9/22/1998 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
AGENDA FOR REGULAR MEETING,1998 SEPTEMBER 22
The Board meets in regular session on the above date in the Board Room at the
Education Centre, meeting inCommitteeofthe Whole,in camera at5:00 p.m.,followed
by a public session at 7:00 p.m.
OFFICIAL RECORD
We regret to record the death of David (DJ)Lewis,a 15-year old student at Thames
S.S..on 1998 July 08. DJ will be missed by allwho knew him.
We regret to record the death of Chris Hoshal, a 15-year old student from Arthur
Voaden S.S.,on 1998 July 13.Chris will be missed by allwho knew him.
We regret to record the death ofNathan Forbes,an 8-year old student from Scott Street
P.S., on 1998 July 27.Nathan will be missed by allwho knew him.
We regret to record the death ofLarryPhillips,a teacher from Wilfrid Jury P.S., on 1998
June 19.Larry will be missed by all who knew him.
We regret to record the death of VictoriaDestounis, a secretary from Central Elgin
Collegiate,on 1998 August 16. Victoria will be missed by allwho knew her.
We regret to record the death of Bruce Waddell, a charge custodian from Westminster
Ponds on 1998 September 12.Bruce will be missed by allwho knew him.
TRIBUTE TO FREDRICK BOYES
It is with regret that we record the death of Dr. Fredrick Francis Rowse Boyes on
Wednesday 1998 June 03. Dr. Boyes was a member of the firstMiddlesex County
Board of Education,elected in December 1968 and represented East Williams and
West Williams Townships.He served as a trustee from 1969 to 1974 and as
Chairperson in 1970.Dr.Boyes also sen/ed as Medical Officer of Health and Chief of
Staff at Strathroy Middlesex General Hospital, and Coroner of Middlesex County.
75-A.Conflicts of interest.
COMMITTEE OF THE WHOLE
The Board moves intoCommittee ofthe Whole in camera,at 5:00 p.m. on motionof
and
The Committee rises to report.
The Board resumes.
75-B. Report of the Committee of the Whole,1998 September 22
The report is received and the recommendation(s)are adopted on motionof
and
75-C. Report ofthe Committee ofthe Whole,1998 September 08
(Copies to Members,1998 September 18)
The report is received and the recommendation(s)are adopted on motion of
and
CONFIRMATION OF MINUTES
78-A. The minutes ofthe Regular Board meeting,1998 June 23, are approved
on motion of and
(Copies to Members,1998 September 18)
76-B. The minutes of the Special Board meeting,1998 August 19.are approved
on motion of and
(Copies to Members,1998 September 18)
76-C. The minutes of the Special Board meeting,1998 September 03,are
approved on motion of and
(Copies to Members,1998 September 18)
76-D. The minutes of the Board meeting,1998 September 08, are approved on
motion of and
(Copies to Members,1998 September 18)
REPORTS FROM THE ADMINISTRATION
Corporate Planning and Communication Services
77-A Development ofSchool Accommodation Review Plans (Elementary and
Secondary)
(Copies to Members,1998 September 18)
The report is received and the recommendation(s)are adopted on motionof
and
Director's Branch
78-A.Director's Announcements
-Overview of Committee and Board Dates
(Copies to Members,1998 September 18)
The report is received on motion of and
Business Services
79-A.Former Administration Buildings-Update
(Copies to Members,1998 September 18)
The report is received and the recommendations are adopted on motion of
and
Human Resources
80-A. In accordance with Board direction,1998 June 23, Item 63-B.Rec.8,the
Chairperson approved the following recommendations during the summer
montlis:
That the resignation forthe teachers listed below be accepted under the
mutual consent clause effective on the date Indicated.
Name Retirement
Bill MacKenzie (P.S.)
Vince Enright (S.S.)
1998 June 30
1998 August 31
Name Resignation
Joan Cole (S.S.)
John Condos (S.S.)
Diane Hancox (S.S.)
Alison Hauch (P.S.)
Linda Kuehr (S.S.)
Gene Lewis (P.S.)
Ron Vandecasteele (P.S.)
1998 August 31
1998 August 31
1998 August 31
1998 August 31
1998 August 31
1998 August 31
1998 August 31
The report is received on motion of and
80-B. Termination Whileon LongTerm Disability - Rescinding Policy
(Copies to Members,1998 September 18)
The report is received and the recommendation is adopted on motion of
and
Operations
81-A Staffing Update -Teacher/Educational Assistant Allocations
(Copies to Members.1998 September 18)
The report is received on motion of and
MOTIONS •NOTICE OF WHICH HAS BEEN GIVEN
82-A.Metras and Peters move
That notwithstanding the Chairs'Committee's review of the Board's
governance structure,the Board shall:
1.establish a Program Standing Committee having the terms of
reference as outlined in A below,
2.establish an Operations and Business Standing Committee having
the terms of reference as outlined in B below,
3.establish a Budget Committee having the terms of reference as
outlined in C below,and
4.establish a Director's Review Standing Committee having the terms
of reference as outlined in D below.
A.Program Standing Committee Terms of Reference
i)The Committee shall consist of a minimum of five trustee members
appointed bythe Board based on a recommendation fromthe Chairs'
Committee.The Chair and Vice-Chair of the Committee shall be
elected at the first meeting by those Committee members In
attendance.
ii)The Committee shall meet regularly the first Tuesday of each month
except July and August. The Committee Chair shall have the
authority to vary the dates and frequency of meetings.
Ill)Thecommitteeshallconsiderand recommend upon referralsfromthe
Board,other committees and the Administration with reference to any
of the following matters,and such other matters as the Committee
Chair or Committee shall add to the agenda:
Program review,development and implementation,
Organization of Program staff,
Student measurement and evaluation services.
Educational research and program planning functions.
Educational resource services,
Ethno-cultural relations,
In-service training programs as they relate to curriculum or program
initiatives,
Appeals and delegations regarding any ofthe above matters.
iv)The staff resource for the Committee shall be the Superintendent of
Program Services.
V)Secretarial support for the Committee shall be provided by the
Secretary to the Superintendent of Program Services.
vi)Notices of meetings,agendas and reports to be distributed by the
Secretary to the Superintendent of Program Services.
vii)Notices of Committee meetings and agendas will be provided to all
trustees.
B.Operations and Business Standing Committee Terms of Reference
i)The Committee shall consist of a minimum of five trustee members
appointed by the Board based on a recommendation from the Chairs'
Committee.The Chair and Vice-Chair of the Committee shall be
elected at the first meeting by those Committee members in
attendance.
ii)The Committee shall meet regularly the third Tuesday of each month
except July and August.The Committee Chair shall have the
authority to vary the dates and frequency of meetings.
iii)The committeeshallconsiderand recommend upon referrals fromthe
Board,other committees and the Administration with reference toany
of the following matters,and such other matters as the Committee
Chair or Committee shall add to the agenda:
Organization and operation of schools
Occupational health and safety
School accommodations and school study committees
Emergency procedures
Student safety
Board Financial administration
Transportation
Computer operations
Purchasing and warehousing including tendering procedures
Custodial and maintenance services
General insurance
Cafeteria operations
Matters relatingtothe real propertyofthe Boardincludingleasing and
rental of facilities
Community use of facilities
Administration of the management information system
Accommodation needs ofthe ancillary operations ofthe Board
Matters related to planning in liaison with municipal governments
School population statistics and forecasting
Matters related to decisions on non-resident students,appeals by
non-residents and school leaving
Appeals and delegations regarding any of the above matters.
