2/24/1998 - Regular Board MeetingX THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING.1998 FEBRUARY 24
The Board meets in regular session on the above date in the Board Room at the
EducationCentre, meetinginpublicsession at 7:00p.m.followed by Committeeofthe
Whole, in camera.The following are in attendance:
H.Wide,Chairperson
P.Smith
M.Metras
B.Brock
S.Peters
also:
J. Laughlln
P.Askey
S.Westaway
P.Gryseels
B.Bryce
B.Greene
T.Anderson
C. Murphy
D.Stewart (-11:00)
C.Nurse
J.Hunter
R.Elm
A.White
I.Jenkins
P.Mennill
R.Trahan
R.Murray
G.Treble
D.Varnell
L.Peck
G.Hart
R.Vaughan (-9:00)
P. Jaffe (-10:00)
J.Bennett
J.Neville
J.Malfara
P.Thorup
D.Williams
S.Christie
A. Hogg
E.Nelligan
EDWARD STREET P.S.ORFF ENSEMBLE
The appreciation of the Board is extended to the students of the Edward Street P.S.
Orff Ensemble (St.Thomas),conductor Linda Barnes,for leading in the singing of "0
CANADA"and bringing musical presentations.
OFFICIAL RECORD
We regret to record the death of Sandy David Saunders,a kindergarten student at
Zorra Highland Park P.S.,near Embro on 1998 February 07.Sandy will be missed by
all who knew him.
We regret to record the death of Michael Pearson,a student at College Avenue
S.S.,Woodstock on 1998 February 12.Michael will be missed by all who knew him.
TRIBUTE TO JOHN GIVEN
It is with regret that we record the death of John Nicol Given on Friday, 1998
January 23. Mr.Given sen/ed education for a span of 35 years,as a teacher,principal,
inspector,superintendent,and culminating as Director of Education with The Board of
Education for the Cityof London.
1998 February 24...56
Mr.Given was bornand educated in Ontario,graduating from the Toronto Normal
School.Hestarted his teaching career In a one-room school,S.S.#10 McGillivray
Township,iater becoming Principal ofthe two-room school in Ailsa Craig and then the
four-room school in Glencoe.When the Second World War broke out, he joined the
Royal Canadian Air Forceand served both at homeand overseas.When the war
ended, he attended the University of Western Ontarioand the University ofToronto,
graduating with a Masters degreeinEducation.Hethen continued his teaching career,
andin 1952 becomean Inspector of Public Schoolsforthe schoolsInKentCounty.In
1956 he joined the Board of Education for the City of London as an Inspector,
subsequently a Superintendent ofPublic Schools,andthen Director ofEducation (1970
-1975).
Mr.Givendevoted his life and energy to the welfareand education of children. He
believed the prime function of all staff wasto instruct andeducatethe young peoplein
the community.Hewas a strongsupporterofhischurchand his community andwas
•activeinthe Royal Canadian Legion,theWestern Alumni Association and the Rotary
Club.
Those who knew Mr.Given think of him first as a true gentleman,for his warm and
sincere interestinpeople,children and youthIn particular,and one whoalwayshad
time for you, always appearing unhurried and optimistic.Mr.Given was widely
respected bythe entire educational community and thecitizensof London forhisfine
contribution to education over the years.
TRIBUTE TO JOHN ALFRED "JACK"HARVEY
Itis with regretthat we recordthe death ofJohn Alfred "Jack"Harveyon Thursday,
1998 January 29at LondonHealth Sciences Centre, VictoriaCampus.Mr.Harvey was
a school board member for45 years.He served on and was former"chairperson ofthe
East Elgin Secondary SchoolBoard. He served as trustee on the Elgin CountyBoard
of Education from 1968 to 1991 and as Chairperson in 1972 and 1986.Inaddition to
his involvement as trustee,Mr.Harveywas a school bus driverfor20 years,operated
the Motor Vehicle License Officefor 9 years and farmed.
