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3/25/2003 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2003 MARCH 25,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER V 2.O CANADA 3.SPECIAL MUSICAL PRESENTATION -Central Elgin Collegiate Institute,St.Thomas V 4.APPROVAL OF AGENDA Wl 5.OFFICIAL RECORD M 6.RECOGNITIONS a.F. &S.T.Program (Family &Schools Together)-Roosevelt PS V 7.CONFLICTS OF INTEREST V 8.DIRECTOR'S ANNOUNCEMENTS V 9.CONFIRMATION OF MINUTES a.Regular Board Meeting,2003 February 25 M 10.REPORTS OF COMMITTEES a.Special Education Advisory Committee,2003 March 04 M b.Committee of the Whole,2003 March 18 M c.Chairs'Committee,2003 March 18 M d.Committee of the Whole,In Camera,2003 March 25 V 11.REPORTS FROM THE ADMINISTRATION a.Administrative Response to Empress/Jeanne Sauve/ Oxford Park Elementary School Accommodation Study Committee Report M 4. b.Administrative Response to Notice of Motion re:Reduction of PTR in JK -Grade 3 Classes M c.Departmental Updates M d.Report from the East Oxford/Sweaburg Elementary School Accommodation Study Committee -Tabled Motion M e.Report from the Elliott Fairbairn/Maple Lane Elementary School Accommodation Study Committee -Postponed Motion M 12.MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN a.Trustee G.Hart M b.Trustee L.Stevenson M 13.ADDITIONAL BUSINESS a.Appointment to the Ad Hoc Committee on Student and Parent Expenditures M 14.COMMUNICATIONS a.Ontario Public School Boards'Association -Update V b.Student Trustee Update V c.Madame Vanier Children's Services M 15.NOTICE OF MOTION a.Trustee Cartier M 16.GOOD NEWS ITEMS -"Did you know..." 17.ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2003 MARCH 25 The Board met inregular session on 2003 March25 inthe Board Room at the Education Centre, meeting in Committee of the Whole, in camera,at 5:00 p.m., on motion ofS.Peters and G. Hart,followed by a public session at 7:15 p.m.The following were in attendance: TRUSTEES J.Bennett D.Stewart S.Deller (5:10) P.Schuyler ADMINISTRATION AND OTHERS B.Bryce P.Gryseels B.Greene C.Murphy J.Thorpe M.Sereda G.Jazey K.Havelka L.Hutchinson Regrets:A.Cartier,T.Roberts,J.Hunter D.Anstead S.Peters L.Stevenson G.Hart J.Empringham K.Wilkinson K.Dalton D.Blair B.Tucker K.Bushel! J.Roth C.Linsdell K.Meeson P.Sattler P.Jaffe M.McTaggart S.Dawson 8.Christie J.Neville D.Bradford C.Dennett W.Scott 1./2..CALL TO ORDER 3.SPECIAL MUSICAL PRESENTATION The appreciation of the Board was extended to the Central Elgin Collegiate Institute Choir,St. Thomas,conductor Kathryn Franks and accompanist Don Whitehead for leading in the singing ofO Canada and performing two musical numbers. 4. APPROVAL OF AGENDA• The agenda was approved on motion of L.Stevenson and S.Peters. 5.OFFICIAL RECORD The Executive Secretary read intothe minutes the following recognition: We regret to record the death ofGloria Szorenyl,a grade four teacher at Northdale Central P.S.,Dorchester,on 2003 March 05. 6.RECOGNITIONS F. &S.T.Program (Family &Schools Together) Roosevelt P.S.,London,was recognized as the Board's first school to participate in the F&ST Program (Family &Schools Together).F&ST isa two-year,school-based community program that brings parents,school personnel and prevention professionals togetherto enhance child development and parenting skills and to promote participation infamilyfunctions. 7.CONFLICTS OF INTEREST - No conflicts of interest were declared. 2003 March 25...2 8.DIRECTOR'S ANNOUNCEMENTS Bill Bryce,Director of Education,advised that in2003 January, the Councilof Ontario Directors of Education (CODE)chaired a committee regarding Partnerships:A Successful Pathway for Every Student. Henoted thatthe Minister of Education announcedon March 25that $50M in funding was allocated toassist Ontario students who areat risk ofgraduating from secondary school.Thefunding was due,in part,to CODE'S recommendationstothe MOE regarding literacy standards and needed alternatives to literacy testing for students notcapableofpassingthetest. Successful completion of the test is requiredfor students to eam a secondary school graduation diploma. 9.CONFIRMATION OF MINUTES a. The minutes ofthe Regular Board Meeting,2003 February25, were adopted on motion of D. Stewart and G.Hart. 10.REPORT OF COMMITTEES a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE Members 2003 March 04 12:15 p.m.- 2:41 p.m. D.Anstead,Trustee W.Rodic,Parent Mentor,Madame Vanier HOPE Program J. Bennett,Trustee (+12:43)P. Sattler,Trustee (+12:67) B. Bocking,Thames ValleyChildren's Ctr.M.Schnarr-Rice, Learning Disabilities Association W. Dupuis.Ontario Association for Families D. Smith, TVDAlliance of Home &School Councils of Children with Communication Disorders L.Stevenson,Tnjstee •^ E. Hager, London DownSyndrome Assoc. L.Vince,Community Living Education Committee B.Hopkins,District School Council L.Welham,(Alt)VOICE for Hearing-Impaired Children A. Morse,Easter Seal Society Administration and Others A.Ballu C.Murphy,ExecutiveSuperintendent, Program Services P. Cook, Elementary Principal M.Sereda,Superintendent of Education V.Corcoran,Learning Supervisor R.Tisdale D. Ensing B.Tucker,Superintendent of Education K.Havelka,Superintendent of Education J. Webb,Secondary Principal S.Lundrlgan,Executive Secretary's S. Wilson Assistant Regrets: G. McGahey, P.Galiin,P.Gillis,R.Hurwitz,J. Worthlngton Absent:J.Ross 1.CHAIR'S OPENING REMARKS a)Chair L.Stevenson welcomed members,administrators and guests to the meeting and everyone introduced themselves. Itwas announced that this would be Linda Vince'slast meetingas a member of SEAC.L. Stevenson noted that Linda Vince was instrumental In bringing this group together after amalgamation and there is a tremendous amount of respect for Lindafrom fellow members. Looking backonthe 18 yearsshe has beena member of SEAC,L.Vince commented that \ a great deal has been accomplishedand the experience has been veryenjoyable. 2003 March 25...3 10.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd b) To obtain a SEAC 'handbool<,contact Jane Parker at 452-2046.Ifyou are unable to attend a meeting,contact Shirley Lundrigan at 452-2147 ors.lundrigan@tvdsb.on.ca. c) SEAC Regulation 464-97 7 (1)stipulates that, "A member of a Special Education Advisory Committee vacates his or her seat if he or she: b).Absents himself or herself without being authorized by resolution entered in the minutes from three consecutive regular meetings of the committee;" L.Stevenson and B.Tucker will be sending a letter to notify VIEWS (for the Visually Impaired)that their representative is no longer a member of SEAC as she has not attended any meetings for the 2002-2003 school year. 2.CONFLICTS OF INTEREST No conflicts of interest were declared. 3.CONFIRMATION OF AGENDA The agenda was confirmed as distributed. 4.REPORTS OF MEETINGS FROM 2003 JANUARY 21 AND FEBRUARY 4 Attendance errors on the reports from January 21 and February 4 were noted. The reportswere confirmed as amended. 5.BUSINESS ARISING 5.1 Fanshawe Graduate Program B.Tucker provided an update onthe Educational Assistant Graduate day program currently offered at Fanshawe College.Bill has met with the DirectorofContinuingEducation to look at ways to continue providing the core aspects of the graduate program in a continuing education format.Twokeyelements ofthe training are in the areas of literacy and assistive technology. Anadvisory committee has been struck at Fanshawe to investigate the format (night school/summer school/weekend/online)and to discuss the practicum requirement. 5.2 Gifted Students Screening V.Corcoran indicated that R.Hurwitz had submitted a listof questions regarding the Gifted Students Screening.The answers to several of these questions were appended to the agenda.Vicki andthe ChiefPsychologistare still collecting data torespond tothe remaining questions. It was suggested that feedback,possibly in the form of a parent survey, be obtained regarding the IPRC process and what information parents receive during the IPRC.V. Corcoran noted that this issue is not confined to one exceptionality. 5.3 Special Education Plan An overhead presentation by V. Corcoran provided an update on completed sections, sections nearing completion,and sections that will be completed at the end ofthe process. Itis anticipated that a draft ofall sections except for sections 2.11 and 5.0,will be available at the 2003 April 1 meeting.Executive Superintendent of Business Brian Greene will be attending the April meeting to discuss budget issues. Suggestions included affixing the date and "draft" to each of the sections. 2003 March 25...4 10.REPORT OF COMMITTEES -cont'd a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd Section 2.8 will be formatted to present a focussed picture byexceptionality. It will be more difficult to track changes from last year but the plan's organization will provide a better flow from start to finish.The Committee discussed having the changes from last year's plan highlighted or having the major changes noted ina memo. It was requested that the draft index for this year's plan be provided at the April meeting. C. Murphy referenced the Special Education issue sheets (distributed January 21/03) and Indicated that the staff is finalizing proposals to address many of these areas.The most significant issues Includethe proposal for LD/MID programming;secondary PODprograms; secondary Gifted programs;and the JK/SK Hearing .Impaired program.Feedback from SEAC is still welcome. As changes to programs often result in changes to the staffing complement,senior administration must move ahead with the process to meet collective agreement provisions. C.Murphy presented strategies to seek input regarding the Special Education Plan.These inciuded presentation to trustees at public Board meetings,forwarding information to school principals to share with staff and school councils,presentation at the district School Council meeting (and regional meetings,"as requested),posting on the Board's website,and references to the Special Education Plan iriLINKS. 6.OTHER BUSINESS 6.1 Teacher Performance Appraisal Process Superintendents of Education Mike Sereda and Kaja Havelka outlined the Ministry of Education's Qualityin the Classroom Act and its accompanying regulations that pertain to the Teacher Performance Appraisal system.A committee has been working since October to develop the Student input Survey and the Parent/Guardian Input Survey taking into consideration the mandated structure,content and consultation components. It was suggested that clearly stated direction be given on the surveys for those participants wishing to remain anonymous.M.Sereda noted that the surveys would be translated into the different languages found inthe Thames Valley. Currently,the draft surveys are being piloted in eight schools —four elementary and four secondary.It was requested that members share this information withtheir associations and provide feedback to Mike Sereda fm.sereda@tvdsb.on.cal or K^ja Havelka fk.havelka@tvdsb.on.ca)by 2003 April 1. 6.2 Draft Proposed Resolutions of the Minister's Advisory Council on Special Education (MACSE)-Meeting of October 16-17,2002 B.Tucker offered to email copies of this report to interested members.M.Schnarr-Rice,W. Rodic, E. Hager, W.Dupuls,L.Vince and P. Cook requested a copy. 7.UPDATES • B.Tucker chairs the Accessibility Working Group mandated by the Ontarians with Disabilities Act. By 2003 September 30, an Accessibility Plan will be developed that includes a report on steps the Board has taken to identify,remove and prevent barriers forpeople with disabilities.Thefirstmeetingofthe committeewas heldinFebruaryand the next has been scheduled for April.Bill noted that the barriers are not just physical but attitudinal,and may be found in Board Bylaws, policies,procedures,programs, practices and services.The AccessibilityWorking Group's reports will be posted "on the Special Education web page. 2003 March 25...5 10.REPORT OF COMMITTEES -cont'd a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd •Vicki Corcoran distributed the notes from the "Transition Planning:A Partnership Process,"meeting of 2003 February 12.Four subgroups were formed to explore transition Issues related to: I)entering school;ii)moving from elementary to secondary school;iii)moving from secondary school to the community; and, iv)continuous transitions (ie moving from a treatment facility back to school). 8.FUTURE AGENDA ITEMS April -Special Education Plan April -Budget Discussion with Brian Greene 9.ASSOCIATION UPDATES Barb Booking passed out folders detailing the many programs and services offered at the Thames ValleyChildren's Centre.This isa children's treatment center that receives funding from the Ministry of Health to cover children's health needs and partners with other community agencies and organizations to offer specialty clinics and programs throughout Southwestern Ontario.The general age range of the children they serve is from birth to 19 years of age who have been referred by a doctor or a school health program.Barb offered to provide upon request,a report detailing Thames Valley Children's Centre's research initiatives.L.Stevenson thanked Barb for her comprehensive overview." B.Tucker announced that The London Behaviour Clinicis having its grand opening today at Lome Avenue P.S.from 4:00 p.m. until 6:00 p.m. This is a pilot project that partners the Middlesex-London Health Unit,the public and separate school boards and the medical community.Physicians are able to assess students at the clinicand confer with Learning Support Teachers and other school staff to obtain the school's input when deciding treatment options.It also allows school staff to understand the physician's perspective.The assessments are being funded by OHIP billings and the community and are offered at no cost to parents.Currently,approximately 60% of the caseload is for assessments for public school students.The site is accessible to parents and students in wheelchairs.Other communities within the Thames Valley have indicated an Interest in possibly connecting with partners in their area to open similar clinics. 10.CORRESPONDENCE The Committee reviewed the items submitted as correspondence. 11.FORUM B.Hopkins was Invited to a meeting of the London District Catholic School Board School Councils last Wednesday and was warmly welcomed.Brenda will be inviting the Catholic Board's School Council Chair to a Thames Valley District School Council meeting. A reminder that on April 12 the Western 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. How school councils can contribute to improved student learning will be the focus of the day. D.Smith noted that on April 4, 5 and 6,the Ontario Federation of Home and School Associations will be holding workshops at their annual general meeting in Oakville.To register contact a school with a Home and School Association. 2003 March 25...6 10.REPORT OF COMMITTEES -cont'd a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 12.ADJOURNMENT The meetingadjourned on a motion by L.Vince at 2:41 p.m. L.STEVENSON, Chairperson b.REPORT OF THE COMMITTEE OF THE WHOLE 2003 March 18 7:00 p.m.