THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING, PUBLIC SESSION 2007 NOVEMBER 13 The Board met in regular session on 2007 November 13 in the Board Room at the Education Centre, meeting in public session at 7:05 p.m. to 9:30 p.m. The following were in attendance: TRUSTEES M. Hendrick T. Roberts J. Bennett P. Jaffe J. Rowe S. Doub K. Patterson P. Sattler (Chair) F. Exley S. Peters J. Stewart T. Grant S. Polhill R. Tisdale G. Hart ADMINISTRATION AND OTHERS J. Thorpe S. Hughes S. Christie K. Dalton M. Moynihan C. Dennett L. Elliott V. Nielsen K. Meeson B. Greene B. Tucker W . Scott M. Sereda P. Tufts J. Empringham B. Wagner K. Wilkinson 1. CALL TO ORDER. Board Chairperson Sattler called the meeting to order at 7:05 p.m. 2./3. O CANADA AND MUSICAL PRESENTATION The appreciation of the Board was extended to the Tecumseh P.S. Grades 3 to 6 Choir, Conductors Janet Fleet and Angie Jewlal and Accompanist Catherine McInnes for leading in the singing of O’ Canada and performing three musical selections. 4. APPROVAL OF AGENDA The agenda was approved on motion of T. Roberts, seconded by M. Hendrick. 5. OFFICIAL RECORD S. Christie, Supervisor - Corporate Services, read the following official record into the minutes: W e regret to record the death of John Alexander Long, an seventeen-year-old student at the Adult, Alternative and Continuing Education Centre, St. Thomas, on 2007 November 11. 6. RECOGNITIONS a. EDUCATOR OF THE YEAR FOR SPECIAL OLYMPICS J. Verbakel, Learning Supervisor, presented opening remarks regarding the Educator of the Year for Special Olympics Award. The congratulations of the Board was extended to David Gosset, Program Services Officer, Athletics, as the recipient of the 2007 Educator of the Year for Special Olympics Award. It was noted that as Chair of the Thames Valley Special Olympics organizing committee, Mr. Gosset has been instrumental in the success of this event since its inception in 2002. Anita Gilvesy, Executive Director, Investing in Children, explained that the award is presented annually to a registered Special Olympics Ontario educator coach that has demonstrated an overall contribution to Special Olympics Ontario, displayed coaching effectiveness and personal development as well as provided an excellent leadership model for the athletes. It was noted that the most recent Special Olympics held at TD Waterhouse Stadium in 2007 May attracted 800 developmentally challenged athletes from 47 schools across Thames Valley. 2007 November 13...2 6. RECOGNITIONS - cont’d b. THAMES VALLEY PARENT INVOLVEMENT COMMITTEE Arlene Morell, Vice Chair; Brenda Hopkins, Chair, Thames Valley District School Council; and Teresa Blum, President, Thames Valley Council of Home and School Associations, were introduced. In 2006 April, the Ministry of Education’s Parent Involvement Policy provided new funds for Thames Valley schools specifically earmarked for the development and support of parent sponsored initiatives. Ms. Morell explained the role of the Thames Valley Parent Involvement Committee as a functioning, collaborative, respectful committee, a model for parent groups. She reported that the Parental Involvement Committee has identified as its resource the publication entitled 176 W ays to Involve Parents: Practical Strategies for Partnering with Families by Dr. Betty Boult. It is a hands-on guide for those who recognize the need and benefit of involving parents in the education of children. Copies of the book were presented to all Trustees. Ms. Morell expressed appreciation to Trustee Bennett and Exec. Supt. Sereda for sharing their educational experience and expertise as members of the Parent Involvement Committee. She advised that a box of additional publications purchased by the Thames Valley Parent Involvement Committee has been placed in the Trustees’ conference room as a library resource. Chair Sattler thanked the Committee for its important role in engaging families in supporting student success. 7. CONFLICTS OF INTEREST - No conflicts of interest were declared. 8. CHAIR’S ANNOUNCEMENTS Chair Sattler requested that trustees indicate their availability for the OPSBA governance session scheduled for 2008 January. She will contact OPSBA to finalize the dates. 9. DIRECTOR’S ANNOUNCEMENTS - none 10. PRESENTATIONS - none 11. MINUTES OF THE 2007 OCTOBER 23 REGULAR BOARD MEETING AND 2007 NOVEMBER 06 SPECIAL BOARD MEETING a. CONFIRMATION OF MINUTES The minutes of the Regular Board Meeting, 2007 October 23 were adopted on motion of T. Roberts, seconded by G. Hart. The minutes of the Special Board Meeting, 2007 November 06 were adopted on motion of T. Roberts, seconded by G. Hart. b. BUSINESS ARISING FROM MINUTES - none 12. STUDENT TRUSTEES’ UPDATE Student Trustee Rowe reported that the first meeting of the Student Advisory Council was held on 2007 November 12. He commented that a positive, energetic group of students attended and that there was good exchange of ideas and indicated that the next SAC meeting is planned prior to the Christmas holidays. 13. REPORTS FROM THE ADMINISTRATION a. MONTHLY FINANCIAL REPORTING B. Greene, Executive Superintendent, Business Services, presented the month-end financial report as at 2007 September 30. The update included the year-to-date activity, the summary of revenues, expenditures by expenditure type, expenditures by area, and expenditure type. 2007 November 13...3 13. REPORTS FROM THE ADMINISTRATION - cont’d a. MONTHLY FINANCIAL REPORTING - cont’d Exec. Supt. Greene announced the appointment of Karen Meeson, Manager, Payroll Services, to the position of Manager of Financial Services effective immediately. He advised that Ms. Meeson will continue to maintain responsibility for Payroll Services until a replacement has been selected. Chair Sattler, on behalf of the Board, extended congratulations to Ms. Meeson on her appointment. b. 2007-08 BUDGET ENHANCED EDUCATIONAL FUNDING Exec. Supt. Greene presented the following 2007-08 Budget re Enhanced Education Funding: Summary of Funding Enhancement 2007 August 14 Ministry Announcement $ 8 602 770 Operating Grants ( EFIS) (5 717 272) Balance (Transportation) $ 2 885 498 It was noted that the operating grants of $5 717 272 are confirmed in the Education Finance Information System (EFIS) and included in our monthly cash flow. The balance, related to transportation, $2 885 498 has not been confirmed and is subject to the Ministry cost review. Enhanced Funding Distribution Operating Grants EFIS $5 717 272 Primary Class Size - Approved 2007 October 09 (752 095) Estimated Surplus 2006-07 1 200 000 $6 165 177 The following proposed allocations were presented: Administration Options - 2007 October 09 Board Report Utilities $2 953 438 W orking Funds to Capital 1 709 647 Provisional Accounts 440 421 Program Enhancements 600 000 Trustee Issues Identified 2007 October 23 Board Report Quality Leadership in Administration 200 000 Secondary Athletics 50 000 Mental Health Committee 200 000 Textbooks 75 000 Total Proposed Allocation $6 228 506 Total Proposed Allocation ($63 329) The Senior Administration responded to trustees’ questions. Exec. Supt. Greene advised that the Board is required to submit revised estimates to the Ministry by 2007 November 30. The Administration commented on process should the trustees decide that their issues, identified at the 2007 October 23 Board meeting, should be referred to the 2008-09 Budget deliberations. 