1/25/2000 - Regular Board Meetingq——
\
THAMES VALLEY DISTRICT SCHOOL BOARD
AGENDA FOR REGULAR MEETING,2000 JANUARY 25
The Board meets inregular session onthe above date inthe Board Roomat the Education Centre, meeting
inCommittee ofthe Whole, in camera at 5:00 p.m. on motionof and followedby a public
session at 7:00 p.m.
O-CANADA -PORT STANLEY P.S.CONCERT BAND,PORT STANLEY
OFFICIAL RECORD
23-A CONFLICTS OF INTEREST
CONFIRMATION OF MINUTES
24-A Minutes of the Regular Board meeting,1999 December 21
24-B Minutes of the Board meeting,2000 January 11
REPORTS FROM THE ADMINISTRATION
25-A Director's Announcements
25-B Departmental Updates
REPORTS OF COMMITTEES
26-A Special Education Advisory Committee,2000 January 11
26>B Report of the Committee of the Whole,2000 January 11
26-C Report of the Committee of the Whole,2000 January 25
MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN
27-A None at this time
ADDITIONAL BUSINESS
28-A Ontario Public School Boards'Association -Update
28-B Trustee Resignation
28>C Trustee Vacancy
COMMUNICATION
29-A City of London -upcoming elections and Trustee distribution
NOTICE OF MOTIONS
QUESTIONS BY MEMBERS
GOOD NEWS ITEMS -"Did you know..."
ADJOURNMENT
approve separate
approve separate
receive
receive
receive
approve
verbal
pages 2-18
pages 19-21
pages 22 -59
verbal
receive verbal
approve page 60
approve page 61
approve page 62
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING,2000 JANUARY 25
The Board meets in regular session on the above date in the Board Room at the
Education Centre,meeting In Committee ofthe Whole,In cameraat 5:00 p.m.on
motior)of Brock and Vaughan,followed bya public sessionat 7:00 p.m.Thefollowing
are in attendance:
P.Jaffe,Chairperson(-535,+6:10)
D.Stewart
R.Vaughan
S.Peters
P.Schuyler (+7:00)
also;
J.Laughlln
P. Askey
P.Gryseels
B. Bryce
P.Mennill
C. Murphy
J.Empringham
G.Hart H.Wice(+5:10)
J.Bennett W.Brock
J.Hunter J.Townshend (+5:45)
P.Smith A.Deathe
C.Nurse
R. Murray K.Bushell
L.Peck S.Gaiatl
M.Sereda R.Princls
J.Thorpe S.Christie
R.Trahan A. Hogg
G.Treble S.Lundrigan
J.McKenzte
CONCERTBAND,PORT STANLEY P.S.,PORT STANLEY
The appreciation of the Board is extended to the students of the Port Stanley Public
School Concert Band and conductor Bruce Smith,for leading iQ the singing of"0
Canada"and bringing musicalpresentations.
OFFICIAL RECORD
We regret to record the death oftwo students:Danielle Martin,a 14-year old student
atWoodstock Collegiate Institute,Woodstock,on 1999 December 25;and Kelsey Clark
a 9-year old student at Caradoc Central Public School.Mount Brydges,on 1999
December 29.
23-A.Conflicts ofinterest aredeclared as recorded In the Reports oftheCommittee
of the Whole,items 26-B and 26-C.
CONFIRMATION OF MINUTES
24-A.The minutes of the Regular Board meeting,1999 December 21 are approved
on motion of Brock and Stewart.
24-B,The minutes of the Board meeting,2000 January 11 are approved onmotion
of Brock and Smith.
2000 January 25...38
REPORTS FROM THE ADMINISTRATION
2S-A.Director's Announcements
The Director has received copies ofthe Candidate's Guide to the 2000
Municipal Election along with nomination application forms.These wli be
madeavailable through the Community Education CentresinSt.Thomas and
Woodstock,as well as the Reception desk, the Trustees'office,and the
Executive Secretary's officeat the Education Centre inLondon.
The report is received on motion of Brock and Townshend.
25^.Departmental Updates
— The Administration present departmentalupdates onthe following issues:
Business Services
- RetirementofJim Bechard, Manager ofOperations &Maintenance;
-Reorganizationof Facility Services 2000 January 20;
-Meetings with City of London re:Farquharson Arena &Joint Use
Agreement;
'Meetings continue regarding the Strathroy Multi-Use Project;
- RecordManagement Committeemeetings ongoing;
-1998/99 year-end grant package and Audited financial statements
completed/filed with Ministry of Education;
-1999/2000 revised grantestimatespackage,and 2000/2001 preliminary
enrolment projection infomialion completed/filed with Ministry ofEducation;
-Final schoolbudget allocations beingtabulated;
-Development of Rnance department website nearing <^mpletion;
-<Payroll Services continues to review and modify existing procedures;
-Middlesex payrolls havebeen converted effective 2000January 01;
-New IPPS database nowprocessing former Middlesex supportstaffpayroll;
- Several payrolls already converted tothe new TVDSB IPPSdatabase;
-Payroll Services working with Organizational Effectiveness Coordinator on
various departmental issues;
-Facility Audit Inspections completed,report format being finalized:
-Identification of 1999/2000 School Renewal Projects underway;
-1999/2000 Progreun Enhancement Projects costestimatesbeing prepared;
-Participation InAreaStudy Committee meetings;
-Oxbow P.S.-footings/foundations 100%complete,blockworkunderway;
- F.D.RooseveltP.S. - footings/foundations50% complete, 80%asbestos
removed,school officesrelocated, existingofficesdemolished;
-Masonwlle P.S. -footings/foundations 50% complete, 50%asbestos
removed,re-routing ofexitingforexistingschool inplace;
-Finaiization of site plan for Strathroy Multi-Use Facility,Request for
Proposal for/\rchitectural/Design Servicesduetoclose2000 February 04;
2000 January 25...39
-Completed renovations for CEC East move to new location;
-Distribution Centre staff performed supplies inventorycount 2000 January;
-Plans to remove house from school site.Cranberry Road,Tllsohburg;
- The house adjoining Byron Southwood P.S.demolished,site cleaned up;
- CEC South real estate listing expired,no written offers,will remain as is.
Director's Services
-J.Laughlin, Director,continues to visit schools and staff;
-Directorat the Ontario College of Teachers meeting re:teacher testing;
-Director attended WoodstockAccommodationmeeting on 2000 Jan.13;
- Director and Trustee Brock attended the Chamber's Annual Breakfast;
-Director attended the New Teacher Conference providingan oven,riew of
Attainment of the Vision;
- Newcard access system for the Education Centre fully operational;
- Records Management Committee reviewing inputfromconsulting firm;
- Internal Audit definingpriorities/schedulingwithDeloitte&Touche;
-Remainder of 1999-2000 school audit schedule has been started;
-December Issue of LINKS,produced and distributed before Christmas;
- Revised website launched priorto Christmas,fine-tuningongoing;
-"Welcome to the PublicSchools of Thames Valley"publication planned;
-Schools continue to offer inservice for staff on Attainment of the Vision;
- Alternative Dispute Resolution inservice offered for NewAdministrators;
~"Don't Sweat tiie Small Stuff conference held for new teachers;
-Non-Violent Crisis Prevention Intervention sessions held.
Human Resource Services
-Boardhosting Ministry of Educationmeeting with School Councils,input
requested on Ministry's Background Paper on School Councils;
-IndependentProcedureinplace for reporting workplace accidents;
-Historical databeingenteredformanagementofWoricers SafetyInsurance
Claims;
- OccasionalTeacher interviews concludedforbothpanels;
-Visits to faculties ofeducationhave been organized;
- Interviews have begun for FSL and French Immersion Teachers;
-Apply toTeach Network (ATTN)information being distributed;
-Training forschool administrators on ATTN plannedforthe spring;
- Management members identified for both CUPE and Teaching Joint
Occupational Health and Safety Committees.
Operations Services
-Attainmentofthe Vision:School Improvement update
- Due to increases in secondary enrolment,6 teachers were added;
-School Renewal Projects being prioritized/costed,decision relayed to
schools before March break onwhichprojects will proceed;
2000 January 25...40
- Public information sessions held re;School Accommodation,communities
todelaytheirresponse to administration options until 2000 March 07;
-Construction proceedingat Masonville,Oxbow,Roosevelt PublicSchools;
-Student Administration System -Trillium conversion;
-Research and Assessment Ser\dces - listof majorinitiatives/sen/ices;
~Portable Protocols Committee main concern:airquality in portables;
-Draft school yearcalendars being circulated for public consideration.
Program Services
-Secondary School Reform issues updated;
-197 teachersnewtogrades3 &6 given half-day EQAO testing Inservice;
-Language inservice sessions tobe held in February and March;
-Preparing ESLactionplanto fit intothe BoardPlanfor EQAO;
-EQAO MathematicsManipulativesfor student in grades 3 and 6;
-Modifications to several Social Sciences units in grades 1,5,6,8,9 begun;
-Curriculum Executive Committee for Social Science,meet;
.-Elementary schoolsto rebeivecopyofGrade2Traditions&Celebrations";
-"Oxford Deiiry Days"being heldfrom2000 February 8-10;
-Details on upgrades andfuture training re:The lEP Engine,provided;
-Implications re:amendment tothe Child and Family ServicesAct;
- Background Information and update on tykeTALK;
- All schools now on the Wide Area Network;
- Conversionofschools tocommonCentrex3telephone system completed;
- Boardcomputersandthe Year2000-very limited disruption;
- Year2000 Coordinating Committee to submit interim and final reportsto
the Ministry of Education and bring theprojecttoclosureinthe near future.
The reports are received on motionofSmithand Hart.