-10:00 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS J.Bennett,Chair G.Hart J.Hunter P.Sattler A.Cartier (-9:45,+9:50) S.Deller P.Schuyler Regrets:T.Roberts S.Peters L.Stevenson D.Stev\/art D.Anstead M.McTaggart P.Jaffe B.Bryce B.Greene P.Gryseels C.Murphy J.Thorpe M.Sereda G.Jazey K.Dalton L.Hutchinson K.Wilkinson J.Roth C.Linsdetl G.Owens K.Bushel! S.Christie W.Scott C.Dennett D.Bradford 1.APPROVAL OF AGENDA Theagenda was amended to Include item 15 "March 17,2003 Reportofthe Budget Advisory Committee"and item 16,"OPSBA Awards." The amended agenda was approved on motionof J.Hunter. 2.CONFLICTS OF INTEREST A conflict ofinterestwas declared byTrustee Jaffe as recorded inthe Committeeofthe Whole, In Camera report related to Negotiations,citing family employment. 3.DIRECTOR'S ANNOUNCEMENTS - P.Gryseels,Executive Superintendent,Operation Services,advised that 11 international trips to Europe and the USA have been bool<ed by secondary schools over the next few months.A procedure is in place regarding contacting the Department of Foreign Affairsand International Trade inthe event ofwar inthe Middle East.Mr.Gryseelsadvised that the safety of TVDSB students is always of paramount concern and that schools have been instructed to ensure that part of the trip planning and costs included cancellation insurance. Superintendents will be meeting with secondary school principals to review the field trip schedules anddiscuss planned trips.It was noted thatthreeofthe elevenschool field trips have been cancelled. Director Bryceadvised that Premier Eves has announced,in response to recommendations in the report ofthe Education Equality Task Force, that new funding In the amount of$77M will be providedto assist small rural schools and $75Mto address pressing school renewal needs.He advised that there is no information as to how much has been allocated to the TVDSB.Further details regarding the funding announcement are forthcoming. Director Bryceadvised thata detailedaccountingoftheSpecialEducation Funding relatedtothe Intensive Support Allocation (ISA)istobe presented at the 2003 March 25 Board meeting. A 2003 March 25...7 \ 10.REPORT OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 4.REPORT FROM THE ALDBOROUGH,DUNWICH-DUTTON AND WEST ELGIN SENIOR ELEMENTARY SCHOOL ACCOMMODATION STUDY COMMITTEE Trustee Stewart presented the report ofthe Aldborough, Dunwich-Dutton and West ElginSenior Elementary School Accommodation Study Committee.Committee members Christine Johnston, Lynda Miller and Marie Humphrey were introduced and thanked for their participation. Trustee Stewart provided the following overview of the background to the Committee's work. On 2002 October 22 the Board approved the following motion: THAT consistent with the Board Policy and Procedures "School Accommodation and Facility Organization,"a school area accommodation study committee be established for the Aldborough,Dunwich-Dutton,and West Elgin Senior Public School areas. The six committee members representing the three school communities met on the following dates:2002 December 09,2003 January 06,13,27,February 03 and 24. Representatives of the Board included:Trustees David Stewart (Chair)Sharon Peters. Administrative support was provided by Cheryl Sutherland (Operations Services),Gil Owens (Planning Officer), Kevin Bushell (Projects Manager), Don Blair (Superintendent of Education), BarrieWoodley and Nick Hatch(Transportation Services),and Principals Gord Park (Aldborough), Jim Bowden (Dunwich-Dutton),and MervReld (West Elgin).Trustee Joyce Bennett attended one meeting. During the course of its meetings,the committee considered,discussed and investigated the benefits,issues and concerns for each of the options articulated below.The committee members Informed and consulted their respective communities regarding the following options: Option 1 Reconfiguring all three schools to provide education from JK -Grade 8. Option 2 Moving the Junior Kindergarten class from West Elgin Senior Elementary School to Aldborough Public School, with Grades 7 & 8 remaining at West Elgin Senior Elementary School. Option 3 Maintaining the current organization. Option 4 Enlarging West Elgin Senior Elementary School to accommodate all students from ail three schools. The committee examined: each school by hosting at least one meeting at each school. physical Property statistics.Pupil Accommodation Grants,On the Ground (OTG)capacities, and current and projected enrolment statistics of each community. •transportation configuration and costs. impact of six potential boundary changes simulated through EDULOG. •program implications of each option. Board philosophy of neighbourhood JK - 8 schools. plans and costs of potential renovations and portables. 2003 March 25...8 10.REPORT OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 4. REPORT FROM THE ALDBOROUGH,DUNWICH-DUTTON AND WEST ELGIN SENIOR ELEMENTARY SCHOOL ACCOMMODATION STUDY COMMITTEE -cont'd Options: The committeeanalyzed the advantages ofeach ofthe fouroptions. Option #1 (Three JK - 8 schools) a) Logistics are much simpler for families. b)Students make fewer transitions.One school from JK to Grade 8. c) Students, parents and staffhave many years to developclose relationships. d) Asthe students move through the grades teachers pass on important strategies. e) Senior students develop their leadership skills and younger students benefit from their assistance. f) A strong school spirit develops. g)Consistent withthe Thames Valley District School Board guidelines. Option#2 (TwoJK - 6 schools, one Grade 7,8 school) a) Fewertransitionsforyoungstudents. Theyneed tobecome accustomed tojust one school until the end of Grade 6. b) JK teacher is connected to a group with similar interests. c)All the younger children in a family are together in one school. d)Retain the instrumental Music Program e)Specialized Teachers f)Ease the way into High School g) Top athletic program with championship winning teams h) Social interaction witha new,larger group of students I)Participation inenriching experiences likeband, ski trips, Camp Celtic Option #3 (Current organization) a)We are all more comfortable to that with which we are accustomed. b) No renovations would be required. Option #4_(0ne central elementary school for all JK-8 students) a)There is strength in numbers,the school would have 1000 students. b) New facilities to replace buildings from 1927 and 1965. c)It would heipto unify the whole community ofthewesternsectionof Elgin County. Option #2 (Aldborough JK-6,Dunwich -Dutton JK- 6,West Elgin Senior Elementary 7,8)was determined by the committee to provide programming opportunities for all students,to minimize the Impact of boundary changes,and to be fiscally responsible. N.B.West Elgin Senior Elementary School would continue to provide the grade 7&8 program for students from the Aldborough and Dunwich-Dutton Public Schools attendance areas. Dunwich-Dutton would continue as a JK-6 school. impact of Option #2 (RecommendBd^ Based on Ct/rrenf Enrolment School OTG Capacity Current FTE Proposed FTE Aldborough P.S.293.5 328.5 349.0 Dunwich-Dutton 416.0 395.0 395.0 West Elgin Sr.Elem.281.0 256.5 236.0 2003 March 25...9 10.REPORT OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 4.REPORT FROM THE ALDBOROUGH,DUNWICH-DUTTON AND WEST ELGIN SENIOR ELEMENTARY SCHOOL ACCOMMODATION STUDY COMMITTEE -cont'd PROJECTED COSTS (One Time) Renovations at Aldborough Public School $ 15 000 2 portable relocations to Aldborough P.S.$ 10 000 Total $25 000 Ongoing Increased annual transportation costs $ 4 300 Rationale: •There are currently three runs serving Aldborough P.S.from transfer situations,and,run continuations from West Lome to Aldborough P.S. •Current loading indicates that some 170 students are carried via combination of West Lome Transfers,and,westbound pick-ups via three units.This averages 57 per bus. •Information at this time indicates 45 JK students at WESES. •One additional West Lome extension (route 54 is available)may well be sufficient to accommodate this further influx. Cost:Approximately50 km/day @ $0.4450/km(Jan. 2003)X190 days =$4227.50 per year in additional variable rate. The Committee recommended that the JK program at West Elgin Senior Elementary School be moved to Aldborough Public School to create a JK - 6 school. In order to maximize program opportunities and accommodate the redistribution of students,the Committee further recommended: 1.That Classroom #2 and the adjoining Resource Office at Aldborough Public School be renovated to accommodate a Kindergarten program. 2. That one portable be put on the site at Aldborough Public School to replace Classroom #2. 3.That one portable be put on the site at Aldborough Public School to replace the Resource Office. 4.That a communication plan be developed to inform the involved communities of the decision of the Board and its implications. 5.That the Board supply and install playground equipment at Aldborough Public School to address the needs of Junior and Senior Kindergarten students. 6. That, iffuture needs present such an opportunity,the Board consider creating one school for all West Elgin elementary students on the West Elgin Senior Elementary School site. 2003 March 25...10 10.REPORT OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 4.REPORT FROM THE ALDBOROUGH,DUNWICH-DUTTON AND WEST ELGIN SENIOR ELEMENTARY SCHOOL ACCOMMODATION STUDY COMMITTEE -cont'd The Committee asked the Administration to prepare a response to the report at the 2003 March 25 Board meeting and that recommendations be considered at that time. ItIsanticipated that students would be relocated to the recommended school sites by2003 September 01.A question and answer period followed. Superintendent Gryseels provided a verbal administrative response to the report,recommendation and sub-recommendations.He advised that the report is consistent with the Board's direction toward having Junior Kindergarten to Grade 8 in all elementary schools and noted that itdoes not fully address the JK to Grade 8 Issue but rather provides two JK-Grade 6 schools.He advised that the Administration will take the sub-recommendations under advisement and report back at the 2003 March 25 meeting. The following recommendation was moved by D.Stewart and carried: That the JK program at West.Elgin Senior Elementary School be moved to Aldborough Public School to create a JK - 6 school. OSSTF DISTRICT 11 Director Bryce suspended the agenda for an announcement regarding negotiations with OSSTF, District 11. John Thorpe,Executive Superintendent of Human Resource Services,announced that the federation ratified theircollective agreement forthe period2002 September to2003 August 30 with 71%voting In favour of the agreement. 5.EAST OXFORD/SWEABURG ELEMENTARY SCHOOL ACCOMMODATION STUDY COMMITTEE Trustee Stewart Deller presented the report fromthe East Oxford/Sweaburg Elementary School Accommodation Study Committee. He advised that the Committee report supports Its mandate to reviewthe educational program opportunities provided to students at Sweaburg and East Oxford Public Schools and to review the cost implications of both closing and leaving Sweaburg Public School open.He provided the following overview of the Committee's work. The Committee,composed of Tnjstees Stewart Deller(Chair) and Diana Anstead; Community representatives Rob Dempsey and Joanne Talbot,and School representatives Deb WInlaw and Jennifer Cuddle met several times with the meetings alternating between East Oxford and Sweaburg Schools.Administration supportwas providedby Kevin Bushel!(Manager, Projectsand Maintenance),Jim Empringham (Superintendentof Education),Diane Gulyaprak (Vice-Principal, East Oxford/Sweaburg School), Nancy Moulton (Operations Services,CEC East),Gil Owens (Planning Officer)and Feme Woolcott (Principal,East Oxford/Sweaburg School).In addition, Trustee Graham Hart attended several meetings.Minutes of the meetings are available on the Board's website. 2003 March 25...11 10.REPORT OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 5.EASTOXFORD/SWEABURG ELEMENTARYSCHOOLACCOMMODATION STUDY COMMITTEE -cont'd Discussion at the meetings focused on the following: the condition of each school plant and cost implications; the program implications for East Oxford/Sweaburg students should Sweaburg remain open or be closed; the cost of operations should Sweaburg remain open or be closed; the enrolment and population data,future growth and planning; the impact of the funding model and of the On The Ground (OTG)capacities on capacities and vacancy in the surrounding area; The salary savings If Sweaburg was closed. Transportation concerns. Community implications of closing Sweaburg School. The report included the following summary for each of the areas of focus: 1.Kevin Bushell provided information describing the current state of each plant,past maintenance and improvements activity and identified items to be addressed in the future. There are no septic or water concerns at either East Oxford or Sweaburg schools.Through the Information providedand the questions which followed,Itwas made clear that Sweaburg is in no better or worse shape than most schools in the District. 2.Reports reviewing the achievement of Sweaburg students on EQAO tests,outlining the expectations for the use of computers in the classroom,outlining the expectations of the physical education curriculumand the access of students to library resources were received. 2.1 Itwas clear fromthe data reviewed that Sweaburg students are doing as well as or better than other Grade 3 students in the district on EQAO tests. 2.2 Sweaburg School has two computers ineach classroom above JK/SK. Although access to a computer lab was not deemed a priority by members of the committee Ifit can be shown as a curriculum necessity,It will become a fundraising priority for the school community. 2.3 SweaburgSchool has facilities fora largevarietyofPhysicalEducation activities:iarge open grassy spaces,a basketball court,ball ,diamond,soccer field and,weather permitting, a skating rink in the winter.Physical Education classes are held indoors during inclement weather.Gymnastic skills are the only curriculum expectations that may not be currentlymet due to the absence of a gymnasium. This could be easily rectified bya limited numberofbus tripsto East Oxford at a currentcost of$75 per trip. 2.4 The daily involvement of volunteers in the Sweaburg library support staff and student access to library resources.A community volunteer provides library support for approximately400 minutes perweek. Thiseasily compensates forthe Sweaburg School 0.1 teacher-librarian allocation. The projected school organization for 2003-2004 was reviewed for both the twinned and Sweaburg closed situations.In the twinned situations there would be eight split grade classes while in the Sweaburg closed situation there would be four. Splits in the twinned •situation were in all divisions.In the Sweaburg closed situation,one split was in the JK/SK Division and the other three were in Grade 4 and up.The net result is the elimination of the splits in the Primary Division at both East Oxford and Sweaburg schools. 