2007 November 13...4 13. REPORTS FROM THE ADMINISTRATION - cont’d b. 2007-08 BUDGET ENHANCED EDUCATIONAL FUNDING - cont’d The following motions were moved by P. Jaffe and seconded by G. Hart: 1. That the following allocations be approved from the Enhanced Educational Funding: Utilities $2 953 438 W orking Funds to Capital $1 709 647 Provisional Accounts $ 440 421 Program Enhancements $ 600 000 And that the remaining surplus be allocated to a multi-purpose reserve. 2. That the following issues be referred to the 2008-09 Budget process: Quality Leadership in Administration $200 000 Secondary Athletics $ 50 000 Mental Health Committee $200 000 Textbooks $ 75 000 The following amendment to Motion 1 was moved by T. Grant, seconded by R. Tisdale and carried: That the word “capital” in “W orking Funds to Capital” be replaced to read to a “multi-purpose reserve”. The main motion, as amended, was carried as follows: That the following allocations be approved from the Enhanced Educational Funding: Utilities $2 953 438 W orking Funds to a multi-purpose reserve $1 709 647 Provisional Accounts $ 440 421 Program Enhancements $ 600 000 And that the remaining surplus be allocated to a multi-purpose Reserve. Motion 2 was carried. Director Thorpe commented that the change to the government’s approach to the Capital Plan process cannot be completed with the money that is available currently, although some funds are still forthcoming. In order for the Accommodation Review Committees (ARCs) to proceed as outlined, funding streams musts be found within Board resources to follow up on proposed projects. Director Thorpe emphasized that the Board must earmark as many funds (savings) as possible for Capital Reserves in order to complete the 15 projects of renewal. He stated that multi purpose, working funds or capital still means that funds must be found for the capital planning process beyond Ministry funding. He emphasized the need for the Board to commit to investing in its own infrastructure in a constructive manner to attract Ministry funding. 2007 November 13...5 14. REPORTS OF COMMITTEES a. REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE 2007 October 01 7:00 p.m. - 9:17 p.m. Mem bers J. Bennett, Trustee (Chair) B. Hoffman, Autism Ontario London T. Grant, Trustee D. Lee, Learning Disabilities Association - London R. Tisdale, Trustee Region (LDA-LR) M. Barbeau, VOICE for Hearing Impaired A. Morse, Easter Seals Society Children C. Thammavongsa, Alt. Association for Bright Children (- 8:15 p.m .) S. Wilson, Community Living Education Committee S. Fox, Alt. Children’s Aid Society of London & Middlesex P. Gillis, Integration Action for Inclusion London Chapter (IAI) Administration and Others S. Hughes Superintendent of Education R. Salazer, Learning Supervisor P. Cook, Elementary Principal V. Towell, Alt. Secondary School Vice- B. Noble, Special Education Learning Supervisor Principal Regrets: D, Almost, D. Ensing, J. Gritzan, E. Hagar, E. Karry, C. Walker, P. Sattler, J. VanBommel Absent: B. Bocking, B. Boyd, M. Franklin, B. Harvey, A. Loebus, G. McGahey, B. Montiminy, W . Rodic Guests: M. Masters, B. Hopkins, Thames Valley District School Council; V. Nielsen, Superintendent of Education 1. CALL TO ORDER The meeting was called to order at 7:00 p.m. in the London Room at the Education Centre. 2. CONFIRMATION OF AGENDA Superintendent Hughes advised that the suspension/expulsion data related to identified students would be brought to SEAC at a future meeting. The motion to approve the agenda was carried. 3. CONFLICTS OF INTEREST No conflicts of interest were declared. 4. REPORT OF MEETING FROM 2007 SEPTEMBER 10 The Motion to approve the report of the September 10, 2007 meeting was carried. 5. SPECIAL EDUCATION FUNDING POSITION Supt. Hughes will meet with Executive Superintendent Greene and Manager Roth to discuss Special Education Funding. It was suggested that Trustee Roberts and Exec. Supt. Greene attend a future meeting to discuss the Budget. Supt. Hughes spoke about $1.1 million that was received from the Ministry late in August and the option to use it to offset the Special Education deficit. It was clarified that the funds were part of $8.6 million that was provided by the Ministry to address issues that boards may have after their budget processes were completed. 2007 November 13...6 14. REPORTS OF COMMITTEES - cont’d a. REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE - cont’d The committee discussed options for the $1.1 million. It was agreed to support the focus on Assessment for Special Education, or to further Special Education initiatives/directions (eg. Inclusion). It was agreed that it should not be applied to offset the deficit. 6. OCTOBER REPORTS (ONSIS) Superintendent Nielsen, Information Technology, was introduced by Supt. Hughes. Ms. Nielsen explained that ONSIS, Ontario School Information System, is intertwined with MISA, Managing Information for Student Achievement. It is about data collection and data use in an electronic web-based system to plan and find accurate information about students and schools. She provided information about the Board deadlines for focus areas reporting to the Ministry. Noting there has not been a request for Special Education data yet. B. Noble informed the committee that the Ministry may only require information on one main exceptionality to be identified. She asked if “multiple” will be an exceptionality? Supt. Nielsen will report back at the next meeting. Supt. Hughes stated that Bill 212, will have a large impact on how schools and boards work through the process of suspensions/expulsions with identified and non-identified students. He will provide a copy of Memos PPM 140 and PPM 141 and hand-outs for Bill 212 and ask Superintendent Wagner to attend a SEAC meeting in January to discuss the impact of the legislation. 7. SEAC UPDATES 7.1 Update to CODE Information B. Noble reported that the application for Thames Valley has been sent in and noted that information on the application is generally received by the end of October. She will provide further information at the November meeting. B. Noble advised that last year there was significant impact with respect to Special Education teachers for Literacy/Numeracy/DRA/resources in classrooms and Prime Mathematics. She advised that she has received many positive responses from teachers of self-contained special education classes. 