InadditiontohisworkontheBoard,Jack Harveywill be remembered forhisveryactive
involvement inthe communitylife of Aylmer.Hewas a member ofthe Trinity Anglican
Church as wellas a member and past president of ColonelTalbot Branch 81,Royal
Canadian Legion,a member,past presidentand managerofthe Aylmer Fair Board,a
memberofthe Aylmer RotaryCluband the Elgin Jersey Club.Mr.Harveyserved Inthe
army during the Second World War in France,Belgium,Holland,Denmark and
Germany.
24*A.No conflicts of interest are declared.
1998 February 24...57
COMMITTEE OF THE WHOLE
The Board moves into Committee of the Whole, in camera,at 9:35 p.m. on motion of
Smith and Peters.
The Committee rises to report.
The Board resumes.
24>B Report of the Committee of the Whole 1998 February 10
Members Administration,and Others
H.Wice,Chairperson J. Laughlin R.Trahan
P.Smith T.Anderson R.Murray
' P.Jaffe P.Asl<ey G.Treble
R. Vaughan (-9:00)B.Bryce D.Varnell
•C.Nurse B.Greene L Peck
G. Hart P.Gryseels T.Veenstra
R. Elm S.Westaway J. Malfara
J. Bennett C. Murphy P. Dunn
D.Stewart A.White B.Beatty
S.Peters I.Jenkins A. Hogg
B.Brock W.Scott
Regrets:M.Metras,J.Hunter
Reports;
I.No conflicts of interest were declared.
2.The Committee met in-camera from 5:00 p.m. to 5:45 p.m.and from 9:00 p.m.
to 9:20 p.m., and discussed confidential personnel and negotiable matters.A
Secondary Principal transfer and two recommendations, a mutual consent
retirement and a mutual consent resignation, were reported outtothe Boardthat
evening.
The Committee met in public session from 7:00 p.m. to 8:40 p.m.
3. The Administration presented,by department,the main issues to be addressed
bythe Boardoverthe next eight totwelve months. The following listofsignificant
issues is intended to: give an oven/iew of the areas requiring Immediate
attention; indicate whether these issues have policy,procedural,staffing,facility,
budget or collective agreement implications;suggest a process for moving
these issues from the discussion stage to resolution;outline a proposed
timeline,and indicate who will take responsibility for addressing these issues.
1998 February 24...58
I
Business Services
•Centralization of Business Services
- Development ofan integrated Facilities Sen/ices Model
-Renewal of Service Contracts (e.g.Transportation,Cafeteria)
-Stub Year Funding
-Review of all Non-Instructional/Leased Facilities
-Distribution of Assets and Liabilities with District 58
>Review of Continuing Education Centres . .
- Provincial Funding Formula for September 1998
•Coordination of Planning Functions across all Departments (Operational
Planning vs.Strategic Planning)
- Integration of Human Resources and Payroll Functions
- Revisionto the Student Transportation Policy
Corporate Planning and Communication Services
-Connecting all schools and worksites via E-Mail,Intranet and Internet with
access to the Vax system
- Allocation and Assignments in Information Technology Services
- Role of School Councils/Parent Groups
-Community Involvement and Participation
•Development of Board Mission and Belief Statements
-Coordination of Staff Development Initiatives to Support Program and
Corporate Needs
- Migrationto Common Administrative Operating Systems and Software
Governance
-Governance Model (Reference The Road Ahead li)
-Code of Conduct for Trustees
•Protocols for Trustees
-individual trustees •linkswith schools and Community Education Centres
-Community Protocols
- Board linksto community (School Councils, Home &School Association)
-Community Input
- Policy Development and Review Procedures
-Student Trusteeship
Human Resources
-Composition of Board Collective Bargaining Teams
-Establishment of Non-Teacher Bargaining Units as per Bill 136
-Harmonization of Collective Agreements
- Establishing Rrst Contracts withPrincipals/VicePrincipals
-Harmonization of Employee Benefit Packages
1998 February 24...59
- Reorganization of Secondary Schools
-Job Evaluation Review
-Pay Equity
- Resolutions of Disputes re:Transfer of Employees
- Developmentof Promotional Practices and Procedures
-Centralization of Human Resource Services
•Transfer of all Human Resource Data to Common System
Operations Services
-Teacher Staffing for September 1998
-1998-99 School Year Calendar
-School Effectiveness/Improvement
- Furniture and Equipment for3 School Renovation Projects
-Attendance Areas
- Funding Allocationfor School-based budgets
-Selection of a New Student Administration System
Program Services
-Student Programs relating to Equityof Access
-Junior Kindergarten
-French Immersion
- Core French (Grade/Time Allocation)
- Self Contained Special Education
-Summer School Program
-Services for Students Relating to Equity of Access
-Attendance Counsellors
- Psychological Services
-Social Workers
-Speech &Language
-ESL/NSL
-Review of Environmental Services
-Review of Media Services
- Program Department StaffAllocationand Deployment
-Athletics
The report Weis discussed and the administration responded to questions for
clarification.
