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Board Minutes –November 23, 2010
UPPER GRAND DISTRICT SCHOOL BOARD
November 23, 2010
The regular monthly meeting of Upper Grand District School Board was
held on Tuesday, November 23, 2010, in the Boardroom at 500 Victoria Road
North, Guelph, starting at 7:00 p.m.
The Chair, Trustee Borden, presided and all members were present
with the exception of Trustee Best.
OPENING PRAYER OR READING
Trustee Schieck presented a seasonal poem as the opening reading.
CONDOLENCES
The Director reported that condolences were sent on behalf of the
Board to: Kim LeBrun, a Child and Youth Counsellor at Kortright Hills and
Rickson Ridge, and Liz LeBrun, an ASD Resource Teacher at Kortright Hills and
Itinerant Teacher with Program Services, on the loss of Kim’s father-in-law and
Liz’s grandfather; Paul Brownlee, a teacher at Ottawa Crescent P.S. and Lesley
Carson, a teacher at Gateway Drive P.S. on the loss of Paul’s father; Jeff
DeFreitas, a former Principal with our Board and Anita Lagundzija, Vice Principal
at Island Lake P.S. on the loss of Anita’s mother; Sandy Edwards, Administrative
Officer, Teacher Benefits in the Human Resources Department at the Board
Office, on the loss of her father; Darlene McLaren, an Accounting Analyst/School
Services in the Finance Department at the Board Office, on the loss of her
mother-in-law; Steve Wynen, Homework Help Co-ordinator, on the loss of his
niece; Donna Buchanan, a teacher at Norwell District Secondary School, on the
loss of her mother-in-law; Janice Cook, a teacher at O.D.S.S., on the loss of her
father; Yvonne Carvalho, an EA at Gateway Drive P.S., on the loss of her fatherin-law; Jane Clunas, an EA at Norwell District S.S., on the loss of her mother;
Colleen Egan, Principal at Island Lake P.S. and Willie Brown, a retired teacher
from our Board, on the loss of Willie’s father; Laura Smylie, the Librarian at
Grand Valley and District Public School, on the loss of her father-in-law; and,
Tom Star and Deidre Bernard, on the loss of their daughter Akasha Star, a
student at Erin District H.S.
GOOD NEWS
Dr. M.C. Rogers, Director of Education, highlighted AGood News@ as
follows:
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Westside Secondary School
Westside Secondary School was a sea of pink on Friday November 5, as
hundreds of students packed the school’s gym to cap off Pink Week. Westside
was top in the country for the eighth year, raising $9,500 for cancer research.
Centre Wellington D.H.S.
Three Centre Wellington students have received the Anthony DiLena
Pathways Award. This award from the Counsellors for At-Risk Students in
Ontario (CARSO) provides scholarships to exemplary at-risk students for postsecondary education/training. Only five awards are given out in Ontario.
Students at-risk in CW achieve high academic standing and a great
foundation in confidence orchestrated by the Student Success team who
blankets the students with opportunities including:
• Guidance and Student Success teacher monitoring and support;
• Special education resource support;
• Alternative education including credit recovery and independent credit
acquisition;
• Inclusion in Special High Skills Major programs to assist in employment
skill development;
• Co-op/OYAP education to develop top-notch career skills; and
• Dual credit opportunities offered through Georgian, Humber and
Conestoga College.
Congratulations were extended to the winners of the Apprenticeship Award, the
Workplace Award and the College Award, and the staff who helped make this
possible.
Honourary Life Membership Award
Doug Morrell, Superintendent of Education , has been awarded Honourary
Life Membership in the Ontario Principals’ Council (OPC), the voluntary
organization representing 5,000 Ontario principals and vice principals in public
elementary and secondary schools. Doug served as the OPC’s President in
2009-10. The award is for those who have provided exemplary service by
advancing or upholding the purpose of the OPC. Congratulations Doug.
CONFIRMATION OF THE AGENDA
Trustee Borden reported the following correction and addition under item
11, the Business Operations Committee Report:
• Deletion of recommendation 2 (listed twice)
• Addition of 11 C – Early Learning Program – Capital
• Addition of 11 D - Announcement
Trustee Bailey moved that the agenda be confirmed as amended.
The motion carried.
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170
DECLARATIONS OF CONFLICT OF INTEREST
There were no conflicts of interest.
APPROVAL OF THE MINUTES OF THE REGULAR BOARD MEETING HELD
OCTOBER 26, 2010
Trustee Waterston moved, seconded by Trustee Edwards, that the
Minutes of the Board meeting held October 26, 2010, and the Minutes of
the Committee of the Whole meeting held immediately prior to the Board
meeting, be approved as printed.
