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9/28/2004 - Regular Board Meeting
r \ THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2004 SEPTEMBER 28,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER V 2.O CANADA 3.SPECIAL MUSICAL PRESENTATION -BEAL S.S.SINGERS 4.APPROVAL OF AGENDA M 5.OFFICIAL RECORD M 6.RECOGNITIONS a.Understanding by Design Program V -Norwich District High School b.OSSTF iViarion Drysdale Award V -Andy Berghuis 7.CONFLICTS OF INTEREST V 8.DIRECTOR'S ANNOUNCEMENTS V 9.CHAIRPERSON'S ANNOUNCEMENTS V 10.CONFIRMATION OF MINUTES a.Regular Board Meeting,2004 June 22 M b.Special Board Meeting,2004 August 24 M 11.REPORTS FROM THE ADMINISTRATION a.French Immersion Accommodation Report M b.Administrative Response to the Jaffe/Hart Motion re Enrolment M Challenges c.Future Direction re Jaffe/Hart Motion re Enrolment Challenges M d.Community Use of Schools M e.Management Letter 2002-2003 M f. TVDSB Annual Accessibility Plan 2004-2005 M (j 12, REPORTS OF COMMITTEES >_ a.Special Education Advisory Committee,2004 IVIay 25 IVl b.Committee of the Whole,2004 September 14 M 0.Chairs'Committee,2004 September 22 M d.Committee of the Whole,In Camera,2004 September 28 V 13.MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN a.Trustee Cartier M b.Tru stee Stevenson M 14.ADDITIONAL BUSINESS 15.COMMUNICATIONS a.Ontario Public School Boards'Association -Update V b.Student Trustees'Update V c. L.Doxtator,Onyota'a:ka Kalihuny'^NihtslaTehatiiihutakwas M d.Kawartha Pine Ridge District School Board M 16.NOTICE OF MOTION 17.GOOD NEWS ITEMS -"Did you know..." 18.ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING,PUBLIC SESSION 2004 SEPTEMBER 28 The Boardmet inregular session on 2004 September 28 Inthe BoardRoomat the Education Centre, meeting in Committee of the Whole, in camera at 5:00 p.m. on motion of L.Stevenson and G. Hart,followed by a public session at 7:05 p.m. The following were in attendance: TRUSTEES D.Anstead J.Bennett (8:30) A.Cartier G.Hart ADMINISTRATION AND OTHERS B.Bryce P.Gryseels B.Greene C. Murphy J.Thorpe D.Blair K.Dalton Regrets:8.Doxtator, D.Mugford J.Hunter P.Jaffe S.Peters K.Preston T.Roberts J.Empringham K.Havelka M.Sereda B.Tucker K.Wilkinson K.Bushell S.Christie S.Ross (-11:35) P.Sattler J.Stewart L.Stevenson S.Dawson C.Dennett C.Linsdell K.Meeson J.Neville P.Hearse J.Roth W.Scott 1.CALL TO ORDER. 2./3.O'CANADA AND SPECIAL MUSICAL PRESENTATION The appreciation of the Boardwas extended to the H.B.Beal Secondary School Singers and conductor/accompanist David Weaver forleadinginthesingingof "O 'Canada" and performing three musical numbers. 4.APPROVAL OF AGENDA A motion to add item 15.e."Correspondence from OntarioAssociationfor Families of Children with Communication Disorders"and to withdraw 13.a."Motion-Notice of Which has been Given -Trustee A.Cartier"was moved by A.Cartierand T. Robertsand defeated. A motion toadd item 15.e.only was moved byG. Hart,seconded byP.Sattler and carried. 5.OFFICIAL RECORD S. Christie, Supervisor,Corporate Services,read the following notice intothe minutes: Weregrettorecordthedeathofthe following studentsandstaffoftheThames Valley District School Board: NathanKupecz,a 17 year-old student at Norwich District High School,Norwich,on2004 July 09; Brittany Weston, a 18 year-old student at Montcalm SecondarySchool,London,on2004 July 21: Mitchell Temple-Medhurst, a 8 year-old student at Elgin Court Public School, St. Thomas,on 2004 August 21;and, Sander Laksman,the Principal at Evelyn Harrison Public School, London, on 2004 August 26. 2004 September 28...2 6.RECOGNITIONS a.UNDERSTANDING BY DESIGN PROGRAM M.Sereda,Superintendent of Education,introduced Laurie Lewis,Principal,Norwich P.S.,who explained the Understanding By Design Program.For the past three years,Professional Development best practices in termsof Curriculum Design havebeen encouraging educators to Identify important concepts and a framework that develop quality learning.The Design program that develops quality curriculum for Grades 7,8,9,and 10 was featured in the Spring edition ofthe Professfona/SpeaWng publication,andhas been recognized bythe Ontario College of Teachers and Toronto,Queens and BrockUniversities. Ms. Lewis thanked Superintendent Sereda for his organization and vision In this initiative and recognized the dedication of the teachers in moving this program forward. b.OSSTF MARION DRYSDALE AWARD J.Empringham,Superintendent ofEducation introduced Wendy HIrschegger,President,Ontario Secondary School Teachers'Federation (OSSTF).Ms.HIrschegger welcomed Andy Berghuis, an AdultLearner atWoodstock &District Developmental Centre whoisthis year's recipientofthe OSSTF Marion Drysdale Award.The annual Award was presented to Mr.Berghuis forhisgood newsstoryof determination In thefaceof challenging obstacles. Ashort video ofthe Woodstock Centre program was viewed. 7.CONFLICTS OF INTEREST - No conflicts of interest were declared. 8.DIRECTOR'S ANNOUNCEMENTS Director of EducationB. Bryceadvised that the Education Quality Assessment Office (EQAO)has announced changes in provincial testingforGrades, 3, 6, 9 and 10.Anupdate Isto be provided at the upcomingCommitteeofthe Wholemeetingon 2004 October 12. The Director opened a presentation on the 2004-05 elementary and secondary enrolment and P. Gryseels,Executive Superintendent,Operation Services provided an update on the Projected Enrolment for 2004-05. The following chart was presented and discussed: Panel Actual 2003 Oct. 31 Projected Enrolment 2004 Oct. 31 Projected Annualized (ADE) Revised 2004 Oct.31 Net Difference Net Change 2003 Oct. 31 -2004 Oct.31 Elementary 52,290.50 51,139.50 51,167.50 50,952.50 (187.00) -0.37% (1,338.00) -2.56% Secondary 26,445.65 25,748.49 25,507.70 26,507.70 759.21 2.95% 62.05 0.23% Total 78,736.99 76.887.99 76,310.90 77,460.20 572,21 0.74% (1,275.98) -1.62% B.Greene,Executive Superintendent,Business Services,advised that because of the revised number of students enrolled for 2004-05,the grant calculation has been adjusted accordingly and a report is to be presented at a subsequent meeting. 2004 September 28...3 8.DIRECTOR'S ANNOUNCEMENTS -cont'd Director Brycereported that when the Boardfirstfaced the four-yearsecondary program,itlooked at data from the province of Alberta that indicated 20% of grade 12 students returned for the next semesteroranother year.That observation proved tobeaccuratelastyear for Thames Valley and this year's enrolment is also higher.Supt.Wilkinson noted that withdrawals from enrolment occur later In September due to late registrations/admissions at colleges and universities. 9.CHAIRPERSON'S ANNOUNCEMENTS Chairperson Hunter advised thaton2004September24she met with Gerard Kennedy,Minister of Education,during his visitto Lord Elgin P.S.,London.She highlighted portions of a letter from Minister Kennedy on 2004 September27 related to details and the Intent of the Keeping Good SchoolsOpen grantto provide a "rural equity fund"tohelpoffset deficiencies inthe funding formula with respect to rural school initiatives. She quotedthe following from the Minister's letter "...Shortly,the Ministry will be embarking with you on a Facilities Policy Review,which will have further implications on school closure guidelines,the Grant for New Pupil Places(newschool facilities)primary caponclasssize,keeping 16 and 17 year old students in school,geographic circumstances and small school grants,and our Good Places to Learn grant to support $2.1 billionof school improvements. The School Closure Moratorium request formally ends In October.The Facilities Review will clearly impacthowfuturedecisions will be made and therefore, 1ask youtowait until itiscomplete before making further determinations.To this end,the dates for school consolidation will be extended so that you can await the outcome of the review without penalty...." 10.CONFIRMATION OF MINUTES a.The minutes of the Board Meeting, 2004 June 22,were adopted on motion of L.Stevenson and T.Roberts. b.The minutes of the Special Board Meeting,2004 August 24,were adopted on motion of L. Stevenson and T.Roberts. 11.REPORTS FROM THE ADMINISTRATION a.FRENCH IMMERSION ACCOMMODATION REPORT Executive Superintendent Gryseels provided the following administrative reportonthe Elementary French Immersion Review. BACKGROUND On 2003 October 28 the Board passed the following motion: 'That the Board direct the Senior Administration to undertake an elementary school accommodation review plan with respect to French Immersion, and that this plan consist of the following three review areas: 1.Community Education Centre Central 2.Community Education Centre East 3.Community Education Centre South and further that Senior Administration report back to the next meeting of the Board with respect to recommended process and timelines for review." 2004 September 2S..A 11.REPORTS FROM THE ADMINISTRATION -cont'd a.FRENCH IMMERSION ACCOMMODATION REPORT -cont'd BACKGROUND -cont'd The process and timelines were approved by the Board at its meeting held 2003 November 25 as follows: "That the rules for review and the accompanying procedures and timelines be approved The Senior Administration subsequently presented the "Elementary School French Immersion Accommodation Review Plan" to the Board on 2004 March 09 and the following procedure,time lines and schedule were endorsed. Suggested Procedure and Timelines: Step 1 The Administration will prepare an initial review of the three areas identified which are CEC East,CEC South, and CEC Central.A website will be created for each review which will Include meeting dates,times and locations,along with a copy of aii presentations made at meetings held between mid-March and May. December to February Step 2 The findings of this Initial review will be presented to the Board for information and to the public for the purposes of providing information to the public and receiving input from the public. Mid-March to May Step 3 A summary report will be posted to the website prior to presentation to the Board. June Step 4 A presentation will be made to the Board by the Administration September Step 5 The administrative report will be tabled for two Board meetings In order to allowfor public input. October/ November Step 6 Following public input,the Board will determine its timeline for making decisions.Itshould be noted that, should a school closure be considered,then a motion of intent must be passed with a 3-month time period being provided for further public Input. Schedule To Board: To Website: District School Council: Information Meetings: CEO Central:Strathroy CEC South:Parkside CEC East:Woodstock CEC Central:Board Office March 09 March 10 March 25 April 05 April 07 April 14 April 15 2004 September 28...5 11.REPORTS FROM THE ADMINISTRATION -cont'd a.FRENCH IMMERSION ACCOMMODATION REPORT -cont'd BACKGROUND-confd Feedback Sessions: CEC South;Parkside CEC East:Woodstock CEC Central:Board Office CEC Central:Strathroy May 26 May 27 May 31 June 02 Supt.Gryseels noted that the purpose ofthe initial information meetings was to present the draft report to local communities andto answer questions ofclarification.The purpose ofthe feedback sessions was to provide the opportunity for the community to provide Input to the Senior Administration prior tothe Administration preparing a final report tothe Board.It was noted that following the Administration's presentation of this revised report,it is recommended that the publichave the opportunityto present directlythe Trustees. The Administration found the majority of the communities receptive to the process.Many comments were made by community members that they appreciated the opportunity to provide input.The Administration extended appreciation tothe presenters for taking the time tomake presentations and for their deportment and hospitality.Supt.Gryseels emphasized that the community input has had an influence on this report. GUIDING PRINCIPLES In the original report,a numberof issues or guiding principles were identified. Optionaiitv The legalopinionreceived bythe Board's solicitorsaid inpart that *?/!©Board isable todetermine its own policy about offering of French Immersion including any sort of entrance policy, percentage ofprogramsinFrench Immersion,entrypoints,transportation and the like." As indicated in the first report,"themajorissue is not whethertheprogramshould continueto exist,butrather howthe Boardcanaccommodate thegrowingnumberofstudents consistent with our guiding principles." Any public input received on this issue emphasized that French Immersion parents viewed this program as not being optional.The Administration is of the view that the program should continue to exist and that,where fiscally and educationally possible,the program should be expanded. Entrv Points Elementary Program: Entrypointsvary in each Community EducationCentre, Asummarywas presented as follows: Grade Entry Point: East Central South London Strathrov Centennial SK yes yes yes yes yes 1 yes yes yes yes yes 7 (extended)no yes no no no 2004 September 28...6 11.REPORTS FROM THE ADMINISTRATION •cont'd a.FRENCH IMMERSION ACCOMMODATION REPORT -cont'd Elementary Program -cont'd The Administration recommends that the foiiowing entry points be established aiong with the number of students required to begin the program and the number of students required to continue the program. Grade Entry Minimum Number of Students Required to Start Program Number of Students Required to Continue Program Comment SK 24 *Program Procedure: French as a Second Language Extended French French Immersion 1 24 18 7 (extended)24 18 Secondary Program Cun-entiy,a secondaryschoolFrench Immersion program Is offered in Strathroy and in London. In order tostartagrade9 secondary school program,atleast22 students would have to register with atleast 18 students continuing in subsequentgrades in orderto maintain the program.The location of the program would be as follows: Community Education Centre East South Central -Strathroy -Centennial -London Secondary School: CollegeAvenue Secondary school Parkside Collegiate Institute Strathroy District Collegiate Institute Strathroy District College,Sir Frederick Banting, Sir Wilfrid Laurier Sir Frederick Banting, Sir Wilfrid Laurier Single Track or Dual Track Therewasa variance of opinion on which model the public preferred.Generally,the urban areas preferred single track schools while the Centennial Central and the Strathroy communities preferred no change from the current. As a guiding principle,the Administration recommends that single track schools bethe preferred mode! where there is sufficient population to support single track schools and where there is available space. Wherethese conditions cannotbe met,thena dual track program should be provided if there is sufficient enrolment. Capoinq Enrolment Only one individual favoured capping enrolment.Although this is an easy solution to an accommodation problem,the Administration would not recommend this option as a solution. Closina Regular Day School The communities representing Huron Heights,Jeanne Sauve,Kensal Park,Lord Roberts,and Princess Anne French Immersion Public Schools recommended closing regular day schools as a solution to over crowding in their communities.Representatives from Westminster Central indicatedtheydidnotwanttheirschool dosed forFrench Immersion.Itisa viablealternativeand isonethe Board may wish to consider given the future decline in enrollment.However,it should be part of a total system review. 