2/23/1999 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
AGENDA FOR REGULAR MEETING,1999 FEBRUARY 23
TheBoardmeetsinregularsession ontheabovedateinthe Board Room atthe Education Centre,meeting
in Committee ofthe Whole,incameraat 5:00p.m.on motion of and followed by public
session at 7:00 p.m.
O' CANADA - MADRIGAL CHOIR,MEDWAY S.S.,ARVA
27-A CONFLICTS OF INTEREST
CONFIRMATION OF MINUTES
28-A Minutesofthe regular Board meeting,1999 January 26
28-B Minutes of the Board meeting,1999 February 09
REPORTS FROM THE ADMINISTRATION
29-A Director's Announcement
30-A Business Services -1998 Stub Year Financial Results
31-A Departmental Updates
REPORTS OF COMMITTEES
32-A Special Education Advisory Committee,1999 February 02
32-B Committee of the Whole,1999 February 09
32-C Committee of the Whole,1999 February 23
MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN
33-A None at this time
ADDITIONAL BUSINESS
34-A Ontario Public School Boards'Association Update
34-B March 1999 Regular Board Meeting -Change of Date
approve
approve
receive
receive
receive
approve
approve
receive
approve
separate
separate
verbal
page 3
page 5
page 11
page 14
verbal
verbal
page 33
COMMUNICATION
35-A Autism Society Ontario,Londonand District Chapter approve page 34
35-B Community Living London approve page 34
NOTICE OF MOTIONS
QUESTIONS BY MEMBERS
GOOD NEWS ITEMS - "Didyou know..."
ADJOURNMENT
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING,1999 FEBRUARY 23
The Board meets inregular session on the above date inthe Board Room at the Education
Centre, meetinginCommitteeofthe Whole,in camera at5:00 p.m.,on motionofWiceand
Vaughan,followed bya public session at 7:15 p.m. The following are in attendance:
P.Smith,Chairperson
J. Bennett (-5:30,+7:15)C. Nurse (-6:20)
W.Brock S.Peters
G. Hart (-9:17, +9:20) H.Wice
also:
J. Laughlin J.Thorpe
P. Askey P.Mennill
P.Gryseels R.Trahan
B. Bryce G.Treble
B.Greene L.Peck
A.White J.McKenzle
G.Jazey S. Galati
M.Metras (+5:18)J. Hunter(+5:50,-9:15,+9:23)
D.Stewart (+5:17, -5:30, +6:15)
R.Vaughan (-5:30,+7:35,-9:15,+9:20)
Regrets:P. Jaffe, P.Schuyler
K.Meeson
C.Webster
G.Collins
S.Christie
P. Thorup
A. Hogg
E. Nelligan
MADRIGAL CHOIR,MEDWAY S.S.,ARVA
The appreciation ofthe Board is extended to the Madrigal Choir from MedwayS.S.,
An/a,conductor Ken Reet and accompanist Debbie Grigg,forleading inthe singing of
"O Canada",and bringing musical presentations.
27'A.No conflicts of interest are declared.
CONFIRMATION OF MINUTES
28-A.The minutes of the regular Board meeting,1999 January 26,are approved
on motion of Brock and Hart.
28-B. The minutes of the Board meeting, 1999 February 09, are approved on
motion of Brock and Hart.
Trustee Nurse is absent during voting.
1999 February 23...36
REPORTS FROM THE ADMINISTRATION
29-A.Director's Announcements
(a)Director J.Laugtilin outlines details of his weekly school visits,noting that
sinceJanuary,fifteen visits have been completedthroughoutthe District.
Veronica Lacey,Deputy Minister of Education and Training,recently
accompanied the Director on two scheduledvisits toschools,andhadvery
positive commentsonthestudents'behaviour,the learning process andthe
demonstrated commitment and dedication of staff.
(b) Anewinitiative,Principal/Community Leaderfora Day,isdesignedtoenable
business and community leaders to spend a day with a principal or vice
principal inorderto observe whata day inthe life ofa school administrator
entails. This initiative will occur across the provinceon 1999 April 14 and will
be reciprocated when principals visit the worksites oftheleaderstheyplayed
host to,some time prior to'1999 June.It Is hoped this experience will
enhance dialogue,particularly around leadership practices and demonstrate
tothe business communitythe exemplary practices occurring inour schools.
(c) The Ministry of Education and Training (MET)has requested that the
Education Improvement Commission (EIC)conduct a review of school
boards involved Inthe 1998 amalgamation,todetermine howwellboards are
meetingthechallenges associated withamalgamationandother governance
changes.The Thames Valley District School Board has been selected as
the first board to be Involved in this review because,according to EIC's
Director ofPolicyand Research, the METfeels ourBoardisfartheralongthe
change continuum than any ofthe other amalgamated school boards inthe
province.
Areas to be reviewed by the Commission include six key areas:Finance,
Facilities,Student Support Sen/ices,Transportation,Human Resources,
Communications and CommunityRelations,Governance, and Administration.
Focus groups representing trustees,school councils,home and school,
students,federations/unions and staff associations have been invited to
participate. The media have been invitedtoattend an open workingmeeting
on March02 and,following the meeting,will have an opportunityto interview
EIC officials.
The EIC expects to complete the review of the 72 boards by the end ofthe
year and intendsto collectstrategies that will promotea seamless transition
for future amalgamated structures.
The report is received on motionof Bennett and Stewart.
Trustee Nurse is absent during voting.
1999 February 23...37
Business Services
30-A.1998 Stub Year Financial Results
The Administration presents the following overview of the 1998' audited
financial statements.
The auditofthe 1996 stub yearfinancialresults isthe culmination ofan eight
month process to bring together the financial operations of the four former
jurisdictions. As of 1998 September 01,the transition from operating four
distinctfinancial systems withverydifferentaccountstructures and operating
procedures,to processing all financial transactions through one financial
system,has been completed. The introduction of a new Ministry defined
code of accounts,the adoption of "best business practices"of the
amalgamation partners, and the development of new financial policiesand
procedures,have also been completed.
During the stub year period, 1998 January 01 to 1998 August 31, all
revenues were recorded centrally while expenditures were processed at each
oftheformerjurisdictionsoh the fourdistinct financial systems.As business
staffwere relocated to the EducationCentre duringthe months ofJuly and
August, the day-to-day processing of expenditures was converted to the
Budgetary Accounting System (BAS).Reporting for audit and Ministry
purposes was accomplished by consolidating the expenditure information
extracted from each of the four financial systems.
The following listidentifiesa number of adjustments,some ofthem one-time,
that were made during the stub year period as the four financial systems
were brought together.A number of anomalies and inconsistencies existed
between the four former jurisdictions in their approach to various financial
planning,operational and reporting issues.A common approach had to be
developed for the new organization to deal with these issues In the future.
Some of these items are referred to inthe variance analysis following the
summary of the 1998 stub year financial results.