H.WICE
Chairperson
The reportis received on motionofBrockand Nurse.
1998 February 24...60
24-C.Report of the Committee of the Whole 1998 February 24
Reports:
1.No conflicts of Interest were declared.
2. The committee met in camera from 9:35 p.m. to 11:08 p.m. and discussed
confidential legal,personnel, and other matters. Amotiontosit past 11:00 p.m.
was approved.
Recommendation:
1. That the resignation of the following elementary school teacher be accepted
under the mutual consent clause,effective 1998 February 28:
Norma Jamieson (P.S.)
P.SMITH
Chairperson
The report is received and the recommendation is adopted on motionofSmithand
Nurse.
CONFIRMATION OF MINUTES
25-A. The minutes ofthe Regular Board meeting,1998 January 27,are approved
on motion of Brock and Hunter.
25-B.The minutes of the Board meeting,1998 February 10*are approved on
motion of Hart and Nurse.
REPORTS FROM THE ADMINISTRATION
Director's Branch
26*A.Director John Laughlin provides a brief report of the 1998 February 23
memorandum received from the Ministry of Education and Training.The
memorandum advises that district school boards will receive $215 million
over the next two years for restructuring and start up costs.This funding is
also intended tohelpoffsetstart up costs forOntario's new French Language
district school boards.
A
1998 February 24...61
Business plans outiining permanent savings as a resultofrestructuringmust
be developed by boards and submitted to the Ministry by 1998 March31.
The Ministry has indicated Boards will be advised oftheir allocationbythe
end of May 1998.
T. Anderson,Superintendent of Transitional Issues, provides an update
regarding a common school calendar. Meetings have been held withthe
French and Separate School Boards to discuss this issue and possible
savings intransportation costs. Extensiveconsultation has occurred with
parents, staffand students,and a draftcalendar will be circulatedand tabled
at the next Principals' meeting for input. A finalized calendar will be
presented to the Board for approval and subsequent submission to the
Ministryof Education and Training.
The report is received on motion of Brockand Metras.
MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN
27-A.Vaughan and Jaffe move:
That the Board strike an Ad Hoc Committee on Safe Schools whose
mandate would be to develop a safe schools policyby harmonizing
and building upon existing policies and to assist Inthe development
of programs whichwould promote and complement the new policy."
An amendment by Brock and Nurse that the motion be referred to the Administration
untilinformation on the governance model is clarified, is defeated.
The main motion is carried.
REPORTS OF COMMITTEES
28-A.Report of the Second Meeting of the Ad Hoc Committee on Code of
Conduct for Trustees
1998 February 03
7:00 p.m.-10:05 p.m.
Members Administration and Others
P. Smith,Chairperson S.Peters T.Anderson
J.Bennett R.Vaughan D.Williams
C. Nurse H.Wice A.Hogg
Regrets:R.Elm
1998 February 24...62
Reports:
1.No conflicts of interest were declared.
2. The reportofthe Writing Team was discussed at length.
Following the meeting on February 03, telephone conferences were held with
Committeemembers, and a briefmeeting tookplace on February 20 to review
and amend where necessary the Committee's report.