2004 September 28...7 11.REPORTS FROM THE ADMINISTRATION -cont'd a.FRENCH IMMERSION ACCOMMODATION REPORT -cont'd Grade 7-12 French Immersion Schools The majority of the communities did not favour the Grade 7-12 French Immersion Schools concept.Although a grade 7-12 model Is notthe preferred model,It should not be rejected outright since It may bethe preferred option when contrasting itto closing regular day schools. One community favoured a SK to 12 concept. Fundinc There were very few presentations with respect to funding.It is recognized that the funding provided isnotfor capital projects and,as such,is not a factor related to this study. COMMUNITY EDUCATION CENTRES Thereare major factors to providing a solution in each ofthe Community Education Centres: 1 number of students; ii available space; ill community Input,are just a few that need to be considered. As a result,there is not justone solution and,although there are definite guiding principles,they serveas goals tobe achieved.There Is noone solution that will work in every community. In the original report,a number of options were presented.These options provided a starting pointforthisreport. The options which are beingconsidered at thistime will be addressed.The Administration Is prepared to address,atthe request ofthe Board,why the other options were rejected. It was noted that the rationale for the communities*position is not Included.Trustees were advisedthatcopiesofthe written material submitted is compiled ina set of binders available in the Trustees'officeand at the Reception Centre. Communitv Education Centre -Eastern Region The review of the French Immersion program in the Community Education Centre East Region centered on providing permanent accommodation for a growing program.The program is currently SK to 3 at Tollgate Public School. The Board has closed the French Immersion program at Victory Memorial Public School asof2004 September and students are permitted to attend the program at Tollgate. The French Immersion program at Tollgate Public School shows signs of continued growth as does the English program at Tollgate.Aswas noted in the Administrative report of2004 March 09 and inthe community feedbacl<sessions,it will not be possible to continue to accommodate the two programs atthe school in the future sincethere will notbespace. The long-term French Immersion enrolment figures for the CEC East are noted below. Actual:Projected: 2003-004 2004-05 2005-06 2006-07 2007-08 2008-09 SK-3 SK-4 SK-5 SK-6 SI<-7 SK-8 Students:108 142 179 219 258 293 F.T.E.90.00 124.50 160.00 201.00 240.00 274.50 2004 September 28...8 11.REPORTS FROM THE ADMINISTRATION -cont'd a.FRENCH IMMERSION ACCOMMODATION REPORT -cont'd COMMUNITY EDUCATION CENTRES,Eastern Region -cont'd The French Immersion community,as part of its presentation,presented a unique option,it was suggested that a SK to grade 12 program be created and "housed"in an existing secondary facility.The faciiity suggested by the community was College Avenue Secondary School In Woodstocl<. This option has the advantage of keeping the French Immersion program together through the entire school years,it utilizes vacant secondary space,and would allow for the introduction of an Extended French Immersion program when warranted.The Administration concurs with the community and recommends the followingwhich also allows for growth of the English language enrolment at Tollgate Central Public School. Recommendations: That the French Immersion program in the CEC East be accommodated,SK to 12, at College Avenue Secondary School with necessary physical modifications completed to College Avenue to accommodate the program; That the current French Immersion program at Tollgate PublicSchool be relocated (SK-5) beginning with the 2005-06 school year to College Avenue Secondary Schooi; That a grade 7 Extended French program be offered (if numbers warrant)beginning in the 2007-08 school year at College Avenue Secondary School; Thata secondary (9-12)French Immersion programbegintobe offered(ifnumberswarrant) at College Avenue Secondary School beginning inthe 2010-11 school year. Communitv Education Centre -South Reoion The original reason for reviewing the CommunityEducation Centre South Regionwas to provide an Extended French Immersion program and to provide the community with permanent accommodation.There is no secondary French Immersion program In the CEC South.The current programisofferedSK-6at Wellington Street Public School in a singletrack facility,and the grade 7 and 8 program at Homedaie Public School in a dual track setting. Actual:Projected:*1 2003-004 2004-05 2005-06 2006-07 2007-08 2008-09 1 SK-8 SK-8 SK-8 SK-8 SK-8 SK-8 ! Students:360 373 384 380 384 395 ] F.T.E.340.00 346.00 358.00 355.50 358.00 369.50 1 Extended French Immersion not included In CEC South, four presentations were made. The presentation from the Weilington Street French Immersion community recommended that a new JK-8 school for French Immersion be built. The Homedaie School Council recommended that the status quo be maintained,and that Extended French Immersion be added.Neither community supported the 7-12 model. 2004 September 28...9 11.REPORTS FROM THE ADMINISTRATION -cont'd a.FRENCH IMMERSION ACCOMMODATION REPORT -cont'd COMMUNITY EDUCATION CENTRES,South Region -cont'd Itwouid appear that the two options that remain are as foiiows; Option 1: Build an SK-8 French Immersion School Option 2: Wellington Street Public School remain an SK-6 French Immersion school,grade 7 and 8 French immersion continue to be accommodated at Homedale Public School, and grade 7 and 8 Extended French immersion be added to Homedale Public School. With respect to the first option,no capital dollars are available to build a new school.The cost of a new school for 369.5 students would be approximately $4 409 613.in addition,there Is sufficient vacant space,albeit in the secondary panel,to accommodate the students. Under the second option,portables will need to be added at Homedale Public School,and an additional portable will need to be added at Wellington Street Public School. Although the 7-12 option was not supported,it remains as a viable option educationaliyand does represent minimal capital cost as compared to a new school or portables. Community Education Centre -Central Region The French Immersion enrolment withinthe CityofLondon continues togrow,there isinsufficient permanent space at the current sites,and some sites are unable to accommodate additional portables. in Middlesex County, the French Immersion program is growing.Portables will be necessary at the dual track sites in order to accommodate the enrolment,and there is not an Extended French program available. The CEC Central Region has been divided into three sections-Town of Strathroy, Centennial Central Public School and City of London. Town of Strathroy Colborne Street Public School provides French immersion for Strathroy as well as the western region of Middlesex County.There are currently five portables on the Colborne Street Public School site and itis anticipated that additional portables will be required In order to accommodate the French Immersion growth.The Extended French Immersion program,when added to the school,will require portables. The Colborne Street School councilfavoured status quo. Actual:Projected:*j 2003-004 2004-05 2005-06 2006-07 2007-08 2008-09 1 SK-8 SK-8 SK-8 SK-8 SK-8 SK-8 1 Students:135 146 149 159 167 172 j F.T.E.124.50 134.00 137.00 147.00 155.00 160.00 1 *Extended French Immers on not indue 2004 September 28...10 11.REPORTS FROM THE ADMINISTRATION -cont'd a.FRENCH IMMERSION ACCOMMODATION REPORT -cont'd COMMUNITY EDUCATION CENTRES - Central Region,Town ofStrathroy- cont'd Under the status quoscenario,students would continue at Colborne Street Public School,and the Extended French Immersion program would be added. At the feedback session, the Colborne Street School Council indicated that they would like to see the French Immersion program remain a dual track program at Colborne Street, and that portables be added as required. The Administration supports thestatusquo which wasan option in the original report.It should be noted that this will not provide a long-temri solution should the program continue to grow. Centennial Central Public School The majority ofthe French Immersion population attendingCentennialCentralPublicSchool is from communities north and/or adjacent tothe City of London.The school which isa holding school for the Uplands East Development,is operating at capacity and is currently using portables. TheCentennial community favouredstatus quo. This would leaveCentennialCentral as it is currently structured and portables would be added to the site as required in orderto accommodate the growrth.Community input did not support the concept of being a holding school for pupils residing inthe Cityof London. Actual:Projected:* 2003-004 2004-05 2005-06 2006-07 2007-08 2008-09 SK-8 SK-8 SK-8 SK-8 SK-8 SK-8 Students:136 147 166 179 187 199 F.T.E.123.00 134.50 154.00 166.50 174.50 186.50 The Administration supports status quo at this time which was an option in the original report. As the French Immersion program grows andthe student population in the holding zones of Uplands East (and ultimately Uplands North)contributes tothe over capacity,alternate solutions will be required.These solutions may include building additions to Centennial Central,moving the French Immersion program to a singletrack school, or building a new school within the Uplands North area which borders Centennial Central Public School and is approximately a half kilometer away.Under Board procedures,schools are reviewed when they reach 135%capacity. In the Centennial Central area,this would beat400 students.This is unlikely to occur over the next five years. City of London In the City of London,three ofthe five French Immersion schools are over capacity.The major issue in London isthe lack of permanent space.In orderto accommodate all the students,the equivalent of two schools orthe relocation ofstudentstootherfacilities will be required. Actual:Projected:j 2003-004 2004-05 2005-06 2006-07 2007-08 2008-09 SK-8 SK-8 SK-8 SK-8 SK-8 SK-8 Students:2217 2298 2366 2439 2483 2526 j F.T.E.2073.00 2163.50 2229.00 2300.50 2346.00 2388.00 1 2004 September 28...11 11.REPORTS FROM THE ADMINISTRATION -cont'd a.FRENCH IMMERSION ACCOMMODATION REPORT -cont'd COMMUNITY EDUCATION CENTRE -Central Region,City of London - cont'd The inputfrom the Jeanne Sauv6.Lord Roberts,Princess Anne and Kensal Park communities recommended the closure of regular dayschools.The Huron Heights community recommended a middle school system.It should be noted that,in orderto accommodate a middle school,a school would have to be closed.The only regular day school community who made a presentation indicated they did not wish to be closed. No community supported the grade 7-12 model. In reviewing the public input and the original report,two options have emerged.The last option isa modification which resulted from community input: Option 1:Close one regular day school with a capacity ofat least 360 student places and adjust boundaries for all French Immersion communities in the City of London In all likelihood,two schools would require closing.An alternative tothis option istocloseone school and interchange an existing French immersion school with a neighbouring;larger regular school which has considerable space. Option 2:Place the elementary 7 and 8 French Immersion students into existing vacant space within the secondary panel. Under this alternative the two following scenarios are viable: Scenario 1 Createa 7 -12 programunderscenario 1.The following student distribution in 2010/11 will exist: Grade 7/8:600 students Grade 9-12:500 students TOTAL 11 CO students Currently the grade 9-12 distribution is as follows: Banting:238 students Laurler:212 students TOTAL 450 students Neither Banting nor Laurler could not accommodate the total French Immersion student population in 2010/11.Three secondary schools would be required with an average 7-12 French Immersion populationof 400 and a 9-12 population of 170. The creation of three French Immersion secondary schools sites does not provideenough students at each site in order to offera broad enough program. Ifthis option is adopted,itwould be better to find two other secondary schools withsufficient space to accommodate 550 students at each site. Scenario 2 Create one grade 7-12 French Immersion school which accommodates only French Immersion students.This option would require the re-designation ofan existing secondary school. 2004 September 28...12 11.REPORTS FROM THE ADMINISTRATION -cont'd a.FRENCH IMMERSION ACCOMMODATION REPORT -cont'd COMMUNITY EDUCATION CENTRES,City of London -cont'd The community did not likethe grade 7-12 option since students of grade 7 age would be placed in an existing school and was concerned about psychological effects.In order to alleviate this concern, the Administration would recommend that, ifthis option Is adopted,it would be phased In. During the first year, Itwould be French Immersion grade 7, 8 and 9; second year grades 7, 8, 9 and 10;the third year grades 7, 8,9,10 and 11;and the fourth year grades 7,8,9,10,11 and 12. Assuch, onlyFrench Immersion students would occupy the re-designated facility.The French Immersion students in the existing 9-12 program would continue at Banting and Laurier. Thisoption does address some ofthe psychological concerns raised bythe parents.Another benefit Is increased program optionsfor French Immersion students when amalgamated in one school especially in the 9-12 program since most students in the French Immersion program aval!themselves to university/college level destination courses. Additional Scenario Considered In CEO East,the community recommended an SK - 12 model,which would be accommodated inan existing secondary school.If this model was adopted inLondon,the following FTE student population would exist Inthe year 2008 -2009. Grades FTE Students SK - 8 2388 9-12 500 2888 This would require two secondary schools.This does appear to be a viable solution at this time. CONCLUSION The Administration greatlyappreciatedthe community Input which helped in reducing thenumber of options and modifying some options to reflect public opinion.In the East,the public input created an entirely new alternative. Asummaryofthe recommendations or options isset out below.Board motions are required with respect to: Community Education Centre -Eastern Region; Community Education Centre - South Region (If a change Isdesired): Community Education Centre - Central Region - Cityof London. The guiding principles contained in thisreport will become partof Administrative practiceunless the Board directs otherwise. As stated previously in planning reports to the Board,the enrolment will continue to decline.This will result in morevacantspaces. Thisstudent decline is equivalent to20.5elementaryschools and 3.8 secondary schools for the period 1999 to 2010.At the same time revenue will decrease by approximately $43 000 000.Any move touse existing secondary spaceor closing regular day schools for French Immersionshould be part ofa direction adopted bythe Board of Trustees to reduce the number of schools. 2004 September 28...13 11.REPORTS FROM THE ADMINISTRATION -cont'd a.FRENCH IMMERSION ACCOMMODATION REPORT •cont'd SUMMARY OF RECOMMENDATIONS/OPTIONS COMMUNITY EDUCATION CENTRE -EASTERN REGION Recommendations: That the French Immersion program in the CEC East be accommodated, SK to 12. at College Avenue Secondary School with necessary physical modifications completed to College Avenue to accommodate the program; Thatthe currentFrench Immersion program at ToIIgate Public Schoolbe relocated (SK-5) beginning with the 2005-06 school year to College Avenue; Thata grade 7 ExtendedFrench program be offered (ifnumbers wan-ant)beginning inthe 2007-08 school year at College Avenue; Thatasecondary (9-12)French Immersion program begin tobe offered (if numbers warrant) at CollegeAvenueSecondary School beginning in the 2010-2011 schoolyear. COMMUNITY EDUCATION CENTRE SOUTHERN REGION: Option 1; Build a new SK-8 French Immersion School. Option 2: Wellington Street PublicSchoolremaina SK-6French Immersion school, grade 7 and 8 French immersion continue to be accommodated at Homedale Public School, and grade 7 and 8 Extended French Immersion be added to Homedale Public School. COMMUNITY EDUCATION CENTRE -CENTRAL TOWN OF STRATHROY Option:Status quo CENTENNIAL CENTRAL Option:Status quo CITY OF LONDON Option 1: Closeoneregulardayschool with a capacity ofatleast360studentplaces andadjust boundaries for all French Immersion communities inthe Cityof London. Option 2: Place the elementary 7 and 8 French Immersion students Into existingvacant space within the secondary panel. Under this alternative two scenarios are viable: Scenario 1 ,\Create a 7 -12 programunder scenario 1. 2004 September 28...14 11.REPORTS FROM THE ADMINISTRATION -cont'd a.FRENCH IMMERSION ACCOMMODATION REPORT -cont'd SUMMARY OF RECOMMENDATIONS/OPTIONS -cont'd COMMUNITY EDUCATION CENTRE -CENTRAL -cont'd City of London -cont'd Scenario 2 Create one grade 7-12 French Immersion school which accommodates only French Immersion students. This option would require the re-designation ofan existing secondary school. Supt.Gryseels advised that the Elementary French Immersion Review document has been available on the Board's website since 2004 July.Itis the communities' expectation that an opportunity for public input will be held during 2004Octoberor November.Heemphasizedthat Elementary French Immersion is a big component offuture directions and should be considered within thecontextofa system review.Headded,thatshouldTrustees decidenottoproceed with a long-term system accommodation study,then communities will look to the Board for French Immersion decisions by 2004 December. b.ADMINISTRATIVE RESPONSE TO THE JAFFE/HART MOTION RE ENROLMENT CHALLENGES FOCUS ON OUR FUTURE.LONG-TERM FINANCIAL PLANNING 2004-20211 Director Bryce advised that,traditionally at the Board meeting held in September,the Administration presents a report regarding long-range enrolment and long-term financial piannlng. The enrolment challenges being presented are designed to providethe Board with information related to long-term financial planning for the period 2004to 2011 through a report entitled, "Focus on our Future"in order to review the financial implications of declining enrolment.Mr! Bryce extended appreciation to Executive Superintendent Greene and the Business Services staff for preparing the first report addressing future Initiatives related to funding and declining enrolment. Planning Officer Gil Owens was recognized for his significant contribution in preparing the 2004 System Accommodation Review presentation. Superintendent Greene highlighted the Board's current financial status noitng the 2004-05 balanced budget,additional staffing,ail schools remaining open,no staffing reductions as well as outlining the economic repercussions with declining enrolment.He advised that a long-term projected enrolment for 2003-04 to 2010-11 was presented tothe Board at its meeting held 2004 February 24.These projections indicate a decline of7101 pupils in that time period.Using the enrolment projections and detailed grant calculations,revenue projections indicate a loss of school board operating grants of $43.4M.The purpose ofthe following report Isto assist in developing the appropriate strategies for dealing with significant revenue lossesand surplus capacity. BACKGROUND The Board has approved refinements to our Vision,Mission,Values and Goals. These were established to bring about the alignmentof Board departments with ailschool staff inorder to concentrate the efforts ofthe organization on improving student learning.Each year,budget assumptions indicate,Thames Valley District School Board will continue to prioritize the needs of our students consistent with a Caring,Learning Community.At the Board meeting held on 2002 March 19,the Board received the Planning Report toaddress student enrolment,fiscal planning and accommodation grants.The report indicated it Is imperative that the Board develop a long-term fiscal plan to deal with the economic repercussions/consequences of declining enrolment. There will be a need to match the system priorities with the available resources to respond to and meettheneedsof students.This plan must rationalize school capacity given declining enrolment andthefactwe will haveless funds tocleanand maintain schools.The plan must contain a degreeofflexibility that recognizes thatanyofthe following factors may change: Global economy;Provincial budget;Ministry of Education funding formula. 