Ministry adjustment to prior years GLG's $652 591
Ministry required capital expenditure 1 180 895
Transfer of capital assets to DSB #58 404 726
Consolidation of computer equipment acquisition practices 1 058 270
Consolidation of employee benefit plans 796 600
1998 stub year school budget carr^onvard 623 181
$4 716263
The following statement summarizes the financial results ofthe Board forthe
1998 stub year period.The Variance Analysis listed below,provides an
explanation of significant revenue and expenditure variances.
1999 February 23...38
Revised Actual Variance
Budget
REVENUES
$306 909 776ProvincialRevenueGuarantee $307187 432 $ (277 656)
Capital Grants 25 079 946 25 079 946
Tuition Fees 10 265 634 8 575167 1 690 467
Other Revenue 7 347 920 7 655 437 (307 517)
$349 603 278 $348 497 982 $1 105 294
EXPENDITURES
Salaries $228 837 824 $228 236 695 $ 601 129
Benefits 36192158 35 486 645 705 513
Supplies &Sen/ices F &E 23 310 654 24 345199 (1 034 545)
Utilities 7934 672 6 261 872 1 672 800
Transportation Contracts 14105 675 14 009 801 95 874
Tuition Fees 8 233 609 7155 275 1 078 334
Capital Expenditures -•25 079 946 26 775180 (1 695 234)
Interest &Debenture Debt 5 800 738 5 775 432 25 306
Provision for Reserves 108 000 285 671 (177 671)
$349 603 276 $348 331 770 $1 271 506
BOARD SURPLUS $166 212
Variance Analysis
(provides an explanation ofsignificant revenue and expenditure variances)
- TuitionFee revenues and expenditures v/ere both under budgehas a result oflower
than projectednon-residentenrolments. The Ministry limited theactualfees school
boards were able to charge to the 1997 fee structures used in each ofthe former
jurisdictions.
-Salaries and benefits were both under budget.The restructuring process often
resulted indepartments delayingthe filling ofvacant positions until they had time
to assess theirpost-amalgamation needs. The use ofcasual staffon a short-term
basis in these situations resulted in a lower cost to the Board.
- Suppliesandservices,furniture and equipmentexpenditures exceeded budgetdue
to the consolidation of computer equipment acquisition practices.
-Utilities savings were achieved as we are beginningto see the impactofupgrades
made to HVAC systems inmanyofthe Board's buildings in recent years under a
number of energy savings contracts.
1999 February 23...39
- Capital expenditures were over budget as the Board had to comply with the
Ministry's requirement to expense the local share portionofa major school project
duringthe stub year.As a result of negotiations withthe new French Public District
School Board #58,compensation inthe form of a cash payment was provided in
addition to the transfer of a school building in accordance with guidelines
established by the Education Improvement Commission for the transfer of assets
and liabilities process.
The accumulated surplus of$4 980 406 (1998 stub year -$166 212;1997 -
$4 814 194) is automatically brought fonvard to the 1998-99 fiscal year and
the Board has the option of moving these funds into a reserve fund (ie.
working fund reserves,the pupil accommodation reserve fund for future
growth, etc.), using it for current year operations,or to earmark it for any
other major Board initiative.
Audited Financial Statement
The Administration presents an overview ofthe Audited Financial Statement
for the eight months ended 1998 August 31.
The External AuditTeam from Deloitte &Touche is introduced and Gary
Collins, Lead Client Sen/ice Partner,and Cindy Webster,Senior Audit
Manager, provide a reviewofthe audit process which includes the nature of
financial reporting:management's responsibility,auditor's responsibility,and
Board of Tnjstees'responsibility;and an overview of the 1998 audit.
The Administration and Auditors respond to questions for clarification.
The report is received on motion of Brock and Wice.
Trustee Nurse is absent during voting.
31-A.Departmental Updates
The Administration presents departmental updates on the following Issues:
Business Services
-Records Management -implementation;
-Implementation plan for "Designing An Integrated Services Model";
-Completion of 1998 stub year audit by Deloitte &Touche;
-Rnancial statement package completed for submission to the Ministry;
-Revisions to payroll procedures to implement consistent approach;
- Payroll Services processing T4's,T4A's and T5's;
-Implementing common continuing education timesheets;
-Conversion of elementary teachers'pay to common bi-weekly;
1999 February 23...4Q
Business Services (continued)
-Facility Services Integrated Model approvedfor implementation;
-Accommodation and Planningreportcontinuingto be developed;
-Process to utilizeschool renewal funds being developed;
- H.B.Beal S. S. projectcomplete except for swimming pool area;
- Supply Management -tender updates;
-Transportation policy and procedureunder development;
-Restructuring of Transportation department complete by 1999 March;
- FrenchFirstLanguageBoardsrequest usto administertransportation;
-Warehouse Services and new service delivery model update.
Human Resource Services
-Teacher recruitment;
-Consolidation of benefits plans;
- Employee Assistance Program expanded;
- E.T.F.O. and O.S.S.T.F. joint occupational health and safety structure;
- Emergency preparedness plans - goal to standardize.
Operations Services
- School Improvement Workshop forschool administrators;
-Teacher staffing continues;
- NewAdministratorsWorkshop - Involvementof Community in Schools;
-School Administrators'Meeting -February 11;
-Student Administration System on schedule;
-Research and Assessment finalizing report on system assessment;
-School Accommodation and Planning report.
Program Services
• Harmonization of Programs and Sen/ices continuing;
-School-based learning initiatives;
•Computer contact teacher training;
-Secondary School Reformimplementation update;
- Year 2000 compliance;
- Workshops offered at general ptincipais'meeting -February 11;
- ISAFunding -Ministry criteria to be released 1999 March;
-Community partnerships;
-Scholarships,bursaries,trusts,awards,development of webpage.
The reports are received on motionofWice and Bennett.
Trustees Nurse,Vaughan,Hart and Hunter are absent during voting.
1999 February 23...41
REPORTS OF COMMITTEES
32^.Special Education Advisory Committee
Report
Members
J.Bennett,Chairperson
C.Nurse
H.Wice
A. Morse (-2:50)
M.Worsley
N.Gooding
L.Stevenson
0.Laine (-2:45)
J.Worthington
P.Giliis
B.Qiuliano
P.Gallin
J.Dorssers
E.Hager (-2:30)
W.Parkington (-2:55)
R.Teichrob (+12:25)
M.Tucker (+12:25)
H. Mezon (-12:25)
1999 February. 02
12:15 p.m.-3:00 p.m.
Administration and
Others
P.Askey
B.Merifield
8.Killip
B.Woodley
K.Heffernan
S.Hurley
B.Menzies
P.Mennill
E.Maybury
W.Scott
Regrets:L.Shainline,M.Crawford
Reports:
1.No conflicts of interest were declared.
2.Chairperson Joyce Bennett introduced and welcomed Trustee l-ieather Wice
who has been appointed to the Committee replacing Trustee Graham Hart.
3.The minutes of the 1999 January 05 meeting were reviewed.