Iv)Areport shall be submitted to the Committee at each regular meeting
indicating the cost and the annual costs ofall increases or decreases
in the budget approved by the Board and all staff complement
changes approved by the Board.
v)The staff resource for the Committee shall be both the Superintendent
of Operations Services and the Superintendent of Business Services
and Treasurer.
vi) Notices of meetings,agendas and reports to be distributed by the
Secretary to the Superintendent of Operations Services.
vii)Secretarial support for the Committee shall be provided by the
Secretary to the Superintendent of Operations Sen/ices.
vili)Notices of Committee meetings and agendas will be provided to all
trustees.
C.Budget Committee Terms of Reference
i)The Committee shall be comprised ofall members ofthe Board.The
Chair and Vice-Chair of the Committee shall be elected at the first
meeting by those Committee members in attendance.
il)The Committee shall:
a) Develop and recommend to the Boardforapproval the Capital
Expenditure Forecast forannual submissions tothe Ministry of
Education
b) Consider the draft budget of revenue and expenditures
proposed by the Administrationand shall develop and make
budget recommendations to the Boardforapproval.
iii)The Committee Chair shall call a meeting at his/her discretion or
when called upontodoso by resolution ofthe Board.During budget
deliberations the Committee shallhave priority overotherStanding
Committees for meeting dates.
D. Director's Review Standing Committee
i) The Committee shall consist offour trustees appointed bythe Board
based on a recommendation from the Chairs'Committee.The Chair
and Vice-Chair ofthe Committee shali be elected at thefirstmeeting
by those Committee members in attendance.
ii)The time and date of meetings to be at the discretion of the
Committee.
ili)The Committee shall reportto the Boardat least once a year inthe
month of November.
(iv)The Committeeshall consider and recommend upon referrals from
the Board with reference tothe performance ofthe Director, and such
other matters as the ChairorCommitteeshalladd tothe agenda with
reference to the performance of the Director.
REPORTS OF COMMITTEES
83-A. Report of the Outcome Based Project Team -School Councils
D.Stewart,Chairperson
(Copies to Members.1998 September 18)
The report is received and the recommendations adopted on motionof
and
83-B. Report of the Fifth Meeting of the Special Education Advisory Committee,
1998 September 15, J.Bennett,Chairperson
(Copies to Members,1998 September 18)
The report is received and the recommendations are adopted on motion of
and
83-C.Report of the Policy Working Committee,1998 September 15,
C.Nurse,Chairperson
(Copies to r^^embers,1998 September 18)
The report is received and the recommendations are adopted on motion of
and
83-D.Report of the Chairs*Committee
(Copies to Members,1998 September 18)
The report is received on motion of and
ADDITIONAL BUSINESS
84-A.None at this time.
COMMUNICATION
85-A.None at this time.
NOTICE OF MOTIONS
QUESTIONS BY MEMBERS
ADJOURNMENT
The meeting adjourns at p.m. on motion of and
CONFIRMED:
Ciiairperson
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING,1998 SEPTEMBER 22
The Board meets in regular session on the above date in the Board Room at the
EducationCentre,meetingin Committee ofthe Whole,in camera at5:00 p.m.,followed
by a public session at 7:00 p.m. The following are in attendance:
H. Wice,Chairperson C.Nurse D.Stewart
P.Smith G. Hart (+5:15)S.Peters
P.Jaffe J.Hunter (+7:15)W.Brock
R.Vaughan J.Bennett M.Metras
also:
J.Laughlin R.Trahan G.Owens
S.Westaway J.Empringham R.Wilson
P.Gryseels J.Thorpe S.Killlp
B.Bryce G.Jazey J.Malfara
B.Greene R.Murray R.Princis
C.Murphy G.Treble D.Williams
A.White L.Peck A. Hogg
P.Mennill J.McKenzie W.Scott
Regrets:P.Schuyler
OFFICIAL RECORD
We regret to record the death of David (DJ)Lewis, a 15-year old student at Thames
S.S.,on 1998 July 08. DJ will be missed by all who knew him.
We regret to record the death of Chris Hoshal, a 15-year old student from Arthur
Voaden S.S., on 1998 July 13.Chris will be missed by allwho knew him.
We regret torecord the death ofNathan Forbes,an 8-year old student fromScott Street
P.S.,on 1998 July 27.Nathan will be missed by all who knew him.
We regret to record the death ofLarryPhillips,a teacher from Wilfrid Jury P.S., on 1998
June 19.Larry will be missed by all who l^ew him.
We regret to record the death of Victoria Destounis, a secretary from Central Elgin
Collegiate,on 1998 August 16.Victoria will be missed by allwho knew her.
We regret to record the death of Bruce Waddell,charge custodian from Westminster
Ponds on 1998 September 12.Bruce will be missed by allwho knew him.
TRIBUTE TO FREDRICK BOYES
Itis with regret that we record the death of Dr. Fredrick Francis Rowse Boyes on
Wednesday 1998 June 03. Dr. Boyes was a member of the first Middlesex County
Board of Education,elected in December 1968 and represented East Williams and
West Williams Townships.He served as a trustee from 1969 to 1974 and as
Chairperson in 1970.Dr.Boyes also served as Medical Officerof Health and Chief of
Staff at Strathroy Middlesex General Hospital, and Coroner of Middlesex County.
1998 September 22...196
7S-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
Brock and Stewart.
The Committee rises to report.
The Board resumes.
75-B.Report of the Committee of the Whole,1998 September 22
Report;
1.No conflicts of interest were declared.
2. The Committee met In-camera from5:00 p.rh.to 6:40 p.m. and from 11:45 p.m.
to 11:56 p.m. and discussed confidential personal matters.
Recommendations:
1. That the motionapproved at the in-camera session on 1998 September 22
related to the personal issue,be adopted.
2. That the resignation to retirement for the following teachers be accepted under
the mutual consent clause,effective date as indicated:
Name Retirement Date
Ron Cougler 1998 10 31
Joe Moszcelt 199810 02
Thomas Kennedy 199811 30
Gwenda Robinson 1999 02 28
Jean Young 199811 30
The reportis received and recommendation 1 is adopted on a poll vote as follows:
YES:Brock,Stewart,Bennett,Hunter,Hart,Jaffe,Smith
NO:l\4etras,Peters,Nurse,Vaughan
Recommendation 2 is adopted on motionofSmith and Hart.
1998 September 22...197
75-C.Report of the Committee of the Whole 1998 September 08
Members
H.Wice,Chairperson
P.Smith
P. Jaffe (-10:05 +10:08)
R.Vaughan (-10:05 +10:08)
C.Nurse
G. Hart (+5:52)
P.Schuyler (+7:00)
J.Hunter (+7:00 -9:30)
J.Bennett (+5:05)
0.Stewart (-11:30)
S.Peters
B.Brock (-10:05+10:08)
M.Metras
Reports:
I.No conflicts of interest were declared.