2004 September 28...15 11.REPORTS FROM THE ADMINISTRATION -cont'd b. ADMINISTRATIVE RESPONSETO THE JAFFE/HART MOTIONRE ENROLMENT FOCUS ON OUR FUTURE,LONG-TERM FINANCIAL PLANNING 2004-20211 -cont'd CHALLENGES -cont'd BACKGROUND-cont'd The Thames Valley District School Board,like many other school boards in Ontario,is experiencing declining enrolment.Enrolment projections indicate we will decline 7,101 pupils between 2003-04 and 2010-11.The development and review of a long-term financial plan provides the Board with a framework to review the financial impactand accommodation issues of declining enrolment onthe system and develop the appropriate strategies for dealing with significant revenue losses and surplus capacity. Therevenue reductions and surplus capacity Issuescannotbe solved byanyone solution.It must be solved through a combination of strategies as follows: reduction of teachers based on class size formula; -expenditure reductions in classroom categories such as professlonal/para-professional, library and guidance,staff development,classroom supplies and equipment,computers; -expenditure reductions in non-classroom areas such as board administration and governance,princlpal/vice-prlnclpal,department heads,school office,teacher consultants;; expenditure reductions In program related areas; review and elimination of transportation for program related issues,optional programs; eliminate and consolidate surplus pupilplaces; -expenditure reductions to facility costsand school renewal equal tothecostof maintaining surplus capacity. The ability of the Board to find a new process to reduce,consolidate and eliminate excess Inventory ofschool buildings will contribute tothe future financial health and well-being ofthe Thames Valley District School Board. Taking no action isnotan option.Waiting for the Province to solve a long-term problem isnot an option. Failure to act will mean that by 2010-11,the Board will not have sufficient resources to meet the needs of the remaining students,fulfill its vision, or meet its mission. ENROLMENT PROJECTIONS The following table highlights the decline In enrolment between 1999-00 and 2003-04. Budget Year ADE Elementary 1-1E ADE Secondary PTE ADE Total FTE 1999-00 (Actual)53,494.02 27,518.85 81,012.87 2003-04 (Projected)52,447.50 25,958.64 78,406.14 Decline 1999-00/2003-04 1,046.52 1,560.21 2,606.73 Long-term projected enrolment,2003-04 to 2010-11,waspresentedtothe Board at Its meeting 2004 February 24. The following is the summary of projected enrolment: 2004 September 28...16 11.REPORTS FROM THE ADMINISTRATION -cont'd b.ADMINISTRATIVE RESPONSE TO THE JAFFE/HART MOTION RE ENROLMENT FOCUS ON OUR FUTURE.LONG-TERM FINANCIAL PLANNING 2004-20211 -cont'd CHALLENGES -cont'd ENROLMENT PROJECTIONS -cont'd Budget Year ADE Elomontary PTE ADE Secondary FTE ADiE^^^ Total F^llg KiMM 2003-04 52,447.50 25,958.64 78,406.14 2004-05 51.167.50 25.143.40 76,310.90 2005-06 50,590,50 24,846.97 75,437.47 2006-07 49,887.00 24.511.50 74,398.50 2007-08 49,117.50 24.207.80 73,325.30 2008-09 48,444.00 24,108.60 72,552.60 2009-10 47,643.50 24.004.74 71,648.24 2010-11 47,325.50 23,978.90 71,304.40 Decline 2003- 04/2010-11 5,122.00 1,979.74 7,101.74 ELEMENTARY Elementary enrolment is projected to decline by 6,122.00 FTE students,which represents a 9.8%decline over the next seven years.This represents the equivalent loss of the following: Classroom Teachers 209.1 Schools @ 364 FTE students per school 14 65000 63000 61000 59000 57000 55000 <3000 blOOO 49000 47000 46000 2004 September 28...17 11.REPORTS FROM THE ADMINISTRATION -cont'd b.ADMINISTRATIVE RESPONSE TO THE JAFFE/HART MOTION RE ENROLMENT CHALLENGES -cont'd FOCUS ONOUR FUTURE,LONG-TERM FINANCIAL PLANNING 2004-20211 - cont'd ENROLMENT PROJECTIONS -cont'd ELEMENTARY-cont'd "Ministry permanent capacity may decrease once the IVlinistry determines the impact of20:1 for the primary grades. Elementary Enrolment vs Capacity 4 r B11 §i i i si y i is 1 s II 1999-00 2000-01 2001-02 2002-03 2003-04 2004-05 2005-06 2006-07 2007-08 2008-09 2009-10 2010-11 Actual SI Projected Permanent Capacity •Portable Capacity Classroom Teachers -209.1 Based on Foundation Grant Ciass size calculation 24.5:1 Schools -14 - Basedon Foundation Grant Principal allocation -2.75 Principals per 1000 students SECONDARY Secondary enrolment is projected to decline by 179.74 PTE students which represents a 7.6%decline over the next seven years.This represents the equivalent loss of the following: Classroom Teachers 112.5 Schools @ 909 FTE students per school 2 34000 32000 30000 28000 26000 24000 22000 2004 September 28...18 11.REPORTS FROM THE ADMINISTRATION -cont'd b.ADMINISTRATIVE RESPONSE TO THE JAFFE/HART MOTION RE ENROLMENT FOCUS ON OUR FUTURE,LONG-TERM FINANCIAL PLANNING 2004-20211 -cont'd CHALLENGES -cont'd SECONDARY -cont'd Secondary Enrolment vs Capacity i §• i w 1999-00 2000-01 2001-02 2002-03 2003-04 2004-05 2005-06 2006-07 2007-08 2008-09 2009-10 2010-11 •Actual I'I Projected 'Permanent Capacity 'Portable Capacity ENROLMENT PROJECTIONS -cont'd Classroom Teachers -112.5 .Based on maximumcredits per student (7.5) and approved class size 22:1 Schools - Based on FoundationGrant Principal allocation -1.10 Principals per 1000 students Summary Total projected decline of students 7,101.74 Loss of classroom teachers 321.6 Reduction In schools 16 This illustrates the loss of students in this time period and the corresponding impact on the number ofteachersand number of schools.It does notdeal with the existing surplus capacity that already exists inboth elementary and secondary schools. The long-term enrolment projections haveserious financial implications and will requirea system level review related to surplus capacity and accommodation implications. 2004 September 28...19 11. Revenue 570.000.000 560.000,000 550,000.000 540,000,000 530,000,000 REPORTS FROM THE ADMINISTRATION -cont'd b.ADMINISTRATIVE RESPONSE TO THE JAFFE/HART MOTION RE ENROLMENT -cont'd FOCUS ON OUR FUTURE,LONG-TERM FINANCIAL PLANNING 2004-20211 -cont'd REVENUE PROJECTIONS The Ministryof Education Student-Focussed Funding Modei provides our revenues and is based on a per pupil basis.Enrolment is calculated as 50%of October 31 and 50%of March 31.Once calculated,the enrolment projections determine Board revenues based on the funding model. The revenue projections are based on the following assumptions; -There are no material new revenue sources available to the Board; -All projections are stated in constant dollars; - Any new grants from the Ministry would be directed for specific purposes and have offsetting expenditures; Increases in funding related to inflation will have offsetting expenditures; The Board will have a balanced budget. Using the enrolment projections and detailed grant calculations,revenue projections indicate a loss of school board operating grants of $43.4M by 2010/11,The following chart highlights the projected revenue decline each year. 520,000,000-^ 2002-03 2003-04 2004-05 2005-06 2006-07 2007-08 2008-09 2009-10 2010-11 School Year 0 Actual s Projected 2004 September 28...20 11.REPORTS FROM THE ADMINISTRATION -cont'd b.ADMINISTRATIVE RESPONSE TO THE JAFFE/HART MOTION RE ENROLMENT -cont'd FOCUS ON OUR FUTURE.LONG-TERM FINANCIAL PLANNING 2004-20211 -cont'd IMPACT ON EXPENDITURES The enrolment data and revenue projections simply highlight the magnitude of the declining enrolment issue. Therealissuesforthe Board are in termsofan implementation plan todeal with the following; Accommodation implications Surplus capacity and the cost of maintaining these facilities; School closures and consolidation; Impact on growth areas; Impact on French Immersion; Expenditure reductions that will match the revenue loss. This report will deal with the expenditure reductions required tohavea balanced budget and downsize the organization so that the Board can operate within the existingrevenues.If the Boarddoes not make reductions in any one category,then that amount will have to be found in otherareas ofthe budget.Expenditures canbe classified into two major categories in termsof a strategyto deal with potential reductions:Variable Expenditures and Fixed Expenditures. Variable Expenditures Theseare expenditures that should automatically reducebecause they are formula driven and determined bythe number of students.They Includethe following: Classroom teachers - determined bya class size formula Supply teachers -determined bya per pupilamount Teacher assistants,subject to the number of special education students -Classroom supplies,furniture and equipment,computers -calculated ona per pupil basis Professionals/Para-professionals- subject to the numberofspecial education students Library and Guidance -subject to the number of students Staff development -determined by the number of students Preparation time - determined by the number of classroom teachers and the collective agreement Fixed Expenditures These are expenditures that generally do not automatically increase/decrease because of enrolment and will require Board action to make reductions.They include the following: PriricipalsA/ice-Principals The number of PrlncIpalsA/ice-Principals Is determined either bythe number of schools, a formula for twinning schools,or the number of students. School Office Thisis formula driven and the numberofschools has a major impactonthis line. Department Heads The amount spent isdetermined by the fundingformula line.Fewer schools wouldmean more competitive allowances for heads. Board Administration and Governance Reductionsof8.3%will be requiredto operate within the funding model. 2004 September 28...21 11.REPORTS FROM THE ADMINISTRATION -cont'd b.ADMINISTRATIVE RESPONSE TOTHEJAFFE/HART MOTION RE ENROLMENT - cont'd FOCUS ON OUR FUTURE, LONG-TERM FINANCIAL PLANNING 2004-20211 - cont'd IMPACT ON EXPENDITURES,Fixed Expenditures - cont'd School Operations/Maintenance This covers the facility costs forcleaning,utilities,repairs and maintenance.The Board cannot continue to maintain,clean andheatthe number of existing facilities andsquare footage with the lossof revenues.Todoso would leave the schools in a major stateof disrepair,unclean and potentially unsafe. Transportation The impacton transportation will notbe known until wedetermine the impactofthe new fundina model. School Renewal This covers thecost for major projects,which tal<e into account the life-cycle of schools.Some ofthe items that would normally be Included in school renewal funding are fire and life safety upgrades,septic systems,roof restoration and replacement,boiler,heating,window replacement and electrical servicesand upgrades.The Board cannotmeetthe facility renewal needsofthe existing Inventory ofschools with the loss of funding. Local Priorities In addition to the variable and fixed costs, the Board receives an annual amount for local priorities.This has beenusedeachyearto balance the budget in areas where expenditures exceed the funding model.Due to declining enrolment,local priorities will decline $1,420,346 by 2010-11.Reductions inboth variable and fixed costs will be required to offsetthe lossof local priorities funding. 2004-05 SYSTEM ACCOMMODATION REVIEW P.Gryseels,Executive Superintendent,Operation Services and G.Owens,Planning Officer, presented the following 2004-05 System Accommodation Review. On 2004 February 24the Board approved the following motion byP.Jaffeand G,Hart: Whereas the Thames Valley District Board deals with accommodation Issues on an ongoing basisdueto declining enrolment as well as funding and program pressures, Whereas the Thames Valley District School Board usually Involves stakeholders on accommodation challenges during specific studies. Be it resolved thatthe Thames Valley District School Board prepare a discussion paper on current accommodation Issuesand future directions forsubsequent discussion with ail its stakeholders,such as schools,municipalities and iV^PPs,in this process asa complementary effort to current and future accommodation studies. The discussion paper should review the existing accommodation challenges throughout the Thames Valley DistrictSchool Board and the decisions and choices that the Board and its communities will face over the next decade,as well as innovative strategies being developed in other jurisdictions. The process should commence after the Minister of Education announces new funding commitments for school accommodation as a follow-up to the recent moratorium on school closure. The timing of the report is left to the Director in accordance with administrative workloads. 2004 September 28...22 11.REPORTS FROM THE ADMINISTRATION -cont'd b.2004-05 SYSTEM ACCOMMODATION REVIEW -2004-05 SYSTEM ACCOMMODATION REVIEW -cont'd Supt.Gryseels advised that in 1998 September the Board approved the "Schooi Accommodation and Facility Organization Policyand Procedures." This document provides the procedure the Board uses in reviewing accommodation and program needs.The purpose is to provide a framework for school organization,boundary adjustments,school closures,the establishment of Holding Zones and new facilities.Since amalgamation the Board has received a number of Accommodation and System Reviews.A summary was provided. DEMOGRAPHIC CHANGES National Context Population growth iscomposed ofthree fundamental aspects:births,deaths and net migration. Each of these elements and how they change over time influences the overall population at all levelsofthe countryand individual communities.How the distribution and change In population impacts individual areas is usually seen at the micro level and will be consideredinthis Report inthe Section dealing with Population Mobility. As noted in the 'Annual Demographic Statistics 2003'report by Statistics Canada the overall "slowingof population growth in Canada was related to a continuing decline innatural increase (births minus deaths),but was also mainly due to a decrease since 2001-2002 in net international migration."In Canada in2002-2003,the estimated rate ofnaturalincrease in population fell to 3.3 per 1,000.This isthe lowest rate since 1971-1972.The estimated birthrate fellto 10.5%,the lowest level In the past thirtyyears. The second factor In population change,as noted, is net migration.In 2001-2002,net migration was estimated at 230,400for the country,and fell to 164,200 In 2002-2003 or a decline of 66,200 (29%). The natural increase in population is estimated at 5.5%.This means that while there has been overall growth inthe country's population the rate of this growth has slowed. How thispattern of population change Impacts individual communitieswill vary.Some areas will experience greater than average drops In population while others, at the same time,will experience significant growth at rates much higher thenthe overall average.Asan example, some provinces posted a growthrate higherthan the average while others experienced decline. Ontario continues to be the destination of choice for newcomers to Canada.More than 55%of all immigrants who arrived in 2002-2003 settled in Ontario. However,since there were fewer immigrants overall In 2002-2003 than In 2001-2002,Ontario received 28%fewer immigrants. The27Census Metropolitan Areas (CMAs)inCanadaaccountfor65%oftheentire population. Just overa thirdof Canada's populationreside inthe three largest CMAs (Toronto,Montrealand Vancouver).The average rate of grovirth for the 27 CMAs was 15.3%and 6 CMAs exceeded this average.There were no areas within the Thames Valley District School Board area at orabove the average. Theage structure ofthe population ofCanadais slowly changing.Dueto lower mortality and fertility rates since the early 1970s, the Canadian population has been aging. In 2003 for example, there were4.1 million seniors or12.8%ofthe total population,up from 12.1%in1996. At theotherendoftheage spectrum,the pre-school and school age population in 2003 (under age 18)made up 22.2%of the population,down from 24.3%in 1996.In absolute numbers this is a decline from 7.2 million in 1996 to 7.0 million In 2003. 2004 September 28...23 11.REPORTS FROM THE ADMINISTRATION -cont'd b. 2004-05 SYSTEM ACCOMMODATION REVIEW -2004-05 SYSTEM ACCOMMODATION REVIEW -cont'd DEMOGRAPHIC CHANGES -cont'd The number of births for the country has decline from 403,107 in 1991 to 331,522 in 2002 which represents 18%fewer births In 2002 then In 1991.The rateof births per 1,000 has dropped during this same period from 14.3 to 10.5.For the province of Ontario the corresponding figures are 152,065 births in 1991 and 131,921 in 2002.This represents 13%fewer births in 2002than there were in 1991.The rate per 1,000 went from 14.5 to 10.8 during this same period. When reviewing the pre-school population for the province ofOntario for the period 1996 to2003, the 0-4 population has declined as follows: Pre-School Population in Ontario Year 0-4 PoDulation 1996 754,515 1997 741,076 1998 729,225 1999 717,679 2000 709,791 2001 708,156 2002 701.315 2003 691.806 The above data represents a decline of 62,709 pre-school children or8.3%from 1996 to2003. Thames Valley District School Board Context: This Information and data must also be viewed In terms of how the overall population trends and Information impact the Board overthe next number ofyears. The patternof declining births and lower net migration which Is reflected inCanadian statistics isalsoseen in thearea which comprises theThames Valley District School Board.The Board area is typical ofboththe national and provincial experience. When comparing the pre-school population for the Thames Valley District School Board for the same period 1996 to 2003 the 0-4 populationhas declined as follows: Pre-School Population in Thames Valley Year 0-4 PoDulation 1996 40,712 1997 39,612 1998 38,757 1999 37,836 2000 37,042 2001 36,507 2002 35,537 2003 34,703 The above data represents a decline of6,009 pre-school children or 14.8% from 1996 to 2003 which is a larger rate ofdecline than the provincial figure of8.3%. 