REPORTS OF COMMITTEES
26^.Reportofthe Special EducationAdvisoryCommittee 2000January 11
11:45a.m.-3:10p.m.
Members
L.Stevenson,Chairperson
J.Bennett
J.Townshend
C.Hawthorne
W.Gowers
N.Gooding
J.Worthington
J.Milhausen
M.Tucker
E. Maybury
G.McGahey
P.Giilis
R.Teichrob
B.Hunvitz
M.Tucker
Administration and Others
P. Askey
C.Graves
W.Crocker
L.Reid
A.Don^
M.Foss
G.On-
W.Scott
Regrets:P.Galiin,L.Vince,E.Hager,L.Shalnline,A.Morse
2000 January 2S...41
Reports:
1.Chairperson Stevenson welcomed everyone to the firstmeeting for 2000 and
Introduced alternates Jennifer Miihausen,Epilepsy London and Area, and
Antoinette Don^,Easter Seal Society.
2.No conflicts of interest were declared.
3. The agenda was confirmed.
4. The reportofthe 1999 December 07 meeting was reviewed.
5.Jill Worthington,VOICE for the Hearing-Impaired Children,presented an
overview of the Association that provides support and practical assistance to
ensure that all hearing impaired children have opportunities to develop their
listening and speaking skills. A video entitled,SoeakinQ For Mvself.was
viewed.The report was received.-
6. Thereportofthe Alternative SchoolYearforthe Developmentally Challenged
Programwas deferred to the meeting of 2000 February 01.
7. Patty Gillis,Integration ActionGroup,presented the areas ofreviewand action
plan recommended by the Coordinating Committee for Review of Special
Education Plan. The process was supported.
During thediscussion, the Importanceofincorporatingthe resources ofoutside
agencies/organizations Inthe deliveryof services forspecial needs students
was emphasized.During the review of the action plan for programs and
sen/ices related to Behaviour Exceptional Students, it was reported that a
Behaviour Intervention Forum has been established in collaboration with
treatment facilities staff to address the behavioural needs of students
throughout the District.Itwas suggested thatSEACrepresentation be included
on thiscommittee and Nadyne Gooding,Carol Hawthorne, Rhonda Teichrob,
Gina McGahey and Joyce Bennett were appointed. The Forum will meet on
2000 February 02.
8.AreportoftheEariyandOngoIng Identification Process forJunior Kindergarten
to Grade 3 students across the Districtwas presented.A draft chart of
procedures and timelines for the identification process was reviewed and
amended toreflectthe discussion. An update istobe providedat a subsequent
meeting.
9. Gwen Orr and Marilyn Foss, Learning Coordinators, Special Education,
presented thedraft revisions totheroleofthe Learning Support Teacher (LST).
The Learning Support Teacher provides support to students by planning
programs, coordinating support services,preparing documentation and
communicating with the school's administration.
2000 January 25...42
The LSTis a key member of the Program Development Team (PDT)which
guides the programming requirement to support student needs and learning.
Following a lengthydiscussion period,the reportwas received.
10.Itwas confirmed that an overview ofthe 1999-2000 Budget as it relates to the
- deliveryofSpecial Educationprograms and services Isto be presented at the
evening workshop session to be held on 2000 January 18.A presentation
pertaining to the Behavioural Program for Exceptional Students was also
confinned for that date.
11. Aletterwas received fromCarlSinclair,Executive Director,Learning Disabilities
Association of London-Middlesex, confirmingthat Linda Stevenson and Ellen
Maybury will continueas the Association's representatives toSEACforthe year
2000.
12.A letter was received from Sharen Heath,President,Ontario Association For
Families ofChildren with Cotrimunlcation Disorders (OAFCCD),to Chairperson
Peter Jaffe thanking the Board for its decision to hire two additional full time
Speech-Language Pathoioglsts.
13.Peter Askey,Executive Superintendent of Program Services,provided an
update pertaining to respite transportation issues for children with respite
needs.Itwas reported that the Board, at its Committee of the Whole meeting
thisevening,will hear a RespiteTransportationpresentation froma community
delegation. Itwas noted thatthe seven local Member^of Provincial Pariiament
were Invitedto attend tonight's meeting.
14.Concernwas expressed that noreference tothe Harmonization Planand SEAC
-appears Inthe Board's Attainmentof the Vision.The matter Is to be taken
under advisement.
15.The Committee then met In Forum.
16. The meeting adjourned at 3:10 p.m.
L.STEVENSON,
Chairperson
The report Is received on motion of Bennett and Townshend.
26-B.Report of the Committee of the Whole 2000 January 11
Members Administration and Others
P.Jaffe,Chairperson (-9:40)
D.Stewart
R.Vaughan
S.Peters
P.Schuyler
G.Hart
J.Laughlin
P.Askey
P.Qryseeis
B.Greene
M.Sereda
J.Thorpe
J.McKenzie
J.Mclntyre
K.Bushell
B.Woodley
R.Princis
S.Galati
2000 January 25...43
J.Bennett P.Mennill S.
H.Wice R.Trahan P.
P.Smith J.Empringham A.
W.Brock G.Treble S.
J.Townshend L.Peck
A.Deathe (-9:40)
Regrets:J.Hunter
Absent;c.Nurse
Reports:
1..Trustee Jaffe declared a conflictof interest with respect to negotiation issues,
and absented himself during the discussion.
2. The Committee metin public session from 7:00 p.m.to9:25 p.m.
3.llie Committee met in camera from 9:40 p.m. to 10:50 p.m.and discussed
confidential negotiable issues.
4. A presentation was made by Deb Hache, Chairperson of the Parent Respite
Advisory Committee,addressing parental concerns on the Board's interim
policy onRespiteTransportation. The Committee represents agroup ofparents
whose children regularly attend respite services provided by the Community
Living London, The Salvation ArmyLondon Village,KidsCountry Club, and
CPRI.Adiscussion followed withthe Administration providing information for
clarification.
(see recommendation 1)
5. The Administration reported that earlier this year, the Whitehills Childcare
Association discussed ttie possibilityof expanding the Wilfrid Jury Childcare
Centre by adding approximately 2,100 sq.ft. to the schooL The Association
was adwsed that they should obtain financing, and develop the plan further
before the project was presented to the Board for consideration.The
Associationhas nowsecured financingand provideda detailedplan.Highlights
of the project are as follows:
• The proposed addition is 2086 sq. ft. and additional playground space
requirements of approximately 1800 sq. ft.
• The project would be fully funded by the Whitehills Childcare
Association.
• The projectwould be contracted and supervised bythe Board to ensure
that construction standards are met.
•The construction period would be 2000 March to June.
• Atthe end ofthe 20 year lease,the space would revert to the Board.
2000 January 25...44
• Costs for custodial,utilities and maintenance could be paid by the
Association on a basis similarto that ofthe existing Childcare Centre.
• Thisprojectwili nothindera future addition tothe schooiif required.
The Board has a very positive relationship with the Whitehiiis Chiidcare
Association centres located in four schools,and the Principal of Wilfrid Jury
PublicSchool strongly supports this project.
(see recommendation 2)
6. Atthe Information Committee of the Whole meeting on 1999 November 02,
Trustees receiveda detailed presentationregardingenhancing system-level
development initiatives across the District.The presentation outlined past
practices and also highlighted activitiesinother boards.
In addition, on 1999"November 23, the Ad Hoc Committee on Education
Partnerships present^its report tothe Board.This report noted that the
-committee,in conclusion,supported the concept of an enhanced centralized
management unit,or a Foundation,which wouldcomplementand build upon
present local and central fundralsing efforts insupportofa caring and learning
community.The Board directed the Administration to bring back a report
outlining the next steps to follow inpursuingasystemleveldevelopmenteffort,
and the following progress report was presented.
School-level fundralsing has long been in place in the elementary and
secondary sector.However,recently,some boards have begun to lookat
system-level fundralsing initiatives.Creatingand operatinga foundation isone
approachbeingused increasingly to find newand different sources ofrevenue
for public school systems.
Public institutions have been raising money for many years through their
Development Departmentsorthroughparallelfoundations thatare recognized
as distinct corporateentities. Forexample,the University ofWestern Ontario,
Fanshawe College,and local hospitals,^1 have formal developmentstrategles,
and conduct major fundralsing campaigns to enhance their operations. It
should also be noted that some boards in this province and in other
jurisdictions,have a record of approaching fundralsing as a majorstrategic
Initiative.Forexample, Ottawa-Caritonand the Waterlooschool boards have
operated a Foundation for 10 years. The Limestone District School Board
recently announced the creation of their new Foundation, and many other
Boards are currently exploring the concept.
Inmost cases,these school-system foundations understand thattheirroleIsto
raise monies that complement, not replace, government money, thereby
enabling boards to provide their students wth more enhanced programs.
2000 January 25...45
Recently,theBoardhas also begun toexplorethe possibilitiesofa system-level
development effortto support programs for students.Much ofthis exploration
took place through the Ad Hoc Committee on Education Partnerships which
presented its report to the Board on November 23 and has since been
disbanded.
The Administration is proposing that these explorationsinvestigating system*
level development efforts continue,and that this worl<be coordinated through
the Public Affairs and Community Relations department in the Director's
Services Branch.The presentation on 1999 November 02, to the information
Committeeofthe Whole,indicatedhowthat department's worl<incoordinating
the scholarships, bursaries, and trust activities,and in communicating the
system's identity,has provideda strong base fromwhichto builda system-level
strategy inthe formof either a centralized management unitor a foundation.
Continued efforts would focus on three l<ey areas of activity:research,
relationshipbuilding,and reviewing the policyframeworkrequired tosupport a
development activity.Forsome ofthis work,outsideexpertise maybe used.
