4/28/1998 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING,1998 APRIL 28
The Board meets in regular session on the above date in the Board Room at the
EducationCentre,meetinginCommitteeofthe Wholein camera at5:00 p.m.,followed
by a public session at 7:00 p.m. The following are in attendance:
H.Wice,Chairperson J. Hunter (-10:00)
M.Metras (-10:00)
P.Smith P.Jaffe (+5:10)R. Elm(-6:00)
C.Nurse J.Bennett S.Peters
G. Hart (+6:00)D.Stewart R.Vaughan
also:
J.Laughlin R.Trahan R.Neatby
P.Askey R. Murray
G.Owens
S.Westaway G.Treble K.Bushell
P.Gryseels D.Varnell C.Linsdell
B.Bryce T.Veenstra P.Robinson
T.Anderson L.Peck S.Christie
C. Murphy
B.Beatty P.Thorup
A.White P.Dunn A.Hogg
P.Mennill J.Malfara E. Nelligan
J.Empringham J.McKenzie
Regrets:W.Brock
JOHN GUMMOW EFFECTIVE SPEAKING AWARD
Dana Wieczorek,student of Northdaie Central P.S.,and Sara Makish,student of Lord
Dorchester S.S.,are recognized as winners of the John Gummow Award for Effective
Speaking.This award is presented to the highest ranked elementary student and
secondary student in Middlesex County schools.Appreciation and congratulations are
expressed to the students for their originality and excellence In effective speaking
during their presentations to the Board.
OFFICIAL RECORD
We regret to record the death ofMiss Nancy Alee on 1998 March 14.Miss Alee joined
the London Board of Education staff in 1983 as a teacher assistant at Lome Avenue
P.5.and transferredtoClara BrentonP.S. in 1987.Miss Alee will be missed byallwho
knewand workedwithher throughout heryears withthe BoardofEducation forthe City
of London.
We regret to record the death of Ms.Veronica Dryden on 1998 April 24. Ms. Dryden
joined the London Board of Education staff in 1968 as a teacher at Aberdeen P.S.and
has since worked atNorthridge P.S., SirJ. A.Macdonald P.S.,BishopTownshend P.S.,
Wortley Road P.S.,Cleardale P.S., Huron Heights P.S., and most recently as Vice
Principalat Kensal Paric P.S. Ms.Dryden will be missed byallwho knew and worked
with her throughout her years with the Board of Education for the Cityof London.
1998 April 28...94
42-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
Vaughan and Peters.
The Committee rises to report.
The Board resumes.
42-B.Report of the Committee of the Whole,1998 April 14
Members Administration and Others
H.Wice,Chairperson R. Elm (4-7:00)
P.Smith
R.Vaughan
C.Nurse
G. Hart (-10:15)
J.Hunter
J.Bennett
D.Stewart
S.Peters
B.Brock
M.Metras (+5:05)
J.Laughlin
T.Anderson
P.Aske/
B.Bryce
B.Greene
8.Westaway
D.Varnell
L.Peck
J.Malf^a
R.Neatby
P.Thorup
S.Christie
A. Hogg
W.Scott
Regrets:P.Jaffe
Reports:
1.No conflicts of interest were declared.
2.The Committee met in camera from 5:00 p.m. to 6:25 p.m.and from 9:03 p.m. to
10:30 p.m. and discussed confidential negotiable,personnel and property
matters.Reports on School Year Calendars were reported out to the Board that
evening.
3. The Committee met inpublic session from7:00 p.m. to 8:50 p.m.
4.Trustee Bennett reports that the Ontario Federation of Home &School
Association's Annual Meeting and Conference is to be held 1998 April 17,18,
and 19 at the Westin Hotel, London.Trustees were encouraged to register early
to show their support.Trustee Bennett presented Director J.Laughlin with a
special tie on behalf of the Ontario Federation of Home &School Association.
5. A report on the Corporate Mission and Statement of Beliefs for the Thames
Valley District School Board was presented.