2004 September 28...24 11.REPORTS FROM THE ADMINISTRATION -cont'd b.2004-05 SYSTEM ACCOMMODATION REVIEW -2004-05 SYSTEM ACCOMMODATION REVIEW -cont'd DEMOGRAPHIC CHANGES -cont'd Projected Enrolment The data in Section 3 forms the basis of the student enrolment projections which are developed initially at the macro levelfor the Board.Once the overall enrolment projections are created for the Board level itis then possible to begin to look at individual areas or regions within the Board. Itis recognized that there may be unique situations.For example,new residential developments in specific areas will have growth and will present accommodation issues. Student enrolment decline has been highlighted in a number of reports to the Board.These reports highlight the fiscalimpactofthis decline on Board revenues and programming impacton students.As an example,In the 2002 March 19 Report,'Student Enrolment,Fiscal Planning,and Accommodation Grants',it was noted that there was a projected decline in the school age population of over 8%through to 2010.The most recent figures,based on the 2003-04 actual enrolment,which were included in the draft 2004-05 budget,continue to show the impact of declining enrolment. By combining the historical enrolment for the founding Boards it is possible to review the pattern of enrolment from 1993 to the current 2004 school year,as well as the projected figures to 2010. In 1993-94 there would have been a combined F.T.E.elementary enrolment of 51,936 in what would now be the Thames ValleyDistrictSchool Board.This figure increased annually to a 2000- 01 peak year figure of 53,497 and since then has declined to the projected figure in 2004-05 of 51,139.The elementary enrolment is already lower than it was in 1993-94.The projections through to 2010-11 show a continued decline to 47,325 as the full impact ofthe decline inbirths and the slow growth in immigration impacts the student population. The secondary panel wouldhave been at 27,517 onOctober 31 inthe 1994-95 school year (ADE not available)and is projected to be at an ADEof25,143 in2004-05 with the peak ADEfigurein 1999-00 at 27,590. The projected ADEfigurefor 2010-11 is 23,978. Below Is a summary of the decline in enrolment: Projected Enrolment for the Thames Valley District School Board Elementary F.T.E.Secondary F.T.E. 1999-2000 53491.52 27590.44 2003 -2004 52447.5 25958.64 2010-2011 47325,5 23978.9 1999-2010 student decline 6166.02 3611.54 %decline 11.53%13.09% 2003-2010 student decline 5122 1979.74 %decline 9.77%7.63% 20Q4 September 2S...2S 11.REPORTS FROM THE ADMINISTRATION -cont'd b.2004-05 SYSTEM ACCOMMODATION REVIEW -2004-05 SYSTEM ACCOMMODATION REVIEW -cont'd DEMOGRAPHIC CHANGES -cont'd Population Mobility The question ofpopulation mobilitymust also be factored intoany decisions regarding the closing of a school, the need for an addition or a new facility.There was significant growth Inresidential construction over the last number of years inspecific areas withinthe Board's jurisdiction.This growthhas been significantinSt.Thomas.Woodstock, Londonand Strathroy. Atthe same time as this growth has occurred,there is declining student enrolment.Unfortunately,when most people see this kind of residential development they also associate itwith a growing student population which is not the case.While we are experiencing some 'new' growth as there is a moderate Increaseinthe immigration rate,mostofthis building isfueledbypeople 'shifting'within communities.Also, with the average age of people increasing,the need for alternative accommodation has impactedthe typeof construction.Thisisnotthefirsttime in recent history that this pattern has occurred.In the late 1960's and early 1970's there was a significant decline in student enrolment.Atthe same time,there was a significant growthin residential construction in many communities. As an example,In the City of London there were major residentialdevelopments occurring in White Oaks, Westmount,Westminister Park and Stoneybrook.Student populationdeclined and school closures were occumng yet there was still a 'real'need to provide accommodation in developing areas. Currently,inmostofthe developing communitiesthere iseithernoneighbourhood space orthere is Insufficient accommodation inthe neighbourhood to handle the grov^rth.The accommodation needs for these developing communitiesmust be viewed from boththe short timeperspective, as well as the long-term requirements.Inthe short term students can be transported to schools within the District where space is available or could be accommodated In the neighbouring facilities byadding portables as required. Bothof these responses to developing communities have issues.Inthe case oftransportingstudents to other schools there Isthe question of the 'perceived mix' of students from the developing community and the neighbourhood school. Accommodating the growth inthe neighbourhood facility will cause 'overcrowding'and will usually generate a negative response from the current 'resident'population and a demand for a new school or addition. If the decision is made to accommodate the students from developing communities by transporting them to vacant space elsewhere inthe system,then schools with vacancies will need to be kept open. In the event the decision is made to accommodate developing areas in 'neighbourhood'schools, then portables will be required. Generally,experience shows thatwhen portables are placed on a school site community pressure is greater and occurs sooner than when students are transferred to holding schools. There still remains the question of the long-term accommodation and,in all likelihood, new schools and/or additions will be needed. Capacity -(On-the-Ground OTG) The Ministry of Education has established Capacity measures for each school facility withinthe province. There is a New PupilPlace Capacity (NPP) and an On-The-Ground Capacity (OTG). each of which is used for a different purpose inthe funding model. The Ministry's determination of the NPP permanent capacity of a school facility Is a fixed figure which Is used In the determination of funding for new pupil places for Boards that exceed their Average Daily Enrolment (Annualized)at the district level.It Is also used forthe determination ofeligiblefunding through the Enrolment Pressure Grant (EP). The projected occupancy rate based on the OTG capacity and the elementary enrolment projected for October 31,2004 Is at approximately 94% and will continue to increase as the elementary enrolment continues to decline. 2004 September 28...26 11.REPORTS FROM THE ADMINISTRATION -cont'd b.2004-05 SYSTEM ACCOMMODATION REVIEW -2004-05 SYSTEM ACCOMMODATION REVIEW -cont'd DEMOGRAPHIC CHANGES -cont'd Population I\/lobility - cont'd The secondary projected occupancy rate for October 31,2004 is anticipated to be at 87% and will also continue to grow as enrolment withinthe secondary panel declines (the figures do not include Wheable at 1,155 OTG). The reduction from five years secondary education to four years has also created vacant space.Unless there are closures of sufficient numbers inboth the elementary and secondary panels to bring the NPP Capacity and ADE to 100% or greater occupancy, the Board will not be eligible foreither NPP funding or EP funding.Atthe present time,the overall occupancyrate elementaryIs98.5%(NPP53,252.00vs. enrolment52,447.50). The corresponding occupancy rate secondary is 83.5% (NPP 31,107.00 vs.enrolment 25,958.64). The OTG Capacity figure isused morefora comparison between enrolment andthe ability ofthe building to accommodated students based on the IVlinistry class size criteria. The current OTG uses the existing Ministry class size definition,however,as the IVlinistry implementsa 20:1 ratio in JK to grade 3 the OTG will be reduced,in all likelihood,to reflect a school's ability to accommodated students at this ratio. An initialreview of the 2003 October 31 actual JK - 3 data indicatedthat inthe rangeof 100 to 115 additional classes would have been required in orderto reach a 20:1 class size average byschool within the Board. The System OTGcould be reduced and,when comparing it to the annualized enrolment,will indicate that schools are operating closer to 100%capacity.With the reduction of primary class size, even with declining enrolment, our percentage capacity may increase or remain relativelythe same. Number of Schools/OTG A comparison ofthe school 2003 October 31 enrolment and the OTG iscontainedinthe Report fortheelementary panel.Thesecondary OTG comparison with the ADE (2003-04)forthepanel is also provided. Strategic Direction and Guiding Principles The issue of school closureis both difficult and emotional.No community wishes to see its neighbourhood school close.In mostcases there exists a long and strong tradition.The potential ofhavingitsstudents goa longerdistancetoschooloreven have tobetransported isnot viewed as a viable alternative.Atthe same time, the Board has within its jurisdiction a number of significant development areas where students are transported becausethereisno neighbouring facility and there are increasingdemands beingplaced on the Boardto provide a local school. The private sector frequently faces shifts in its client base and market changesandis required to respond to these dynamic changes by consolidating facilities and/or building or adding to existingfacilities as a response totheever evolving needs.Many communitiesexperience shifts in retail space from core areas to suburban mallsand recentlyto 'bigbox'stores. Both of the above factors are impacting the Board and add to this the limitations the Board experiences with respect to funding,both in the area ofcapitaland operatingfunds. Priortoconducting anysystem review,the Board will have to determine itspositionon a number ofissues, such as school closureand holding schools.In addition,guiding principles will need to be established prior to any system review on such items as when a school Is reviewed for closure,when consideration Is given to constructing an addition and/orconstructing a newfacility. 2004 September 28...27 11.REPORTS FROM THE ADMINISTRATION -cont'd b.2004-05 SYSTEM ACCOMMODATION REVIEW -2004-05 SYSTEM ACCOMMODATION REVIEW -cont'd DEMOGRAPHIC CHANGES -cont'd Strategic Direction and Guiding Principles - cont'd Currentlythe Board has adopted oremployed the use of the following; ELEMENTARY Closure Considered <120.00 F.T.E. < 70%occupancy NewSchool Considered: > 300.00 F.T.E.(resident population) New School Size:650.00 Addition:>135%occupancy SECONDARY Closure Considered:<400.00 F.T.E. <70%occupancy New School:N.A. Addition:N.A. Elementary Costing 2003 - 2004: An analysisofthe average cost per pupil forelementaryschoolshas been completed.The average elementary costper pupil was$4 322.00.The four schools with the highest costper pupil are: - Manorand Highland Park $5 728.00 ($1 406.00 above) - Sweaburg $5 644.00 ($1 322.00 above) ~Metcalfe $5566.00 ($1 244.00above) -Lord Elgin $5 547.00 ($1 225.00 above) Whilethe schools withthe 2003-04 lowest average cost per pupilare: -Homedale $3303.00 ($1 019.00 below) -Annandale $3 562.00 ($760.00 below) -Northdale Central $3623.00 ($699.00 below) - Westmount $3 681.00 ($641.00 below) Elementary Schools In order to identify potential schools for closure,the following two criteria were usedto initially identify schools. schools operating at <70%of OTG ~schools with an F.T.E.less than 120.00 Based on the above, the potential would existtoconsider in the range of 16 elementary school closures within the Board. The above method would statistically Identify schools with eithera lowpercentage ofoccupancy, below70%, oran FTEenrolmentless than 120.Itmay not be possible, or practicalto close all of these facilities,infact,there may be schools with occupancy rates and overall FTEwhich are significantly higher than those above which may be more appropriate candidates for closure.As an example,there may be a school witha low occupancy rate that would appear an obvious site for closure,but, its enrolment may be greater than the system average school size of 335.00. 2004 September 2S...2B 11.REPORTS FROM THE ADMINISTRATION -cont'd b.2004-05 SYSTEM ACCOMMODATION REVIEW -2004-05 SYSTEM ACCOMMODATION REVIEW -cont'd DEMOGRAPHIC CHANGES -cont'd Strategic Direction and Guiding Principles,Elementary Schools -cont'd Inaddition,there maybe no 'neighbouring'schools with sufficient space to handle the population. At the same time,there are schools with low neighbourhood populations but with system level program at the site that has resulted in near 100%occupancy. Also, a site may have a low resident population and occupancy,however,it is required as a 'Holding School'for developing communities where there is no neighbourhood facility.Without 'Holding Zone'students attending some schools,the percentage occupancy goes down significantly. The potential to close a facility which is operating at greater than 100%occupancy exists because of the school condition and low student population.Thus,an approach of considering onlythe statistical data for a school closure withoutthe unique or long-term aspects of the school or geographic factors Is inappropriate. In this report the Thames Vaiiey District School Board has been subdivided into a number of geographic regions in an attempt to consider a 'more realistic'number of school closure candidates.Any analysis of this nature requires the establishment of a number of guiding principles or norms in order to assist In identifying schools for closure.For example: ~Is ita strategic direction to move the System toward a 100%occupancy byclosing schools? - Is ita strategic direction to maintain schools with'low'neighbourhood enrolment as holding schools?This space can be used through transporting students from developing communities as a permanent solution and not to buildnew accommodation ina developing community. -Is ita strategic direction to transport students from developing areas until new schools are built? - Is ita strategic directionto accommodate students from developing areas In'neighbouring' schools resulting insignificant overcrowding (+135%occupancy)priorto consideration ofan addition or new facility? In lightofthe projected overall student decline over the next number of years and the impact of student 'mobility as a result of new residential areas any Implementation of a System Accommodation Plan must reflect ail or part of these realities. ~There exists a need for school closures. -There will be schools overcrowded as a result of growth. -There will be a need to build new schools and/or additions to respond to newlydeveloping communities. In order to undertake an analysis ofthe potentialtoconsolidate schools within the Thames Valley District School Board,the District has been subdivided into35 review areas,The following is an analysis for each review area. The Board has adopted, through its decisions or approval of guiding principles,the following criteria which will be used in analyzing the 35 areas: ELEMENTARY Closure Considered <120.00 F.T.E. <70%occupancy New School Considered:>300.00 F.T.E.