2003 March 25...12 10.REPORT OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 5.EASTOXFORD/SWEABURGELEMENTARYSCHOOLACCOMMODATIONSTUDYCOMMITTEE -cont'd 3.Information provided indicated that the annual operational costs (excluding salaries) at Sweaburg was approximately $17,010. IfSweaburg students were movedto East Oxford, there would be no appreciable increase in utility costs at East Oxford. If students in Sweaburg were movedto East Oxford there could be an increase intransportationcosts. Ifa new bus run were created to transport these students,the cost would be $35,000.Ifthe students were transported ona newly created second run onan existingbus, the cost would be approximately $10,000.Bus operators expressed the view that, pending no significant increases in population,it might be possible totransport Sweaburg students on existing runs at an additional per kilometer cost. 4.The current enrolment at Sweaburg is 61 FTE.The current enrolment at East Oxford is 326.5 FTE.Population data for each area indicated that the population in both school areas will remain stable over the next several years.There is no development planned in the Sweaburg.area for the near future nor Is itlikelyto occur because of water Issues in the area. East Oxford iscurrently drawing from the south end ofWoodstockwhere there is ongoing development. 5. The On The Ground (OTG)capacity of Sweaburg is 73.5 FTE and its current percent occupancy is83.4%. The OTGcapacity for East Oxfordis391 FTEand itscurrent percent occupancy is 83%. Closing Sweaburg and moving the students to East Oxford would create a 99%percent occupancy at East Oxford. Combining the student population would result in a need for a portable.Installation of a cun'ently owned portable would be $6,000.Annual maintenance costs run between $4,000 -$5,000. Itshould be noted that percent occupancy of Sweaburg could be higher this year and is prevented from increasing bya board decision to impose'enrolment caps on classes there. Without the caps,Sweaburg's per cent capacity would increase slightly and East Oxford's would decrease slightly. 6.Closure of Sweaburg would result inthe following personnel savings: Staff Approximate Sweaburg Costs Custodial 3 hours per day $12 620.40 Secretarial 1 -Full Time $34 000.00 VP .5 Allocation $37 495.00 Librarian .1 Allocation $4 500.00 Total $88 615.40 7.If the two schools were amalgamated the Sweaburg primary students would be bused an additional 14.5 kilometers to East Oxford. The busing would increase the school day for these students by up to 45 minutes in total. 2003 March 25...13 10.REPORT OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 5.EAST OXFORD/SWEABURG ELEMENTARY SCHOOL ACCOMMODATION STUDY COMMITTEE -cont'd 8.The community strongly supports maintaining the community school presence.The school is successfully meeting the educational needs of the community and provides a nurturing environment for the early primary grades.The Rozanski Report on Education clearly supports single school communities,and Svi^eaburg School may benefit from any resulting funding. The Committee,in discussing and identifying a recommendation to present to the Board, considered the following: 1.That Sw^eaburg Public School is in good shape,requiring only normal,on-going maintenance; 2.that Sweaburg students achieve as well as,or better than,other Grade 3 students in the district on EQAO tests; 3.that parent representatives believe that the community would strongly support fundraising for the purchase of necessary additional computer hardware and software; 4. that students at Sweaburg are not dlsadvantaged due to lack of access to a gymnasium,if this was an issue,the funding for transportation to East Oxford School for Physical Education would not have been removed by the TVDSB in 2001 June; 5.that volunteers assist each day In supporting learning activities and access to library resources; 6.that the Sweaburg population is a stable one. The following motion was moved by S. Deller: That Sweaburg Public School remain open;and that East Oxford/Sweaburg Public School remain as a twinned school. A lengthy discussion followed regarding the Committee's recommendations.Superintendent Peter Gryseels advised that it is unlikely that the Board will receive special funding for East Oxford/Sweaburg P.S.and acknowledged the nurturing environment at the two schools. He emphasized that special education support is not available at Sweaburg School requiring students who would require special assistance to travel to another school site.He also noted that the JK to Grade 3 model at Sweaburg is not able to provide the services/resources as a larger school setting.The Board was cautioned to base Its decision on associated costs rather than on any possible funding for small rural schools. The following motion was moved by D.Anstead and carried: That the recommendation that Sweaburg Public School remain open and East Oxford/Sweaburg Public School remain as a twinned school be tabled to 2003 March 25 to be considered In conjunction with the other Accommodation Study Committee recommendations. 2003 March 25...14 10.REPORT OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 6. ELLIOTT FAIRBAIRN/ MAPLE LANE SCHOOL ELEMENTARY ACCOMMODATION STUDY COMMITTEE Trustee Graham Hart introduced the report from the Elliott Fairbaim /Maple Lane Elementary School Accommodation Study Committee.Headvisedthatthe Committee supportsits mandate to review the educational program opportunities provided to students at Elliott Fairbairn /Maple Lane Public Schoolsandto review thecost implications of leaving openor closing Elliott Fairbairn Public School. Superintendent ofEducationMichael Sereda providedthe following overviewofthe Committee's work. On 2002 October 22, the Board approved the following recommendation: That,consistent with the Board Policy and Procedures,"School Accommodation and Facility Organization",the following elementary school are accommodation study committees be established for the: • Aldborough, Dunwich-Dutton and West Elgin Senior Public School; Elliott Fairbaim and Maple Lane Public School areas; •East Oxford and Sweaburg Public School areas. The Committee was comprised of Trustees Graham Hart (Chair)and Linda Stevenson; Community representatives Dave Bigelow,Alison Cross',Doreen Sparks,and Alison Temple. Itmetseveral times with themeetingsalternatingbetween Elliott Fairbairn and Maple LanePublic Schools.Administration support was provided by Kevin Bushell,Manager, Projects and Maintenance;Susan Livesey,Secretarial Assistant tothe Superintendent ofEducation;Lorraine Mention,Vice-Principal;Gil Owens, Planning Officer;Mike Sereda,Superintendentof Education; Donna Vancise,Principal;and Barrie Woodley, Supervisor, Transportation. Minutes of the meetings are available on the TVDSB website. Discussion at the meetings focussed on the following: the condition of each school plant and cost implications; - the program implicatims for students at Elliott Fairbairn shouldtheschool remain openorbe closed; the cost of operations should Elliott Fairbairn remain open or be closed; the school enrolment and population data,future growth and planning in Tillsonburg; the impact ofthe fundingmodel and the On The Ground (OTG)capacities on vacancies in the surrounding area schools; the salary savings ifElliott Fairbairn closed; busing implications if Elliott Fairbairn students were to be moved to MapleLane; and a complete study ofschool accommodations for the Town ofTillsonburg. The following summary of discussions for each of the areas offocus was offered: Kevin Bushell,Manager,Projects and Maintenance,Facility Services produced information describing thecurrentstate ofeach school,past maintenanceand improvement activity and identified items to be addressed in the future.Through information provided and the questions which followed,it was made clear Elliott Fairbairn Public School was in no better or worse shape than most schoois in the district. Itwas clearthateitherportables would need tobe added orrenovationsmade to Maple Lane to accommodate the Elliott Fairbairn students at Maple Lane.Elliott Fairbairn students would have reduced gymnasium access if moved,but similar access as others in TVDSB. 2003 March 25...15 10.REPORT OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 6.ELLIOTT FAIRBAIRN/MAPLE LANE SCHOOL ELEMENTARY ACCOMMODATION STUDY COMMITTEE,cont'd Information provided indicated that the annual cost of utilities at Elliott Fairbairn was approximately $44,000.IfElliott Fairbairn students were moved to Maple Lane,there would be no appreciable increase in utility costs at Maple Lane. The cost to "mothball"Elliott Fairbairn would be approximately 15-20%of operating costs. The current enrolment at Elliott Fairbairn is 62 FTE.The current enrolment at Maple Lane is 285.Population data for each area indicated that the population in both schools areas is declining slightly over the next several years.There are no developments planned in the Elliott Fairbairn area and minimal in the Town of Ttllsonburg. Projected school organizations for both 2003-2004 and 2004-2005 school years were provided for twinned and combined school organizations. The On the Ground (OTG)capacity of Elliott Fairbairn is 122.5 FTE and its current percent occupancy is 50% .The OTG capacity for Maple Lane is 293.0 FTE and its current percent occupancy is 97.27%(enrolment is 285 excluding JK from Elliott).Closing Elliott Fairbairn and moving the students to Maple Lane would create a 119.62%occupancy at Maple Lane if no permanent site modifications were made.This would decrease signifjcantly over the next five years.Local area pressure grants would not be applicable. There are three schools within eight kilometers of Elliott Fairbairn: School OTG Capacity Percent Occupancy Maple Lane 293 97.27 Rolph Street 379.5 79.3 South Ridge 311 117.2 Closure of Elliott Fairbairn could result in the following staffing savings: Staff Elliott Fairbairn Costs Immediate Future 2-3 years Custodial 3 hours per day $12 620 $12 260 Secretarial 1 full-time $34 000 $34 000 Vice-Principar*0.5 N/A $37 495 Librarian"?????? Teachers 2 full-time ??$60 000 $120 000 TOTAL $106 620 $204115 2003 March 25...16 10.REPORT OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 6. ELLIOTT FAIRBAIRN/ MAPLE LANE SCHOOL ELEMENTARY ACCOMMODATION STUDY COMMITTEE,cont'd Information was provided by Barrie Woodley,Supervisor, Transportation, regarding the costs associated withtransporting students from Elliott Falrbairn to Maple Lane PublicSchool. One additional bus run would be necessary. Thecost would vary from $10 000to$30000 depending upon whether a double-run or single-run bus would be utilized.Students would be on a bus no more than 15 minutes. Acommontheme throughoutallthe meetingswas the desire bythe community representatives tohaveastudy undertaken to look atboundariesfor all schools within the Tillsonburg community. Itwas felt that such a study should be undertaken before a decision was made regarding the closure of Elliott Falrbairn Public School. The Committee in discussing and Identifying a recommendation to present to the Board, considered the following: 1. that Elliott Falrbairn Public School Is in good shape,requiring only normal,on-going maintenance; 2. that the potential costs of transporting all Elliott Falrbairn students to Maple Lane Public School, should Elliott Falrbairnbe closed, maypartiallyoff-setthe savings in facility operation costs,not taking Into account staff salaries or ongoing facility costs associated withclosure; 3. that the Elliott Falrbairn population is a relatively stable number, with a slight student decrease anticipatedover time,but with a high turnoverof individual students year-to-year; 4. that Elliott Falrbairn students have gymnasium space available for dailyphysical education and that this would reduce to current system average by a move; 5. that parental transportation would bean issue for the Elliott Falrbairn community;and 6. that a thorough study of the Tillsonburg community should be undertaken. The following recommendation was moved by G. Hart. That ElliottFalrbairn Public School remain open; That the current community partnership rental agreement be reviewed;and That additional community partnerships be investigated. It was suggested that the motion be tabled to the 2003 March 25 Board meeting.Trustee Hart raised the concern that in doing so discussion of the recommendation could not be held.The ExecutiveSecretary was asked to provide clarification regarding the appropriateness of tabling the item.She advisedthat tabled motions shouldbe used onlywhen It is necessary to laya pendingquestion aside temporarilywhen another matter ofimmediate urgency has arisen.-Such a .motion is undebatabie. A motion to postpone, the motion by which action on a pending question is suspended to a specific date,provides an opportunity to obtain additional Information pertinent to the recommendation.Motions to postpone are debatable.It was agreed to continue discussion of the recommendation. 2003 March 25...17 10.REPORT OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 6.ELLIOTT FAIRBAIRN/MAPLE LANE SCHOOL ELEMENTARY ACCOMMODATION STUDY COMMITTEE,cont'd Supt.Gryseels advised that it is unlikelythat the Board will receive special funding for Elliott Fairbairn School witha current enrolment of62 FTEand that combining itwithMapleLane would provide more services to students.He noted that the Board,and the community must be prepared to accept the costs involved should Elliott Fairbairn remain open and a review of the services the school is able to provide undertaken. The following motion was moved by P.Jaffe and carried: That the recommendation that Elliott Fairbairn Public School remain open;that the current community partnership rental agreement be reviewed; and that additional community partnerships be investigated be postponed to the 2003 March 25 Board meeting for consideration. 7.PROPOSEDADDITIONSATEASTWILLIAMSMEMORIALAND NORTH MEADOWS PUBLIC SCHOOLS The Administration presented a report seeking Board approval to proceed with the design of additions at East Williams Memorial and North Meadows Public School which would be funded by the Enrolment Pressure Grant generated in 2002-03.In-schoo!design committees to assist with the planning and design forthese additions in keeping with the process used with previous capital projects wouid be established. The Enrolment Pressure Grant was introduced bythe Ministryof Education in 2001-02 to address enrolment pressures forboards whodidnot qualify forEnrolmentinExcess ofCapacityGrants. To qualify for this grant an elementary school must have in excess of 100 Average Daily Enrolment (ADE)over the Ministry's approved On The Ground (OTG)capacity for two consecutive years and have no surplus capacity within 8 km to accommodate the excess students.Presently additions are being builtat Parkview and Piattsville &District Public School using the Enrolment Pressure Grant generated by those schools in 2001-02.The Board has received Enrolment Pressure Grants for2002-03 for East Williams Memorial and North Meadows Public School as listed below. East Williams North Meadows 2002-03 New Pupil Places 109.3 110.6 Grant Generated SI 278 810 $1 294 020 Enrolment Review: The estimates for East Williams Memorial Public School indicate that the 5-year enrolment for the school will range from the current school count of 327 to 316 by the 2007/08 school year. The corresponding fuil-time equivalent figures are 302.00 to 286.50.Itwould,therefore,appear that the student population will remain relatively stable for the community for the projection period. There do not appear to be any external factors that would significantly alter the student population.The majority of students attending East Williams reside in either Ailsa Craig or Nairn. 