7.2 IEP Engine Data Update B. Noble advised that information may be unreliable due to the freezing of the data and other technical difficulties. 7.3 Respite Care Transportation Guidelines B. Noble indicated that there were 2-5 requests last year that did not meet the guidelines for transportation. B. Hoffman moved that a sub committee be formed to review the Respite Care Transportation Guidelines and to review the parameters of the current transportation guidelines with respect to transportation requests, issues and respite care. B. Hoffman, S. Wilson, T. Grant, J. Bennett and S. Edwards (Transportation department) agreed to serve on the committee. 7.4 PPM 140 Update Supt. Hughes reported that there is a group of Learning Coordinators that are working on a professional development package for Principals/EA’s and LST’s on PPM 140. The EA’s professional development will be ongoing through the Geneva Centre. The LST’s will receive half-day training on October 25 th and the Principals will receive their inservice on PPM 140 at Community of Schools meetings in October and November. B. Noble stated that funding for professional development for classroom teachers has not 2007 November 13...7 been received. 14. REPORTS OF COMMITTEES - cont’d a. REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE - cont’d 7.0 SEAC UPDATES - cont’d It was questioned if there has been any decision regarding a Board-wide communication to assist parents to understand specifics about PPM 140. B. Noble reported that information will be in the Special Education Newsletters. Principals can use the information for school newsletters to inform all parents. 8 COMMITTEE UPDATES 8.1 Communications A. Morse provided information to send with the SEAC report from the York Region DSB entitled "A Communication Guide for Parents and Students". A. Morse also reported about an upcoming session that was mentioned in the webcast “ Shared Solutions - A Guide to Preventing and Resolving Conflicts Regarding Programs and Services for Students with Special Education Needs”. The Regional Special Education Conference is in Windsor on October 25 and 26. Supt. Hughes will report to the committee in November about the conference. R. Salazer will bring a report to the November meeting on the Ontario Psychological Association funding project. The “Education for All” JK-6 document was discussed noting there is not a Grade 7-12 document. V. Towell advised that the JK - 6 document could be used in its present format and would be relevant to secondary schools as well. It was suggested that a Special Education Planning Review Committee be formed and that the first priority be to start with the Education for All document. The Committee could include SEAC members and Board Administration. Trustees Bennett and Grant and V. Towell and P. Cook agreed to sit on the committee. Supt. Hughes advised that he will put out an invitation to SEAC members regarding the committee when the date for the first meeting is set. He will also ensure that there is representation from the Program Department. 8.2 Special Education Newsletter B. Noble reported that the October newsletter will be sent with the next agenda. 8.3 Coaching to Inclusion Conference Update P. Gillis provided an update on the Coaching to Inclusion Conference scheduled for November 14 th and 15 th . 8.4 Mental Health Committee Update Supt. Hughes reported that there is a need to resume the Mental Health Committee. He will set up an initial meeting of the Mental Health Committee with internal staff. B. Noble provided information about the committee’s work last year and will provide an update to SEAC at the November meeting on the Report of the Symposium. Trustee Grant moved to extend the meeting to 9:15 p.m. The motion was approved. 8.5 Inclusionary Committee Update Supt. Hughes advised that he will be discussing the Inclusionary Committee and will provide a report to SEAC at the November meeting. 9. CORRESPONDENCE - none 10. FORUM: ASSOCIATION UPDATES Trustee Grant advised that there is an excellent session on “FASD in our Schools” on 2007 November 13...8 October 25/26th in Guelph. Anyone interested can contact her for more information. 14. REPORTS OF COMMITTEES - cont’d a. REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE - cont’d 11. FUTURE AGENDA ITEMS - B. Greene / J. Roth Budget Process Information - January meeting (S. Hughes Facilitate process) - T. Roberts, Chair of Budget Committee - January meeting - PPM 140 / PPM 141 / Bill 212 - B. Wagner - December / January (Global overview of new legislation) 12. FUTURE MEETING DATES The following meetings were scheduled: 2007 Tuesday, November 6, 11:45 a.m. lunch, 12:15 -3:00 p.m. meeting, Katherine Harley Room 2007 Tuesday, December 04, 11:45 a.m. lunch, 12:15 -3:00 p.m. meeting, Katherine Harley Room 13. ADJOURNMENT A motion to adjourn at 9:18 p.m. was carried. RECOMMENDATIONS: none J. BENNETT, Chairperson b. REPORT OF THE POLICY W ORKING COMMITTEE 2007 October 23 3:00 p.m.- 4:15 p.m. MEMBER ADMINISTRATION AND OTHERS J. Bennett R. Tisdale J. Thorpe L. Elliott T. Roberts S. Christie S. Hughes V. Nielsen Regrets: P. Jaffe Absent: S. Doub Visitors: A. Morell, B. Hopkins Trustee Visitor: S. Peters, F. Exley 1. APPROVAL OF AGENDA - The agenda was approved by motion. 2. CONFLICTS OF INTEREST- none declared 3. COMMITTEE REPORT OF AND TRACKING SHEET- provided for information 4. INTRODUCTION OF DRAFT POLICY/PROCEDURE - none 5. CONSIDERATION OF POLICY/PROCEDURE FOLLOW ING PUBLIC INPUT a. Procedure: Management of Aggressive Behaviour Procedure Supt. S. Hughes attended the meeting to report on public input on the Management of Aggressive Behaviour procedure. He reviewed the amendments to the document and noted that no public input was received. The following motion was moved and carried: That the amended Management of Aggressive Behaviour procedure be forwarded to the 2007 November 13 Board meeting for trustees’ information. 2007 November 13...9 14. REPORTS OF COMMITTEES - cont’d b. REPORT OF THE POLICY W ORKING COMMITTEE 5. CONSIDERATION OF POLICY/PROCEDURE FOLLOW ING PUBLIC INPUT - cont’d b. Procedure: Computer Security Exec. Supt. L. Elliott joined the meeting to report on public input on the Computer Security procedure noting no public input was received. She advised that the issue of data security and encryption on portable devices is being addressed. Further revisions will be brought to the Committee for information in due course. Exec. Supt. Elliott responded to trustees’ questions and requested that the document be forwarded to the November 13 Board meeting. The following motion was moved and carried: That the amended Computer Security procedure be forwarded to the November 13, 2007, Board meeting for trustees’ information. 