THAMES VALLEY DISTRICT SCHOOL BOARD

Transcription

1 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 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.

2 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 Sparta Line, St. Thomas, effective 2018 July 1. THAT the new French Immersion Public School, located at 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 attendance 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 school year only. THAT the Pierre Elliott Trudeau French Immersion Public School Extended 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 Sparta line, St Thomas, school models be expanded to grade 8, effective 2019 July 01.

3 2018 January 23 3 THAT the new French Immersion Public School, located at 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 Sparta line, St Thomas. THAT Transition Committees be established for the new French Immersion Public School, located at 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 School Year Calendars Superintendent M. Moynihan presented, for approval, the Draft School Year Calendars.

4 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 School Year Calendars be submitted to the Ministry of Education for approval. c Revised Estimates Contingency Fund Associate Director J. Pratt presented for approval the 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, Additional allocation to interpretation budget in the amount of $80, 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, 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 (500) $32,600; Psychology hours (summer) $65,950; Empower $100,000. For a total amount of $291, Additional Coordinator of Experiential Learning in the amount of $93, Swim to Survive in the amount of $25, 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. Bennett 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.

5 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.

6 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) Update Trustee A. Morell reported Trustees will be attending the upcoming Symposium and Regional meetings.

7 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: 17. NOTICE OF MOTION 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. 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

8 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 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, Additional allocation to interpretation budget in the amount of $80, 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, 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 (500) $32,600; Psychology hours (summer) $65,950; Empower $100,000. For a total amount of $291, Additional Coordinator of Experiential Learning in the amount of $93, Swim to Survive in the amount of $25, 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.

9 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.

10 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:

11 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.

12 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

13 REPORT OF THE AUDIT COMMITTEE MEMBERS PRESENT ADMINISTRATION AND OTHERS 2018 January 9 3:37 p.m. - 4:26 p.m. A. Morell M. Laprise M. Reid M. King R. Tisdale 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 C. Beal J. Pratt J. Knight S. Bedi (+3:39, -4:08) L. Elliott R. Culhane (-3:54) S. Macey N. Lavdas B. Williams 4. MINUTES OF PREVIOUS MEETING 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 at low risk for operational purposes. Further, the board s capital risk rating also was assessed at low risk. Inputs used to determine risk levels were described 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 public education sector, are considered.

14 8. ADDITIONAL ITEMS - none 9. DATE AND TIME OF NEXT MEETING The next meeting is scheduled for 2018 February 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

15 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 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, maintenance, 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 Revised Estimates C. Beal presented information on the financial impact of the 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.

16 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 year-end figures, the approved budget, and the 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

17 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 BUDGET DISCUSSION Deferred to 2018 February 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

18 REPORT OF THE THAMES VALLEY PARENT INVOLVEMENT COMMITTEE MEMBERS ADMINISTRATION & OTHERS 2018 January 11 6:37 p.m. to 8:44 p.m. 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 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 once the bins have been resourced and in use.

19 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 Working 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 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, 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 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.

20 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 Within 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 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 the 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.

21 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 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 ( 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.