4.Steve Killip,Chiefof Research and Assessment,provided information regarding
the finalresults ofthe Special Education Parent/Guardian Sun/ey.The issues
relevant to all of the four areas have been considered by the SEAC Steering
Committeeand are reflected intheir recommendations.A question and answer
period followed.
5. BarryWoodley,Manager of Transportation Services,provided an update ofthe
Transportation Services guidelines.
A new structure to ensure a broader view of the transportation services for
special needs students across the entire district is being considered.It has
been proposed that two types of transportation committees be established,a
SEAC committee and local/district committees.The membership of the local
transportation committee would include SEAC representatives as well as
Special Education Consultants and Transportation staff. Duringa discussion
period, it was suggested that alternates also be appointed to the membership
of the SEAC Transportation Committee.
1999 February 23...42
6.Paul Mennill,Associate Superintendent,and Becky Menzies,Learning
Supervisor,provided an overhiead presentation of information pertaining tothe
new Secondary School Reform.
Copies ofa summary of comments from parentgroups following community
presentations,presentation handouts,anda Ministry guide entitled:Stepping
Up:Your Guide to Ontario's New Standardsfor High School,were distributed.
Alengthyquestion and answer period followed.
ASEACSub Committeecomprisingof Joyce Bennett, ColinLaine, Nadyne
Gooding,Linda Stevenson,Mary Worsley,Mary Ann Tucker,Patti Gillis and Jill
Worthington was establishedto prepare a written response tothe Ministry of
Education and Training that includes the essential elements for successful
implementation ofthe specialeducationcomponentofthe SecondarySchool
Reform.The response isto be presented byPaul Mennill and BeckyMenzies
at a Ministry Workshop scheduled to be held 1999.March 1,2, 3, 4 and 5.
Individual /4scciations were requested to submit their questions/concerns by
contacting any ofthe Sub Committee members.
Itwas suggested thatan update ofthe Secondary School Refonm be presented
at the 1999 April06 meeting.
7. Alison Morse,Easter Seal Society,advised that the Communication Sub
Committee met with Sam Galati,Communications Manager,during January to
discuss including SEACin t)ie Board's broader communication strategies.
As part of the annual evaluation process for SEAC, a brief questionnaire
developed by the Communication Sub Committee, was distributed and
memberswere requested to bring the completed form to the 1999 March 02
meeting.
8. Patty Gillis,Integrated Action Group, provided an overview of the draft
document entitled,ATransitlon Plan for Students Entering Secondary School.
Copies ofthe draft document were distributed. The document iscurrentlyat the
consultation stage and members were requested to submit their input
/comments to Leba Sllvert, Program Services,Patty Gillis or ColinLaine.
9. Itwas reported that the Ministry of Education and Training's new regulations
provide that the special education financial budget be reviewed yearly with
SEAC. Itis anticipated that the 1999 budget process may begin as early as
1999 June.
10.Bob Merifield,Program Supervisor,distributed copies of a memorandum
entitled: Update to Categories of Exceptionalities and Definitions. This
memorandum was distributed to allprincipals, and contains the revisions ofthe
criteria forformal identification for the category of mildlyintellectually disabled,
approved at the 1999 January 26 meeting ofthe Board.
1999 February 23...43
11. A report from the Steering Committee meeting held 1999 January 19, was
presented.
Adraft plan for the harmonization of special education programs,placements
and services has been developed.The consultation process will request input
from the various stakeholders beginning with Principalsand LearningSupport
Teachers in February. A presentation ofthe draft plan and recommendations
Is to be discussed at the 1999 March 02 meeting ofSEAC.
Individual Associations will be invitedto submit their input/suggestions to the
Steering Committee.Itwas suggested that any individual Associations wishing
to have a presentation of the draft document should contact Bob Merifield,
Program Supervisor (452-2342).
12.• The draft policyand procedures for Medical/Health Support for Students was
presented.Trustee Cynthia Nurse advised that a recommendation from the
Policy Working Committee to approve the policy is to be presented>at the
Board's Committee of the Whole meeting to be held on Tuesday,1999
February 09.
13.In response to a question regarding the terms ofofficeforSEAC Chairperson
and Vice Chairperson,it was reported that this topic was discussed recently by
the Board's Chairs' Committee. SEAC has been requested to develop draft
protocols/procedures that could eventually be included inthe Board's policies
or by-laws. Itwas suggested that SEAC defer this matter until the March
meeting.
14.The Committee met in Forum.
J.BENNETT,
Chairperson
The report is received on motion of Bennett and Wice.
Trustees Nurse and Hunter are absent during voting.
32-B.Report of the Committee of the Whole 1999 February 09
Members Administration and Others
P. Smith,Chairperson J.Laughlin L.Peck
P.Jaffe P.Askey.J.McKenzie
R.Vaughan P.Gryseels S.Galati
S.Peters B. Bryce C.Linsdeil
G.Hart B.Greene C.MacKenzie
J.Bennett A.White N.Luo
1999 February 23...44
Members (continued)
J. Hunter (+7:00).
H.Wice
D.Stewart (+5:10)
C.Nurse
W.Brocl<(+7:00)
M.Metras
Regrets:P.Schuyler
Administration and Others (continued)
Q.Jazey
J.Thorpe
P.Mennill
R.Trahan
J.Emprlngham
R.Murray
G.Treble
L.Hutchison
J.Mclntyre
J.Tilley
R.Hughes
J.McCullough
S.Christie
A.Hogg
E. Nelligan
Reports:
1.No conflicts of interest were declared.
2. The Committee met in camera from 5:00 p.m. to 5:55 p.m. and discussed
confidential personnel,property andother matters.A recommendation onthe
purchase offileservers was reported outtothe Board thatevening and approved.
3. The Committeemet in public session from 7:00 p.m.to 10:10 p.m.
4. The Administration presented a reportand overview ofthe challenges currently
facedbythe Administration with respect to the consolidation of almost three
million dollarsinscholarships,bursariesandtrustsandseveralhundredawards
ofthe four forming partners,and are requestingthe hiring ofan additional staff
member as part ofa five step plan to streamline this area.
A thorough review was conducted during 1998 October,November and
December,ofthe tasks andworkloadinvolvedinadministeringthe scholarships,
awards, trusts and bursaries ofthe amalgamated school board.Administering
this area has placed a severe strain on both the Business Services and
CorporatePlanning departmentsintheirability to maintain timely andappropriate
service. Inaddition, the Middlesex Foundation has requested that the Board
take overthat fund, and the administration of scholarships,trusts and bursaries.
The request for hiring an additional staff memberis part ofa five step planto
streamline the administration of scholarships,trusts and bursaries program:
-consolidate ail information relating to the several hundred awards on to a
website by1999 March 31 inordertoensure studentaccess tothe spring
awards programs;
1999 February 23...45
-establish regional award selection committees for the spring of 1999 with
consideration being given to retired administrators to chair the awards
selection committees;
-select an appropriate software package to support the scholarships,trusts
and bursaries programs with costs to be covered by the Transitions Grant
Fund;
- hire an additional staff member,withia CGA or equivalent background,to
guide the financial aspects of the program;
introduce a fee for the handling of all scholarships,trusts and bursaries.