6. DRAFT POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION - none 7. SUGGESTED POLICY/PROCEDURE REVISIONS a. Procedure: Information and Records Management Director Thorpe described amendments to the Information and Records Management procedure. He advised the Committee that the revisions were required following a session with the Board’s solicitor related to staff responsibility for maintaining the Board’s records, clarification of the role of the Freedom of Information/Records Management Co-ordinator, handling Board archives and electronic mail and records during a school closure and during a potential law suit. The Board’s Retention Schedule was also updated following a review and confirmation by the various departments and includes updated Records Classification Codes and Citation Table listing the legislated retention periods where applicable. It was agreed that, as the amendments are administrative, the document would be forwarded directly to the November 13 Board meeting for trustees’ information. The following motion was moved and carried: That the amended Information and Records Management procedure be forwarded to the November 13 Board meeting for trustees’ information. b. Procedure: Acceptance of Donations, Gifts and Equipment Director Thorpe described the background of the Acceptance of Donations, Gifts and Equipment policy noting the amendments arise from a review of Operations Services policies and procedures. He advised that the Thames Valley Education Foundation has developed a policy in conjunction with the Board’s policy in this regard. Concern was raised that the Foundation policies are not available to the public on the Board’s website. Exec. Supt. K. Dalton advised that the revised Board policy has been posted for public input and will be brought to the November 27 meeting. She described amendments to the procedure noting the word “Donation” and reference to the Foundation have been added. The process of accepting funds through Operations Services and the Foundation was clarified. It was noted that all donations that are to be receipted come through the Administration Office. The following motion was moved and carried: That the amended procedure on Acceptance of Donations, Gifts and Equipment be posted to the Board’s website for 30 days for public input and returned to the Committee with the Acceptance of Donations, Gifts and Equipment policy at its 2007 November 13...10 November 27 meeting. 14. REPORTS OF COMMITTEES - cont’d b. REPORT OF THE POLICY W ORKING COMMITTEE 8. OTHER BUSINESS Trustee Exley reported on the process to name the new south-east St. Thomas elementary school in accordance with the Naming of Schools policy. It was noted that revisions to the policy were identified following the naming process. They will be brought to the committee at its November meeting. In addressing potential conflicts of interest of selection committee members, Director Thorpe noted that the Naming of Schools Committee is a committee of the Board and as such falls under the operating protocols of the Board. Any conflicts of interest should be declared prior to any committee discussions. It was noted that students are welcome to provide input and it is expected that their input will be encouraged in the naming of schools. 9. DATE AND TIME OF FUTURE MEETINGS The following meetings were scheduled: - 2007 November 27 at 3:00 p.m. in the Oxford Room; - 2007 December 18 at 3:00 p.m. in the Governor Simcoe Room; - 2008 January 22 at 3:00 p.m. in the Oxford Room. 10. ADJOURNMENT - The meeting adjourned at 4:05 p.m. by motion. RECOMMENDATIONS: none J. BENNETT, Chairperson c. REPORT OF THE AUDIT COMMITTEE 2007 October 23 2:05 p.m.- 2:45 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS T. Grant J. Thorpe (-2:20) S. Christie J. Stewart (Chair) B. Greene D. Gurnham R. Tisdale S. Lentz Trustee Visitor: S. Peters 1. APPROVAL OF AGENDA The agenda was approved by motion. 2. CONFLICTS OF INTEREST - none declared 3. CRITERIA AND PROCESS FOR THE APPOINTMENT OF COMMUNITY MEMBERS Executive Superintendent B. Greene distributed information on the role of the Audit Committee describing preferred qualifications to be considered in the search for community members. It was agreed to start with the area Chambers of Commerce with the overview of the mandate of the committee and a posting to the Board’s website. Failing that, advertisements may be placed in local newspapers. It was suggested that a notice also be included in corporate employee newsletters. It was agreed that the Chambers of Commerce covering the three counties will be contacted. Exec. Supt. Greene will contact the Chair of the London Chamber of Commerce for the mailing list. A letter will be drafted from Chair Stewart seeking input and/or a nomination. The letter will include the committee mandate and background resource material. Applications will be forwarded to the Supervisor - Corporate Services for consideration at the November meeting. 2007 November 13...11 14. REPORTS OF COMMITTEES - cont’d c. REPORT OF THE AUDIT COMMITTEE - cont’d 4. ISSUES FOR REVIEW BY AUDIT COMMITTEE 2007 NOVEMBER - 2008 JUNE The following items will be addressed by the Committee over the school year: • review of audited financial statements; • review of accounting development, internal control procedures and Board policies/procedures; • categories of risk and mechanism to review. At the next meeting, the internal Audit Plan 2005-08 and the 2007-08 audit schedule will be reviewed and risks will be identified including those that are safeguarded by the audit process, and those to be addressed. Items recommended for audit and the subsequent reports will come to the committee for consideration as a standing agenda item, e.g. school audits, including the response and any follow-up. At the December meeting, the following issues will be discussed: • draft 2006-07 Audited Financial Statements; • materiality; • review of accounting development, internal control procedures and Board policies/procedures; • categories of risk and mechanism to review. 5. OTHER BUSINESS It was noted that professional development opportunities for committee members will be arranged. 6. DATE AND TIME OF NEXT MEETING The next meeting was scheduled for 2007 Tuesday, November 20, 3:00 p.m., in the Oxford Room. 7. ADJOURNMENT A motion to adjourn was approved at 2:45 p.m. RECOMMENDATIONS: none J. STEWART, Chairperson d. REPORT OF THE INFORMATION COMMITTEE OF THE W HOLE 2007 November 06 7:30 p.m. - 8:45 p.m. MEMBERS ADMINISTRATION AND OTHERS J. Bennett S. Peters J. Thorpe J. Empringham K. Bushell (Chair) S. Polhill K. Dalton S. Hughes S. Christie S. Doub T. Roberts L. Elliott M. Moynihan C. Dennett F. Exley J. Rowe B. Greene V. Nielsen K. Meeson T. Grant P. Sattler M. Sereda W . Tucker G. Owens G. Hart J. Stewart C. Bourbonnais- P. Tufts W . Scott M. Hendrick, R. Tisdale MacDonald B. Wagner P. Jaffe K. Wilkinson K. Patterson 2007 November 13...12 14. REPORTS OF COMMITTEES - cont’d d. REPORT OF THE INFORMATION COMMITTEE OF THE W HOLE - cont’d 1. APPROVAL OF AGENDA The agenda was approved on motion of F. Exley. 