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3/30/1999 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD AGENDA FOR REGULAR MEETING,1999 MARCH 30 The Board meets in regular session on the above date inthe Board Room at the Education Centre,meeting in Committee of the Whole,In camera at 5:00 p.m. on motion of and followed by public session at 7:00 p.m. OFFICIAL RECORD O'CANADA FIRST NATIONS SWEETGRASS CEREMONY CONFLICTS OF INTEREST CONFIRMATION OF MINUTES 40-A Minutes of the regular Board meeting,1999 February 23 40-B Minutes of the Board meeting,1999 March 09 40-C Minutes of the Special Board meeting,1999 March 23 REPORTS FROM THE ADMINISTRATION 41-A Director's Announcement 42-A Departmental Updates ; REPORTS OF COMMITTEES 43-A Special Education Advisory Committee,1999 March 02 43-B Committee of the Whole,1999 March 09 43-C Committee of the Whole,1999 March 30 MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN approve approve approve receive receive approve approve page 3 separate separate separate verbal page 4-9 page 10 page 13- 22 verbal 44-A None at this time ADDITIONAL BUSINESS 45-A OPSBA Update receive verbal 45-B Accommodation Report -Requests for Additional Information receive verbal COMMUNICATION 46-A None at this time. NOTICE OF MOTIONS QUESTIONS BY MEMBERS GOOD NEWS ITEMS - "Didyou know..." ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING,1999 MARCH 30 The Boardmeets in regularsession on the above date in the Board Rodm at the Education Centre,meeting in Committee of the Whole, in camera at 5:00 p.m. on motionofBrockand Nurse, followedbya public session at7:00 p.m. The following are in attendance: P. Smith,Chairperson P.Jaffe W.Brock G.Hart also: J.Laughlin P.Askey P.Gcyseels B.Bryce B.Greene C. Murphy A.White Regrets:J.Bennett M.Metras C.Nurse S.Peters H.Wice G.Jazey J.Thorpe P.Mennill J.Empringham G.Treble L.Peck J.Neville J.Hunter (+7:00) D.Stewart R.Vaughan (-7:00) P.Schuyler K.Bushell R.Merifield S.Christie S.Galati D.Williams P.TTiorup A. Hogg W.Scott The meeting opens with the singing of "0 Canada". FIRST NATIONS SWEETGRASS CEREMONY Elder Sid Doxtator of the Onyota'atka community, explains the importance of the Sweetgrass Ceremony to the various First Nations cultures,and invites those present to participate.The ceremony,which involves the burning of the braided sweetgrass, is conducted out of respect for the First Nations representation on the Board,and the First Nations students,staff, and community. The appreciation ofthe Board Is extended to Mr.Doxtatorforconducting the ceremony and sharing some aspects of the Native culture. OFFICIAL RECORD We regret to record the death ofthe following three students:Andrew McBride,a 16- year old student from College Avenue S. S.. Woodstock, on 1999 February 28; Jeff Rakowicz, a 19-year old student from Central Elgin Collegiate Institute,St.Thomas,on 1999 March 15;and Patrick Dawson,an 8-year old student from Eastdale Public School,Woodstock,on 1999 March 15. We regret to record the death of the following two custodians:Grant Redman from Huron Park S. S.,Woodstock,on 1999 February 28; and Jim Durling from Woodstock Collegiate Institute, on 1999 March 21. 1999 March 30..71 40-A.No conflicts of interest are declared. CONFIRMATION OF MINUTES 41'A.The minutes ofthe regular Board meeting,1999 February 23,are approved on motion of Brock and Jaffe. 41-B.The minutes ofthe Board meeting,1999 March09,are approved on motion of Brock and Jaffe. 41 >0.The minutes ofthe Special Board meeting,1999 March 23,are approved on motion of Brock and Jaffe. Trustee Vaughan is absent during voting. REPORTS FROM THE ADMINISTRATION 42>A.Director's Announcement •None at this time. 43-A.Departmental Updates The Administration present departmental updates on the following issues: Business Services -Records Management - first meeting scheduled March 31 -Meetings re:Transportation Policy -Programs designations -Ongoing meetings re:Strathroy project -Various property matters - Budgetary Accounting System (BAS)and Quicken training sessions -Survey of software re:Non-Board funds: Year 2000 compliance -System-wide implementation of consistent payroll processing -Common timesheets for continuing education -Elementary teachers'pay - bi-weekly •Nominated for "Canada's National Energy Efficiency Award" -Request for Proposal -Consultant to support school renewal/operations - Final stage selection: Facility Services Coordinators and Zone leaders -Status of draft Transportation Policy and Procedures -Transportation Services overview -April 