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THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
2003 FEBRUARY 25,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
V-verbal
M -material
VCALLTOORDER
O CANADA
SPECIAL MUSICAL PRESENTATION
-Riverside Public School Band,London
APPROVAL OF AGENDA
OFFICIAL RECORD
RECOGNITIONS
a.Megan Muscat,Central Elgin S.S.-
Ontario Cerebral Palsy Sports Edna Pearce Memorial Trophy
b.Karen Bruff,Sir Wilfrid Laurler SS Peer Support Program -
Tom Williamson Peer Power Award
CONFLICTS OF INTEREST
DIRECTOR'S ANNOUNCEMENTS
CONFIRMATION OF MINUTES
a.Regular Board Meeting,2003 January 28
REPORTS OF COMMITTEES
a.Chairs'Committee,2003 February 19
b. (i)Special Education Advisory Committee,2003 January 21
(ii)Special Education Advisory Committee,2003 February 04
c.Committee of the Whole,2003 February 11
d.Committee of the Whole,In Camera,2003 February 25
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11.REPORTS FROM THE ADMINISTRATION
a.Empress/Jeanne Sauve/Oxford Park Accommodation M
Study Committee -Tabled Motion
b.2003-2004 School Year Calendars M
c.Departmental Updates M
12.MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN M
-Trustee T,Roberts
13.ADDITIONAL BUSINESS
14.COMMUNICATIONS
a.Ontario Public School Boards'Association -Update V
b.Student Trustee Update V
c.Learning Disabilities Association London Region M
d.Madame Vanler Children Services M
e.West Elgin Seniors'Projects Action Committee M
f.Riverside Public School Parent M
g.County of Elgin M
h.Corporation of the Municipality of Central Elgin M
i.County of Oxford M
j.TownofAylmer M
15.NOTICE OF MOTION -none
16.GOOD NEWS ITEMS -"Did you know..."
17.ADJOURNMENT
"\
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
2003 FEBRUARY 25
The Boardmet inregular session on 2003 February25 in the Board Roomat the EducationCentre, meeting
in Committee ofthe Whole,in camera, at5:00 p.m.on motion ofS.Deller andT.Roberts,followed bya public
session at 7:00 p.m.The following were in attendance:
TRUSTEES
D.Stewart
J.Bennett
S.Deller
J.Hunter
D.Anstead
S.Peters
T.Roberts
A.Cartler
Regrets:P.Sattler
Absent:P.Schuyler
ADMINISTRATION AND OTHERS
B. Bryce L.Hutchinson
P.Gryseels J.Empringham
B.Greene K.Wilkinson
C.Murphy K.Dalton
J.Thorpe D.Blair
M.Sereda B.Tucker
K.Havelka K.Bushell
S.Dawson
L.Stevenson
G.Hart
P.Jaffe
M.McTaggart(-10:20)
J.Roth
C.Linsdell
J.Neville
K.Meeson
S.Christie
D.Bradford
W.Scott
C.Dennett
1.12.CALL TO ORDER -Chair Bennett called the meeting to order.
3.SPECIAL MUSICAL PRESENTATION
The appreciation ofthe Board was extendedtothe Riverside Public School Brass Quintet andStage
Bandand conductor Jeff Brown forleadinginthe singingofO Canada and performing two musical
numbers.
4.APPROVAL OF AGENDA
The agenda was amended to add item14. k."Township ofZorra Letter",move items14.g.h.i.j.and
k for discussion with the Chairs' Committee Report (item lO.a.)and add Notice of Motion from
Trustees G. Hartand L.Stevenson as 15.a. and b. The amended agenda was approvedon motion
of T.Roberts and A.Cartler.
5.OFFICIAL RECORD
The Executive Secretary read into the minutes the following recognitions:
We regret to record the death of:
Stephen Campbell,an Operations Leader,on 2003 February 02;and,
- Tara Houston,a 7 year-oldstudent at Southwold PublicSchool, St.Thomas, on 2003 February
09.
2003 February 25...2
6.RECOGNITIONS
(a)Ontario Cerebral Palsy Sports Edna Pearce Memorial Trophy
Superintendent Don Blair extended congratulations on behalf of the Board to Megan Muscat, a
Grade12 student at Central Elgin S.S.,St.Thomas and this year's recipient of the Ontario
Cerebral Palsy Sports Edna Pearce Memorial Trophy.The award recognizes Megan's
outstanding achievements in track and field para-Olympic events.
(b) SIR WILFRID LAURIER S.S. PEER SUPPORT PROGRAM - TOM WILLIAMSON PEER
POWER AWARD
Karen Bruff,Co-ordinator of the Peer Power Program,and the staff and students of Laurier S.S.,
London,were congratulated on being the first recipients of the Tom Williamson Peer Power
Award.The Award recognizes staff and students who demonstrate a sustainable commitment
to Peer Support programs,services and the empowerment ofyouth.
7.CONFLICTS OF INTEREST
Trustees P.Jaffe and T.Roberts declared a conflict of interest as recorded in the Report of the
Committee of the Whole,In Camera,2003 February 25.
8.DIRECTOR'S ANNOUNCEMENTS
Bill Bryce, Director of Education,displayed the Barbara Perry Oncology Foundation's doll"Caria",a
resource available to children from four to twelve years who have been diagnosed with cancer.Mr.
Bryce advised that he has received five requests inthe past week forthis valuable resource designed
to assist teachers in helping children understand and cope with this critical health issue.
g.CONFIRMATION OF MINUTES
a.The minutes of the Regular Board Meeting of 2003 January 28 were adopted on motion of G.
Hart and D.Anstead.
10.REPORT OF COMMITTEES
a.REPORT OF THE CHAIRS'COMMITTEE 2003 February 19
10:08 a.m.-1:32 p.m.
MEMBERS ADMINISTRATION AND OTHERS
J.Bennett (Chair)P.Jaffe B. Bryce C.Dennett
J.Hunter T.Roberts S.Christie
1.APPROVAL OF AGENDA
Item 9,"Additional Items",was added to the agenda.The agenda as amended was
approved.
2.AGENDA REVIEW
The in-camera and public agendas for the 2003 February 25 Board meeting were discussed
and approved.
2QQ3 February 25...3
10.REPORT OF COWIMITTEES -cont'd
a.REPORT OF THE CHAIRS'COMMITTEE -cont'd
3.CORRESPONDENCE
The following correspondence will be added to tlie 2003 February 25 Board agenda under
"Communications":
-West Elgin Seniors'Projects Action Committee;
-Riverside PS Parent;
-County of Elgin;
-Corporation of the Municipality of Central Elgin;
-County of Oxford.
The report of the Corporate Services Committee of the County of Middlesex was received
and distributed.The report outlines the following recommendations of the Committee
approved at the Council meeting on 2003 February 12:
"The County of Middlesex has not traditionally endorsed resolutions from other
municipalities. To address the issues raised by other municipalities, at the request
of Council,a report and resolution is prepared which outlines the impact of the issue
on Middlesex County residents.Therefore,for the time being,I suggest that we note
and file the resolution from the County of Elgin In regard to the composition and
structure of the TVDSB.
Iwould also recommend that the Corporate Services Committee direct the CAO to
prepare a letter for the Warden's signature,to the Minister of Education which
outlines the need for implementation of Rozanski's Recommendation #15 which calls
for the allocation offunding through the "Geographic Circumstances Grant"for small
schools in single-school communities."
The Chair of the Board will respond to the letters from the County of Elgin,the Corporation
of the Municipality of Central Elgin and the County of Oxford.
After a lengthy discussion of the correspondence related to the County of Elgin motion,the
following motion was moved by J.Hunter and carried:
That the TVDSB trustees reconfirm their commitment to the existing amalgamation,
all students and the Board's rural and urban communities,and that trustees continue
tofocus their energies on strivingfor excellence inthe system and advocating for full
implementation of the Education Equality Task Force recommendations.
4.ITEMS FOR MPP MEETING AGENDA OF FEBRUARY 21,2003
Discussion items and format for the upcoming meeting with DistrictMPPs on February 21 were
reviewed.Handouts and an executive summary will be prepared for participants'information.
Copies will be available for the February 25 Board as Appendix A to the Committee report.
It was suggested that a presentation regarding the expanded learning opportunities for TVDSB
students since the amalgamation be developed.The presentation would be made available to
communities throughout Thames Valley.
2D03 February 25..A
10.REPORT OF COWIWIITTEES -cont'd
a.REPORT OF THE CHAIRS'COMMITTEE -cont'd
5.STUDENT FEES -NEW COMMITTEE MANDATE
The motion from the February 11 Committee oftheWholeestablishingan Ad hoc Committeeon
Student and Parent Expenditureswas discussed. A request for committee members will be
sought through the Chairofthe Board anda recommendation for appointment consideredatthe
February 25 Board meeting.
6.SCHOOL ACCOMMODATION PROCESS
Trustee Roberts described a concern over the school accommodation process and provision for
a minority report in Board procedures. Herequestedthatthe conceptofa minority reportand its
purpose be investigated andthe process for public input clarified.
7.THAMES VALLEY EDUCATION FOUNDATION -deferred to next meeting
8.PUBLIC PRESENTATION
Arequest from Citizens Concerned about Educationand Origins to present to the Information
Committee of the Whole was considered.Arrangements will be made with the presenter to
address trustees at the March 4 meeting.
9.ADDITIONAL ITEMS
a.Secondary Negotiations
Director of Education Biii Bryce updated the Committee on the status of secondary
negotiations. He advised that official notice has been received that members of OSSTF,
District 11,Thames Valley Teachers'Bargaining Unit,will commence a legal strike on
Thursday,2003 February 20,at 12:01 a.m.
b.Board Committee Meeting Process
meetings.The Committee indicated itis comfortable with the present process.
10.NEXT MEETING DATE-The next meeting was scheduled for 2003 March 18.
11.ADJOURNMENT - The meeting adjourned at 1:32 p.m. on motionof P. Jaffe.
RECOMMENDATION:
1.That the TVDSB trustees reconfirm their commitment to the TVDSB,all students,and the Board's
rural and urban communities,and that trustees focus their energies on striving for excellence in
the system and advocating for full implementation of the Education Equality Task Force
recommendations.
J.BENNETT
Chairperson
The following motion was moved by G. Hart and seconded by L.Stevenson:
That Chairperson Bennett be censored bythe Board of Trustees fordefying Principle#4 ofthe
Board Bylaws"The Boardof Trustees speaks with one voice through Itspolicies and decisions"
and for circumventingthe Mandate ofthe Chairs' Committee -12.5 (page 28)by AppendixAof
the 2003 February 19 Chairs' Committee meeting, entitled,"TVDSB Amalgamation Highlights".
2003 February 25...5
10.REPORT OF COMMITTEES -cont'd
a.REPORT OF THE CHAIRS'COMMITTEE -cont'd
Chairperson Bennett left the chair to participate in the discussion.Trustee Jaffe took the chair.
A lengthy discussion followed regarding the process used to develop the agenda for the 2003
February 21 meeting with the District's MPP's and the concern that all trustees did not have an
opportunity to provide input into additions to the agenda related to the 1998 amalgamation,as has
been the practice for past meetings.
The motion was defeated on a poll vote as follows:
YEAS:L.Stevenson.G.Hart
NAYS: J.Bennett,J.Hunter, S.Deller,A.Cartier.S.Peters,T.Roberts,P.Jaffe
ABSTAIN:D.Stewart,D.Anstead
The Committee recessed at 8:47 p.m. on motion of P.Jaffe and S.Peters and reconvened at
8:50 p.m. on motion of D.Stewart and S.Peters.
Trustee Hunter moved Recommendation 1 of the Chairs' Committee,seconded by P. Jaffe:
That the TVDSB trustees reconfirm theircommitmentto theTVDSB,all students,and the Board's
rural and urban communities,and that trustees focus their energies on striving for excellence in
the system and advocating for full implementation of the Education Equality Task Force
recommendations.
The following motion to amend was moved by S. Deller and seconded by A. Cartier:
That the words "and that trustees focus their energies on strivingfor excellence inthe system
and advocating for full implementation of the Education Equality Task Force." be deleted.
A friendly amendment was made by Trustees Deller and Cartier to replace the words "existing
amalgamation"with "Thames Valley District School Board" to read:
That the TVDSB trustees reconfirmtheir commitment tothe Thames ValleyDistrict School Board,
all students,and the Board's rural and urban communities.
The motion,as amended,was adopted on a poll vote:
YEAS:S.Deller,J.Hunter,S.Peters.T.Roberts,A.Cartier,P.Jaffe,J.Bennett
NAYS:D.Stewart
ABSTAIN:L.Stevenson,G.Hart
2003 February 25...6
10.REPORT OF COMMITTEES -cont'd
b.(i)REPORTOF THE SPECIAL EDUCATION ADVISORY COMMITTEE
Members
2003 January 21
7:16 p.m.-9:26 p.m.
D.Anstead,Trustee P.Gallin,Autism Society
J.Bennett,Trustee A. Morse,Easter Seal Society
B.Booking,Thames ValleyChildren's P. Sattler,Trustee
Centre D. Smith,(Alt)TVDAlliance of Home &School Councils
W.Dupuis,Ontario Association for J. Steele,(Alt)Learning Disabilities Association
Families of Children with Communication L.Stevenson,Trustee
Disorders
Administration and Others
F.Colman, Psychologist C.Murphy,Executive Superintendent of Program
P. Cook, OPC -Elementary Services
V.Corcoran,Learning Supervisor M.Schnarr-Rice
S. Lundrigan, Executive Secretary's B.Tucker,Superintendent of Education
Assistant
Guest Trustees:G.Hart,J.Hunter,T.Roberts
Regrets:P.Gillis,R.Hunwitz
1.WELCOME
Chair Linda Stevenson welcomed everyone to the meeting.
2.OVERVIEW OF MEETING
During his slideshow presentation, B. Tucker provided information on the development of the
Special EducationPlan;the Ministry funding announcement and, what stage we are currentlyat
in the process.
C.Murphy stated that a request foran additional30 FTEEducational Assistants at an approximate
cost of $800,000 for the remainder of the 2002-2003 school year was approved at Executive
Council last week.Human Resources will begin the process of looking for qualified applicants.
A. Morse noted that it needs to be clearly stated which costs will be short term (from now until
2003 June)and those that will need perpetual funding.
B.Tucker noted that in past budget years,the Board has allocated an additional$5 million to the
Special Education envelope from other areas.These funds will no longer be redirected by the
Board for Special Education.
3.SPECIAL EDUCATION MODEL:PROGRAM AND SERVICES
V. Corcoran provided the latest draft (attached)on the "Approach to Special Education" from
Section 1.0 Model for Special Education. This will be on the 2003 February 4 regular SEAC
meeting for approval.
Alist of the Common Themes developed from the meeting of 2002 November 19 was discussed.