2. CONFLICTS OF INTEREST No conflicts of interest were declared. 3. CHAIRPERSON’S ANNOUNCEMENTS - none 4. DIRECTOR’S ANNOUNCEMENTS - none 5. UPDATE - FRENCH IMMERSION PROGRAMMING Director Thorpe presented a report on the status of French Immersion programming in Thames Valley and implications of extending the French Immersion entry point to include Junior Kindergarten (JK). He advised that trustees received public input in 2007 September from a representative group of parents of French Immersion pupils and advocates for French Immersion. At a subsequent meeting of the Chairs’ Committee, the Administration was asked to prepare a status report and update on French Immersion. The report was prepared jointly by members of Executive Council and their staff. At present, French Immersion is based on the models in place at the time of amalgamation. These models were outlined by region as follows: Elgin Region French Immersion is currently delivered to 417 elementary pupils at Wellington St. (Senior Kindergarten (SK) to Grade 5, single track) and Homedale (grades 6-8, dual track). Planning is underway to accommodate the whole Elgin SK-8 elementary French Immersion program at Homedale on a single track basis following the opening of the new school in St. Thomas French Immersion is currently delivered to 47 secondary students in grades 9 - 11 at Parkside Collegiate Institute. London Region French Immersion is delivered to 2,796 elementary pupils from SK to grade 8, at Huron Heights, Jeanne Sauve, Kensal Park, Lord Roberts, Princess Anne, and Princess Elizabeth (SK only). Presently the grade seven and eight extended program is offered at Jeanne Sauve, Kensal Park, and Princess Anne. Due to enrolment pressures at Princess Anne, French Immersion programming was initiated at Princess Elizabeth 2007 September 01. The program has opened with 36 senior kindergarten students. Princess Elizabeth is the only dual track school within the city of London. Laurier Secondary School and Banting Secondary School provide programming from grade 9 to 12 for 611 students. Middlesex Region French Immersion is currently delivered to 414 SK- 8 elementary pupils at Centennial Central and Colborne St. schools. Both schools are dual track. 2007 November 13...13 14. REPORTS OF COMMITTEES - cont’d d. REPORT OF THE INFORMATION COMMITTEE OF THE W HOLE - cont’d 5. UPDATE - FRENCH IMMERSION PROGRAMMING - cont’d The Centennial Central program is currently part of an Accommodation Review Committee (ARC) which is considering a proposal for an alternate location for the program on a single track basis. French Immersion is currently delivered to 41 secondary students in grades 9-12 at Strathroy District Collegiate Institute. Oxford Region French Immersion is currently delivered to 236 SK-7 pupils at Tollgate Central (single track). This site is quickly reaching its capacity and planning is underway to address future needs. A secondary program will be required in 2009 September and its location will be determined following the completion of the work of the Norwich Secondary School ARC. Impact of Initiating French Immersion JK The following sections address the potential impact of a JK entry point for French Immersion and, where applicable, are based on the 2007-08 numbers of classes. Facilities Implications Centennial, Princess Anne, and Princess Elizabeth could all accommodate the expansion to JK within the facilities currently on each site. Colborne Street, Huron Heights, Kensal Park, Lord Roberts and Tollgate would all require portables to accommodate the additional class(es) for a total of five additional portables. Wellington Street Public School would require two additional classroom spaces, however the site is unable to accommodate additional portables and the current four portables located on the property are occupied. Two rooms in the basement could be renovated to provide the necessary space. Jeanne Sauve would require additional space. There is no space within the school nor is there room on the property to accommodate a portable. Thus, alternate placements would be required should an expansion to JK be approved. (E.g., boundary adjustments, no extended French program at this site, etc.) Staffing Implications At the present time, there are 30 SK classes in 10 school locations. This generates 15.0 FTE teachers plus an additional 2.18 teachers for preparation time coverage bringing the present SK total to 17.18 teachers. If the program was extended to JK, assuming the same number of JK classes as SK classes in the same number of schools, an additional 17.18 FTE staff would be needed. Thus, availability of qualified French Immersion teachers becomes an issue. French Immersion teachers for any grade are at a premium. W hile the Board might consider additional recruiting and advertising measures, the current practice of “pool hiring” for elementary French Immersion teachers would continue to be a necessity. This would entail offering a contract with the Board with a placement to be determined based on staffing procedures. Transportation Implications Assuming the JK student numbers would replicate the current SK student numbers, it would be necessary to add six bus runs to schools in Oxford, Elgin and Middlesex and eight bus runs within the city of London. 2007 November 13...14 14. REPORTS OF COMMITTEES - cont’d d. REPORT OF THE INFORMATION COMMITTEE OF THE W HOLE - cont’d 5. UPDATE - FRENCH IMMERSION PROGRAMMING - cont’d Financial Implications The cost of an additional 17.18 teachers would be $1 373 507. This is based upon an average salary and benefits of $79 948 for the 2007/08 budget year. Facilities costs would include $50 000 to move five portables and $30 000 in renovations. The addition of 14 bus runs to transport the JK pupils is estimated at $400 000. Operational costs would include $32 500 in new classroom set up funding, and an additional $9 535 in Supplies and Services school budgets to support the additional French Immersion pupils. Presently, a JK student registered in an English JK program generates the student foundation grant; however, if the same JK student registered in French Immersion (s)he would also qualify for the FSL funding grant. According to the funding formula allocation for French Language programs, 600 additional JK French Immersion students would generate $202 000 in additional funding, provided there is a minimum of 75 minutes of instruction in French per day. Program Implications Program Services was asked