06 Board meeting - Developing a Request for Proposal to update photocopier equipment -Trillium Student Information System - flrst file servers ordered - Developing specifications for computers/peripheral equipment - Distributionof Ministryscience/technology orders by Warehouse Services -Development of new catalogue of supplies - Newoffset printing press purchased to replace old printing press - New student admission procedure developed 1999 March 30.72 Human Resource Services •Common benefits plan for all elementary teachers -WHMIS software issued to all schools for legis!ated training - Merged elementary occasional teachers'listdistributed -Teacher recruitment -inten/iews conducted -Payroll conversion to bi-weeklyforelementary teachers Operations Services -School improvement Woritshop for school administrators -Teacher staffing allocation -Student Administration System training -Research &Assessment workshops re:preparation Grades 3 &6 testing •School Accommodation and Planning Report -tabled with Board Program Services -Program Services realignment by subject and services divisions - Harmonization of Special Education Plan: publicconsultation process •Secondary School Reform sessions -phase one and phase two -instructional computer allocations - "Do Jobs Grow on Trees?"initiative by LIEC -Teacher-Librarian Inservice:new curriculum support The reports are received on motion of Stewart and Jaffe. Trustee Vaughan is absent during voting. REPORTS OF COMIWITTEES 44*A.Special Education Advisory Committee Report Members J.Bennett,Chairperson C.Nurse (-1:50) G.McGahay E.Hager (-2:15) P.Giiiis (-2:55) L.Stevenson N.Gooding C.Hawthorne A.Morse (-2:00) C.Laine M.Tucker L.Vince R.Teichrob P.Gallin J.Dorssers (-3:00) L.Shainline (-2:40) Regrets:J.Worthington,H. Wice 1999 March 02 12:15p.m.-3:20 p.m. Administration and Others P.Askey B.Merifield S.Peters L.Silvert S.Huriey B.Martin B.Greene W.Scott 1999 March 30..73 Reports: 1.No conflicts of interest were declared. 2.Chairperson Joyce Bennett Introduced and welcomed GIna McGahey, Chlppewas of the Thames.Gina has been appointed by the Board for the remainder of the three-year term. A letter has been received from Holly Mezon,Community Living London, advising of her resignation,due to work commitments.Linda Vince has been appointed to replace Holly for the remainder of the three-year term. It was suggested that a letter of appreciation be sent to Holly,expressing the Committee's gratitude for her contribution to the needs of special education students. 3. Bob Merifield,Program Supervisor,provided an overhead presentation of the draft Special Education Harmonization Plan for Services and Programs. Copies of documents entitled,Stages of Harmonization (1998/99 -2001/02), Glossary ofTerms,Summary of Principal Feedback and Responses bySpecial Education Staff were distributed. A lengthy question and answer period followed. As part of the consultation process,it was suggested that the Administration develop a strategy to invite parental inputand feedback about the draftplan. The draft plan is being presented at the Committee of the Whole Board meeting,to be held 1999 March 09. The report was received. 4.Peter Askey,Executive Superintendent of Program Services,presented an update regarding the Developmental Summer School Program. Background information was provided. It was reported,that Executive Council has reviewed the Issue of developmental summer programs and will be recommending to the Board that,unless sufficient funds become available from the Ministry of Education and Training,and/or the Ministryof Community and Social Senrices,the program be discontinued.The following recommendations were submitted to SEAG for consideration: SEAC recommends to the Board that the Executive Superintendent of Program and the Chairperson ofSEAC,writetothe Ministry ofEducation and Training and to the Ministryof Community and Social Services,to express concern for the lack of funding for the developmental summer program and to request funding to support the developmental summer program district-wide. 1999 March 30..74 SEAC supports the position that,unless sufficient funds become available from the Ministry of Education and Training and/or the Ministry of Community and Social Services,to support a district-wide developmental summer program, the program be discontinued. A lengthy discussion followed. Bob Merifield,Program Supervisor,advised that a meeting has been scheduled for 1999 March 26, with representatives from the Ministry of Education and Training, Ministryof