A table indraftform regarding "Special Education Model-independent offunding"was distributed
by V.Corcoranand a lengthy discussion ensued. AMorse indicated concernoverthe title ofthe
document and that she felt a complete picture of each program and its availability needs to be
provided beforethe issues can be debated.V.Corcoran notedthata program descriptions were
provided inthe red file folders distributed at the 2002 November 5 meeting.
2003 February 25...7
10.REPORT OF COMMITTEES -cont'd
b. (i)REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
4.FEEDBACK/OTHER SOLUTIONS
Itwas suggested that members reviewmaterials distributedat the 2002 November 5 meetingand
today's handout and email Vicki or Bill withtheirfeedback.
5.ADJOURNMENT
The meeting ended at 9:26 p.m.
L.STEVENSON.
Chairperson
b.(ii)REPORT OF THESPECIAL EDUCATION ADVISORY COMMITTEE 2003 February 04
12:16 p.m. - 2:56 p.m.
Members
P.Gillis,Integration Action for Inclusion G. McGahey,Chlppewas ofthe Thames
J. Bennett,Trustee i A. Morse,Easter Seal Society
B. Booking,Thames Valley Children's Centre J.Ross,Epilepsy Support Centre
W.Dupuis,Ontario Association for Families of D.Smith,TVD Alliance of Home &School
Children with Communication Disorders Councils
P.Gailin,Autism Society J.Steele,(Alt)Learning Disabilities Association
B. Hopkins, District School Council L.Stevenson,Trustee
R.Hurwitz,Association for Bright Children L.Vince,Community Living Education Ctte.
D.Anstead,Trustee
Administration and Others
L.Bartholemew,Principal,Ross S. S.A. Marshall,Science Department Head,Ross
S.Book,Attendance Counsellor S.S.
P.Cook,Elementary Principal M.Schnarr-Rice
V.Corcoran,Learning Supervisor B.Tucker,Superintendent of Education
S.Lundrigan,Executive Secretary's Assistant J.Webb,Secondary Principal
Regrets:E.Hager,A.Morse,P.Sattler
1.CHAIR'S OPENING REMARKS
Chair L.Stevenson welcomed everyone to the meeting.
2.CONFLICTS OF INTEREST
No conflicts of interest were declared.
3.CONFIRMATION OF AGENDA
Item #6.2 Alternative Schools was moved to item 4.0 and the remainder of the agenda was
renumbered accordingly.
4.ALTERNATIVE PROGRAM
Sir George Ross S. S. Principal, Len Bartholomew, and Science Department Head, Ainsley
Marshall,presented a Powerpoint slldeshow outlining,"R.A.P.S.-Ross'Alternative Program for
Success",which is designed for students who are unlikelyto earn an Ontario Secondary School
Graduation Diploma. This is a school-to-work transitions program that may better meet the needs
for some of their student population.This additional program commences in 2003 August,for a
select group of students who provide a "letter of intenf and cultivates more employment
opportunities for students once they leave Ross.
2QQ3 February 25...8
10.REPORT OF COMMITTEES -cont'd
b.(ii)REPORTOFTHE SPECIAL EDUCATION ADVISORY COMMITTEE - cont'd
4.ALTERNATIVE PROGRAM,cont'd
There are three basic components to the program; Industry/Employment Skill Development;
Technical Education and Preparation:and Academic Preparation.The academic components will
be customized to the student and driven by the needs of their chosen industry.The model
features a two day cycle - one day in school, the next at the worksite. The focus will be on
placements within the hospitality and constructionsectors. Itis intended that a certificate will be
issued at the completion of the program signed by the principal of Ross S. S., and by the
employer. Recognitionbythe ministry and a partnershipwiththe apprenticeship branch are future
targets.
L.Stevenson thanked Mr.Bartholomew and Mr.Marshall and invited them back for a future
progress report on R.A.P.S.
5.REPORT OF MEETING FROM 2003 JANUARY 07
The report was confirmed as distributed.
6.BUSINESS ARISING
6.1 Mission Statement and Belief Statement -Draft
The Committee brieflyreviewed handouts provided byV.Corcoran on the draft versions ofSpecial
Education Plan sections 2.1,2.4.1,2.9,3.1,3.2,3.3 and 3.4.Any comments or suggested
amendments should be e-mailed to Vicki.
6.2"Common Threads"
B.Tucker noted that the next step with the common threads is to establish some priorities that can
be used to develop the Special Education Plan.
6.3 Update on Madame Vanier
J.Bennett informed the Committee that Nancy Miller from Madame Vanier Children's Services is
trying to find a parent to represent children with behavioural issues on SEAC.
7.OTHER BUSINESS
7.1 Suspension of Exceptional Students
L.Vince raised concerns about the process of suspending exceptional students.Linda believes
that in some situations suspension is not being used as the last resort;that the student being
suspended does not understand the connection between inappropriate behaviour and being
suspended;that suspensions may be occurring too often;and that adequate intervention and
prevention strategies are sometimes not Inforce. B.Tucker noted that an "Action Plan" must be
developed for each student that includes participation from all partners and that this pian must be
continually reviewed and revised as needed.Parents or guardians should contact the school
administration if the "Action Plan"for their child is not working.
The Committee discussed the following suspension issues:small school vs.large school;
availabilityof Internal and external supports;professional development strategies;the high
turnover rate of new administrators In the last three years;and providing alternative school sites
for suspended students.
2003 February 25...9
10.REPORT OF COMMITTEES -cont'd
b.(ii)REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
8.UPDATES
• B. Tucker thanked all the members who attended the 2003 February 03 meeting Special
Education meeting hosted by the Ministry.
• V.Corcoran handed out copies of, "The Transition Plan:Helping an Exceptional Student
Prepare for the Future". This document was widely distributed by the Ministry and can be
found on their website at www.ont.gov.transitions.
A survey has been sent to secondary students identified as gifted, to find out what range of
programs and services would better meet their needs.It was requested that the completed
surveys be returned by February 10 to the Research and Assessment department,where the
information will be collated.
The in-service day on January 31 for educational assistants at Clarke Road S. S.that included
a keynote speaker,was very successful and well received.The additional 30 casual EAs have
been assigned to schools according to the requests submitted to Program Services.There is
some difficulty keeping enough qualified people on the EA casual list.
It was noted that changes at Fanshawe College will eliminate one of the programs whose
graduates seek employment as educational assistants with the Board.The Committee discussed
contacting Fanshawe to support the continuation of the program.It was suggested that members
send letters to Fanshawe through their associations.B.Tucker will provide an update on this item
at the March 4 meeting.
9.FUTURE AGENDA ITEMS
Fanshawe Graduate Program Update
• Mike Sereda - input for the parent survey regarding teacher evaluation
•Special Education Plan
Budget - invite B.Greene and G.Owens,show enrolment projections for the next 3
years and the effect on ISA and the foundation grants with regard to declining
enrolment
• Report for 2003 March 04 meeting re: the gifted students screening
•Association Update for March from the Thames Valley Children's Centre
10.ASSOCIATION UPDATES
G. McGahey distributed a booklet on Chippewas of the Thames Board of Education, a pen
and a commemorative pin. Gina providedan overview ofthe Chippewas' history,education
system,special events and the elementary,secondary and post-secondary program
summaries.
D.Anstead and J. Bennett recently were taken on a tour of the Chippewas facilities by G.
McGahey and Diana remarked on the colorful classrooms,the great pupil-teacher ratio and
the wonderful community spirit.
11.CORRESPONDENCE
The December 2002 19 letter from Elizabeth Witmer,Minister of Education was reviewed.
12.FORUM
R.Hurwitz noted that the Association for BrightChildren is developing a video regarding the
lEP.The Committee expressed an interest in viewing the video when itis completed.
2003 February 25...10
10.REPORT OF COMMITTEES -cont'd
b.(ii)REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
12.FORUM,cont'd
B.Hopkins announced thaton April 12 theWestern Regional School Council Symposium will
be held at the Four Points Sheridan.Sixteen school boards have been invited to send five
representatives plus one principal.Howschool councils can contribute to improved student
learning will be the focus of the day.
The Learning Disabilities Association is holding a workshop on technology on February 11.
On April 4, 5 and 6,the Ontario FederationofHomeand SchoolAssociations wili be holding
workshops and their annual general meeting.
Tickets are still available for the Fire fighters gala on Saturday February 15 with proceeds
going to the AutismSociety. Contact P.Gallin fortickets.
13.ADJOURNMENT -The meeting ended at 2:56 p.m.
c.REPORT OF THE COMMITTEE OF THE WHOLE
L.STEVENSON,
Chairperson
2003 February 11
7:00 p.m.-8:47 p.m.
MEMBERS PRESENT ADMINISTRATION AND OTHERS
J.Bennett,Chair
G.Hart
J.Hunter
P.Sattler
A.Cartier
P.Jaffe
P.Schuyler
S.Peters
L.Stevenson
T.Roberts
D.Anstead
M.McTaggart
B.Bryce
B.Greene
P.Gryseels
C.Murphy
J.Thorpe
M.Sereda
G.Jazey
K.Dalton
J.Empringham
B.Tucker
L.Hutchinson
K.Wilkinson
J.Roth
C.Linsdeil
K.Bushell
S.Christie
W.Scott
C.Dennett
D.Bradford
Regrets:D.Stewart,S. Deller
1.APPROVAL OF AGENDA
A motion to add item 19,"Report of the Budget Advisory Committee,2003 February 11"was
moved by S.Peters and carried.The amended agenda was approved on motionof G. Hart.
2.CONFLICTS OF INTEREST -Trustee P.Jaffe declared a conflict of interest related to collective
bargaining.
3.DIRECTOR'S ANNOUNCEMENTS -none
4.REPORT OF THE EMPRESS/JEANNE SAUVE/OXFORD PARK ACCOMMODATION STUDY
COMMITTEE
P.Gryseels,Executive Superintendent,Operations,outlined the procedures for Area
Accommodation Study Committees as contained in the Board's School Accommodation and
Facility Organizational Procedures.
TrusteeT.Robertspresented thereportfrom the Empress/Jeanne Sauve/OxfordPark Elementary
School Accommodation Study Committee. The following members of the committee were
introduced:Dan Doneff,Richard Mitchell,Janet Cormier,Tom Jory Debbie Alexander and Michelle
Betteridge.
2003 February 25...11
10.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
4.REPORT OF THE EMPRESS/JEANNE SAUV^/OXFORD PARK ACCOMMODATION
STUDY COMMITTEE -cont'd
Trustee Roberts advised tliat the Committee report supports its mandate to provide quality
educational programsforstudents In allthree school communities,to increase the pupil capacity
of Empress Public School and to provide a permanent facilityfor the students of Jeanne Sauve
French Immersion Public School.He provided the following overview/of the background to the
Committee's work.
On 2002 May 28,the Board approved the following recommendation:
THAT an Accommodation Study Committee be established to meet the needs of students at
Empress,Jeanne Sauv§and Oxford Park Public Schools and that representatives of these
school communities be invited to participate inthis important exercise with the results of the
study to be available by 2003 September.
The six committee members,representing three school communities,met on the following dates:
2002 October 15,28,November 4,11,18,December 9,January 23, and 30.Representatives of
the Board included Trustees Art Cartier and Terry Roberts, who presided over the meetings.
Administrative support was providedbyTrudyTaylor(Operations Services),Gil Owens (Planning
Officer),Kevin Busheil (Projects Manager), Karen Dalton (Superintendent of Education),and
Principals Stephen McCombe (Empress), Adam Privetera (Jeanne Sauv6),and Mark Seaton
(OxfordPark). Inaddition Trustees Joyce Bennett and Diana Anstead attended meetings.
Duringthe course of its meetings, the Committee considered,discussed,and investigated the
benefits,issues,concerns and considerations for each of the options below. Members informed
and consulted their respective communities regarding the following options:
1.Moving the Jeanne Sauv6 students to the Empress school site.Empress students to the
Oxford Park school site,and closing the present Jeanne Sauv6 school site.
2. Moving the Jeanne Sauv6 students to the Empress school site, leaving the Empress and
Oxford Park students at their respective school sites,creating a dual track school at the
Empress school site,and closing the present Jeanne Sauve school site.
3.Moving the Jeanne Sauv§students to the Oxford Park school site,the Oxford Park students
to the Empress school site,and closing the present Jeanne Sauv6 school site.
There was no concern regarding student capacity at Oxford Park (97%) or the condition of the
facility.Thus, itwas concluded that itwas notfairtoconsider displacing this home community to
find a solutionto the problemof low student enrolment at the Empress school site or poor facility
conditions at the Jeanne Sauv§school site. It was agreed that the only reason the Oxford Park
community was at the table was to facilitate a solution to the respective concerns at Jeanne Sauve
and Empress P.S.
The committee examined:
-Each school facility by hosting a meeting at each school and completing a tour.
-The Enrolment Pressure Grant, School Operations Grant, School Renewal Grant,grants
generated by each school and New Pupil Places Funding for the Board.
- Physical Property statistics. On the Ground (OTG)capacities and current and five-year
projected enrolment statistics of each community.
-Present operating costs,status and condition of the three facilities.
-Impact of the small land size at Empress on an increased population.
-Projected maintenance,major repairs,and renewal costs for the three facilities.
-Feelings of the three communities initially,and as information was gathered.
-Transportation options and relative costs.
-Rationale for each option considered by the administration.
2QQ3 February 25...12
10 REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
4.REPORT OF THE EMPRESS/JEANNE SAUVE/OXFORD PARK ACCOMMODATION
STUDY COMMITTEE,cont'd
- Future growth projections for the area north of Fanshawe Parl<Rd. and the population
"migrating"patterns within Thames Valley.
- Holding zones withinthe cityof London.
- Map of students currently attending the three schools.
- Traffic flow and safety issues in the Empress community and the impact of an additional
bussed population.
- Safety considerations regarding the transit of Jeanne Sauve students to Empress and
Empress students to Oxford Park.
-Program implications of each option.
- Impactand implications ofa dualtrack programat Empress Public School.
- Potential additionat Empress to accommodate a dual tracked population and future French
Immersion growth.
-Implications ofthe French Immersion Boundarystudy on this Accommodation Study.
-Necessary recommendations tomaximizethe programbenefitsfor students under each ofthe
options.
Throughout the discussion,the Committee attempted to keep a focus on asking questions,
gathering information and developing recommendations that would allow the Board to provide
qualityeducational programs for students inallthree school communities.
Alternatives
The committee analyzed the details ofthe twooptions at length. It was found that although Option
#2 (DualTracking Empress)wouldallowthe Empress students to remain intheir present school
community, it presented considerable concerns regarding:
- the Impact that the size of the dual track population would have on a very small land site;
- the Impactthat an additionto Empress wouldhave on the already small school site;
- the Impact that dual tracking would have on the nature ofthe French Immersion program;
and
the uncertainty regarding the size of the future population choosing to attend a French
Immersion program, at a dual tracked school, within the cityof London.