(resident population) New/School Size:650.00 Addition;>135%occupancy 2004 September 28...29 11.REPORTS FROM THE ADMINISTRATION -cont'd b.2004-05 SYSTEM ACCOMMODATION REVIEW -2004-05 SYSTEM ACCOMMODATION REVIEW -cont'd DEMOGRAPHIC CHANGES -cont'd Strategic Direction and Guiding Principles -cont'd SECONDARY Ciosure Considered:<400.00 F.T.E. < 70%occupancy NewSciiooi:N.A. Addition:N.A. An analysis combined with the potential need for space in schools for developments (Holding Schools/Holding Zones) reduces the potential for schoolclosures. There isthe potential over time, when combined with new schools and additions,to consider the closure of up to 12 facilities. Secondary Costing 2003 -2004: An analysis of the costing for the secondary schools has been completed and the cost ofeach school above and belowthe average cost shown. The average cost secondary per pupil was $5,446.21.The four schools withthe greatest cost are: -SirG. Ross $7 526.21 (above$2 080.00) -Thames $7 275.21 (above$1 829.00) -Glencoe $7 047.21 (above $1 601.00) ~Norwich $6 512.21 (above $1 066.00) Whilethe schools withthe 2003 -2004 lowest average cost per pupilare: - Strathroy $4 957.21 (below$489.00) -A.B.Lucas $5 026.21 (below$420.00) -Westminster $5 031.21 (below $415.00) - H.B.Beai $5 054.21 (below$392.00) Secondary Schools The needs ofthe secondary panelare somewhat different.The attendance areas bytheirnature are muchlargerthanthose within theelementarypaneland the natureand/or ability ofa school toofferprogramsvaries extensively.The same initial statistical criteria as was employed forthe elementary panel was used for the secondary panel: -schools operating at <70%of OTG -schools with an PTE less then 400.00 Based on the above, the potential would exist to consider in the range of 8 secondary school closures within the Board. Similarto the analysis for the elementary panel the above facilities may or may not be possible or appropriate forclosure. The long-termprojectionsforthe secondary panel do not indicateany growth and will decline as the elementary student population impacts the secondary panel. Consolidation in the secondary panel will be necessary in order to continue to offer a broad base of programs to students so that the needs of allthe secondary student 'program streams'are met. Itis becoming increasingly difficult to provide an appropriate level of course offerings In response to Ministry direction.Closures are necessary and will result in the loss of traditional community facilities.Students will be required to be transported greater distances for their secondary education.This may necessitate some new construction at some sites to meet the programming needs of a broader student base. 2004 September 28...30 11.REPORTS FROM THE ADMINISTRATION -cont'd b.2004-05 SYSTEM ACCOMMODATION REVIEW -2004-05 SYSTEM ACCOMMODATION REVIEW -cont'd DEMOGRAPHIC CHANGES -cont'd Strategic Direction and Guiding Principles,Secondary -cont'd There is greater flexibility with respect to secondary occupancy level than is the case in the elementary panel.For example,the length of the school day can be changed to add more periods to the timetable and the number of lunch periods will provide additional space within the timetable for more classes,especially in specialized rooms.Consequently,there is not a 'one to one*ratio of student FTE and OTG as tliere are more variables which enable the secondary school to practically accommodate more students then the OTG would indicate.The issue centers more on program choice than totally on the question of accommodation.Also,the Wheable Centre for Adult Education has not been included inthis analysis and there are 1,155.00 pupil places which are included inthe Board overall secondary OTG count. The secondary figures provided ina chart indicated the potential for eight school closures.It was noted that this action is not practical.The primary reasons for secondary closures must center on program and financial considerations.As a result, in considering secondary closures,there may be a need to add some space to some schools and to restructure others (i.e.,timetable and length of day) in order to accommodate the student population.The potential for consolidation inthe secondary panel does exist.Based on the enrolment and the resulting abilityto provide an appropriate level of program the potential exists to close two secondary schools. In addition,itis reasonable that at least one additional secondary facilitycould be closed.While a detailed analysis has not been completed,the above would indicate that the potential exists for the closure or consideration of closure of three to four secondary facilities: In addition,the ability to continue to operate the Wheabie Centre for Adult Education must also be reviewed in terms of the financial abilityto continue to provide the current level of program at a vacant secondary school (1,155.00 OTG). Number of New Schools and Additions: As discussed inthe Projection and Population Mobility Sections of the Report, itis possible and likely to have overall decline in student population and to have overall growth in the total population. Inaddition,there are areas of significant residential grov;^h where there are either limitedor no school facilitiesavailable to accommodate the neighbourhood population. This will inevitability raise the question ofbusing or building as a long-termsolution.There isoften space available in facilities within reasonable transportation distances.However,community members within these developing areas wish a neighbourhood facility. At the same time those communities where a school is being considered for closure do not want to see their children travel further to a school. They will reject the loss oftheir neighbourhood facility and encourage the transportation of students from developing areas to their school in order to fill vacant space. Over the next ten years it is'reasonable to anticipate the need to construct a number of new schools and,potentially,additions to existing facilities.This is based on the current pattern of residential development.These developments will require monitoring and updating in order to appropriately respond to the changing demands within the housing market and new areas of potential residential development. Itisanticipatedthatoverthenext 13 to 15 years there will be a need foruptosixnewelementary schools,as well as seven additions to existing facilities. 2004 September 28...31 11.REPORTS FROM THE ADMINISTRATION -cont'd b.2004^5 SYSTEM ACCOMMODATION REVIEW -2004-05 SYSTEM ACCOMMODATION REVIEW -cont'd SUMMARY It will be necessary to establish strategic directions that could result ina combination of schools closures,newschools,additions and long-term transportation,or portables as possible solutions. Any direction in this area will require an understanding that there will be 'stages' of implementation and thatthere will be a system plan developed. The purpose of this Report Is to provide an overview for the Trustees should they wish to undertake a system review. As previouslynoted, the Board has undertaken a number ofArea Accommodation Reviewswith sixoutstanding. As theTrustees are aware,Area Accommodation Reviews receive a great deal ofresistance.Should the Board wish to undertake a system review, whether internally or with the assistance ofa consultant,there needs tobe a resolve todeal with the varying issues,especially the fact that in all probability some elementary and secondary schools will have to close. The Administration responded to questions posed by Trustees.Concerns were expressed that the tnjstees needa philosophical discussion to determine themannerof handling these various and complex situations. Anopportunityshould be considered for a retreat or caucus format to allow individual trustees views to be expressed and to have an opportunity to discuss guiding principles and philosophies that will provide the best possible education in the next ten years. The following motion was moved by D.Anstead and seconded by G.Hart: That Chair Hunter immediately facilitate a trustee caucus for the purpose of discussing issues related to long-term planning. Director Bryce advised that other boards in the province have had similar discussions causing concern by their public and that the intent ofthe motion may require that legal council be sought to ensure that the Board's credibility is not jeopardized.Following furtherdiscussion Trustee Anstead withdrew the motion. c. FUTURE DIRECTION REJAFFE/HART MOTION RE ENROLMENT CHALLENGES Director Bryce introduced a report that responded to the 2004 February 24 Board motion requiring the Administration to address the challenges of declining enrolment and future accommodation needs. On 2004 February 24, the Board passed a motion,commonly referred to as the Jaffe/Hart motion,requiring the Administration toprepareadiscussionpaper"...oncurrent accommodation issues and future directlons...after the Minister of Education announces new funding commitments for school accommodation as a follow-up to the recent moratorium on school closure." In preparation for the anticipated 2004September announcement bythe Minister of Education on Good Schools Open,material was presented tothe Director/System Review Committee in 2004 June concerning a demographic study prepared for the Lakehead District School Board. The ExecutiveSummaryofthatReportwas provided.Atthe Director System ReviewCommittee meeting of2004 September 14the feasibility of conducting a system demographic study similar tothatofThe Lakehead District School Board was discussed.It was agreed that the concept of seeking a consultant's report would be discussed with the trustees at the 2004 September 14 Committee ofthe Whole meeting.Included inthatdiscussionwas why such a studyis needed and how it would helpthe Board prioritize itsnextsteps in dealing with declining enrolment. 2004 September 28...32 11.REPORTS FROM THE ADMINISTRATION -cont'd c.FUTURE DIRECTION RE JAFFE/HART MOTION RE ENROLMENT CHALLENGES -cont'd Atthe Committee ofthe Whole meeting of2004 September 14the concept ofa consultant was discussed and it was agreed that the Director/System Review Committee would recommend parameters under which a consultant would operate and that the Director would reportback to the Board on 2004 September 28. The Intentofthe proposed study is to providethe Board and Its stakeholders with the big picture related to long-range planning toaddress declining enrolment as well as accommodation Issues. Supply Management performed an In-depth analysis and Identified the following skill set as Important "look fors" In hiring an external consultant: Critical Success Factors experienced in economic analysis experienced demographic analysis abilityto Identify social and economic trends experienced In dealing with sensitive issues experienced in communicating with stakeholders experiencedin interacting with several levels ofgovernmentadministration In close proximity to London experienced with Ministryof Education guidelines experienced In regional board transportation challenges experienced In school board educational programs experienced In assessing school board facilities ability to identify and address the rural/urban dichotomy project management and related methodologyframework abilityto assign a dedicated team to this study computer modeling and analytical/statistical database research capabilities bench marking experience Afterreviewingthe critical success factors and the available consults it was the recommendation ofSupplyManagement to Executive Council and tothe Director/System ReviewCommitteeon 2004September21thatthe "Negotiations"sectionofthe Purchasing Policy be utilized.Itreads as follows: "A negotiatedcontract usually Involves a singlesource supplierorwhen itIsdeterminedthat thebest Interests ofthe Board canbe better servedbynegotiation.The proposed agreement particularsmust be presented to the Boardforconsiderationand approval". Whereas the Thames Valley District School Board is a caring,learning community that imparts the value of respect for diversity; Andwhereas students with exceptionalities are an Integral part ofschool communitiesthat support learning Ina caring environment; Andwhereas the Boardis committed to offering a full spectrum ofservices; Be It resolved thatthe Board ask the Senior Administration to explore initiatives toenhance current opportunities for the inclusion ofstudentswith exceptionalities In regular classrooms. Administration will provideto SEACan action planand recommendations to be considered inthe Special Education Plan Review forthe 2004-2005school year. Both Executive Council and the Director/System Review Committee supported the recommendation that the Administration enter into negotiations with C.N.Watson and Associates to undertake a Long Term Accommodation Studyforthe Thames Valley District School Board, 2004 September 28...33 11.REPORTS FROM THE ADMINISTRATION -confd c. FUTURE DIRECTION RE JAFFE/HART MOTION RE ENROLMENTCHALLENGES -cont'd No agreement would be finalized until Board approval ofthe proposed contract. C.N.Watson and Associates has been instrumental In the development of long-term accommodation plansfor school boards within the context ofthe accountability framework under the Education Act.The firm has completedmorethan20 long-term accommodationstudies and more than a dozen assignments involving individual accommodation and capital financing issues throughout the Province, since 1999.These assignments were undertaken on behalf of more than35ofthe72 school boards in Ontario.Aspartof completing these assignments CNWA was involved in consensus building re strategic directions with board staff and trustees,public consultation to present report findings orto deal with facility consolidation issues,negotiations with various land-owners,and advocacy toensurethatthe client's capital financial needsare met. The Director/System Review Committee also developed four parameters that they felt provided the appropriate breadthanddepthforthestudythat would provide the Board with the information requiredforitto make decisions that would ensure an excellenteducationforallofourstudents Into thesecond decade ofthis century.The Committee also anticipates thattheconsultantwould provide an In-service session with trustees to help them become familiar with the big picture issues as well as the methodology that they would use in preparing the study and that the Report flowing from the study would include several options for the Board to consider including what the consultants,from their perspective deemed the optimum course of action.It is anticipated that If the Board approves the results ofthe negotiations with the consultant by the 2004 October 26 Board meeting,the Report would be presented to the Board before the end of 2005 May. The Director/System Review Committee felt that it was essential to move this process forward now because the Boardcouldnot afford towaitany longerto address allof the issues created bythe dual challenge of declining enrolment accompanied bysignificant growth In certain areas ofthe Board's Jurisdiction.A consultant's report basedonthe Board's parameters,will better position the Boardto effectively present tothe provincial governmenton the needs ofourrural communities and also address the problems created by the current government capita!funding rules that provide no funds when space Isavailable within 8km of the needed new school. On 2004 September 22,the Minister released the details ofthe Good School Open initiative.It was reported in the Toronto Staron2004September07that Minister Kennedy will"...issuea new set of rules around school closings bythe end of November..."The recent announcement and the forthcoming announcement would fit in well with the proposed timelines for the consultant's report. The reports presented by Superintendent Greene and Superintendent Gryseels under Board agenda item 11.b.have outlined the challenges faced by the Board,If the additional funds announced under The Good Schools Open Initiative are ultimately embedded in the funding formula,the $43.4 million problem identified by Superintendent Greene would be reduced by about $1 million leaving the Board with a $42.3 million problem by2010 -2011.While it is unknown what funding Initiatives will be introduced by government over the next seven years,it is the Administrations unanimous position that itIs essential to move forward with a concerted planning effort at this time to ensure that the excellent programs and facilities that Thames Valley currently have in place are maintained and improved so that the needs of our current and future students can be met. RECOMMENDATIONS: That the Board authorize the Administration to negotiate a contract with C.N. Watson and Associates to undertake a long-term System Accommodation Study for the Thames Valley DistrictSchool Board and that the parameters for the study be as follows: 1 Assess the impact that demographic trends will have on future accommodation needs 2004 September 28...34 11.REPORTS FROIW THE ADMINISTRATION -cont'd 0.FUTURE DIRECTION RE JAFFE/HART MOTION RE ENROLMENT CHALLENGES -cont'd RECOMMENDATIONS -cont'd Recommend program and facility structures that would enhance the educational and economic strengths of the local communities Demonstrate,under the Ministry'sAccountabilityFramework, "efficient and effective"use of the Board's capital resources; iv.Include inanycostanalysisthe impact on total boardcosts/savingsof all factorssuch as, but not limited to,transportation,facility maintenance,facility operations (heatand utilities),and staffing. The following amendment was movedbyP. Jaffe seconded byG. Hartand carried. V.Thatthe production ofany report or recommendation be delayed until such timeas the Minister of Education provides the promised guidelines on school closure (school facilities review). T.Roberts moved that the question be called.The motion was defeated and the discussion continued. The following motion was moved by L.Stevenson and S.Peters and defeated: That the motion related toa consultant study be postponed until the Ministry's Facilities Policy Review is completed. A motion to sit past 11:00p.m. to 11:30 p.m. was moved byD.Ansteadand T. Roberts and carried. The following motion as amended was adopted on the poll vote: That the Board authorize the Administration to negotiate a contract with C.N.Watson and Associates to undertake a long-term System Accommodation Study for the Thames Valley District School Boardand that the parameters forthe study be as follows: i Assessthe impact that demographic trends will have on future accommodation needs; ii.Recommend program and facility structures that would enhance the educational and economic strengths of the local communities; iii.Demonstrate,underthe Ministry's Accountability Framework,"efficient and effective"use of the Board's capital resources; iv.Include in anycost analysis the impact on total board costs/savings of all factors such as,but not limited to,transportation,facility maintenance,facility operations (heat and utilities),and staffing; V.Thatthe production ofany report or recommendation be delayed until such time as the Minister of Education provides the promised guidelines on school closure (school facilities review). YEAS:D.Anstead,J.Bennett,G.Hart,J.Hunter,P.Jaffe.J. Stewart,T. Roberts P.Sattler NAYS:A.Cartier,S.Peters,L.Stevenson ABSENTIONS:none Student Trustees YEAS:R.Preston ABSENTIONS:S.Ross 2004 September 28...35 11.REPORTS FROM THE ADMINISTRATION -cont'd d.COMMUNITY USE OF SCHOOLS Executive Superintendent P.Gryseeis introduced a report regarding the Community Use of Buildings,Facilities and Equipment Policy.He noted that, in accordance with