to review current French Immersion delivery models and research related to any benefits and/or disadvantages of differing entry points. The following summary of their findings was provided: • research indicates that students who are in a French Immersion program and who have the greatest number of hours in French Language instruction, have higher achievement; • lags in mother tongue disappear by grades 4-5. This is corroborated by the Grade 6 EQAO results whereby French Immersion students consistently score above provincial averages; • there is no detrimental effect on intellectual development with early immersion. Students who have learning difficulties need similar special education services within a French Immersion program. Removing a student from a French Immersion program does not seem to have an impact on learning difficulties; • the issue of when to start English instruction within a French Immersion program remains unresolved. The general public believes that formal learning is best started in one’s mother tongue, yet there is no solid research to support this conclusion; • Statistics Canada reports that 86% of Canada’s population are supportive of French Immersion programming and bilingualism. School Boards across Ontario offer French Immersion at various entry points - JK, SK, grade 1 and other grade levels. A listing of boards which offer French Immersion at JK and SK was provided. Estimated costs of starting French Immersion Programming at JK were also provided. Following the presentation, the Senior Administration responded to trustee questions. In response to a question, Director Thorpe stated that staffing reductions may or may not mean blending classes. Where possible, the blending of junior kindergarten and senior kindergarten French Immersion classes is not recommended. He used as an example the primary focus of JK/SK English classes not focusing on language acquisition while the opposite is true for JK/SK French Immersion. Exec. Supt. Dalton confirmed that no discussions have occurred about whether or not to blend JK/SK classes and cited the Princess Elizabeth P.S. (London) SK French Immersion program as the best example of Early Years’ enrolment and staffing. Trustee Peters asked whether a JK French Immersion pilot project might assist the Board in determining whether it is beneficial, as well as increase the numbers and longevity in French Immersion programs. Director Thorpe advised that, theoretically, it is possible that enrolment may increase with adding early entrance at the Junior Kindergarten level and that some parents may wish to have their children attend a Thames Valley program rather than a coterminous board. 2007 November 13...15 14. REPORTS OF COMMITTEES - cont’d d. REPORT OF THE INFORMATION COMMITTEE OF THE W HOLE - cont’d 5. UPDATE - FRENCH IMMERSION PROGRAMMING - Program Implications - cont’d He emphasized that it is only an assumption that changing the entry point to JK rather than SK may increase the numbers in French Immersion. He noted that Program Services, where possible and practical, continues to provide entry points at SK , Grade 1 and Grade 7. Trustee Tisdale inquired about any additional funding for the program. Exec. Supt. Greene referred to the funding formula for French Language Programs noting an additional amount of $202,000 for JK. Trustee Tisdale requested additional figures related to the Student Foundation Grant. Exec. Supt. Greene will provide this information at a subsequent meeting. Trustee Hart asked if data was available on the number of students who started in SK/Grade 1 French Immersion and did not continue to Grade 8. It was noted that applicants entering the SK and Grade 1 French Immersion program are not screened and are accepted based on their parents’ decision to enrol their child. The role of public education is to allow students every possible opportunity to learn and expand by making it possible for children to move in and out of programs. He was advised that any attempt at controlling access by parents would not be advisable. Exec. Supt. M. Sereda explained that the hiring of qualified French Immersion teachers is based on supply and demand. He noted that the recruiting and advertising process extends as far as Ottawa where French programs are offered and that Thames Valley has a responsibility when hiring teachers early to provide a position for them. Trustee Hart commented that while many parents are supportive of French Immersion, it is the opinion and perception of some English stream parents that this program may be considered elitist, a preferred program offered to some students and not to all. As well, at School Council meetings there is a concern that parents may be enrolling their children in FI mainly because transportation is provided. Trustee Jaffe cautioned about using words such as “elitist” noting the importance of Trustees focusing on facts and numbers and not entering into a debate about how people perceive the program and validating accuracy or inaccuracy. He noted that as a French Immersion parent for the past 20 years, an awareness that many parents provide transportation to ensure their children attend the FI program even when there is a neighbourhood school within walking distance. Director Thorpe emphasized that French Immersion is a legitimate and valued program supported at both the Federal and Provincial levels. Trustee Roberts requested clarification on the criteria for French Immersion programs at the secondary level as it relates to expanding opportunities. H. Griffin, Learning Coordinator, French Immersion, explained the French Immersion program and advised that secondary students earn a FI certificate based on attaining 10 credits. The secondary program is a dual track with no school offering a full program for a secondary diploma in French. A full program is difficult to deliver because of population density variations that make accessibility difficult. However, wherever possible, French programs are offered. Exec. Supt. L. Elliott explained the process for moving from elementary to secondary French Immersion. She advised that OPSBA has conducted a province-wide survey on declining enrolment in French Immersion. She will provide the results at a subsequent meeting. Director Thorpe commented that there are broader issues around French Immersion within the context of the Capital Planning process. He stated that the French Immersion report was initiated based on a request by a group of FI parents and advocates inquiring about extending the program entry options to Junior Kindergarten. He noted that the information presented was not intended to be a comprehensive report on French Immersion or of its future. 