Community and Social Services,Community LivingLondon, and various community stakeholders to discuss an alternative model of delivery of the summer school program for special needs students across the system. The Committee recognized the importance and value of the developmental summer program and did not support that it be discontinued.It was requested that the Administration send a letter to the Ministryof Education and Training, and the Ministry of Community and Social Services,requesting that funds be made available district-widefor the developmental summer program for 1999 July and August. (See recommendation 1 and 2) 5.The reports of the SEAC Communication Sub Committee,Transition Sub Committee,Chairperson Guideline/Protocol Sub Committee and the Secondary School Reform Sub Committee were deferred to the meeting of 1999 April06. 6. A summary of a meeting of the Secondary School Reform Sub Committee held 1999 February 26 was distributed. 7. Members were reminded to complete and return the Communication Sub Committee evaluation questionnaire distributed at the SEA^meetingof 1999 February 02. 8.The Committee met In Forum. Recommendations: 1.Whereas SEAC members recognize the value and the community need for the developmental summer program,SEAC recommends that the Board direct the Administration and the Chairperson ofSEAC, towritetothe Ministryof Education and Training and the Ministry of Community and Social Sen/ices expressing concern for the lack of funding for developmental summer programs and requesting funding to support the program district-widefor 1999 July and August. 1999 March 30..75 2. SEAC reccinmends that the Board direct the Administrationto explore funding optionsinpartnership with thecommunity,tosupportthedevelopmental program for the summer of 1999 and beyond. J.BENNETT. Chairperson The reportIs receivedand the recommendations are adopted on motionofWiceand Hart. Taistee Vaughan Is absent during voting. 44*B.Report of the Committee of the Whole 1999 March 09 Members P.Smith,Chairperson P.Jaffe R.Vaughan (-6:00) S.Peters P.Schuyler G. Hart (-8:35) J.Bennett H.Wice D.Stewart C.Nurse M.Metras (+5:09) Regrets:J.Hunter,W.Brock Administration and Others J.Laughiin P. Askey P.Gryseels B. Bryce B.Greene A.White J.Thorpe P.Mennill R.Trahan C. Murphy R. Murray Reports: 1.No conflicts of interest were declared. G.Treble L.Peck J.McKenzie S.Galati S.Killip E.Good R.Merifield R.Guthrie 8.Christie A. Hogg W.Scott 2. The Committee met in camera from 5:00 p.m. to 6:00 p.m. and discussed confidential property,personnel,and other matters. 3.The Committee met In public session from 7:00 p.m. to 10:40 p.m. 4.Constable Ken Abel, London Police Department,made a presentation on the Children's Safety Village,which Is designed to teach safety and risk awareness to elementary school children Inthe London area.The villageis a minivillage featuring approximately 20 small buildings,streets with authentic traffic signs and signals,an operational railway crossing,a school bus,a London Transit bus,miniature vehicles,bicycles,and other real life community features. , 1999 March 30..76 A community partnership initiative,the child-sized village provides young children witha hands-on training experience that develops a positive attitude towardsafety, that will be remembered and practised intoadulthood., Avideo presentation was viewed. Appreciationwas extended to Constable Abelforhis informative presentation. 5. The Administration provided an update on the group-based assessment programs within the Board,student achievement on these tests, and the use of results to improve student learning and instructional programs. A comprehensive analysis of the 1998 provincial grade 3 assessment and group-based assessments conducted from 1998 January to December bythe predecessor Boards was provided. The report identifiedfuture direction with respect to group-based assessments. It was noted that external,internal,and teacher assessments assist in the improvement of student learning. Using this data,schools are able to revise existing programs and education practices to meet this goal. The purpose of assessment is to improve-not to prove. Amulti-yearaction plan has been developed based on key findings,patterns or trends identified in the test results.Identifying strategies for improvement, resources required and indicators that will reflect the success of the plan. Recommendation 5 directs the Administration to develop a policy with respect to assessment,evaluation,and reporting of student achievement.In