the direction provided bythe Ministry ofTourismand Recreationand the Ministry of Education revisionstothe Policywere necessary to enable the Board to access a grant Inthe amount of$726 048. On 2004 July 23 the Ministryof Education forwarded a letter and memorandum to the Director of Education. The memorandum and letter indicated that the Board wouldreceive $726 048 to assist boards with charging nominal rates for not-for-profit organizations when renting Board facilities.In addition,the Board is required to enter into an agreement with the Ministry of Education and the Ministry of Tourism and recreation priorto 2004 October 15 to access the funds. The agreement requires Boards to account for in detail how rates were reduced.On 2004 September 17J.Neville,Facilities Sen/IceManagerattendeda meeting toreceivemoredetails inorder forthe Boardto alterits existing policy in such a waythat the funds can be accessed. The policy amends the original policy as follows: i.definitions ofgroups have been rewritten to use Ministry definitions; II.non-for-profit groups will: -pay a reduced rental fee; - not be charged for custodial overtime salaries; - not be charged an equipment rental rate; -not be charged a booking fee. For profit organizations,regardless ofthe clientsage are not eligible toreceivethereduced rates. Should the Board approve the revised policy,the administration will then proceed toenter Into an agreement with both Ministries. RECOMMENDATION: 1.Thatthe revised policy entitled Community Use ofBuildings,Facilities and Equipment (Rental and Lease Agreements)be approved. The recommendation was moved by T.Roberts seconded byJ.Bennett.Following discussion, a motion by L.Stevenson that the question be called was carried.The recommendation was subsequently approved.Trustees Anstead,Hart and Stewart were absent for the vote. e.2003-2004 MANAGEMENT LETTER Director Bryce presented the 2002-2003 Management Letter preparedby auditors,Deloitte and Touche LLP. In the past,departmental updates have provided trustees with information concerning new processes or procedures that were developed in response to suggestions contained in the Management Letter provided to the Administration byourauditors,Deloitte and Touch.LLP. Atthe2004 September 14 meetingofthe CommitteeoftheWholethe request was made forthe Board toreceivethe mostrecent Management Letter.It was notedbya Partnerof Deloitte and Touche LLP that they would only draw a matter of concern to the attention of Trustees if management had not responded In what they felt was an appropriate manner to previous recommendations. Therehas neverbeen a need fortheauditorstobringa concerntothe Board. The most recent Management Letterwas presented.Itcontained the auditors observations,their analysis ofthe Implications and theirRecommendations as well as Management's Comments, The process Issuch thatthere is normally a significant timelagbetweenthe period for which the report was developed and the issuance ofthe letter.As such, the report for2003-2003 was received on 2004 July 02. 2004 September 28...36 11.REPORTS FROM THE ADMINISTRATION -cont'd f.TVDSB ANNUAL ACCESSIBILITY PLAN 2004-2005 J.Thorpe,Executive Superintendent,Human Resource Services advised that the draft 2004- 2005 Annual Accessibility Plan Vi/as presented to the Committee of the Whole on 2004 September 14. Supt.Tucker advised that the Accessibiiity Directorate of Ontario was established under the Ontarlans with Disabilities Act 2001 (ODA) to manage the Implementation of the ODA and to support and review the progress of organizations with legal obligations under the ODA.These organizations includethe Government ofOntarioand all ofitsministries, municipalities,hospitals, school boards,colleges,universities and public transportation organizations. An Accessibility Working Group was organized In 2003 February and consists of Board staff, federation and union representation and members of community agencies.This group collaboratlvely identified barriers which prevent members of the community with disabilities to access services and programs,and also addressed ways to eliminate or prevent these barriers. It was noted that the report Is to be posted on the TVDSB website following Board approval. RECOMMENDATION: That the TVDSB Annual Accessibility Plan for 2004-2005 be approved. The recommendation was approved on motion J.Bennett and L.Stevenson and carried. Trustees Roberts and Hart were absent during voting. 12.REPORTS OF COMMITTEES a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE Members 2004 May 25 12:15 p.m.-3:15 p.m. P. Sattler,Trustee (Chair)P.Gillis,Integration Action for Inclusion London Chapter (lAI) D.Anstead,Trustee J.Steele,Learning Disabilities Association - London Region L.Stevenson,Trustee (LDA-LR) B.Hurwitz,Association for BrightChildren B. Booking,Thames Valley Children's Centre S.Wilson,Community LivingLondon, L. Manlcom,Thames Valley District Council of Home and Oxford, Elgin,Middlesex School Association A. Morse,Easter Seal Society (-1:30)R.Tisdale,Thames Valley District School Council J.Ross,Epilepsy Support Centre J.Worthington,Voice (+12:35) Regrets:M.Schnarr-Rice,B.Montminy, W. Dupuis, B. Hopkins Absent:B.Hoffman C.Oke,E.Hager, Administration and Others: P.Cook,OPC -Elementary Principal G.McGahey (+12:40) V.Corcoran,Learning Supervisor B.Tucker,Superintendent of Education M. Hubert,Corporate Assistant Guests:J.Bennett,Trustee,R.Roberts,Trustee (-1:30) 1.CALL TO ORDER Trustee Sattler called the meeting to order at 12:20 p.m.in the London Room. 2004 September 28...37 12.REPORTS OF COMWIITTEES -cont'd a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 2.CONFIRMATION OF AGENDA Item 5,Association Presentation:Integration Action for Inclusion was moved to item 6 and item 6,Association Presentation:Community Living Education committee was moved to item 5.The revised agenda was re-numbered and approved on a motion byA.Morse. 3.CONFLICTS OF INTEREST No conflicts of interest were declared. 4.REPORTS OF MEETINGS 4.1 Report of 2004.Aorli 27 Meetino R.Tisdalerequested thatthereportbechangedto indicate herpresence atthe meeting. The report was accepted as amended on a motion by R.Hurwltz. 4.2 Report of 2004.Mav 18 Meeting Concern was expressed that the report required clarification and Itwas agreed that suggested re-wording would be prepared.Discussion ofthe proposed language and approval ofthe report was moved to item 8.3 on the agenda. 5.ASSOCIATION PRESENTATION:COMMUNITY LIVING EDUCATION COMMITTEE S.Wilson,Community Living London,Oxford,Elgin,Middlesex,introduced her associate, Michelle Palmer,whoIsa dedicatedadvocatefor Community Living and has worked with the London Association since 1981.Ms.Palmer presented a brief history ofthe Community Living Associations and explainedthat they are 'not-for-profit'organizationscommittedto Inclusive communities for people with Intellectualdisabilities.The associations are funded bythe Ministry of Community andSocialServices,the Ministry ofChildren'sServices, Human Resources and Social Development,United Way and fund-raising.Services include accommodations,leisure and recreation,employment,family supports,pre-school supports and respite care. Ms.Palmeradvisedthatin2002,the government struckthe Education Equality Task Force to review education funding.Community Living Ontario's brief to this Task Force encouraged a new emphasis on ensuring inclusion and called for the elimination of ISAin favour of a census-based funding model that would focus on students'abilities rather than disabilities. The report indicated thatthe adoption of practices suchas accepting all children into regular classes,providing supports as necessary,developing educational goals according to students'Individual abilities,restructuring schools and classes to focus on individual achievement, and training teachers about different methods of teaching would allow all children to be part of their community. Inclusive class settings would allow students to develop social relationships whileworkingon Individual goals among other students theirown age.The presentation outlined the following recommendations from the Associations for Community Living: -that the Board ensure a continuum of supports and services for all students with the assumption that every student begins school In a regular classroom; that the Board ensure that the rights ofall students are respected; -that the Board conduct a review of Inclusive practices that will include the current staffing/resource allocation; -that Administrators receive training on the intended use of the Individual Education Plan (lEP)for each student; that lEP's be developed and amended through collaboration with the Program Development Team (PDT); that lEP reviews are timely and based on the needs of the child; - that a system to ensure consistencyand an accountability mechanism be developed to ensure that "best practices"are adopted across all schools. 2004 September 28...38 12.REPORTS OF COWIMITTEES •cont'd a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 6.ASSOCIATION PRESENTATION:INTEGRATION ACTION FOR INCLUSION Patti Gillis,Integration Action for Inclusion,presented an overview of the principles and objectives of the association.Integration Actionfor Inclusion is an Ontario association of parents,educators and concerned citizens which advocates for inclusion based on the premisethat all children can learnandhavethe right toshare theireducational experiences with others their own age,in their neighborhood school and In a regular classroom setting. Based onthe resultsofseveralstudies,("Development and Social Competence After Two YearsforStudents Enrolled in Inclusive and Self-contained Educational Programs",TASH, 2002;"Resistance and Acceptance;Educator Attitudes to inclusion of Students with Disabilities.1997"Dr.Gary Bunch,York University;"Sustaining Inclusive Education:Including Students with Special Educational Needs in Mainstream Schools",March 1999,OECD)the report suggested thatsuccessful inclusion allowed children toacquiresocialandcoping skills and increased their participation incommunity life.The studies indicated that students with exceptionalities whowere included made significant gains onthe developmental measure, completed moreand higher quality lEP goalsandachievedhighersocialcompetencescores than their peers in self-contained classrooms. The following suggested recommendations were discussed: that more resourcessuchas trained staff,technology and professional development be committed to support students and staff in inclusive settings and that no more congregated classrooms be opened; - that inclusive practices in the TVDSB be reviewed to address key issues such as curriculum modifications,accommodations,portfolio assessments,recording of social/academic objectives and outcomes,and Involvement in extracurricular activities; - that October reports be analyzed to determine the percentages of regular class placements according to exceptionalityfromyear to year; - that the Board re-define the role of Learning Support Teachers (LST's)as Accommodation and Curriculum Modifications Specialists; - thatregularclass placementbediscussed atevery Identification,Placementand Review Committee (IPRC)to ensure that Regulation 181/98 Is enforced. Superintendent Tucker reported that 118 of155 identified PDD (Profound Developmental Disabllity)students and approximately 90%of physically-challenged students are currently placed in regularclassrooms.It was suggested that fully Incluslonary models be built at elementary and secondary levels,and that lEP's be utilized to evaluate a school's performance and determine if studentsare receiving the appropriate supports. After a lengthy discussion,the following motion was moved by D.Anstead and supported: That SEAC direct the Superintendent ofSpecial Education toensurethatthe concept of a fullyincluslonary model is explored. 7.SEAC UPDATES Vicki Corcoran,Learning Supervisor,outlined amendments to the Special Education Plan accordingto the changes approved bySEACat the 2004 May 18 meeting. She indicated thatthe Plan,in it's amended form,would be presented atthe2004 May 25 Board meeting for approval. 2004 September 28...39 12.REPORTS OF COMWIITTEES •cont'd a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 7.SEAC UPDATES-cont'd Additional changes not reflected in tlie document were outlined as follows; page 4,section 1.1,should read "2003-2004 school year"; sub-sections 1.1.1 -1.1.8 were replaced by a time-line chart: page 6, all highlighted text was moved to below heading 1.5; -page 7,sub-section 1.7.1,Planned Program Reviews,Pervasive Developmental Disorder Program,the words "in progress"were added; page 8,section 2.1, the compliance statement was moved to the beginning of the section; page 56,section 2.8.6.3,paragraph b.the last sentence was altered to read "Integration into school and regular classroom programs,as well as extra curricular activities is encouraged"; page 79,section 2.14,the wording was changed to indicate that projects had been completed at various schools during the 2003-04 school year and more projects are in progress at various schools for the 2004-05 school year. 8.COMMITTEE UPDATES 8.1 Alternatives to Suspension -Administrative Responses Superintendent Tucker outlined responses to the recommendations of the ad-hoc committee stating that many of the suggested practices were already in place and several other recommendations contained in the report could be implemented by Special Education staff.He indicated that collaboration with the Program department would be required to determine how best to move forward. A report regarding the progress of implementing the recommended strategies is to be brought to SEAC at the 2004, October 26 meeting. 8.2 Communications -none 8.3 Report of 2004.Mav 18 Meetina Following a brief discussion of the proposed amendment to the report of the 2004 May 18 meeting,it was agreed that the following paragraphs be inserted; "Superintendent Tucker indicatedthatthe secondary program,STEPS for Success, has changed since last SEAC meeting.For a variety of reasons.Including professional development for the teacher who will be hired, itis not possible to open a secondary class by September.As an alternative.Itis proposed that a teacher be hired in an Itinerant position with a view to establishing a physical classroom at a later date.For the first semester,the teacher will be connecting with school staff and identifying students who need the support.This provides more time for PD and development of community relationships. in response toa question about the need formore developmentally challenged classes, Superintendent Tucker reminded SEAC of the previous meeting discussion regarding the need to respond to parental choice for more class placements,especially outside of London. Superintendent Tucker indicated that the emphasis ofthe program istooffersupport for special needs students and provide parents with choices related to congregated or incluslonary placements.Itwas noted by several SEAC members that parents do not alwaysfeel they have a real choice,in some cases they are notconfidentthat adequate support will be provided for integrated placement. This is also true for students in congregated classes whowouldliketo be integrated inmore regular classes.This is a majorconcern at the secondary level.Superintendent Tucker reiterated that the Board is committed to a range of placements. 2004 September 28...40 12.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 8.COMMITTEE UPDATES 8.3 Report of 2004.Mav 18 Meeting Trustee Stevenson indicated she felttherewas need fora stronger statement about the Board's commitment to integration.She indicated she may follow up with a motion to trustees at a Board meeting.SEAC members agreed that they would discuss the wording of the motion." The reportwas approved as amended on a motion byR.Tisdale. A motion byR.Tisdale toextendthe meeting to 3:15 p.m.was supported. 9.CORRESPONDENCE 9.1 Ministrv of Education Memorandum A memorandum from the Ministry of Education regarding the release of the Ministry of Education's Special Education Advisory Committee Internet Based e-Learning Information Program (dated 2004, May 10) was received. 9.2 Letter from Keewatin-Patricia Dsb A copy ofa letter tothe Minister of Education from Keewatin-Patricia DSB(dated 2004, May3) regarding the release ofCycle 5 funding was received. 9.3 Letter from Ottawa-Carleton DSB. A copy ofa letter tothe Minister of Education from Ottawa-Carleton DSB regarding the urgent need'for Cycle 5 ISA funding and maintenance of ISA process (dated May 2004, May 6)was received.Superintendent Tucker stated that the matter of Cycle 5 funding would bediscussed atthe upcoming Regional Special Education Council in Toronto. He agreed to communicate any new information tothe committee as soon as possible. 10.FORUM:ASSOCIATION UPDATES It was notedthat minority reports had been submitted by Integration Action for Inclusion in Education and Community and Community Living London in response to the following motion from SEAC dated 2004 May 18: SEAC recommends that the Special Education Plan 2004 -2005 be approved as amended. A third minority report will be submitted bythe Association for Bright Children.It was noted that the reports would be submitted tothe Board atthe 2004 June22 meeting. 11.ADJOURNMENT Itwas suggested that changes to future agendas be communicated to the committee prior tothe meeting dateto avoid inconvenience topresentersand guests. The meeting adjourned at 3:15 p.m. on motion of L.Stevenson. P.SATTLER, Vice-chairperson Director Bryce respondedtoa question regarding the44 newspecialneeds students that have entered the Thames Valley system from out of province, USA, JK/SK or Home School . He advised that during recent discussions with the Minister of Education and the Assistant Deputy Minister,it isevident that Ontario is spending far more on special education than other provinces, Many children's lEP's have Educational Assistants (EA)assigned;however,this year the Intensive Support Amount (ISA)portability has been removed andthe Board hashada significant problem applying for additional funding. 