(see recommendations 1 and 2)
3. The Committee proposed that, in response tothe recommendation inthe second
report bythe Education improvementCommission (EIC),the Board's Code of
Conduct for Trustees be shared withthe Ministry ofEducation and Training,with
copies to the EIC and the OPSBA.
Recommendations:
1.That the following Code of Ethicsfor Trustees be approved.
CODE OF ETHICS FOR TRUSTEES
Trustees are expected to model ethical practices which will include:
1.makingdecisions ina mannerwhich isopen,accessible and equitable,
2.approaching all board issues withan open mind,and being prepared
to make the best decisions for the organization as a whole,
3.respecting different points of view,
4. conductingBoard business through appropriate channels,
5.ensuring that public office is not used for personal gain,
6.protecting the integrity of the Board.
2.That the followingBoard Bylawbe established:
10.CODE OF CONDUCT FOR TRUSTEES
10.1 Trustees will exercise their power to govern only as trustees
of the corporate body,not as individuals.
1998 February 24...63
10.2 Trustees will abide by existing legislation, the policies and
procedures established for the Board, and declarations of
office.
10.3 Trustees will honour confidentiality regarding:
(a) matters discussed at in-camera sessions of meetings
(b)correspondence,reports and other information placed
in confidence with trustees
10.4 Breach of Code of Conduct
The Chairpersonofthe Boardhas the authoritytoinvestigate
allegafions of breaches of the Code of Conduct and may
consult withthe Vice Chairperson regarding course ofaction.
The Chairperson has the authority to invoke consequences
(a) and (b);consequences (c) and (d)require Board
resolution. The consequences invoked will depend on the
seriousness of the conduct or breach.
Consequences may include:
(a) a verbal warning
(b) the issuance of a formal Letter of Complaint
(c)a recommendation for public censure ofthe Trustee
(d)In respect of a trustee's failureto csmply withthe duty
ofconfidentiality as stated in 10.3 above,the following
additional sanctions may be pursued bythe Board:
(i)The Board may seek an injunction ag'ainst a
trustee who fails or refuses to maintain
confidentiality. The terms of such injunction
may prescribe that the trustee be excluded from
confidential meetings,be refused access to
confidential reports,and/or be required to
undertake in writing to obsen^e the duty to
maintain confidenfiality in future before being
allowed back into such meetings.
1998 February 24...64
(ii)Anaction for damages may be brought against
any trustee whofailsto maintain confidentiality,
and the Board will not compensate the trustee
for legal costs incurred in defending such an
action (unless directed by the court).
Notwithstanding this progressive procedure,itis the intent of
the Board to provide a fair and just review of the concern
respecting the Tmstee's rightto due process,including:
- being advised of the specifics of the allegations
- the rightto make representation before the Board
•appropriate notice as per Bylaw 2.5.
An appeal to the Board of any consequence applied by the
Chairperson may be made at the next in-camera session of
the Board.Consequences applied by the Board are not
subject to appeal.
P.SMITH
Chairperson
An amendment by Hart and Brock that the words,"individual trustees and staff'be
added to recommendation 1,Code of Ethics, item 6, is adopted.
An amendment by Hart and Hunter that the word "may"in recommendation 2,Code of
Conduct for Trustees,item 10.4 first paragraph,be changed to read "shall,where
appropriate"is adopted.
An amendment by Vaughan and Jaffe that the foilowing be added to recommendation
2, Item 10.4 first paragraph,is adopted.
"Where the alleged breach of conduct has been committed by the
Chairperson of the Board,the Board shall empower the Vice Chairperson
to perform the above responsibilities of the Chairperson."
The report is received and the recommendations,as amended,are adopted on motion
of Smith and Bennett.
1998 February 24...65
28-B.Report of the Ad Hoc Committee on Protocol for Trustees
1998 February 04
6:00 p.m.-7:55 p.m.
Members Administration and Otiiers
0.Nurse,Chairperson P. Jaffe T. Anderson
J. Hunter R.Vaughan A. Hogg
Reports
1.No conflicts of interest were declared.