the interim, the Administration will develop a policy consistent with the proposed assessment strategies as noted inthe overview and proposal forfuture use of group assessment.Asa result,previousboard policies of tReforming partners will be replaced by this direction. Following a lengthy question and answer period, the report was received and the recommendations were supported. (see recommendation 1,2,3,4 and 5} 6. The draft plan for Special Education harmonization was presented. Inaccordance withRegulation306,the Boardisrequiredto maintainitsspecial education plan, to reviewitannually, to amend itfromtime to time to meet the current needs ofits exceptional pupils, and to submit any amendment(s)tothe Minister for review,on or before May 15 each year. 1999 March 30..77 In Ontario, boards last submitted complete special education plans to the Ministry,in 1987.Sincethen, numerouschanges toeducation legislation and regulations.Inadditiontoeducationreformsand Ministry policiesanddirectives, have had an impact on the provision of special education programs and sen/ices. The Ministryhasindicated thatthe annual reviewofspecial education plans will be so extensive, that merged Boards of Education will need to undergoaprocess ofdeveloping a new,comprehensivespecialeducationplan inordertomeetthe needs ofexceptionalpupilsconsistently across their district. In May,1998,a Steering Committee was established to coordinate the development of the Board's draft special education plan. The Steering Committeeconsisted offourrepresentatives from SEAC,a secondary school administrator, an elementary school administrator, a special education consultant from each ofthe four areas,and the Learning Supervisor - Special Education. A document representing a draftharmonization planfor programs,placements and services was provided..This will form a portion of the Board's Special Education Plan. The plan was drafted using Information obtained froma broad range of stakeholder groups,including SEAC members, elementary and secondary school administrators,special education consultants,special education teachers,parents,and community agencies. Acriticalpart ofthe process has been to provide opportunities forconsultation from senior administrators,school administrators,learning support teachers, student services personnel.Special Education Advisory Committee (SEAC) associations,parents,and the Board.This consultation will be completed by the third week of March. A final draft of the Special Education Plan will be reviewed bySEAC in April,withtheir recommendations coming to the Board in 1999 Mayfor final approval. (see recommendation 6) 7.Trustee Bennett,Chairperson ofSEAC, provided a brief update on the issue of the developmental summer program which currently exists in the London schools only. Inorder to expand the program district-wide,the cost would be in excess of$400 000 beyond the fundingprovided bythe Ministry ofEducation and Training. The Administration have reviewed the issue of the developmental summer program and will be recommending to the Board that,unless sufficientfunds become available from the Ministry of Education and Training and/or the Ministryof Community and Social Sen/ices,the program be discontinued. 1999 March 30..78 8. The Monthly Financial Statements as at 1999 January 31,were received. Financial Statement -1999 January 31 Approved Budget 1998 December 08 $517 363793 Add:Miscellaneous Revenue Items 1998 Stub Year School Budget Carryforward $623 181 $623 181 Revised Expenditure Budget -1999 January 31 $517 988 974 Revised Revenue Budget •1999 January 31 $517 986 974 '9."Reports ofthe Native Advisoiy Committee for meetings held on 1999 January 12 and February 16,were received. 10. The Report ofthe PolicyWorkingCommittee, which met on February 23, was received. a) In order to ensure clarity and consistency In the terminology used for Board documents,it was requested that the editing of all policies and procedures be included as a final step, prior to the final draft being presented to the Committee. The Administration will facilitate the Implementation ofan editing process to ensure that allBoardpoliciesand procedures contain standardized wording. b) The Administration introducedthe draft policy on ElectronicMeetingsand provided background Information In conjunction with Ontario Regulation 463/97ofthe EducationAct,as wellas policiesfromother Boards. Many Issues have been identifiedand Itwas agreed that allTrustees be given an opportunity to provide input into the process.The Administration Is to prepare suggested criteriaforthe Implementation of electronic meetings forpresentationat the Information Committee ofthe Wholemeetingon 1999 April06. c)The draft policy on Transportation was introduced, and duringa lengthy discussion period,amendments were suggested.The procedures to Implement the policy were also provided for Information. Current information identifying eligible programs,criteria for transportation, and harmonization ofthe walking distances over the district was reviewed. 