1998 April 28...95
Inresponse to a motion ofthe Boardat its meeting held1998January 13,the
Corporate Mission and Beliefs Statements Development Committee was
established to review sample mission and beliefs statements and identify the
primevalues,priorities and purposesthatshouldbe reflected within the schools
of the Thames Valley DistrictSchool Board.Based on the input received from
various stakeholders (trustees, staff,students,parents, communitymembers) a
draft statement ofbeliefswas prepared and refined. Aftermuch exploration and
discussion,consensus was readied,and the proposed Corporate Mission and
Beliefs Statement was finalized.
Three representatives of the Corporate Mission and Beliefs Statements
Development Committee were introduced.During a discussion period, the
committee responded to questions forclarification,and amendments were made
to the Corporate Mission and Beliefs Statement.
(see recommendation 1)
6. A list of "catch phrases"was distributed and input was requested with
suggestions being forwarded to Peter Askey,Superintendent of Corporate
Planning and Communications.
7. The report of the Policy Working Committee, 1998 April 06 was reviewed.
Trustee Nurse was elected Chairperson for 1998 and assumed the chair.
An overview of a draft report,Violence-Free Schools was presented by the
Administration.Procedures are being established in compliance wth the Ministry
of Education and Training's,Violence-Free Schools Policy,1994.The draft
report which will be organized intotwo distinct sections,policyand procedures,
and then submitted to the Committee for review,results from harmonizing
existingpoliciesofthe fourformer boards intoa common policyand procedures.
The Committee Mandate was confirmed.
Standard formatsforpoliciesand procedures were reviewedand a process for
developing policywas discussed.
(see recommendation 2 and 3}
The following meeting dates were confirmed:
Monday 1998 April 06 6:00 p.m. - 8:00 p.m.
Monday 1998 April 20 6:00 p.m. - 8:00 p.m.
Friday 1998 May 01 12:15 p.m. - 2:00 p.m.
Friday 1998 May 15 12:15 p.m. - 2:00 p.m.
Friday 1998 June 05 12:15 p.m. - 2:00 p.m.
Friday 1998 June 19 12:15 p.m.-2:00 p.m.
Recommendations:
1.That the Corporate Missionand Beliefs Statements fortheTl^ames ValleyDistrict
School Board (see page 104)be approved.
1998 April 28...96
2. That the standard formats for policies and procedures, as presented,be
approved.
3. That the process fordeveloping policy (see pages 105 and 106)be approved.
H.WICE,
Chairperson
The report is received and recommendations 2and 3 are adopted on motionofBennett
and Nurse.
Recommendation 1 is adopted on a poll vote as follows:
YES:Jaffe,Nurse,Hart.IHunter,Bennett,Stewart,Peters,Metras,Smith
NO:Vaughan
Trustee Elm is absent during voting..-
42-C.Report of the Committee of the Whole,1998 April 28
Reports:
1.No conflicts of interest were declared.
2. The Committee met in camera from 5:00 p.m. to 6:00 p.m. and from 10:12 p.m.
to 11:05 p.m. and discussed confidential personal,negotiable,property and
other matters.A motion to sit past 11:00 p.m.was approved by a two-thirds
vote.
Recommendation:
1.Thatthe resignation of6arbaral\^iiler,elementaryteacherfrom Byron Somerset
P.S., be accepted under the mutual consent clause,effective 1998 April 30.
P.SMITH,
Chairperson
The report is received and the recommendation is adopted on motion of Smith and
Vaughan.
Trustees Metras,Hunter and Elm are absent during voting.
CONFiRMATiON OF tlAiNUTES
43-A.The minutes ofthe Regular Board meeting,1998 March 24,are approved on
motion of Jaffe and Vaughan.
1998 April 28...97
43-B. Theminutesofthe Board meeting,1998 April 07,are approvedon motion of
Jaffe and Vaughan.