2003 March 25...18 10.REPORT OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 7.PROPOSED ADDITIONS AT EAST WILLIAMS MEMORIAL AND NORTH MEADOWS PUBLIC SCHOOLS -cont'd Recently (February 2002)there was an extension of the "residential"designation In Nairn proposed and some additional development is anticipated from this extension,although no specific plans have been submitted.Anygrowth that does occur would likely be slow and would not result in significant student population grov/th for the school.Thus,Itwould appear that East Williams Memorial Public School would remain in the current range of student population for the foreseeable future. North Meadows Public School opened in September 1998 with 389 students and has a current student population of 454.The school is In the major area of residential development for the Town of Strathroy.There is still lands designated for residential development in close proximity to the school. A factor of growth has been included into the projection for the school over the next five years. Itis anticipated that the enrolment will Increase to approximately 500 with a full-time equivalent of approximately 458.50. The former Middlesex County Board of Education established the boundaries between North Meadows and Adelaide-Macdonald Public Schools in 1997 by removing the Town of Strathroy portion from the Adelaide-Macdonald school and including this area as part of the new North Meadows school area.It does not appear practical to consider a boundary adjustment to relocate students to Adelaide-Macdonald Public School since these students live very close to North Meadows Public School.Any move would be met with significant resistence from the community. The following proposed budget for design and construction for additions was presented: East Williams Memorial - $ 1 278 810 North Meadows -$1 294 020 The following timelines were presented: Architect Selection -2003 April Design -2003 May to October Tendering -2003 November Construction -2003 December to 2004 August The following motion was moved by P.Jaffe and carried: That the Board authorize the Administration to proceed with the design of additions at East Williams Memorial and North Meadows Public Schools. a.MONTHLY FINANCIAL REPORTING The Administration presented Financial Statements for the month ending 2003 January 31.The year-to-date activities were reflected in the reports and included a summary of revenues and expenditures by area and type.The 2003 January 31 Revised Budget for supplies/services, furniture/equipment and staff development have been adjusted to reflect 100%of the approved budget for 2002-03.The holdback of 40%,included in the Corporate and Treasury Services supplies/services,has been redistributed to the appropriate accounts. The Administration responded to questions posed by Trustees. 2003 March 25...19 10.REPORT OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 9.REPORT OF THE NATIVE ADVISORY COMMITTEE MEETING 2003 February 11 3:06 p.m.-4:37 p.m. MEMBERS PRESENT •J.Hunter,Trustee (+3:25) P.Schuyler,Trustee T. Smith,Chippewas of the Thames ADMINISTRATION AND OTHERS T.Bomberry,Opportunity &Business Developer,Nokee Kwe C.Cadogan,Executive Director,Nokee Kwe E.Good,Learning Coordinator C.Graves,Learning Supervisor V.Hopkins,Native Counsellor Regrets:D.Charles,L.Doxtator,L.Stevenson Absent: C.Dolson,Munsee-Delavi^are G.McGahey,Chippewas of the Thames S.Lundrigan,Recording Secretary S.Miller,Attendance Counsellor C.Murphy,Exec.Supt.Program Services D.Susi,Principal,M.B.McEachren P. S. B.Tichenoff,Principal, A.E. DuffieldP. S. J.Upsdell,Principal,Bee!S.S. 1.WELCOME AND INTRODUCTIONS Chair PhilSchuyler welcomed everyone to the meeting and all present introduced themselves. 2.NOKEE KWE CAREER DIRECTIONS Chair Phil Schuyler introduced Carl Cadogan,Executive Director,and Tracy Bomberry, Opportunity &Business Developer,from Nokee Kwee Occupational Skill Development Inc. C.Cadogan provided a brief overview ofthe organization noting that at its inception,Nokee Kwe offered employment counselling and related services to Native women only.Theyhave since broadened their clientele base and nowoffera wide range of employment-related services to Native men,women and youth. The Native Learning Centre provides basic educational and literacyservices to adult Native learners.The Centre also offers instruction in the Oneida and Ojibway languages and provides an orientation andexposure to Native Culture,which enhances oraland cultural preservationand supports those learners who have a desire to learn their "Mother Tongue". A coordinator recruits college or university student volunteers who are taking First Nationsprograms or are interested in a co-op placement at Nokee Kwe. Mr.Cadogan notedthat the age range ofthe youththey serve is from 17 until 29 years ofage. Last year, Nokee Kwe conducted a survey of 130 Nativeyouths to ask a series of questions regarding the issues they face and possible solutions.The following initiatives forNativeyouths are being developed as a result of the needs identified by the survey: Leadership Program; Career Development and Job Search Programs;Youth Resource Manual; Youth Council;Career Fairs: Workand/or Community Placement;and Wlchihitook - an intensive six week programfor at-risk youth. T. Bomberrydistributedthe,"Earthwalkers:First Annual NativeYouth Career Fair March5 •6. 2003"informational brochure and registration form.The target audience forthis event is high school and university level students.For more information about the programs and services offered at Nokee Kwe,visit their website at www.nokeekwe.ca. P.Schuyler thanked Mr.Cadogan and Ms. Bomberry for their presentations.As a student at King's College, Phil's co-op placement is at Nokee Kwefor three days a week. 2003 March 25...20 10.REPORT OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 9.REPORT OF THE NATIVE ADVISORY COMMITTEE MEETING -cont'd The Committee discussed using some culturalfund dollars to support the "Earthwalkers"event. Itwas requested that Charmaine Graves providea report regarding the cultural funds at the meeting on 18 March 2003. 3.APPROVAL OF AGENDA The agenda was renumbered according to the presentation order and #11 Summer School was added.The agenda was confirmed as amended. 4.ELECTION Cathy Murphy assumed the chair and called for nominations. PhilSchuyler was acclaimed as the Chair of the Native Advisory Committee for 2003 and assumed the chair. 5.CONFLICTS OF INTEREST No conflicts of interest were declared. 6.CONFIRMATION OF VOTING MEMBERS Trustees:P.Schuyler,J.Hunter O. K. T.Representatives: Chippewas of the Thames:G.McGahey,T. Smith Munsee-Delaware Nation:C.Dolson 7.REPORT OF MEETING -2002 December 10 In response toa request tohave Mike Sereda speak tothe Committeeregardingthe Supervised Alternative Learning for Excused Pupils (SALEP)program,it was noted that Mike has been invited to the 2003 March 18 meeting. 8.SURVEY QUESTIONS E. Good indicated that the Survey Questions presentation with Steve Killip will be scheduled for the March agenda.The Committeewas cautioned that ifthe questions are too open-ended,the responses may not generate data that can be collated.S.Killip will make recommendations on which type of questions may produce sufficient Information. 9.STUDENT REPRESENTATIVE ON THE NATIVE ADVISORY COMMITTEE E.Good distributed a handout that gave several scenarios for interaction with Native students and the Native Advisory Committee. The Committee discussed going to the students'school; transportation issues;providing snacks and/or lunch;student delegations; length of visit;urban and rural students;and the inclusionof elementary students.Itwas supported that inplanning for the 2003-04,year two sessions (one per semester),are scheduled to include Native students. 10.PRINCIPALS'UPDATES H.B.Beal S.S. Principal J. Upsdell announced that Vice-principal Carolyn May was transferred to Lord Dorchester S.S. at theend of semester one and she will be greatlymissed. Sealwelcomed Mary Ellen Smith,an experiencedVPas her replacement. DrewCook will be replacing Carolyn atthe Native Advisory Committee meetings. An initiative called,"TheMany Faces of Beal",has begun. Duringthe second semester,training for senior students has started so that they are able to do an orientation withnext year's grade 9s to celebrate and support the diversity that exists at Beal.Representatives from all of the leadership groups in the school including the Native and Metis Student Council will be involved in this training. Leroy Hibbertfrom LUSO and Cari Cadogen from Nokee Kwe are providing assistance.There is a new Grade 11 English course being taught for the first time. It features Aboriginal authors and the senior students seem to be enjoying it. 2003 March 25...21 10.REPORT OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 9.REPORT OF THE NATIVE ADVISORY COMMITTEE MEETING -cont'd M.B.McEachren P.S. PrincipalD.Susi noted that in December their Grade 8 SpiritCommittee sold candy grams and raised $90.00 for the Children's Hospital of Western Ontario.On the afternoons of December 17 and 18, McEachren held their annual Festive Season Concert. The theme this year was,"A Country Christmas".Five First Nations students performed in the Intermediate Orchestra forthe concert. Basketball season isunderway. Three FirstNations students are members ofthe boys' team.A large number of girls tried out for basketball and,as in the past,McEachren has two teams.One team plays inthe competitive league and the other team inthe select league. Five First Nations students are members ofthe girls'basketball teams.Grade 8 students have been visiting secondary schools and making the important decisions about which school to attend and which courses toselect. McEachren will be usingtheir cultural funds to sponsor a presentation in April byShannon Thunderbird who combines FirstNations'stories,songs and drumming. A.E.Duffield P.S. Principal Bill Tichenoff commented that since he began his assignment as Principal at A.E., Duffield in January, he has been gettingto know Nativestudents, their parents and issues of concern.Activities at Duffield parallel those at McEachren withthe girls' and boys' basketball teams underway. A recent purchase.of an Oneida dictionary was welcomed by the Native Studies teacher.Dancers from Saunders S. S.will be performingat Duffield next week. 11.SUMMER SCHOOL The Englishand math summer school program has been alternating on sites on the reserve for the past four years. Lastsummer,two ofthe teachers werefundedbyThames Valley and one was funded by First Nations.C.Murphy brought it tothe Committee's attention thattokeepthe funding forthis program,18 students wouldhave to registerand have perfect attendance forthe duration ofthe program. The enrolments in years past have declined to such an extent that the Board is continuing to incur losses. C.Murphy and Summer School Principal Ron Olson will continue to plan for the program onthe reserve,in anticipation of higher enrolment numbers and will Inform the Committee of the last date to register for the courses. G.McGahey notedthatthe benefits ofthese programsare tangible and suggested thata focus on helping students prepare for the EQAOtesting may encourage students to enrol. Ron Olson will contactG.McGahey,L.Doxtator andC.Doison todiscusswaysthatthesummer school program may continue. 12.ADJOURNMENT The meetingwas adjoumed at 4:37 p.m.on a motion byT. Smith. ' Next Committee Meeting Date: Tuesday,2002 March 18 3:00 p.m. Elgin Room P.SCHUYLER Chairperson RECOMMENDATIONS:None 10.The 2003 February 11 Report ofthe Budget AdvisoryCommittee was deleted formthe agenda as it had been previously considered by the Board. 2003 March 25:..22 10.REPORT OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 11.REPORTOFTHE BYLAW REVIEW COMMITTEE 2003 Febnjary 21 11:30 a.m.-1;00 p.m. MEMBERS ADMINISTRATION AND OTHERS T.Roberts (Chair) J. Hunter B. Bryce D.Anstead J.Bennett 8.Christie Trustee Visitors:A.Cartier Regrets:P.Jaffe 1.APPROVAL OF AGENDA -The agenda was approved on motion of D.Anstead. 2.CONFLICTS OF INTEREST-none declared 3.ISSUES ARISING FROM THE JANUARY 21,2003 IN-SERVICE SESSION a.SECTION 5.0 -BOARD INAUGURAL MEETING Discussion surrounded whether the titleofthe section should be changed and ifa prayer or invocation should be presented,it was agreed to recommend that the title be renamed the "Inaugural Meeting of the Board"and an invocation delivered (5.7). b.SECTION 6.0 -CHAIR'S INAUGURAL MEETING Itwas agreed to recommend that the Chair's Inaugural meeting be anriended to the"lnaugural Meeting of the Chair",and 6.3 amended to having an invocation delivered. c.SECTION 8.0 -RULES OF ORDER It was agreed to recommend that 8.1.3 be amended to read,"In the case of absence ...the Director shall employ a process to choose a pro tempore Chair." d.SECTION 8.2 -DUTIES OF THE CHAIR Discussion surrounded whether the words "or designate"should be added to 8.2.1 referencing the Chair as the official spokesperson for the Board.It was agreed to leave the section unchanged. 8,2.6 -The statement shall be amended to "When a member challenges the decision of the Chair,the Member shall state the reasons for the challenge and the Chair shall have the opportunity to provide the rationale in support of the decision.Such challenge shall be decided without debate.The Secretary of the Board shall ask "Shall the decision of the Board be sustained?"The Chair may not vote on such a challenge and in the event that there is an equality of votes,the decision of the Chair shall be deemed to be sustained." 8.2.5 -Amended to "The ruling of the/Chair shall be final,subject only to a member challenging the ruling of the Chair." 8.2.8 -Amend "appeal"to "challenge"and the reference to "8.2.6". 8.2.11 -The statement "No member shall speak longer than five minutes on the same question without leave of the Chair."will be added. 