The motion carried.
RATIFICATION OF BUSINESS TRANSACTED BY THE COMMITTEE OF THE
WHOLE IN CAMERA
Trustee Gohn moved, seconded by Trustee Schieck that the business
transacted by the Committee of the Whole in camera be now ratified by
the Board.
The motion carried.
MOTION TO RISE AND SIT IN COMMITTEE
Trustee Topping moved that the Board rise and sit in Committee of the
Whole, with the Chairperson presiding.
The motion carried.
DELEGATIONS
Relocation of King George School Population to Waverley Drive School
1. Dr. Harsh Hundal
Dr. Harsh Hundal, Chair of the Waverley Drive School Council,
highlighted process issues around the staff recommendation to relocate the
grade 7 and 8 regular track students from King George School to Waverley
Drive in September 2011 during the construction of the new King George
School. Dr. Hundal also expressed concern about increasing the school
population at Waverley by approximately 200 students (consolidation of the
Gifted Program and the temporary location of Grade 7/8 English track from
King George) and the lack of space within the building. He then made
suggestions as to how to improve communication with the Waverley
community, to undertake proactive engagement of significant stakeholders
including the consideration of the creation of a Mission Ethics group. If
moving the King George students to Waverley Drive P.S. turns out to be the
most viable solution, consultation with the parents of the schools involved in
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order to develop a successful transition plan was also suggested in order that
parents have a roadmap outlining what to expect over the next year.
Ryla Alice Downie
Ms. Ryla Alice Downie, a member of the Waverley Drive School Council,
echoed the concerns of the previous speaker regarding the process around the
release of the staff report for the temporary relocation of the grade 7/8 regular
track students from King George School to Waverley Drive. Concern was also
expressed regarding the impact of such a large number of students being added
to the school, including a reduction in the number of gym classes available to the
students. Ms. Downie went on to express concern regarding the timing of
communication to the Waverly Drive parents in the form of a letter from Director
Rogers received on November 18th, which did not allow sufficient time for parents
to delegate to the Board. Trustees were encouraged to examine all options for
the King George regular track grades 7/8 students and were invited to tour the
Waverley Drive School.
Kathy Watts
Ms. Kathy Watts, a member of the Laurine Avenue School Council
expressed the concern voiced by parents regarding the safety of their children in
grade 7/8 who would be walking to and from Waverley Drive School if it is named
the temporary site for the grade 7/8 English Track program in September 2011.
Many of the students do not meet the 3.2 km distance required under the bussing
policy. Adding to the stress of moving to Waverley Drive School will be the
stress of a long 45 minute walk to school, crossing two busy intersections. One
solution suggested by parents is to allow courtesy bussing for the students or to
provide one bus for the students from Laurine Avenue School.
PROGRAM COMMITTEE REPORT
Trustee Moziar moved that the minutes of the Program Committee held
November 2, 2010 be received and considered.
The motion carried.
Trustee Moziar moved the adoption of recommendations 1, 2, 3, and 4 as
contained in the Minutes of the Program Committee, dated November 2,
2010 as printed.
The motion carried.
The recommendations are as follows:
THAT
1.
the presentation entitled, “Plans for K-12 Mathematics” be received.
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2.
the “Homework Help Pilot Project 2010-2011 and eLearning
Initiatives in the Upper Grand District School Board” presentation be
received.
3.
the verbal OPSBA report be received.
4.
the Student Trustee presentation be received.
BUSINESS OPERATIONS COMMITTEE REPORT
Trustee Busuttil moved that the minutes of the Business Operations
Committee held November 9, 2010 be received and considered.
The motion carried.
Trustee Busuttil moved the adoption of recommendations 1 through 5
inclusive as contained in the Minutes of the Business Operations
Committee, dated November 9, 2010.
The motion carried.
The recommendations are as follows:
THAT:
1. the report, “Finance Department Multi Year Plan,” dated November 9,
2010 (Finance #2010-37), be received.
2. the report, “Trustee Honoraria Annual Calculation,” dated November 9,
2010 (Finance #2010-38) be received.
3.
a) the report, “Resignations and Retirements” dated November 9,
2010 be received; and,
b) the Board approve the Executive Officer of Human Resources’
decisions as outlined in the report “Resignations and Retirements,”
dated November 9, 2010 (Appendix A and B).
4. the report “Access Upper Grand – Annual Accessibility Plan of the
UGDSB 2010-2011 be received.
5. the verbal report on Health and Safety, as presented by Mr. J. Bowie,
Occupational Health and Safety Officer, be received as information.