1999 March 30.79 An information session on transportation is to be presented at the information Committeeofthe Wholemeetingon April 06. The consultation process will be consideredat a subsequent meeting. The importance of ensuring parents and communities are given an opportunityto provide inputon transportation issues was emphasized. d) The draft policy on Student Representation on the Board was reviewed and amended to reflect the discussion.The draft policy has been submitted to the consultation process and legal issues have been reviewed bythe Board's solicitorto his satisfaction. (see recommendation 7) e)Following the consultation process,an update on the draft policy and procedures for Home Instruction was provided. (see recommendation 8) f).-The draftpolicyon Secondary School Registration of Students Age 21and Over was deferred to the next Committee meeting. 11. The Report of the InformationCommittee of the Whole, which met on 1999 March .02,was received. a) The report of the Woodstock Elementary School Area Accommodation StudyCommitteewas presented byCommittee Chairperson P.Smith. The mandate of the Committee was to review the elementary configuration of schools with a view to addressing program equity and the establishment of a JK to Grade 8 delivery model,wherever possible.Following the presentation,the Committee and Administration responded to questions for clarification. (see recommendation 9) b) Committee Chairperson G.Hart presented the Ingersoll ElementarySchoo! Area Accommodation Study Committee Report.The mandate of the Committee was to review ttie elementary configuration of schools with a view to the establishment of a JK to Grade 8 delivery model,wherever possible.Followingthe presentation,the Committee and Administration responded to questions for clarification. (see recommendation 10) c) The South St.Thomas Elementary School Area Accommodation Study Committee Report was presented byCommittee member,C. Nurse. The mandate of the Committee was to examine the feasibility of returning Junior Kindergarten and Senior Kindergarten students to their home schools.Followingthe presentation,the Committee and Administration responded to questions for clarification. (see recommendation 11) 1999 March 30..80 d) The Administration presented the Student Accommodationand Planning Report and reviewed the contents of the report.Following the presentation, the Administration responded to questions for clarification, (see recommendation 12) e) The following suggested timelines for receiving public input and considering the four reports,were supported. Tuesday,1999 March 16 Written publicsubmissions to the Executive Secretary;must be received by 4:30 p.m. Tuesday,1999 March 23 Individuals who submitted written reports may speak to the Committee ofthe Whole for upto 5 minutes. Groups may speak for up to 10 minutes. Tuesday,1999 April 13 Committee of the Whole •debate and decisions. Further clarificationregarding the input process was provided. 12.The Administration presented the following report on additional servicing work required at the Glencoe DistrictHighSchool forthe Community Learning and Employment Centre. The Board approved the partnership with Human Resources Development Canada to construct the Glencoe Community Learning and Employment Resource Centre at Glencoe District High School.The Resource Centre would be modelled after the Community Resource Centre at Ingersoll District Collegiate Institute which has been operatingforthe past 4 years. Human Resources Development Canada isfundingthe capitalcost ofthe constaictlon ($240 000),purchase of the computer lab ($130 000) and start-up operating costs ($16 000). The Board is responsible for the design,operational cost (custodial,maintenance etc.),technical support for the computers and teacher costs. Now that the detailed design work has started,It has been discovered that there is inadequate water supply to service sprinklers forfireprotection in the addition.Since the water supply to serve this sprinkler system is presently located in the