43-C.The minutesofthe Boardmeeting,1998 April 14,are approved on motionof
Hart and Nurse.
Trustee Elm is absent during voting.
REPORTS FROM THE ADMINISTRATION
Director's Branch
44-A.DirectorJ. Laughlin reports on two significant concerns that have emerged
fromthe new student focused funding model; the debt charges forcapital
proj^s and pupil accommodation implications.
The Board must assume the full cost of the debt for its four building projects
(H.B.Beal S.S.,Clarke Road S.S.,White Oaks P.S.and North Meadows
P.S.) previously caught inthe Ministry of Education and Training one-year
moritorium.l^ere are about 200 projects throughout Ontario similariy
affected by the Ministrydirective.
In addition.It appears the Board would not be eligible for funding to build or
expand schools,even in areas ofhighpopulationgrowth,ifspace is available
at another school anywhere else inthe system.
Ameeting is scheduled withthe Ministry of Education and Trainingon June
01 to discuss these Issues.If the issues are not resolved,funds needed for
renewal and major maintenance of existing school buildings or for future
buildings,will have to be diverted to pay for the debt. This will have a
negative impact on students and classrooms.
The report is received on motion of Bennett and Hart.
Trustee Elm is absent during voting.
Corporate Planning and Communication Services
45-A.Recommendation:
That the grant application inthe amount of $16818 512.for the School Board
Restructuring Fund on behalf ofthe Thames ValleyDistrictSchool Board, be
forwarded to the Ministry.
1998 April 28...98
Background:
In February,1998 the Minister of Education and Training announced that
fundingwouldbe made availabletoschool boards to assist inoffsetting costs
incurred as a result ofthe changes In educational governance.Infomiation
has been provided bythe Ministry to explain the eligibility requirements for
the funding.The Board has Incurred a number of"one-time"costs as it has
moved through the amalgamation and restructuring process.Stafffrom all
departments have assisted inthe preparation ofthe grant application,and
informationon the criteria used for developing the proposal was provided.
Giventhe geographic distances and the number ofworkplace locations Inthe
Board,considerable long term efficiencies and cost-avoidance can be
achieved through an effective communication system linking schools,
CommunityEducation Centres and worksites through a wide area computer
networkand integrated telephone system.The Communications Technology
Infrastructure projectproposal is the foundationofthe Board's application.
The details inthe grant application show that many administrativeefficiencies
can be achieved which will result inoperational savings,increased efficiency,
and better service to the students,schools and communities.The grant
application also identifies staffreductions,some ofwhichmay be eligible for
severance adjustments.
TTte grant applicationcontains nine Initiatives whichconsists ofthe Board's
priorities fortransitionsupport. The result will bea streamlined administration
that remains accountable and effective and at the same time positioning the
Boardtooffer students and teachers a modern technology infrastructure that
enables learning and enhances teaching.
Partnerships with our coterminous Catholic school board and the two
adjacent French-language boards,particularly as partofthe Communications
Technology Infrastructure proposaJ,as well as community sen/ice partners
and corporate business partners, are an important aspect ofthe proposals.
Transition Initiatives:
1.Communications Technology Infrastnjcture $4 651 305.
2.Integration ofAdministrative Systems 6 351 990.
3.Organization and Staffing Rationalization
1 900 000.
4.Electronic Database of Board Policies/Procedures 627 600.
5.Records Management 170 000.
6.Year 2000 Systems Compliance 426 060.
7.Workers'Compensation Schedule Change 1 407 557.
8.Accommodation Alterations and Consolidation 984 000.
9.Reimbursement of Legal and Audit Costs 300 000.
Total Requested:$16 818 512.
1998 April 28...99
Thereportisreceivedandthe recommendation isadoptedon motion ofJaffeand Hart.
Trustee Elm is absent during voting.
Program Services
46-A.Recommendation:
That Junior Kindergarten be provided to schools under the Board's
jurisdiction, effective 1998 September 01.