The additional position was not approved withinthe 1998-99 budget,however,
there have been sufficient savings from unfilled central office positions to cover
the costs for 1998-99.
(see recommendation 1)
5.Reports were presented by the Administration on the 1999-2000 School Year
Calendars to comply with Ministryof Education and Training regulations in the
development and approval of modified school year calendars,prior to the
Ministry's 1999 March 01 deadline.
(a)1999-2000 Elementary and Secondary School Year Calendars
The calendars were developed in consideration ofthe followingpriorities
developed in consultation with Supervisory Officers' Council:
-adherence to Ministryof Education and Training guidelines for the
1999-2000 school year (i.e.,194 school days,including no more than
four professional activity days between Labour Day and 2000 June
30):
- an opportunity for one system-based professional activity day to
address Program Services curriculum initiatives early in the school
year;
- a return to school from the Christmas break which responds to
possible Year 2000 concerns;
- maximizing transportation efficiencies by having both panels on a
common calender.
Consultation has occurred with all stakeholder groups,as well as the
coterminous boards to msucimize transportation efficiencies,
(see recommendation 2)
1999 February 23...46
(b)Modified School Year Calendar for East Elgin Secondary School,
Glendale High School and Norwich District High School for the
1999-2000 School Year
A request has been received from the Ontario Rue-Cured Tobacco
Growers'Marl<eting Boardforan arrangement with thethree secondary
schoolsnamed,todelaythestartoftheschoolyearbyfourdays,similar
tothat approved bythe Minister forthe 1998-1999 schoolyear. The
schools involved are supportive of the request as a result of their
experience with the plan inthe 1998-1999 school year.
Noadditional costs will be incurred by the Board or the schools. The
industry is covering costs associated with the tutoring program.Savings
will be achieved bythe fourdays oftransportation costs not required on
dedicated bus routes.
(see recommendation 3)
(c) Modified School Year Calendar for Sir George Ross Secondary
School forthe 1999-2000 School Year
The Modified School Year Calendar for Sir George Ross 8.8.was
presentedforreview.Permissionis required from the Minister tocontinue
tooperateona year-round basis as proposedonthe modified calendar,
(see recommendation 4)
(d) Modified School Year Calendar for Central Secondary School
Approval is requiredfromthe Minister to allowCentral 8.8.London,to
operate with modified Christmas break days as proposed on the
modified calendar.
(see recommendation 5)
6. An oven/iew of the financial accountabiiityframework and monthly financial
statements was provided,as follows:
Financial System -1998 September 01
Atthe beginningofthe newfiscalyear, thefourstand-alone accounting systems
were converted to a single software package called "Budgetary Accounting
System"(BAS).Atthe same time,the financedepartment implementedthe new
Ministry code of accounts whichrequired finance to take the fourformer code of
accounts and convert them to the new Ministry code of accounts that reflected
the new funding model.With a conversion to a newsoftware package and new
Ministry code of accounts,newfinancialreports are being created using the new
softwarepackage. Overthe nextseveral months,finance wiii developand create
new financial reports to meet the needs ofthe system.
1999 February 23...47
In addition to the four individualaccounting systems,the Board also had four
individual payroll systems.This complicated the accounting transactions as
some systems were able to electronically update the accounting system while
others required manual journal entries.
Stub Year Audit
The stub year period ended 1998 August 31.The finance department performed
a consolidation of the four stand-alone accounting systems in order to prepare
one financial package to be audited by Deloitte &Touche.The Ministry of
Education and Training did not release the grant calculation package forthe stub
year untillate 1998 November.As a result of that delay,Deloitte &Touche were
not able to audit the revenue portion until that grant calculation package was
completed.
In addition, Deloitte &Touche were required to perform an audjt of each of the
four separate financial accounting systems.Ail of this work has now been
completed by the finance department,and Deloitte &Touche are jn the final
stages ofaudit and preparation offinancial statements.The finance department
will provide a financial overview of the stub year period with statements,as well
as a copy of the audited financial statement at the Board meeting,1999 February
23.
Audit Presentation -Deloitte &Touche
The auditors appointed by the Board, Deloitte &Touche,report directly to the
Board of Trustees.We are proposing that Deloitte &Touche meet withthe Board
of Trustees and providea presentation notonlyon the audited statements but on
key issues related to the 1998 stub year.This will enable the auditors to have
direct dialogue with the trustees.It would also enable them to provide an
overview of audit objectives,outline of the approach and audit observations.
Financial Accountability Framework
The following is a summary of key components of our financial accountability
framework:
- Monthly Rnancial Statements -The monthly financial statement for the four
months ending 1998 December 31,was provided with this report.This Is a
high level summary which includes a report that summarizes the status ofthe
budget,as well as a summary by department.Areport on the new financial
system is being created that will provide details by department.This detail
provides a summary by account number for all departments of the Board.
1999 February 23...48
Department/School Accountability -Executive Superintendents are
accountablefordepartmentandschoolbudgets within theirstructure. Each
schooland departmenthas on-line access totheirbudgetaccounts. Once
thebudgetis approved bythe Board,the budget is turned overtotheschools
and departments who are responsible for the management of those
accounts.Theyhavethe ability to access theiraccounts including the ability
to print either dally,or monthly,a reportsummaryand detailofalloftheir
accounts.
IN$ITE Software •This Isa new software package which will be provided by
the Ministry of Education and Trainingforallschool boards. This software
overlaysour new financial software BASpackage and enables us toextract
data based on the Ministry cpde of accounts inthe format of classroom/non-
classroom and other key components. The Ministry of Education and
Training will be providing this software and training within the next few
months.As soon as we have received the software and training and
implementit,we will includeinthe monthlyfinancial statement,reports from
the IN$ITE software.
Financial Report Card -The Ministry of Educationand Training will create
a financial reportcard forschool boards. Itisourunderstanding that this will
evolve around the issue ofthe enveloping related tothe new funding model.
It is anticipated that it will include information similar to that found in our
budget document (pages 90-93) that show allocations by classroom,non-
classroom,budget to actual,variance reporting and other enveloping
information.
Annual Report to Taxpayers - The Ministry of Education and Training will
use data from the IN$iTE software and the financial report card to prepare
summary information board by board for reporting to taxpayers. It is
anticipated that the information will come fromboth the financial report card
and the IN$ITE software.
Public Information As part of our accountability to make as much
informationavailable to the public as possible, both the draft and approved
budgets will be posted on the Internet. The annual audited financial
statements will also be posted each year.The abilityto put other kinds of
financial information on the internet,such as data from the IN$iTE software
and the financialreportcard,will be available. Other communication vehicles
will be sought to make as much information available to the public as
possible.