boiler room, an additional cost of $20 000 would be required to extend the water service to the proposed addition. The water service would be sized to service the proposed sprinklers in the existing 1976 addition as well. This retrofitshould be completed as soon as possible,to meet applicable building code. 1999 March 30..81 Also,the anticipated cost tothe Boardforthe professional design ofthis addition is estimated at $30 000. At the time of the proposal,it was intended that the Board's contribution to the project would include our Design Department completing all design wort^.Subsequent to the proposal,all design staff have been eliminated.The design workhas been contracted to external consultants. Theprojectis presentlyunderdesign,with construction expected inthe Springof1999.Full operation is scheduled for1999 September 01. (see recommendation 13) Recommendations: 1.That Program Services and OperationsServices continueto place emphasis {1 on the provision of resources and support to strengthen student knowledge and J ,^skills in mathematics and language,particularly within those areas where Oi(students achieved below the provincial levels. 2. That Program Sen^ices staff review and modify the English as a Second Language (ESL)programto improve students'achievement. 3. That ProgramServices and Operations Services provideopportunitiesfor all educators to improve their knowledge and understanding of assessment. 4. That Research and Assessment Services conduct an in-depth system level analysis of the grade 3 school results and consult with schools to identify variables and practices that impact upon student achievement and school performance. 5. That Operations Services develop a policytodirectthe assessment,evaluation and reporting of student achievement and Instructional programs. 6.That the following timelines specific to the Draft Plan for Special Education Harmonization be followed: -consultation with system and community partners be completed by the third week of 1999 March; - final draft reviewed by SEAC in 1999 April; -recommendations to the Board on 1999 May 25 for final approval. 7. That the policy on Student Representation on the Board (see page 86), be approved. 8.That the policy on Home Instruction (see page 88), be approved. 9. Thatthe Woodstock Elementary SchoolAreaAccommodationStudy Committee Report be referred to the Committee of the Whole meeting on 1999 April13, to allowthe opportunity for public input on 1999 March 23. 1999 March 30..82 10.That the Ingersoll ElementarySchool Area AccommodationStudy Committee Reportbe referredtothe Committee ofthe Whole meetingon 1999 April 13,to allowthe opportunity forpublicinputon 1999 March23. 11. That the South St.Thomas Elementary School Area Accommodation Study CommitteeReportbe referredtothe Committeeofthe Wholemeetingon 1999 April 13,to allowthe opportunityforpublicinputon 1999 March23. 12. That the Student Accommodation and Planning Report be referred to the Committeeofthe Wholemeetingon 1999 April 13,to allowthe opportunityfor public input on 1999 March 23. 13. That $20 000 for fire safety be funded out ofthe School Renewal Grant, and $30 000 for design be funded out of the School Operation Grant, for the Glencoe CommunityLearning&EmploymentResource Centre project. P.SMfTH, Chairperson The reportIs received and recommendations 1, 2, 3, 4, 5, 6, 8,9,10,11,12, and 13 are adopted on motion of Nurse and Jaffe. Recommendation 7 is adopted on motion of Nurse and Jaffe. Trustee Vaughan is absent during voting. 44-0.Report of the Committee of the Whole 1999 March 30 Reports: 1.No conflicts of interest were declared. 2.The Committee met in camera from 5:00 p.m. to 6:05 p.m.and from 10:05 p.m. to 10:55 p.m. and discussed confidentialproperty, legal, personnel, and other matters. 3. The City of London has approved a road-widening project for a section of Adelaide Street between Thompson Road and Hamilton Road.During the developmentand design stages of this project,the Cityreviewedthe scope ofthe projectand the property implications withallthe owners ofadjacent lands. Ithas been determined that to effectively and safely move traffic around the intersection ofAdelaide Street and Thompson Road, a portionofland is required fromthe Board, to allow development of a right-hand turning lane.The size of the propertyinquestion is approximately3.0 metres x78.4 metres,fronting on the east side ofAdelaide Street South.The sale ofthe property Inquestion will not detrimentally affect the Princess Elizabeth PublicSchool site. 1999 March 30..83 All property which may be damaged as a result ofconstruction,will be returned to its original condition,including fencingand landscaping. The City of London has offered to pay the Boardthe sum of$23 500 broken down as follows: - $8 800 at completionofthe Purchase and Sale Agreement - $14 700 at the completion of the projectto cover Injurious Affection and Disturbance Costs. The value of the property was determined by the use of a third party land appraiser. Recommendations: 1.That the Boardselltothe CityofLondon,propertyborderingon AdelaideStreet South, ofapproximately3.0 metres by 78.4 metres, forthe sum of$23 500 as outlined in the Purchase and Sale agreement. 