool board's play a leadership role In working collaboratlvely withlocalschool councils, board staff and the broader community to support the role of school councils Inimprovingopportunities for students,was supported. OPSBA will gather information concerning the numbers of applicants and registrants in faculties and information from Ministry of Education and Training considering teacher supply and demand with regards to the teacher shortage issue. OPSBA willwork with EQAO and the media to broaden public awareness of the role and use of test results.Clarification will be sought on Issues resulting from the provincial testing program.EQAO grade 10 literacy testing in the Spring of 1999 will be based on the grades 7, 8 and 9 curriculum. OPSBA will seek clarification and monitor Bill 69, the Lobbyist Registration Act. Received on motion of Brock and Peters. ADJOURNMENT The meeting adjourns at 9:45 p.m. on motionof Brockand Jaffe. CONFIRIVIED:/QLI Chairberson