1999 February 23...49
Financial Statement -1998 September 01 •1998 December 31
Approved Budget 1998 December 01 $517,363 793
Add:Miscellaneous Revenue Items
1998 Stub Year School Budget Carryforward $623 181
$623 181
Revised Expenditure Budget -1998 December 31 $517 986 974
Revised Revenue Budget -1998 December 31 $517 986 974
7.Thie Report of the PolicyWorking Committee,which met on 1998 November 24,
1999 January 12 and January 26, was received.
*On January 12,Superintendent Murray chaired the meeting for the election
of the Committee Chairperson.Trustee Nurse was elected Chairperson for
1999.
On January 26, the Committee met in camera from 4:40 p.m. to 4:50 p.m.
and discussed confidential matters..
- Atthe meeting on November 24, the Administration presented an overview
ofthe draft procedures forthe application, approval and processing ofHome
Instruction for Students.This procedure Is for students temporarily unable
to attend school and does not apply to Home Schooling. It was agreed that
a draft policy be developed by the Administration for review at the next
meeting.
On January 12,the draft policy, Home Instruction for Students Registered in
our Schools,was introduced.The procedures were also reviewed and
amended to reflect the discussions.The draft policy and procedures will
move to the consultation process for input from community and schools.
- A brief update was provided on the progress for developing the draft policy
on Electronic Meetings.
- On November 24, the Administration provided an overview of the revised
draft policy, Medical/Health Support for Students,which reflected previous
discussions.The draft policy and procedures were then circulated to
members ofSEAC,principals,and Chairs ofSchool Councils, and Home and
Schools,for further consultation.
1999 February 23...50
At the January 12 meeting,a further update on the draft policy was
presented.It was reported that legal issues have been reviewed bythe
Board's solicitorto his satisfaction, and further input was received .from the
groups mentioned above.
(see recommendation 6)
A brief summaryof potential policies,by department,was provided at the
November 24 meeting.
The draft policy.StudentRepresentationonthe Board,was introduced atthe
January 12 meeting and sections on eligibility and potential conflicts of
interest were discussed and referred to the Board's solicitor for clarification.
Itwas agreed tosubmitthe draft policy tothe consultation process for input
from SecondarySchool Principals,School Councils,and Homeand School
Associations. As part ofthe consultation process, itwas agreed to obtain
input from Student Councils,specifically regarding the selectionprocess.
Adraft policy on Attendance/Safe Arrival ofStudents was introducedat the
January 12 meeting. The draft procedures to implement the policy were
reviewed and amended to reflect the discussion.Itwas agreed to submit the
draft policy and procedures to the consultation process for inputfromthe
community and schools.
Atthe January 12 meeting, an update on the draft policy and procedures for
Safe Schools was presented. Itwas reported that during the consultation
process, a significant number of positive responses were received from
parents,schools,and the community. The Safe Schools Steering Committee
is continuing to develop plans for impiementation of the policy and
procedures,following the approval of the Board.
(see recommendation 7)
The Board,atitsmeeting 1998 October 27,referredthe policyon Community
Use of Buildings,Facilities and Equipment(Rentaland Lease Agreements)
back to the Committee for further consideration.The revisions to the draft
policy were supported forsubmission tothe Boardon 1999 January 26.
Secretary's Note:Board approved Policy,1999 January 26, Item 21-B.
The Administration presented an update on the draftpolicyand procedures
forSupply Management,following inputfromthe community and schools.In
response tothe Committee's direction on November 10,a legalopinionwas
obtained and a section.Disclosure of Information,has been included in the
policy. The suggested amendments to the policyand the procedures were
reviewed and clarified where necessary.
(see recommendation 8)
1999 February 23...51
Michael Murphy,Chairofthe District 1i1/d8 Bus Operators'Association,made
a presentation to the Committee on behalf of the school bus operators,
requesting that the Board establish a policy directing the administration to
negotiate transportation agreements with its operators,rather than through
the tender process.Rationale for this request was provided.
The Administration reported that the draft policy does allow the Board to
negotiate withthe bus operators.
8. The Report of the Information Committee of the Whole, which met on 1999
February 02,was received.
- Director John Laughlin chaired the meeting for the election of the
Chairperson.Trustee Jaffe was elected Chairperson for 1999.Chairperson
Jaffe then assumed the chair and Trustee Nurse was elected Vice
Chairperson for 1999.
- The Administration presented a comprehensive overview on Violence
Prevention Initiatives.The presentation included video excerpts from a
British Broadcasting Corporation documentary featuring schools from this
Board,as well as three school dramatic presentations which act out
situations followed by student discussion.
Concern about increasing violence in society and in schools is a widespread
phenomenon.Althoughone can debate whether Increased violence is real,
or whether awareness and reporting have increased,the concern remains.
There is little doubt that a current focus for education is producing safe
schools.
TheBoardhas been recognizedinternationally as being'a leaderin violence
prevention.In 1998 July, violence prevention educators from across the
United States gathered in San Francisco to hear about our programs.In
1998 October,the British Broadcasting Corporation travelled from England
to produce a television program featuring the Thames ValleyDistrictSchool
Board as being on the cutting edge of violence prevention.
These successful programs have received recognition because they are not
band-aid solutions addressing simply overt symptoms.Links are made
between experiencing and witnessing violence out of school and subsequent
aggressive behaviour at school. This allows for a proactive rather than a
reactive approach.
1999 February 23...52
During the 1998-99 schoolyear, there will be a numberofmajorviolence
prevention initiatives tal<ing place.In 1998 November,Grades 7 and 8
students from43 schools viewedthe play,"Wheelson the Bus."following
the dramatic presentation,classroom discussions ledbysecondaryschool
peer facilitators,focused on teaching studentsthestrategiesand skills which
theycan use to prevent/end violence intheir lives.
During the first two weeksof 1999 March,Grades9 and 10students from
eightsecondaryschools will view the play called,"Bombs."Following this
dramatic presentation,students will discuss the dynamics involved inboth
healthy and unhealthy relationships.
In 1999 April,Grades 11 -OAC students from eightsecondary schools will
view a new musical which examines interpersonal violence.Once again,
students will be given the opportunityto discuss the issues raised Inthe
drama production.
There are many other initiatives that are taking place in the Board. The
following is a brief summaryofsome ofthe unique initiatives taking place
presently.
Safe School Steering Committee
ASafeSchoolSteering Committee has beenestablishedandhas developed
safe schools procedures forthe newly amalgamated board. Adraft policy
has also been developed and considered by the Board's Policy Working
Committee.Members of this committee consist of parent volunteers,
teachers,principals,community agencypersonnel(Strathroy Women's Rural
Resource Centre, Children's Aid Society), and representatives from the
Ontario Provincial Police and the London Police.