Administration and Others
J.Laughlin
P. Askey
S.Westaway
P.Gryseels
B.Bryce
B.Greene
A.White
J.TTiorpe
P.Mennill'
R.Trahan
J.Empringham
G.Jazey
R. Murray
G.Treble
L.Peck
B.Beatty
J.Malfara
J.McKenzie
G.Owens
G.Brown
R.Wilson
S.Christie
T.Anderson
D.Williams
P.Thorup
A.Hogg
2.The Committee met in camera from 5:00 p.m. to 6:20 p.m.and from 9:40 p.m. to
11:58 p.m.and discussed confidentialnegotiable personal,and legal matters and
four recommendations were reported out to the Board on September 08. A
motion to sit past 11:00 p.m.was approved.
3.The Committee met in public session from 7:40 p.m. to 9:35'p.m.
4.Two new members of the Senior Administration were Introduced and welcomed
to the administrative team.Gary Jazey,Principal of Saunders S.S.,and John
Thorpe, Principal of Clarke Road S.S.,have been appointed to the role of
Associate Superintendent of Education,effective 1998 August 19.
5. The Administration reported on an excellent opening day of school.All
elementary and secondary schools were open to students,including H. B.Beai
S.S.and White Oaks P.S.InLondon and North Meadows P.S.in Strathroy,all of
which have undergone or are still undergoing construction.Staff,transportation
and programs were in place for students.The Administration paid tribute to all
the staff who wori<ed during the summer and over the long weekend to ensure
schools would be ready to welcome back the students.Three schools will
reopen on September 14:East Elgin S.S.in Aylmer,Glendale High School in
Tillsonburg,and Nonvich DistrictHigh School in Nonvich.Ross S.S.in London,
the first year-round secondary school in Ontario,has been open to students
since August 05.
1998 September 22...198
In response to comments by Trustee Jaffe during debate on the role and lines of
responsibilityof trustees and administrators,Trustee Vaughan raises a question
of privilege and requests to respond to tiie comments.The Chairperson denies
the request stating that Vaughan has already spoken twice during this debate.
Vaughan challenges the decision of the Chairperson.The action of the
Chairperson is upheld.
6. The Policy Working Committee met earlier today and developed the School
Accommodation and Facility Organizational Policy.The report on the Draft
School Accommodation and FacilityOrganizational Procedures,presented bythe
Administration,was received.
The Ministryof Education and Training in a Memorandum dated 1998 June 16
requires all DistrictSchool Boards to develop a pupil accommodation review
policy by 1998 September 30.The policy must comply withthe requirements of
the Education Act paragraph 8(1)26 and Regulations.The Ministryof Education
and Training stated that "...Boards will be expected to,develop a pupil
accommodation review policyby 1998 September 30.This policyis to Include,
if necessary,revisions to board policies under paragraph 8(1) 26 of the
Education Act so that decisions to consolidate schools become effective for the
1999-2000 academic year. Inaddition, by 1998 September 30,boards will be
required to develop a strategic plan which would identify areas in which the
rationalization of programming was being contemplated.The processes the
board would followto identify specific schools would be consolidated following
the 1998-1999 academic year and would ensure appropriate consultation with
parents and the community."
During July and August, the Corporate Planning and Communication Sen/ices
Department worked on the development of a draft procedure on school
accommodation and facility organization to meet the Ministryof Education and
Training direction.
On August 25, a draft of the procedures was shared with the Supervisory
Officers'Counciland subsequent tothat, the draft procedures were reviewed by
Director's Council at its meeting on September 01.
Director's Council recommended that the Policy Working Committee be
requested to develop a policystatement on School Accommodation and Facility
Organization and that the draft procedure on School Accommodation and Facility
Organization be considered by the Committee of the Whole at its meeting of
1998 September 08.
1998 September 22...199
The School Accommodation and Facility OrganizationPolicywas supported. It
was noted that following Boardapproval attheSeptember22meeting,the policy
and procedures are to be submittedtothe Ministry ofEducationand Training by
1998 September 30.
(see recommendation 1)
Recommendation:
1. That the School Accommodation and FacilityOrganization Policy,as set out
below (see page 217),be approved.
H.WICE,
Chairperson
The report is received and the recommendation is adopted on motionof Bennett and
Smith.
CONFIRMATION OF MINUTES
76-A.The minutes ofthe Regular Board meeting,1998 June 23,are approved on
motion of Brock and Hart.
76-B. The minutes ofthe Special Board meeting,1998 August 19,are approved on
motion of Brock and Hart.
76-C.The minutes of the Special Board meeting,1998 September 03,are
approved on motion of Brock and Hart.
76-D.The minutes of the Board meeting,1998 September 08,are approved on
motion of Brock and Jaffa.
REPORTS FROM THE ADMINISTRATION
Corporate Planning and Communication Services
77*A Development of School Accommodation Review Plans (Elementary and
Secondary)
Recommendation;
That the Senior Administration be directed to prepare a Draft Elementary and
Secondary School Accommodation Plan in accordance with the School
Accommodation and Facility Organizational Procedures,to be presented for
information to the Board at its meeting of 1998 October 27 to allow for
subsequent pubiic input.
1998 September 22...20Q
Background:
The Ministry of Education and Training indicated thatitexpects lhat boards
are meeting theirstudents' needs through efficient use ofschool facilities."
The Student-Focused FundingModelprovidesfor"NewPupil Places Grants"
to Boards where enrolments exceed their capacities.
The Ministry requires thatboards "must finalize its plan for effective student
accommodation byDecember31 1998."Sites which aredeclaredsurplusby
that date will not be includedinthe occupancy count forgrant purposes.In
addition,BoardsunderO. Reg.444/98 "mayaccept offersforsuch properties
from other boards and certain other bodies at the lesser of fair market value
and an amount to be calculated in accordance withthe regulation.Inaddition,
prior toJanuary 31,1999 Board's are permitted to offer these properties at
no cost to coterminous boards or the Ontario Realty Corporation."
In accordance with the Board Policy and Procedures on School
Accommodation and Facility Organization,the Administration wouldproceed
with the development ofa Draft SystemSchoolAccommodation Review Ran
forpresentation at the BoardMeetingof 1998 October 27.
Thecompressed timeframe provided bythe Ministry requiresthata District
Report on School Accommodation be developed and presented for
consideration bythe Board.The Administration istherefore recommending
that it proceed immediately with the preparation of a draft plan for
presentation to the Board.
During a question and answer period, the draft timelines for the School
Accommodation Review Plans were reviewed.Concerns are expressed
regardingthe possible impacton program offerings in rural areas. The
importance of informing communities ofthe school accommodation criteria
is emphasized. It is reported that the Director and Chairperson are
endeavouring to schedule a meeting with MPP's to discuss the School
Accommodallon Plan,and trustees will be notified when the arrangements
are finalized.
The reportis receivedand the recommendation is adopted on motion of Hunterand
Hart.
A motion by Nurseand Brock that the Board write to the Minister of Education and
Training requestingthat criteria beestablishedforschool accommodations inorderto
effectively informthe community,is adopted.