2003 March 25...23 10.REPORT OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 11.REPORT OF THE BYLAW REVIEW COMMITTEE -cont'd e.SECTION 8.3 -MOTIONS CONSIDERED AT BOARD MEETINGS 8.3.5 -The last sentence in the first paragraph related to the process to submit a notice of motion was deleted. f.SECTION 10.0 -INFORMATION COMMITTEE OF THE WHOLE 10.2 It will be recommended that this item be amended to "The committee shall hear presentations from Administration and the publicwithno action to be taken at the meetings, with reference to but not limited to the following topics:..." 10.3 -The words "following the election"were deleted. 10.7 -The item was rewritten to read 'The Committee shall report to the Committee of the Whole." g.SECTION 11.0 -STANDING AND AD HOC COMMITTEES A new section 11.10 was added "The Chair of the Board shall call the first meeting of a committee pending the election of the Chair."and the remaining section renumbered. h.SECTION 14.0 -CODE OF CONDUCT FOR MEMBERS 14.4 - Following discussion,it was agreed that wording of this section will remain as written. 4 ADDITIONAL ITEMS a."RUNNING EFFECTIVE MEETINGS"WORKSHOP OPPORTUNITY Itwas agreed that plans forthe workshop "Running Effective Meetings"will not proceed at this time. 5. FINAL REPORT TO THE BOARD -MARCH 25,2003 With theworkofthe Committee completed, this final report will be submitted tothe March25, 2003 Board meeting. 6. NEXT MEETING DATE- to be advised if necessary 7.ADJOURNMENT -The meeting adjourned on motion of J. Hunter at 1:16 p.m. RECOMMENDATIONS; 1.That the Board Bylaws be revised as follows: Section 5.0 -The section and meeting be retitled "Inaugural Meeting of the Board"; - 5.3 -The newly-elected Chair shall request an honoured guest open the meeting with an invocation. Section 6.0 -The section and meeting be retitled the"Inaugural meeting of the Chair",and 6.3 amended to having an invocation delivered. Section 8.0 -8.1.3 be amended to read,"In the case of absence ... the Directorshall employa process to choose a pro tempore Chair." Section 8.2 - 8.2.5 -The ruling ofthe Chairshallbe final,subject onlyto a Member challenging the ruling of the Chair. 2003 March 25...24 10.REPORT OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 11.REPORT OF THE BYLAW REVIEW COMMITTEE -cont'd RECOMMENDATIONS,cont'd 8.2.6 -The statement amended to "When a Member challenges the decision of the Chair,the Membershall state the reasons forthe challenge and the-Chair shall have the opportunity to provide the rationale in support of the decision.Such challenge shall be decided vj^ithout debate. The Secretary of the Board shall ask "Shall the decision of the Board be sustained?"The Chair may not vote on such a challenge and in the event that there is an equality of votes,the decision of the Chair shall be deemed to be sustained." 8.2.8 -"appeal"amended to "challenge"and the reference to "8.2.6". 8.2.11 - "No member shall speak longer than five minutes on the same question v/ithout leave of the Chair."added. Section 8.3 - 8.3.5 -Delete "Alternately,such notice may be included In the Agenda package as part of the 'call'or Notice of Meeting at which it is to be considered." Section 10.0 -10.2 Amend to "The committee shall hear presentations from Administration and the public with no action to be taken at the meetings,with reference to but not limited to the following topics:..." 10.3 -Delete "following the election" to read "The newly-elected Chair shall assume the chair and preside over the election of the Vice-Chair." 10.7 -Rewrite to read "The Committee shall report to the Committee of the Whole." Section 11.0-11.10 - Add 'The Chair of the Board shall call the first meeting of a committee pending the election of the committee Chair." 2.That the Ad hoc Committee to Review Board Bylaws be disbanded. T.ROBERTS. Chairperson Trustee D.Anstead spoke to the report In the absence of Committee Chair Terry Roberts.She extended the Committee's appreciation to Trustee Roberts for his commitment in serving as Chairperson of the Committee and ensuring the tasks were completed.Appreciation was also extended to Sharron Christie,Executive Secretary of the Board. The recommendations were adopted on motion of Trustee Anstead. 2003 March 25...25 10.REPORT OF COMMITTEES -cont'd b.REPORT.OF THE COMMITTEE OF THE WHOLE -cont'd 12.REPORT OF THE DIRECTOR/SYSTEMREVIEW COMMITTEE 2003 February 25 3:08 p.m.-4:30 p.m. MEMBERS ADMINISTRATION AND OTHERS J.Hunter (Chair)T.Roberts B.Bryce S.Christie S.Deller L.Stevenson J.Bennett Absent:D.Stewart 1.APPROVAL OF AGENDA -The agenda was approved on motion of L.Stevenson. 2.CONFLICTS OF INTEREST -none declared 3.CONTINUED REVIEW OF COMMITTEE MANDATE ChairHunterreviewedthe discussion fromthe previousmeeting regardingthe current Committee mandate and distributed a draft revised mandate for consideration.It was noted that an annual system review was put in place originally to monitor the new system's progress. Following a lengthydiscussion, itwas suggested thata committeeof five meet twicea yeartobe apprized of strategies and initiatives under consideration to enhance student learning.The Directoradvised of initiatives that are currently In the planning stage to move the system fonward during 2003-2006 and noted that new initiatives may.be introduced from time to timeas they arise. It was suggested that new concepts be presented to the Committee as a sounding board rather than as an evaluation vehicle. This would necessitate a change inthe role ofthe Committee and its name. Itwas also suggested that the Committee maintain an awareness of the plan to achieve the Board's Visionover the next three years,that any concerns come tothe Committee for discussion and that there be a built-in accountability. The Board's direction and goals for the next three years would be presented tothe Committee periodically.The Director noted that an update on system Initiatives and their implementation and evaluation are routinely included In the Departmental Updates on the monthly Board meeting agendas.It was suggested that the Committee monitor the implementation of initiatives and assess system growrth and that the original mandate to assess progress is no longer pertinent. >Discussion surrounded the appropriateness of reporting system Initiatives through the Chairs' Committee or through the Director/System Review Committee periodically as required.It was agreed that the Committee would continue to monitor system assessment and growth and a revised mandate would be presented to the Board for approval.The Committee would also be the vehicle to discuss new concepts and Ideas. 2003 March 25...26 10.REPORT OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 12.REPORT OF THE DIRECTOR/SYSTEM REVIEW COMMITTEE -cont'd 3.CONTINUED REVIEW OF COMMITTEE MANDATE,cont'd . The following recommendationwas approved forsubmission to the Boardforapproval:. "The Director/System Review -Committee provides a vehicle for accountability and consultation, on an as-needed basis, to monitor and assess progress and growth at the Director of Education and system levels. Attempts should be made to linking; -system goals to the Director -the system to the Board, through the Director of Education -the system to School Councils,Home and School Associations,Parent/Teacher Associations. The Committee shall consist of five Trustees appointed by the Board.The Chair of the Committee shall be elected at the first meeting. Time and dates of meetings shall be at the discretion of the Committee Chair." 4.NEXT STEPS Following Board approval of the amended mandate,the Committee will meet on the call of the Chair. 5.DATE AND TIME OF NEXT MEETING -to be advised 6.ADJOURNMENT -The meeting adjourned at 4:30 p.m. on motion of S.Deller. RECOMMENDATION: 1.That the following revised mandate be approved for the Director/System Review Committee: The Director/System Review Committee provides a vehicle for accountability and consultation, on an as-needed basis, to monitor and assess progress and growth at the Director of Education and system levels. Attempts should be made to linking: -system goals to the Director -the system to the Board,through the Director of Education -the systerri to School Councils,Home and School Associations,Parent/Teacher Associations. The Committee shall consist of five Trustees appointed by the Board. The Chair of the Committee shall be elected at the first meeting. Time and dates of meetings shall be at the discretion of the Committee Chair. J.HUNTER. Chairperson The recommendation was moved byP. Jaffe. Afriendly amendment was made towording ofthe first paragraph as follows:. The Director/System Review Committee provides a vehicle for accountability and consultation,on an as-needed basis,to monitor and assess progress and growth with the Director of Education at all system levels. 2003 March 25...27 10.REPORT OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 12.REPORT OF THE DIRECTOR/SYSTEM REVIEW COMMITTEE -cont'd The amended mandate as follows was approved: The Director/System Review Committee provides a vehicle for accountability and consultation,on an as-needed basis, to monitor and assess progress and growrth with the Director of Education at all system levels. Attempts should be made to linking: -system goals to the Director -the system to the Board,through the Director of Education -the system to School Councils,Home and School Associations,Parent/Teacher Associations. The Committee shall consist of five Trustees appointed by the Board. The Chair of the Committeeshallbe elected at thefirstmeeting. Timeand dates ofmeetings shall be at the discretion of the Committee Chair. Trustee Hart suggested that consideration be given to attempting to provide a vehicle linking trustees to monitoring system goals,plans and achievements. 13.REPORT OF THE AD HOC COMMITTEE TO ADDRESS GAY/LESBiAN CONCERNS 2003 March 06 4:00 p.m. -6:15 p.m. MEMBERS ADMINISTRATION AND OTHERS P.Sattier (Chair)L.Stevenson B.Bryce S. Rossiter J.Bennett M.McTaggart S. Christie S.Robinson D.Adair B.Howse Regrets: G.Hart R. Hughes Absent:S.Hughes 1.APPROVAL OF AGENDA -The agenda was approved on motionof L.Stevenson. 2.APPROVAL OF THE MINUTES OF 2003 FEBRUARY 10 The minutes of the February 10, 2003 meeting were approved on motionof J. Bennett. 3.CONFLICTS OF INTEREST-none declared 4.BUSINESS ARISING-none 5.CONSIDERATION OF DRAFT FINAL REPORT TO THE BOARD ChairSattier described highlights ofthe draftreportnoting recommendations had been lifted from discussions from previous meetings and from visitors'presentations. The Committee provided suggested some wording revisions. Since itwas notpossibletocompletethe review during the meeting,the following motion was moved by L.Stevenson and carried: That the Ad hoc Committee to Address Concerns of Gay/Lesbian Students request an extension from the Board to April 22 to bring its final report. 2003 March 25...28 10.REPORT OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 13.REPORT OF THE AD HOC COMMITTEE TO ADDRESS GAY/LESBIAN CONCERNS -cont'd 6.ADDITIONAL ITEMS -none 7.DATE AND TIME OF NEXT MEETING The next meeting was scheduled for Monday,.March 24,from 4:00 p.m.,-6:00 p.m.in the Middlesex Room to finalize review of the report. 8.ADJOURNMENT -The meeting adjourned at on motion of L.Stevenson at 6:00 p.m. RECOMMENDATION: 1.That the Ad hoc Committee to Address Concerns of Gay/Lesbian Students request an extension from the Board to 2003 April 22 to bring its final report. P.SATTLER, Chairperson The recommendation was adopted on motion by P.Battler and carried.Trustee Cartier was absent during voting. 14.REPORT OF THE COMMITTEE OF THE WHOLE • IN CAMERA 2003 March 18 MEMBERS PRESENT ADMINISTRATION AND OTHERS J.Hunter (Chair) J.Bennett (5:10) G.Hart S.Peters D.Stewart D.Anstead L.Stevenson P.Schuyler S.Deller (5:19) P.Sattler P.Jaffe A.Cartier B.Bryce P.Gryseels B.Greene J.Thorpe C.Murphy M.Sereda K.Havelka D.Blair J.Empringham K.Wilkinson L.Hutchinson G.Jazey S.Christie D.Bradford K.Bushell J.Roth C.Dennett Regrets:T.Roberts The Committee met in camera from 5:05 p.m.to 6:05 p.m. 1.APPROVAL OF AGENDA - Item 8 "Award of Distinction"was added to the agenda.The agenda as amended was approved on motion of L.Stevenson. 2.CONFLICTS OF INTEREST Trustee Jaffe declared a conflict of Interest to Item 5a -Negotiations,citing family employment. 3.Confidential legal and negotiation matters were discussed. 4.RISE AND REPORT A motion to rise and report was moved by S. Deller at 6:05 p.m. and carried. 2003 March 25...29 10.REPORT OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 14.REPORT OF THE COMMITTEE OF THE WHOLE -IN CAMERA -cont'd RECOMMENDATIONS: 1.That the motionrelated to a tuition agreement be approved; 2. That,conditional upon ratification byOSSTF District 11,the Board approvethe amendmentsto the 2001-2002 collective agreement between the parties for the period 2002 September 01 to 2003August30as contained in the IVlemorandum of Agreement signed bythe partieson2003 March 03. J.HUNTER. Chairperson The recommendations were approved on motion of J.Hunter. 15.REPORT OF THE BUDGET ADVISORY COMMITTEE 2003 March 18 3:30 p.m. -4:50 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS P.Sattler (Chair)J.Bennett B.Greene J.Tiiiey P-Jaffe 8.Peters (3:53) J. Roth S. Christie J.Pratt C.Dennett 1.APPROVAL OF AGENDA -The agenda was approved on motion ofJ. Bennett. 2.CONFLICTS OF INTEREST-none declared 3.2003-04 BUDGET PROCESS Executive Superintendent Brian Greene described the proposed budget process for 2003-04 notingthe budget announcement is expected bythe end of March. Hedescribedrecent funding announcements for small,rural schoolsand curriculum resources. A draft template ofa public newsletter for use by boards,prepared by OPSBA,was distributed for consideration.It was agreed thatthe template will be modified andused along with other Information publications throughout the budget process.Chris Dennett will preparea draft from the template for consideration bythe Board on March 25.It wassuggestedthatthe publication be posted to the Board's web site and updated as required. Hedistributedand described a draft timelineand proposed strategies forbudget communications. Timelines were discussed and revised. The meritsof holding simultaneouspresentations atfour centres across the District were noted, as well as the value of holding a public input session.Community input was scheduled for Monday,May26, and public presentations to the Boardon Tuesday,June 3. 4.ADDITIONAL ITEMS -none 5.FUTURE MEETING DATES The next meetingwas scheduled forTuesday, 2003 April 22, at 3:30 p.m. 6. ADJOURNMENT- The meeting adjourned at 4:50 p.m. on motion of S.Peters. 2003 March 25...30 10.REPORT OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 15.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd RECOMMENDATIONS:none P.SATTLER, Chairperson Executive Superintendent Greene commented that the dates for the 2003-04 budget process are tentative and are based on funding being released bythe Ministry of Education by 2003 April. Tmstee Hart suggested that the Board consider preparing a media release communicating to the public the significant difficulty that delays In Ministry funding present to the Board. 