Thisworkwould bedone inconjunction with the Policy Review Committee and
in accordance withthe guidelines recommended bythe AdHocCommitteeon
Education Partnerships in its report of 1999 November 23.These include:
•Education Opportunities -that the enhancement of educational
opportunities forallstudents prevailas the fundamental principle inallexisting
and new revenue generating efforts;
• Equity -tiiat a system-level development effort provide opportunity for
schools with additional needs and or limited abilities to generate
supplementary funds;
•Communications -that strong and consistent internal and external
communications be recognized as the foundation,for an effective
development effort;and tiiat communications cleariy articulate the reasons
for which funds are being raised and for how these funds are making a
difference inenhancing opportunities forstudents across the system;
• School Loyalty • that system level development efforts recognize and
support that families and alumni generallydemonstrate first loyaltyto their
neighbourhood schools:
• Coordination of Complementary Efforts •that a TVOSB development
strategy recognize tiiat school-level and system-level initiatives need to
complement each other;
• Centralized Management - that a centralized management structure be
supported for tiie generation ofnewrevenueand administration of existing
monetarysupports to ensure maximumefficienciesand accountability(i.e.,
legal responsibilities,Revenue Ccmada);
•Development,Stewardship - that all staff appreciate the importance of
building and nurturing relationships with our community;
•DonorA^oIunteer Recognition - that a recognition programbe developed
that appropriately acknowledges the contributions of individuals,community
groups,corporate donors and volunteers.
2000 January 25...46
The Administration isalsoproposingthata Development Advisory Committee
be established to providesupport in this effort.To obtain significantprivate
support,however,requirescareful planning,solid community involvement,the
commitmentto create a special entityforsystematic solicitation of additional
funds,and supporters foroursystemandschools.In launching a system-level
development effort,itis absolutely essentialto establish that the community
involved would supportsuch a direction.Itis necessary to seek inputofstaff
and the community. Itis Inthis context that we are recommending that the
Board assemble a comprehensive membershipforthe "advisorycommittee"to
provide leadership,support,andassistance toward est^lishing asystem level
development strategy.
Acentralizedmcinagement unitor Foundation would sen/e as a "fomial vehicle"
to encourage all supporters of^public education to become involved and
contribute support to educatioh'in our community.Itwould provide a proactive
approach to attracting resourcestosupportstudent achievement at eitheran
individual school^orsystem-level.Some examples are scholarships,"equity
allowances', professional development for teachers,and a broad range of
programs, ie., literacy,technology,environmental.
(see recommendations 3 and 4)
7. A motion by Trustee Stewart that the Report of the Ad Hoc Committee to
Review BoardInterim B^aws,tabledatthe Committee ofthe Whole meetingon
1999 October 12, be taken from the table,was adopted.
The Reportofthe Ad Hoc Committee to ReviewBoard Interim Bylaws,1999
October 01,was received.
(a) The Committee met on 1999 February 09 and Trustee Stewart was
elected Chsiirperson and assumed the Chair.
Aprocesswas established to clarify,streamline,and refine the Board's
interim bylaws to better reflect currentpractice. Futuremeetingdates
were scheduled.
(b)The Committee meton 1999 March 23,April 28,May 18 and October 01
and reviewed suggested additions, deletions and comments on the
interim bylaws.Amendments tothe Interim Bylaws were made, as well
as minorhousekeeping changes throughoutthe document.
(c) The Committee has not yet formally reviewed the Banking Bylaws.A
report from the Board's external auditors will be presented to the
Committee in the near future.
The Committee reviewed the amended Bylaws and additional amendments
were made.
(see recommendation 5)
2000 January 25...47
8. The Administration reported that due to the short timelines in December,a
comprehensive MonthlyFinancial Report is to be presented next month.
9. The Report ofthe NativeAdvisoryCommittee, whichmet on 1999 December 14
was received.
10.The Report ofthe PolicyWorking Committee,whichmet on 1999 December 21
was received.
a)Superintendent Thorpe chaired the meeting for the election of the
Committee Chairperson.Trustee Peters was declared Chairperson for
2000,and assumed the chair.
b) The draft policy on Electronic Meetings was reviewed,amended,and
supported.The draft procedures were also reviewed.
(see recommendation 6)
c) The nextCommitteemeeting is scheduled for 2000 January 25, at 3:30
p.m.at whichtime,future meeting dates and times wll be discussed.
Amotionrequestingthe administrationto reviewcost implications relatedtothe
policyon Electronic Meetings,was supported.
(see recommendation 7)
11.The Administration reported that a Request forProposal forArchitectsis to be
issued forthe Strathroy S. S. Project.The Steering Committee will continueto
meet to discuss site plans and timelines.
Recommendations:
1.That the Board, in conjunction with the Chairperson of the Parent Respite
p Advisory Committee,offer to convene a meeting with the following:
rt\j -Minister of Education
'-Minister of Health
- Ministerof Community and Social Sen/ices
- Minister Responsible for Children
to identify the needs andcosts relatedto respite transportation inordertoarrive
at a financial and operational solution to meet the current and future respite
transportation requirements for the Thames ValleyDistrictSchool Board area.
2. That the Whitehills Childcare Association proposal to expand the Wilfrid Jury
Chlldcare Centre be approved.
3. Thatthe Boardendorses the Administration's direction topursuea system-level
fundraising (development)effort,eitherthrough a centralized management unit
or foundation,in accordance withthe guidelines recommended by the AdHoc
Committee on Education Partnerships adopted by the Board on 1999
November 23.
20Q0 January 25...48
4.That an Ad\dsory Committee be established to support the Administration in
further investigating and deveioping a strategicplanforestablishinga system-
level development effort.
5.ITiat the revisedBoard Bylaws (see pages 52-76)be approved.
6. Thatthe policy on Electronic Meetings (see pages 77-81)be approved.
7.ThattheAdminlstration reviewcostimplicationsreiatedtothe policy on Electronic
Meetings and report bacl(to the Committee.
P.JAFFE,
Chairperson
The reportisreceivedand the recommendationsare adopted on motion ofStewart
and Wice.
26*0.Report of the Committee of the Whole 2000 January 25
Reports:
1. Trustee Jaffe declared a conflict of interest v/itfi respect to negotiation issues,
and absented himself during the discussion.
2. The Committee met in camera from 5:00 p.m. to 6:10 p.m. and discussed
confidentialnegotiable,personal and other issues.
3. The Administration reported the follovwng Secondary School Vice-Principai
transfers,effective 2000 February 01:
Name Location
MaryLouAnderson Thames S.S.
Ann Reeve East Elgin S.S.
Recommendations
1.Thatthe resignation to retirement forthe foliovnng teachers, be accepted under
the mutual consent clause,effective dates as indicated:
Name Retirement Date
Tyrone Harries (S.S.)2000 09 30
Carol Kowlachuk (P.S.)2000 09 30
Helen Munce (P.S.)2000 09 30
2000 January 25...49
2.TTiat the resignation forthe following teacher, be accepted underthe mutuai
consent clause,effective date as indicated:
Name Resignation Date
Deryn Harkness (P.S.) 2000 02 29
3. That the motion approved at the in-camera session on 2000 January 25 related
to negotiations, be approved,and the report on administrative assignments be
reported inthe minutes of 2000 January 25 (see 3 above).
The report isreceived and the recommendations are adopted on motionof Stewart and
Wice.
MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN
27-A-None at this time
ADOmONAL BUSINESS
28-A.Ontario Public School Boards'Assocaitlon Update - None at this time.
28-B.Trustee Resignation
Trustee Heather Wice is moving out of the Thames Valley DistrictSchool
Board area and, in accordance withthe Education Act,Section 221 .(3),which
requires trustees to livewithinthe area ofthe Board they are representing,
Trustee Wice is no longer eligible to represent the London area.
Recommendation:
Thatthe resignationof Tnjstee Heather Wice,effective2000 February29,be
accepted wth regret.
The reportis received and the recommendation is adopted on motion of Brock and
Townshend.
28-C.Trustee Vacancy
TheBoardhas an obligation to fill thetrusteevacancy (see item28-Babove)
within 60days, forthe durationofthe term,incompliancewiththe provisions
of the Education Act,Section 221.
2000 January 25...50
Thd options available are to:
- appoint by going to the person(s)withthe next highest number ofvotes
fromthe previous election;
- appoint after an application/selection process;
-call an election.
Atits meeting on 1999 May25, the Board approved the recommendation to
fill a tnjstee vacancy byappointing the person withthe next highest number
of votes from the previous election.This option was recommended by the
Chairs' Committee following consultation withthe Board's solicitor.
Recommendations:
1That the person withthe next highest number of votes fromthe previous
election, be appointed to the trustee vacancy.
2.That,subject to approval of recommendation 1,the Chai^erson be
authorized to act on the above resolution immediately.
The report is received and the recommendations are adopted on motion ofBrockand
Stewart.
COMMUNICATIONS
29'A.Received 2000 January,from the City Clerk's Office, City of London,
requesting Information on the upcoming elections and inquiring if any
changes have been made to trustee distribution.
At its meeting on 1999 January 26, Item 21-D,the B5ard approved the
following motion:
That the following be fonvarded to the Education Improvement
Commission in response to their Memorandum on Tmstee Elections:
(i) from within the City of London, two trustees be
elected In each of (a) Wards 1 &7; (b)Wards 2 &3;
(c)Wards 4,5 &6,recognizing future growth;
(ii)the representation from Elgin,Oxford and Middlesex
remain unchanged.
2000 January 25...S1
Recommendation:
That the City of London be advised that the trustee distribution for the
upcoming election has been changed as follows:
- fromwithinthe Cityof London, two trustees be elected in each of:
(a)Wards 1 &7;
(b)Wards 2 &3;
(c) Wards 4,5 &6.