2004 September 28...41 12.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd It is anticipated thatthe new Effectiveness Equity Fund mayassist with these types of services, V.Corcoran,Learning Supervisor andthe Speciai Education Learning Co-ordinators are !ool<ing at ways to resoive the EAconcern inthe system. The following motion was movedby L.Stevenson, seconded byP.Jaffe and carried: That the Chair ofthe Board write a letter to the Ministry of Education requesting that It respond to monies needed forthe 44 special education students who entered the Thames Valley District SchoolBoardsystem In 2004September. b.REPORT OF THE COMMITTEE OF THE WHOLE 2004 September 14 7:05 p.m. - 9:10 p.m. MEMBERS ADMINISTRATION AND OTHERS J.Hunter,S.Peters B. Bryce B.Tucker Chair K.Preston B.Greene K.Havelka J.Bennett T.Roberts J.Thorpe K.Wilkinson S.Doxtator S.Ross C. Murphy K.Bushell G.Hart P.Sattler +7:05 K.Dalton S.Christie P.Jaffe L.Stevenson M.Sereda C.Dennett D.Mugford J.Stewart Regrets:D.Anstead Absent:A.Cartier J.Roth W.Scott 1.APPROVAL OF AGENDA The agenda was amended to add Item 12.b."Report of the Director/System Review Committee,2004 September 14"and approved on motionofG. Hart. 2.CONFLICTS OF INTEREST- Noconflictsof Interest were declared. 3.DIRECTOR'S ANNOUNCEMENTS B.Bryce,Director of Education,advised that over the next week,the Superintendents of Education will be accumulating preliminary enrolment figures. He noted that the job posting for the Superintendent of Education position resulting from the retirement of Superintendent Gary Jazey will be released tothe system this week. The Director advisedthatthe Board is working closely with fonner Oxford TrusteePat Smith who is the President of the Ontario Rural Council,to co-sponsor a presentation by Stephen Lewis tothe Ontario Rural Council Conferencebeingheldon2004October19 at the Four Points Sheraton in London.Mr.Lewis will be speaking on "Leading Through Change" specifically addressing the rural perspective asthe staging ground for change.A maximum of30 seats are reserved forthe Boardat a cost of $100.00 each and are availableona first- come, first-served basis. Trustees were asked to contact the Director's Office at 452-2150 to indicate their Interest in attending. 2004 September 2B..A2 12.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 4.CHAIRPERSON'S ANNOUNCEMENTS Ctiairperson Hunter announced that the Elgin County Celebration of Learning has been scheduled for 2004 October 18 at Southwold P.S.from 7:00 p.m. to 9:00 p.m.All Trustee were encouraged to attend. She advised that, during a recent conversation withMinisterof Education Gerard Kennedy, he extended his appreciation for the positive approach that Thames Valley has tal<en with Ministry Initiatives.She noted that Informationrelated to the Keeping Good Schools Open grant is anticipated by the end of 2004 September. 5.PROPOSED ADDITION TO CLARA BRENTON P.S. K.Dalton,Superintendent of Education, provided opening remarks regarding the proposed addition to Clara Brenton P.S.,London.She commented that.In the Fall of 2003,the Board approved the Administration planning for the addition to Clara Brenton P.S., and to report back on or before 2004 November 02 with respect to detailed plans,funding,estimated costs/budgets,and scheduling. K.Bushell,Manager,Projects &Maintenance,advised that the report is intended as a status update,to seek approval on the proposed plan and to tender the project. He noted that the proposed date for the tender results and related recommendations is to be presented to the Board on 2004 October 26.Following his comments,Mr.Bushell introduced the members of the design committee. Process After the Board approved the addition to Clara Brenton Public School,the school formed an in-school design committee chaired by the Principal and comprised of community and staff representatives,the Superintendent of Education, the Manager of Projects and the Maintenance and Project Co-ordinator.The committee worked with Cornerstone Architecture Incorporated to develop the proposed plan. Allison Gainey,Consultant,Cornerstone Architecture,provided an overhead presentation of the details of the architectural design.Les Howarth,Principal of Clara Brenton P.S.,outlined the opportunities for program enhancements for students that will occur when the addition is completed.He advised that the school's 575 students are presently using a very small gymnasium and a classroom-size computer lab and library making It impossible for all students to access these activities even when a rotation cycle is used.He extended his appreciation to the Senior Administration and the trustees fortheir decision to renovate the school.Ms.Ramsay,Clara Brenton P.S.School Council Chairperson,provided the school community's perspective related to the design process and subsequent approval. Ms.Gainey advised that duringthe last eight months.Design Committee meetings were held to receive input and refine the proposed design which was presented to the school community on 2004 September 09.She noted that the reception by the community has been excellent and the process has resulted in a plan that meets the needs of students,staff and community. Overview of Project a.Project Synopsis The objective of the project is to create eight permanent instructional spaces to accommodate students presently located In portables as well as to enhance the ancillary spaces for the school. The school will also be barrier free at the completion of the project. 2004 September 28...43 12.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 5.PROPOSED ADDITION TO CLARA BRENTON P.S.-cont'd Overview of Project •cont'd b.Addition One addition Is proposed to be constructed consisting of three ciassrooms,a gymnasium, an activityroom,change rooms/washroom and offices. Aa new drop-off area and parking lot are also proposed. c.Renovatlon/Aiterations The existinggymnasium will become the new Resource Center and the existing library and staff room will be converted tofour ciassrooms.The existing kindergarten area wili be altered to create two kindergartenrooms. Anelevator and ramps are proposed to create a totally accessible facility.The existing office area will become the staff room and work room. d.School Renewal Items The following building components are planned to be replaced or altered during the project: boiler replacement,HVAC upgrades,domestic hot water replacement,new electricservices,switch gear and distribution,fire alarm replacement,securitysystem and intercom replacement and asbestos abatement. Funding The projects wiii be funded as follows: 1.Design and construction costs for the addition and renovations wili be funded from the Enrolment Pressure Grant received by the Board. 2.School Renewal items to be funded from the 2004-05 School Renewal Grant. The following estimated costs were presented: Design and Construction of Addition &Renovation $3,350,601 Project Disbursements i. Building Permits &Fees $55,406 ii.Asbestos &Soil Testing $7,650 Hi.Building &Topographical Survey $2,744 4.Cabling &Telephone $15,000 Sub Total $3,431,401 School Renewal Items $782 215 Total $4,213,616 2004 September 28...44 12.REPORTS OF COMMITTEES •cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 5.PROPOSED ADDITION TO CLARA BRENTON P.S.-cont'd Funding -cont'd The following considerations were noted: -5%construction contingency allowance carried in estimated cost for design and construction section; -All costs are net GST; - School Renewal items and estimated cost were presented; -School Renewal costs will be taken from the 2004-05 School Renewal Program budget; -Ali other costs will be paid through the Enrolment Pressure Grant. Timeline SCHEDULE Executive Council Review of Project and Board Report 2004 September 07 Community Meeting 2004 September 09 Presentation to Committee of the Whole 2004 September 14 Tender Period 2004 October Board Approvals to Award Contract 2004 October 26 Construction to Commence 2004 November 01 Substantial Completion 2005 August 20 Commissioning of Project 2005 August 20 to 2005 September 02 Set-up of School 2005 August 20 to 2005 September 06 School Occupancy 2005 September 06 Following the presentation,the administrators responded to questions posed by trustees. Responding toa question related tothe school capacity afterthe renovations are completed, Superintendent Dalton advised that portable classrooms will not be needed at the time of opening.However,the iVIinistry's primary initiative to phase in a 20:1 class size cap may have an Impactonthe school's OnTheGround (OTG)capacity.Itwas notedthatenrolment projections have been discussed with the Board's Planning Officer and that the current projections indicate thatby 2006-07,Clara Brenton P.S. mayrequirea portableclassroom. 2004 September 28...45 12.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 5.PROPOSED ADDITION TO CLARA BRENTON P.S.-cont'd RECOMMENDATIONS: 1.That the Board approve the plan,budget and schedule for the proposed addition and renovations to Clara Brenton Public School. 2.That Administration proceed to tender the proposed additions and renovations to Clara Brenton Public School. The recommendations were moved by L.Stevenson and carried. 6.2003-04 AUDIT SERVICE PLAN B.Greene,Executive Superintendent,Business Services,provided opening remarks regarding the 2003-04 Audit Service Plan. He advised that the requirements under the CICA handbook require auditors of organizations with public accountability to meet with those having oversight responsibility for financial reporting during the planning stage of the audit as well as at the conclusion of the audit. This enables the Board to be aware of the audit plan prior to the audit and presentation of the financial statements.Atthe meeting at the end of the audit, Deloitte and Touche will report to the Board that they have executed the audit plan as presented to the Board. David Gurnham and Stacey Thorne of Deloitte and Touche presented the pre-audit service plan designed to ensure that the Board is aware of the objectives,scope and areas of emphasis ofthe 2004 audit. New accounting and auditing requirements impacting the scope of the 2004 audit and other issues that may impact future audits were explained. Current and Continuing Issues Effective 2002 December 31,the CICA handbook (#5751)states that increased information must be reported to Management and Trustees.The information must include the level of responsibility assumed under GAAS,qualitative aspects of accounting principles used in preparing financial statements as well as items that impact the understandability,relevance, reliability and comparability of the statements. Reporting of Errors The CICA requires disclosure of the details of errors noted during the audit in the management representation's letter as well as reporting of sub errors to those having oversight responsibility for the Financial Reporting Process.Documentation of such errors noted during the audit In a format suitable for reporting to management and Trustees will increase the reporting time.The threshold for reporting unadjusted amounts is 2 percent of materiality ($116 120). Auditors'Responsibility The auditors have the responsibility to consider fraud and error in an audit of financial statements as stated in the CICA recommendations applicable for the years on or after 2002 December 15.The partner is required to meet with the audit team to discuss the susceptibility of the entity to material misstatements resulting from fraud and error. The auditor must meet with management to discuss fraud and en-or and reporting is required to those having oversight responsibilityofthe Financialreporting process iffraud is detected. Additional procedures are required when the auditor identified a misstatement (error)as the auditor should consider whether such misstatement could be Indicative of fraud.If there is such an indication,the auditor should consider the implication of the misstatement in relation to other aspects of the audit, particularly the reliability of management representations. 2004 September 28...46 12.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE cont'd 6.2003-04 AUDIT SERVICE PLAN -cont'd Financial Reporting for School Boards School boards will be required to adopt Public Sector Accounting Board (PSAB) recommendations for local governments as the financial reporting standard,effective with the preparation offinancial statements for the 2003-04 school year.Financial statementpresentation will be dramatically different and will Include new statementsand schedules.Original budget figures will be disclosedonStatement of Financial activities (newStatement) in accordance with PS 1700.The 2002-03 financial statements will be restated toconform to PSAB and the Thames Valley Foundation will be consolidated in accordance with PS1300 Government Reporting Entity. However,school boards wili not be required to consolidate school-generated funds in their financial statements In 2003-04.This will result in a qualification in the 2003-04 audit report. Consolidation of school-generated funds will be required in 2004-05 and will require a significant amount of timeand resources. Itis likely that there will be a qualification in the 2004-05 audit report for the completeness of revenue of the school funds once consolidated in the Board financial statements. The major impact ofmovingto PSABreportingfor school boards isthat boards will have financial statements prepared according to generally-accepted accounting principles (GAAP).It will be necessaryto report accumulated liabilities for employee future benefits,accruedvacation payand Interest on unmatured debenture debt.Somereporting entities not currently recorded may liave to be consolidated (e.g. school funds,foundations,etc),as well as the Foundation to be consolidated in 2002-03 and 2003-04,and school funds to be consolidated in 2004-05. Audit Objectives and Scope The audit is intended to obtain reasonable assurance that the financial statements are free of material misstatement.It evaluates the fairness of presentation of the financial statements in conformity with local government accounting standards established bythe Public Sector Accounting Board ofthe Canadian Institute of Chartered Accountants.It reports to management and trustees ofthe Board on significant internal control weaknesses,matters required under generally-accepted auditing standards and any matters deemed necessary tobe brought to the Board's attention. Basic Audit Approach Elements The audit examines accounting systems and controls for expense and payroll transaction cycles and adopts a control reliance strategy where possible to increase audit efficiency.It performs substantive tests of account balances and transactions including analytical review and confirmation of Government grants and taxes received.It assesses the appropriateness of financial statement disclosures in light of PSAB and providesan auditofthe 2003-04 financial statement package to the Ministry of Education. Management Deliverables The Deloitte auditteam's approach and execution ofthe auditwas highlighted as follows: - The required information as requested in the Deloitte client assistance schedule is prepared, as well as draft financial statements and notes; -Documentation and support for accounting used by management for ail significant and unusual transactions are provided; Aclient assistance schedule is provided; Meeting are held with management and trustees to reviewthe audit plan; -Draft financial statements and management letter findings are reviewed with management and Trustees; -Audit opinion on consolidated financial statements and Ministry financial statement package. 2004 September 28...47 12.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE cont'd 6.2003-04 AUDIT SERVICE PLAN-cont'd Independence Professional standards require written communication on independence.Deloitte and Touche has concluded independence with respect to the audit and provided separate communication regarding this issue. Following the presentation,the auditors and Business Department staff responded to questions posed by trustees.Supt.Greene advised that accounting irregularities across the province have necessitasted a review of ParentGroup finances (School Councils,Home and School Associations,etc.)by the Ministry of Education.Fundraising revenues/documentation are to be published annually.Business Services staff will reporton this matter at a future meeting. Mr.Gurnham extended his appreciation to the welcoming and supportive atmosphere created by Business Department staff as they conducted their audit.Chair Hunter thanked the Deloitte and Touche representatives for an Informative presentation. 