Option #1 (Empressstudents moveto Oxford Parkand Empress schoolsite becomes the French
Immersion program) was found to be the best option to benefit programming opportunities for
students in all three communities,if renovations and additions were completed at both the
Empress and Oxford Park school sites.
Through the democratic process,the Committee chose Option #1.The specific recommendations
were developed in order to:
- maximize program opportunities for each school community; and
- maintain programs and resources that were presently available to individual school
communities.
2003 February 25...13
10.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE •cont'd
4.REPORT OF THE EMPRESS/JEANNE SAUV&OXFORD PARK ACCOMMODATION
STUDY COMMITTEE,cont'd
In the end, the Committee believed that ithas developed a plan,based on Option #1,that:
- places the program needs and safety ofstudents as the first priority:
-assists the Board in decreasing pupil places;
- allowsforfuture French Immersiongrowthinthe northend ofthe cityand within the extended
French Immersion program;
- eliminatesa facility that is long due to be closed (present Jeanne Sauve portapak site);and
-saves a quality school facility from closure (the Empress building
The Jeanne Sauv§/Empress/Oxford Park School Accommodation Study Committee approved the
following recommendations on 2003 January 30:
-That the students of Jeanne Sauv§French Immersion Public School be moved to the
Empress Public School siteat 215 Wharncliffe Road North,London;
-That the students of Empress Public School be moved to the Oxford Park Public School site
at 284 Oxford Street,London;
-That the present site of Jeanne Sauv6 French Immersion Public School at 127 Sherwood
Forest Square,London,be closed.
Inorder tomaximizeprogram opportunitiesfor students and accommodate the new populationat
each of the school sites,the Committee further recommended:
For the Jeanne Sauve students at the Empress School Site
1.That inthe Interestofstudent safety, all Jeanne Sauv6 students beyond the walkzone as
designated inBoard Policy AND any student required to walkalong or across Oxford St. or
Wharncliffe Rd.be bussed to the Empress school site.
2.That sufficient bus drop off zones be created to accommodate the increased number of
busses.
3.That a designated parent drop offand pick up zone be created.
4.That the Board negotiate withthe Cityof London for proper signage to maximize trafficflow
and student safety.
5. That the Boardnegotiate with the City of London toextend the lengthofthe advance green
lightat Oxford St.and Wharncliffe Rd. to help accommodate the additional traffic.
6. That the arrivaltime of 8:15 a.m. and dismissal timeof2:50 p.m. be maintained inan effort
to avoid the busiest traffictimes of the day.
7. That the staff on the Empress site be bilingual,including classroom teachers,librarian,
learning resource teacher,secretary,and at least one school administrator,to maintain the
integrity of the French Immersion environment.
8. That there is a minimum of a 1200 sq. ft.area designated as a Library.
9.That there is a minimum of an 800 sq.ft.area designated as a Computer Lab with the
infrastructure to support a minimum of 30 work stations.
2003 February 25...14
10.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
4.REPORT OF THE EMPRESS/JEANNE SAUVE/OXFORD PARK ACCOMMODATION
STUDY COMMITTEE,cont'd
10.That the instrumental music room be maintained.
11.That the after school program and a space designated to the program be maintained.
12.That an appropriate space be renovated to create a lunch room.
13. That an appropriate area be renovated to create change rooms for the gymnasium.
14.That the school be equipped for barrier free access.
15.That screens be installed on all the windows.
16.That the plumbinginfrastructure be reviewedand updated to ensure that the drinking water
source is safe.
17.That a new PA system be installed inthe gymnasium.
18.That consideration be given to providing air conditioning to the building.
19.That the playground equipment from Jeanne Sauv6 be relocated and installed at the
Empress site.
20.That the condition of the asphalt paving be reviewed and repaired as needed.
21. That adequate ,parking places be designated to support the staff population plus 10
additional visitor parking spots.
22.That if necessary,the Board negotiate with Empress United Church to provide the
necessary parking.
23.That shaded areas be created on the playground (i.e.,.Gazebo,mature trees)to replace
shade lost by the removal of mature trees fromthe boulevard to create the drop off areas.
24.That the name "Jeanne Sauv6"be maintained within the school's name.
For the Empress and Oxford Park students at the Oxford Park school site
25.That in the interest of student safety,all Empress students be bused to Oxford Park.
26.That consideration be given to allow current Empress staff to have the option of a position
at the Oxford Park school site.
27. That a joint committee representing the two communities have input intothe decision foran
appropriate school name at the Oxford Park site.
28.That a prominent place be allocated withinthe OxfordPark site buildingto acknowledge the
Empress/Talbot Street schools'heritage and to display appropriate memorabilia.
'A
2Q03 February 25...15
10.REPORT OF COWIWIITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
4.REPORT OF THE EMPRESS/JEANNE SAUVE/OXFORD PARK ACCOMMODATION
STUDY COMMITTEE,cont'd
29.That an addition be builtonto the present Oxford Park site to include the following facilities
to ensure program needs for students can be met.
29.1 Build enough classrooms to support the projected population without the use of
portables.
29.2 Design or allocate space to accommodate the specialized programming of the
combined communities including ESL, literacy support,learning support,and school
support worker.
29.3 Build an instrumental music classroom.
29.4 Design and create a library facilitywith a minimum of 1200 sq. ft.
29.5 Design and create a computer lab with a minimum of 800 sq.ft.and the infrastructure
to support a minimum of 30 work stations.
29.6 Design and create at least one seminar room.
29.7 Build a permanent gymnasium large enough to accommodate the total school
population at one time, with stage,storage room,sound system,change rooms,
showers,and kitchen facilities.
29.8 Build a lunch room facility.
29.9 Allocate space for a health room.
29.10 Build adequate washroom facilities to support the student and staff population.
29.11 Designate adequate space for a staff room to support the staff population.
29.12 Designate space for a before and after school program.
29.13 Renovate the office area to accommodate space for a principal's office, vice
principal's office,support staff,wash room,reception area,work space,and storage
space.
30.That building and renovation details at both the Empress and Oxford Park sites be
developed in consultation with members of the school communities.
The following motion was moved by T.Roberts and carried:
That the recommendations related to the Empress/Jeanne Sauve/Oxford Park Elementary
School Accommodation Study Committee be tabled to 2003 February 25 to consider a report
prepared by the Administration.
2Q03 February 25...16
10.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
5.ACCOMMODATION STUDY COMMITTEE MINORITY REPORT
Richard Mitchell and Dan Doneff,Empress School Community Representatives,presented the
following Minority Report of the Jeanne Sauv6/Empress/Oxford Park Accommodation Study
Committee.
The report supports of the Committee's mandate to provide quality educational programs for
students Inall three school communities,to increase the pupil capacity of Empress Public School
and to provide a permanent facility forthe students of Jeanne Sauv6 French Immersion Public
School:
The Minority report recommended:
-That the students of Jeanne Sauve French Immersion Public School be moved to the Oxford
Park school site at 284 Oxford St.;
-That the students of Oxford Park School be moved to the Empress School site at 215
Wharncliffe Rd.North;and
- That the present site of Jeanne Sauv6 French Immersion Public School be closed.
In order to maximize program opportunities for students and accommodate the new population at
each of the school sites the minority report further recommended:
For the Jeanne Sauve students at the Oxford Park School Site
1.That any student required to walk along or across Oxford Street be bused to the Oxford Park
school site.
2.That the arrival time of 8:15 a.m.and dismissal time of 2:50 p.m.be maintained in an effort to
avoid the busiest traffic times of the day.
3.That the staff on the Oxford Park site be bilingual including classroom teachers,librarian,
learning resource teacher,secretary,and at least one school administrator to maintain the
integrityof the French Immersion environment.
4.That the playground equipment from Jeanne Sauv6 be relocated and installed at the Oxford
Park site.
5.That the name "Jeanne Sauv§"be maintained within the school's name,
6.That an addition be built onto the present Oxford Park site to Include the following facilities to
ensure program needs for students can be met:
6.1.Build enough classrooms to support the projected population without the use of
portables.
6.2 Build an Instrumental music classroom.
6 .3 Design and create a library facilitywith a minimum of 1200 sq. ft.
6.4 Design and create a computer lab with a minimum of 800 sq.ft.and the infrastructure
to support a minimum of 30 work stations.
2003 February 25...17
10.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
5.ACCOMMODATION STUDY COMMITTEE MINORITY REPORT -cont'd
For the Jeanne Sauve students at the Oxford Park School Site -cont'd
6. 5 Build a permanent gymnasium large enough to accommodate the total school
population at one time, with stage,storage room,sound system,change rooms,
showers,and kitchen facilities.
6. 6 Build a lunchroom facility.
6. 7 Allocate space for a health room.
6. 8 Build adequate washroom facilities to support the student and staff population.
6. 9 Designate adequate space for a staff room to support the staff population.
6.10 Renovate the office area to accommodate space for a principal's office, vice
principal's office,support staff washroom, reception area,workspace,and storage
space.
For the Empress and Oxford Park students at the Empress School Site
1.That sufficient bus drop off zones be created to accommodate the increased number of buses.
2.That a designated parent drop off and pick up zone be created.
3.That the Board negotiate with the Cityof London for proper signage to maximize traffic flow
and student safety.
4. That the Board negotiate withthe Cityof Londonfor an extended advance green at Oxford
Street and Whamcliffe Road to help accommodate the additional traffic.
5.That there is a minimum of a 1200 sq. ft.area designated as a Library.
6. That there is a minimum of an 800 sq. ft.area designated as a Computer Lab with the
infrastructure to support a minimum of 30 work stations.
7.That the instrumental music room be maintained.
8.That the after school program and space designated to the program be maintained.
9.That an appropriate space be renovated to create a lunchroom.
10.That an appropriate area be renovated to create change rooms for the gymnasium.
11.That the school be equipped for barrier free access.
12.That screens be installed on all the windows.
13.That the plumbinginfrastructure be reviewed and updated to ensure that the drinking water
source is safe.
14.That a PA system be installed in the gymnasium.
15.That consideration be given to providing air conditioning to the building.
16.That the condition of the asphalt paving be reviewed and repaired as needed.
20Q3 February 25...18
10.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
5.ACCOMMODATION STUDY COMMITTEE MINORITY REPORT -cont'd
For the Empress and Oxford Park students at the Empress School Site
17.That adequate parkingplaces be designated to support the staffpopulation plus 10 additional
visitor parking spots.
18.That if necessary,the Board negotiate with Empress UnitedChurch to provide the necessary
parking.
19.That shaded areas be created on the playground (i.e.,gazebo,mature trees)to replace shade
lost by the removal of mature trees from the boulevard to create the drop off areas.
20.That in the interest of student safety,al!Oxford Park students be bused to Empress.
21.That consideration be given to allow current Oxford Park staff to have to the option of a
position at the Empress school site.
22.That a joint committee representing the two communities have input into the decision for an
appropriate school name at the Oxford Park site.
23.That a prominent place be allocated within the Empress site building to acknowledge the
Oxford Park school's heritage and to display appropriate memorabilia.
24.Design or allocate space to accommodate the specialized programming of the combined
communities Including ESL, literacy support,learning support,and school support worker.
25.Design and create at least one seminar room.
26.Designate space for a before and after school program.
27. That buildingand renovation details at both the Empress and Oxford Park sites be developed
In consultation with members of the school communities.
The presenters indicated that it was the community's desire to maintain a comhiunity school.It
was expressed by survey and meetings that it was ovenvhelmingly against the move to Oxford
Park,and that Ifa dual track should not prove to be feasible,that they would like to see the original
proposal of Oxford Park to Empress and Jeanne Sauv§to Oxford Park -Option #3 opened for
review by the Committee.This did not occur during the study.The group,therefore,felt the
matter should be presented as a Minority Report to the Board.
They advised that,although they knew it was a difficult situation to ask to move a school at full
capacity,one might also consider that the population of each school only differs by 66 students.
(Empress - 147 &Oxford Park -213) with the larger difference in building size and capacity.
They advised that they believed that the proposal has long-term predictability and makes good
logistical sense and, inthe long term, would prove to be a realistic and viable solution for all.
The following arguments were presented:
• We appreciate that Jeanne Sauv6 population is a suburb-type school and regards the
Empress school area as a "downtown neighbourhood".The Oxford Park site would be a
better fit for the Jeanne Sauv6 community and Is more centrally located within their school
boundaries and closer to rapidly growing areas to the north and west.
A
2003 February 25...19
10.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
5.ACCOMMODATION STUDY COMMITTEE MINORITY REPORT -cont'd
•The Jeanne Sauve population will benefit from a shorter travel time to the Oxford Park school
site.Travei time is especially reduced considering the traffic congestion at the Wharncliffeand
Oxford intersection.To add at least 7 buses and a significantnumber of cars with parents
droppingtheir children offat schoolonlyadds tothe traffic congestion problemand heightens
the frustration many people feel over the trafficsituation In this part of London.
• The Jeanne Sauv6 populationwouldbenefitfroma site where buses can easily move inand
out.The TVDSB recently built a new front circular drive at the Oxford Park location.
Currently,one bus makes use of that expensive addition; 7 Jeanne Sauve buses would make
much better use of that feature.
• The Empress school building islargeenough to accommodate bothOxfordPark and Empress
students without the need for an addition to be built--a total of 360 students (213 Oxford Park
students and 147 Empress students).^
•The addition required at Oxford Park forthe Jeanne Sauv6 population would be similarin size
to the one needed forEmpress to move to Oxford Park.Using the figures provided bythe
Board,an addition for 130 students would need to be constructed.
•The Empress building would be within 81 students ofcapacity, thus making efficient use of
space,whilestillallowingroom for grovifth inour area and inthe Capulet subdivision forwhich
Empress is currently a holding school.Thus,the Board would have two schools at, or close
to capacity.If Jeanne Sauv6 was at Empress,this building would be about 100 students
under capacity with the requirement of 7 buses and the possibility of 9 at full capacity,
increasing an already difficult busing and traffic situation.There would also be Increased
busing costs.
• It was stated by the Jeanne Sauv6 community at the beginning of this study that there seems
to be more support intheircommunityfora move to OxfordPark than there was to Empress,
and that a move to a core location school could negatively affect enrolment at Jeanne Sauv6
School.Considering this, one could believe that Jeanne Sauv6 had shown willingness to
moveto Oxford Parkbut,inthe currentsituation,has onlyan acceptance tomovetoEmpress
as theironlyother option would be fordual tracking at Empress, to which they are strongly
opposed.
• The transportation concerns raised overhavingOxfordPark students move to Empress could
be answered with the same proposal and with Empress moving to Oxford Park,use the
Jeanne Sauv6 buses to shuttle Oxford Park students to and from the Empress school.
CONCLUSION:
• With the Information presented to the Empress/Jeanne Sauve/Oxford Park Accommodation
-Study Committee,we know that the City will continue to sprawl,at what rate,we are not sure.