The report is received and the recommendation is adopted on motion of Brock and
Stewart.
ADJOURNMENT
The meeting adjourns at 8:30 p.m. on motion of Nurse and Wice.
CONFIRMED:
2000 January 25...52
THAMES VALLEY DISTRICT SCHOOL BOARD
BYLAWS
REVISED 2000 JANUARY
2000 January 25...53
THAMES VALLEY DISTRICT SCHOOL BOARD
BYLAWS
TABLE OF CONTENTS
2000 JANUARY
Bylaws Page
Meetings ofthe Board Page
Election of Chair and Vice-Ch^r Page
Board InauguralMeeting Page
Chair's InauguralMeeting Page
Delegationsto a Committee Page
Rules of Orde
7.1 General Page
7.2 Duties of the Chair Page
7.3 Motions Page
7.4 Debate Page
7.5 Voting Page
7.6 Reconsideration Page
7.7 Petitions and Communications Page
Committee of the Whole Page
-information Committee of the Whole Page
Ad Hoc Committees Page
Chairs'Committee Page
Leave of Absence of Board Members Page
-Code of Conduct for Trustees Page
Banking Bylaws
- Banking and Security Page
Bankers and Signing Officers Page
BorrowingforCurrent E)q}enditures Page
2000 January 25...54
THAMES VALLEY DISTRICT SCHOOL BOARD
BOARD BYLAWS
IN THESE BYLAWS:
"Board"means Thames ValleyDistrictSchool Board,
"Chair"means the Chair of the Board,
"Vice-Chair"means the Vice-Chair of the Board,
"Secretary"means the Secretary of the Board,
Treasurer"means the Treasurer of the Board,and
"member"means a member of the Board of elected trustees.
1.BYLAWS
1.1 No amendment,alteration, or addition to ttie Bylawsshall be made unless due
notice has been given setting forth the proposed amendment, alteration, or
addition. Atwo-thirds majorityof all members ofthe Board must vote infavour
of the change.
1.2 Every new Bylawof the Board, upon approval, shall be signed by the Chair of
the Boardand counter-signed bythe Secretary ofthe Board, afterwhichthe seal
of the Board shall be attached thereto.
1.3 BUSINESS SERVICES BYLAWS
1.3.1 The Board shall maintain on record ItsBorrowing and Banking Bylaws
In addition to other bylaws for Business Services,under the title
Business Services Bylaws.
•The complete set of Business Sen/lces Bylaws and their
schedules shall be on record under that title.
Approved:Board 1998 January 27.14^(1)
Revised:Board 2000 January 25.26*6(5)
20Q0 January 25...55
2.MEETINGS OF THE BOARD
2.1.1 Th9Board will meet regularlyonthefourthTuesday of each month,usually
meetingin camera at 5:00 p.m., and inpublicat 7:00 p.m., inthe Thames
ValleyDistrictSchool BoardCentredBoardOffices(Education Centre) inthe
Cityof London,unless othenMse ordered by motion of the Board.
2.1.2 Committee ofthe Whole will meet on the second Tuesday of each month,
usually meeting in camera at 5:00 p.m.,and in public at 7:00 p.m. In
situations where timelines are urgent and a decision of the Board is
required, itmay be necessary for the Committee to report to the Board on
the same evening,inwhich case,due notice must be given.
Note:For cfariffcation on meeting procedures,itis not necessary tor 0ie
Committee of^e Whoie to meet in Board first Committee ofthe V\ff}oie
shalibe consideredan ordinarycommitteemeeting.
2.1.3 Information Committee ofthe \^oIe will meet onthe first Tuesday ofeach
month,usuallymeeting inpublicat 7:00p.m. The Committee will reportto
the Committeeofthe ^ole on the second Tuesday ofthe month.
2.1.4 All regular meetings ofthe Board v\rill begin with the singing of0 Canada,
put of respect forthe First Nations representation on the Board, and the
First Nations students,staff and community,a ceremony of burning
sweetgrass and tobacco will take place once a year.
2.2 Written orprintednoticeofallmeetings ofthe full Board,except as provided
forinBylaw2.6, shall be sent bythe Executive Secretary to the address of
each memberbyelectronic moans/courieronthe Friday priortothe board
meeting. Members nothaving received the notice and the Board agenda
bythe Mondaypriortothe Boardmeeting will be responsiblefor notifying
the Executive Secretary's officeof such.
2.3 Copiesofreportstobe presented toany meeting ofthe full Boardshallbe
mailed,delivered or faxed with the notice of such meeting. The
consideration of reports sent at a later date and items of new business
arising at the meeting may, by decision ofthe majority of the Board,be
considered at that meeting of the Board.
2.4 Until members notify the Secretary ofthe Boardin writing oftheir official
addresses,all notices or communications delivered or mailed to their
addresses as set out In their nomination papers shall be deemed to be
received by the members.
Approved:Board 1998 January 27.14-B(1)
Revised:Board 2000 January 25.26-8(5)
200Q January 25...S6
2.5 With at least 48 hours notice,Special meetings ofthe Board shall be held
In accordance with the provisions of Bylaw 2.2, onthe callofthe Chair;or
onthe written request offourmembersofthe Boardmade tothe Chair,or
If absent, the Vice-Chair,orifabsent, the Secretary ofthe Board;ormaybe
heldat a date,time and place established bydecision ofthe Chair.
2.6 The writtennotice or Board motionofevery special meetingof tiie Board
shall state all business to be considered ortransacted thereat,and no other
business shall be considered unless altthe members ofthe Boardqualified
to vote on the matter are present.
2.7 AtallmeetingsoftheBoard,regularandspecial,the presence ofa majority
of all the members constituting the Board shall be necessary to form a
quorum.
2.8 Should there be no quorum present within thirtyminutes after the time
appointed forthe meeting,the Secretaryofthe Board shallcause to be
recorded the names of those members present and the Board shall
forthwith stand adjourned until the next regular or special meeting.
2.9 When aquorum isnolongerinattendance atthe BoardRoomnobusiness
can be legally transacted and itshallbe the responsibility ofthe presiding
Chairand tfie Secretary of the Boardto note the lackof a quorum and to
have the fact recorded In the minutes.
2.10 The Board shall not remain In session later than 11:00 p.m.,unless so
determinedbyavoteof two-thirds.Avotetositpast 11:00 p.m.shallbefor
a specifiedtime limit.Afurthertwo-thirds vote maybe taken.
2.11 Meetings ofthe Board shallbeopentothe public,exceptwhenthesubject
matter under considerationis covered bySection 207 (2)ofthe Education
Act,or its successors.
2.12 Acaucus meeting maybe calledbytheBoardthrough resolution,the Chair,
or as requested ofthe Ch^r bya minimum ofthree Boardmembers.All
trustees mustbecontactedpriortothemeetingas tothetime,location and
purpose.Asecretary may be appointed from within the group by the
majority.No official recommendation forBoardactionshall result from a
caucus.
Approved:Board 1998 January 27.14-B(1)
Revised:Board 2000 January 25.26-B(5)
A
2000 January 2S...57
3. ELECTION OF CHAIRAND VICE-CHAIR
3.1 The Chair and Vice-Chair for the ensuing year,commencing on December 01,
shall be elected at a special Board meeting called on the first Tuesday in
December.
3.2 TheSecretaryofthe Board shallpresideforthe election ofthe Chair.
3.3 With ttie Secretaryofthe Board presiding,or if absent,with a protempore Chair
chosenbyopen vote ofthe Board,the Board shall proceed to elect a Chair for
the ensuing year.
3.4 The Secretary of the Board, or if absent, the designate, shall name two
scrutineers appointed for the election of Chair.
3.5 • The Secretary of the Board or designate shall call for written
nominations for the office of Chair. No seconder is required.
• After a suitable length of time, and after a motion to close
nominations has been supported by a majority vote, the
Secretary of the Board or designate shall declare nominations
closed and have ballots collected.
Afterall nominees have been identifiedalphabetically, they will be
asked to declare whetiier they accept the nomination.
• The nominees shall be offered the opportunity to speak to their
nomination.
• Avote by ballotshall then be conducted.
• Themember receiving a clear majority ofthevotes cast shallbe
declared elected,but the count shall not be declared.
•Should no member receive a clear majority of the votes cast,tiie
Secretary ofthe Board or designate,shall announce the names
of ttie members remaining on the ballot Aitii tiie name of the
member receiving the fewest number of votes being dropped
from the list.
• After the name of the person receiving the fewest number of
votes has been dropped,ballotingshall continue until a majority
of the ballots cast (void ballots not being counted)shall be in
favour of one person.
•The person with tiie majority of votes shall be the Chair and shall
at once take the chair and preside over the election ofthe Vice-
Chair.
Approved:Board 1998 January 27.14-B(1)
Revised:Board 2000 January 25.26-8(5)
2000 January 25...58
• Shouldthe voting forChairbetweentwocandidatesresultinatie,
the Secretary of the Board or designate will callfor a second
ballot. If the two candidates remain tied, the Secretary of the
Boardor designate will call for the drawing of'Iots by the two
candidates to determine the Chair of the Board.
3.6 The Board shall then elect a N^ce-Chair according to the same procedure
followed for the election of the Chair.
3.7 Following the election,the Chair for the current year shall resume the chair.
3.8 Inthe event the officeofthe Chair orVice-Chair becomes vacant forany reason,
a newChairor Vice-Chair,as is required,shall be elected Inthe same manner.
4.BOARD INAUGURAL MEETING
"4.1 Following a municipal election,the Board's Inaugural Meeting shall be held in the
Board Roomat 7:00 p.m.on the second Tuesday inDecember.
4.2 The Secretary of the Board shall certify that the members have met all
procedural requirements and are eligible totake office.