Temporary Accommodation of King George 7/8 Regular Track Students for
2011/12
Ms. Janice Wright, Superintendent of Finance, introduced and reviewed
the information report entitled, “Temporary Accommodation of King George 7/8
Regular Track Students for 2011/12,” dated November 23, 2010 (Appendices A,
B, C and D). Since the existing King George P.S. will be reconstructed on the
current site during 2011/12 school year, 7/8 RT students will need to be
accommodated elsewhere until the school is ready to open as a JK-8 RT school
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for the 2012/13 school year. A staff committee discussed and examined the
options and issues related to the temporary accommodation for the students, and
have agreed upon Waverley Drive P.S. as the preferred location to temporarily
house all of the King George 7/8 RT students at Waverley Dr. P.S. for the
2011/12 school year for the following reasons: existing robust 7/8 program;
some students can walk (i.e. neighbourhood school); use of current bus routes;
feeds to the same secondary school as King George P.S. (J.F. Ross); less staff
disruption; and, room for portables on site (for 1 year).
A copy of the Waverley Dr. P.S. walking area map was included with the
report and was reviewed. The possibility of working with the City of Guelph to
develop walking routes as was done in the new Westminster Woods school area
will be investigated. It was clarified that students can apply for bus transportation
for medical reasons.
Trustee Moziar moved that the report PLN:10-24 entitled “Temporary
Accommodation of King George 7/8 Regular Track Students for 2011/12,”
dated November 23, 2010, be received.
The motion carried
Trustee Moziar moved that this report be brought back to the Business
Operations committee meeting on December 7, 2010 for consideration
with the final decision to be made at the Board meeting on December 14,
2010.
The motion carried.
C. Early Learning Program - Capital
Mr. Paul Scinocca, Manager of Capital and Renewal Projects, provided a
verbal report regarding the capital requirements to accommodate the full-day
kindergarten program. He noted that in the first year, the school sites chosen
had to have the space available as there was no mechanism for any capital work
to be undertaken. The Ministry has recognized that capital funds will be required
as the program is rolled out over the next few years. The list of the next group of
schools to provide the program will be submitted to the Ministry for consideration
on Friday. A number of renovations will be required to accommodate the full-day
kindergarten program in these schools and will need to be accomplished on a
tight budget and in a short timeline.
Trustee Waterson moved:
THAT
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1. that the Board authorize the administration to plan and construct any
retrofits and/or additions necessary to accommodate Early Learning
programs within the jurisdiction; and,
2. the total budget for all of these projects be no greater than the grants
received from the Ministry for this purpose.
The motion carried.
D.
Announcements
Dr. M. Rogers, Director of Education, announced that earlier this evening,
the Trustees approved the addition of the following people to eligibility lists for
2011:
1. Elementary Principal Eligibility List: Andy Hill and Mike McNamara
2. Elementary Vice-Principal Eligibility List: Laura Cozzarin and Jim Newton
3. Secondary Vice-Principal Eligibility List: Rebecca Newcombe
SPECIAL EDUCATION ADVISORY COMMITTEE REPORT
Trustee Bustuttil moved that the minutes of the Special Education
Advisory Committee held November 10, 2010 be received.
The motion carried
It was noted that Margaret Abbink, a long standing committee member, is
retiring. The Chair was directed to send a letter of thanks and appreciation to
Ms. Abbink for the many years of active and dedicated membership on the
Committee.
POLICY MANAGEMENT COMMITTEE REPORT
Trustee Gohn moved that the minutes of the Policy Management
Committee held November 9, 2010, received and considered.
The motion carried.
Trustee Gohn moved the adoption of recommendations 1, through 6
inclusive as contained in the Minutes of the Policy Management
Committee, dated November 9, 2010.
The motion carried
The recommendations are as follows:
THAT
1. Policy 400 Pre-Employment Screening be approved as amended.
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2. Policy 508 Educational Field Trips be approved as amended.
3. the name of the Protocol be changed to Section 23 Education
Programs (Care and/or Treatment/Custody and Correctional Facilities)
Protocol be received as information.
4. the Speech and Language Services Privacy Statement be received as
information.
5. the revised Lockdown Procedures, Section “M’ Hold and Secure, Lock
Down, and Shelter In Place be received as information
6. the Policy Objectives dated September 2010 be received.
2009-2010 AUDITED FINANCIAL STATEMENTS
Ms. Janice Wright, Superintendent of Finance, introduced the report
entitled, “2009-2010 Audited Financial Statements,” dated November 23, 2010.