Background:
The Board at its meeting on 1998 March 24,approved a recommendation
that tiie Administration develop a plan to explore the feasibilityofproviding
Junior Kindergarten inall areas where space is presently available by 1998
September and in all other areas as soon as possible.The intent is to
provide access to Junior Kindergarten inthe former Oxford and Middlesex
County schools and to continue to provide Junior Kindergarten inthe former
London sind Elgin County schools.
The former Oxford County Board of Education had fullyimplemented Junior
Kindergarten by 1997-96.All furniture and equipment purchased for the
Junior Kindergarten program was inventoried with the intent to return itfor
use in Junior Kindergarten classes of the future.The former Middlesex
County Board of Education had implemented Junior t^ndergarten in 50%
of its schools.Again, furniture and equipment purchases have been
documented and are available for use. The implementation or re-
introductionof Junior Kindergarten has been premised on the benefits of
early language training,a qualitylevelof sen^ice provided by capable staff,
and as budget permits. Consultation with staff from the Community
Education Centres,Program Sen/ices,Facilities Serviced,Schools,and two
School Council groups through their principals,has occurred.
Itshould be noted that the Ministry of Education and Training aggregate
class size of 25:1, when applied,will create some Junior Kindergarten
classes of smaller size and will mean some classes within a school will be
larger than 25:1.
The sen/ice deliverymodelforJunior Kindergarten will Includea varietyof
options such as alternate days; Junior Kindergarten/SeniorKindergarten
blended classes.
Staff costs are expected to be funded through the Ministry of Education
grants for teachers fromthe base foundation and special pupil grant inthe
new funding model.Transportation costs are expected to remain neutral
withan alternate day schedule forJunior Kindergartenpupilswho require
busing.
1998 April 28...100
Some facility renewal funds fromthe $2.6 million ofthe stub year budget wiii
be used to finish the accommodation of JK students.The furniture and
equipment funds will be found within the existing stub year budget.
Costs:
Accommodation (Facility Renewal Fund)
Furniture &Equipment (Existing Stub Year)
Total
$182 000.
$127 000.
$309 000.
Note;All costs are covered from knownfunds,grants or budget lines
The report is received and the recommendation Is approved on motion of Hart and
Nurse.
Trustee Elm Is absent during voting.
MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN
47-A.None at this time.
REPORTS OF COMMITTEES
48-A.Report of the Second Meeting of the Special Education Advisory
Committee
1998 April07
12:00 noon-2:20 p.m.
Members
J.Bennett,Interim Chairperson L Shainllne
0.Nurse L.Stevenson
G.Hart C.Culver
R.Telchrob H.Mezon
J. Worthington P. Gillis
M.Tucker N.Gooding
C.Laine
Regrets:M.Crawford, K.Sumnall,E.Hager
Reports:
1.No conflicts of Interest were declared.
Administration and Others
A.Morse
D.Varnell
B.Merifield
S.Cowan
L.Wingert
K.Heffernan
P.Thompson
P.Paterson
S.Hurley
W.Scott
1998 April 28...101
2. A report ofthe Criteria for Categories of Exceptionality was presented.It was
reported that the criteria for categories which include Behaviour,
Communication,Intellectual,Physicaland Multiple exceptionalities havebeen
reviewed to ensure conformity with the Ministry of Education and Training
categoriesof exceptionality definitions.This will support consistency ofthe
identification processacrossthesystem. Itwasnotedthatthe identification of
exceptionalities is nottied to the programs and sen/ices forspecial needs
students. Copiesofthe Gifted ScreeningAssessment Reportwere distributed.
3. •Copiesof information pertaining to Eligibility forSpecialClass Placementwas
distributedand discussed.Itwas explained thatmost students withexceptional
learning needs, havetheirneeds addressed In a regularclassroomplacement.
Special Class placements are considered byschool personnel and parents
when a student's learning needs exceed those that can be met ina regular
classroom placement.