2.The following Committee Mandate was reviewed:
(a) to organize and assist individual trustees in responding to community
issues,
(b)discuss and make recommendations to the Board on the appropriate
linkages of trustees to schools,communities and/or CommunityEducation
Centres (what level of interaction is appropriate given the redefined rolefor
trustees),
(c)develop protocol for individual trustee contact with schools (what to do if
you wish to visit or contact a school),and
(d)develop protocol for response to community requests for information or
assistance,i.e.coordination of request,sharing of information,use of
administrative time,etc.
(see recommendation 1)
3. In accordance with the Committee's mandate,2(b)above,the Issue of trustee
links to the schools,communities and Community Education Centres was
considered,and the Committee unanimously supports trustees representing the
areas they were elected In(e.g., six trustees elected by the London voters would
represent the City).Itwasemphasizedthattrusteeswould continue to represent
the entire District School Board.
The Committee will prepare a recommendation on the issue of trustee linkstothe
schools,communities and Community Education Centres followingthe Board's
decision on the Governance Model.
4. The Committee recognized the importance of linkingthe Protocol for Trustees
with,subject to approval by the Board, the Code of Ethics and the Code of
Conduct Bylaw.
1998 February 24...66
Recommendation:
1. That the following ProtocolforTrustees be approved.
PROTOCOL FOR TRUSTEES
Trustees represent the interests of their constituents at the Board and
communicate the views and decisions of the board to their constituents.
Trustees act as advocates Inmany important ways. Theyserve a particularly
valuableroleas advocates for public educationandthe needs ofstudents and
schools. Theyalso act as advocates within theirboardsforparents, students,
taxpayers, and various interest groups. For example, students and parents
frequently contact trustees with specific concernsaboutstudents'education.
Trustees must exercise caution with respect to involvementin issues that are
beforethecourts,issues thatmaygo beforethe courts,and issues thattheymay
later have to adjudicate as a Board.
Trustees will model protocol which reflectsthetrustees' CodeofEthicsand the
Code of Conduct.
1.School Visits
Visitsto ourschools by trustees ofthe Boardare both necessary and
encouraged.With thisin mind,a trustees whowishesto visit a school
should:
1.1 contact the Principal ofthe school, and make an appointment
for a visit
1.2 identify special areas ofthe school and/or activitiesofinterest
to be observed.
2.Handling Inquiries/Concerns of a General Nature
On an issue that, in the opinion of the trustee,is not a concern
regarding a specific school,the trustee shouldconsiderwhetherthe
mattermaybe directedtoa DepartmentSuperintendent, an Associate
Superintendent, be brought to the attention of an appropriate
committee, be discussed withthe Chairperson ofthe Board, orbrought
before the full Board.
1998 February 24...67
On such matters,a trustee should:
2.1 Listen (do not say too much).
2.2 Clarify details/concerns (do not commit yourself without
knowing the whole story).
2.3 Ask ifthe issue has been discussed with other trustees (to
avoid duplication), or a Department Superintendent,or an
Associate Superintendent of Education at the Community
Education Centre.
3.Handling Inquiries/Concerns on School Matters
3.1 Listen (do not say too much).
3.2 Clarify details/concerns (do not commit yourself without
knowing the whole story).
3.3 On matters related directly to the student/school,ask if the
issue has been discussed with (a)Teacher or Principal, (b)
Associate Superintendent of Education (c)another trustee to
avoid duplication (do not get involved If parent has not dealt
with Teacher or School Principal or Associate Superintendent).
If the issue has not been discussed,suggest the person
discuss the matter with the Teacher or Principal or Associate
Superintendent of Education.
3.4 If the issue has been discussed with the Associate
Superintendent of Education,the Trustee should review the
matterwith that Associate Superintendent for resolution (do not
do the Supervisory Officer's job).
3.5 If the Trustee has continuing concern,review with the
Superintendent of Operations (do not let continuing concerns
fester without resolution).