2. That the motion approved at the in camera session on March30 related to Elementary Administrative Appointments be approved, and reported in the minutes of March 30 (see below). That,in accordance withthe Interim Promotional Practices:Selection Procedures and Appointment of Principals and Vice Principals, the following "pool" of candidates be approved for appointment to the position.Principal, Elementary Schools: Mary Duddy Diane Pilz Kdja Havelka Larry Sales Ruth Jackson Janice Stephenson-Hambrock" 3. That the resignation to retirement for the teachers listed below, be accepted under the mutual consent clause effective on the dates indicated: Name Retirement Date Kevin Bice 2000 04 01 JohnRndley 199910 31 Mike Slater 1999 09 30 4.Thatthe resignation forthe teachers listed belowbe accepted,underthe mutual consent clause effective on the dates indicated: Name Resignation Date Antoinette Cavanagh 1999 03 31 Rosemary Forsythe 1999 03 31 Sang Kim 1999 0311 1999 March 30..84 5. That the Terms and Conditions of Employment for Elementary and Secondary PrincipalsA/ice Principals be approved. P.JAFFE, Chairperson The reportis received and the recommendations are adopted on motionofJaffe and Stewart. Trustee Vaughan is absent during voting. MOTIONS •NOTICE OF WHICH HAS BEEN GIVEN 45-A.None at this time ADDITIONAL BUSINESS 46-A.Ontario Public School Board's Association (OPSBA)Update Trustee Wice provides a comprehensive listofthe various issues being dealt withby the OPSBA,which includes special education,education funding in Ontario, curriculum implementation, and labour relations initiatives. OPSBA will be hosting a professional development session on Saturday, 1999 April 10.Further Information may be obtained by contacting Trustees Wice and Nurse.The OPSBA Annual General Meeting is scheduled to be held 1999 June 10-12 in Huntsville and it was suggested that those interested in attending,should register as soon as possible. The report is received on motion of Wice and Peters. Trustee Vaughan is absent during voting. 46-B.Accommodation Report -Requests for Additional Information The Administration provideadditional information for clarification pertaining to the Accommodation Reports. A lengthy discussion follows in response to the recent comments by the Ministerto the media, regarding exceptions to the funding formula. 1999 March 30..85 A motion byTrustees Wice and Hunter tiiat a letterbe forwarded to the Minister of Educationand Training,requesting detailed criteriaregarding applicationforexceptions to tiie funding formula;and, a defined process for accessing the funds, as they relate tothe commentsmade bythe Minister tothe media,on 1999 March 26,Isadopted. Trustee Vaughan is absent during voting. Trustee Brockraises a pointofpersonal privilege in response to comments made by -Trustee Jaffe, and informsthe Boardthat for 19 years hisfirst priority has always been that students come first- not monetary issues - however the funding model has now changed. COMMUNICATION 47-A.None at this time. ADJOURNMENT The meeting adjourns at 11:00 p.m. on motionof Brockand Peters. CONFIRMED: Chairperson 1999 March 30..86 Thames Valley District School Board POLICY Title STUDENT REPRESENTATION Policy No. ON THE BOARD Department CHAIRS'COMMITTEE Status APPROVED Reference(s)REGULATION 461/97,"Pupil Effective Representation on Boards"Date 1999 03 30 It is the policy ofthe Board to Include one non-voting student representative on Its Board to serve for a term of one academic school year. The Inclusion of student representatives enables the perspective of students to be considered In Board decisions and provides students with valuable learning experiences. ELIGIBILITY To be eligible forthis role,students must meet the following criteria: 1.Students mustbe at least 16 years of age and either entering or enrolledInYear 3 or Year 4 as a full-time student