Aquestion and answer period was held.
4. Achartofthecurrentprograms including preliminary data ofspecialeducation
students and personnelrelateddata for 1997-98was distributed and reviewed.
Itwas reportedthatcurrentSpecial Education programsand servicessubject
tobudget confirmation will continuetobe offered attheCentral,East,Westand
South CommunityEducationCentre locationsforthe nextschool year.
5. Adiscussionwas held regardingthe requirements forsubmissiontothe Ministry
of Education and Training ofthe Annual Review oftheSpecial Education Plans
for 1998.It was noted that the date for submission of Part 1 of the special
education plan Is 1998 May 15.
The process for re\newing and revising the annual plan was discussed. The
Ministry of Education and Training recognizesthat manychanges toeducation
legislation and regulations,as well as education reform and Ministry policies
and directionshave had a cumulativeimpactuponspecial education.With the
amalgamationofschool boards, the Ministry anticipatesthat the annual review
ofschool board special education plans will be so extensivethat amalgamated
boards will need to undergo a process of developing a comprehensive special
education planinorder to meet the needs ofthe exceptional pupilconsistently
across the district.
The Committee emphasized that a statement of philosophy including the
values, beliefs and principles need to be identified at the beginning of the
process. The need to ensure flexibility and accommodate diversity as the
specialeducation programand services are harmonized across thesystemwas
emphasized.
1998 April 28...102 ^
I
A draft summary of the comments and responses to Part 1 of the 1996
requirements will be presented at the Maymeeting ofSEAC.
6. Don Vamell,Associate Superintendent • Program Services provided an
overview of the new funding model and special purpose grants for special
needs students.Copies of the documents,Student Focussed Funding •
Technical Paper and Resource Manual for the Special Education Grant
Intensive Support Amount,were distributed and reviewed.
It was reported that the Special Education Grant is provided In a single,
protected envelope,divided Intotwo components:
(i)The Special Education Per Pupil Amount or SEPPA;
(11)The Intensive Support Amount or ISA.
The SEPPA is generated on the basis of pupilenrollment. The majorityofthe
Board^s Special Education funding will be generated through SEPPA.Boards
will be expected to provide forthe needs ofthe majority oftheirexceptionar
pupils using SEPPA funding and will continue tohavethe flexibility to respond
to local needs usinga range ofspecial education programs and reviews.
The ISAis "student specific" and is generated on the basis of an individual
pupil's needs.There will be a mechanism for providing "In-year"funding to
assist boards withnew students who arrive part way through the school year
and students will be able to take useful equipment withthem when they move
to another school board.
Duringa discussion period, it was agreed that Committee Members willdiscuss
the documents with their ^sociation.Specific questions may be submitted to \
Bob Merifield,ProgramSupen/isor, priorto the 1998 May05 meeting.'\
Itwas reported that the newfundingmodel Is presently being analysed. Itis
anticipatedthat moredetailed information will be availableat the next meeting.
7. Itwas suggested that a representative ofthe Ministry ofEducation and Training
be invited to attend a subsequent meeting to discuss special education grant
funding. The feasibilityofscheduling a meeting withthe Ministry of Education
and Trainingand Regional SEAC's is to be Investigated bythe Administration.
8.It was requested that the Administration discuss with Peter Askey,
Superintendent Corporate Planningand Communications, the options available
for enhancing the method ofcommunication withSEAC members through the
use of the Internet.The matter is to be taken under advisement.
X
1998 April 28...103
9.The Committee met in Forum.
The reportis received on motionofBennett and Nurse.
Trustee Elm is absent during voting.
J.BENNETT
Chairperson
ADDITIONAL BUSINESS
49>A.Report fromthe Ontario Public School Boards'Association (OPSBA)
Trustee Nurse provides a briefupdate on recent OPSBAWestern Regional
Council meetings.
The report is received on motionof Nurse and Bennett.
Trustee Elmis absent during voting.