16.REPORT RELATED TO OPSBA AWARDS Trustee Anstead reminded Trustees that an information package regarding the Ontario Public School Boards' Association (OPSBA)Awardsprogramwas distributed. Nominationsforavariety of awards offered by OPSBA must be submitted no later than 2003 April25. Trustees were requested to contact Trustee Anstead withinthe next 7 days withany names being submitted for nomination to ensure that the preparation and filing of criteria and citations are completed in the required timelines. 17.ADJOURNMENT The meeting adjoumed at 10:00 p.m.on motion of S.Peters. J.BENNETT, Chairperson RECOMMENDATIONS OF THE 2003 MARCH 18 COMMITTEE OF THE WHOLE: - That the JK program at West Elgin Senior Elementary School be moved to Aldborough Public School to create a JK - 6 school. That the Board authorize the Administration to proceed with the design of additions at East Williams Memorial and North Meadows Public Schools: That the Board Bylaws be revised as follows: Section 5.0 -The section and meeting be retitled "Inaugural Meeting of the Board"; - 5.3 - The newly-elected Chair shali request an honoured guest open the meeting with an invocation. Section 6.0 -The section and meeting be retitled the"Inaugural meeting of the Chair",and 6.3 amended to having an invocation delivered. Section 8.0 -8.1.3 be amended to read,"Inthe case of absence ... the Director shall employ a process to choose a pro tempore Chair." Section 8.2 - 8.2.5 -The rulingof the Chair shall be final,subject only to a Member challenging the ruling of the Chair. 2003 March 25...31 RECOMMENDATIONS OF THE 2003 MARCH 18 COMMITTEE OF THE WHOLE -cont'd 8.2.6 -The statement amended to "When a Member challenges the decision of the Chair,the Member shall state the reasons for the challenge and the Chair shall have the opportunity to provide the rationale in support of the decision.Such challenge shall be decided without debate. The Secretary of the Board shall ask "Shall the decision of the Board be sustained?"The Chair may not vote on such a challenge and in the event that there is an equality of votes,the decision of the Chair shall be deemed to be sustained." 8.2.8 -"appeal"amended to "challenge"and the reference to "8.2.6". 8.2.11 - "No member shall speak longer than five minutes on the same question without leave of the Chair."added. Section 8.3 -8.3.5 -Delete "Alternately,such notice may be included in the Agenda package as part of the 'call'or Notice of Meeting at which it Is to be considered." Section 10.0-10.2 Amend to "The committee shall hear presentations from Administration and the public with no action to be taken at the meetings,with reference to but not limited to the following topics..." 10.3 -Delete "following the election"to read "The newly-elected Chair shall assume the chair and preside over the election of the Vice-Chair." 10.7 -Rewrite to read "The Committee shall report to the Committee of the Whole." Sectionll.O-11.10-Add "The Chair of the Board shall call the first meeting of a committee pending the election of the committee Chair." That the Ad hoc Committee to Review Board Bylaws be disbanded. That the following revised mandate be approved for the Director/System Review Committee: The Director/System Review Committee provides a vehicle for accountability and consultation, on an as-needed basis,to monitor and assess progress and growth with the Director of Education at all system levels. Attempts should be made to linking: -system goals to the Director -the system to the Board, through the Director of Education -the system to School Councils,Home and School Associations,Parent/Teacher Associations. The Committee shall consist of five Trustees appointed by the Board.The Chair of the Committee shall be elected at the first meeting.Time and dates of meetings shall be at the discretion of the Committee Chair. That the final report of the Ad hoc Committee to Address Concerns of Gay/Lesbian Students be extended to 2003 April 22; -That the motion related to a tuition agreement be approved; That,conditional upon ratification by OSSTF District 11,the amendments to the 2001-2002 collective agreement between the parties for the period 2002 September 01 to 2003 August 30 as contained in the Memorandum of Agreement signed by the parties on 2003 March 03 be approved. The recommendations were adopted on motion of L.Stevenson and S.Peters. 2003 March 25...32 10.REPORTS OF COMMITTEES,cont'd c.REPORT OF THE CHAIRS'COMMITTEE 2003 MARCH 18 12:20 p.m. -3:15 p.m. MEMBERS J.Bennett (Chair) P.Jaffe J.Hunter Regrets:T.Roberts ADMINISTRATION AND OTHERS B.Bryce S.Christie 1.APPROVAL OF AGENDA The in-camera and public agendas for the March 25 Board meeting were discussed and approved. 2.CORRESPONDENCE The following correspondence is available in the Trustee Conference Room for trustees' information: -MPP Steve Peters to the Ministry of Education re Western Ontario Warden's Association; - MPP Steve Peters to the Ministry of Education re resolution of Municipality of West Elgin; - MPP Steve Peters to the Ministryof Education re resolution of Township of Malahide. 3.SPECIAL EDUCATION FUNDING -REVISED ESTIMATES 2002-03 Executive Superintendent Brian Greene and Finance Manager Jane Roth joined the meeting to provide an update of the revised estimates of the 2002-03 special education funding.The information will be included in the Business Services departmental update at the March 25 Board meeting and presented to SEAC on April 1. 4.REQUEST TO PRESENT TO THE BOARD A request to present to the Board by the Thames Valley Chapter of Canadian Parents for French was approved for the April 1 Information Committee of the Whole. 5.THAMES VALLEY EDUCATION FOUNDATION Supporttq enable the Thames Valley Education Foundation to move forward was discussed.The Director was asked to prepare a detailed plan for consideration during budget deliberations. 6.FUNDING ANNOUNCEMENT A press release by the Premier and Ministerof Education announcing $149M innew funding to help support small,rural and northern schools and to renovate existing schools was discussed. The announcement indicated that school boards will receive $75M innew fundingfor renovations and repairs to help address their most pressing school renewal needs,inaddition,new funding of$74M will help small, ruraland northern schools as wellas schools withdecliningenrolment. The majority ofthe funding will support schools through a rural education strategy. The amount allocated to Thames Valley Is not yet known. 7.PREVIOUSLY TABLED MOTION RE ACCOMMODATION STUDIES When specific information is received regarding the funding announcement to assist small, rural and northern schools,consideration will be given to lifting the tabled motions related to additional accommodation study committees. 2003 March 25...33 10.REPORTS OF COMMITTEES,cont'd c.REPORT OF THE CHAIRS'COMMITTEE.confd 8.OPSBA AWARDS PROGRAM The OPSBA awards nomination package was referred to the Board's OPSBA representatives for handling. 9.OCMPE REQUEST ' A request fromthe Family Studies Subject Councilto support a motionfrom the Ontario Coalition for Mandatory Parenting Education (OCMPE)was discussed.It was agreed that the issue will be referred to the Executive Council for consideration as to its feasibility and implications. 10.ERNIE HARDEMAN REQUEST A request to have trustees meet with the Minister of Education and the Oxford County MPP regarding the small school issue was discussed.It was agreed that a decision will be deferred pending additional information being obtained from Mr.Hardeman. 11.INTERNATIONAL FIELD TRIPS The Director advised that the Department of Foreign Affairs has indicated that Canadians should not travel to various countries during the current international unrest.No advisory has been given regarding travel to the United States. Executive Superintendent Peter Gryseels will speak to the issue at the March 18 Committee of the Whole meeting. 12.TRUSTEE REQUEST FOR INPUT Trustee Stevenson sought Input on a student placement matter. 13.DATE AND TIME OF NEXT MEETING The next meeting is scheduled for 2003 April15 from 12:00-3:00 p.m. 14.ADJOURNMENT -The meeting adjourned at 3:15 p.m. RECOMMENDATION:none J.BENNETT, Chairperson d.REPORT OF THE COMMITTEE OF THE WHOLE -IN CAMERA 2003 March 25 5:05 p.m.-6:30 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS J.Bennett (Chair) G.Hart S.Peters D.Stewart D.Anstead L.Stevenson P.Schuyler S. Deller (5:10) P.Sattler P.Jaffe B.Bryce P.Gryseels B.Greene J.Thorpe C.Murphy M.Sereda Regrets:J.Hunter,A.Cartier,T.Roberts The Committee met in camera from 5:05 p.m.to 6:30 p.m. G.Jazey K.Havelka D.Biair W.Tucker J.Empringham L.Hutchinson K.Wilkinson K.Dalton J.Roth S.Christie D.Bradford C.Dennett 2003 March 25...34 10.REPORTS OF COMMITTEES,cont'd d.REPORT OF THE COMMITTEE OF THE WHOLE -IN CAMERA -cont'd 1.APPROVAL OF AGENDA The agenda was approved on motion of L.Stevenson. 2.CONFLICTS OF INTEREST -No conflicts of interest were declared. 3.Confidential personnel matters were discussed. 6.RISE AND REPORT A motion to rise and report was moved by P. Jaffe at 6:30 p.m. and carried. RECOMMENDATION: 1.That,in accordance with the Independent Procedure -Promotional Practices:Selection -Procedures and Aopointment of Principals and Vice-Principals,the following pool of candidates be approved for appointment to the position of Principal,Elementary Schools: Candidates Present Assignment Linda (Lyn)Campbell Vice-Principal,Annandale School Wendy Crocker Vice-Principal,Summers'Corners PS Lance Gianelll Retired from TVDSB Rose Anne Kuiper Vice-Principal,Locke's P S Francine Rheault Vice-Principal,Princess Anne French Immersion Bill Tichenoff Acting Principal,A. E.Duffield PS Rick Van Maanen Vice-Principal,Victory Memorial PS David Westaway Vice-Principal,Ealipg PS J.BENNETT, Acting Committee Chairperson The recommendation was adopted on motion of P.Jaffe and S.Deller. 11.REPORTS FROM THE ADMINISTRATION / a.ADMINISTRATIVE RESPONSE TO EMPRESS/JEANNE SAUVE/OXFORD PARK ELEMENTARY SCHOOL ACCOMMODATION STUDY COMMITTEE REPORT The Administration presented as report addressing the following recommendation in accordance with Board policy/procedures in considering the closure of Empress Public School: Where the Board has received a report or a recommendation which identifies a school as a candidate for closure,a minimumof3months shall elapse priorto the Board finalizingItsdecision with respect to whether to close the school or not. P.Gryseels,Executive Superintendent,Operations,advised that during this period of time,the Administration will provideadditional information to ensure that the Board has received the following: a) a report on the effects of closure on community activities of a social,educational,cultural, or recreational nature which take place on the school premises; 2003 March 25...35 11.REPORTS FROM THE ADMINISTRATION a.ADMINISTRATIVE RESPONSE TO EMPRESS/JEANNE SAUVBOXFORD PARK ELEMENTARY SCHOOL ACCOMMODATION STUDY COMMITTEE REPORT -cont'd b) a report on the effects of closure of a specific school on the foliowing: -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 forclosing and inthe school(s)where programs may be affected by the school closing; d) a report on the financial effects of closingor not closing the school,including any capital implications; e) a report indicating the possible alternative use or disposition of the school, ifit is closed. The issue in this Area Accommodation Study Committee is complex because it involves three schools.As a result, the administration addressed the report in a chart form and also referred to the Accommodation Report of 2002 March 19 which initially highlighted the area for review. As part of the previous discussions when the Committee tabled this report,the Administration was required to table its response which the Board received on 2003 February 25. Obviously,the closure ofany school isa highlyemotionaldecision since it impacts on the sense of community.Although the program offerings for all students involved In the proposed recommendation will be enhanced,the community will stillfeel a loss. Every effort should be made,where fiscally possible,to address the issues raised by all communities.This focus is consistent with the Intent of the Board's policy and procedures. The Adult English As A Second Language (ESL) and the Minority Report were addressed In detail.Maximum opportunity for the community to provide input and to be involved In any transition are to be provided. Adult ESL: There is a very extensive adult ESL program at Empress Public School which involves 214 adult students who attend school from 9:15 a.m. to 2:40 p.m. along with an evening component. Instruction is offered at 6 levels and,although not mandated under the Education Act, this program provides an excellent service to the community.Grant levels cover the instructional costs and, when considering ail areas ofcontinuing education,operating costs are also covered from grant revenue. The current location ofthese 214 students are distributed throughthe City as follows: 90 -Wonderland Road South (south-west London) 88 -Limberlost Road,Platts Lane,Fiddler's Green (north-west London) 19 - Kipps Lane,Adelaide St. N.(north-east London) 10 -Ernest Ave.,Osgoode Dr.(south-east London) 7 -Richmond St.