However, it has been projected that the Oxford Park/Empress populations are projected to be
stable for the next 5 to 10 years,thus making the Oxford Park population move to the
Empress facilitya predictable move, keeping the new school community stable for years to
come.
• With the move of Jeanne Sauve to the Oxford Park facility,they have the flexibility for future
growth as the City does expand to the north. Ifthe Jeanne Sauv6 community was moved to
the Empress facility,the area would start out congested and the congestion will increase as
the Citygrows and the French immersion boundaries are redrawn. This would cause undue
congestion and stress to both the school population and the community as a whole.
2003 February 25...20
10.REPORT OF COMMITTEES -cont'd
G.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
5.ACCOMMODATION STUDY COMMITTEE MINORITY REPORT -cont'd
•It was stated by one of the committee members,"We only have one chance to do this right."
So please carefully consider all the information that has been presented tonight and make
your choice that will be beneficial to all the students and communities for years to come.
The following presentation to the Board by the Jeanne Sauve community,dated 2002 May 14,and
the Jeanne Sauve Town Hall meeting of 2002 May 06 was included.
Jeanne Sauv6 was built as a temporary school,and we have certainly surpassed the half-life of
our "port-a-pac"building. Health issues have arisen and the school has become costly to
maintain.Clearly the school needs a permanent structure within the next few years.On these
grounds,some parents would support the move to Empress,a lovely,bright school.However.
Whitehills and the area just north and west of us is one of the fastest growing areas of London.
Moving us to the eastern limits of our boundaries away from projected growth is perhaps a self-
limited solution;itwill be necessary in the not too distant future to re-establish the school in the
north-west.
It was clear at our meeting that we have a divided community.It is possible that a move to
Empress could result in a grave drop in our enrolment,once again leaving the Empress building
under-capacity.Two school communities would have been disrupted without long-term gain.
However,we have many parents who are eager to explore the accommodation problem in depth.
We therefore strongly urge the trustees to commit to an accommodation study so that
representatives from the Jeanne Sauv6,and the Empress communities can work with the TVDSB
and trustees to find the best permanent solution to this accommodation issue.
Jeanne Sauv6 Town Hall Meeting -2002 May 06
Currently,approximately 50% of the school population at Jeanne Sauv6 walks to school.This
figure would clearly change (increase)with a move to Empress.As well,some parents have said
that they would withdraw their child(ren)from Jeanne Sauv§ifmoved to Empress.Therefore we
have considerable concern that such a move to a core-location school will negatively affect the
enrolment at Sauve.This could also have a rebound effect on neighbourhood schools'enrolment
such as Wilfrid Jury, EmilyCarr, Orchard Park, and Sherwood Forest to name a few. Many of
these schools are already over capacity.
The possibility of Jeanne Sauv6 moving to Oxford Park school (and the Oxford Park population
moving to Empress)has been considered by many of our parents.Clearly Oxford Park has a
better physical layout forbusing as well as student drop-off/pick-up,a major safety concern forour
parents.More ofour students could SAFELYwalk to Oxford Park and because itis slightlymore
centrally located within our school boundaries than Empress,likely there would be less of an
increase inbusingtoOxfordPark(and therefore less increase intransportation costs).Generally,
there seems to be more support within our community for a move to Oxford Park than there is to
Empress.
Chairperson Bennett thanked Mr.Mitchell and Mr.Doneffforan informativereport. Supt.Gryseels
assured the presenters that time will be scheduled for subsequent reports and publicinputin order
to give everyone an opportunity to address the Board regarding the Accommodation Study.
2003 February 25...21
10.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
6.ALDBOROUGH,DUNWICH-DUTTON &WEST ELGIN SR.ELEMENTARY SCHOOL
ACCOMMODATION STUDY COMMITTEE
Supt.Gryseels provided an update on the status ofthe Aldborough, Dunwich-Dutton &West Elgin
Sr. ElementarySchools Accommodation StudyCommittee noting the Committeewas requesting
an extension of the deadline for reporting to the Board.
He advised that the Committee meton2002 December 09, 20033 January 13,27 and February
03.The minutes of the meetings have been posted to the Boards v/ebsite fwvw.tvdsb.on.ca^
under the heading "Accommodations Study Area". The Committee is not ready to make
recommendations and requested that an extension to 2003 March 18 be considered in order to
complete the study.
The follov\/ing recommendation was moved by Trustee Peters and carried:
That the Board grant an extension of the final report of the Aldborough,Dunwich-Dutton &
West ElginSr.Elementary School Accommodation Study Committee until2003 March 18.
7.EAST OXFORD/SWEABURG ELEMENTARY SCHOOL ACCOMMODATION STUDY
COMMITTEE
J.Empringham,Superintendent of Education,presented a status report of the activities of East
Oxford/Sweaburg Elementary School Accommodation Study Committee.
The Committee met on 2002 December 11,2003 January 09,16,23 and 30 and the minutes
posted to the Board's website fwww.tvdsb.on.ca)under the heading "Accommodations Study
Area".The'Commlttee has determined thatis not ready to make recommendations to the Board
at this time and requested a reporting extension to 2003 March 18 Committee of the Whole
meeting in order to complete the work required.
The following recommendation was moved by Trustee Anstead and carried:
That the Boardgrant an extension ofthe final report ofthe East Oxford/Sweaburg Elementary
School Accommodation Study Committee until 2003 March 18.
8.MAPLE LANE/ELLIOTT FAIRBAIRN SCHOOL ELEMENTARY ACCOMMODATION STUDY
COMMITTEE
M.Sereda,Superintendent of Education, provided a status report of the activities ofthe Maple
Lane/Elliott Fairbairn Elementary School Accommodation Study Committee.
The Committee met on 2002 December 04,2003 January 09,22,and 29 and the minutes posted
to the Board's website fvww.tvdsb.on.cal under the heading "Accommodations Study Area".The
Committee requested an extension to report at the 2003 March 18 Committee of the Whole with
a decision or an administrative response at the 2003 March 25 Board meeting.
The following recommendation was moved by G.Hart and carried.
That the Board grant an extension of the final report of the Maple Lane/Elliott Fairbairn
Elementary school Accommodation Study Committee until 2003 March 18.
2QQ3 February 25...22
10.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
9.INVESTIGATE REVENUE GENERATION FOR THE BOARD
J. Emprlngham,Superintendent of Education, Introduceda report containingthe observations of
an investigation into revenue generation for the Board's consideration.
He noted that the TVDSB does not have an economic development strategy in place.However,
there are opportunities for the Board to generate significant amounts of revenue and In-kind
services to support student learning and, at the same time,reduce budget pressures.A committee
comprised ofJ.Tllley,Supervisor of FinancialReportingand Accountability;C. Anger,Principal,
Giencoe DHS; M.Macdonald,Vice-Principal,Medway HS; C.Cushman,former Principal: T.
Robertson,Principal, Oliver Stephens PS;and J.Emprlngham,Superintendent of Education,met
and developed the following eight recommendations:
That an Economic Development Committee,involving Board staff and community and
corporate representatives,be established immediately;
That the committee develop appropriate policies,procedures,and guidelines to support a
strategy that will enable the Board to become actively involved Inthe identificationof revenue
generation ideas;
-That revenue generation strategies be both global and school specific with an emphasis on
school revenue;
That revenue generation strategies facilitate opportunities at the school level (eg school
charitable donation numbers);
That a resource manual for describing revenue generation ideas for schools be developed;
That an Investigation of revenue generation strategies in other public sector environments
occur;
That corporate partnerships be developed to support learning needs;
That the Board investigate the potential for hiring or contracting a person or firm to lead the
economic development strategies.
Mr.Emprlngham advised that fund raising and revenue generation are notactivities withwhichthe
Board has either experience or expertise.It is expected that a contracted company would raise
more funds,even if paid a percentage or fee,than the Board could raise on its own.
He explained that It was understood that this initiative does not conflictwith the Thames Valley
Foundation.Where the Foundation Is arms-length from the Board,Economic Development
Initiatives are directly related to specific schools and the Board,with funds raised to be managed
at the school or Board level.The Initiatives developed foster and encourage local school-
community relationships that personalize the Involvementofthe local communities Intheir schools.
Revenue generation ideas Include:
Royal Bank affinity cards to provide revenue to schools and the Board. The Royal Bank has
already expressed Interest In this Initiative;
Corporate loyalty cards whichwouldretum money to schools.McDonalds, Burger King,Pizza
Hut, Bell Canada already have such initiatives In place In other places;
2003 February 25...23
10.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
9. INVESTIGATE REVENUE GENERATION FOR THE BOARD,cont'd
Invite corporate sponsorship ofschooi activitiesand groups.Corporate logos in schools and
on uniforms already exist;
Produce Board calendars with corporate sponsors;
Invite corporate logos on Board stationery to support corporate partnerships in public
education;
Encourage in-kind donations at the school and district levels.
The following recommendations were included inthe report:
That a system Economic Development Committee be created to investigate revenue
generation for the Board
or
That the Board decide not to create an Economic Development Committee
or
That administrationdevelop a policy and procedure tooutlineBoard expectations for revenue
generation
or
That the Board take no action regarding revenue generation at this time.
The following motion was moved by P.Jaffe and carried:
That the recommendations related to creating an Economic Development Committee be
referred to the Director to consult with the Committee and the Thames Valley Education
Foundation and bring a reportbacktothe Board prior tothe end ofthe 2003 schoolyear.
10.MONTHLY FINANCIAL REPORTING
The Administration presented the Financial Statements forthe month ending 2002 December 31.
The year-to-date activities were reflected in the reports and included a summaryofrevenues and
expenditures by area and type.
Jane Roth,Manager,Financial Services,provided clarification regarding revenues relating toFirst
Nations Tuition Fees,and Fee Paying Student Tuitions.
The Administration responded to questions posed by Trustees.
B. Greene, ExecutiveSuperintendent, Business Services, advised that the Education Equality
Task Force Report contained a recommendation for multi-year funding increases that would
impact School Renewal Grants.C.Murphy,Executive Superintendent,Program Services,advised
that the three draft First Nation Tuition Agreements are nearing completion.A letter is being
drafted for submission by the end of 2003 March to Harrison Pensa requesting a review of the
Agreements.
11.NATIVEADVISORY COMMITTEE,2003 January 14
Trustee P.Schuyler advised that the Native Advisory Committee meeting scheduled for 2003
January 14 was cancelled due to the lack of a quorum.
2003 February 25...24
10.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
12.REPORT OF THE TRUSTEE PROFESSIONAL DEVELOPMENT COMMITTEE
2003 January 28
3:30 p. m.-4:30 p.m.
MEMBERS PRESENT ADMINISTRATION
S.Peters P.Jaffe S.Pullam
8.Deller (+3:40)
1.APPROVAL OF THE AGENDA -The Agenda was approved.
2.ELECTION OF 2003 CHAIR
Peter Jaffe and Sharon Peters were elected as Co-Chairs of the Trustee P.D.committee for 2003.
3.2001-2002 TRUSTEE P.D.BUDGET
The 2001-2002 Trustee P. D.Budget was discussed.Ten out of 13 trustees utilized their P.D.
funds to participate in various P.D.opportunities throughout the year.
As per Board recommendation of December 18, 2001,surplus P.D. funds were placed in a
deferred reserve account at the end ofthe 2001 -2002 budget year for use afterthe next municipal
election for the purpose of P.D.use for newly elected trustees and new trustee in-service.The
surplus for 2001-2002 was $7,121.00.
4.OTHER BUSINESS
There was some discussion regarding #7 of the P.D.Committee's recommendations of 2001
December 18.It was felt that there needed to be some clarification.
Recommendation #7 currently states "That at the end of each financial year any budget excess
from trustee accounts and OPSBA membership fees be put into a reserve fund for P.D.use for
newly-elected trustees after the next municipal election,to a maximum of $10 000".There was
discussion related tothe maximum amount and whether $10 000 would be adequate if there were
several new trustees elected.The increase in cost of new trustee conferences and the need for
more and better new trustee in-service warrants the amount to be increased to $15 000.
The Intentof the recommendation was that excess fromthe trustee P.D.account would be pulib
reserve,not excess from all Trustee accounts."OPSBA membership fees"should be removed
from #7 as #1 of the recommendations which states "That the OPSBA membership fee budget line
be moved to the corporate area of the Budgef covers that item.
Motion by Peter Jaffe to amend #7 of the recommendations to state "That at the end of each
financial year any budget excess fromthe trustee P.D.account be put intoa reserve fund for P.D.
use for newly elected trustees after the next municipal election,to a maximum of $15 000".
Seconded by Sharon Peters.
Atthe 2002 April 09 Trustee P.D. Committee meeting, the Committee received a request bythe
BylawReview Committee for funding for the purpose ofa Trustee Professional Development In-
service related to Board bylaws.The committee approved an amount not to exceed $500.00.
This in-service was provided to the trustees In2003 January.The P.D.Committee agreed that
$500.00 would be provided from the Trustee P.D.account and the remainder of the cost of the in-
service would be paid from excess trustee accounts.
2003 February 25...25
10.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
12.REPORT OF THE TRUSTEE PROFESSIONAL DEVELOPMENT COMMITTEE,cont'd
The Committee will ask the Chair of the Board to stress to the Chair of the Bylaw Review
Committee that inthe future, they should attempt to keep the costs within the approved amount.
The 2002-2003 budget for Trustee P.D. is $19 760 whichwould provide each trustee $1 520 for
individual P.D. Four trustees have committed to attend the OPSBASymposium in February,one
trustee will be attending a TVDSB Leadership Conference and one trustee has committed to
attending the OPSBA Labour Relations Symposium inMarch.One trustee has also Indicated his
intent to attend the CSBA Conference in Winnipeg in July. The OPSBA AGM will be held in
Niagara Falls, in June. It was suggested that trustees indicate their Intent to attend any
conferences,symposiums and the like as soon as possible(nolaterthan April 01)tothe Trustees'
Administrative Assistant.Forms are available.
5.DATE AND TIME OF NEXT MEETING:
Next meeting is scheduled for 2003 Tuesday,March 25, 4 pm - 5 pm, Middlesex Room. A
meeting of the P.D.Committee may be called prior to this date if the need arises.
6.ADJOURNMENT
The meeting adjourned at 4:30 pm on motion of S.Peters.
RECOMMENDATION:
1.That#7 ofthe Recommendations of2001 December 18 Boardmeetingbe amended and approved
to read "That at the end of each financial year any budget excess from the trustee P.D.account
be put intoa reserve fundforP.D.use fornewly-elected trustees afterthe next municipal election,
to a maximum of $15 000."
13.
P.JAFFE/S.PETERS,
Co-Chairpersons
The recommendation was moved by P.Jaffe and carried.
REPORT OF THE BYLAW REVIEW COMMITTEE 2003 February 04
6:00 p.m.-6:30 p.m.