49-B.Presentation by Trustee Nurse on behalf of the Elgin County
Community
Posters highlighting picturesofstaffwhomaybe affectedbycuts in funding
by the Ministry of Education and Training, are presented to Trustees on
behalf of the Elgin County community.
COMMUNICATION
50-A.None at this time.
ADJOURNMENT
The meeting adjourns at 11:07 p.m. on motion of Bennett and Nurse.
CONFIRMED:
erson
1998 April 28...104
OUR MISSION
The Thames Valley District School Board is a partnership of students,parents,
employees and community committed to excellence as a leader Inpublic education.
Ourfocus isto enable learners toacquire knowledge and develop critical thinkingskills
and values that allow them to realize their potential and contribute positively to their
community.
OUR BELIEFS
Students come first.
Learning occurs best in safe,caring,respectful and welcoming environments.
By recognizing and supporting the needs of learners,we enable them to reach
their potential.
All learners can develop Into contributing citizens who are accountable to
themselves and others.
Effectiveand comprehensive programs and services enrichthe livesof learners.
Highlyskilled, caring and motivated individuals serve as positive role models.
Our employees are an integral part of our success and our future.
Family and community interaction with the school promotes and enhances
student success.
Communication which Is interactive,open and honest builds trust and
commitment.
We buildthe foundation for our future from our collective experiences.
Our school system is strengthened by embracing diversity and celebrating
creativity.
Public education is an investment in people and community.
1998 April 28...105
PROCESS FOR DEVELOPING POLICY
The governance process ofthe Board will reflect leadership Instrategic and long range
planning according to values and perspectives that permeate and dominate ali aspects
of the Board's operation. The Board will develop policy consistent withits mission,
beliefs,principlesand otherpoliciesinan effortto address the Board'sbroadconcerns,
rather than reacting to specific issues.The Board will endeavour to provide policy
leadership thatclarifies,inspiresand establishes a value system and perspective that
stimulates leadership.
The Board will establish policies that are:
Comprehensive
Policies are expected to be general enough to cover a variety of related situations,
flexible enough to permit some degree of judgement to be used in applying the
policyin individual situations, and specific enough to permitfairand reasonably
uniformapplication bythe staff members responsible forits implementation.
Current
The policies will reflectthe actual operating procedures ofthe Board and validate
the need for their existence,other than at times of formal policy reviews.
Literal
Policies must mean what they say,be devoid of organizational language that is
meaningless,and ensure the integrity of the governance process.
Accessible
Board policiesmust be readilyavailable at each operating site ofthe Board in a
manner that Is accessible tothe staffand,where appropriate,parents,students and
community at large.Electronic formats for policies shoulB be available as
appropriate, and helpinreducing unnecessary paper flow,withoutlimiting access.
Brief
While the establishment of policy is the responsibility of the Board of Trustees,it
recognizes the need to consult,where appropriate,with its staff,parent groups,
students and the community at large.
Procedures will be established by the Director of Education.
As deemed appropriate,draft policy will be circulated.Those consulted may include
representatives of students,parent groups, staff, and the communityin an effortto
obtain their opinions before the draft is approved bythe Board.
1998 April 28...106
The Director will ensure that
superintendents,principals of schools,and supervisors of operating
departments review, new policies which affect the operation of their school or
the department they supervise with their staff to ensure that the purpose and
the meaning are understood;and reviewexisting policies,when concerns arise
superintendents communicate allnew policies related to school or department
operations to the principals and other operating supervisors before copies are
released to the public
principals,teachers and other staff are invited to submit in writing to the
Director of Education,suggestions for new policies and comments on existing
policies related to their particular area of responsibility or interest as follows:
- principals through their associations
- school staffthroughthe principal
- other staff through their representative employee groups
parents are invitedto submit suggestions for new policies and comments on
existing policies,through their School Council Alliance, Home and School
Council or other recognized parent group.This process does not preclude
parents contacting trustees directly about their concerns.