The following issues still need to be addressed by this committee:
(i)an implementation plan for Safe Schools Policy and Procedures;
(ii)addressing the issue of equity in relationship to safe school
resources/programs Inthe Board;
(iii)developing a core curriculumfor the Board;
(iv)maintaining/expanding existingsafe school program;
Violence Against Women Prevention:School*based Services Projects
The importantwork being accomplished through School-based Services
Projects across the province has been recognized by the Government of
Ontario in the Agenda for Action on the Prevention of Violence Against
Women.
1999 February 23...53
The Ministryof Education has provided funding forschooi boards to continue
projects with agencies whose primary mandate is service to assaulted
women,and which have expertise in responding to the needs of child
witnesses to woman abuse.The Board has four existing projects with
London's Women's CommunityHouse,Strathro/s Women's Rural Resource
Centre, ViolenceAgainst Women Services inSt.Thomas,and the Women's
Emergency Centre in Woodstock.
All four projects were designed to encourage a responsive and supportive
approach to children and youth who have witnessed woman abuse.By
working together to achieve this goal,school boards and community
agencies work towards the ultimate goal ofreducing violence against women.
Each project is expected to design strategies that meet the following,
objectives:
- to develop and implement a school-shelter protocol that assists children
and young people who are shelter residents and are attending the local
schools,and provides support to teachers in responding sensitively to
chiid witnesses;
• to support collaboration between school and shelter staff inthe protocol
development and inany related program development;
- to provide individual or group services (eg.counselling)to children and
young people who are witnesses to violence or who are at risk of being
a witness to violence against their mothers;
to provide professional development to school staff,where necessary,on
the issue ofwife assault,the effects on children of witnessing violence In
the home,and the implications for schools.
Violence Prevention Programs in Classrooms
The following programs currently take place in various grades across the
Board:
Kind Power •self-esteem,feelings
-Sexual Abuse Prevention Program.C.A.R.E.Kit
-V.I.P.Values,Influences &Peers - life skills curriculum
Lions Quest Skills for Adolescents - life skills curriculum
-Second Step -empathy training,impulse control,anger management
- You and Others —The Early and Formative Years -self-esteem,anger
management,problem-soMng,conflict resolution,safety,communication
skills
1999 February 23...54 -
-Bridges Programs•Behavioural management,social skills
-Mentorship Programs -self-confidence,Interpersonal relationships
- TeenDating Violence Programs -awareness and prevention ofabuse in
personal relationships
-Parkview P.S.Program -comprehensive preventlon/inten/ention program
-Multicultural Peer Mediation - peer mediation involving multicultural
issues
-Building Self-EsteemforGirls- self-esteem, feelings
Interpersonal Skills Development Program •conflict resolution, anger
management,sexual harassment,physical assault
- Early Identification ofInappropriateBehaviours
- Dramaand Violence Prevention (Wheels/Bombs/Locker City)-bullying,
angermanagement,relationship violence,sexual harassment, abuse of
power and control
-Churchill Cheers -interpersonal relationships,self confidence,safety,life
skills
-Peace Makers - conflict resolution,safety,social skills
-Child Abuse Prevention Curriculum and Kits-personal safety curriculum ^
- TurtleProgram - socialskillsand problemsolving
- NoTo Bullying - anger management strategies to end bullying
- Stepping Stones -anger management,social skills
- School Based Services Programs -working with students witnessing
violence - assisting students making the transition from shelters to
schools - links between schools and community resources
The Joke's Over -sexual harassment
The system message is clear -
Violence Is not okay and will not be tolerated.
The Administration responded to trustee questions.
1999 February 23...55
- The Board,at its meeting on 1999 January 12,approved in principle,a
structureforthe Information Committeeofthe Whole.The mandate included
reference to "...any of the following matters (to be determined at the 1999
February 02 meeting ofthe Committee...").
Discussion followed on the Issues to be included in the mandate and a list of
items was supported.
(see recommendation 9)
In response to the Administration's request for clarification,trustees agreed
that although the list is very comprehensive,itIsIntended to be an example
of issues only; it is not intended that all items must be dealt with by the
Committee.It was agreed that some topics may also be dealt with in forums,
rather than in Information Committee of the Whole.
In response to a trustee request,the Administrationreported that it intends
to provide a budget update on a monthly basis to the Committee of the
Whole, which meets on the.second Tuesday ofthe month.
- The suggested list of topics and timelines (see page 61),proposed for
consideration by the Committee at future meetings,was reviewed and
supported.Additional topics were added to the proposed schedule.
Suggested topics and timelines for the regular Committee of the Whole
meetings were also provided.
The Administration advised that Information on environmental initiatives will
be provided through departmental updates,and the Impact of funding on
Junior Kindergarten programs will be dealt withduring budget discussions.
In response to the suggested topic,Overview of Schools,the Administration
advised that information Is available on the Board's website.
www.tvdsb.on.ca.
The Committee agreed to include Other Business as the last item on future
agendas.Where possible,trustees will advise the Administration in advance,
of issues being brought forward under this item.
Recommendations:
1.That a staff member withCGAcertificationor equivalent be hired to supervise all
financial matters relating to scholarships,trusts and bursaries for the Board.
2. That the Board approve forreferraltothe Ministerof Education and Training,the
1999-2000 Elementary School Year Calendar,and the Secondary School Year
Calendar for secondary schools not on additionally modified School Year
Calendars.
1999 February 23...56
Elementary Schools - 194 instructional days Including 4 PAdays
Holidays -1999 September06,October 11,December24 -31,
2000 January 03-07.March 13-17,April 21,24,May
22
System PA Days -1999 October 08
PADays (elementary only)-1999 December 03
School-Based PA Days •2000 February 04,June 30
Secondary Schools -194 instructional days including4 PA days,
10 examination days
Holidays-1999September06,October 11,December24-31,
2000 January 03 - 07, March 13-17,April 21, 24, May
22 •
System PA Days -1999 October 08
School-Based PA Days - 2000 February 04,June 29, 30
Exam Days-2000 January 26, 31, February01, 02, 03,June22,
23,26, 27,28
3. That the Modified School Year Calendar requested for East Elgin Secondary
School,Glendale High School,and Nonvich District High School,be submitted
to the Minister of Education and Training for consideration.
194 Instructional days including4 PA days,10 examination days
Delayed Start-1999 September 07, 08,09,10
Holidays-1999September06,October 11.December24-31,
2000 January 03 - 07, March 13-17,April 21, 24, May
22
System PA Days -1999 October 08
School-Based PA Days - 2000 February 04,June 29,30
Exam Days-2000 January 28, 31, February 01, 02, 03,June 22,
23,26,27,28
4. That the Board approve forreferralto the MinisterofEducation and Training,the
1999-2000 School Year Calendar for Sir George Ross Secondary School, to
allow itto continue operation as a year-round school.