MEMBERS PRESENT
T.Roberts (Chair)
J.Bennett
Regrets:P.Jaffe
D.Anstead
J.Hunter
ADMINISTRATION AND OTHERS
B.Bryce B.Greene
S.Christie
1.APPROVAL OF AGENDA -The agenda was approved on motion of J.Hunter.
2.CONFLICTS OF INTEREST -none declared
2003 February 25...26
10.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
13.REPORT OF THE BYLAW REVIEW COMMITTEE,cont'd
3.DRAFT BANKING BYLAW 5:CAPITAL RELATED DEBT -PRE-AMALGAMATION
JANUARY 1,1998
Executive Superintendent Brian Greene joined the meeting to discuss the recommendation to
approve Banking Bylaw No.5 which would authorizetheTrustCompanyforthe 55SchoolBoard
Trust to make banking arrangements on behalf of the Thames Valley District School Board. He
advised that this bylawfalls InlinewithBylaw4 and has been prepared by the solicitor acting for
the school boards.
The following motion was moved by D.Anstead and carried:
That draft Banking BylawNo.5: Capital Related Debt-Pre-amalgamation 1998 January 01 -
Banking be approved.
4.ADDITIONAL ITEMS
Chair Roberts advised that presenter Peter Angelini has offered to conduct a seminar on"Howto
Run Effective Meetings"for Thames Valley trustees,Senior Administration and neighbouring
boards,councils or organizations who may also want to participate in the session.
It was agreed that Chair Roberts will contact areas boards to determine their interest and that the
matter will be discussed with the Trustee Professional Development Committee.A decision will
be made at the next meeting.
5.NEXT MEETING DATE
The next meeting was scheduled for 2003 February 21 from 11:00-1:00 p.m. in the Governor
Simcoe Room.
6.ADJOURNMENT -The meeting adjourned at 6:30 p.m. on motion of J.Bennett.
RECOMMENDATION:
1.That Banking Bylaw No. 5: Capital Related Debt -Pre-amalgamation 1998 January 01 -
Banking be approved.
T.ROBERTS,
Chairperson
The recommendation was moved by T.Roberts and carried.
2003 February 25...27
10.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
14.REPORT OF THE BUDGET ADVISORY COMMITTEE
2003 January 28
4:30 - 5:00 p.m.
MEMBERS PRESENT ADMINISTRATION AND OTHERS
P.Jaffe P.Sattier(Chair)B.Bryce C.Dennett
S.Peters J.Bennett B.Greene S.Christie
Trustee Visitors:T. Roberts, J. Hunter,S.Deller,D.Anstead,L.Stevenson (-4:50)
1.APPROVAL OF AGENDA - The agenda was approved.
2.CONFLICTS OF INTEREST -none declared
3.ELECTION OF COMMITTEE CHAIRPERSON
Executive Superintendent Brian Greene lead the election of the 2003 Committee Chair.Trustee
Sattier was nominated and elected by acclamation.
4.UPDATE ON BUDGET PROCESS
Supt.Greene provided an overview ofthe budget process and discussions to date.He described
plans to establish the Budget Development Group (BDG),eliminating the 2002-03 deficitand the
recently-announced Ministry funding whichIndicatesa more positive fiscal picture.Itisexpected
thatthe funding announcements will bemade in March as well as Information relatedto multi-year
funding.
The Budgetassumptions will be developedforthe next meeting and iocal priority issues will be
considered.Administration is pulling information together to build the budget and address local
priorities.It wassuggestedthat Information be posted onthewebtogather public input on priority
issues.Itwas further suggested that a noticebe posted once funding figures are received and
action related to the Rozanski report is known,likely in April.
Supt.Greene responded to questions posed by trustees.
5.FUTURE MEETING DATES
The next meeting was scheduled for Tuesday,February 11 at 3:30 p.m. inthe Governor Simcoe
Room.
6. ADJOURNMENT- The meeting adjourned at 5:00 p.m.
RECOMMENDATIONS:none
P.SATTLER,
Chairperson
2Q03 February 25...28
10.REPORT OF COMMITTEES -cont'd
0.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
15.REPORT OF THE DIRECTOR/SYSTEM REVIEW COMMITTEE
2003 January 28
3:07 p.m.-4:30 p.m.
MEMBERS PRESENT ADMINISTRATION AND OTHERS
J.Hunter (Chair) T.Roberts B. Bryce 8.Christie
J.Bennett L.Stevenson
Absent:S.Deiler,D.Stewart
1.APPROVAL OF AGENDA -The agenda was approved on motion of T.Roberts.
2.CONFLICTS OF INTEREST -none declared
3.ELECTION OF COMMITTEE CHAIRPERSON
The Director presided overthe election of the 2003 Committee Chairperson.Trustee Hunter was
nominated and elected by acclamation.
4.REVIEW OF COMMITTEE MANDATE
Chair Hunter described the background to establishing the committee and provided an historical
overviewof the workofthe committee.The mandate, approved bythe Boardon February22,
2000,was discussed.She described the rationale for providing a report to the Board in the fail
and linking the Attainment of Our Vision Initiative to a system review.
Itwas suggested that a process be put in place foran annual assessment of system growth.In
the report,the Directorwouldadvise the Boardofthe system's major areas of emphasis,address
areas thatrequire additional consideration,include suggestions by trustees and providea process
for accountability.
The Director described the current planning process for system operations and initiatives. It was
suggested that any new initiatives be accompanied with a business plan including goals,
implementation and evaluation, and that the committee serve as a sounding board to
Administration.
Discussionsurrounded whetherthe original mandate has been accomplished noting the system
has evolved to the next level since the 1998 amalgamation.The Director advised that the
Information Committee of the Whole has been an ongoing forum to update trustees on the work
ofthe AttainmentofOur Vision initiative.A compilation report is prepared in April providing an
update of system accomplishments for the previous year related to the Vision which also serves
as the annual report to the Ministry.
It was noted that the committee Includes an accountability factor and should,therefore,receive
information on new Initiatives as they are planned as well as have an opportunityto dialoguewith
the Director on system processes and priorities,evaluate system growth and plan future
directions.
It was suggested that the Committee be renamed "Director and System Initiative Review
Committee"to better describe its mandate.
it was agreed that:
the Committee should serve as a sounding board;
the Committee would meet twice In 2003 to receive the concepts on new initiativesfrom
the Director and provide input.
2003 February 25...29
10.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
15.REPORT OF THE DIRECTOR/SYSTEM REVIEW COMMITTEE .cont'd
4.REVIEW OF COMMITTEE MANDATE,cont'd
T.Roberts moved the follow^ing motion:
Thatthe Committeereconvene In Febnjary toexamineItsmandate w/lth a viewto determining
the need for the committee to continue.
5.DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for February 25 from 3:00-4:30 p.m. in the Governor Simcoe
Room to continue discussion on the Committee mandate.
6.ADJOURNMENT -The meeting adjourned at 4:30 p.m.
J.HUNTER.
Chairperson
16.REPORT OF THE POLICY WORKING COMMITTEE
2003 February 04
4:00 p.m. -5:45 p.m.
MEMBERS ADMINISTRATION AND OTHERS
D.Anstead (Chair) T.Roberts B. Bryce C. Murphy
8.Peters J.Bennett S. Christie P.Gryseels
Regrets:P.Jaffe,P.Sattler
Trustee Visitor:L.Stevenson
J.Thorpe C.Graves
1.APPROVALOF AGENDA- The agenda was approved on motion of 8.Peters.
2.CONFLICTS OF INTEREST-none declared
3.COMMITTEE REPORT OF 2003 January 7 and Tracking Sheet - provided for Infomiatlon
4.INTRODUCTION OF DRAFT POLICY/PROCEDURE
a. Policy:Religious Observances
Executive Superintendent John Thorpe described the draftpolicyon Religious Observances noting
the document has been reviewed and vetted by all Interested organizations and Is consistent with
labour law.
The policy recognizes the right of employees under the Ontario Human Rights Code to
employment without discrimination based upon creed.Inaddition, the policy sets out criteria for
grantingleave withpay for employees to observe religiousholydays as providedforInemployee
agreements.
2003 February 25...30
10.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
16.REPORT OF THE POLICY WORKING COMMITTEE,cont'd
4.INTRODUCTION OF DRAFT POLICY/PROCEDURE,cont'd
a. Policy: Religious Observances,cont'd
The following motion was moved by T.Roberts and carried:
That the draft Policyentitled"Religious Observances - AccommodationofStaff"be posted to
the Board's web site for 30 days for public input.
b.Independent Procedure:Communicable Disease Procedure -Employees
Supt. Thorpe also described a draft independent procedure, "Communicable Disease Procedure -
Employees."The document advises employees ofthe steps they should take to ensure that their
immunization against communicable diseases is current.It recommends at each stage of
employment what is required to limit the spread of communicable diseases and indicates where
employees can acquire fact sheets about communicable diseases from their area Public Health
Unit.
The following motion was moved by T.Roberts and carried:
That the Independent Procedure:Communicable Disease Procedure -Employees be posted
to the Board's web site for 30 days for public input.
5.CONSIDERATION OF POLICY/PROCEDURE FOLLOWING PUBLIC INPUT
a.Public Input on the independent Procedure:French as a Second Language:Immersion and
Extended French
Executive Superintendent Cathy Murphy described the 12 public responses received on the
Independent procedure "French as a Second Language:Immersion and Extended".
Amendments to Sections 3.4 and 4.1 were recommended and,approved.
The following motions were moved by T.Roberts and carried:
That the recommended amendments be included in the independent procedure related to
French as a Second Language:Immersion and Extended be approved.
That the Independent Procedure:French as a Second Language:Immersion and Extended
French be forwarded to the February 25,2003,Board for information.
b.Amendments to the Policy and Procedures re TwInning/De-Twinning of Schools
Executive Superintendent Peter Gryseels described public input received on the Twinnlng/De-
twinning of Schools policy and procedures related to the length of time for the community to
respond and safety.
He suggested that Section 4 of the procedure be amended to allow three months before a report
Is taken to the Board to allow the community to provide input.The suggestion was endorsed by
the committee.
The following motion was moved by S.Peters and carried:
That the policyon Twinning/De-twInning of Schools be forwarded to the February 25, 2003,
Board for approval and the supporting procedure for Information.
2003 February 25...31
10.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
16.REPORT OF THE POLICY WORKING COMMITTEE,cont'd
6.DRAFT POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION -none
7.SUGGESTED POLICY/PROCEDURE REVISIONS
a.Revision to Independent Procedure:Promotional Practices:Selection Procedures and
Appointment of Learning Supervisors
Superintendent Murphy described amendments tothe Independent Procedure related to Selection
Procedures and Appointment ofLearning Supervisors noting amendments have been broadened
to include a candidatewhois qualified as a principal butisnotpresentlya principal,vice-principal
or inthe administrative pool to applyfora position of Learning Supervisor. Other changes are in
accordance with the current collective agreement. She confirmed that positionsare posted and
interviews held.
She will amend the wording ofthe posting to confirm that candidates are to be currently in the
system. She will consider amendments to the Role of the Learning Supervisor in defining the
position.
The following motion was moved by S.Peters and carried:
That the Independent Procedure:Promotional Practices:Selection Procedures and
Appointment of Learning Supervisors as amended be posted on the Board's web site for 30
days for public input.
8.POLICY REVIEW
a.Discussion re Review Process
A process to initiatea reviewof Board policieswas discussed.Itwas suggested that:
- each department maintain a hard copy ofthe policies forwhichthey are responsible;
- that policies be dividedby department of responsibility;
- that policies be postedtothewebbyan assigned numberanddepartmentof responsibility;
-that policies be numbered chronologically with any supporting procedure numbered
accordingly;
-that a set of 4-5 policies be reviewed at each meeting.Suggested revisions will be
forwarded to the appropriate superintendent for consideration.
b.Review of Business Services Policies
It was agreed that the Business Services and Director's Services policies will be discussed at the
March meeting,time permitting.
9.OTHER BUSINESS
a.Ontario Curriculum,Native Languages,MOE Policy/Program Memorandum 91A re IP:First
Nations Language Instruction
Learning Supervisor Charmaine Graves joined Superintendent Murphy to discuss posting the
Independent Procedure:First Nations Language Instructionto the web site inits completed form.
Superintendent Murphy described the background to the process of submitting the document to
the Board and responded to a question raised by a trustee when it was presented to the Board
regarding why Thames SS was not includedinthe procedure.She clarified that,traditionally,the
number of students who would access a native language course at Thames has been too lowto
offer the course.The students are able to avail themselves of the course offered at Beal SS and
have done so in the past.
2003 February 25...32
10.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
16.REPORT OF THE POLICY WORKING COMMITTEE,cont'd
10.OTHER BUSINESS
a.Ontario Curriculum,Native Languages,MOE Policy/Program Memorandum 91A re IP: First
Nations Language Instruction,cont'd
The following motion was moved by S.Peters and carried:
That the Independent Procedure:First Nations Language Instruction be posted to the Board's
web site.
11.ADJOURNMENT
The meeting adjourned at 5:42 p.m., on motion of S.Peters.
Next Committee Meeting Date:Tuesday,2003 March 04.
RECOMMENDATION:
1.That the policy on TwInning/De-twinning of Schools,be approved.
D.ANSTEAD
Chairperson
The recommendation was moved by D.Anstead and carried.
17.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE
2003 February 04
7:00 p.m. -9:50 p.m.
ADMINISTRATION AND OTHERSMEMBERS
T.Roberts,
Chair
J.Hunter
D.Anstead
S.Peters
P.Schuyler
M.McTaggart
J.Bennett
L.Stevenson
A.Cartier
B.Bryce
P.Gryseels
B.Greene
C.Murphy
J.Thorpe
M.Sereda
D.Blair
Regrets:G. Hart, P.Sattler,P.Jaffe,D.Stewart
Absent:S.Deller
B.Tucker
L.Hutchinson
K.Wilkinson
K.Dalton
G.Jazey
K.Bushell
S.Dawson
L.Crossley
C.Mackenzie
S.Christie
W.Scott
D.Bradford
C.Dennett
1.APPROVAL OF AGENDA-The agenda was approved on motion of L.Stevenson.
2.CONFLICTS OF INTEREST -No conflicts of interest were declared.
3.DIRECTOR'S ANNOUNCEMENTS-none.
4.SECONDARY SCHOOL REFORM AND STUDENTS IN THE DOUBLE COHORT
B.Bryce, DirectorofEducation,opened the presentation regarding Secondary School Reformand
addressing the large number of students inthe Double Cohort. He acknowledged the pressures
faced at the secondary level as school programs,moving from fiveto four years,coincide with the
Introduction of new rigorous,higher standards,new curriculum and the reorganization of courses.
2003 February 25...33
10.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
17.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE,cont'd
4.SECONDARY SCHOOL REFORM AND STUDENTS IN THE DOUBLE COHORT,cont'd
C.Murphy,Executive Superintendent,and L.Crossley,Learning Supervisor,Program Services,
described implementation of the new four-year secondary school program and provision for
students in the double cohort.Supporting documentation was distributed.