4.3 The Secretaryofthe Board shallrequest an honourary guest,invited bythe
newlyelected Chair,to open the meeting vwth a prayer.
4.4 Aceremonialoath of office and declaration ofallegiance shall be conducted at
the inaugural meeting.
4.5 The newly elected Chair shall deliver an inaugural addressand preside over the
conduct of the further business of the meeting.
4.6 The Board,by resolution,shall appoint by name the Officers ofthe Board who
shall be the Chair,VIce-ChaIr,Secretary of the Board,and Treasurer,all of
whom shallhave signing authority on behalfofthe Board.
4.7 The committee memberships,as recommended bythe Chairs'Committee,oras
created from time to time by the Board,shall be approved at the Inaugural
Meeting.
4.8 In accordance with legislation,the members appointed bythe local associations
to sen/e ontiieSpecial Education Advisory Committee "shall hold office until the
expiry ofthe temi for which the members ofthe divisional board were elected"
(i.e. three years).
Approved:Board 1998 January 27.14*8(1)
Revised:Board 2000 January 25.26-B(5)
20DO January 25...59
5. CHAIR'S INAUGURAL MEETING
5.1 The first meeting of the Board for each year which does not follow a municipal
election shall be designated asthe Chair's Inaugural Meeting and shall be held
In the Board Room at 7;00 p.m.onthesecondTuesday In December.
5.2 The newly elected Chair shall call the meeting to order,deliver an inaugural
address,and preside over the conduct of the further business of the meeting.
5.3 The committee memberships,as recommended bythe Chairs'Committee,oras
created from timeto time by the Board,shall be approved at the Inaugural
Meeting.
6.DELEGATIONS TO A COMMITTEE
6.1 The Board recognizes the valueof citizen participation in presenting varying
points of view with respect to matters under consideration by the Board.
However, it is necessary to observe certain procedural rules with respect to
delegations.
6.2 All delegations wishing to address a matter under consideration,shall be
directedto the appropriate Committee.When !n the opinion of the Boarda
delegation has newor additional Information which could be considered,the
matter under discussion may be referred back to the Committee.
6.3 Apersonora delegation wishing toappearandspeak beforea committee shall
apply In writing tothe Executive Secretaryatleastsixdaysbeforethedateof\he
meeting at which thedelegationwishestoappear.The application shallstate tiie
matter on which the submission is to be made,the organization or group
represented,the authority ofthespokesperson,andthenamesofnotmorethan
two persons designated or autiiorlzed to speak.
6.4 The Executive Secretaryshall inform the individual or groupofthe date ofthe
meeting and the approximatetimewhen ttie presentation will be heard.
6.5 Aproceduraldocument will be availableto all Individuals or groups appearing
before tiie Committee outlining time allowance (5 minutes for individuals,10
minutes for groups/organizations), presentation, questioning, procedure, and
closure.
6.6 Individuals or groups who appear at a Committee meeting and who wish to
speak without making prior arrangements maydoso only atthe discretion ofthe
Chair of the Committee.
Approved:Board 1998 January 27.14*'B(1)
Revised;Board 2000 January 25.26-B(5)
2000 January 25...6Q
7.RULES OF ORDER
Note:In all cases not provided for by these rules, the rules and practice of
Robert's Rules of Order shall govern so far as applicable:
7.1 RULES OF ORDER-GENERAL
7.1.1 TheChairofthe Board,orifabsent, the Vice-Chair shallpresideat all
meetings ofthe Board.Hie Chair shall call the meeting to order atthe
hour appointed,shallpreserveorderand decorum anddecide upon
all questions of order, and shallcause the Executive Secretaryto
recordthe names ofthe memberspresent and absent. Thetimesof
arrival and departure of members not attending the entire meeting
shall be recorded In the minutes. Absence during any vote will be
recorded.
7.1.2 In case of tlie absence of both the Chair and Vice-Chair forfive
minutes after thehourappointed,assoonasa quorum be present,the
Board shall choose a Chair pro tempore.
7.1.3 The Chair pro tempore so chosenshallpreside only until the Chair or
Vice-Chair arrives and the immediate item of business at hand is
completed.
7.1.4 The Chair shall appoint a secretaryinthecase oftheabsence ofthe
recording secretary.
7.2 RULES OF ORDER-DUTIES OF THE CHAIR
7.2.1 Tlie Chairshallcallthemeetingtoorderattheappointedtime,shall
preserve order,andshall decide all questions oforder,subject toan
appeal tothe Board.When a trustee appeeils to the Chair for a
ruling,the member should statethe rule applicable tothecase.If
a trustee should appeal a ruling,such appeal shall be decided
without debate andthe appeal shallbe submittedbythe Secretary
of the Board to the Board in the form as follows;'Shall the decision
ofthe Chair be sustained?'The Chair may not vote on such an
appeal,and In the eventthat there Is an equality of votes,the
decision of the Chair shall be deemed to be sustained.
Approved:Board 1998 January 27.14-8(1)
Revised:Board 2000 January 25.26>B(5)
2000 January 25...61
7.2.2 The Chair shallnottakepartinanydebate without leaving the Chair
and appointing a substitute.
7.2.3 TTie Chairshall have voting rights on allmatters, except when a
trustee appeals tothe Chairfora ruling,Bylaw 7.2.1.
7.2.4 Inthe absence ofthe Chairfrom any meetingofthe Board,the \fice-
Chalr shall presideat the meeting.During the continuedabsence
ofthe Chair from duty,orupon written request, the Vice-Chalr shall
perform all the duties of the Chair.
7.2.5 The Chair,when called uponto decide a pointoforder or practice,
shall, before stating a decision, give reasons for such decision.
7.2.6 The rulingofthe Chair shall be final,subject onlyto an appeal tothe
Board by a member.
7.2.7 Anymember wishingto speak shall so indicate by upraised hand,
and upon recognitionby the Chair,who shall call the member by
name (Trustee ), the member shall then address the
Chair.
7.2:8 When two or more members attempt to speak at the same time,the
Chair shall name the member who is to speak.
7.2.9 Every member shall speak onlytothe question in debate and direct
ail comments through the Chairand shall avoid all personal remarks
and discourteous language.
7.2.10 Nomember shall be intenupted whilespeakirig except to be called
to order by a member for transgression of the Rules of the Board,
' Inwhich case the member shall remain silent untilthe point of order
has been decided by the Chair.
A member so interrupting shall speak to the point of order or In
explanation only.
7.2.11 The Chair,in consultation with Executive Council,the Chairs'
Committee,and opportunity for input from other members of the
Board,shall set the agenda for the Board,the Committee of the
Whole,and the Information Committee of the Whole.
Approved:Board 1996 January 27.14^(1)
Revised:Board 2000 January 25.26-B(5)
2000 January 25...62
7.2.12 A member calledto order bythe Chairshallat once remain silent
but afterthe point of order has been decided may explain and
appealtothe Board,which,if appealed to,shall decide the point of
order without debate.The decision of the Chair on the point of
order shall be overruled onlyby a majority vote of the members
present in favour thereof.If thereIsno appeal,the decision ofthe
Chair shall be final.
7.2.13 Members who resist the rules ofthe Board,disobey the decision of
the Chair orofthe Board on points of order,ormakeany disorderly
noiseor disturbance may,unlesstheymakean apology,be ordered
bythe Chair toleave their seats for the remainder ofthe meeting,
and.Incase ofrefusalto doso, may,on the orderofthe Chair,be
removed from the Board Room and the Education Centre.
7.3 RULES OF ORDER-MOTIONS
7.3.1 Every motion shallbeseconded and shallbedisposedof only bya
vote ofthe Board unless the mover and seconder,bypermission of
the Chair,withdraw the motion.
7.3.2 Any member may request the motion under discussion toberead
for information atanytimeInthecourse ofthedebate,provided that
nosuch requestismadeso as to interrupt a member speakingto
the question.
7.3.3 Aftera motionis read itshall be deemed to be in possession ofthe
Board.
7.3.4 Amember may introduce a motion and before itis seconded,speak
to itfor clarification or direction on wording onTy.Noothermember
mayspeaktothe motion beforeithas beenseconded.
7.3.5 No motionor amendment shall be debated or put to a vote unless
seconded and read before the vote is taken,except that the reading
maybe omitted beforethe voteifthe motion Isbased ona vimtten
recommendation inthe agenda oris a motionto refer,topostpone,
togo Into Committee ofthe Whole,to rise and report,to table,orto
adjourn.
Upon the request ofany member,the Chair shall direct thatthe
motion be made in writing.
Approved:Board 1998 January 27.14-B(1)
Revised:Board 2000 January 25.26-B(S)
2000 January 25...63
7.3.6 A motion directly concerning the privilege ofthe Board andthereby
affecting the rights and immunities ofthe Board collectively,orthe
position and conduct of members intheirrespective capacities,shall
talce precedence overall otherbusinessandmaybe movedwithout
notice.
7.3.7 Whena questionisunder debate,the onlymotionsinordershallbe:
(a)adjourn or take a recess;
(b)raise a question under point of order, privilegeor question;
(c) lay on the table;
(d) call for the previous question;
(e)postpone to a certain time;
(f) refer;
(g)amend;
(h)postpone indefinitely;'
(i) main motion.
Each motion sh^l have precedence inthe order listed; and (a), (b),
(c) and (d) shall be decided without debate except as provided
under pointoforder,pri\rilege or question.Motion (d)shall require
a two-thirds vote of those present to adopt.
7.3.8 A motion to adjourn shall be in order except when a member is
speaking,or a vote is being taken, or when the previous question
has been called. A motion to adjourn only shall not be open to
amendment or debate;but a motion to adjourn to a particular time
may be amended or debated.
7.3.9 No second motion to adjourn shall be madeHintil some business
has been transacted after the fii^t motion to adjourn has failed.
7.3.10 Amotion to lay on the table onlyis not debatable;but a motion to
lay on the table wth any other condition involved is subject to
debate and amendment.
7.3.11 When a question has been laidon the table, itshall not be taken up
again at the same meeting except by a vote in favour of
reconsideration bytwo-thirdsofthe members present.
Approved:Board 1998 January 27.14-B(1)
Revised:Board 2000 January 25.26-B(5)
2000 January 25...64
7.3.12 TTia motion for the previous question shall preclude all further
amendment and debate,and shall be submitted bythe Chair inthis
form:"Areyou ready forthe main question?".If adopted,the Chair
shall at once proceed to put the main question,first putting any
amendments pending, to the vote ofthe Board.
7.3.13 Aquestion havingbeen postponed indefinitely shallnotbe taken up
again at the same meeting.
'7.3.14 Aftera motionis made and seconded,a motionto amend may be
made,and a motion to amend the amendment;but no further
motion to amend shall be made until those have been decided.
7.3.15 Anamendment modifying the subject of.a motionshall be Inorder,
but an amendment relating to a different subject or completely
changing the intent of a motionshall not be considered.
7.3.16 All amendments shall be putInthe reverse order towhichtheyare
moved.
7.3.17 Every amendment submitted shall be decided upon or withdrawn
before the main question is put to a vote; and ifthe vote on an
amendment is decided in the affirmative the main question as
amended shall be put to a vote.
7.4 RULES OF ORDER-DEBATE
7.4.1 Nomember,unless strictlyinexplanation, shall,withoutleave ofthe
Board,speak morethan once uponany question or motion,except
the proposer ofa motionwhoshall be permittedto reply.
7.4.2 No member shall speak longer than five minutes on tiie same
question withoutleave ofthe Boardbya majority vote.
7.4.3 When the question under consideration contains two or more
distinctpropositions,any particularproposition,uponthe request of
any member,maybe consideredand voteduponseparately.
7.4.4 No member shall use offensive words inor against the Boardorany
member thereof.
Approved:Board 1998 January 27.14-B(1)
Revised:Board 2000 January 25.26-B(5)
2000 January 25...6S
7.5 RULES OF ORDER -VOTING
7.5.1 No member shall have more than one vote,as Chair or othenmse,
either at Boardmeetings, In Committee of the Whole;or on any
committee.
7.5.2 Any member mayabstain from voting,andIn all cases wherethere
is an equalityofvotes the question is defeated.
7.5.3 In cases ofemergency,as ruledbythe Chair,everymemberofthe
Boardora committee,as the case may ba,mayvote on a question
put in a telephone poll, fax submission or e-mail submission
conducted by the Executive Secretary or designate.In all cases
where there Isan equality ofvotes the question is defeated.
7.5.4 Afterthe Chairhas put a question to vote, there shall be nofurther
debate and no member shall walk across or out of the room or
make any noise or disturbances.The decision of the Chair as to
whether the question has been finally put shall be conclusive.
7.5.5 The yeas and nays shall be recorded upon any question only when
requested byat least one member,and such request must be made
before the Chair calls upon the members to vote upon the same.
7.5.6 Unless a recorded vote Is requested,all votes at meetings shall be
taken by show of hands,and the result shall be declared by the
Chair, but ifthis declaration be questioned,the members voting
shall rise and stand until they have been counted.
7.6 RULES OF ORDER -RECONSIDERATION
7.6.1 After a vote has been taken on any question (except one of
indefinite postponement)such vote may, with the consent of a
two-thirds majority of the members present,provided that the
members constitute a quorum,be reconsidered during the same
meeting. The question may be reconsidered with the consent of a
majority of the members present at any regular meeting held
thereafter provided that any member shall give notice to that effect
In writingat a prior regular meeting. Amotion to reconsider,being
once made after notice at a prior Board meeting and decided inthe
negative,shall not again be entertained during the current year or
within a period of four months,whichever is the lesser,unless
approved unanimously by a quorum of the Board.
Approved:Board 1998 January 27.14-B(1)
Revised:Board 2000 January 25.26-B(5)
2000 January 25...66
7.6.2 When a member has properly moved for reconsideration ofany
question which has been decided, no discussion of the main
question shall be allowed until the motionfor recqnsideration has
been decided In the affirmative.
-7.7 RULES OF ORDER-PETITIONS AND COMMUNICATIONS
7.7.1 Petitionsshallgo directlytothe Boardforreceipt,and actionifany.
7.7.2 Petitions and communications on any subject withinthe pun/lew of
a committeeshall be referredbythe Chairtothe propercommittee
witfiout motion,but the Board may, if two-thirds of the members
present vote in favour thereof, enter upon the Immediate
consideration and dispositionthereof. No discussion of the main
question shall be allowed until the motion for Immediate
consideration has been decided In the affirmative.
8.COMMITTEE OF THE WHOLE
8.1 The Chair shall chair all Committee of the Whole public sessions.The
Vice-Chair, or If absent,the Chair shall chair all Committee of the Whole in
camera sessions.In case of the absence of both the Vice-Chair and the Chair
forfiveminutes afterthe hour appointed,as soon as a quorum be present,the
Boardshall choose a Chairpro tempore. The Chairpro tempore so chosen
shallpresideonly until the Vice-Chair or Chaur arrivesandthe immediate Item
of business at hand is completed.
8.2 TheBoardmaymoveintoCommittee ofthe Whole or Committee ofthe Whole
incamera upon any matter broughtforitsconsideration, inadditionto those
specifiedinthe Committee ofthe Whole agenda.Meetings ofthe Committee
of the Whole in camera shall be closed to all but Board members.Supervisory
Officers,Executive Secretary and others Invited bythe Chair,inconsultation
with the Secretary of the Board,for a specific purpose.
8.3 All njles of the Board shall be observed In Committee of the Whole or
Committee ofthe Wholein camera so far as applicable except that no motion
shall require to be seconded;no motion for the previous question or for
adjournmentshall be allowed until all items on the agenda have been dealt
with (exceptunder the ruleestablishinga time limit for meetings);the yeas
and nays shall notbe recorded; and the number oftimes ofspeaking on any
question shall not be limited.
Approved:Board 1998 January 27.14-B(1)
Revised;Board 2000 January 25.26-B(5)
1 2000 January 25...67
8.4 Ata Committeeofthe Wholein camera session,held at a regular or special
meeting ofthe Board,a member may move that theCommittee rise and report
progress.
The Committee of the Whole or Committee of the Whole in camera,held on
the second Tuesday of each month, shall be considered an ordinary
committeemeeting.In situations where timelinesare urgent and a decision
ofthe Board is required.Itmay be necessary forthe Committeeto reportto
the Board on the same evening,inwhich case,due notice must be given.
yVofo;For dariflcat'on on meeting procedures,it is not necessary for tiie
Committee ofthe V\ffioie to meetin Boardfirst
9.INFORMATION COMMITTEE OF THE WHOLE
9.1 The Committee shall consider and recommend upon referrals fromthe Board,
other Committees and the Administration with reference to,but not limited to,
any of the following matters,and such other matters as the Committee, or
Committee Chair in consultation with the Chairs'Committee,shall add to the
agenda:
Program re\new,development and implementation
Organization of Program staff
Student measurement and evaluation sen/ices
Educational research and program planning functions
Educational resource services
Ethnoculhjral relations
In-service training programs
Organization and operation of schools
Occupational health and safety
School accommodations and school study committees
Emergency procedures
Student safety
Board Rnancial administration
Transportation
Computer operations
Purchasing and warehousing including tendering procedures
Custodial and maintenance services
General insurance
Cafeteria operations
Matters relating to the real property of the Board
including leasing and rental of facilities
Approved:Board 1998 January 27.14-B(1)
Revised:Board 2000 January 25.26-B(5)
2000 January 25...68
Community use offacilities
Administrationofthe management information system
Accommodation needs ofthe ancillary operations ofthe Board
Matters related to planning inliaisonwithmunicipal governments
School population statistics and forecasting
Matters related to decisions on non-resident students,appeals by
non-residents and school leaving
Appeals and delegations regarding any ofthe above matters.
9.2 TTieCommitteeshaliconsistofallmembersoftheBoard.The Chair and Vice
Chair of the Committee shall be elected at the first meeting by those
- Committeemembers in attendance by secret ballot,as set out inBylaw3.
9.3 The Committeeshall meet regularlythe first Tuesday of each month except
July and August. The Committee Chair, in consultation with the Chairs'
Committee, shall have ,the authority to vary the dates and frequency of
meetings. Noticesofmeetings,agendas, minutesand reportsas required,
are to be distributed by the Executive Secretary's Office.
9.4 The Committee shall report and make recommendations to the Committee of
the Whole. The Committee may report and make recommendations to the
Board withthe support of at least twothirds of those Committee members in
attendance.
9.5 In keeping with the intent of sharing informatiori and answering agenda-
related questions, rules of debate for the Committee shall be as for the
Committee of the Whole.
10.AD HOC COMMITTEES
10.1 Ad hoc committees ofthe Board may be appointed for any purpose by the
Boardupon recommendation by the Chairs'Comrhittee.Anysuch ad hoc
committee shall cease to function at the end of the year in which it is
appointed,or earlier,whenthe wotic ofthe committeehas been completed,
unless it has been appointed for an extended specific time.
Chairs of Ad Hoc Committees shall be elected by their respective
memberships at the first meeting. Any member may request election by
secret ballot
Approved:Board 1998 January 27.14^(1)
Revised:Board 2000 January 25.26>B(5)
2000 January 25...69
10.2 If any vacancy shall occur in anad hoc committee of the Board,the Board
shall fill the vacancy at its next regular meeting.
10.3 In a meeting ofan ad hoc committee,a majority ofthe membership shall
constitute a quorum.
10.4 Meetings ofadhoc committees ofthe Board shallbeopentothe public except
when thesubjectmatterunder consideration iscoveredbySection207 (2)of
the Education Act,or its successors.
10.5 An ad hoc committeeappointedto report on any subject referredto itshall
report in writing to the Board.
10.6 Action of any ad hoc committee shall not be binding until formally approved
by the Board, unless the Board gives the committee power to act with
reference to a particularmatter or matters. In all cases the committee shall
make a written report to the Board for receipt or any further action.
10.7 The Chair ofthe Board,Director of Education,and administrative officialsshall
keep the chair of each ad hoc committee informedof matters withinthe terms
of reference of the committee.
10.8 Anymember of tiie Board mayattend meetings ofan ad hoc committeeand
may participate in the discussion,but only appointed members of the
committee may vote and propose motions.
10.9 The Rules of the Board shall be obsen/ed,so far as applicable,inall meetings
of a committee subject to the exceptions allowed for tbe Committee of the
Whole (Bylaw 8.3).
10.10 Every meeting of a committee shall be called by a notice provided by the
Executive Secretary to reach every member at least forty-eight hours before
such meeting or in extreme circumstances,as detennined by the Cheur ofthe
Committee, by oral notice attempted not later than six hours before such
meeting.
11.CHAIRS'COMMITTEE
11.1 The Chairs'Committee shall consist of the immediate past Chair,the Chair,
and the Vice Chair of the Board.
11.2 The Chair of the Board shall be the Chair of the Chairs'Committee.
Approved:Board 1998 January 27.14-B(1)
Revised:Board 2000 January 25.26^(5)
2000 January 25...70
12.LEAVE OF ABSENCE OF BOARD MEMBERS
12.1 To meet the provisions of Section 229 (1) of the Education Act,a Board
member applying for Leave of Absence shall make request directlyto the
Boardconvened inregularopen session and any action on the request must
be recorded as a motion of the Board.
13.CODE OF CONDUCT FOR TRUSTEES
13.1 Trustees mil exercise their power to govern only as trustees ofthe corporate
body, not as individuals. The Chair of the-Board shall be the official
spokesperson forthe Boardspeaking publicly onlyon matters which reflect
the willof the Board through resolution.
13.2-Trustees will abide byexistinglegislation,the bylaws,policiesand procedures
established for the Board,and declarations of office.
13.3 Tnjstees will honour confidentiality regarding:
(a)matters discussed at in-camera sessions of meetings
(b) correspondence, reportsand other information placed inconfidence
with trustees
13.4 Breach of Code of Conduct
TheChairofthe Boardhas the authoritytoinvestigateallegationsof breaches
ofthe Code of Conduct and shall, where appropriate, consult witfi the Vice
Chair regarding course of action. The Chair has the authority to invoke
consequences (a) and (b);but consequences (c)and (d) require Board
resolution.The consequences invoked will depend on the seriousness ofthe
conduct or breach.Where the alleged breach of conduct has been committed
by ttie Chairofthe Board,the Boardshallempowerthe Vice Chairto perform
the above responsibilities of the Chair.
Consequences may include:
(a) a verbal warning
(b) a letter outliningthe breach or concern
(c) a recommendation for public censure of the Trustee
Approved:Board 1998 February 24.28-A(2)
2000 January 25...71
(d)in respect of a trustee's failure to compiy wiih the duty of confidentiality
as stated in13.3above, the following additional sanctionsmaybe
pursued bythe Board;
(i)The Board may seekan injunction against a toistee who fails or
refusesto maintain confidentiality.Thetermsofsuch injunction
may prescribe that the trustee be excluded from confidential
meetings,be refusedaccess to confidential reports,and/orbe
required to undertake in writing to observe thedutyto maintain
confidentiality In future before being allowed back into such
meetings.
(11)Anactionfor damages maybe broughtagainst anytrustee who
fails to maintain confidentiality,and the Board will not
compensate the trustee forlegal costs incurredindefendingsuch
an action (unless directed by the court).
Notwithstanding this progressive procedure, it ts the intent of the Board to
provide a fair andjust review oftheconcern respecting theTrustee's right to
due process,including:'
- being advised of the specifics ofthe allegations
- the right to make representation before the Board
-appropriate notice as per Bylaw 2.5.
Anappeal to the Boardof any consequence applied by the Chairmay be
made at the next in-camera session ofthe Board.Consequences applied by
the Board are not subject to appeal.
Approved:Board 1998 February 24.28-A(2)
2000 January 25..J2
BY-LAW:BANKING AND SECURITY
1.Any two ofthesigning officers are authorized on behaif ofthe Board from time
to time:
(a)to withdraw or order transfers offunds from the Board's accounts by
any means including the making,drawing,accepting,endorsing or
signing of cheques,promissory notes,bilis of exchange,other orders
for the payment of money or other instruments or the giving of
Instructions;
(b)"toborrow money andobtain other credit from the Bank in suchamounts
andonsuch terms as may be deemed appropriate,whether by loan,
advance,overdraft or by any other means;
(c)to mortgage,hypothecate,charge,pledge,convey,assign,transfer or
createa security interest inanyor all ofthe property,realand personal,
immoveable and moveable,undertaking and rights of the Board,
present and future,tosecurethe payment and performance ofany or
all ofthe present and future liabilities and obligations ofthe Board tothe
Bank;
(d)to sign any agreements or other documents or Instruments with or In
favour of the Bank,including the bank's general financial services
agreement and contracts relating to products or ser\nces provided by
tfie Bank to the Board;
(e)to do,orto authorize any person orpersons to do,'any one ormore of
the following:
(i)to receive from the Bank any cash or any securities.
Instruments orother property ofthe Board heldbythe Bank,
whetherforsafekeepingoras security,ortogiveinstructions
to the Bankfor the delivery or other transfer of any such
cash,securities,instruments or other property to any person
named in those instructions;
Approved:Board 1998 June 23. 63-B(3)
2000 January 25...73
(ii)to deposit withor negotiate or transfer to the Bank,forthe
creditofthe Board,cash oranysecurity,instrumen.t orother
property, and for those purposes to endorse (by rubber
stamp or otherwise) the name of the Board, or any other
name under which the Board carries on business,on any
security or instrument;
(iii)to instruct the Bank, by any means,to debit the accounts of
third parties for deposit to the credit ofthe Board;
(iv)to receive statements,instruments and other items(inciuding
paid cheques)and documents reiating to the Board's
accounts with or any service of the Bank (including any
revisions tothe Bank's ruies and manuals ofoperation), and
to settle and certifythe Board's accounts withthe Bank;
(v) to receive from,the Bank any software and any security
devices,Including security cards,codes,and passwords,
relating to electronic banking services or electronic
communications between the Board and the Bank,and to
determine and set the levels and limitsofauthorityapplicable
to individual security devices;and
(Q toexerciseall rights,powersand authorities which thensigningofficers
may exercise under the authorityofthe Board's by-lawsand the laws
governing the Board.
2. The prowsions containedinthe Bank'sgeneral financial serwces agreement
including,without limitation,the provisions concerning the bindingeffect of
electronic communications received by the Bank from or in the name ofthe
Board,are expressly approved.
3.All Instruments, instnictions,agreements and documents made,drawn,
accepted,endorsed or signed (under the corporate seal or otherwise) as
providedinthis resolution and deliveredtothe Bankbyany person,shail be
valid and binding on the Board,and the Bankis hereby authorizedtoact on
them and give effect to them.
Approved:Board 1998 June 23.63-B(3)
2000 January 25...74
4.The Bank shall be furnished with:
(a) a copy ofthis resolution;and
(b) a list ofthe names ofthe persons (i.e.signing officers)autfiorized by
this resolution to act on behcdf of the Board,and wth written notice of
anychanges which maytake place insuch list from timetotjme,and
with specimens ofthe signatures of all such persons;
each certified bythe Secretary ofthe Board;and
(c)in .writing,any authorization made under paragraph 1(e) of this
resolution.
5. Anydocument furnished to the Bankas providedforin paragraph 4 oftills
-resolution shallbe binding uponthe Board until a newdocumentrepealingor
replacing the previous one has been received and duly acknowledged in
writing bythe branchoragency ofthe Bankwherethe Boardhas Itsaccount.
BY-LAW:BANKERS AND SIGNING OFFICERS
1.The Treasurer of tiie Board is autiiorized on behalf of the Board to negotiate
with,deposit witfi,ortransferto tiie Bank (butforcreditofthe Board's account
only)all orany cheques and other orders for tiie paymentofmoney,and for
the said purpose to endorse the same oranyofthemon behsUf of tiie Board
either inwritingor by rubber stamp.
2.All cheques of tiie Boardshallbedrawninthe name ofthe Boardand signed
on its behalf by any two ofthe following signing officers:
Chair of tiie Board
Vice Chair of the Board
Director of Education and Secretary
Superintendent ofBusiness Ser\nces and Treasurer
Manager of Financial Services
Approved:Board 1998 June 23.63*B(3)
2000 January 25...7S
3.The signing officers of the Board are authorized on behalf of the'Board to
receive fromthe Bank,fromtime to time, a statement of account ofthe Board
together with all relative vouchers and allunpaid bills lodgedfor collection by
the Board and all Items returned unpaid and charged to the account of the
Board, and to sign and deliverto the Bank the Bank's form of verification,
settlement of balance and release.
4. The signing officers of the Board are authorized on behalf of the Board to
obtain deliveryfrom the Bank ofall or any stocks,bonds and other securities
held by the Bank in safekeeping or othervyrise for the account ofthe Board and
to give valid and binding receipts therefor.
5.This resolution shall be communicated to the Bank and remain in force until
vifritten noticeto the contrary isgiven tothe Manager of the branch ofthe Bank
at whichthe account of the Board is kept, and receipt of such notice is duly
acknowledged in writing.
BY-LAW:BORROWING FOR CURRENT EXPENDITURES
1.The Treasurer and Chair or Vice Chair are authorized on behalf of the Board
to borrowfromtimetotimebywayofpromissorynoteor bankers'acceptance
. such sums considered necessary to meet current expenditures ofthe Board
until current revenues have been received.
2.The Treasurer and Chair or Vice Chair are authorized on behalf of the Board
to signsuch promissorynotes or bankers'acceptances as^may be necessary
forthe sums borrowed plus interest, at a rate agreed towiththe Bank,and to
affix the Board's corporate seal. The interest charged on all sums borrowed
plus any related charges is not to exceed the interest that would have been
payable at the prime lending rate of the chartered banks listed In Schedule I
ofthe BankAct(Canada) on the date of borrowing.
3. The Treasurer is authorized and directed to apply In payment of all sums
borrowedplus Interest, allofthe monies collected and received Inrespect of
the current revenues of the Board.
/^proved:Board 1998 June 23. 63-B(3)
2000 January 25...76
4.The Treasurer is authorized and directed to deiiver to the Bank from time to
timeupon request astatement showing (a)the totai amount ofunpaid previous
borrowingsofthe Boardforcurrent expenditures together withdebt charges,
ifany, and (b) the uncollected balance of the estimated revenues for the
currentyear or,where the estimates have not been adopted, the estimated
revenues ofthe previous year iess any current revenue already coiiected.
5. The Bank shall not be bound to establish the necessity of the borrowings
authorizedbythis resolution ortheirapplication forthe purposesaforesaidand
may rely on a certified copyofthis resolution as proof thatthe borrowing is
validly authorized and on any statement furnished by the Treasurer under
paragraph 4 as proofofthe facts stated therein.
Approved:Board 1998 June 23.63-B(3)
r"
2000 January 25...77
.26-B Rec.6
Thames Valley District School Board
Title ELECTRONIC MEETINGS Policy No.
Department DIRECTOR'S SERVICES Status
Reference(s)ONTARIO REGULATION 463/97 Effective Date
It is the policy of the Board that, in accordance with this Policy and its supporting
Procedures,electronic meetings will be held at the request of Board members and pupil
representatives ofthe Board.The publicmay attend any publicportionof such electronic
meetings at designated sites and also may provide input during'ahy Board-approved
period of the meeting agenda that is designated for public participation. In addition,
provisions will be made for individual Board members and pupil representatives to
participate electronically in specified meetings ofthe Board on notice to the Chair or to the
Executive Secretary of tiie Board.
1.Definitions
Electronic meetings are those in which there is participation by audio
teleconferencing.The Board will equip sites designated for electronic meetings with
speaker phones and ensure that all members are able to hear and be heard by all
other participants in the meeting. The use of analogue cellular, portable or radio
phones may be used at the discretion ofthe Chair for public meetings.
2.Electronic Meetings at Designated Sites
2.1 Electronic means may be used forthepuiposesofconductingmeetings ofthe
Thames Valley District School Board, the Board of Trustees meeting as
Committee of the Whole or meeting in Board>constituted committees.
2.2 Electronic participation will be provided at the request of Board members or
pupil representatives.
2.3 Board meetings withthe capability for electronic participation will normallybe
limited to Board administrative locations within the Thames Valley District
School Board.
2000 January 25...78
2.4 Board members and pupil representatives ofthe Board must provide written
notice,as indicated in2.5 below.The Board believes that electronic meetings
may be appropriate in situations such as medical and family emergency,
extremeweatherconditionsorwhere public participation from remote locations
is desired.
2.5 Requests for electronic meeting participation shall be made In writing tothe
Chair orthe Secretary ofthe Board atleast48 hours (excluding weekend time)
prior to the time of the scheduled meeting (72 hours In the case of electronic
meetings with public participation).This notice period is required toensure that
thesitesare readyto accommodate an electronic meeting.
2.6 Materials for distribution to members attending a meeting shallbe distributed
in accordance with Board policy.
2.7 Electronic participaton in meetings is subject to the normal Board rules
governing conflict of Interest and confidentiality.Private sessions of the Board
as defined by the Education Act (matters pertaining to legal liability,personnel
matters,negotiations regarding property or wages and matters concerning
Individual staff members or students) are restricted In terms of electronic
access tothose eligible to participate In discussions ofsuch matters.
2.8 Inaccordance vwth Ontario Regulation 463/97,the Chair ofthe Board orthe
Chair ofthe Committee as thecase maybe,mayrefuseto provide a member
with electronicmeans of participation virtiere to do so is necessEuy to ensure
compliance with the physical attendance In the meeting room section of this
Policy(2.9and 2.10 below).
2.9 At Board meetings and meetings ofthe Committee ofthe Whole,the physical
presence of the following persons is required in the meeting room of the Board:
a.Chair of the Board or designate
b. At least one additional member of the Board
c. The Directorof Educationand Secretary ofthe Boardor designate.
2.10 At Committee meetings,otherthan meetings ofthe Committee ofthe Whole,
the physical presence ofthe following persons is required In the meeting room
of the Committee:
a.Chmr of the Committee or designate
b. The DirectorofEducation and Secretary ofthe Board or designate.
2000 January 25...79
2.11 In acscordance with Section 208 (li)ofthe Education Act,tfie presence ofa
majority of all the members constituting the Board shall be necessary to form
a quorum andthe vote ofa majority ofsuchquorum shall be necessary to bind
the Board.Amember ofthe Boardor pupilrepresentative ofthe Boardwho
participates ina meeting through electronic meansshallbedeemedpresentat
the meeting.Minutes ofthe meeting shall record the presenceof members
participating through electronic means.
2.12 The roll callformembers present will be taken verballyand recorded.
2.13 In requesting movers and seconders of motions,the first Board member
identifying himself or herself by name as the mover or seconder shall be
deemed to have moved or seconded the motion.
2.14 Boardmembers participating inan electronicmeeting shall notify the Chairof
theirtemporaryor permanent departures from a meeting before absenting
themselves so that the Chair can ensure maintenance of a quorum.
2.15 The Chair will call the vote of those infavour ofthe motionand those opposed
to the motionand the votes of participants in electronic meetings will be made
verbally and recorded.The Chair will announce whether the motion was
carried or defeated.
2.16 Discussion ofmotions will take place in accordance withBoard procedures with
the exception that those present electronically must declare theirintent vetbaliy
by giving their names.
2.17 Rulingsofthe Chair may be appealed and inthe event of'such an appeal,the
Chair will verify wth each participating member his or her decision.
2.18 All procedural by-laws established bythe Board apply to meetings conducted
electronically.
2.19 Designated sites at which an electronic meeting is held will be open to the
public except forportions ofthe meeting that constitute Private Sessions under
the Education Act.The site monitor (see Procedures 1.1)is responsible for
ensuring that the public is not present at this time. At public meetings,
participationofthe publicisthrough observation/listening virith publicinputbeing
provided during any approved period of the meeting agenda that has been
designated for such participation.
2000 January 25,..80
2.20 Should technical difficulties arise,where members affected bythe disruption
are no longer deemed presentat the meeting,the Chair ofthe meeting sha!!
assess whethera quorumispresent. The minutes ofthe meeting sh^ll indicate
the timeand duration ofthe disruption and the names ofparticipants unable to
connect electronically with the meeting. In the event of technical difficulties
occurring,itisthe responsibility ofthesite monitor to notify the Chair.
3.Electronic Participation of Individuai Board IVIembers
3.1 Electronicmeans maybe used forthe purposes ofconductingmeetings ofthe
Thames Valley District School Board, the Board of Trustees meeting as
Committee ofthe Whole or meeting In Board-constituted committees.
3.2 Electronic participation will be provided at the requestof Board members or
pupil representatives..-
3.3 Electronic participation of individual members and pupil representatives at
meetings oftheThames Valley District School Board,the Board of Tnjstees
meeting as Committee oftiieWhole and Board constituted committees shall be
on notice to tiie Chair or Executive Secretary ofthe Board.
3.4 Requests for electronic meeting participation shall bemadetothe Chair orthe
Secretaryofthe Board by telephone at least24 hours prior tothe time ofthe
scheduled meeting.This notice period is required to ensure that the
appropriate staff are notified so that the Individual is provided with the
necessary telephone link.
3.5 Inaccordancewith Ontario Regulation 463/97,individual requests for electronic
participation maybe refused where physical attendance is required tomeetthe
provisionsof2.9 and 2.10 above.
3.6 Materials for distribution to members attending a meeting shall be distributed
in accordance with Board policy.
3.7 Participants In an electronic meeting shallbedeemedpresentasin2.11 above.
3.6 Electronic participation in meetings is subject to the normal Board rules
governing conflict ofinterest and confidentiality.Private sessionsofthe Board
as defined bythe Education Act (matters pertaining to legal liability,personnel
matters,negotiations regarding property or wages and matters concerning
individual staff members or students) are restricted in terms of electronic
access to those eligibleto participate in discussions of such matters.
2000 January 25...81
3.9 Meetings in wliicli individual Board members participate electronically will be
conducted in accordance with 2.12 to 2.18 above.
3.10 Should technical difficulties arise,where members affected by the disruption
are no longer deemed presentat the meeting,the Chair ofthe meeting shall
assess whethera quorum ispresent. The minutes ofthe meeting shad Indicate
the b'me and durationofthe disruption and the names of participants unableto
connect electronically with the meeting.
Administered By DIRECTOR'S SERVICES Board Resolution/
Date
Date of Last
Amendment