\/
1999 February 23...57
Intersession -1999 October 04 -08,12 -15,December 24 -31,
2000 January 03 - 07, March 06 -17,May 01 - 05,
June 26-30,July 03-31
Holidays-1999August02,September06,October 11,April21,
24,May 22
School-Based PA Days -1999 August 03,2000 June 21,22,23
Evaluation Days -1999 September 27,December 16,17,20,21,
2000 January 31,June 14,15,16,19
5. That the Board approve for referralto theiMinister ofEducation and Training the
1999-2000 School Year Calendar for Central Secondary School.
194 instructional days including 4 PA Days and 10 Examination Days
Holidays-1999September06,Octoberll,December24-31,
2000 January 03 • 07, March 13-17,April2.1, 24, May
22
System PA Days -1999 October 08
School-Based PA Days *2000 February 16,June 29, 30
Exam Days-2000 February09,10, 11, 14, 15,June22,23, 26,
27,28
6. That the policy on Medical/Health Support for Students (see page 62) be
approved.
7. That the policyon Safe Schools (see page 63) be approved.
8. That the policyon Supply Management (see page 65) be approved.
9. That item (!)of the Terms of Reference for the Information Committee of the
Whole,approved in principle on 1999 January 12,be amended as follows:
The mandate of the Committee shall be to consider and recommend
upon referrals fromthe Board, other Committees, and the Administration
with reference to, but not limitedto,any ofthe following matters,and such
other matters as the Committee,or Committee Chair in consultation with
the Chairs'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;
1999 February 23...S8
(Continued)
Ethnocultural relations;
In-service training programs;
Organizationand operation ofschools;
Occupational health and safety;
School accommodations and school study committees;
Emergency procedures;
Student safety;
Board financial administration;
Transportation;
Computer operations;
Purchasingandwarehousing including tenderingprocedures;
Custodial and maintenance services;
Genera]insurance;
Cafeteria operations;
Mattersrelatingto the real propertyofthe Board including leasing
and rental of facilities;
Community use of facilities;
Administration of the management Information system;
Accommodation needs ofthe ancillary operations ofthe Board;
Mattersrelated to planninginliaisonwith municipal governments
School populationstatistics and forecasting
Matters related to decisions on non-resident students,appeals by
non-residents and school leaving;
Appealsand delegations regarding anyofthe above matters.
P.SMITH,
Chairperson
The reportisreceivedand recommendations 1,2,4,5,6,7,8 and-9 are approvedon
motion of Brock and Stewart.
Recommendation 3 is approved on motion of Brockand Stewart.
Trustee Nurse is absent during voting.
32-C.Report Of the Committee of the Whole 1999 February 23
Reports:
1.No conflicts of interest were declared.
2. The Committee met in-camera from 5:00 p.m. to 6:30 p.m. and from 10:00 p.m.
to 10:45 p.rti.and discussed confidential legal,personnel,disciplinary and other
matters.
1999 February 23...59
3.Trustees discussed the rationaie for having two trustees on the Inten/iewTeams
for Principal and Vice Principal competitions.
Recommendations:
1.That the motions approved at the in-camera session on 1999 February 23,
related to (a) a disciplinary matter, and (b) a mutual consent resignation to
retirement, be adopted and reported in the 1999 February 23 minutes:
(a)That the recommendation presented by the Disciplinary Review
Committee,be approved.
(b)That the request to grant a mutual consent resignation to retirement
for Linda Murphy, effective 1999 March 12,be denied.
2. That,notwithstanding the motion approved by the Board on 1998 January 27,
Item 18-A Recommendation 2,the Administration proceed with at least one
trustee being included on the. next set of interviews for Principal and Vice
Principal competitions.
P.JAFFE,
Chairperson
The report is received and the recommendations are adopted on motion of Vaughan
and Bennett.
Trustee Nurse is absent during voting.
MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN
33-A.None at this time
ADDITIONAL BUSINESS
34tA.Ontario Public School Boards'Association Update
Camilla Quenneville,Director of Policy Development withthe Ontario Public
School Boards'Association (OPSBA),Toronto,provides a comprehensive list
of current issues being dealt with by the OPSBA.
The report is received on motion of Wice and Hart.
Trustee Nurse is absent during voting.
1999 February 23...6Q
34-B.1999 March Regular Board Meeting -Change of Date
'That,notwithstanding Board Bylaw 2.1, the date of the regular Board
meeting scheduledfor 1999 March 23,bechangedto 1999 March'30."
The recommendation Isapprovedon motion ofVaughanand Stewart.
Trustee Nurse is absent during voting.
COMMUNICATION:
35-A.Received 1999 February 15 from Kevin Rodger,President,London and
District Chapterof Autism Society Ontario,advising that Mrs.Patricia Gailin
has been nominated the Special Education Advisory Committee
representative for Autism Society Ontario,London and District Chapter,
replacing Mr.Chris Culver.Mr.Culverhas Indicated his desire tostep down
to the positionofalternate, effective Immediately.
Approved on motionof Brockand Hart.
Trustee Nurse Is absent during voting.
35-B. Received1999February15 from Holly Mezon,President,Community Living
London, advising that Linda VInce has been nominated the Special
Education Advisory Committee representative for the six Associations for
Community Living Inthe Thames Vailey District.
Approved on motion of Brock and Hart.
Trustee Nurse is absent during voting.
ADJOURNMENT
The meeting adjourns at 10:47 p.m. on motionof Peters and Vaughan.
CONFIRMED:
Chairperson
A
1999 February 23...61
ITEM 32-B.
SUGGESTED TOPICS FROM THE CHAIRS'COMMITTEE
INFORMATION COMMITTEE OF
WHOLE
February 02
March 02 •
April06
May 04
June 01 •
September
07
October 05
November
02
December
01
Anti-Violence (coincides
with Safe Schools Policy
on February 09)
Accommodation
/Renovations
Special Education
/Transportation
Attainment of the Vision
Action Plans/Process
Budget
Scholarships,Trusts
and
Bursaries/
Secondary School
Reform/
Applied Learning
Research/
Program Equity &
Access/
COMMITTEE OF WHOLE
February 09
March 09
April 13
May 11
June 08
September 14
October 12
November 09
December 07
Safe Schools Policy
School Medical
Procedures
School Year Calendar
Assessment
Safe Arrival Policy
Supervision Policy or
Board Instructional
Computer Plan
Supervision Policy or
Board Instructional
Computer Plan
*Date dictated by internal or external deadlines.
1999 February 23...62
ITEM 32-B.Rec.6
Thames Valley District School Board POLIOY
Title MEDICAUHEALTH
SUPPORT FOR
STUDENTS
Policy No.
Department PROGRAM SERVICES Status:APPROVED
Reference(s)- Ministryof Education
Policy/Program Memorandum
No.81
-Education Act,Section 265
Effective
Date:
1999 02 23
The Board authorizes the Directorof Education or designate,to develop all procedures
relatedto medical/health support. Siichprocedures include butare not limited to:
consultation processes with appropriate service providers including the School
HealthSupport Program (Community Care Access Centres);
deveiopmentofproceduresfordealingwithreportable and communicable diseases;
approval ofagreements, attherequestofparents/guardiansandtheir physician on
behalf ofan individual student, relatingto the medicaltreatment and provision of
medical services including emergency care plans where the physician and
parent/guardian request exemption fora chiid from theBoard's normal emergency
practices.This applies when standard emergency inten/entioji procedures could
worsen the circumstance of the student.