She advised thatstudents presently enrolled in Grades12and OAC (Ontario Academic Credit)
are partofwhat will be the singlelargest increase inpostsecondary enrolment in a generation.
These students are in the "double cohort,"created whenthe first students In the new four-year
high school program will graduatethesameyearas those in the OAC yearofthe former five-year
program.
The Information presented focusedon the Implementation ofthe restructuredsecondary school
program and highlighted the progressand aspirations ofstudents In the new four-year cohort.
Dr.R. Hams, Provost and Registrar;and L.Gribben,Manager of Admissions,University of
Western Ontario;R. Rodgers,Curriculum Consultant and R. Stevens, Associate Registrar,
Fanshawe College; and C. Fleisser, Training Manager,Labourers'International Union of North
America (LIUNA),presented observations,piansandpressures as postsecondary institutions and
the workplace prepare for the double cohort.
The policy and program changeofthe restructured secondary school program (course types,
program options,diploma requirements)were reviewed.Strategies undertakenbythe Ministry,
the Board and iocal schools to implement secondary school reform Initiatives were described and
the findings of the "Double Cohort Study:Phase 2" highlighted.Statistics related to how
successfully students inthe restructured program are progressing toward graduation were also
presented.
Trustee Roberts thanked all participants for a very informative presentation.Presenters
responded to questions posed by trustees.
5.SHOPPING CART:ON-LINE PURCHASING
B.Greene,Executive Superintendent,and S.Dawson,Manager,Business Services,described
the evolutionof the Supply Management on-line purchasing system.
C.MacKenzie,Supply Management, demonstrated the purchasing electronic system and the
process for accessingand shopping atthe "Web Store".This application,developed bythe Supply
Managementand Information Technology staff,provides teachers and staff with the ability to
access and purchase resource and learning materials, equipment, and supplies needed in the
classroom and the workplace.
The automated system is a homegrown computer applicationwritteninthe Oracle programming
language using in-house resources.Ms.MacKenzienoted the Board's e-procurement system is
one ofthe most progressive purchasing, requisitionand tendering systems inthe province.
Supply Management's future plans include focusing on linksfrom the Web Store to the Distribution
Centre to allow one-stop shopping as well as on-line/interactive disposal of surplus furniture and
equipment.In establishing a Supplier Portal to provide a seamless linkfrom the Board's Web Site
to SupplierWeb Sites , It will be possible to download orders, update delivery dates,and post
catalogues and electronic invoices.Administration responded to questions posed by Trustees.
Chairperson Roberts commended theSupply Management stafffortheircommitmentto Improving
business dynamics through the implementation of tliis innovative on-line purchasing system.
DirectorBryce commented onthe effortsofthe Supply Management team indevelopinginnovative
solutions to address the many complex and diverse purchasing issues across the District.
2003 February 25...34
10.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
17.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE,cont'd
6.PUPIL ACCOMMODATION GRANTS
B.Greene,Executive Superintendent,Business Services introduced a report regarding the Pupil
Accommodation Grants.
K.Bushell,Projectand Maintenance Manager,provided the following descriptionofthe funding
allocation inthe operation ofall Facility Services functions.
The Board's Facility Services department is responsible for the custodial, site operations,
maintenance,school renewal and capital projects for all facilities are comprised in excess of 10
million squarefeet of buildings on197sitesacross District with a replacementvalueof$1.1 billion.
PUPIL ACCOMMODATION FUNDING
The fundingto operate ail Facility Services functions is generated fromthe PupilAccommodation
Grants which consists of the following categories:
School Operations
• The School Operations Grant funds are used for heating,lighting,cleaning, routine and
preventive maintenance of all facilities.Funds may be transferred to other expenditure
categories.
School Renewal
•The School Renewal Grant is used to provide safe and functional facilities.Funds may be
used to construct new pupil places infuture years.Unused funds in any year are transferred
to a reserve fund restricted for School Renewal or New Pupil Places.Funds may not be
transferred to any other funding envelope
New Pupil Places
There are two ways to qualifyfor this funding-through Enrolment in Excess of Capacity or
Enrolment Pressures,it must be used to construct new pupil places only and unused funds
in any year are transferred to a reserve fund to construct new pupil places infuture years.
Funds may not be transferred to any other funding envelope
SCHOOL OPERATIONS GRANT (2002-03 - $ 52.3M)
The School Operations Grant is used to heat,light,clean and undertake ongoing maintenance of
schools.Manyofthe costs funded bythisgrant are fixedsuch as wages and benefits,utiljties and
service contracts.A graph illustrating the allocations of the grant was presented.This grant is not
ina protected envelope and may be used to fund other areas within the Board.
Funding Formula
The School Operations Grant is based on the student enrolment for elementary,secondary and
adult education panels using the following formula:
Grant =Enrolment x Benchmark Area Per Student x Supplementary Area Factor
X Benchmark Cost per sq.ft.
The benchmark area per student is 100 square feet for elementary and adult education and 130
square feet for secondary.The supplementary area factor is used to compensate for schools
which were constructed larger than the above noted areas.The benchmark cost per square foot
is $5.20.
2003 February 25...35
10.REPORT OF COMMITTEES-cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
17.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE,cont'd
6.PUPIL ACCOMMODATION GRANTS,cont'd
The Board also receives top-up funding forschools operating at less than 100%capacity. The
top-up funding will increase the Operations Grant allocation for a school up to 100%.The
maximum top-up allocation per school is 20% ofthe surplus On The Ground (OTG)capacity;
therefore,any school operating at less than 80%capacity Is not fully funded.
2002-03 School Operations Grant
ELEMENTARY
Elementary Enrolment x 100 sq.ft.x 1.00 (Supplementary Area Factor) x $ 5.20 per
sq.ft.
53,030.49 X 100 sq. ft. x 1.00 x $ 5.20 per sq. ft. =$27,575,855
SECONDARY
Secondary Enrolmentx 130sq.ft.x 1.053(SupplementaryArea Factor)x$5.20 per
sq.ft.
26,449.79 x 130 sq. ft.x 1.053 x $ 5.20 per sq. ft. =$18,827,701
ADULT EDUCATION
AdultEnrolmentX100sq.ft.x 1.053(SupplementaryArea Factor)x $ 5.20 per sq.ft.
1,162.79 X 100 sq. ft. x 1.053 x $5.20 per sq. ft. =$636,697
TOP-UP FUNDING $5,298,817
TOTAL SCHOOL OPERATIONS GRANT =$52,339,070
The School Operations Grant does not generate fundingfor portions of schools operating below
80%capacity,portable classrooms or administrative buildings.
SCHOOL RENEWAL GRANT(2002-03 - $10.0M)
The School RenewalGrant isto be used formajorprojectswhichtake into account the life-cycle
of schools.Items which normally would be included in School Renewal funding are fire and life
safety upgrades,program enhancement,health and safety issues,barrier-free access,septic
systems and municipal services,roof restoration and replacement,boiler,heating,ventilation and
air conditioning system replacement,electrical services and upgrades,fire alarm replacement,
window replacement,grounds and asphalt upgrades and other projects that renew the basic fabric
of the building.
2003 February 25...36
10.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
17.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE,cont'd
6.PUPIL ACCOMMODATION GRANTS,cont'd
The School Renewal Grant may also be used to construct New Pupil Places.This grant is in a
protected envelope and may only be used for School Renewal or New Pupil Places.Funds not
utilized in anyyear remain in thereserve fundand arecarried forward forSchoolRenewalinfuture
years.
Funding Formula
The School Renewal Grant is based on the student enrolment for elementary,secondary,and
adult education panels using the followingformula:
Grant =Enrolment x Benchmark Area Per Student
X Benchmark Cost per.sq.ft.
The Benchmark Area per Student is 100 square feet forelementary and adulteducation, and 130
square feet for secondary. The BenchmarkCost per sq. ft. is based on a weighted average
between $ 0.64 and $ 0.96 per square footwiththe weighting reflectingthe area of schools under
and more than 20 years of age respectively.
The Board's weighted average forthe elementary panel is$ 0.89 per square footwith81% ofour
elementary school area older than 20 years.The weighted average forthe secondary panel and
adult education is $ 0.94 per square foot with 94% of our secondary school area older than 20
years.
The Ministry also allocatedan additional $967 267 as a top-up allocation tothe School Renewal
Grant for 2002-03,bringingthe School Renewal Grantforthe Boardto $ 9 493 783forthe current
year.
NEW PUPIL PLACES
Enrolment in Excess of Capacity (2002-03 - $O.OM)
Boards whose elementary or secondary Average Daily Enrolment (ADE)exceeds the New Pupil
Places capacities of their schools will be eligiblefor this funding. Since the Board's capacity in
both elementary and secondary panels are less than 100%the Board does not qualify for this
Grant.
Enrolment Pressures Grant (2002-03 Funding $ 3.4M)
This grant provides funding to boards that are not eligible for Enrolmentin Excess of Capacity
Grants to address significantand persistent enrolment pressures at specific schools e.g. Plattsville
and Parkview P.S.additions.
Funding is based on actual enrolment at any elementary or secondary school exceeding the
OnThe Ground (OTG)capacity ofthe permanent facilities at the school byat least 100 pupils
in each of the past two years (i.e. 2000-01 and 2001-02) and there is not sufficientsurplus
capacityat nearbyschools (i.e.forelementary within 8 km and forsecondary within 32 km)
to accommodate the excess enrolment at the school.
2003 February 25...37
10.REPORT OF COMMITTEES-cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
17.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE,cont'd
6.PUPIL ACCOMMODATION GRANTS,cont'd
• The Boardmayuse the Enrolment Pressure Granttoconstructnew pupil places atanyschool
or location it chooses,but the new pupil places generated for a school are added to theirOTG
capacity,if not used within the 8 or 32 km catchment area.
Funding Formula
The Enrolment Pressures Grantis based on the excess capacityfora school usingthe following
formula:
Grant =Excess Capacity x Benchmark Area Per Student
X Benchmark Cost per sq.ft. x 25 Years
The benchmark area per student is 100 square feet for elementary and 130 square feet for
secondary.The benchmark cost to design,construct and equip the school or additionis$11.00
per sq. ft.forelementary and $ 12.00 per sq. ft.forsecondary. The Grant is guaranteed for25
years.This Grant is Ina protected envelope and may onlybe used for New Pupil Places.
PRESENT NEW PUPIL PLACE FUNDING UNDER ENROLMENT PRESSURES GRANT
• Todate the funding underthisgranthas generated 1,528.6 New Pupil Places in theelementary
panel is guaranteed for25 years and equates to $17.9M fornew school construction. Funding
forthe new Strathroy District Collegiate Institute was generated from thisgrant. The Ministry
deemed the existing school to be prohibitive to repair and zeroed out its capacity,leaving
1,174.3 Average Daily Enrolment (ADE)without facilities toaccommodate them. The Ministry
waivedthe twoyear waiting periodfora school that is deemed to be prohibitive to repair.
2002-03 Summary
A summary of the 2002-03 Pupil Accommodation Grants was presented as follows:
School Operations grant $52.3M
School Renewal grant 10.0M
New Pupil Places grant 3.4M
Total $65.7M
The Administration responded to questions ofclarification posed by trustees.
In response to questions regarding the overall condition of Board buildings, Mr.Bushell advised
that 10 schools across the District were inspected by Ministryof Education representatives for
inclusion in a facility index report. He noted that during the visits to various buildings, the
inspectors were impressed with the condition and maintenance of the Thames Valley facilities in
comparison to many in the Toronto area.He met in 2003 January with Ministry representatives
to discuss the impact on school renewal funding as it relates to sustaining and generating more
funding for improvements to facilities.The results ofthe Ministry's buildingaudit are expected to
be prepared by 2003 September.
Trustee Roberts expressed appreciation and thanks to the Director and staff fora comprehensive
presentation.
2003 February 25...38
10.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
17.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE,cont'd
7.ADJOURNMENT -The meeting adjourned at 9:50 p.m. on motion of J.Bennett.
T.ROBERTS.
Chairperson
18.REPORT OF THE COMMITTEE OF THE WHOLE -IN CAMERA
2003 February 11
MEMBERS PRESENT ADMINISTRATION AND OTHERS
J.Huntert (Chair) L.Stevenson B. Bryce
J.Bennett P.Schuyier P.Gryseels
G.Hart T.Roberts B.Greene
S.Peters P.Sattier J.Thorpe
D.Anstead P.Jaffe (5:05 p.m.) C. Murphy
A.Cartier M.Sereda
W.Tucker
K.Wilkinson
L.Hutchinson
K.Dalton
G.Jazey
J.Empringham
K.Busheii
P.Martin
B.Strong
S.Christie
D.Bradford
C.Dennett
Regrets:D.Stewart,S.Deiler
The Committee met in camera from 5:00 p.m. to 5:47 p.m.
1.APPROVAL OF AGENDA -The agenda was approved on motion of P.Jaffe.
2.CONFLICTS OF INTEREST
A conflict of interest was declared by P.Jaffe related to Item 5 -Collective Bargaining Parameters.
3.Confidential property and negotiation matters were discussed.
4.RiSE AND REPORT
A motion to rise and report was moved by J.Bennett at 5:47 p.m.and carried,
RECOMMENDATIONS:
1.That the Board support and endorse the positions outlined related to collective bargaining.
2. Thatthe land adjacenttoSt.Mary's Catholic High School in Woodstock notbesoldtothe London
and District Catholic School Board.
J.HUNTER,
Chairperson
The recommendations were moved by J.Hunter and carried.
.2003 February 25...39
10.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
19.REPORT OF THE BUDGET ADVISORY COMMITTEE
2003 February 11
3:30 p.m.-4:40 p.m.
MEMBERS PRESENT ADMINISTRATION AND OTHERS
P.Sattler (Chair) P.Jaffa (3:40) B.Greene S.Christie
S.Peters J.Bennett J.Roth C.Dennett
J.Pratt
Trustee Visitors: A.Cartier (-4:00), D.Anstead (-4:00)
Executive Superintendent Brian Greene introduced and welcomed new committee member,
Finance Supervisor.Jeff Pratt.
1.APPROVAL OF AGENDA-The agenda was approved on motion of S.Peters.
2.CONFLICTS OF INTEREST -none declared
3.2003-04 PRELIMINARY BUDGET ASSUMPTIONS AND PROCESS
Executive Superintendent Brian Greene described the 2003-04 PreliminaryBudgetAssumptions
and a proposed process for developing the 2003-04 preliminary budget.He noted that this is
the first year that the Board will not be carrying over a deficit into the new budget year as a
result of additional funding from the Ministry of Education.He cited four factors which will have
a major impact on the Board's financial matters:
•Education Equality Task Force and Provincial response;
•Multi-year funding:
•Accommodation/Small school issues;
•Negotiations.