2007 November 13...16 14. REPORTS OF COMMITTEES - cont’d d. REPORT OF THE INFORMATION COMMITTEE OF THE W HOLE - cont’d 5. UPDATE - FRENCH IMMERSION PROGRAMMING - Program Implications - cont’d Chair Bennett advised that the Report of the Information Committee of the Whole will be presented at the Regular Board meeting of 2007 November 13 and that any further direction may be determined at that time. She extended appreciation to H. Griffin and C. Graves for assisting with the presentation. Chair Bennett reminded trustees of the Parent Involvement Workshop with keynote speaker Dr. Betty Boult to be held at Stoneridge Inn on Friday, November 09, and at the Education Centre on Saturday, November 10. 6. ADJOURNMENT The meeting adjourned at 8:45 p.m. on motion of J. Stewart. J. BENNETT, Chairperson Trustees discussed the framework for implementing the proposed Junior Kindergarten entry into French Immersion. The following motion was moved by Trustee Grant, seconded by F. Exley and carried: That the Board support, in principle, the concept of Junior Kindergarten entry into French Immersion, and direct Administration to prepare a report on how this could be implemented. e. REPORT OF THE CHAIRS’ COMMITTEE 2007 November 0 6 2:25 p.m. - 4:50 pm. MEMBERS ADMINISTRATION AND OTHERS J. Bennett (2:38) P. Sattler (Chair) J. Thorpe S. Christie G. Hart J. Stewart 1. APPROVAL OF AGENDA The agenda was approved. 2. CONFLICTS OF INTEREST - none declared 3. REVIEW OF 2007 NOVEMBER 13 BOARD AGENDA The agendas for the in-camera and public Board meetings of 2007 November 13 were discussed and updated. 4. CORRESPONDENCE A letter from the Chair of the Peterborough, Victoria, Northumberland and Clarington Catholic DSB regarding OnSIS funding will be included in the trustee information package. 5. CAPITAL PLANNING ADVISORY COMMITTEE (CPAC) MEMBERSHIP APPROVAL Director Thorpe advised that a report regarding ARCs to be considered for review and input in December, 2007 and January, 2008, will be brought to the November 27 Board meeting as part of the annual Operations Services accommodation report. CPAC dates were tentatively scheduled for December 6 and January 21, 2008. The list of CPAC membership for 2007-08 will be presented at the next Committee meeting for approval. 2007 November 13...17 14. REPORTS OF COMMITTEES - cont’d e. REPORT OF THE CHAIRS’ COMMITTEE - cont’d 6. REVISED BUDGET ADVISORY AND AUDIT COMMITTEE MANDATES Revised mandates for the Budget Advisory and Audit Committees were discussed. The following motion was moved and carried: That the revised mandates for the Budget Advisory Committee and Audit Committee be approved. 7. ENDORSEMENT OF CANDIDATES FOR OPSBA PRESIDENT It was agreed to schedule a trustee caucus to discuss candidates for the appointment of OPSBA President. 8. TRUSTEE HONORARIA 2008 Manager K. Meeson joined the meeting and distributed information regarding trustee honoraria adjustments for 2008 based on 2006-07 enrolment. A memo in this regard will be provided to all trustees in their information packages. 9. TVDSB 10 T H ANNIVERSARY UPDATE Manager C. Dennett and R. Princis joined the meeting to update the Committee on plans to celebrate the Board’s 10 th anniversary. Mr. Dennett presented several proposed logo themes for consideration. It is anticipated that the Inaugural meeting will initiate the celebration and conclude with Education W eek 2008 focusing on a system-wide initiative looking to capture a day in the life of Thames Valley. R. Princis described plans for Education Week based on the theme “Celebrating 10 Years of Achieving Together”. 10. THAMES VALLEY EDUCATION FOUNDATION (TVEF) FOLLOW -UP Chair Sattler led a discussion regarding strengthening and clarifying the relationship between the Foundation and the Board. A meeting will be scheduled with the Board Chair and Senior Administration to consider direction and fund raising initiatives for the TVEF as requested. 11. TECHNOLOGY NEEDS FOR TRUSTEES Chair Sattler described technology requests of trustees. She suggested establishing an ad hoc committee to review current use of technology for trustee communication and to make recommendations as appropriate. 12. OTHER BUSINESS a. Accommodation Review Committee Binder Trustee Hart described requests for the ARC binder. It was suggested that it be downloaded to the website for public access. 13. DATE AND TIME OF NEXT MEETING The next meeting was scheduled for Wednesday, November 21, 2007, at 9:00 a.m. 14. ADJOURNMENT The meeting adjourned at 4:50 p.m. RECOMMENDATION: That the revised mandates for the Budget Advisory Committee and Audit Committee be approved. P. SATTLER Chairperson 2007 November 13...18 14. REPORTS OF COMMITTEES - cont’d e. REPORT OF THE CHAIRS’ COMMITTEE - cont’d Chair Sattler referred to item 5 of the report noting that the Tham es Room was not available on 2007 December 10 and that the Capital Planning Advisory Committee (CPAC) will now meet on 2007 Decem ber 6. It was also noted that the CPAC membership is to be announced at the 2007 November 27 Board meeting. Chair Sattler referred to item 11 of the report and the need to upgrade the computer in the Trustees’ Conference Room as well as assess the present use of technology for trustee communication (e.g. laptop computers, facsimile machines). The following motion was moved by J. Bennett, seconded by F. Exley and carried: That an ad hoc committee of four trustees be established to review current use of technology for trustee communication and to bring recommendations to the Board meeting of 2008 January 22. Trustees Stewart, Hendrick, Polhill and Roberts expressed an interest in serving on the ad hoc committee. Trustees discussed the complexity of having the contents of the Accommodation Review Committee (ARC) binder downloaded to the website for public access. Director Thorpe stated that the Capital Planning Co-ordinating Committee did not consider website access in developing the binder noting it was prepared specifically for use by Committee members as a working group resource. The following motion was moved by T. Grant and seconded by J. Stewart and carried: That the revised mandates for the Budget Advisory Committee and Audit Committee be approved. Trustee Hart requested that the Financial Services department provide a summary of the costs associated with the Ontario School Information System (ONSIS) initiative. f. REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2007 November 13 MEMBERS PRESENT ADMINISTRATION AND OTHERS J. Stewart (Chair) P. Jaffe J. Thorpe V. Nielsen J. Bennett S. Peters B. Greene W . Tucker S. Doub S. Polhill K. Dalton P. Tufts F. Exley T. Roberts C. Murphy B. Wagner T. Grant P. Sattler M. Sereda K. Wilkinson G. Hart (5:30) R. Tisdale J. Empringham S. Christie S. Hughes C. Dennett M. Moynihan Absent: M. Hendrick The Committee met in camera from 5:10 p.m. to 5:43 p.m. 1. APPROVAL OF AGENDA The agenda was approved by motion. 2. CONFLICTS OF INTEREST - No conflicts of interest were declared. 