at a secondary school withinthe jurisdictionof the Board; 2. Students must have achieved In the previous school year, and maintain, a minimum average of 60% in all subjects; 3.Students must have demonstrated an interest and prior involvement in school, extra-curricular and/or community-based activities; 4.Students must be willing to committhe necessary timeto attend meetings and perform the dutiesand responsibilities ofa student represeQtatlve. RESPONSIBILITIES The responsibilities ofthe student representative include the following: 1. To regularly attend Board meetings (except the Committeeof the Whole in camera sessions); 2. Tobe knowledgeable about,and willing to comply with,BoardBylaws and Rules of Procedure; 3. To serve as a student liaison representative forthe Board at various events; 4. To consultwith,and to keep, student councils Informed about Board issues of interest and concern to students; 5. To declare a conflict of interest in matters that have a direct pecuniary Interest to the student or members of the student's immediate family (e.g.fatiier, mother,sister,brother). Eventhoughthe student representativeis a non-voting memberofthe Board,he/she will have the same opportunityfor participation at publicmeetings ofthe Board,and at public meetingsofcommitteesofthe Boardas grantedto elected Boardmembers. SELECTION Each candidate for the position of student representative will submit a concise application to their principal,outlining their academic,school,extra-curricular and/or community Involvement experiences,including a brief explanation oftheirinterest in serving in this role. 1999 March 30..87 Theprincipal through an appropriate schoolprocessthatincludes studentcouncil input, will select one candidate from each school for submission to the Chairs'Committee of theBoard. TheChairs'Committeeand the past student trustee,with due consideration for equitable representation,will short-list the nominations to a maximum ofeight candidates. In May ofeach year, a focus meeting will be held bythe Boardthat includestrustees and students,at whichtime, an election forthe student representative will take place. Campaigning forthe position ofstudent representativeis restricted tothe distribution ofa one-page outline,anda three-minute presentationatthefocusmeeting.There will be no opportunity forquestioningthe candidates.Each secondary school present will havethe right tocast onevoteforthe candidateoftheirchoice.Elections will be held bysecret ballot andthecandidatewith themostvotes will be announced as thestudent representative for the following school year. ORIENTATION Orientation forthe newly-electedstudent representative will be providedbythe Chairs' Committee. HONORARIUM/EXPENSES The student representative will not receive an honorarium,but will be reimbursedfor out-of-pocket expenses reasonably incurredincarryingoutthe duties in accordance with Board policy.Prior approval and reimbursement for attendance at workshops, training sessions,and/or conferences must be authorized bythe Chairs' Committee. VACANCIES A student representative may be disqualifiedbymotionof the Boardifhe/she becomes ineligibleduringthe term, or Is unable to, or fails to hilfiii the responsibilities. In the event a vacancy arises priortothe expirationofthe term,the candidate receiving the next highest votes will be offeredthe opportunityto fill the vacancy.Ifthe second place candidate declines to accept the position, it will be offered to the third highest candidate,and so on untilthe vacancy is filled or until no more candidates remain. CO-OPERATIVeCOMMUNITY SERVICE CREDIT Due to the expected time commitment inherent in this position, the elected student representative may request that participation inthis role be eligible for obtaining a co operative or community service credit. Upon completion ofthe student's term in office, the Chair or his/her designate may recommend to the student's principal that a co operative or community service credit be granted. Administered By Chairs'Committee Board Resolution 44-B. Rec.7 Date of Last Date 1999 03 30 Amendment 1999 March 30..88 Thames Valley District School Board POLICY Title HOME INSTRUCTION Policy No. Department OPERATIONS SERVICES Status APPROVED Reference(s)Education Act 21.(2)Effective 1999 03 30 0.Reg.298 11.,(11)Date Itisthe policy ofthe Boardthat home instruction will be provided to registered students in appropriate circumstances. Administered By SUPERINTENDENT OF Board 44-B. OPERATIONS SERVICES Resolution Rec.8 Date of Last Date 1999 03 30 Amendment