The following process areas were Identified:
•Budget Issue sheets;
• provincial issues;
•budget planning Including multi-year budget and analysis of funding;
•budget development;
• public process.
Supt.Greene advised that given the significant Impact of the funding announcement In 2002
December and the major Issues outstanding such as the provincial response to the Education
Equality Task Force Report and multi-year funding, itis necessary to develop a process that
creates a preliminary budget prior to any provincial budget and funding announcement.Once
the provincial response to the Task Force and announcements are released,an analysis and
Impact on the Board can be prepared for presentation to the Board and the public. A
communications plan will be developed for approval as part of the budget process.
2003 February 25...40
10.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
19.REPORT OF THE BUDGET ADVISORY COMMITTEE,cont'd
3.2003-04 PRELIMINARY BUDGET ASSUMPTIONS AND PROCESS,cont'd
He suggested a status quo budget built on the existing level of service and special education
based on new ISAfunding. He noted that reductions from previous years may be restored,e.g.
furniture and equipment,and supplies and services.Itis anticipated that a provincial budget
may be available by the end of March with announcements re multi-year funding,details of the
provincial budget and grants by early April.
Supt.Greene responded to questions posed by committee members.He reiterated the
expectation of the Ec/t/caf/onAcf that a balanced budget will be developed.The budget process
was approved.
The draft Assumptions were discussed and amended.It was agreed to recommend that the
Administration, in preparing the preliminary budget,reinstate departmental supplies and
services by 10%and furniture and equipment by 50%(2002-03 reduction).
Discussion also surrounded the official spokesperson forthe Board during the Budget process.
It was agreed that the Committee Chair should serve as spokesperson.
4.ADDITIONAL ITEMS -none
5.FUTURE MEETING DATES
The next meeting was scheduled for Tuesday,2003 March 18 at 3:30 p.m. inthe Governor
Simcoe Room.
6.ADJOURNMENT -The meeting adjourned at 4:40 p.m., on motion of S.Peters.
P.SATTLER.
Chairperson
2003-04 PRELIMINARY BUDGET ASSUMPTIONS AND PROCESS
The 2003-04 budget process begins with the preliminary budget assumptions,involves
presentations by administration,allows for public input,and provides for Trustee discussion and
debate leading to Board approval and submission to the Ministry of Education by the end of
2003 June.There are a number ofsignificantfactors which will have a major impact onfinancial
matters.These factors include the following:
-Education Equality Task Force and Provincial response
- Multi-year funding
-Accommodation /Small school issues
-Negotiations
2Q03 February 25...41
10.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
19.REPORT OF THE BUDGET ADVISORY COMMITTEE,cont'd
3.2003-04 PRELIMINARY BUDGET ASSUMPTIONS AND PROCESS,cont'd
2003-04 Preliminary Budget Assumptions
General
Thames Valley District School Board will continue to prioritize the needs of our students consistent
with the Attainment of Our Vision.
The budget for 2003-04 will be compliant withthe four Ministryof Education enveloping provisions.
Funds may not be moved from the classroom to non-classroom category.
The special education allocation establishes the minimum that each board must spend on
special education.
The allocations for new pupil places and for school renewal establish the minimum that each
board must spend on these components.
- Tine grant for school board administration and governance establishes the maximum that each
board may spend on these functions.
Special Education services including adjustments will be based on the ISAfunding announcement
of December 2002.
Staffing levels will be as approved inthe 2002-03 budget,adjusted for enrolment projections.
The draft budget for 2003-04,prepared by administration,will be balanced as required by the
Education Act and Regulations.
Revenues
The budget will be developed using the enrolment projections for 2003-04.
Provincialfunding will be projected using the 2002-03 legislative grants adjusted bythe December
2002 funding announcements,until the release of the 2003-04 grant regulations.
Expenditures
Salaries will be based on contractual agreements.
Benefits will be based on projected costs and contractual agreements.
Utilities will be based on projected rates.
Transportation will be based on existing contracts and services.
Process
Upon receipt of the provincial response to the Education Equality Task Force, multi-yearfunding
announcement and release of tlie 2003-04 grant regulations,an analysis and the impact on
Thames Valley District School Board will be prepared for presentation to the Board and public.
Recommendations will then be prepared for consideration by the Board.Public input will be
sought leading to Board approval and submission to the Ministry of Education.
RECOMMENDATIONS:
1.That the 2003-04 Preliminary Budget Assumptions and-Process,as set out below,be
approved.
2.That the first draft of the preliminary budget reinstate departmental supplies and services by
10%and furniture and equipment by 50®/o (2002-03 reduction).
3.That the Chair of the Committee be the official spokesperson for the budget process.
2003 February 25...42
10.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
19.REPORT OF THE BUDGET ADVISORY COMMITTEE,cont'd
Recommendations 1 and 2 were moved by P.Sattler and carried.
Recommendation 3 was separated out on a motion by J.Hunter.Afriendly amendment to add
"That tine Chair of the Committee and the Chair of the Board,be the official spokesperson for the
budget process."was offered.Following discussion related to consistency with the Board's
Bylaws,Section 8.2.1,it was suggested that the words,"Notwithstanding Bylaw 8.2.1"be added
to the proposed motion.Afterfurtherconsideration,Trustee Sattlerwithdrew the recommendation.
20.ADJOURNMENT
The meeting adjourned at 8:47 p.m. on motion of P.Jaffe.
J.BENNETT,
Chairperson
RECOMMENDATIONS OF THE 2003 FEBRUARY 11 COMMITTEE OF THE WHOLE;
That the Board grant an extension of the final report of the Aldborough,Dunwich-Dutton and West
Elgin Senior Elementary School Accommodation Study Committee until2003 March 18.
That the Board grant an extension ofthe finalreport ofthe East Oxford/Sweaburg Elementary School
Accommodation Study Committee until 2003 March 18.
That the Board grant an extension of the final report of the Maple Lane/Elliott Fairbairn Elementary
School Accommodation Study Committee until 2003 March 18.
That the recommendations related to creating an Economic Development Committee be referred to
the Directorto consult withthe Committee and the Thames Valley Education Foundation and bring a
report back to the Board priorto the end of the 2003 school year.
That #7 of the Recommendations of 2001 December 18 Board meeting be amended and approved
to read "That at the end of each financial year any budget excess fromthe trustee P.D.account be put
into a reserve fund for P.D.use for newly-elected trustees after the next municipal election,to a
maximum of $15 000."
That Banking BylawNo. 5: Capital Related Debt -Pre-amalgamatlon 1998 January 01 - Banking be
approved.
That the 2003-04 Preliminary Budget Assumptions and Process,be approved,
- That the firstdraft ofthe preliminary budget reinstate departmental supplies and services by 10%and
furniture and equipment by 50%(2002-03 reduction).
That the policy on Twinning/De-twinningof Schools be approved.
That the Board support and endorse the positions outlined related to collective bargaining.
That the land adjacent to St. Mary's Catholic High School in Woodstock not be sold to the London and
District Catholic School Board.
The recommendations were adopted on motion of D.Anstead and D.Stewart.
2003 February 25...43
10.REPORT OF COMMITTEES -cont'd
d.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2003 FEBRUARY 25
MEMBERS PRESENT ADMINISTRATION AND OTHERS
J.Huntert (Chair)L.Stevenson B.Bryce L.Hutchinson J.Empringham
J.Bennett A.Cartier P.Gryseels K.Haveika S.Christie
G.Hart T.Roberts B.Greene D.Blair D.Bradford
S.Peters (5:47)S.Deller J.Thorpe W.Tucker C.Dennett
D.Stewart P.Jaffe (5:15)C. Murphy K.Wilkinson P.Martin
D.Anstead M.Sereda K.Dalton
Regrets:P.Sattler
Absent:P.Schuyler
The Committee met in camera from 5:11 p.m.to 6:03 p.m.
1.APPROVAL OF AGENDA
The agenda was approved on motion of T.Roberts.
2.CONFLICTS OF INTEREST
Conflicts of interest were declared by T.Roberts and P.Jaffe to Item 5a "Negotiations Update"
citing family employment.
3.Confidential personal and negotiation matters were discussed.
4.RISE AND REPORT
A motion to rise and report was moved by L.Stevenson at 6:03 p.m.and carried.
RECOMMENDATIONS:
1.That the Board,in conjunction with the London District Catholic School Board,engage the
services of F.J.Galloway Associates Inc.and Deloitte &Touche to carry out the
transportation studies outlined in the proposals.
2.That the motion related to a retirement by mutual consent be approved.
J.HUNTER,
Chairperson
The recommendations were adopted on motion of J.Hunter and G. Hart.
2003 February 25...44
11.REPORTS FROM THE ADMINISTRATION
a.EMPRESS/JEANNE SAUVE/OXFORD PARK ACCOMMODATION STUDY COMMITTEE -
TABLED MOTION
The following recommendation was moved by Trustee Roberts and seconded by Trustee Jaffe:
That the recommendations contained in the 2003 February 11 report of the Empress/Jeanne
Sauve/Oxford Park Elementary School Accommodation Study Committee be liftedfrom the table
to consider a report prepared by the Administration.
The Administration provided a response to the supplementary recommendations contained in the
Empress /Jeanne Sauve / Oxford Park Area Accommodation Study Committee report.
At the 2003 February 11 Board meeting,the Trustees received a report from the Empress /Jeanne
Sauve /Oxford Park Area Accommodation Study Committee containing the following three
recommendations:
THAT the students of Jeanne Sauv§French Immersion Public School be moved to the Empress
Public School site at 215 Wharncliffe Rd.N.;
THAT the students of Empress Public School be moved to the Oxford Park Public School site at
284 Oxford St.;
THAT the present site of Jeanne Sauv6 French Immersion Public School at 127 Sherwood Forest
Square,London,be closed.
The Administration advised Trustees to either receive the report and take no action;or to defer
consideration of the recommendations until the 2003 May27 meeting of the Board.Should the Board
choose no action,the Area Accommodation Study Committee would be disbanded and the three
schools would remain as status quo. Deferring consideration to 2003 May27 provides the Board with
the opportunity to consider the accommodation report.The Board procedure requires that the motions
be tabled for three months since a school closure is being considered.Tabling the report requires the
following to occur as delineated In section 4 of the School Accommodation and Facility Organization
procedure:
Where the Board has received a report or a recommendation which identifies a school as a
candidate for closure,a minimum of3 months shall elapse priorto the Board finalizing Its decision
with respect to whether to close the school or not.
During this time period,the Administration will provide additional information to ensure that the
Board Members have received In public the following:
a) a report on the effects of closure on community activities ofa social,educational,cultural,
or recreational nature which take place on the school premises;
b) a report on the effects of closure of a specific school on the following:
-the attendance area defined for that school;
-attendance at other schools;
-the need and extent of busing.
c) a report and analysis of the implications for the program for students both In the school
under consideration for closing and in the school(s)where programs may be affected by
the school closing;
2003 February 25...45
11.REPORTS FROM THE ADMINISTRATION -cont'd
a.EMPRESS/J EANNE SAUVE/OXFORD PARK ACCOMMODATION STUDY COMMITTEE -cont'd
d) a report on the financial effects ofclosing or not closing the school,including any capital
implications;
e) a report indicating the possible alternative use or disposition of the school,ifitis closed.
Inaddition, at the Board meeting a motion was passed that requires the administration to table a
response tothe 30 supplementary recommendations contained IntheAreaAccommodationStudy
Committee report. Executive Councilhas reviewed the recommendations and a response was
provided.
As part of the requirements of section 4 of the Board policy/procedures,the administration
provided comments with respect to the Implications of the original accommodation report and the
minority report.
Time lines that the Board may wish to follow in dealing with the Area Accommodation Study
Committee report and the minority report were suggested.
A procedure has been developed to maximize public input and to provide ample time for the Board
to consider in public the alternatives.
RECOMMENDATIONS:
1.THATthe students of Jeanne Sauv6 French Immersion Public School be moved to the Empress
Public School site at 215 Wharncllffe Rd.N.;
2. THAT the students of Empress Public School be moved to the Oxford Park Public School site at
284 Oxford St.;
3. THAT the present site of Jeanne Sauv§French Immersion Public School at 127 Sherwood Forest
Square,London,be closed.
The following motion was moved by A.Cartier and seconded by P.Jaffe:
That the three recommendations contained inthe 2003 February 11 report ofthe Empress/Jeanne
Sauve/Oxford Park Elementary School Accommodation Study Committee be tabled to the 2003
May 27 meeting of the Board.
Carried
b.2003-2004 SCHOOL YEAR CALENDARS
The proposed Elementary,Secondary,and Sir George Ross School Year Calendars for 2003-
2004 were presented.
The calendars were developed in consideration of the following priorities In consultation with
Operation and Executive Council:
a)adherence to Ministry of Education guidelines forthe 2003-2004 school year (i.e.,194 school
days,including no more than four professional activitydays between Labour Dayand June
24.2004);
b) an opportunityfor one system-based professional activityday to address Program Services
curriculum initiatives early in the school year;and
2003 February 25...46
11.REPORTS FROM THE ADMINISTRATION -cont'd
b.2003-2004 SCHOOL YEAR CALENDARS,cont'd
c) Maximizing transportation efficiencies.
Consultation opportunities have been offered and responded to by all stal<ehoIder groups.
Consultation has occurred with the London District Catholic School Board to maximize
transportation efficiencies. The greatest savings are effected by a common calendar within the
Board and the coterminous board.
The deadline for submission of regular calendars to the District Office of the Ministryof Education is
2003 May 01 and modified calendars by 2003 March 01.
RECOMMENDATION;
1.That the Board approve forreferral tothe Ministerof Education the 2003-2004 Elementary School
Year Calendar,Secondary School Year Calendar,and the Modified Schooi Year Calendar for Sir
George Ross Secondary School.
The recommendation was adopted on motion of L.Stevenson and D.Stewart.
c.DEPARTMENTAL UPDATES
Business Services
Executive Superintendent Greene met/participated in the foilowing events/meetings:Deloitte &
Touche,Minister of Finance,Information Technology Consultant,OSBIE interview committee and
Middlesex Regional Home and School;
Financial Supervisor attended OASBO Finance Ctte re:student enrolment compliance audit;
2003-04 budget development underway;Yearend audit has been completed:T4AforScholarship
and award recipients have been issued.
Facility Services updates included:Capital projects, School Renewal Program, Energy
Management Program,Payroll Services and Support Services:Supply Management and
Distribution Centre.