3. Confidential personal matters were discussed. 2007 November 13...19 14. REPORTS OF COMMITTEES - cont’d f. REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA - cont’d 4. RISE AND REPORT A motion to rise and report was moved at 5:43 p.m. and carried. RECOMMENDATIONS: 1. And resolved that the motion approved at the in-camera session of 2007 November 13 related to resignations by mutual consent be approved. 2. That, effective 2008 January 01, the Board approve for the 2007-08 and 2008-09 school years the appointment of a Superintendent of Education as the School Effectiveness Framework Lead for the Literacy and Numeracy Secretariat initiative. 3. That Lynne Griffith-Jones, effective 2008 January 01, Mary Ellen Smith and Barb Sonier, effective 2008 February 01, be appointed to the positions of Superintendent of Education with the Thames Valley District School Board. 4. That, in accordance with the independent procedure Promotional Practices: Selection Procedures and Appointment of Principals and Vice-Principals, the following people be appointed to the pool of candidates ready for appointment to the position of Principal, Elementary Schools: Candidates Present Assignment Atkinson, Leslie Vice-Principal, Woodland Heights PS Culhane, Riley Vice-Principal, Northridge PS D’Ambrose, Lisa Vice-Principal, Davenport PS Easton, Susan External (on leave from TVDSB) Knight-Smith, Christine Acting Principal, Metcalfe Central PS Oliva-Di Carlo, Melina Vice-Principal, Wilfrid Jury PS Shewfelt, Jane Vice-Principal, Bonaventure Meadows PS Timewell, Steve Acting Principal, Zorra Highland Park PS J. STEWART, Chairperson The recommendations were adopted on motion of J. Stewart, seconded by T. Roberts. 15. COMMUNICATIONS a. ONTARIO PUBLIC SCHOOL BOARDS’ ASSOCIATION Trustee Hart advised that the OPSBA Board of Directors’ agenda for the 2007 November 30 and December 01 meeting has not been received. He requested that any comments regarding the election of the new OPSBA President be directed to Chair Sattler or himself. Chair Sattler reminded trustees of the 2008 Public Education Symposium to be held on 2008 January 24 to 26. She commented on the valuable ideas and strategies offered at pre-conference sessions and encouraged trustees to plan on attending if possible. b. Director Thorpe announced the appointment of three supervisory officers to address the needs of the system and to fill upcoming retirements. On 2008 January, Elementary Principal Lynne Griffith-Jones will begin her duties succeeding Bill Tucker when he assumes his position as Director of Education. Secondary Principals Barb Sonier and Mary Ellen Smith will commence their duties on 2008 February 01 to coincide with the secondary school semester change. 2007 November 13...20 16. NOTICE OF MOTION The following Notice of Motion was presented by Trustee Hart for consideration at the 2007 November 27 Regular Board Meeting: That the present attendance rating for statutory committees of 0 percent be changed to 100 percent and that a procedure be developed for trustees who are eligible for the attendance payment to apply for it through the monthly expense process effective 2007 December 01. 17. MOTION - NOTICE OF WHICH HAS BEEN GIVEN - none 18. ADDITIONAL ITEMS - none 19. QUESTIONS/COMMENTS BY MEMBERS Trustee Roberts referred to the recent dedication of South S.S.’s new James A. Giffen Memorial Field donated by South alumnus Matthew Giffen in memory of his father and noted that a further donation in Mr. Giffen’s memory to be used to extend the South S.S. track to 400 meters is anticipated. He asked that the Administration investigate why this project has not moved forward. Supt. Hughes reported that, after checking with the Corporation for the City of London, he was advised that several mature trees would have to be removed to accommodate the new track and this may be the reason for the caution. Director Thorpe advised that he will contact the school principal regarding the matter. Trustee Polhill extended appreciation for the educational opportunity to attend the recent Parent Involvement Committee Conference with guest presenter Dr. Betty Boult. Trustee Grant commented that the PD session held at the Stoneridge Inn was a positive experience and well organized. 20. ADJOURNMENT The meeting adjourned at 9:30 p.m. on motion of F. Exley, seconded by J. Stewart. CONFIRMED:__________________________ Chairperson 2007 November 13...21 SUMMARY OF APPROVED RECOMMENDATIONS OF 2007 NOVEMBER 13 - That the following allocations be approved from the Enhanced Educational Funding: Utilities $2 953 438 W orking Funds to Multi-purpose Reserves $1 709 647 Provisional Accounts $ 440 421 Program Enhancements $ 600 000 and that the remaining surplus be allocated to a multi-purpose reserve. That the following issues be referred to the Budget process for 2008-09: Quality Leadership in Administration $200 000 Secondary Athletics $ 50 000 Mental Health Committee $200 000 Textbooks $ 75 000 - That the Board support, in principle, the concept of Junior Kindergarten entry into French Immersion, and direct Administration to prepare a report on how this could be implemented. - That the revised mandates for the Budget Advisory Committee and Audit Committee be approved. - And resolved that the motion approved at the in-camera session of 2007 November 13 related to resignations by mutual consent be approved. - That effective 2008 January 01, the Board approve for the 2007-08 and 2008-09 school years the appointment of a Superintendent of Education as the School Effectiveness Framework Lead for the Literacy and Numeracy Secretariat initiative. - That Lynne Griffith-Jones, effective 2008 January 01, Mary Ellen Smith and Barb Sonier, effective 2008 February 01, be appointed to the positions of Superintendent of Education with the Thames Valley District School Board. - That, in accordance with the independent procedure Promotional Practices: Selection Procedures and Appointment of Principals and Vice-Principals, the following people be appointed to the pool of candidates ready for appointment to the position of Principal, Elementary Schools: Candidates Present Assignment Atkinson, Leslie Vice-Principal, Woodland Heights PS Culhane, Riley Vice-Principal, Northridge PS D’Ambrose, Lisa Vice-Principal, Davenport PS Easton, Susan External (on leave from TVDSB) Knight-Smith, Christine Acting Principal, Metcalfe Central PS Oliva-Di Carlo, Melina Vice-Principal, Wilfrid Jury PS Shewfelt, Jane Vice-Principal, Bonaventure Meadows PS Timewell, Steve Acting Principal, Zorra Highland Park PS - That an ad hoc committee of four trustees be established to review current use of technology for trustee communication and to bring recommendations to the Board meeting of 2008 January 22.
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