1998 September 22...2Q1
Director's Branch
78-A.Director's Announcements
Director J.Laughlin reviews upcoming meeting dates for Committee ofthe
Whole (regular and special), as well as Regular Board and Committee
meetings.The proposed scheduleoftopics for Committee ofthe Whole,the
meeting structure and timeframes are explained.Additional meetings:
Suspension Appeals,Negotiations,Staffing Inten/iews,are not included.A
system calendar,expectedtobeavailableonthe Internet,isalso reviewed.
Itis noted that certain meeting dates are tentative subject to the Ministry's
release ofthebudgetand school accommodation information.Itisanticipated
thatwhen thedetailedbudget information and disketteare receivedfromthe
Ministry it will take approximatelyten days to complete the calculationsfor
presentation ofthe 1998-99 final budget recommendations to trustees.
The Directorreports that he participated in an inservice session.Building
Better Schools Together, for School Council Chairs, conducted at Clarke
RoadS.S. on Saturday,September 19.Positivefeedback has been received
fromthe 200 participants. Appreciationis extended to allparticipants. The
AssistantDeputy Minister has requested a copy ofthe resource materials
distributed at the session.
The report is received on motion of Bennett and Stewart.
Business Services
79-A.Former Administration Buildings -Update
Background:
On 1998 March24 the Committee ofthe Whole received a report in-camera
on the disposition of administrative buildings.On 1998 May 12 the
Committeeofthe Whole,in-camera,approved a recommendation to proceed
with the relocation of the CECs and the disposition of the three former
administration buildings.On 1998 June 23 the Board approved
recommendations related to the community education centres.
Arequest forproposal(RFP)was issued toselect a real estate agent forthe
purposes of selling the former administration buildings.Royal LePage Real
Estate Services Limited was awarded the contract as real estate brokers for
the sale of these buildings.
1998 September 22...202
CEC West
On 1998 June 23,the Board approved that the CECWest be closed effective
1998 September 1, and that a satellite office within an exitingschool inthe
Strathroy area be established and that a reorganizationofexisting family of
schools be implemented to reflect this change.
The building has been listedfor sale byRoyal LePage at a priceof$649 000.
The advertisement is being published in 'The Business Times"during the
month of September.The "For Sale"signs have created a number of
inquirieswhichhave resulted infivedifferent showings tovarious companies
at this time.
No offers have been received to date.The closure and sale of this building
will result inthe savings ofannual operating costs for heat, hydro, custodial,
maintenance,grass cutting,snow removal,and telephones of approximately
$135 000.
CEC South
On 1998 June 23, the Board approved that the CEC South remain at the
former Elgin Board office and that effective 1998 September 01,the adult
education classes be moved to these offices from the current leased facility
in St.Thomas.A facility evaluation was undertaken by Cornerstone
Architecture Ltd.and the result of that indicated that significant upgrading of
mechanical,electrical, ventilation and climate control systems as well as
other renovations would be in excess of $500 000. As a result,this concept
was abandoned.Adult education will remain in the current leased facilities.
We are now recommending we listthe building for sale with Royal LePage
to assess the market viability ofthis building.
The closure and sale of this building will result in the -savings of annual
operating costs for heat,hydro,custodial,maintenance,grass cutting,snow
removal, and telephones of approximately $105 000.
CEC East
On 1998 June 23, the Board approved that the CEC East remain at the
former Oxford County Board office until such time that the building is sold.
Discussions have occurred with the County of Oxford for several months
which has included a tour of the building as well as engineering studies
conducted by the County.
At this point, no offer is forthcoming from the County of Oxford. We are
proceeding withthe building being listed for sale by Royal LePage to assess
the mari<et viabilityof this building.
The closure and sale of this building will result in the savings of annual
operating costs for heat,hydro,custodial,maintenance,grass cutting,snow
removal,and telephones of approximately $130 000.
N
1998 September 22...203
Minor renovationsofapproximately$500are requiredtomaintainthis facility
as a community education centre.
Required renovations will befunded from the 1998/99 maintenancebudget.
Costsavings in operating costs from the closureare estimatedat $370000
annually.There will be a one-time cost to relocate the CEC offices.
The report is received on motionof Hart and Jaffe.
Human Resources
80-A.In accordance with Board direction,1998 June 23, Item 63-B.Rec.8,the
Chairperson approved the following recommendations during the summer
months:
~That the resignation for the teachers listed below be accepted unddr
the mutual consent clause effective on the date indicated.
Name Retirement
Bill MacKenzie (P.S.)1998 June 30
Vince Enright (S.S.)1998 August 31
John Condos (S.S.)1998 August 31
Name Resignation
Joan Cole (S.S.)1998 August 31
Diane Hancox (ks.)1998 August 31-
Alison Hauch(P.S.)1998 August31
Linda Kuehr (S.S.)1998 August 31
Gene Lewis (P.S.)1998 August 31
Ron Vandecasteele (P.S.)1998 August 31
The report is received on motion of Brock and Hart.
1998 September 22...2Q4
80-B.Termination While on Long Term Disability -Rescinding Policy
Recommendation:
That the Board Poiicyofthe former BoardofEducation forthe CityofLondon
"Termination Whiie on LTD"be rescinded.
Rationale:
To harmonize existing practices of the four predecessor Boards in
accordance with legal advice. On 1992 October 07,the former Board of
Education for the Cityof London passed the following policy:
"An assessment will be conducted on employees who have been
deemed to be receiving disability benefits for one year.Following
such an assessment,ifthe employee is deemed unable to return to
workinthe foreseeable future, that such employee be terminated.In
addition, it be communicated to such employees that they will be re-
hired to the next available vacancy provided they are qualified and
can provide evidencethat they are able to return to a position similar,
to the position they previously held."
Legal advice from Peter Thorup is that current decisions in this area would
likelynot support a termination since itis seen to discriminate on the basis of
health.Once terminated,an employee loses the abilityto purchase extended
health care benefits,etc.
Elgin,Middlesexand Oxfordallowed people on LTD to remain as employees
on their inactive lists, until they returned to health and are able to work,
retired,resigned or died.Should a person no longer qualify for LTDbut still
be medically unable to perform the regular job, the individual was generally
permitted to have an unpaid leave of absence.
There are currently several elementary employees from London who would
be terminated under the existing policy. P.Thorup has advised against
termination.
Costing 'retaining these individuals could have a marginal impact on our
experience rating for certain benefit plans.
The report is received and the recommendation is adopted on motion of Brockand
Smith.
1998 September 22...205
Operations
81-A.Staffing Update -Teacher/Educational Assistant Ailocations
The Administration provided a comprehensive overvlev/of the staffing
aiiocations forTeachers and Educational Assistants,itis reported that based
on the new coiiective agreement inthe secondary panel an increase of39.76
teachers have been assigned.Clarificationis provided regarding the class
sizes inJunior Kindergarten and Kindergarten and the present allocation of
Educational Assistants.
The report is received on motion of Jaffe and Bennett.
The following motion by Stewart and Nurse is adopted.
That the Board communicate with the Minister of Education and Training and
the Ontario Public School Boards'Association,that in order to best meet the
needs of all elementary school students,Junior Kindergarten/Kindergarten
studentsshouldnotbe included inthe 25.1 aggregateclass sizecountand
Boards must be given flexibility and latitude to assign educational assistant
resources commensurate with student needs.
A motion by Broci<and Vaughan to recess at 9:25 p.m.and reconvene at 9:45 p.m.
is adopted.
MOTiONS -NOTICE OF WHICH HAS BEEN GIVEN
82tA.Metras and Peters move
That notwithstanding the Chairs' Committee's review of the Board's
governance structure,the Board shall:
1.establish a Program Standing Committee having the terms of
reference as outlined in A below,
2.establish an Operations and Business Standing Committee having
the terms of reference as outlined in B below,
3.establish a Budget Committee having the terms of reference as
outlined In C below,and
4.establish a Director's Review Standing Committee having the terms
of reference as outlined in D below.
1998 September 22...206
A.Program Standing Committee Terms of Reference
i)The Committee shallconsist ofa minimum of five trustee members
appointedbytheBoardbased ona recommendation from theChairs'
Committee.The Chair and Vice-Chair of the Committee shall be
elected at the first meeting by those Committee members in
attendance.
ii)TTie Committee shallmeet regularly the first Tuesday ofeach month
except July and August.The Committee Chair shall have the
authority to vary thedates and frequency of meetings.
iii)Thecommitteeshaiiconsiderandrecommenduponreferralsfromthe
Board,other committees and the Administration with reference to any
ofthe following matters, and such other matters as the Committee
Chair or Committee shall add to the agenda:
Program review,development and implementation,
Organization of Program staff.
Student measurement and evaluation services.
Educational research and program planning functions,
Educational resource sendees,
Ethno-cultural relations,
In-service training programs as they relate to curriculum or program
initiatives.
Appeals and delegations regarding any ofthe above matters.
iv)The staffresource forthe Committee shaii be the Superintendent of
Program Services.
v) Secretarial support for the Committee shall be provided by the
Secretary to the Superintendent of Program Services.
vi) Notices of meetings,agendas and reports to be distributed by the
Secretary to the Superintendent of Program Services.
vii)Notices of Committee meetings and agendas will be provided to ail
trustees.
B.Operations and Business Standing Committee Terms of Reference
i) The Committee shall consist of a minimumof five trustee members
appointed bythe Board based ona recommendation fromthe Chairs'
Committee.The Chair and Vice-Chair of the Committee shall be
elected at the first meeting by those Committee members in
attendance.
1998 September 22...207
ii)The Committee shallmeet regularly the third Tuesday ofeach month
except July and August.TTie Committee Chair shall have the
authorityto vary the dates and frequency of meetings.
ill)Thecommitteeshallconsiderand recommend uponreferralsfromthe
Board,other committees and the Administration with reference to any
ofthe following matters, and such other matters as the Committee
Chair or Committee shall add to the agenda:
Organization and operation of schools
Occupational health and safety
School accommodations and school study committees
Emergency procedures
Student safety
Board Financial administration
Transportation
Computer operations
Purchasing and warehousing Including tendering procedures "
Custodial and maintenance services
General insurance
Cafeteria operations
Matters relatingtothe realproperty ofthe Boardincludingleasing and
rental of facilities
Community use of facilities
Administration of the management information system
Accommodation needs ofthe ancillary operations ofthe Board
Matters related to planning in liaison with municipal governments
School population statistics and forecasting
Matters related to decisions on non-resident students,appeals by
non-residents and school leaving
Appeals and delegations regarding any of the above matters.
iv)Areportshall besubmittedtothe Committeeat each regularmeeting
indicatingthe cost and the annual costs ofall increases or decreases
in the budget approved by the Board and all staff complement
changes approved bythe Board.
v) Thestaffresource fortheCommitteeshallbe boththe Superintendent
of Operations Services and the Superintendent of Business Services
and Treasurer.
vi)Notices of meetings,agendas and reports to be distributed by the
Secretary to the Superintendent of Operations Services.
vii)Secretarial support for Uie Committee shall be provided by the
Secretary to the Superintendent of Operations Sen/ices.
1998 September 22...208
viii)Notices of Committee meetings and agendas will be provided to all
trustees.
C.Budget Committee Terms of Reference
i)The Committee shall be comprised of all members ofthe Board.The
Chair and Vice-Chair of the Committee shall be elected at the first
meeting by those Committee members in attendance.
ii)The Committee shall:
a)Develop and recommend to the Board for approval the Capital
Expenditure Forecast for annual submissions to the Ministryof
Education and Training
b)Consider the draft budget of revenue and expenditures
proposed by the Administration and shall develop and make
budget recommendations to the Board for approval.
ill)The Committee Chair shall call a meeting at his/her discretion or
when called upon to do so by resolution ofthe Board.During budget
deliberations,the Committee shall have priority over other Standing
Committees for meeting dates.
D.Director's Review Standing Committee
i) The Committee shall consist offour trustees appointed by the Board
based on a recommendation from the Chairs'Committee.The Chair
and Vice-Chairofthe Committee shall be elected at the firstmeeting
by those Committee members In attendance.
il)The time and date of meetings is to be at the discretion of the
Committee.
ill)The Committee shall report to the Board at least once a year Inthe
month of November.
(iv)The Committee shall consider and recommend upon referrals from
the Boardwith reference tothe performance ofthe Director,and such
other matters as the Chair or Committee shall add to the agenda with
reference to the performance of the Director.
A motion by Bennett and Jaffe to refer this motion to the Chairs'Committee for
consideration during the governance model review, is adopted.
1998 September 22...209
REPORTS OF COMMITTEES
83-A.Report of the Outcome Based Project Team -School Councils.
Recommendation:
That the response tothe Education Improvement Commission on The Future
Role of School Councils,as prepared by the Outcome Based Project Team •
School Councils, be approved.
Background:
The Outcome Based Project Team • School Councils,was assembled on
1993 June 18,with the mandate to review the Education Improvement
Commission's discussion paper,The Future Role of School Councils,and to
prepare a response to be approved by the Board.
The team is chaired by Trustee,David Stewart,and has representation from
School Councils, Home and School, principals,community representatives,
trustees,administrative staff,and students.Members of the team will
continue to meet to discuss the "best practices" of parent organizations and
community involvement across the Thames Valley DistrictSchool Board.
It should be noted that schools.School Councils,Home and School and
parent groups have been encouraged to make Individual submissions.The
entire discussion paper,a response form, a consultation kit,background
Information are available on the EIC web site http://www.eic/edu.gov.on.ca.
The EIC wiil present recommendations ina report to the Ministerof Education
and Training in early 1999. The deadline for submissions to EIC is 1998
October 09.
The EIC's discussion paper conteuningthe sixkeyconsultation questions and
the Team's responses is reviewed and amended to reflect the discussion.
l/
An amendment by Peters and Nurse that the proposed recommendation #2 In the
response be deleted,is adopted.An amendment to ttie amendment by Vaughan and
Nurse that section 2.1 in the response also be deleted,is defeated.
An amendment by Smith and Nurse that Section 2.2 in the response be amended by
adding the words Issues such as" and that the amended section become the new
proposed recommendation 2 inthe response,is adopted.
The report is received and the recommendations are adopted on motionof Stewart
and Jaffe.(See pages 218 - 222 for the amended response.)
1998 September 22...210
A motion to sit past 11:00 p.m. is adopted.
83-B.Report of the Fifth Meeting of the Speciai Education Advisory
Committee
1998 September 15
12:00 noon-2:05 p.m.
IVIembers Administration and
Others
J.Bennett,Chairperson
C. Nurse (-1:30)
L.Shainline
A.Morse
C.Hawthorne
C.Culver
C.Laine
E.Hager
J. Worthington
P.Giiiis
H.Mezon
M.Tucker
R.Teichrob
L.Stevenson
M.Crawford
N.Gooding
S.Westaway
B.Metifieid
R.Salazer
L.Siivert
J.Wiikins
L.Vince
J.Dorssers
W.Scott
Regrets:G.IHart,B.Giuiiano
Reports:
1.No contiicts of interest were declared.
2. Chairperson Joyce Bennett welcomed everyone back after the summer
holidays and introduced the guests.
3. AlisonMorse,EasterSeal Society,introduced Jacqueline Dorssers and advised
that a letter is being sent to the Board nominating Jacqueline as her alternate
on SEAC.
4. it was agreed that commencing 1998 October 08, SEAC meetings will begin
at 12:00 noon (business to begin at 12:15 p.m.).
5. The minutes ofthe 1998 June 02 meeting were reviewed.
6.IHoiiy Mezon, Community Living London,advised that a letter of appreciation
and congratulations was sent on behalf ofSEAC members in 1998 June to Don
Varnell,Associate Superintendent of Program, on the occasion of his
retirement.
7. Bob Merlfield,Program Supervisor, provided a brief overview of the funding
process for Intensive Support Amount (ISA)and Special Education Per Pupil
Amount (SEPPA)Grants.The Special Education Grant is intended to support
special education programs,services and equipment required to meet the
needs of exceptional students.
1998 September 22...211
During a question and answer period,information regarding the allocationof
Educational Assistants under tiie new grant structure was requested..It was
reported that during 1998 July the Ministry of Education and Training's auditing
process was completed with a confidence level of 96% being received for
Thames Valley District School Board.Itis anticipated that this willgenerate an
increase in the number of Educational Assistants across the district The final
figures are to be available from the Ministrylater in September.
Alison Morse,Easter Seal Society,advised that she attended a Ministry
workshop facilitated by Lynn Ziraldo,Chairperson of the Minister's Advisory
Committee on Special Education. SEAC's have been invitedto submit their
input and concerns regarding the implementation of the Intensive Support
Amount (ISA)process.Associations interested inparticipatingwere requested
to contact Alison Morse.
8. A report of the Steering Committee established by SEAC to consider the
philosophy and guidelines for the harmonization process of special education
programs and services was presented.The Steering Committee has
recommended that four work groups be formed with the responsibility for
reviewingand developing plans for addressing the needs ofexceptional pupils
across the district.Nadyne Gooding,Jill Worthlngton, Carol Hawthorne,Ed
Hager and Mary Ann Tucker agreed to participate in the work groups.
9.Copies of a draft Developmental Education Report Card -Elementary was
distributed and discussed.Sandra Westaway,Superintendent of Program
Services,advised that a request has been made to the Ministry of Education
and Training recommending that the Developmental Education Report Card be
appendixed to the Provincial Report Card in an effortto address the specific
needs of Special Education students.The Committee supported the concept
as a valuable communication tool for teachers and parents.
10.CopiesofthedraftTransition Planfor Pre-Schoo!Exceptional Students entitled,
Entering School:An Inclusive Approach,were distributed and discussed.
The transition plan provides a guideline for parents of preschool children with
special needs.Parts of this document could also be used by parents for the
transition from elementary to secondary school or when students move to a new
district. Appreciationwas extended to Patty Glllls,IntegrationActionGroup and
Roslne Salazer,Speech and Language Coordinator, Program Services,writing
team members,and various stakeholders who provided valuable Inputintothe
preparation of the draft document.Itwas noted that copies of the document
have been sent to ail Elementary Principals requesting their input and
suggestions by 1999 January.Itis anticipated that the finalized document will
be completed early In 1999.
1998 September 22...212
11.An update ofthe location and student numbers for special education programs
across the districtwas requested fora future meeting.
12.It was suggested thatthe implications surrounding the Provincial government's
Discussion Paper entitled,Preventing and Removing Barriers forOntarians with
Disabilities,be discussed at a subsequent meeting.
13.The Committee met in Forum.
J.BENNETT,
Chairperson
Thereportisreceivedon motion ofBennettand Smith.
83-C.Report of the PolicyWorking Commitfee 1998 September 15
2:30 p.m.-4:10 p.m.
Members Administration and Others
C.Nurse,Chairperson R.Murray
P.Jaffe (Sept.08,+3:10)J.Bennett (Sept.15)
8.Peters P. Smith {Sept.15)
R.Vaughan A.Hogg
W.Brock (Sept.15)E.Nelligan
W.Scott
Reports:
1.No conflicts of interest were declared.
2. The Committee met on 1998 September 08 and September 15.
3.Chairperson Nurse introduced and welcomed Rick Murray,Associate
Superintendent of Education,who has been appointed to replace retiring
Superintendent Ted Anderson.
4. The Ministry of Education and Training requires that all District School Boards
developandsubmita pupil accommodation review policy by 1998 September30.
The policy must comply with the requirementsofthe Education Act,Paragraph
8(1)26 0.Reg.444/98and446/98. In addition,by1998September30, Boards
are required todevelopa strategicplan. Thisplan would identify areas in which
the rationalization ofprogramming was being contemplated.The processes the
Boardwould follow to identify specificschools wouldbe consolidated following
the 1998-1999 academic year and wouldensure appropriate consultation with
parents and the community.
1998 September 22.-213
A School Accommodation and Facility Organization Policy statement was
developed and supported.TheAdministration presented information pertaining
to the draftSchool Accommodationand Facility OrganizationProcedures. The
policy and procedures were presented atthe Committee ofthe Whole meeting,
1998 September 08.
Aquestion and answer period followed.
(see recommendation 1)
5. Future meeting dates were considered. Itwas agreed the Committee will meet
every Tuesday from 2:30 p.m.• 4:30 p.m.at least during September and
October.
6.At the meeting onSeptember08,a newcommittee processforreviewing policies
was outlinedand discussed at lengthat the September 15 meeting.
Clarification was provided regarding the introduction of draft policies to the
committee,and the development and refinementofdraftworkingpolicies. The
broad based consultation process as itrelates to the policy recommendations
was considered.The Committee determined that the proposed process was
consistent withthe Committee's mandate and was adopted as presented.
A tracking sheet was presented and discussed. Itwas agreed to include an
approval sectionwhich will provide a systematic index of policies.
7. A discussion was held on the Committee's requirement for a record of every
meeting andthesubsequent method for reporting tothe Board.It was agreed
thata copyofthe minutes ofeach meeting will be distributed to all trusteesand
that forma!Committee Reports will be preparedforsubmissiontothe Committee
of the Whole, or the Board,when action is required.
8. Itwas reportedthat the writing team ofTrustees Vaughan,Nurseand Metras,
established to prepare alternative wording forthe draft policy on Advertising in
Schools. The team will be submittingtheir revisions to the Superintendent of
Corporate Planningand Communications.
9. The draft policy on Fund-Raising Projects For Schools was reviewed and
amended to reflectthe discussion. The procedurestoimplementthe policy were
provided forinformation.
(see recommendation 2)
1998 September 22...214
Recommendations:
1. That the draft Policyon School Accommodation and Facility Organization,be
submitted to the Committee ofthe Whole on 1998 September 08, for approval.
Secretary's Note: The draft policy on School Accommodation and Facility
Organization was approved by the Committee of the
Whole for submission to the Board,1998 September 22
(see Item 75-C above).
2. Thatthe draftPolicyonFundRaisingProjectsforSchools, as set outbelow{see
page 223), be approved.
C.NURSE,
Chairperson
The report is received and recommendation 2 is adopted on motion of Nurse and
Smith.
83-D.Report of the Chairs'Committee •Governance Model Review
Recommendation:
That the process outlined inoption (c)below,be used as an assessment tool
to assist in the governance model review.
Background:
Following the formation of the Thames Valley DistrictSchool Board, and
consistent with direction provided by the Education Improvement
Commission,a governance structure,with an underlying set of principles,(
was developed by trustees and approved for implementation at the 1998
March24 meeting ofthe board. Atthe time, ofapproval a recommendation
thatthe Chairs'Committee "reviewthe governance structure and report tothe
Board'also was approved.
Atthe request ofthe DirectorofEducation, the Chiefof Research was asl^ed
to meet vnth the Director and the members of the Chairs'Committee.
Background material,Includingcopies ofThe Road Ahead -II and the current
principles and governance structure,was made available.
In order to understand the nature of the requested review, including its
purposes and scope,the Chief of Research reviewed the available material
and met on two occasions with the Director and the Chairs'Committee.The
Chiefof Research noted that itwas fairiy eariy inthe lifecycie ofthe current
structure and practice ofthe Board forthe new Thames Vaiiey District School
Board,and consequently,reviews at this stage tend to focus on
implementation and be formative in nature.
1998 September 22...215
Itwas proposed that the scope of the review wouldinclude the principles
developed by trustees that underliethe governance model,the governance
' model itself,and the currentpractices that have been putinplace tosupport
the model.Questions around the understanding of and commitment to the
principles, the consistency between the principles and current practice,
strengths and weaknesses of current practice, and recommendations with
respect to the model will be utilized.
Options:
(a)Develop a survey instrument to be distributed to tnjstees,the director,
and departmental superintendents.The survey would be anonymous
and completion voluntary.
(b) Similar to option (a)except that an interview format would be used.
The interviews would be conducted and the report produced by the
Chief of Research.
(c) An inten/iew format would be used,however,unlike option (b) an
external reviewer would be contracted to conduct the Interviews and
produce a report based on the infomiation obtained.The Chief of
Research would act as a resource to the external reviewer,providing
background information and an orientation,set-up inten/iews,and
handle logistics.
Rationale:
Based on the following points itis recommend that option (c) be selected.
•a
Given the relatively small number of participants and the need to explore in
detail the various issues,a semi-structured interview would yield richer
information than a survey format. While areas of questioning would be
developed in advance,there would be allowance within the interview to
explore issues as they are raised byparticipants.Surveys,whilea useful tool
for gathering specific information from a large group of individuals, would
restrict the respondents from describing indetail their reaction to various topics
or issues.
The use of an Interview format also allows for the exploration by the
interviewer of issues as they emerge within an interview session or from
intenriew to interview.
1998 September 22...216
The use ofan interviewer whois external to the organizationversus internal
offers several advantages.The external inten/iewer will be perceived to bring
greater objectivity totheproject and fewer preconceived beliefs that may affect
analysis ofthe information collected.Theabsence of prior contact byan
external reviewer with the I<ey stakeholders allows interviewees a measureof
comfort potentially increasing the validity andscopeofinformation collected.
Costswould beupto$3000-funded through existing budgets for Research
and Assessment.
Timelines:
• Refinement of review plan -week of 1998 September 28
-Interviews conducted -week of 1998 October 05
- Reportdeliveredto Chairs' committee -1998 October 19
Thereportisreceivedand the recommendation isdefeated on motion ofSmithand
Stewart.
ADDITIONAL BUSINESS
84-A.None at this time.
COMMUNICATION
85-A.None at this time.
ADJOURNMENT
The meeting adjourns at 12:00 midnighton motion of Peters and Hunter.
CONFIRMED:_^
Chairperson
1998 September 22...217
ITEM 75-C
Thames Valley District School Board POLICY
Title SCHOOL ACCOMMODATION AND
FACILITY ORGANIZATION
POUCY
Policy No.
Department CORPORATE PLANNING &
COMMUNICATIONS SERVICES
Status APPROVED
Reference(s)•EDUCATION ACT,PARAGRAPH
8(1)26
-ONTARIO REGULATIONS
444/98,446/98
•SCHOOLACCOMMODATION
AND FACILITY •
ORGANIZATION PROCEDURES
-OTHER RELEVANT ACTS AND
REGULATIONS
-OXFORD COUNTY ACT
Effective
Date
1998 09 22
Instmctlonal lacillties will be planned and organized with consideration ofthe following
factors: to support learning, to achieve operating efficiencies, to respond to current
accommodation needs and unique community characteristics,and to anticipate the
future.Facility planningat the school,area and district level will provideopportunities
for community Input.
The construction,majorrenovation,orclosure ofa school will require Boardapproval.
In addition, Board approval will be required to Implement any reorganization of
Instructional facilities or school boundaries.
Administered By CORPORATE PLANNING AND Board 75-C
COMMUNICATIONS SERVICES Resolution 1998
Date 09 22
Date of Last
Amendment
1998 September 22...218
ITEM 83-A
RESPONSE TOTHE EDUCATION IMPROVEMENT COMMISSION'S DISCUSSION
PAPER,THE FUTURE ROLEOFSCHOOL COUNCILS
The Thames Valley District School Board recognizes the importance of parental and
community involvement inthe schools andis pleased to participate inthe consultation
about School Councils.
The Boardassembled a special committee with representation from across the newly
amalgamatedBoardto review the E.I.G.document,The FutureRoleofSchool Councils.
Parent groups,principals,community representatives,trustees,administrative staffand
studentswere invited toparticipate.The following response connected tothesixquestions
inthe E.I.C.document has been prepared frominputfromthis committee.
Question 1:Howcan parents,communities and School Councils best contribute to
a child's education?
TheThames Valley District SchoolBoardbelievesthat parents and guardians have the
right,as wellas the responsibility,to participateinthe education oftheirchildren,and that
parents can contributetotheirchildren'sdevelopmentina widevarietyofways. Members
ofthe community,for example seniors, the business sector, members of health, social
service,and recreational agencies,also offer a wealth of experience and expertise that
may be of benefit to students. Students themselves can contribute positively with
suggestions and ideas pertaining to their education.
Formanyyears priortothe 1995 School Council memorandum,schools inthe Thames
Valley District SchoolBoard had been activelysupported byparentand community groups.
The Thames Valley District SchoolBoardbelieves that each school communityshouldbe
allowedtoformulateitsown strategies forparent and community Involvement as long as
it meets with the minimum criteria as established by the Ministry in Policy/Program
Memorandum 122.