Director's Services
Director Bryce visited several schools and met with staff,students,Schooi Councils,Home &
School and Parent Teacher Associations;
Director Bryce attended the following events/meetings:London District Office Ministry of
Education Trustee DistributionTraining Session,Ontario Government Pre-Budget Consultation
Meeting, London Public Sector Executives'Association Meeting, University of Western Ontario
United Way Campaign Reception,Peer Power Centre Celebration Reception,Grand Theatre
2003- 2004 Season Playbill Launch Breakfast,MPP/Administration Meeting, Phi Delta Kappan
Dinner Meeting; Mr.Bryce brought greetings/presented:ETFO New Teacher Event,Educational
Assistants/Instructional Assistants Professional,Development Day - Making a Difference
Conference,W. D.Sutton 1st Annual Professional Breakfast and Keynote Speaker,London and
Hyde Park Rotary Meeting and Leadership Course:The Thames Valley District School Board
Picture
Leadership:The Director's Perspective;Principals'and Manager'Meeting;Bishop Townshend
Awards Evening,Department workshop,CEO Conference,Chartweil Inc.,and various staff
members.
Staff Development initiatives included:Leadership:The T.V.D.S.B. Picture Supervisory Officer
Internship Program,Healthy'vs.'Unhealthy'Districts,Leaders as Staff Developers - T.V.D.S.B.
Staff Development Standards -System Staff Development Weliness - It's Up to You,Attainment
of Our Vision,Consultation Process and Vision Research.
Public Affairs and CommunityRelations updates included:Communications,ElectronicPublishing
and Graphics,Thames Valley Education Foundation,Student Awards and Scholarships and
Education Week.
2Q03 February 25...47
11.REPORTS FROM THE ADMINISTRATION -cont'd
c.DEPARTMENTAL UPDATES -cont'd
Human Resource Services
Retirement seminar plans underway for 2003 March 19;
Several employees are receiving treatment through the Priority Physio Program;
A Health and Safety new/sletter is being developed with the first edition slated for 2003 March;
Elementary/secondary long and short term occasional teacher numbers were provided;
Two days of recruitment for French pool hiring has occurred;
District School Council meeting held Feb.06 plan for School Council Symposium continue;
TVARRIS training session for Secondary Administrations and Occasional Teachers has begun.
Operations Services
PrincipalsA/ice-Principals P.O.session are planned for 2003 March 04;
Principals are working on data driven schooi improvement;
Elementary/Secondary staffing figures were provided;
Timelines were extended by Board for Area Accommodation Study Committee reports;
New administrators appointed 2003 Jan.01 and Feb.Olwelcomed at 2003 Feb.27 in service;
Safe School Initiatives presented included:SAVE Conference,Stand ByMepartnerships, Student
Theatre Troupes and The Steps to Respect Anti-Buliying program;
Research and Assessment highlighted on-going initiatives being supported.
Program Services
Languages/Social Sciences update provided;
Several events showcasing Arts students and teachers are being coordinated as follows;Living
Colour:Students'Tribute to Greg Curnoe,Arts Symposium - 2003 March 29, Grand Theatre High
School Project,Educator Internship Program,and Work Internship Project;
Second installment of elementary science/technology inservice for grades 1-8 being offered;
Environmental Education Your World:Welcome to It!2"^Annual Climate Changeand Sustainable
Communities Symposium was held 2003 February 21.
A pre-symposlum meeting,for teachers and student representatives was held on 2003 Feb.11.
12.MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN
The following motion was moved by T.Roberts and seconded by S.Peters:
Whereas the Board recommended to the Education Equality Task Force on 2002 September 25,
"That long-term quality in education be ensured by providing funding to reduce the PTR in JK to
Grade 3 classes to a ratio of less than 17:1"and
Whereas TheMlnistry of Education Report on Effective Schools (2001)states on page 40 that as
class sizes in the JK to grade 3 division approach 15 to 17 students,the level of student
achievement increases and
Whereas Research has shown that,when planned thoroughly and funded adequately,small
classes in the early grades generate substantial gains for students
Whereas Recommendation 17 of the Report of the Education Equality Task Force,2002 states:
The Ministry of Education reconstitute the local Priorities Amount as 5% of the Basic Amount
of school boards'Foundation Grants (updated as per recommendations 1 and 2),and that
boards apply the Local Priorities Amount to locally established priorities,programs,and
services aimed at the continuous Improvement of student learning and achievement.
2003 February 25...48
12.MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN,cont'd
Be It resolved That the Board direct administration to explore the costs and implications of
establishing a PTR of17:1 inthe Board's JK- 3 classes where space is available over a three year
implementation period and report back to the Board by 2003 March 25.Such report will include
information on the current primary PTR currently available classroom space to implement such
an initiative,the number of additional teachers required,costs and any other relevant implications
of implementing such a proposal as well as the process required to implement such a proposal
school funds be made available under the Local Priorities Amount.
13.ADDITIONAL BUSINESS -none
14.COMMUNICATIONS
a. ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION (OPSBA)
Trustee Anstead advised that the OPSBAAnnual Public Education Symposium was well attended.
Trustee Stevenson provided information regarding the At Risk Presentation and Trustee Roberts
spoke to Brian Kane's observations of Dr.Rozanski's recommendations.
Trustee Hart advised that the OPSBA Board ofDirectors are scheduled to meet on 2003 February
28 and March 01 at the Delta Chelsea Hotel in Toronto.
b.STUDENT TRUSTEE UPDATE
Maggie McTaggart,Student Trustee,provided information regarding the Student Leadership
Symposium heldat the Universityof Western Ontario. Dr.Davenport,President of UWO,provided
opening remarks regarding leadership at the Universitylevel.
c. LEARNING DISABILITIES ASSOCIATION LONDON REGION (LDA)
A letter was received from C. Sinclair, Executive Director of the Learning Disability Association
London Region,advising that Meggan Schnarr-Rice has been nominated as the Association's
representative to SEAC replacing Cathy Ekins.
The following recommendation was adopted on motion of G. Hart and D.Anstead:
And resolved that Meggan Schnarr-Rice be appointed the representative for the Learning
Disabilities Association -London Region on the Board's Special Education Advisory
Committee for 2003.
d.MADAME VANIER CHILDREN'S SERVICES
A letter was received from Nancy Miller,Director of Intensive Services,Madame Vanier Children's
Services,requesting Vanier be considered as a member of SEAC and nominating Wendl Rodic
as its representative.
The following recommendation was adopted on motion of G.Hart and D.Anstead:
That the Madame Vanier Children's Services join the Board's Special Education Advisory
Committee and that Wendl Rodic represent Vanier on the Committee.
e.WEST ELGIN SENIORS'PROJECTS ACTION COMMITTEE
Aletter was received from H.Morden, Chair,West Elgin S.S.School Council,requesting that the
school remain open to serve students in Dutton/Dunwich and West Elgin municipalities.
f.RIVERSIDE PUBLIC SCHOOL PARENT
Aletter was received from Rita Lepore, Riverside P.S.Parent,expressing concern regarding the
need for formal procedures for Principals related to keeping students indoors during extreme cold
weather conditions.
2003 February 25...49
14.COMMUNICATIONS,cont'd
g.COUNTY OF ELGIN
A copy ofa lettertothe MinisterofEducationwas received fromS.Heffren,DeputyClerk,County
of Elgin,regarding itsresolution requesting the MinisterofEducation to consider the feasibility of
reviewingthe size and composition ofthe Thames ValleyDistrictSchool Board (TVDSB)tomore
adequately reflect rural differences.
h.CORPORATION OF THE MUNICIPALITY OF CENTRAL ELGIN
A letter from DIanne Wilson, Deputy Clerk, Corporation of the Municipality of Central Elgin,
advising that correspondence received fromthe County ofElginre: TVDSB- Urban vs. Rural,was
discussed at Its meeting of 2003 January 27.
i COUNTY OF OXFORD
A letter from Brenda Tabor, Deputy Clerk,County of Oxford,regarding its endorsement of the
resolution from the County of Elginpetitioning the Minister of Education to conduct a review of the
size and composition of the TVDSB urban and rural differences.
j TOWN OF AYLMER
A letter from Phyllis Ketchabaw, CityClerk, Town of Aylmer,advising of its resolution of 2003
January 27 endorsing the resolution ofthe County of Elgin petitioning the Ministerof Education
to conduct a review of the size and composition of the TVDSB rural and urban differences.
k.TOWNSHIP OF ZORRA
^A letter was received from Jennie Hinan,Deputy Clerk,Township of Zorra,regarding its
endorsement of the resolution from the County of Elgin petitioning the Minister of Education to
conduct a review of the size and composition of the TVDSB rural and urban differences.
15.NOTICE OF MOTIONS
a.The following Notice of Motion was received from Trustee G. Hart for consideration at the 2003
March 25 Board meeting:
Whereas the Thames Valley District School Board was amalgamated by the Ministry of
Education in January,1998
Whereas the Ministry of Education has not done an external review of boards across the
province ofOntario to look at the success,or not, of amalgamation and its effect on students
and communities.
Be itresolved that the Thames Valley District School Board request an external reviewbyan
agency like OlSE/UT be conducted to establish a benchmark of success,or not, of size,
composition and representation of all school boards across Ontario
The Thames ValleyDistrictSchool Board also requests that further consideration be given to Love
of Learning"1995 report recommendation.Volume II,chapter 8,Numbers 9 and 19
-OlSE/UT 2003 report,Point 2 on new policy initiatives;
-People for Education report "Ontario's Small Schools";
'- Dr.Rozanski 2002 report;
- Dr. Allen C. Lauzon and Ms. Danielle Leahy report, Should We Keep Rural Schools
Open".
2003 February 25...50
15.NOTICE OF MOTIONS -cont'd
b.The following Notice of Motion was received from Trustee L.Stevenson for consideration at the
2003 March 25 Board meeting:
THATthe Thames Valley DistrictSchool Board extend an invitation to the County Council of
Oxford and Elginto discuss the communications sent to the Board with regards to "Smalland
Rural Schools".
THAT a strategy to communicate back to the community partners,upon hearing their
concerns,be established bythe Board of Trustees and that meetings take place in Woodstock
and St.Thomas.
16.GOOD NEWS ITEMS
The following good news items were offered by trustees:
a.Trustee Roberts advised that he won a Student Scholarship in the amount of $500.00 at the
OPSBA Conference to be presented to a TVDSB student.
b.Trustee Roberts provided highlights ofMinisterof Education Elizabeth Witmer's visitto Beal S.S.,
London.
c.Trustee Anstead advised that she visited the Mother Goose Program at Haling P.S.,London,
where children,ages 3 and 4 accompanied by a parent,visit the libraryto begin to learn short
poems.
17.ADJOURNMENT
The meeting adjourned at 10:25 p.m. on motion of P.Jaffe and S.Peters.
CONFlRMEPArrX^^
Chairperson
1
V
2003 February 25...51
SUMMARY OF APPROVED RECOMMENDATIONS OF 2003 FEBRUARY 25
That the TVDSB trustees reconfirm their commitment to the TVDSB,all students,and the Board's rural
and urban communities.
^That the Board grant an extension of the final report of the Aldborough,Dunwich-Dutton and West
Elgin Senior Elementary School Accommodation Study Committee until 2003 March 18.
-That the Board grant an extension ofthe finalreport of the East Oxford/Sweaburg Elementary School
Accommodation Study Committee until 2003 March 18.
That the Board grant an extension of the final report ofthe Maple Lane/Elliott Fairbairn Elementary
School Accommodation Study Committee until 2003 March 18.
-That the recommendations related to creating an Economic Development Committee be referred to
the Director to consult withthe Committee and the Thames Valley Education Foundation and bring a
report baci<to the Board prior to the end of the 2003 school year.
That #7 of the Recommendations of 2001 December 18 Board meeting be amended and approved
to read "Thatat the end of each financialyear any budget excess fromthe trustee P.O.account be put
into a reserve fund for P.O.use for newly-elected trustees after the next municipal election, to a
maximum of $15 000."
That Banking BylawNo.5: Capital Related Debt-Pre-amalgamation 1998 January 01 - Banking be
approved.
That the 2003-04 Preliminary Budget Assumptions and Process,be approved.
That the firstdraftofthe preliminarybudget reinstate departmental supplies and services by 10%and
furniture and equipment by 50%(2002-03 reduction).
That the policy on Twinning/De-twinning of Schools be approved.
That the Board support and endorse the positions outlined related to collective bargaining.
That the land adjacent to St.Mary's Catholic High School in Woodstock not be sold to the London and
District Catholic School Board.
That the Board, in conjunction with the London DistrictCatholic School Board,engage the services
of F. J.Galloway Associates Inc.and Deloitte &Touche to carry out the transportation studies outlined
in the proposals.
That the motion related to a retirement by mutual consent be approved.
That the Board approve forreferral tothe Ministerof Education the 2003-2004 Elementary School Year
Calendar,Secondary School Year Calendar,and the Modified School Year Calendar for Sir George
Ross Secondary School.
And resolved that Meggan Schnarr-Rice be appointed the representative for the Learning Disabilities
Association -London Region on the Board's Special Education Advisory Committee for 2003.
That the Madame Vanier Children's Services join the Board's Special Education Advisory Committee
and that Wendi Rodic represent Vanier on the Committee.
2003 February 25...52
SUMMARY OF APPROVED RECOMMENDATIONS OF 2003 FEBRUARY 25 -cont'd
Whereas the Board recommended to the Education Equality Task Force on 2002 September 25,"That
long-term quality in education be ensured by providing funding to reduce the PTR in JK to Grade 3
classes to a ratio of less than 17:1"and
Whereas The Ministryof Education Report on Effective Schools (2001)states on page 40 that as class
sizes in the JK to grade 3 division approach 15 to 17 students,the level of student achievement
increases and
Whereas Research has shown that, when planned thoroughlyand funded adequately,small classes
in the early grades generate substantial gains for students
Whereas Recommendation 17 of the Report of the Education Equality Task Force,2002 states:
The Ministry of Education reconstitute the local Priorities Amount as 5%of the Basic Amount of
school boards*Foundation Grants (updated as per recommendations 1 and 2), and that boards
apply the Local Priorities Amount to locally established priorities,programs,and services aimed
at the continuous improvement of student learning and achievement.
Be it resolved That the Board direct administration to explore the costs and implications of
establishing a PTR of 17:1 inthe Board's JK - 3 classes where space is available over a three year
implementation period and report back to the Board by 2003 March 25.Such report will include
information on the current primary PTR currently available classroom space to implement such an
initiative,the number of additional teachers required, costs and any other relevant implications of
implementing such a proposal as wellas the process required to implement such a proposal should
funds be made available under the Local Priorities Amount.
r
2003 February 25...53
Thames Valley District School Board poueY
Title FUND-RAISING PROJECTS FOR Procedure No.
SCHOOLS
Department OPERATIONS SERVICES Status APPROVED
ReferenceCs)Effective Date 2003 01 28
Itis the policy of the Board that school principals determine which fund-raising projects may be
undertaken at their respective schools consistent with the policies and procedures of the Board
and Ministry Regulations and directives.
Fund-raising projects for schools shall be undertaken only afterthoughtful consideration of student
safety,parental support,proper financial controls and proposed use of funds.
Administered By OPERATIONS Board Resolution/83-0
SERVICES Date 1998 09 22
Date of Last Amendment