Students with special medical/health needs will be maintained intheir neighbourhood
schoolwhenever possible;however,when assistance or coping with special needs
becomes a primary requirement,students may be supported inappropriate facilities
strategically located within the system toaddress their individual needs.
The designation of roies and responsibilities for medical/health support services in
schoolsettings does notpreclude, inemergency situations,the provision of assistance
byschool board personnel.Staffwho provide healthsupport to students under their
supervisionshall have full coverage under the Board's liability policies.
Administered By:Board Resolution/Date:
Date of Last Amendment
1999 February 23...63
ITEM 32-B Rec.7
Thames Valley District School Board POUOY
Title SAFE SCHOOLS Policy No.
Department OPERATIONS SERVICES Status APPROVED
Reference(s)MINISTRY OF EDUCATION Effective 1999 02 23
VIOLENCE FREE SCHOOLS Date
POLICY 1994
The Boardis committed to supporting a system strategyfor fostering and maintaining
positiveiearning environments and safe schools, and to that end expects schoois to
deveiop and maintainsafe, positivelearning en\^'ronments that are free fromviolence.
The Board furtherrecognizes its responsibility to meet the expectations ofthe Ministry
of Education Violence Free Schools Policy.
The Board's System Strategy shall include:
the Board Policy;
School Plans to ensure safe,positive learning environments;
Programs to support safe, positivelearningenvironments and the development
of appropriate student behaviours;
Support Services to assist schools to maintain safe, positive learning
environments.
The Board further commits to ensuring that:
parents will be encouraged toworkInpartnershipwiththe schooitodevelop safe
school environments, recognizingthat the Implementation ofany Safe Schools
Policy must be an ongoing process involving all partners within the broader
school community, and that such Involvement ofthe outside school community
at large,,results in policies and practices that are acceptable to the school
community;
the school environment is safe and welcoming in order that learning can take
place;
violence prevention is included in ail aspects of the curriculum from junior
kindergarten to the end of secondary school;
the system strategy will includeboth earlyand ongoing Identification of students
at riskand the establishment of appropriate formsofprevention and intervention,
recognizingthat early identification ofat riskfactors that may predispose a child
to violent acts,will allow child, family and school an opportunity to prevent
violence at its earliest stage;
1999 February 23...64
every elementary and secondary school has a Code ofBehaviourapproved by
the Superintendent of Education that communicates to all members ohhe school
community,the types of behaviour expected ofthem;
procedures are inplace fordealingwiththe range ofviolentincidentsthat could
occur inthe school environment, and that these procedures are applicable to all
students,staff,and visitors, and that they are expected to help to prevent
recurrence,thus making the school safer;
short and longterm strategies forvictim/witness support,as weil as perpetrator
re-entryprocedures following the occurrences ofa violentincidentare inplace,
reflecting consultation withadministration, staff, and the school community;
opportunitiesforailstaffshall be providedto acquire the knowledge,skillsand
values necessary to develop and maintain a violence-free school environment;
parents/guardians,students,staff, and the communityshall be involvedinthe
development and implehientation ofthe Safe Schools Policyat both the system
and school levels, recognizing that preventing and dealing with violent and
inappropriate behaviour must be a cooperative partnership,and that everyone
must communicate that violence of any description will not be tolerated inthe
communities and schools.
The following documents should be read inconjunction withthe Violence Free Schools
Policy:
Suspension Procedure;
Expulsion Procedure;
Procedures for Reporting Violent Incidents to the Police;
Record Keeping of Violent Incidents Leading to SuspenslcKi or Expulsion.
Administered By Operations Services .Board Resolution/Date
Date of Last Amendment
1999 FGbruary23...65
ITEM 32-B.Rec.8
Thames Valley District School Board POUCY
Title SUPPLY MANAGEMENT Policy No.
Department BUSINESS SERVICES Status APPROVED
Reference(s)•EDUCATiON ACT SECTiON
-217
-THE QUEBEC/ONTARIO
iNTERPROViNCIAL TRADE
AGREEIVIENT1997 (as
-amended)
-PETTY CASH PROCEDURE
•PURCHASiNG CARD
PROCEDURE
-SUPPLY IWANAGEMENT
PROCEDURE
Effective
Date
1999 02 23
The Board shall endeavour to meet system needs withinthe approved budget.
Price Quotations and Tender Limit
Purchase of supplies and services byand on behalf ofthe Board byits employees,shall
be made inthe following manners,depending upon the costofsuch supplies orservices:
$0'$1,000 •withinthe authority and budget limitsof Board employees;
$1,001- $50,000 - three writtenquotations on firms'letterhead, ifpossible;
Over $50,000 -sealed tender issued by Supply Management Department;
•tenders may be advertised regardless of dollar value.
All tender bid results are to be maintained in the Bids Information Binder located at the
Education Centre reception area.
Request for Proposals (RFP)
A request for proposal may be used in place of tenders,when the specifications are
unable to be clearly defined
or
when the Board authorizes the use of a request for proposal for goods or sen/ices that
would normally be tendered.
Recommendations pertaining to requests for proposal with a value exceeding $50 000
are to be presented to the Board for consideration and approval.
All request for proposal bid results are to be maintained inthe Bids InformationBinder
located at the Education Centre reception area.
1999 February 23...66
Negotiations
Wheregoods or services are to be obtained otiier than byprice quotation,tender, or
request for proposal,the BoardIs to provide prior approval.A negotiated contract
usually involves asinglesource supplier,orwhenItIs determined thatthe best Interests
ofthe Boardcan be better served bynegotiation. The proposed agreement particulars
must be presented to the Boardforconsideration and approval.
Local Preference
SubjecttoParagraph5.0,local andthenCanadiansupplierpreference will be usedwhen
ailfactors such as price, quality,and delivery are equal.
Regulatory Requirements and Trade Agreements
All purchases are tobe made In accordance withthe requirementsofallrelevant statutes
and Regulations such as the Capital Grant Plan and trade agreements such as the
Quebec-Ontario Trade Agreement 1997 (as amended)...
Disclosure of Information
.The name.of the successful bidder and the accepted price is public knowledge.
_ Bidders must clearly state in writing,Ifdisclosure ofany portionoftheir bidinformation
would cause injuryto the company.
.All vendors who submit bids and other Interested persons may attend tender or
request for proposal openings.
.Tender and RFP documents are to be retained In the Supply Management
Department.
_Additional informationwill be provided through request withinthe terms ofthe Ontario
Freedom of Information and Protection of Privacy Act.
-All prices for tendered building projects will be disclosed at the bid Information
opening.
Administered By Business Services Board Resolution
/Date
Date of Last
Amendment