4.Communication Guldeiines
4.1 Once the Board has voted,trustees are legally bound by the
majority decision,regardless of whether they backed the
decision during debate or voted infavour.Thus,although they
may not agree with the decision,trustees should be able to
explain the rationale for the decision and ensure that it is
understood,implemented and monitored.Trustees who wish
to explain their position on a decision should do so in this
context.(OPSBA Handbook for Trustees 1993^
1998 February 24...68
4.2 Trustees should exercise caution with "off-the-record",
statements,sincetheyshould assume thateverythingtheysay,
even in a social situation, may be for publicconsumption. .
4.3 In all Board communications,trustees should indicate the areas
theywereelectedto represent and encourage individuals and
organizations (e.g.,school councils)tocontacttheappropriate
trustee. Inlightof limited hours and heavy demands,trustees
should seek regional meetings (e.g., round tables with parent
groups).Tnjstees should encourage the development of
numerous good communicationvehicles (newsletters,etc.).
C.NURSE
Chairperson
An'arnendment byBennettandStewartthat item4.3of recommendation 1be referred
back to the Committee forfurther consideration following the Board's decision on the
Governance model, is adopted.'
Thereportisreceivedandthe recommendation,'as amended,isadoptedon motion of
Nurse and Jaffe.
ADDITIONAL BUSINESS
29-A.Appointments to the Public Library Boards:
That the following representatives be nominated for appointment to the
London, St.Thomas,Tlilsonburg and Woodstock Public Library Boards on
behalf of the Thames Valley District School Board for a three year term
commencing 1998 January 01:
London -Quintin Lang,Suzanne O'Neill
St.Thomas . -Karl Buczkowski
-Yvonne Harris,(previously approved by the Elgin
County Board)
Tlilsonburg
Woodstock
- Bob Marsden,Woody Zvanitajs -
(previously approved by tfie Oxford County Board)
- MaryAnne Ward,Mariene Turkington
(previously approved bythe Q)dord County Board)
Approved on motionof Brockand Hart.
Trustee Vaughan is absent during voting.
1998 February 24...69
29-B.Trustee appointments to the Native Advisory Committee for 1998:
Rosalyn Elm,Chairperson
Jan Hunter
David Stewart
Approved on motionof IHart and Nurse.
Trustee Vaughan is absent during voting.
29-C.Appointment to the Special Education Advisory Committee for a three
year term commencing,1998 January 01:
Local Association
Epilepsy London &Area
Community Living London
Integration Action Group
Representative
Lynn Shainllne
l-iolly i^azon
Patty Gillis
Association for Bright Children of Dr. Colin Laine
Ontario
Views
Ontario Association for Families
of Children with Communication
Disorders
Learning Disabilities Association
of London-Middlesex
Autism Society Ontario London
and District Chapter
Parent-to-Parent for Down
Syndrome
Tourette Syndrome Foundation
London Chapter
Easter Seal Society
Bath Giullano
Carol Hawthorne
Sue Cowan
Chris Culver
Ken Sumnall
Nadyne Gooding
Alison Morse
Alternate
Lesley De
Pauw
Bill Mates
Sharyl Ragobar
Patricia
Toogood
Jan Williamson
Linda
Stevenson
Patricia Qillln
Ed Hagar
1998 February 24...70
Local Association
VOICEfor Hearing Impaired
Children
Our Special Children
Thames ValleyChildren's Centre
Thames ValleyDistrictAlliance
of Home &School Council
Board Members
Representative Alternate
Jill Worthington Mary Margaritis
Rhonda Teichrob
Mary Ann Tucker Dr.Marvyn Fox
Mamie Crawford Mary Worsley
Joyce Bennett
Cynthia Nurse
Graham Hart
Approved on motionof Bennett and Hunter.
Trustee Vaughan is absent duringvoting.
29-D.Ontario Public School Boards'Association (OPSBA)Report
Trustee Nurse presents a briefupdate on the AnnualOPSBAConference
held inToronto,1998 January 26,27,and provides information on various
future OPSBA meetings.
The reportis receivedon motion ofNurse and Smith.
Trustee Vaughan Is absent during voting.
COMMUNICATIONS
30-A.None at this time.
ADJOURNMENT
The meetingadjourns at 11:13 p.m. on motionof Peters and Elm.
CONFIRMED: