1/23/2018 - Regular Board Meeting
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING
2018 JANUARY 23, 7:00 P.M.
BOARD ROOM, EDUCATION CENTRE
The Board met in regular session on 2018 January 23 in the Board Room at the Education Centre,
meeting in public session at 7:00 p.m. The following were in attendance:
TRUSTEES
ADMINISTRATION AND OTHERS
M. Reid (Chair) (-7:40,
+8:00)
J. Bennett
R. Campbell
G. Hart
P. Jaffe
T. Kennedy
S. Kim
N. Lavdas
B. McKinnon
Regrets:
C. Goodall
A. Morell
S. Polhill (-7:41,
+7:53)
P. Schuyler
J. Skinner
R. Tisdale
J. Todd
L. Elliott
V. Nielsen (-9:27)
J. Pratt (-9:27)
C. Beal (-9:27)
S. Builder (-9:27)
A. Canham (-9:27)
R. Culhane (-9:27)
M. Deman (-9:27)
K. Edgar (-9:27)
L. Griffith-Jones (-9:27)
R. Kuiper (-9:27)
D. Macpherson (-9:27)
S. Mark (-9:27)
P. McKenzie (-9:27)
J. McKenzie (-9:27)
M. Moynihan (-9:27)
S. Powell (-9:27)
P. Sydor (-9:27)
B. Williams
R. Hoffman (-7:50)
B. Keast (-9:27)
B. Moore (-8:28)
D. Kettle (-8:28)
L. Munro (-8:28)
1. CALL TO ORDER
Board Chair M. Reid called the meeting to order at 7:00 and acknowledged the traditional territory on
which the Board meeting is held.
2/3. O CANADA
The appreciation of the Board was extended to Louise Arbour F.I. P.S. for their performance and to
Conductor M. Abbey for leading in the singing of O Canada and two musical selections.
4. APPROVAL OF AGENDA
The agenda was approved on motion of Trustee A. Morell seconded by Trustee G. Hart.
5. OFFICIAL RECORD
B. Williams, Supervisor, Corporate Services, read the following official record into the minutes:
“We regret to record the death of David Blair, an Occasional teacher on 2017 December 31.”
6. RECOGNITIONS – None
7. CONFLICTS OF INTEREST - None
8. CHAIR’S ANNOUNCEMENTS - None
9. DIRECTOR’S ANNOUNCEMENTS
Director L. Elliott read a prepared statement regarding the Grand theatres High School Project “Prom
Queen: The Musical”.
Vice-Chair A. Morell assumed the role of Chair.
Chair Reid read a prepared statement regarding the funding decision made by Administration.
2018 January 23…2
Trustees extended their appreciation to Administration for the decision to fund the Grand Theatre ’s
High School Project and to provide the necessary teaching material to support students that attend
the musical. In addition, Trustees thanked the media and public in attendance, the TVDSB community
for their feedback and Chair Reid and Director Elliott for their leadership.
Student Trustee Lavdas reported some students felt Administration’s original funding decision sent an
unintended message to students that they were not supported. He extended appreciation to the
community for their support and to Administration for their decision to restore sponsorship.
10. PUBLIC INPUT – None
11. MINUTES OF THE 2017 DECEMBER 19 REGUALR BOARD MEETING
a. Confirmation of Minutes
The minutes of the Regular Board Meeting of 2017 December 19 was adopted on motion of
Trustee P. Jaffe, seconded by Trustee G. Hart and CARRIED.
b. Business Arising from the Minutes - None
12. STUDENT TRUSTEES’ UPDATE
Student Trustees N. Lavdas, S. Kim and T. Kennedy reported on the activities of the Student
Trustees. Student Trustee N. Lavdas highlighted visits to high schools in which the roles and
responsibilities of Student Trustees were discussed with student leaders. Student Trustee Kim
reported the Student Trustees will be attending the OSTA Board Council conference February 15 -18,
2018, where they will meet with fellow Trustees and coordinate initiatives for the remainder of the
year.
13. REPORTS FROM THE ADMINISTRATION
a. Elgin County French Immersion Attendance Area Review (2017) Senior Administration Final
Report
Superintendent D. Macpherson presented for approval the recommendations of the Elgin County
French Immersion Attendance Area Review.
The following recommendations were moved by Trustee R. Tisdale, seconded by Trustee J. Todd
and DEFERRED to 2018 February 27:
THAT a new single track SK to grade 7 French Immersion Public School open at 45885
Sparta Line, St. Thomas, effective 2018 July 1.
THAT the new French Immersion Public School, located at 45885 Spart Line, St.
Thomas, attendance area for SK to grade 7 French Immersion program be approved, as
per Figure 01, effective 2018 July 1.
THAT the Pierre Elliott Trudeau French Immersion Public School at tendance area for SK
to grade 7 French Immersion be approved, as per Figure 02, effective 2018 July 1.
THAT the Pierre Elliott Trudeau French Immersion Public School attendance area for
grade 8 French Immersion be approved, as per Figure 03, effective for the 2018-2019
school year only.
THAT the Pierre Elliott Trudeau French Immersion Public School Extende d French
Immersion attendance area be approved as per Figure 04, not including Area A, effective
2018 July 1.
THAT Pierre Elliott Trudeau French Immersion Public School and the new French
Immersion Public School, located at 45885 Sparta line, St Thomas, school models be
expanded to grade 8, effective 2019 July 01.
2018 January 23…3
THAT the new French Immersion Public School, located at 45885 Sparta line, St
Thomas, attendance area for SK to grade 8 French Immersion be expanded to include
Area A as shown on Figure 01, upon the opening of the new Belmont Public School.
THAT the Pierre Elliott Trudeau French Immersion Public School attendance area for
Extended French Immersion be expanded to include Area A as shown on Figure 04,
upon the opening of the new Belmont Public School.
THAT the French Immersion attendance area for Princess Anne French Immersion
Public School, Princess Elizabeth Public School be adjusted to exclude Area A as shown
on Figure 01, upon the opening of the new Belmont Public School.
THAT the Extended French Immersion attendance area for Princess Elizabeth Public
School and Louise Arbour French Immersion Public School be adjusted to exclude Area
A as shown on Figure 04 upon the opening of the new Belmont Public School.
THAT a Naming Committee be established to provide input regarding the naming of the
new French Immersion Public School, located at 45885 Sparta line, St Thomas.
THAT Transition Committees be established for the new French Immersion Public
School, located at 45885 Sparta line, St Thomas and Pierre Elliott Trudeau French
Immersion Public School based on the proposed attendance areas.
THAT New Sarum Public School, located at 9473 Belmont Road, St. Thomas, be
declared surplus and offered up for disposition, upon the opening of the new Southeast
St. Thomas and new Belmont Public Schools.
The following recommendation was moved by Trustee J. Todd, seconded by Trustee J. Bennett
and CARRIED:
THAT the decisions for recommendations #1-13 (from the Elgin County French
Immersion Attendance Area Review (2017) Senior Administration Final Report) be
deferred to 2018 February 27, in order to allow the Board to receive Public
Delegations on 2018 February 7/8.
Administration responded to Trustee questions regarding attendance area boundaries , school
capacities, capital works and French Immersion Public Schools with an Extended French program.
Superintendent Culhane reported a parent information night will take place in Elgin County
regarding the French Immersion program in Elgin County.
In response to a Trustee question, Learning Supervisor L. Munro reported parents/guardians at
Louise Arbour F.I. P.S., Princes Elizabeth F. I. P.S. and Princess Anne F.I. P.S. received
information regarding the Elgin County F.I. Attendance Area review.
The following recommendation was moved by Trustee R. Tisdale, seconded by Trustee J. Skinner
and CARRIED:
THAT the school-level committees of Port Stanley Public School French Immersion
and Pierre Elliott Trudeau French Immersion Public School be disbanded.
Chair Reid returned to the role of Chair. Appreciation was extended to Trustee Morell.
b. Draft 2018-2019 School Year Calendars
Superintendent M. Moynihan presented, for approval, the Draft 2018-2019 School Year
Calendars.
2018 January 23…4
In response to a question regarding the approval rating of the secondary school calendar, M.
Moynihan reported a large number of individuals raised concerns regarding the conflict of a
scheduled student conference with the PA day in September. M. Moynihan advised the scheduled
PA day would not necessarily preclude students from attending the conference.
The following recommendation was moved by Trustee P. Jaffe, seconded by Trustee J. Skinner
and CARRIED:
THAT the Draft 2018-2019 School Year Calendars be submitted to the Ministry of
Education for approval.
c. 2017-2018 Revised Estimates Contingency Fund
Associate Director J. Pratt presented for approval the 2017-2018 Revised Estimates Contingency
Fund report.
Administration responded to Trustee questions of clarification regarding…
The following recommendation was moved by Trustee P. Jaffe, seconded by Trustee J. Skinner
and CARRIED:
THAT items 1-6, 8, 11-13, and 16 be approved as follows:
- Additional musical instruments in the amount of $95,000.
- Additional allocation to interpretation budget in the amount of $80,000.
- Additional Special Education Staffing: 10 FTE Elem LST ($564,988); 50 EAs
($1,221,472); 1 Speech Language Pathologist ($48,310); 3 Social Workers
($144,932); 0.5 Admin Assistant (SEA) ($17,141). For a total amount of
$1,996,843.
- Speech and Language Hours for SLP assessments (summer) $70,826; Social
Work Hours for camp with SLPs (DE students; summer) $22,200; Lexia
Licenses spring 2018 (120) and 2018-19 (500) $32,600; Psychology hours
(summer) $65,950; Empower 2018-19 $100,000. For a total amount of $291,576.
- Additional Coordinator of Experiential Learning in the amount of $93,000.
- Swim to Survive in the amount of $25,000.
- Alternate Disputes Resolution Training Part 2 in the amount of $47,500
- PD on Physical Education (for non PE specialists) – release time in the amount
of $10,000
- Strategic Planning Support for consultation process in the amount of $40,000
- Support due to increased ELL at ROAC and International Education $152,000
- Global Competency Implementation support in the amount of $150,000
The following recommendation was moved by Trustee P. Jaffe, seconded by Trustee J. Ben nett
and CARRIED:
THAT item 7, additional release days for job-shadowing, mentoring and
professional learning (classroom management, programming and planning) for
teachers requiring support as part of their improvement plans, in the amount of
$25,000, be approved.
The following recommendation was moved by Trustee P. Jaffe seconded by Trustee J. Skinner
and CARRIED:
THAT item 9, support for schools to bring delegates and Teacher Advisors to the
Global Student Leadership Summit, Scenario 1, in the amount of $49,300 be
approved.
Administration responded to Trustee questions of clarification regarding the need for this funding
to support students leaders.
2018 January 23…5
Student Trustee Lavdas spoke in favour of this motion, indicating the conference will be hosted in
London and will be valuable and beneficial for TVDSB student leaders.
A poll vote was conducted.
POLL VOTE:
YEA: J. Bennett, R. Campbell, G. Hart, P. Jaffe, B. McKinnon, A. Morell, S. Polhill, M. Reid, P.
Schuyler, J. Skinner, R. Tisdale, J. Todd
NAY: NIL
Student Trustees: T. Kennedy, S. Kim, N. Lavdas
Absent: C. Goodall
The following recommendation was moved by Trustee P. Jaffe, seconded by Trustee G. Hart and
CARRIED:
THAT item 10, System Investment for Principals and Vice Principals in the amount
of $146,547, be approved.
In response to a Trustee question, Superintendent C. Beal reported the item was not included in
Revised Estimates as information regarding the funding had not been received in advance of
submitting Revised Estimates.
The following recommendation was moved by Trustee G. Hart, seconded by Trustee R. Tisdale
and CARRIED:
THAT item 14, an increase to the TVDSB Student Leadership Conference budget in
the amount of $35,000, be approved.
In response to a Trustee question, Associate Director J. Pratt confirmed all items on the Revised
Estimate Contingency Fund list are supported by Administration. It was noted some initiatives
originated during Trustee discussion or feedback during previous committee meetings.
A poll vote was conducted.
POLL VOTE:
YEA: J. Bennett, R. Campbell, G. Hart, P. Jaffe, B. McKinnon, A. Morell, S. Polhill, M. Reid, P.
Schuyler, J. Skinner, R. Tisdale, J. Todd
NAY: NIL
Student Trustees: T. Kennedy, S. Kim, N. Lavdas
Absent: C. Goodall
The following recommendation was moved by Trustee R. Tisdale, seconded by Trustee G. Hart
and CARRIED:
THAT item 15, Labour Relations Audit in the amount $35,000, be approved.
The following recommendation was moved by Trustee A. Morell, seconded by Trustee J. Bennett
and CARRIED:
THAT item 17, Continuous Intake SST Pilot in the amount of $34,000, be approved.
In response to a Trustee question, Administration clarified Laurier S.S. was selected as the
location for the Continuous Intake SST Pilot because the staff member that indicated interest in
running the pilot is working at that location.
14. REPORTS FROM BOARD COMMITTEES
a. Policy Working Committee Report, 2017 December 19
Trustee Morell referred to the written report of the Policy Working Committee (Item 14.a) provided
to the Trustees in advance of the meeting.
2018 January 23…6
The following recommendations were moved by Trustee A. Morell, seconded by Trustee P. Jaffe
and CARRIED:
THAT the Health and Safety Policy be approved.
THAT the Ancillary and Non-Instructional Materials Policy be approved.
THAT the Political Activity on Board Property Policy be approved.
On the request of Trustee Jaffe, Section 11 of the Violence in the Workplace Procedure was
referred back to Administration for review.
b. Audit Committee Report, 2018 January 9
Trustee Tisdale referred to the written report of the Audit Committee (Item #14.b) provided to
Trustees in advance of the meeting.
The following recommendation was moved by Trustee R. Tisdale, seconded by Trustee A. Morell
and CARRIED:
THAT the Chair of the Board write a letter to the Minister of Education requesting
Boards be consulted by the Ministry before any action(s), on recommendations in
the 2017 Auditor General’s Annual Report pertaining to the public education
sector, are considered.
c. Planning and Priorities Advisory Committee Report, 2018 January 9
Trustee Skinner referred to the written report of the Planning and Priorities Advisory Committee
(Item 14.c) provided to the Trustees in advance of the meeting. There were no recommendations.
d. Thames Valley Parent Involvement Committee Report, 2018 January 11
Trustee Tisdale referred to the written report of the Thames Valley Parent Involvement Committee
(Item 14.d) provided to the Trustees in advance of the meeting.
The following recommendation was moved by Trustee R. Tisdale, seconded by Trustee P.
Schuyler and CARRIED:
THAT Sue Doxtator be appointed to the Thames Valley Parent Involvement
Committee as the Indigenous Parent Member for the term ending 2018 November 30.
Trustee Tisdale expressed her excitement in having an Indigenous Parent Member join TVPIC.
e. Chair’s Committee Report, 2018 January 16
Trustee A. Morell referred to the written report of the Chair’s Committee (Item 14.e) provided to the
Trustees in advance of the meeting. There were no recommendations.
f. Committee of the Whole, In-Camera Report, 2018 January 23
Trustee Morell advised that the Committee of the Whole met in-camera from 5:04 p.m. to 6:18
p.m. and 9:27 p.m. to 10:13 p.m. The committee discussed legal and personal matters.
The following recommendation was moved by Trustee A. Morell, seconded by Trustee J. Todd and
CARRIED:
THAT the motions approved at the Committee of the Whole meeting pertaining to
personal matters be approved.
15. TRUSTEE UPDATES FROM EXTERNAL COMMITTEES
a. Ontario Public School Boards’ Association (OPSBA) Updat e
Trustee A. Morell reported Trustees will be attending the upcoming Symposium and Regional
meetings.
2018 January 23…7
b. Thames Valley Education Foundation
R. Tisdale reported Toonie Tuesday is scheduled for 2018 February 13. Last year over $40,000
was raised to support The Caring Fund during this event. The Annual General Membership is
scheduled for 2018 February 21 at Clarke Road Secondary School . The students of Clarke Road
will be preparing and serving the dinner. There will also be a special presentation from Learning
Enhancement Fund recipients.
16. COMMUNICATIONS
a. SARI Therapeutic Riding, 2018 January 9
The following recommendation was moved by Trustee R. Tisdale, seconded by Trustee S. Polhill
and CARRIED:
THAT the Chair of the Board write a letter to support the waiving of school taxes
for the Special Ability Riding Institute (SARI), a registered charity in Arva,
resulting from proposed amendments to the SARI Act of Ontario and a bylaw of the
municipality of Middlesex Centre allowed by the SARI Act.
17. NOTICE OF MOTION
THAT the vote made on 2017 December 19 regarding the proposed increase to the Facility Services
Department’s permanent staffing complement in the form of a .0 FTE Project Coordinator and 2.0
FTE Project Supervisors be RECONSIDRED.
18. MOTION – NOTICE OF WHICH HAS BEEN GIVEN – none
19. ADDITIONAL ITEMS – none
20. QUESTIONS/COMMENTS BY MEMBERS
Administration responded to Trustee questions regarding funding for snow removal. It was reported
the lack of snow removal following a recent snow storm was not a funding issue, but rather was due
to the amount of snow that fell in the early hours of the morning.
At 9:27 p.m. a motion to recess and reconvene in Committee of the Whole, In-Camera was moved by
Trustee A. Morell, seconded by Trustee J. Bennett and CARRIED:
The committee reconvened in public session at 10:13 p.m.
21. ADJOURNMENT
The meeting adjourned at 10:15 p.m. on motion of Trustee J. Bennett, seconded by Trustee P. Jaffe
and CARRIED.
Confirmed:
Chairperson
2018 January 23…8
SUMMARY OF APPROVED RECOMMENDATIONS OF 2018 January 23
THAT the decisions for recommendations #1-13 (from the Elgin County French
Immersion Attendance Area Review (2017) Senior Administration Final Report) be
deferred to 2018 February 27, in order to allow the Board to receive Public
Delegations on 2018 February 7/8.
THAT the school-level committees of Port Stanley Public School French Immersion
and Pierre Elliott Trudeau French Immersion Public School be disbanded.
THAT the Draft 2018-2019 School Year Calendars be submitted to the Ministry of
Education for approval.
THAT items 1-6, 8, 11-13, and 16 be approved as follows:
- Additional musical instruments in the amount of $95,000.
- Additional allocation to interpretation budget in the amount o f $80,000.
- Additional Special Education Staffing: 10 FTE Elem LST ($564,988); 50 EAs
($1,221,472); 1 Speech Language Pathologist ($48,310); 3 Social Workers
($144,932); 0.5 Admin Assistant (SEA) ($17,141). For a total amount of
$1,996,843.
- Speech and Language Hours for SLP assessments (summer) $70,826; Social
Work Hours for camp with SLPs (DE students; summer) $22,200; Lexia
Licenses spring 2018 (120) and 2018-19 (500) $32,600; Psychology hours
(summer) $65,950; Empower 2018-19 $100,000. For a total amount of $291,576.
- Additional Coordinator of Experiential Learning in the amount of $93,000.
- Swim to Survive in the amount of $25,000.
- Alternate Disputes Resolution Training Part 2 in the amount of $47,500
- PD on Physical Education (for non PE specialists) – release time in the amount
of $10,000
- Strategic Planning Support for consultation process in the amount of $40,000
- Support due to increased ELL at ROAC and International Education $152,000
- Global Competency Implementation support in the amount of $150,000
THAT item 7, additional release days for job-shadowing, mentoring and
professional learning (classroom management, programming and planning) for
teachers requiring support as part of their improvement plans, in the amount of
$25,000, be approved.
THAT item 9, support for schools to bring delegates and Teacher Advisors to the
Global Student Leadership Summit, Scenario 1, in the amount of $49,300 be
approved.
THAT item 10, System Investment for Principals and Vice Principals in the amount
of $146,547, be approved.
THAT item 14, an increase to the TVDSB Student Leadership Conference budget in
the amount of $35,000, be approved.
THAT item 15, Labour Relations Audit in the amount $35,000, be approved.
THAT item 17, Continuous Intake SST Pilot in the amount of $34,000, be approved.
THAT the Health and Safety Policy be approved.
THAT the Ancillary and Non-Instructional Materials Policy be approved.
THAT the Political Activity on Board Property Policy be approved.
2018 January 23…9
THAT the Chair of the Board write a letter to the Minister of Education requesting
Boards be consulted by the Ministry before any action(s), on recommendations in
the 2017 Auditor General’s Annual Report pertaining to the public education
sector, are considered.
THAT Sue Doxtator be appointed to the Thames Valley Parent Involvement
Committee as the Indigenous Parent Member for the term ending 2018 November
30.
THAT the motions approved at the Committee of the Whole meeting pertaining to
personal matters be approved.
THAT the Chair of the Board write a letter to support the waiving of school taxes
for the Special Ability Riding Institute (SARI), a registered charity in
Arva, resulting from proposed amendments to the SARI Act of Ontario and a bylaw
of the municipality of Middlesex Centre allowed by the SARI Act.
REPORT OF THE POLICY WORKING COMMITTEE
2017 December 19
2:07 p.m. – 2:46 p.m.
MEMBERS ADMINISTRATION AND OTHERS
A. Morell (Chair) C. Goodall L. Elliott B. Keast
R. Tisdale M. Reid (ex-officio) L. Munro (+2:05, -2:30)
L. Griffith-Jones (+2:30, -2:45)
REGRETS
J. Bennett
1. APPROVAL OF AGENDA – The agenda was approved on motion.
2. CONFLICTS OF INTEREST – none declared
3. COMMITTEE REPORT OF 2017 NOVEMBER 28 AND 2017 DECEMBER 19 TRACKING SHEET
The tracking sheet was reviewed.
4. NEW DRAFT POLICIES/PROCEDURES - None
5. POLICY/PROCEDURES – REQUESTED FOR REVIEW BY COMMITTEE - None
6. EXISTING POLICY/PROCEDURE UNDER REVISION
a. Naming of Schools Policy and Procedure
Learning Supervisor L. Munro shared the proposed revisions for the Naming of Schools Policy
and Procedure. The changes to the Policy and Procedure were described.
L. Munro responded to questions of clarification.
The following motion was moved and CARRIED:
THAT the revised Naming of Schools Policy and Procedure be posted for 45 days of
Public Input.
b. Health and Safety Policy
Superintendent L. Griffith-Jones shared the revised Health and Safety Policy. The policy was
reviewed by HR Administration, Administrative Council and the EIE Committee. Minor
housekeeping changes were made.
The following motion was moved and CARRIED:
THAT the Health and Safety Policy be recommended for approval by the Board.
c. Use of Designated Substances Procedure
L. Griffith-Jones shared the revised Use of Designated Substances Procedure. The procedure
was reviewed by HR Administration, Administrative Council and the EIE Committee. Minor
housekeeping changes were made.
The following motion was moved and CARRIED:
THAT the revised Use of Designated Substances Procedure be approved and provided
to the Board for information.
d. Violence in the Workplace Procedure
L. Griffith-Jones shared the revised Violence in the Workplace Procedure. The procedure was
reviewed by HR Administration, Administrative Council and the EIE Committee. Minor
housekeeping changes were made.
The following motion was moved and CARRIED:
2017 December 19…2
THAT the Violence in the Workplace Procedure be approved and provided to the Board
for information.
e. Indoor Air Quality Investigative Procedure
L. Griffith-Jones shared the revised Indoor Air Quality Investigative Procedure. The procedure
was reviewed by HR Administration, Administrative Council and the EIE Committee. Minor
housekeeping changes were made.
The following motion was moved and CARRIED:
THAT the Indoor Air Quality Investigative Procedure be approved and provided to the
Board for information.
f. First Aid and Training Procedure
L. Griffith-Jones shared the revised First Aid and Training Procedure. The procedure was
reviewed by HR Administration, Administrative Council and the EIE Committee. Minor
housekeeping changes were made.
The following motion was moved and CARRIED:
THAT the First Aid and Training Procedure be approved and provided to the Board for
information.
g. Respiratory Protective Program Procedure
L. Griffith-Jones shared the revised Respiratory Protective Program Procedure. The procedure
was reviewed by HR Administration, Administrative Council and the EIE Committee. Minor
housekeeping changes were made.
The following motion was moved and CARRIED:
THAT the Respiratory Protective Program Procedure be approved and provided to the
Board for information.
h. Tagging of Unsafe Equipment Procedure
L. Griffith-Jones shared the revised Tagging of Unsafe Equipment Procedure. The procedure
was reviewed by HR Administration, Administrative Council and the EIE Committee. Minor
housekeeping changes were made.
The following motion was moved and CARRIED:
THAT the Tagging of Unsafe Equipment Procedure be approved and provided to the
Board for information.
i. Religious and Faith Based Accommodation of Staff Procedure
L. Griffith-Jones shared the revised Religious and Faith Based Accommodation Procedure.
The procedure was reviewed by HR Administration, Administrative Council and the EIE
Committee. Minor housekeeping changes were made.
L. Griffith-Jones responded to Trustee questions of clarification.
The following motion was moved and CARRIED:
THAT the Religious and Faith Based Accommodation Procedure be approved and
provided to the Board for information.
2017 December 19…3
j. Supervision of Employees Policy
L. Griffith-Jones shared the revised Supervision of Employees Policy. The policy was reviewed
by HR Administration, Administrative Council and the EIE Committee. Minor housekeeping
changes were made.
THAT the Supervision of Employees Policy be approved and provided to the Board for
information.
7. POLICY/PROCEDURE FOLLOWING PUBLIC INPUT
a. Ancillary and Non-Instructional Materials Policy and Procedure
L. Griffith-Jones presented for approval the Ancillary and Non-Instructional Materials Policy
and Procedure. Input received during public input was shared. No additional changes were
made. Following input from Administrative Council one change was made.
The following recommendations were moved and CARRIED:
THAT the Ancillary and Non-Instructional Materials Policy be recommended for
approval by the Board.
THAT The Ancillary and Non-Instructional Materials Procedure be approved and provided
to the Board for Information.
b. Political Activity on Board Property Policy
Director Elliott provided, for approval, the revised Political Activity on Board Property Policy.
Input received during public input was shared. No additional changes were required after
public input.
The following recommendation was moved and CARRIED:
THAT the Political Activity on Board Property Policy be recommended for approval
by the Board.
8. POLICY/PROCEDURE REQUIRING ADDITIONAL CONSIDERATION - None
9. OTHER BUSINESS - None
10. DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for Tuesday, 2018 January 23 in the Governor Simcoe Room.
11. ADJOURNMENT
The meeting adjourned by motion at 2:46 p.m.
RECOMMENDATIONS:
THAT the Health and Safety Policy be recommended for approval by the Board.
THAT the Ancillary and Non-Instructional Materials Policy be recommended for
approval by the Board.
THAT the Political Activity on Board Property Policy be recommended for approval
by the Board.
ARLENE MORELL
Committee Chairperson
REPORT OF THE AUDIT COMMITTEE
2018 January 9
3:37 p.m. - 4:26 p.m.
MEMBERS PRESENT
A. Morell M. Laprise
M. Reid M. King
R. Tisdale
ADMINISTRATION AND OTHERS
C. Beal
J. Pratt
J. Knight
S. Bedi (+3:39, -4:08)
L. Elliott
R. Culhane (-3:54)
S. Macey
N. Lavdas
B. Williams
1. CALL TO ORDER
The meeting was called to order at 3:37 p.m.
2. APPROVAL OF AGENDA
The agenda was approved by motion.
3. CONFLICTS OF INTEREST - none declared
4. MINUTES OF PREVIOUS MEETING -2017 November 14
a. Evaluation of the External Auditor’s Performance (item #8)
C. Beal asked committee members to complete and submit to her the Audit Committee –
Evaluation of External Auditors Performance form.
5. IN-CAMERA
On motion, the Committee moved in camera at 3:39 p.m., reconvening in public session at 4:08 p.m.
6. UPDATE ON MINISTRY’S FINANCIAL RISK ASSESSMENTS FOR THAMES VALLEY DISTRICT
SCHOOL BOARD
C. Beal presented for information the current financial risk assessments for the board. As per
communication from the Ministry of Education, the board was assessed a t low risk for operational
purposes. Further, the board’s capital risk rating also was assessed a t low risk. Inputs used to
determine risk levels were described.
7. 2017 AUDITOR GENERAL ANNUAL REPORT
C. Beal presented for information, highlights from the 2017 Auditor General’s Report pertaining to the
public education sector. The 15 recommendations from the Ministry Funding and Oversight of
School Board Audit and the 11 recommendations from the School Boards’ Management of Financial
and Human Resources were reviewed.
Concerns regarding the report were shared. Through discussion it was agreed the Chair of the Audit
Committee draft a letter to the Minister of Education with a request that Boards be consulted by the
Ministry before any action(s) on the audit recommendations are considered. The draft letter will be
reviewed at the next Audit Committee meeting. It also was suggested the Board be asked to submit
a similar letter.
The following motions were moved and CARRIED:
That the Audit Committee write a letter to the Minister of Education requesting Boards be
consulted by the Ministry before any action(s), on recommendations in the 2017 Auditor
General’s Annual Report pertaining to the public education sector, are considered.
That the Chair of the Board write a letter to the Minister of Education requesting
Boards be consulted by the Ministry before any action(s), on recommendations in the
2017 Auditor General’s Annual Report pertaining to the publ ic education sector, are
considered.
8. ADDITIONAL ITEMS - none
9. DATE AND TIME OF NEXT MEETING
The next meeting is scheduled for 2018 February 13.
10. ADJOURNMENT
A motion to adjourn was approved at 4:26 p.m.
RECOMMENDATIONS:
That the Chair of the Board write a letter to the Minister of Education requesting
Boards be consulted by the Ministry before any action(s), on recommendations in the
2017 Auditor General’s Annual Report pertaining to the public education sector, are
considered.
MATT REID
Acting Chairperson
REPORT OF THE PLANNING AND PRIORITIES ADVISORY COMMITTEE
2018 January 9
6:04 p.m. – 9:20 p.m.
Members: Trustees R. Campbell, C. Goodall (Chair), G. Hart, P. Jaffe, B. McKinnon, A. Morell, S. Polhill,
M. Reid, J. Skinner, R. Tisdale, J. Todd (-8:28); Student Trustees S. Kim and N. Lavdas
Regrets: Trustees J. Bennett, P. Schuyler, Student Trustee T. Kennedy
Administration: L. Elliott (Director), J. Pratt (Associate Director), C. Beal (Superintendent), S. Mark
(Superintendent), J. McKenzie (Superintendent), S. Macey (Manager, Finance, -8:28), S. Mighton
(Records Information Management Officer, -6:25), D. Munroe (Manager, Finance, -8:28), B. Moore
(Planning Coordinator, Facility Services), D. Kettle (Planning Analyst, Facility Services), L. Griffith-Jones
(Superintendent, -7:30), S. Powell (Superintendent), A. Canham (Superintendent), R. Culhane
(Superintendent), R. Kuiper (Superintendent), D. Macpherson (Superintendent), P. McKenzie
(Superintendent), M. Moynihan (Superintendent), P. Sydor (Superintendent), T. Testa (Manager,
Communications, -7:25), B. Williams (Supervisor)
Director Elliott welcomed and introduced Superintendent S. Mark to Thames Valley District School Board.
Appreciation was extended to Superintendent J. McKenzie for providing interim leadership.
1. APPROVAL OF AGENDA
The agenda, as amended, was approved on motion.
2. CONFLICTS OF INTEREST – none declared
3. ELECTION OF VICE CHAIR
Following a nomination process, Trustee J. Skinner was acclaimed to the position of Vice-Chair of the
Planning and Priorities Advisory Committee for the term ending 2018 November 30.
4. MINUTES OF PREVIOUS MEETING – 2017 November 14 – provided for information.
5. BUSINESS ARISING - none
6. GUIDE FOR ARCHIVAL APPRAISAL AND SELECTION
S. Mighton presented for information and feedback the appraisal and selection process of archival
items from closed/closing schools. The importance of documenting current practices to ensure a
common understanding and consistent approach to the collection, maintena nce, and preservation of
archives from closed/closing schools was highlighted. Questions of clarification regarding the
retention of the Ontario Student Record (OSR) and the appraisal of artwork were addressed by S.
Mighton. Suggested amendments to the guide were captured by S. Mighton.
7. REVISED ESTIMATES
a. 2017-2018 Revised Estimates
C. Beal presented information on the financial impact of the 2017-2018 Revised Estimates. The
impact of the higher, than anticipated, enrolment on revenues was highlighted. The resulting
changes to expenditures and to the Accumulated Surplus in Revised Estimates were outlined.
Questions of clarification were addressed by Administration.
A list of system pressures identified by Senior Administration for funding through the contingency
fund was provided. Questions of clarification were addressed by Administration. Suggested
edits/additions to the contingency fund were captured by C. Beal.
2018 January 9…. 2
In response to a question, items included in Revised Estimates for schools/classrooms/students
were highlighted noting the items on the contingency list were to support existing
programs/initiatives.
Discussion considered the approval process for funding the items on the contingency list. It was
agreed to bring the recommendation for approval forward to the 2018 January 23 meeting. It was
noted additional items for approval may also come forward to the 2018 February 27 meeting.
In response to a question and a concern regarding the difficulty in attracting occasional teachers
to outlying communities in Thames Valley, L. Griffith-Jones provided an update on the work of HR
to increase the occasional teacher list for elementary and secondary.
b. Revised Estimates – Facility Services
C. Beal presented for information financials for Facility Services outlining the 2016-2017 year-end
figures, the 2017-2018 approved budget, and the 2017-2018 revised budget.
J. McKenzie advised on the work completed to realign budget items to better reflect the needs in
the department. Questions of clarification were addressed by Administration.
Trustee Hart suggested that a cost-benefit analysis be completed on the installed solar panels in
Thames Valley schools/facilities.
c. Facility Services Staffing
As a follow up to the 2017 December 19 meeting of the Board, J. Pratt requested input from
Trustees on next steps for reintroducing the recommendation regarding the hiring of Facility
Services staff.
J. McKenzie, J. Pratt, C. Beal, and S. Mark responded to questions of clarification regarding the
roles and responsibilities of the proposed positions and the current financial status of the
department. The volume and new responsibilities required in the position were highlighted. In
response to a question it was clarified the technical information required by the Ministry needs a
person familiar with the construction industry to enter/report that information. The importance of
ensuring facility services staff are not duplicating the work/responsibilities of contractors was
noted.
The request for the hiring of Facility Services staff will return to the 2018 January 23 Board
meeting for consideration.
8. HOLDING ZONES POLICY AND PROCEDURE DISCUSSION
J. McKenzie, D. Kettle, and B. Moore provided an overview of current TVDSB policy and procedures
regarding the accommodation of students to support student achievement, safety and well -being;
ensure the long-term sustainability of the school system; identify opportunities for collaborative facility
arrangements; and manage the use of resources effectively.
Administration responded to questions of clarification regarding the communication between the
board and municipalities as it relates to subdivision developments and holding zones/schools.
In reference to new residential development the four options available to Capital Planning for
accommodating students were described and included the establishment of holding zones/holding
schools; conducting an attendance area review; conducting a pupil accommodation review; and
maintaining the status quo. How each is used by Capital Planning and the benefits and challenges of
each option was outlined.
Administration outlined the timeline constraints, per TVDSB procedures, for completing an
Attendance Area Review in the current year; a potential start date of no earlier than 2019 January
2018 January 9…. 2
was recommended. It further was noted an Attendance Area Review for the Kilworth area was not
considered urgent at this time given other more critical accommodation issues in the board.
On motion the meeting was extended to 9:20 p.m.
In response to a question, J. McKenzie noted boards in growth areas do use holding zone/holding
schools to address accommodation issues. In response to a question about the success of
receiving Ministry funding for new schools when holding zones/schools are used, J. McKenzie
acknowledged the difficulty in demonstrating evidence of success. He offered the use of holding
zones/schools is more about the accommodation of students. The development of the two newer
schools in London was identified as examples of the successful use of holding schools/zones in
London.
A number of Trustees spoke to their preference to move forward with an Attendance Area Review for
the Kilworth area suggesting it was a better, more permanent solution for the area. Other trustees
expressed their support with the proposed holding zones presented by Administration. J. Pratt
offered to bring forward the top five areas with the most pressure in Thames Valley for Trustee
decision regarding a potential Attendance Area Review.
There was a suggestion the use of holding zones/schools as an accommodation tool be further
discussed.
There was a request that Holding Zone Reports, as referenced in the Holding Zones and Holding
Schools Procedure, be provided to the community in advance.
The Holding Zones and Holding Schools Procedure was referred to the Policy Working Committee for
review; Trustees were invited to provide comments/suggested changes to committee members.
There was a suggestion the policy with respect to attendance areas for students also be considered
for review.
9. STRATEGIC PRIORITIES AND 2018-2019 BUDGET DISCUSSION
Deferred to 2018 February 13.
10. OTHER BUSINESS - none
11. QUESTIONS AND COMMENTS BY MEMBERS - none
12. DATE AND TIME OF NEXT MEETING
The next meeting is scheduled for February 13, 2018 at 6:00 p.m.
13. FUTURE AGENDA ITEMS
14. ADJOURNMENT
On motion, the committee adjourned at 9:20 p.m.
RECOMMENDATIONS: None
C. GOODALL
Committee Chair
REPORT OF THE THAMES VALLEY PARENT INVOLVEMENT COMMITTEE
2018 January 11
6:37 p.m. to 8:44 p.m.
MEMBERS ADMINISTRATION & OTHERS
M. Bayes, Parent Member
J. Bugorski, Parent Member
K. Frisa, Parent Member
A. Malcolm, Parent Member
J. Pollard, Parent Member
C. Rahman, Parent Member
S. Vries, Parent Member
A. Willsher, Co-Chair, Parent Member
A. Enriquez-Johnson, Community Member
M. Flumerfelt, Principal, Thames Valley Secondary School
Administrators’ Council
C. Cordes, Principal, Thames Valley Administrator’s
Committee Elementary
R. Kuiper, Superintendent
R. Tisdale, Trustee
B. Cumming, Secretary, Learning Support Services
H. Gerrits, Manager, Early Years (-6:57)
E. Fahmy, Parent Engagement Lead
D. Parson, Parent (by phone)
S. Doxtator, Parent (+6:45)
B. Williams, Corporate Services
Regrets from Members:
L. Gonzalez, Thames Valley Council of Home & School
Associations
J. Holt, Parent Member
L. Honsinger, Co-Chair, Parent Member
J. Jacob, Community Member
1. CALL TO ORDER
A. Willsher called the meeting to order at 6:37 p.m. in the Katherine Harley Room, Education Centre.
Round table introductions were completed. Sincere appreciation was extended to outgoing parent
and community members whose term of office ended 2017 November 30.
2. CONFIRMATION OF AGENDA
The agenda, as amended, was approved by motion.
3. CONFLICTS OF INTEREST – none declared
4. MINUTES OF THE MEETING FROM 2017 OCTOBER 12 - provided for information
5. BUSINESS ARISING FROM THE MINUTES OF 2017 OCTOBER 12 – none
6. REPORTS AND PRESENTATIONS
a. Resource Bins Update
H. Gerrits provided, for information and discussion, the costing for resource kits/bins to be used
for child care during TVPIC events. The rationale for creating resource bins was outlined.
In response to a question, H. Gerrits described the sanitizing protocol that will be used following
the use of the items in the bins.
The following motion was moved and CARRIED:
THAT up to $5,000 be allocated for the purchase and creation of resource bins to be
used for child care during TVPIC events.
A. Willsher asked H. Gerrits to provide a follow up report in the future on ce the bins have been
resourced and in use.
A. Willsher welcomed Sue Doxtator to the meeting noting her interest in filling the vacant
Indigenous Parent Member seat. S. Doxtator introduced herself.
7. MEMBER UPDATES FROM TVDSB REPRESENTATIVES (Standing Item)
a. Director of Education/Delegate
R. Kuiper provided an update on activities at the board.
Posters, highlighting high level results of the parent engagement online survey, were distributed.
Next steps for the Parent Engagement Review Committee were shared.
Parent Engagement Lead, Eaman Fahmy, was introduced. E. Fahmy highlighted her current
activities noting the literature review that is underway.
R. Kuiper further reported strategic planning is underway and advised Susan Mark started in
January as the Superintendent of Facility Services and Capital Planning.
R. Kuiper advised a new School Council procedure has been drafted and will be moving forward
to the Policy W orking Committee for review, followed by an invitation for public input. Committee
members asked questions of clarification and provided input based on the draft copy of the
procedure that was provided to them in advance of the meeting.
R. Kuiper shared information about the IN Conference scheduled for 2018 February 10 at
Saunders Secondary School. Autism Education and Intervention Specialist, Kelly Rogers will be
the keynote speaker. The conference is for parents, educators and community partners. Go to
http://bit.ly/2p0JAgD to register.
b. Trustee
On behalf of the Board of Trustees, R. Tisdale extended sincere appreciation to members of the
committee for their participation on the Thames Valley Parent Involvement Committee.
Discussion considered S. Doxtator’s appointment to the Thames Valley Parent Involvement
Committee. R. Tisdale advised on the process in the TVPIC Bylaws.
The following motion was moved and CARRIED;
That Sue Doxtator be appointed to the Thames Valley Parent Involvement
Committee as the Indigenous Parent Member for the term ending 2018 November
30.
R. Tisdale reported the Board Elections took place on December 1, 2017. As a result of the
elections, M. Reid continues as Board Chair, A. Morell the Vice-Chair, J. Bennett the Chair of the
Program and Schools Services Advisory Committee and C. Goodall the Chair of the Planning and
Priorities Advisory Committee. R. Tisdale continues as the Past Chair.
Policies and procedures out for public input were outlined; public input may be provided through
the board website. The Executive Compensation Framework currently posted for public input was
described.
An update was provided on the current strategic planning process noting community consultation
sessions scheduled for February 2018.
8. TVDSB ADMINISTRATION, TVCHSA, and COMMUNITY REPORTS (STANDING ITEM)
a. Thames Valley Administrators’ Committee – Elementary
C. Cordes reported Term 1 report cards in elementary will go out February 9. She described how
the Kindergarten and Grade 1-8 report cards have changed. She further reported on the PA day
scheduled for February 19 noting teachers will be working on assessment and evaluation; and
described the professional learning that continues to focus on mathematics.
b. Thames Valley Secondary School Administrators’ Council (TVSSAC)
M. Flumerfelt reported assessment and evaluation also is a focus in secondary. M. Flumerfelt
highlighted discussions at the recent TVSSAC meeting including the need to raise awareness of
the Dual Credit Programs such as School Within a College and School With in a University;
budgetary concerns related IT costs at schools.
c. Thames Valley Council of Home and School Associations
A written report was provided in advance of the meeting describing the activities of the Thames
Valley Council of Home and School Associations . It was noted the November General Meeting
was well attended. Looking ahead, D. Pushor, a parent engagement expert from Curriculum
Studies at the University of Saskatchewan will be coming to Thames Valley. Planning for the
2018 April 27-28 OFHSA Conference continues.
d. Community Member Reports
A. Enriquez-Johnson reported the London Middlesex Local Immigration Partnership (LMLIP)
recently launched the #AllAreWelcomeHere campaign to promote the message Londoners
welcome everyone to our community. Signs are available in English and French and are available
through A. Enriquez-Johnson or E. Fahmy. Activities of the campaign were described, noting t he
wider social media campaign – 1000 Acts of Welcoming – will be initiated at the end of the month.
Parents and School Councils were encouraged to become involved to promote welcoming school
communities.
9. REPORTS FROM MEMBERS ON TVPIC SUBCOMMITTEES (STANDING ITEM)
a. Event Planning
A. Willsher provided an update on the 2017 November 8 Parent Event noting approximately 230
attended. Appreciation was extended to presenters.
Discussion considered the hosting of an Annual General Meeting event to strengthen ties
between TVPIC and School Council Chairs.
Members will be polled to determine their interest in joining this committee.
b. Membership
There currently are two City of London parent vacancies for TVPIC membership. A call for
membership will go out in January. R. Kuiper described the process for bringing on new
members.
It was agreed that a Membership Committee be struck to begin the process. Members will be
polled to determine their interest.
Discussion also considered the role of Vice-Chair. As per the minutes of the 2017 October 12
TVPIC meeting, committee members will be polled regarding nominations for the position of Vice -
Chair.
c. Finance
D. Parson reviewed the budget.
A. Willsher advised L. Gonzales requested consideration that her registration fee for the 2017
November 11 conference be approved.
The following motion was moved and CARRIED:
That L. Gonzales be reimbursed $70 for the 2017 November conference registration.
It was noted that going forward, conference expenses must be approved in advance of the
expenditure as per the board’s procedures in this regard.
Discussion considered the use of the surplus Parent Engagement Funds and the development of
an application process to disperse some of these funds. In response to concerns, it was noted it
will be a very simple process. A. Willsher will send out information about the application process
used previously in preparation for more discussion at the February meeting. A sub-committee will
be established to review applications. Members will be polled to determine their interest.
TVPIC is seeking new members to sit on the Finance Committee. Members will be polled to
determine their interest. Experience in finance/booking keeping is a benefit, but not required.
10. REPORTS FROM MEMBERS REPRESENTING TVPIC ON OTHER COMMITTEES
A. Willsher described the Active and Safe Routes to School and the Think About It Committees.
Members interested in participating on these committees were asked to contact him.
a. Active & Safe Routes to School – no report.
b. Think About It – no report.
c. TVDSB Parent Engagement Steering Committee
Reported under 7.a.
11. TVDSB SUPPORT UPDATES (STANDING ITEM)
a. Communications – no report
b. Parent Engagement Lead
Reported under 7.a
12. CORRESPONDENCE (Standing Item)
Correspondence regarding a Fentanyl Public Education Session hosted by the London Police, OPP
and local social service agencies was received. The event will be held January 17, 7 p.m. at the
Central Public Library.
13. OTHER BUSINESS
a. Communications Subcommittee
It was agreed to strike a School Councils Resource Committee. Members will be polled to
determine their interest.
Concerns were raised by the ongoing issue with TVPIC email addresses; B. Cummings advised
she is following up on this.
b. CPF Symposium
S. Vries and K. Frisa reported on the Canadian Parents for French (CPF) Symposium held 2017
October 28. Messaging from the Minister of Education and from keynote speaker S. Nath were
shared. The lack of French teachers in Ontario/Canada was highlighted.
Information regarding the funding formula for French as a Second Language was provided. In
response to a question regarding the distribution of funds in Thames Valley, R. Tisdale offered to
follow up.
c. Chair’s Report on Conferences
A. Willsher reported on the Dream Big School Council Training Symposium he attended on 2017
October 28. The event was sponsored by Parents in Education. He noted they have a wealth of
resources that are available to anyone (http://parentsengagedineducation.ca). Their next Dream
Big event is scheduled for 2018 March 4.
A. Willsher further reported on the 2017 November 11 conference sponsored by People for
Education noting its value to educators.
14. FUTURE MEETING DATES, SPEAKERS AND LOCATION
2018 February 8, 6:30 p.m.
2018 April 12, 6:30 p.m.
2018 May 10, 6:30 p.m. – conflict with Award of Distinction
2018 June 14, 6:30 p.m.
All meetings will take place in the Katherine Harley Room at the TVDSB Education Centre in London.
15. FUTURE AGENDA ITEMS
Fundraising FAQ’s (May 2014)
Internal Audits (May 2013)
Copyright
Support Document for Parents (Future)
Webinar (Future)
TVPIC Volunteer Recognition (Future)
TVPIC Annual Report (2016 Sept. 8, item #5.e)
16. ADJOURNMENT
The meeting adjourned at 8:44 p.m. by motion.
RECOMMENDATIONS:
That Sue Doxtator be appointed to the Thames Valley Parent Involvement Committee as
the Indigenous Parent Member for the term ending 2018 November 30.
A. WILLSHER
CHAIR
REPORT OF THE CHAIR’S COMMITTE
2018 January 16
12:16 p.m. – 3:35 p.m.
MEMBERS
J. Bennett A. Morell
M. Reid (Chair) R. Tisdale
Regrets: C. Goodall
ADMINISTRATION AND OTHERS
L. Elliott
T. Testa (+1:27, -1:48)
B. Williams
1. APPROVAL OF AGENDA
The agenda, as amended, was approved by motion.
2. CONFLICTS OF INTEREST – none declared
3. REVIEW AND APPROVAL OF THE BOARD MEETING AGENDAS
The public and in-camera agendas for the 2018 January 23 meeting of the Board were reviewed and
discussed.
4. CORRESPONDENCE
A copy of a letter from the Halton District School Board to the Minister of Education regarding the
Ministry’s review of assessment practices was received. The letter was sent to all Trustees for
information.
Correspondence from the Ministry of Education inviting participation in a series of engagement
sessions on student transportation services was received. The letter, including the Discussion Paper
on a New Vision for Student Transportation in Ontario, was sent to all Trustees for information.
Attendance at the consultation session in London was discussed under item #13.
A letter to the Chair of the Board from the Special Ability Riding Institute (SARI), a registered charity
in Arva, was received. The letter requests the Board to support the waiving of taxes resulting from
the purchase of additional property. It was noted there is no impact on TVDSB. Correspondence will
be included on the 2018 January 23 Board meeting agenda.
A copy of a letter from the Grand Erie District School Board to the Assistant Deputy Minister for
Student Support and Field Services Division, regarding a pilot to improve school-based supports for
students with autism spectrum disorder, was received. The letter was sent to all Trustees for
information.
5. IN-CAMERA
On motion, the committee moved in camera at 1:27 p.m., reconvening in public session at 1:48 p.m.
6. EXECUTIVE COMPENSATION
a. TVDSB Letter to Ministry of Education
Discussion considered a letter to the Deputy Minister of Education regarding the Executive
Compensation Framework process. A draft letter was reviewed. Discussion considered the will
of the Board to submit a letter. It was determined the draft letter be reviewed by the Chair’s
Committee at the conclusion of the process.
b. Special Board Meeting
A Special Committee of the Whole, In-Camera meeting and a Special Meeting of the Board was
called for 2018 January 30. The meetings will begin at 6:30 p.m.
c. Public Input
On the request of Trustees, a second email ‘push’ will be sent inviting public input on the
proposed Executive Compensation Program.
7. ASSOCIATE DIRECTOR, LEARNING SUPPORT SERVICES INTERVIEWS
Discussion considered the composition of the interview team for the Associate Director, Learning
Support Services position. Historically two administrators and the Chair and Vice Chair have been
involved in the interviews. Trustees requested further discussion.
8. MOTION TO RECONSIDER
As a follow up to the 2018 January 9 Planning and Priorities Advisory Committee meeting, d iscussion
considered the Board Bylaws, Robert’s Rules and the use of the motion to reconsider. It was
confirmed the Board Bylaws, as it relates to the motion, would be used when a trustee voting on the
prevailing side of the vote wanted to have a motion brought back for reconsideration.
9. 25-YEAR EMPLOYEE RECOGNITION
Given the low participation rate at the 25-year employee recognition event in recent years and
feedback indicating employees may find it more meaningful to receive their pins at the school level,
the event will no longer be held.
25-year employees will be recognized, alongside their peers, in their place of work. The materials
prepared for 25-year employees will continue to be handed out.
10. INTERVIEWS FOR ELEMENTARY AND SECONDARY – PRINCIPALS AND VICE PRINCIPALS
The following motions were moved and carried:
That Trustees A. Morell and M. Reid be appointed to sit on the Elementary Principal Interview
Committee scheduled in March 2018.
That Trustees B. McKinnon and A. Morell and be appointed to sit on the Elementary Vice-
Principal Interview Committee scheduled in March 2018.
11. STRATEGIC PLANNING FOLLOW UP (Standing Item)
The schedule for the consultation sessions was reviewed; the revised schedule is provided under
item #14. Approximately 25 schools are invited for each session. It was noted the Lord Dorchester
schools may attend the Clarke Road location as an alternative.
It was confirmed the invitation to attend the open session scheduled for February 28 will be extended
to community members sitting on Board committees.
There was a suggestion that host schools having students involved in the culinary program be
approached to provide the catering.
Discussion considered the role of T rustees in facilitating the evening. It was agreed to provide a
training session for Trustees on January 30 following the Special Meeting of the Board.
B. Williams advised there are five members that have two consecutive absences from the Ad Hoc
Committee; they will be advised they need to attend the next scheduled meeting or be deemed to
have vacated their seats as per Board Bylaws.
12. PROFESSIONAL DEVELOPMENT REQUEST
A Trustee Professional Development request was reviewed.
The following motion was moved and carried:
That Trustee A. Morell be approved to apply to attend the Program in Human Rights, Ethical
Leadership, and Good Governance for Ontario School Board Trustees.
13. MINISTRY OF TRANSPORTATION ENGAGEMENT SESSION – FEBRUARY 8
L. Elliott reported on the participation of Administration at the Ministry of Transportation Engagement
session scheduled in London for 2018 February 8. Trustee A. Morell also will attend.
14. UPCOMING EVENTS AND INITIATIVES
- Student Trustee Debate and Election, April 26, 2018
- Award of Distinction, May 10, 2018
- TVDSB Student Leadership Conference, May 24, 2018
- International Certificate Program Graduation, May 31, 2018
Strategic Planning Public Consultation Sessions (6 p.m. to 8:30 p.m.):
- February 5 – Strathroy District Collegiate Institute
- February 12 - Oakridge Secondary School
- February 20 - Arthur Voaden Secondary School
- February 22 – Saunders Secondary School
- February 26 – College Avenue Secondary School
- February 28 – Board Office
- March 7 – Clarke Road Secondary School
Municipal Meetings:
- City of London, March 1, 2018 (tentative)
- Oxford County, March 29
- City of St. Thomas, March 29
- Elgin County, April 19, 2018
- Middlesex County, TBD
15. OTHER BUSINESS
a. Trustee IT/Technology
Training on the use of Google Docs for Trustees was identified as a need; D. Giesbrecht will be
approached for assistance. It also was a suggestion an IT clinic be scheduled for Trustees to
update their devices.
L. Elliott offered to bring IT Manager C. Glaser to a future meeting.
b. Board and Advisory Meeting/Rules of Order
The question vs. debate portion of a meeting was discussed. A. Morell suggested there needed
to be a reminder the debate portion was for Trustees to debate and not a time to ask questions of
Administration. It was recognized that often the debate leads to the need to ask questions of
clarification of Administration. Concerns were raised regarding Administration entering into
debate.
The importance of attendees at the Advisory Committee meetings sitting in different seats to
promote a more informal meeting setting was discussed and will be encouraged.
In response to a request, it was determined any required changes to an agenda approved at
Chair’s Committee be reviewed by the Chair and sent, in advance of the meeting to the Chair’s
Committee.
c. Notice of Motion
The process for putting forward a Notice of Motion was reviewed.
d. Food at Meetings
As per the decision of the Chair’s Committee to use external catering to supply Board and
Advisory dinners, there was a request for a cost analysis showing the impact of the decision. B.
Williams offered to provide information at the next meeting.
e. Communications Department
There was a request for a follow up report on the Communications Department following its
reorganization. It was suggested it be brought to a future Planning and Priorities Advisory
Committee meeting.
f. Trustee Initiatives
L. Elliott confirmed the Trustee initiatives identified at the Planning and Priorities Advisory
meeting have been added to the contingency fund list for Trustee review.
g. FNAC
Discussion considered the membership of the First Nations Advisory Committee. The historical
context was provided by L. Elliott noting the committee was created out of the Tuition
Agreements.
Given the Ministry’s Indigenous Education Strategy and the number on non-tuition indigenous
students at Thames Valley, it was suggested the m embership be reviewed.
As a first step, there was a request to review the tuition agreements at a future Program and
Schools Services Advisory Committee meeting.
h. Website
The lack of a Trustee presence on the new website was raised as a concern. Suggested
changes to the website were identified. A. Morell offered to follow up with T. Testa regarding this
item and a number of other identified concerns with the new website.
i. Meeting Material
There was a request that all meeting materials be provided to Trustees in advance of a meeting.
j. Capital Budget
Discussion considered the review and approval process of the Capital Budget. It was suggested
it come to the Board for review, discussion, and approval.
k. Policy and Procedure – Executive Director Review
It was suggested the Executive Director Evaluation Review Process be documented in a
procedure. The item was referred to the Policy Working Committee.
l. Trustee Transition/New Trustee Orientation
Discussion considered the transition process for new T rustees in the fall. The current Student
Trustee Manual was suggested as a good starting point for creating a resource for new Trustees.
There was a suggestion that a candidates meeting be hosted at the end of April/early May and ,
similar to last year, candidates be invited to a September Board meeting with a Q and A to either
follow or proceed the meeting.
A plan to provide training following the election also was identified as a need.
It was agreed to add this as a standing item to the agenda.
m. Trustee Conference Room
A. Morell offered to create a resource of Board and Advisory Committee meeting agendas and
minutes for incoming Trustees. Corporate Services was asked to provide a paper copy going
forward for this purpose.
n. Quiet Room
The use of the Board Room in the afternoons as a quiet space was discussed; B. Williams will
send a notice to Trustees.
16. DATE AND TIME OF NEXT MEETING
January 23, 2018, 12:00 p.m.
17. ADJOURNMENT
The meeting adjourned at 3:35 p.m. by motion.
RECOMMENDATIONS: None
MATT REID
Chairperson