(central London) In discussions with the Administration for Continuing Education,it is possible to relocate these students to two locations.This has an advantage for these students since the two recommended locations are closer to where they reside than the current location provides.A small portion of the program can be relocated to Lome Avenue Public School and there are no renovation costs involved. A significant number of students could be housed in the current permanent portion of 2003 March 25...36 11.REPORTS FROM THE ADMINISTRATION -cont'd a.ADMINISTRATIVE RESPONSE TO EMPRESS/JEANNE SAUVE/OXFORD PARK ELEMENTARY SCHOOL ACCOMMODATION STUDY COMMITTEE REPORT -cont'd Jeanne Sauve Public School.The port-a-pacs atJeanne Sauv§would be sold and the existing school would require some renovation in order to house these students.The cost of such renovations were provided. At the Board meeting of2003 February 11,a Minority Reportwastabledby community members. The report recommended the following: 1. Provide qualityeducational programs for students inall three school communities; 2.increase the pupil capacity of Empress Public School;and 3.Provide a permanent facilityfor the students of Jeanne Sauve French Immersion Public School. The Administration originally contemplatedthis option,and the impacton the community and on the students ofmoving students fromOxfordPark PublicSchool to Empress PublicSchool would be the same as moving the Empress students to Oxford Park.The Administration did not propose this recommendation since the number of students involved in the move would increase. Moving the Empress students to Oxford Park involves 165 students;moving the Oxford Park students to Empress involves 227 students. The Administrationis ofthe viewthat there are nosignificantfinancial savings or costs as a result of this alternative. Under both alternatives,an addition would be required at Oxford Park Public School to either accommodate the Jeanne Sauve students or the Empress students. The more significant issue is with respect to the educational programs for students.The Administration is of the view that there are no increased educational advantages nor disadvantages as a result of this alternative.The major disadvantage from the Administration's point of view is that more students would be dislocated. Alternative "1"was one of the alternatives presented to the Area Accommodation Study Committee andisthe alternative thatis contained in the Minority Report of2003 February 11. The following Administrative Response was presented in accordance with Section 4 of School Accommodation and Facility Organization entitled "Identification of Schools for Closure" (i)Areport on the effects ofclosure on community activities ofa social, educational, cultural, or recreational nature which takes place on school premises Jeanne Sauve Public Empress Public School:Oxford Park Public School:School: 2003 March 25...37 The relocation of the Jeanne Sauve program will have little or no negative Impact on the sense of community since there would be a better permanent facilities at the new location. Although the community would still have,a school within its area for use after school hours,the closure of Empress does have a negative impact on the sense of community and established traditions for the Empress community. With the addition of the Empress Community,the impact is unknown; however,there will likely be both positive and negative effects. (ii)A"report on the effects of closure of a specific school on the following: a.the attendance area defined for that school b.attendance at other schools c.the need and extent of busing Jeanne Sauve Public School: There is no Impact on the Jeanne Sauve boundary,but some parents may not choose to relocate to Empress.There may be some parents In the central part of the City who will elect to send their students to this program who have not done so to date.There is no impact on the boundaries of the other French Immersion Schools.There is an added cost for transportation of $50,700. Empress Public School:Oxford Park Public School: The two boundaries for Empress and Oxford Park will be merged into one boundary area;no impact on neighbouring school boundaries;there is an added cost for transport-atlon for all of the students of $50,700. The two boundaries for Empress and Oxford Park will be merged into one boundary area;no impact on neighbouring school bound- aries;no added transportation costs for Oxford Park students. A report on analysis of the implications for the program for students both in the school under considerationforclosingand inthe school(s) where programs may be affected by the school closing Jeanne School: Sauv6 Public Empress Public School: An enhanced permanent facility at Empress which will provide options such as: a)Before &after school space b)Upgraded computer lab c)Upgraded library d) Gym with stage area e)Addition of change rooms An enhanced facility at Oxford Park which will provide options such as: a)Before &after school space b)Upgraded computer lab c)Upgraded library d)New gym e)Additional green space Oxford Park Public School: An enhanced facility at Oxford Park which will provide options such as: a)Before &after school space b)Loss of portables c)Gain resource space d)Upgraded computer lab _ e)Upgraded library f)New gym 2003 March 25...38 (iv)To report the financial effects of closing or not closing the school,Including any capital Implications Jeanne Sauve Public School: Reduced maintenance and operating costs with the closure of the Jeanne Sauve site;no change In current Administrative costs; increased transportation costs;additional upgrading and site costs at Empress. Empress Public School: Reduced Administrative costs in Principal,Secretary (with closure of Empress), and Custodial (at J.Sauve site);Increase In transportation costs; enhancements at Oxford Park in order to accommodate Empress students. Oxford Park Public School: Additional renovation costs at Oxford Park site for both school communities which was identified in a previous Administrative Report to Board. (v)Areport Indicating the possible alternative use or disposition of the school, Ifitis closed Jeanne Sauve Public School: The transfer of the pupil places to the Secondary Panel;the disposal of the existing port-a-pacs on Jeanne Sauve;a dedicated ESL site at the remaining permanent portion of the building Empress Public School: To be used as a site for French Immersion. Oxford Park Public School: Status quo population. for student The Administration responded to questions for clarification. Exec. Supt. Gryseels advised that an opportunity for public input regarding the Empress/Jeanne Sauve/Oxford Park Area Accommodation Study Committee recommendations will be provided on2003 April 22.Written input and requests to provide oralpresentationsare tobe received bythe Executive Secretaryeight working days prior to the meeting date. b.ADMINISTRATIVE RESPONSE TO NOTICE OF MOTION RE:REDUCTION OF PUPIL TEACHER RATIO (PTR) IN JUNIOR KINDERGARTEN TO GRADE 3 CLASSES An Administrative response was provided in accordance with the following Noticeof Motion: WhereasTheThames Valley District School Board recommendedtothe Educational 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 ration of less than 17:1" and Whereas The Ministry of Education Reporton 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 2003 March 25...39 11.REPORTS FROM THE ADMINISTRATION,cont'd b.ADMINISTRATIVE RESPONSE TO NOTICE OF MOTION RE:REDUCTION OF PUPIL TEACHER RATIO (PTR) IN JUNIOR KINDERGARTEN TO GRADE 3 CLASSES -cont'd 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 ofschool boards'Foundation Grands (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 of17:1 In the 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 primaryPTR, currentlyavailable classroom space to implementsuch an initiative,the number ofadditional teachers required,costs and any other relevant implications of implementingsuch a proposal as wellas the process required to implement such a proposal should funds be made available under the Local Priorities Amount. Executive Superintendent Gryseels advised that In preparing this report,a survey was conducted considering Current School Average Class Size and a School-by-School Analysis ofAccommodation Needs for all 151 elementary schools which have JK-3 classes.The following table summarizes the survey: Additional Costs involved in Providing a 17:1 PTR in grades JK to 3: Number of Additional Teachers:372 Cost of Additional Teachers:$65 619X372 =$24 410 268 Number of Additional Rooms/Portables:$60 000 X 203 =$12 240 000. Ongoing Operating Costs:$5 000X203 = $ 1 015 000 Additional Educational Resources:$15 000X372 =$ 5 580 000 TOTAL:$43 245 268 Impiications: The Administration Isconceptuallyinfavourofa PTRof 17:1 in the primary division!Research indicates that reducing the class size in one grade has little impact.The research notes that,in order to have significant impact,the class size should be reduced over the primary division. The Administration,therefore,recommended that the class size be reduced in Junior and Senior Kindergarten,and in the grades 1, 2 and 3 classes. 2003 March 25...40 11.REPORTS FROM THE ADMINISTRATION,cont'd b.ADMINISTRATIVE RESPONSE TO NOTICE OF MOTION RE:REDUCTION OF PUPIL TEACHER RATIO (PTR) IN JUNIOR KINDERGARTEN TO GRADE 3 CLASSES -cont'd The Administration would not endorse lowering only the class size in schools where space is available.Approximately one third of the existing schools could accommodate the need for more classrooms.This leaves the majority of our students in a position of not benefitting from this Initiative. Not only is this unfair,the criteria may be viewed as arbitrary and,therefore,create discord among communities.The Administrationisofthe viewthat the Initiative,ifitis approved, should be approved for all schools. Local Priorities Funding: In the Report of the Education Equality Task Force,2002,Dr.Rozanski recognized that the current Foundation Grant's Local Priorities Amounts are used by Boards to meet essential requirements that "...are inadequately funded because the funding formula's benchmark costs have not been updated."Hence,Dr.Rozanski recommended in Recommendation 17 (see below)that benchmark allocations be appropriately updated and that each board then be provided with an additional 5%of the Basic Amount of the Board's Foundation Grants so that a board could have the flexibility to truly establish local "...priorities,programs and services aimed at the continuous improvement of student learning and achievement." Recommendation 17: "...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 Amountto locally established priorities,programs, and services aimed at the continuous Improvement of student learning and achievement." Dr.Rozanski,however,proposed in Recommendation 18 (see below)that a consultation and accountability stipulation be attached to the receipt of his suggested Local Priorities Amount. If the government follows his suggestion,each boardwouldbe required"...toconsult with Principals and School Councils for the purposes of developing a plan for the use of the Local Priorities Amount and report publicly to all stakeholders and the Ministry on the results achieved ..." Recommendation 18: "...the Ministry of Education require school boards,through their directors of education,to consult withprincipalsand school councilsforthe purposes ofdeveloping a planforthe use of the Local PrioritiesAmount, and to annually review the plans and report publicly to all• stakeholders and to the ministry on the results achieved through the implementation ofthe plans,in individual schools and In the district as a whole." Itis not certain how the government will respond to these two recommendations but, if the two proposals are followed, it appears that boards may be required to have additional consultations before finalizing the expenditure of the revamped Local Priorities Amount. Currently the Board receives $15,882,788 in Local Priority Funding. Technically the Board currently has the latitude to approve a motion of this nature.However, given that this initiative represents an 8% cost whichisinadditiontothe costs currentlybeing spent,the issue reallyboils down to prioritysettirig during the budget process. 2003 March 25...41 11.REPORTS FROM THE ADMINISTRATION,cont'd b.ADMINISTRATIVE RESPONSE TO NOTICE OF MOTION RE:REDUCTION OF PUPIL TEACHER RATIO (PTR)IN JUNIOR KINDERGARTEN TO GRADE3 CLASSES - cont'd The following costs were presented: Startup costs:$17 820 000.- Ongoing annual costs:$25 425 268. It was suggested that a timeframe of one year's notice would be necessary in order that the 200 portables,resources,and hiring of 370 teachers could be accomplished. B. Bryce,Director of Education advised that while the Board receives Local Priorities Funding it has not kept pace with the rate of inflation and that transportation and utilities costs continue to be addressed with this funding. c.DEPARTMENTAL UPDATES Business Services B.Greene,Executive Superintendent,Business Servicesmet/participated in the following events/meetings:Bus Operators*Association,Royal Bank,OMERS,Oxford Region School Councii,Thames Valley Education Foundation,London Catholic District School Board; Facility Services updates included: Capital Projects,School Renewal Program,Energy •Management Program,MinistryAccountability Reports;Support Services:Transportation Department and Printing & Mail Department; Facility Services updates Included: Human Element Loss Prevention (HELP), Risk Management Credit and New Administrators presentation; -"Executive Superintendent Greene provided an update ofthe Special Education funding results as follows: reported on the $9.2M funding Increase to Special Education.An overhead presentation was viewed beginning with the funding announcement in 2002 December.Supt.Greene advised that the current year budget includes the Intensive Support Amount (ISA)Cycle 3 results "going live"and that the analysis of this component amounted to $270,000. Supt Greene advised that Cycle 4 funding Includes the dates from 2003 January to 2003 August 31 and that additional amounts have not as yet been finalized.He noted that the Cycle 4 funding amount will be reduced due to the removal of students that are no longer In the System,another amount yet to be factored by the Ministry. Following the Ministry's announcement In 2002 December,a total of 19,083 ISA files qualified for $9.2M resulting Ina total infusion of $10M Into the special education envelope.Supt. Greene reported that the Ministry's announcement regarding SEPPA funding for elementary pupils resulted inan Increase of $1.6M over and above the ISA funding and will have a significant impact in resolving special education concerns. C. Murphy,Executive Superintendent^Program Services,reported that the process has not as yet been identified for creating an ISA file to address new students entering the Thames Valley system,(e.g., JK/SK, out of province, Vanler). 2003 March 25..A2 11.REPORTS FROM THE ADMINISTRATION,cont'd c.-DEPARTMENTAL UPDATES "cont'd Director's Services Director Bryce visited several schools and met with staff,students,School Councils, .Home.&-School and Parent Teacher Associations; -, -DirectorBryce attended the following events/meetings:Keyto Continuous Improvement Presentation,United Way Planning, Professional Learning Program Reading Group, •Canadian Club Luncheon,.Garrison Community Council,Junior Achievement Board Meeting,UWO's 125th Anniversary Connection 2003 Celebration,Regional Education Council,Thames Valley Education Foundation,and Council of Directors of Education; Staff Development initiatives Included:Leadership: Skillsand Strategies:Exploring the Responsibilities,Wellness...It's Up to You Conference,True Colours:Building Staff Capacity Through Teamwork, Professional Reading Group,Professional Learning Program,2003 Learning Conference,Attainment of Our Vision In-service,Consultation Process and Vision Research; Public Affairs and Community Relations updates Included: Electronic Publishing and Graphics, Communications, Education Week,Student Awards and Scholarships and Thames Valley Education Foundation. Human Resource Services HR staff preparing benefit plan re-enrolment notices for teachers; The Retirement Seminar was well attended (350 employees); Executive Superintendent Thorpe participated/attended:OSSTF bargaining days.Annual Meeting/Conference of North American Association of Educational Negotiators; Health &Safety Management display planned for 2003 Leadership Conference: Elementary/secondary long and short term occasional teachers numbers provided; Seven French teachers have been pool hired for 2003-04; DistrictSchool Council Subcommittee Symposium plans are receiving HRsupport; TVARRIS roll-outfor SS teacher group and EA's commenced this month; Accessibility Working Group was established to address Ontarlans Disabilities Act. Trustee Hartexpressed concern regarding supplyteachingas itrelates to retired teachers being given preferenceovergraduateteachers. Supt.Thorpeadvisedthattheeven distribution of supply teaching hours Ismpnitoredby Human Resource Services and the OntarioCollege of Teachers to ensure that a fair and equitable balance occurs. Operations Services Mike Schmoker presented to PrIncipalsA/lce-Princlpals on 2003 March 04. -Trustees are Invited to attend Michael Fullan's presentation scheduled for2003 April 24; Executive Councilapproved projected enrolment contained In last month's department update; Elementary/Secondary staffing figures were provided; St.Thomas SS boundaries are under review; School Area Accommodation Study Committee timetable Is being followed; New administrators Inservlce sessions are being held 2003 March 27; Safe schools initiatives were highlighted; Research and Assessment highlightedon-going system initiatives receiving support; All International Field Trips are to be cancelled to ensure the safety of students; A system message re: Events in Iraqwas Issued on 2003 March20 by Director Bryce. 