She noted that a significant amount of extra effort was required by the Finance
Department staff, the auditors and the Ministry to transition the financial
statements to this phase of implementation of the Public Sector Accounting
Guidelines. A further phase is required for 2010/2011. In addition, the New Pupil
Place funding model is coming to an end. An extension to the November 15th
Financial Statement filing deadline was requested and granted.
Superintendent Wright introduced and welcomed Mr. Tom Mennill and Ms.
Rachelle Starret representing the firm KPMG LLP, Chartered Accountants, who
introduced and reviewed the Audit Findings Report. The reports on the Audited
Financial Statements of Upper Grand District School Board and for the Board’s
Trust Funds were also included in the agenda packaged.
Mr. Mennill reported that they are prepared to render an unqualified audit
report for UGDSB, subject to approval of the Trustees. He highlighted areas
relevant to the Board including changes to the reporting of Tangible Capital
Assets within the body of the statement and Financial Statement Presentation
Rachelle Starret addressed the Capital “Wrap-up Template and School
Funds along with actions taken by management and the effect on the Audit that
pertain to them.
Mr. Mennill acknowledged the contributions of Superintendent Wright, Ms.
Sheila Parker, Manager of Budget and Financial Reporting, Ms. Kelly Culver,
Controller and members of their department.
Superintendent Wright reviewed the Draft Financial Statements of Upper
Grand District School Board for the Year ended August 31, 2010 along with
comparative figures for 2009 in detail, including the Consolidated Statement of
Financial Position, Consolidated Statement of Operations, Consolidated
Schedule of Changes in Net Debt, Consolidated Statement of Cash Flow
highlighting changes and related Notes. The Statements of Upper Grand District
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School Board Trustee Funds for the year ended August 31, 200 were also
reviewed.
Trustee Waterston moved
THAT:
1. the report: 2009-2010 Audited Financial Statements (Finance #201039) dated November 233, 2010, be received.
2. The Audit Findings Report to the Board, as prepared by KPMG, dated
November 23, 2010, be received.
3. The 2009-2010 Audited Financial Statements for the Upper Grand
District /School Board and the 2009-2010 Audited Financial
Statements for the Upper Grand District School Board Trust be
approved.
The motion carried.
The unanimous appreciation of the Board was extended to Mr. Mennill,
Ms. Starret and KPMG staff and also to Superintendent Wright, Ms. Parker and
Ms. Culver and their departments.
TREASURER’S REPORT
Ms. Janice Wright, Superintendent of Finance, introduced and reviewed
the report entitled, “Annual Treasurer’s Report,” dated November 23, 2010, on
behalf of Dr. Martha Rogers, Treasurer. The report provides Trustees with
information about Regulation 41/10 - Board Borrowing, Investing and Other
Financial Matters and the Board’s investment activity. An Investment Policy will
be developed and brought to the Board for approval through the Policy
Management Committee. As of August 31, 2010, the Board had investments
related to OSBFC Sinking Fund Debentures from 2002 and 2003. These
investments are held by CIBC Mellon and will mature in 2017 and 2013.
investment options are currently being investigated for Sinking Fund
Contributions for the Retirement of the 1999 debenture in 2024.
Trustee Schieck moved that the report: Annual Treasurer’s Report
(Finance #2010-42) dated November 23, 2010, be received.
The motion carried.
CHAIRS’ COMMITTEE REPORT
Trustee Edwards moved that the minutes of the Chairs’ Committee held
November 9, 2010, received and considered.
The motion carried.
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Trustee Edwards moved the adoption of recommendations 1 and 2 as
contained in the minutes of the Chairs’ Committee dated November 9,
2010.
The motion carried.
The motions are as follows:
1. the Monthly Financial Statements as of October 31, 2010, be received.
2. the 2009/10 Year-End Trustee Accounts dated August 31, 2010, be
received.
Attendance at OPSBA Events – 2011
Chair Borden noted the report included in the agenda package outlining
the scheduled Professional Development Events for OPSBA for the coming year
and the estimated related costs. Trustees were asked to complete and return the
form provided selecting any conference they wish to attend, noting that funding
support is guaranteed for one conference.
Trustee Expenses
Ms. J. Wright, Superintendent of Finance, introduced and reviewed the
report entitled, “Trustee Expenses,” dated November 23, 2010. A revised
Appendix A outlining the expenses for the individual Trustees was distributed at
the meeting. It was noted that the Ministry of Education has issued a Trustee
Expenditure Guideline that contains the requirement for Boards to amend and
post their policy related to Trustee expenditures and that Trustees’ expenses
also be posted on the website.
Following discussion it was agreed that the Rationale section of the report
should be posted along with the list of Trustee Expenses, with the following
additions:
• Trustee Busuttil travelled outside of Guelph as Co-Chair of a
Committee that met in other areas of the county.