Schools Councils/Associations can assist in the development of effective schools by:
1.1 Fostering opportunities for more parental involvementin school activities,e.g.
safety patrols,assistance inthe classrooms, attending special events;
1.2 Learning about programs and curriculum;
1.3 Building closer ties with teachers,support staff and community members;
1.4 Supportingand collaborating with other parent/communityorganizations.
1998 September 22...219
Question 2:What should School Councils be doing?
Policy/Program Memorandum 122 has identified a significant list of priorities.It Is
important to recognize that the Involvement of councils varies from school to school.While
the majorityof School Councils support their advisory and consultative capacity,some
council members wouldwish to see some broad changes intheir roles.
2.1 The TTiames Valley District School Board believes that School Councils should
remain advisory.
2.2 Given the geography/demographics of many of the new district School Boards,
School Councils can support meaningful grassroots involvement of parents and
community in educational affairs.
2.3 School Councils can assist boards Inproviding more effective communication and
stronger networking with all parent groups.
Question 3: How can School Councils ensure that they represent their communities?
3.1 School Council meetings should be open to all interested parties.
School Councils should communicate with groups and agencies within their
respective communities ie.multi-cultural societies,advocacy groups,seniors'
centre,recreational groups,Health and Social Sen/ices,sen/ice clubs,Chambers
of Commerce,labour councils,professional groups/associations,
university/community college,farm organizations,churches,etc.
3.2 Meetings should be set at times that are convenient for most parents/guardians
and community representatives.
3.3 Sub-committeesshould be established to deal with specificlssues to lessen the
time commitment of the entire Council membership.
3.4 Committee structures should be designed to allowfor maximum parent/guardian
participation.
3.5 Whenever possible, print materials for families with limited English proficiency
should be made available In other languages,Ie.school newsletters.
3.6 Ensure that parents/guardians,community volunteers and local businesses are
recognized for their efforts and support.
1998 September 22...22Q
Question 4: What should be the relationship among the School Councils,the staff,
the principal,the district school board and the community?
The initial response from the committee to question 4wasthat School Councils are the
parents, staff, the principal and the community.The committeecommented that the
questionmight havebeen more appropriately asked as "How dowe bring the sta(<eholders
togetherand build an effective,harmonious relationship incouncilsthat resultinthe best
for children?"
TheThames Valley District SchoolBoardhas appointed a supervisoryofficerresponsible
forSchool Councilliaison. However,School Councils will stillhave ongoing liaisonthrough
the superintendent responsibleforthe school. Inkeepingwithsite-based school planning
and management,itis important that School Councils see the school superintendent as
a logical "next step", through the principal, for matters that may have need for
consideration beyond the school staff, principal,and Council.
WhenSchool Councils reach the potential many people see forthem, their achievements
will feature excellent communications within schools and with their communities,and
strong supportforstudent learning and the environments in which'that learning takes
place.The trustees and senior administration will continue to offer their commitment to
support School Councils in these endeavours.
4.1 School Councils serve as an advisory committee to a school's principal.The
attitude ofthe principal and staff is a key element to parent involvement.
4.2 Boards must encourage networidng among the School Councils within the board
and ensure orientation for all new council members each year.
4.3 Relationships should be collaborative with clear lines of communication.
4.4 Itis advantageous to have Boards disseminate and coordinate information through
a central area.
4.5 IfSchool Councils are to provide the school administration with practical advice,it
is imperative that they be involvedat the planning stages.
4.6 Boards mustcontinue to include parents and other community members on Board
committees.
Question 5:What kinds of support do school councils need?
IfSchool Councils are to function effectively in any capacity,both educators and council
members must be providedwithtrainingand ongoing Information.The nature and degree
oftraining will vary fromcouncil to council depending on their makeup and experience.
1998 September 22...221
5.1 Roles must be clearly defined.
5.2 Relevant and timely information received from tlie principal,the Board and the
Ministry of Education and Training.
5.3 Access to resources that are availableto educators and trustees are requiredfor
parents and community representatives to be effective Intheir roles.
5.4 Parents and community members must be perceived as partners by all
stakeholders.
5.5 School Councils must be sensitive to their individualcommunity's needs.
Question 6:What makes an effective School Council?
Each school community exhibits unique characteristics and effective School Councils must
understand and reflect this uniqueness.
6.1 Individual members must feel that they are involved and contributing in a
meaningful way to children's education.
6.2 As a member of School Council, the principal must be accountable,provide
leadership,vision, and respond diplomatically to differing and often conflicting
agendas.
6.3 Roles that are cleariy defined.
6.4 The School Council assists the principal and the staff in enhancing learning
opportunities for students and overall school improvement.
6.5 Effectivecommunication and productive dialogue must occur.
6.6 School Councils should regulariy evaluate their effectiveness based on the goals
and objectives which they have established.
6.7 School Councils should examine and respond to broad community issues,ie.traffic
safety,zoning bylaws.
6.8 Members that enjoy working together for the betterment of children's education.
6.9 Representation fromthe broaderschool community adds tothe effectiveness of the
School Council.
6.10 School Councils should address succession planning through their training
process.
1998 September 22...222
Summary
School Councils/Associations havethe potential to provide ourschools with a meaningful
forum for discussion and feedback about cun'ent educational issues and about the
directions ourschoolscan be taking inthefuture.The involvement ofparents,community
representatives,studentsandstaffin ongoing and meaningful dialogue offers ourschools
unique opportunities to reflect onthe quality ofoureducationalprograms.
TheThames Valley District SchoolBoardis committed to an ongoingprocess ofschool
improvement.SchoolCouncils/Associations working incollaboration with otherparentand
community groups, can assist the Boardand itsprincipalsand staffincontinuingto strive
for the very best teaching'and learning possible.
Proposed Recommendations:
1. The Thames Valley District School Board believes that each school community
should be. allowed to formulate its own strategies for parent and community
involvement as long as it meets with the minimum criteria as established by the
Ministryin Policy/Program Memorandum 122.
2.School Councils should provide the structure through which the school's
stakeholders workcollaboratively withthe school principal in orderthat issues such
as school's policies,curriculum,learning resources,instructionand procedures can
be continually adapted to best serve the needs of the learning community of the
school.
3. Information from the Ministry should be distributed to all stakeholders
simultaneously and in a timely manner.
4. Given the geography and diversity of the people Involved in the Thames Valley
District School Board, itis imperative that a variety of communication technology
be available,e.g.web sites,videos.
5. The student-based funding model should provide dollars to support School Council
activities, e.g. training,supplies,photocopying and communication associated
costs.
A
1998 September 22...223
ITEM 83-C
Thames Valley District School Board POLICY
Title FUND-RAISING PROJECTS FOR Policy No.
SCHOOLS
Department CORPORATE PLANNING Status APPROVED
&COMMUNICATION
SERVICES
Reference(s)Effective
Date
Fund-raising projectsforschools shall be undertakenonlyafter thoughtful consideration
ofstudentsafety,parentalsupport,proper financial controlsand proposed use offunds.
W\\h these considerations in mind, the Board authorizes school principals to determine
which fund-raising projectsmaybe undertakenattheirrespectiveschoolsconsistent with
the policiesand procedures ofthe Boardand Ministry Regulations and directives.
Administered By PRINCIPALS Board Resolution Date 83-C
1998 09 22
Date ofLast
Amendment