2003 March 25...43 1 11.REPORTS FROM THE ADMINISTRATION,cont'd c.DEPARTMENTAL UPDATES -cont'd Program Services Extended French Immersion Survey was distributedtoElgin/MiddlesexCountyparents; - Third Annual Special Olympics events are scheduled for 2003 May 26,28 and 29;' Regular Attendance From the Beginning bookletwas distributed to elementary schools; March Break program offerings were highlighted; Criteria of the Resourceful Adolescent Program was explained; - Ontario Knowledge NetworkofLearning Funding Initiatives begun at Woodland Heights. d.REPORT FROM THE EAST OXFORD/SWEABURG ELEMENTARY SCHOOL ACCOMMODATION STUDY COMMITTEE -Tabled Motion The following recommendation was moved by D.Anstead and seconded by S. Deller: That the recommendation that Sweaburg Public School remain open and East Oxford/Sweaburg Public School remain as a twinned school be lifted from the table. Adiscussion occurred regardingthe rationaleforSweaburg PublicSchool remainingopen and East Oxford /Sweaburg P.S. remainingas a twinned school. The feasibility ofpostponinganyBoardaction to 2003 April24 pending the Ministry's announcement of funding was also considered. .The following motion was moved D.Anstead and seconded by S. Deller: V That Sweaburg PublicSchool remain open and that East Oxford/Sweaburg P.S. remain as a twinned school. The recommendation was supported on a poll vote: YEAS:D. Stewart, J. Bennett, S.Deller,D.Anstead, S.Peters,L.Stevenson,P. Schuyler,G. Hart, P.Sattler,P.Jaffe NAYS:Nil ABSTENTIONS:Nil e.REPORT FROM THE ELLIOTT FAIRBAIRN/MAPLE LANE ELEMENTARY SCHOOL ACCOMMODATION STUDY COMMITTEE -Postponed Motion The postponed motionofMarch 18 was puton the floorbyL.Stevenson,seconded byP. Jaffe:: That Elliott Falrbairn PublicSchool remain open; that the current communitypartnership rental agreement be reviewed; and the additional community partnerships be investigated. The following motion was moved by L.Stevenson and seconded by P.Jaffe and carried: That the recommendation that Elliott Falrbairn Public School remain open; that the current community partnership rental agreement be reviewed;and that additional community partnerships be investigated,be postponed until the Board has addressed the tabled accommodation motion from 2002 October. 2003 March 25...44 12.MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN a. The following motionwas moved byG. Hart and seconded by P.Jaffe and carried: Whereas the Boardwas amalgamated bythe Ministry of Education in January,1998 Whereas the Ministry of Education has not done an external review of boards across the province ofOntario to lookat the success,or not, of amalgamation and its effect on students and communities, Be it resolved that the Board request that the Minister of Education engage OlSE/UT or a similar agency to conduct an external review to establish a benchmark bywhich to ascertain the success or failure of all district school boards created by the 1998 amalgamation of school boards.The resulting evaluation of student learning would take into account specificallythefactors ofboardsize (student numbers and geographic are),composition,and representation. And further that consideration be given to existing documents such as the following: - "Loveof Learning"1995 report recommendation,Volume 11,chapter 8,Numbers 9 and 19 "It's All About Improvement',The Report of the Task Force on Effective Schools,2001 June;OISE/UT 2003 report.Point 2 on new policyinitiatives; "Ontario's Small Schools";People for Education,2001 November; Report of the Education Equality Task Force,2002,Dr.Rozanski; "Should We Keep Rural Schools Open",Lauzon,Dr.Allen C.and Leahy,Ms. Danielle, School of Rural Extension Studies,University of Guelph. b.The following motion was moved by L.Stevenson and seconded by S. Deller: THAT the Thames Valley District School Board extend an Invitation to the County Council of Oxford and Elginto discuss the communications sent to the Board with regards to "Small and Rural Schools". THAT a strategy to communicate back to the community partners upon hearing their concerns,be established by the Board of Trustees and that meetings take place in Woodstock and St.Thomas. The second section of the motion was withdrawn. A friendly amendment was made by Trustee P.Jaffe to add the word "Middlesex"to read: THATthe Thames ValleyDistrict School Board extend an invitationto the County Council of Oxford, Elginand Middlesex to discuss the communications sent to the Board with regards to "Small and Rural Schools". The following motion was moved by L.Stevenson and seconded by S. Deller: THAT the Thames Valley District School Board extend an invitation to the County Council of Oxford, Elgin and Middlesex to discuss the communications sent to the Board with regards to "Small and Rural Schools". 2003 March 25...45 13.ADDITIONAL BUSINESS a.APPOINTMENT TO THE AD HOC COMMITTEE ON STUDENT AND PARENT EXPENDITURES In accordance with Board Bylaw 12.5.2.2 and following a survey of trustee interest,the Chairs' Committee recommended that Trustees P.Jaffe,P.Sattler and L.Stevenson be appointed to the Ad Hoc Committee on Student and Parent Expenditures. the following recommendation was moved by G.Hart andseconded byS. Peters: That Trustees P.Jaffe,P.Sattler and L.Stevenson be appointed to the Ad Hoc Committee on Student and Parent Expenditures. 14.COMMUNICATIONS a. ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION (OPSBA) Trustees G. Hart, D.Anstead,D.Stewart and P.Jaffe are planning on attending the OPSBA Labour Relations Symposium scheduled for the weekend of 2003 March 29. Trustee L.Stevenson provided an update on the OPSBA Program Committee's meeting of 2003 March 21 and advised that the EQAO testing results was discussed and OPSBA's input requested. b.STUDENT TRUSTEE UPDATE . Maggie McTaggart,Student Trustee,advised that a Student Advisory Council meeting has been scheduled for 2003 March 26 at the Education Centre.Trustee McTaggart also advised that the Student Trustee Election Is scheduled for 2003 April26 and requested that Trustee submit their questions for the candidates to either Supt.Dalton or Maggie. c.MADAME VANIER CHILDREN'S SERVICES A letter was received from Nancy Miller,Director of Intensive Services,Madame Vanier Children's Services,advising that Bonnie Montminy be considered as Vanier's alternate on SEAC. The following recommendation was adopted on motion of D.Stewart and G. Hart: And resolved that Bonnie Montminy be appointed the alternate representative for Madame Vanier Children's Services on the Board's Special Education Advisory Committee. 15.NOTICE OF MOTIONS a.The following Notice of Motion was received from Trustee Cartier for consideration at the 2003 April 22 meeting: That the Thames Valley District School Board,in its continuing desire to meet and hear from its communities,move a regular meeting of the Board to Elgin,Middlesex and Oxford Counties over the next seven months with the first meeting to be scheduled in May or early June,2003. 2003 March 25...46 16.GOOD NEWS ITEMS Trustee D.Anstead reported that Grades 4, 5,and 6 students are participating in a Mathematics contest being held at Althouse College duringthe week of March24.Trustees were encouraged to show their support by attending the event. 17.ADJOURNMENT The meeting adjourned at 10:55 p.m. on motion of P.Battler and P.Jaffe. The following motion was approved by electronic vote on March 11,2003: AND RESOLVED THAT Trustee Diana Anstead be appointed the trustee representative on the 2003 Award of Distinction Committee,replacing Trustee Roberts. CONFIRMED;>C4>!t J2J2. Chairperson 2003 March 25...47 SUMMARY OF APPROVED RECOMMENDATIONS OF 2003 MARCH 25 ThattheJKprogramatWest Elgin SeniorElementarySchoolbe movedto Aldborough Public School to create a JK - 6 school. That the Board authorize'the Administration to proceed with the design of additions at East Williams Memorial and North Meadows Public Schools. That the Board Bylaws be revised as follows: Section 5.0 -The section and meeting be retitled "Inaugural Meeting of the Board"; - 5.3 - The newly-elected Chair shall request an honoured guest open the meeting with an invocation. Section 6.0 -The section and meeting be retitled the" Inaugural meeting of the Chair", and 6.3 amended to having an invocation delivered. Section 8.0 -8.1.3 be amended to read,"!n the case of absence ...the Director shall employ a process to choose a pro tempore Chair." Section 8.2 - 8.2.5 - The ruling of the Chair shall be final,subject onlyto a Member challenging the ruling of the Chair. 8.2.6 -The statement amended to "When a Member challenges the decision of the Chair,the Member shall state the reasons for the challenge and the Chair shall have the opportunity to provide the rationale in support of the decision.Such challenge shall be decided without debate.The Secretary ofthe Boardshallask "Shall the decisionofthe Board be sustained?" The Chairmaynot vote on such a challenge and inthe event that there isan equality ofvotes, the decision ofthe Chair shall be deemed to be sustained." 8.2.8 - "appeal"amended to "challenge"and the reference to "8.2.6". 8.2.11 -"No member shall speak longerthan five minutes on the same question withoutleave ofthe Chair."added. Section 8.3 -8.3.5 -Delete "Alternately,such notice may be included in the Agenda package as part of the 'call' or Notice of Meeting at which it is to be considered." Section 10.0 -10.2 Amend to "The committee shall hear presentations from Administration and the public with no action to be taken at the meetings,with reference to but not limited to the following topics..." 10.3 -Delete "following the election"to read "Thenewly-electedChairshall assume the chair and preside over the election ofthe Vice-Chair." 10.7 -Rewrite to read "The Committee shall report to the Committee of the Whole." Section 11.0 -11.10-Add "The Chair of the Board shall call the first meeting of a committee pending the election of the committee Chair." '-That the Ad hoc Committee to Review Board Bylaws be disbanded. 2003 March 25...48 SUMMARY OF APPROVED RECOMMENDATIONS OF 2003 MARCH 25,cont'd That the following revised mandate be approved for the Director/System Review Committee: The Director/System Review Committee provides a vehicle for accountability and consultation,on an as-needed basis,to monitor and assess progress and grov/th with the Director of Education at all system levels. Attempts should be made to linking; -system goals to the Director -the system to the Board,through the Director of Education -the system to School Councils,Home and School Associations,Parent/Teacher Associations. The Committee shall consist of five Trustees appointed by the Board.The Chair of the Committee shall be elected at the first meeting.Time and dates of meetings shall be at the discretion of the Committee Chair. That the final report of the Ad hoc Committee to Address Concerns of Gay/Lesbian Students be extended to 2003 April 22; That the motion related to a tuition agreement be approved; That,conditional upon ratification by OSSTF District 11,the amendments to the 2001-2002 collective agreement between the parties for the period 2002 September 01 to 2003 August 30 as contained in the Memorandum of Agreement signed by the parties on 2003 March 03 be approved. That,In accordance with the Independent Procedure -Promotional Practices:Selection Procedures and Appointment of Princioals and Vice-Principals,the following pool of candidates be approved for appointment to the position of Principal,Elementary Schools: Candidates Present Assignment Linda (Lyn)Campbell Vice-Principal,Annandale School Wendy Crocker Vice-Principal,Summers'Corners PS Lance Gianelli Retired from TVDSB Rose Anne Kulper Vice-Principal,Locke's P S Francine Rheault Vice-Principal,Princess Anne French Immersion Bill TIchenoff Acting Principal, A. E. Duffield PS Rick Van Maanen Vice-Principal,Victory Memorial PS David Westaway Vice-Principal,Ealing PS That Sweaburg Public School remain open and that East Oxford/Sweaburg P.S.remain as a twinned school. Whereas the Board was amalgamated bythe Ministry of Education in January,1998 Whereas the Ministry of Education has not done an external reviewof boards across the province of Ontarioto lookat the success,or not, ofamalgamation and its effect on students and communities, """N 2003 March 25...49 SUMMARY OF APPROVED RECOMMENDATIONS OF 2003 MARCH 25.cont'd Be It resolved that the Board request that the Minister of Education engage OlSE/UT or a similar agency to conduct an external review to establish a benchmark by which to ascertain the success or failure ofalldistrict school boards created bythe 1998 amalgamation ofschool boards.The resulting evaluation of student learning would take Into account specifically the factors of board size (student numbers and geographic are),composition,and representation. And ftjrther that consideration be given to existing documents such as the following: "Love of Learning"1995 report recommendation,Volume II,chapter 8,Numbers 9 and 19 "It's All About Improvemenf,The Report of the Task Force on Effective Schools,2001 June; OlSE/UT 2003 report,Point 2 on new policy Initiatives; "Ontario's Small Schools";People for Education,2001 November; Report of the Education Equality Task Force,2002,Dr.Rozanskl; "Should We Keep Rural Schools Open",Lauzon,Dr.Allen 0.and Leahy,Ms. Danielle,School of Rural Extension Studies,University of Guelph. That the Thames ValleyDistrictSchool Board extend an invitation to the County Council ofOxford,Elgin and Middlesex to discuss the communications sent to the Board with regards to "Small and Rural Schools". That Trustees P.Jaffe,P.Sattler and L.Stevenson be appointed to the Ad Hoc Committee on Student and Parent Expenditures. And resolved that Bonnie .Montminy be appointed the alternate representative for Madame Vanier Children's Services on the Board's Special Education Advisory Committee. That Trustee Diana Anstead be appointed the trustee representative on the 2003 Award of Distinction Committee,replacing Trustee Roberts.