• The expenses reflected for the Student Trustees is for four Student
Trustees over the course of the financial year.
• Student Trustee VanderVlugt also serves on the Board and
Executive Council of OSPBA.
• The terms “Chair” and “Vice-Chair” will be added for Trustees
Borden and Edwards respectively.
Trustee Busuttil moved that the report, “Trustee Expenses,” dated
November 23, 2010, be received.
The motion carried.
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RESIGNATIONS AND APPOINTMENTS
Ms. J. L. Rose, Executive Officer of Human Resources, introduced and
reviewed her report, “Resignations and Retirements,” dated November 23,
2010, as distributed at the meeting.
Trustee Schieck moved
THAT:
1. the report, “Resignations and Retirements,” dated November 23,
2010 be received; and
2. the Board approve the Executive Officer of Human Resources’
decisions as outlined in the report “Resignations and Retirements,”
dated November 23, 2010 (Appendix A and B).
The motion carried.
BOARD CORRESPONDENCE
Chair Borden presented a written report of correspondence during the
past month.
Trustee Bailey moved that the Board Correspondence dated November
23, 2010 be received.
The motion carried.
TRUSTEE QUESTIONS AND REPORTS
District School Board of Niagara – PIC Conference
Trustee Bailey reported on his attendance and presentation to the District School
Board of Niagara PIC Conference on November 3, 2010.
Regional OPSBA Board Meeting
Trustee Bailey reported on the recent Regional OPSBA Board meeting held in
Hamilton. Trustee Bailey will ensure the minutes of the meeting are circulated to
Trustees.
Conference on Digital Technology
Trustee Bailey reported on his participation as a guest panellist at Queen’s
University as part of a conference on digital technology and how industry can
help promote digital technology in the educational environment.
United Way
Trustee Borden reported that anyone wishing to donate to the United Way is able
to do so until November 30, 2010. Forms are available in Trustees’ mailboxes.
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DATES OF FUTURE MEETINGS
Trustee Moziar moved that the December 2010 schedule for Board and
Standing Committee Meetings be approved as follows:
i. Program Committee – No meeting
ii. Business Operations be held on Tuesday, December 7, 2010 Following the Organizational Meeting
iii. Final Board Meeting be held on Tuesday, December 7, 2010 –
6:45 p.m.
iv. Organizational Board Meeting be held on Tuesday, December 7,
2010 - 7:00 p.m.
v. Regular Board Meeting be held on Tuesday, December 14, 2010
The motion carried.
The list of Dates of Future Meetings was reviewed as follow:
Wednesday, December 8, 2010 - Supervised Alternative Learning for
Excused Pupils (SALEP), 9:30 a.m.,
(Guelph)
Monday, December 13, 2010 - Supervised Alternative Learning for
Excused Pupils (SALEP), 1:00 a.m.,
(Orangeville)
Wednesday, December 8, 2010 - Special Education Advisory Committee
(SEAC), 7:00 p.m., Boardroom
Thursday, December 16, 2010 - Supervised Alternative Learning for
Excused Pupils (SALEP),
The following meetings were added to the list:
Thursday, December 9, 2010 - Accessibility Committee, 1 p.m., Room 9
Monday, December 13, 2010 - Equity and Inclusiveness Committee,
9 a.m., Room to be determined
Thursday, November 25, 2010 – Green Legacy Awards, The Book Shelf,
41 Quebec St., Guelph, 9:00 a.m.
Several Community Heath Forums have been scheduled as listed below,
and members were encouraged to attend.
Tuesday, December 7, 2010
Thursday, December 16, 2010
- Wellington County
9:30 a.m. to 3:30 p.m.,
Centre Wellington Sportsplex
- Dufferin County
9:30 a.m. to 3:30 p.m.
Mono Community Centre
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Monday, January 10, 2010
180
- Guelph, 9:30 a.m. to 3:30 p.m.
Holiday Inn, 601 Scottsdale Dr.
Trustee Topping moved that the Dates of Future Meetings dated
November 23, 2010 be received.
The motion carried.
MOTION TO RISE AND REPORT TO THE BOARD
Trustee Schieck moved that the Committee of the Whole rise and report to
the Board.
The motion carried.
RATIFICATION OF BUSINESS
Trustee Busuttil moved, seconded by Trustee Bailey, that the business
transacted by the Committee of the Whole be now ratified by the Board.
The motion carried.
ADJOURNMENT
Trustee Edwards moved, seconded by Trustee Waterston, that the Board
adjourn and this meeting now close at 9:05 p.m.
The motion carried.