7.TVDSB ANNUAL ACCESSIBILITY PLAN 2004-05 J.Thorpe,Executive Superintendent,provided opening remarks regarding the Board's Annual AccessibilityPlan for 2004-05 noting the purpose of the draft report is to seek input from the trustees regarding the Annual Accessibility Plan,2003-2004. B.Tucker,Superintendent ofEducation,presented the second Annual Plan highlighting anumber of changes throughout the document. He advised that the AccessibilityDirectorate of Ontario was established under the Ontarians with Disabilities Act,2001{ODA)to manage the implementation of the Actand to support and reviewthe progress of organizations with legal obligations under the ODA.These organizations include the Government of Ontario and all of its ministries,municipalities,hospitals,schoolboards,colleges,universities and public transportation organizations. An Accessibility Working Groupwas organized in 2003 February andconsistsofThames Valley staff,federation and union representation and members of community agencies. This group collaboratively identified barriers which prevent members of the community with disabilitiesto access services and programs, and also addressed ways to eliminateor prevent these barriers. The second annualplan (2004-2005)was prepared bytheBoard's Accessibility Working Group. Itdescribes the measures that the Boardhas taken In the past and during theyear (2003-2004) to identify,remove and prevent barriersfor people with disabilities and future effortsto identify and remove barriers. The Board is committed to the continual Improvement of access to school board facilities, policies,programs,practices and services for students,staff,parents/guardians,volunteers and members ofthe community with disabilities.The planalso reports on the participationof people withdisabilities In the development and review of its annual accessibility plans The AccessibilityWorkingGroup identified a number ofbarriers insix categories forpeople with disabilities:Structural/Architectural;Communication/Language; Technology;Procedures; Policies/Practices and Additional Items. The most significant finding was that professional development of staff is a high priority.This year, in addition to some ongoing projects, the AccessibilityWorkingGroup recommends seven strategies forremovingand preventing barriers. 2004 September 28...48 12.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE cont'd 7.TVDSB ANNUAL ACCESSIBILITY PLAN 2004-05 -cont'd a.Aim The Plan describes the measures that the Boardhas taken In the past and are to be taken during the nextyear (2004-2005)to Identify,removeand preventbarriersfor people with disabilities who work in,use or attend school board facilities and services. b.Objectives The Plan: I.describes the process bywhichthe Board will identify,remove and prevent barriers for people with disabilities; II.reviews efforts at the Board to remove and prevent barriers for people with disabilities during the past year(s); ill.liststhe policies,procedures,programs,practices and services that the Thames Valley District School Board will review,inthe coming year \o identify barriers for people with disabilities; iv.describes the measures that the Board will take inthe coming year to identify,remove and prevent barriers for people with disabilities; V.describes how the Board will make this accessibility plan available to the public. c.Commitment to Accessibility Planning The Board is committed to: i. facilitating the work of Its Accessibility Working Group; 11.ongoing consultation with people with disabilities in the development and review of Its annual accessibility plans; ill.Ensuring school board policies and procedures are consistent with the principles of accessibility; iv.Improving access to facilities,policies,programs,practices and services for students, staff,parents/guardians,volunteers and members of the community. d.Goals Each School Staff /Department will: i.develop a measurable goal and action plan to support the improvement of student learning; 11.build staff capacity to sustain quality learning environments that enable learners to acquire knowledge and develop critical thinking skills; Hi.collaborate with appropriate education partners (students,parents,employees,trustees and community)to support learning opportunities; iv.ensure that policies and practices align with our Vision,Mission and Values. Accessibility Working Group Membership The AccessibilityWorking Group was established on 2003 February 19.A list ofthe current representatives and their respective organization/department was provided. 2004 September 28...49 12.REPORTS OF COn/iiVilTTEES-cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE cont'd 7.TVDSB ANNUAL ACCESSIBILITY PLAN 2004-05 -cont'd e.Recent Barrier Removal Initiatives i.Equipment The Board is committed to ensuring that special needs students have the personalized equipment necessary to access their educational programs.Student equipment needs are identified through the Program Development Team process,as well as by recommendations received in consultation with school administration from community service providers ie:Thames ValleyChildren's Centre,Community Care Access Centres, Psychologists,Audiologists,Speech and Language Pathologists and Ophthalmologists. i.Equipment An Equipment Form is filled out and sent to Program Services Special Education along with a report/recommendation.A committee of Special Education staff reviews each individual request For equipment costs that exceed the Intensive Support Amount criteria level, individual student ISA1 claims are submitted to the Ministryof Education. All other equipment needs are purchased with instructional supply funds provided from the Foundation Grant. 11.Early and Safe Return to Work Employees with an occupational or non-occupational illness or Injury who require accommodation to return to work are supported through fair and consistent Return to Work programs.The objective of the program is to return employees to their pre- illness/injury status as soon as possible,consistent withtheir medical condition. These programs have been developed with references to the Ontario Human Rights Commission Policy and Guidelines on Disability and the Duty to Accommodate. ill.Accessibility of School Buildings The Board provides funds annually to Facility Services specifically targeted to address building accessibility issues. Program Services staff, principals and service providers (Thames Valley Children's Centre,Community Care Access Centres,etc.)identify immediate and anticipated needs for barrier free issues to be addressed at specific school sites based upon existing and anticipated students enrolled at each school. A summary of special needs alterations and the completed work since the 2000-2001 school year was provided. Following the presentation,staff responded to questions posed by trustees.Trustee Stevenson expressed concern that accessibility planning is a government directive under the Ontario Disabilities Act without specific funding for its implementation.It was suggested that the Chairperson Hunterwritea lettertothe government seeking a funding commitment. 8.JOINT SCHOOL BOARD STUDY TO EXAMINE STUDENT TRANSPORTATION Chairperson Hunter provided an update on the meetings held by representatives ofthe Thames Valley District School Board (TVDSB)and London District Catholic School Board (LDCSB) regarding the development ofa potentialtransportation consortium/partnership. 2004 September 28...50 12.REPORTS OF COMMITTEES-cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE cont'd 8.JOINT SCHOOL BOARD STUDY TO EXAMINE STUDENT TRANSPORTATION -cont'd She indicated that on 2003 February 26, a joint press release announced that the TVDSB and the LDCSB approved recommendations in which they would jolntiy fund a studyoftheirschool transportation systems in search of areas where integrationand cooperation could make the best useof resources and incorporate state-of-the-art management technologies.The joint studyhas been paid for with funds received from the Ministry of Education.F.J.Galloway Associates Inc. and Deloitte &Touche were approved to undertake the reports. On2004 February 24,theThames Valley District School Board passed the following motion: That the Boardendorse the establishment ofa joint transportation consortiumthat includes TVDSB,LDCSB and the Public and Catholic French Language School Boards for the purpose of maximizing cost savings and efficiencies. On2004 February 23,the London District Catholic School Board passed the following motion: Thatthe two transportation reports be referred to administration for analysis andthata report be brought back to the board (LDCSB)no later than June 2004. On 2004June 14,the London District Catholic School Board passed the following motions: Administration request that the Thames Valley District School Board jointly develop a Transportation Services Agreement outlining the nature and scope of current shared sen/ices,including governance,planning procedures,costs,billing and related administrative procedures,and. Administration request that the Thames Valley District School Board jointly pursue opportunities toshare computer mapping and related services as well as identifying potential savings and/or costs associated with this exercise. in 2004 July,the Chairs and Directors of Education for the two boards metto discuss ways and means of proceeding with the above motions approved by each board.On 2004 July 07,the Chairs of the Board,Directors of Education,Executive Superintendent of Business Service's for TVDSB and the Assistant Superintendent of Business for LDCSB met to discuss the issues.It was agreed to put allIssues on the table. Reports will be prepared for both boards on the progress. On 2004 August 30 the Administration met and discussed how to proceed based on the discussions held over the summer and the existing board motions. The following next steps were identified: (a) Work with F.J.Galloway Associates inc., who will be acting as a facilitator to reviewthe governance models In the report "Transportation Services Review,"as prepared by F.J. Galloway,2004 January with a viewto determine whichmodel would be most effective for facilitating the working together of the two Boards. (b)Develop a joint "Request for Proposal"to review software,mapping,and IT issues.Options are outlined in the report "Joint Transportation System Technology Review,"Deloitte & Touche,2003 October. It was noted thatthe Ministry of Education provided funding of $253 310 toThames Vailey to enable boards to establish and run transportation partnerships to provide co-operative delivery of transportation services.As at 2004 August 31, a balance of $203 394 remains In the reserve funds for any additional costs related to this initiative. 2004 September 28...51 12.REPORTS OF COMMITTEES-cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE cont'd 8.JOINT SCHOOL BOARD STUDY TO EXAMINE STUDENT TRANSPORTATION -cont'd Director.Bryceadvised that the information necessary to move this initiative forward with the coterminous board has been received and that both boards have identified several modeis and are assessing which one isbest forthetwoboards towardsmeetinga transportation consortium. Another meeting is scheduled for 2004 October 5andan update wiii be provided ata subsequent Board meeting. Director Bryce commended Chairpersons Hunter and Chairperson Ferrisofthe London District Catholic School Board for their efforts to move the joint transportation study fonvard. 9.REPORT OF THE TRUSTEE PROFESSIONAL DEVELOPMENT COMMITTEE 2004 May25 2:30 p.m. -3:30 p.m. MEMBERS ADMINISTRATION S.Peters P.Jaffe S.Pullam Absent:A.Cartier: Trustee Visitor:Matthew Reid 1.APPROVAL OF AGENDA - The Agenda was approved. 2.UPDATE ON P.D.BUDGET TheTrustees'P.D.Account was reviewed.It was noted that according to Board motion,the Student Trustee/s will be provided with funds to attend conferences In May/June should there not be adequate funds inthe StudentTrustee Budget line and that there are dollars in the Trustee P.D.account. 3.UPDATE ON UPCOMING TRUSTEE P.D.COMMITMENTS Anumber oftrustees will be attending conferences in June and July and final budget figures will be available after August 30. 4.OTHER BUSINESS There was discussion regarding ways to provide appropriate P.D.opportunities for Trustees,as declining enrolment,accommodation issues and small/rural schools are becoming increasingly more pressing.It was decided toask the Chairs'Committee to organize,with input from the P.D. Committee,a session for trustees to highlight all perspectives on these issues.Perhaps guest speal<ers couldbe identified and brought in for this session.Feedback from and consultation with trustees would be requested regarding such a session. 5. NEXTMEETING- A September date will be determined at a future date. 6.ADJOURNMENT -Meeting was adjournedat 3:30 pm. RECOMMENDATION: 1.That the Chairs' Committee be asked todevelop a Trustee P.D.session,inconsultation with the P.D. Committee,to highlight allperspectives on pressing funding Issues related to issues such as declining enrolment,school accommodation issues and small/rural schools. P.JAFFE/S.PETERS, Co-Chairs The recommendation was moved by P.Jaffe and carried. 2004 September 28...52 12,REPORTS OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE cont'd 10.REPORT OF THE NATIVE ADVISORY COMMITTEE MEETING 2004 June 08 1:15 p.m. - 2:00 p.m. Members S. Doxtator,Trustee(Chalr)Terry Smith II,Chippewas of the Thames M.Charles,O.K.T.C.Snake,Munsee-Delaware C.Cornelius,O.K.T. Administration and Others P.Cornelius,Native Counsellor C.Graves,Learning Supervisor,Program D.Cook,V.P.H.B.Seal S.S.Services M.Moniz,V.P.,Thames S.S.S.Miller,Attendance Counsellor D.Weedon,Vice-Principal,Saunders S.S.M.A.Hubert,Corporate Services Regrets:J. Hunter, P.Sattler,L.Doxtator, C.Murphy,G. McGahey, J.Antone,T.Sillaby- Ramsey,V.Hopkins Absent: The meeting convened at 1:15 p.m. in the meeting room at Oneida Fairgrounds Hall. 1.PRAYER -The opening prayer vjas offered by M.Charles. 2.APPROVAL OF AGENDA Item 8, "Introduction of Chester Lavalie",was removed."Professional Developmenf was added under Item 12. The agenda was approved as amended on a motion by D. Cook. 3.CONFLICTS OF INTEREST -No conflicts of interest were declared. 4.WELCOME AND INTRODUCTIONS Chairperson Doxtator welcomed everyone to the meeting.Guests,Jeff Burnham and Sheila Staats of Goodminds.com.were introduced. 5.CONFIRMATION OF VOTING MEMBERS -Trustees S.Doxtator - O.K.T.Representatives M.Charles,C.Cornelius, -Chippewas of the Thames T.Smith -Munsee-Delaware Nation C.Snake 6.REPORT OF MEETING -2004 MAY 11 •Business Arising from the Minutes -None The report of the 2004 May 11 meeting was approved on a motion by M.Charles. 7.GOOD MINDS.COM BOOK SERVICES -PRESENTATION Jeff Burnham and Sheila Staats of GoodMinds.com presented a selection of educational resources which were on display.GoodMinds.com Isa Native-owned and operated business located on the Six Nations of tlie Grand River Territory in Ontario. Mr.Burnham explained that the company distributes Native educational resources such as books,videos,CD-ROM's, audio cassettes and educational kits that are respectful of First Nations/Metis/Inuit people,their history and culture. He stated that the resources must be accurate,bias free and educationally sound.Ms.Staats examines new material for content and to ensure that there are no spirituallyor raciallyoffensive references inthe text. 2004 September 28...53 12.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE cont'd 10.REPORT OF THE NATIVE ADVISORY COMMITTEE MEETING -cont'd 7.GOOD MINDS.COM BOOK SERVICES -PRESENTATION -cont'd There are currentlyover2000titlesatallgrade levels accessible onthe company's website. It v^as suggested that a displaycouldbe broughtto a future professionaldevelopmentday. Chairperson Doxtator thanked Mr.Bumham and Ms.Staats for their presentation and suggested that the members viewthe display following adjournment ofthe meeting. 8.PRINCIPALS'UPDATES Thames S.S. Commencement was held at Thames S.S. on Friday, 2004 June 4. Six First Nations students graduated-three with diplomas andthree with certificates.OnWednesday,2004 June9,an Employers'Appreciation breakfast will beservedatthe school for co-op and work experience employers. TheCo-opprogramends onFriday2004 June 11.Examinations will begin on Wednesday,2004 June 16.Schedules have been distributed to the students. H.B.Beal S.S. Meetings havebeen held at H.B.Beal S.S., the OKT office andStandingStone School with Beal and Saunders S.S.administrators and counselors in a combined initiative to develop support strategies to address Issues oftruancy,lateness,misbehaviour and lackof academic success among First Nations students.Similar meetings to share concerns and gather feedback from Chippewaand Muncey parents are planned. Phase III of this initiative,a Restorative Justice Circle training session,was attended by D. Cook,Vice-Principal;T.Sillaby-Ramsey,Counselor,Beal S.S.;and S.Miller,Program Services,from 2004 May 12-14.ARestorativeJustice Circle providesan alternate means to resolve conflicts outside ofthe traditional justice system.Participants in the training are working to adapt the concept to the school environment. Four First Nations students attended the Prom at Beal S.S.on2004 May 28.Examinations will begin on Wednesday,2004 June 16.On behalf of Beal Principal J.Upsdell,who is retiring thisyear,Vice-Principal DrewCook expressed thankstotheCommitteeforits efforts. Saunders S.S. D.Weedon,Vice-Principal,and J.Antone,Counselor,Saunders S.S.,attended the Restorative Justice Circle training session facilitated by First Nations Policing staffat the Oneida Community Centre from 2004 May 12to 14.Participants were exposed toa form of non-criminai dispute resolution wherewrong-doers accept responsibility for their actions and work towards restitution.Ms.Weedonattended the meeting at StandingStone School to discuss support strategies for First Nations students regarding truancy and motivationa! issues.Ameeting Is scheduled forTuesday, 2004 June 15 at the OKTofficetocontinue the discussions. The 2004 May 20 PowWowon the Saunders S.S.football field was attended bystudents from BealS.S., Thames S.S.McEachern P.S. and Victoria P.S. as well as parents and Trustee Doxtator.The Pow Wow increased cultural awareness and provided an opportunity forFirstNations studentstotakea leadership role within theschool.Fund-raising fora 2005 Pow Wow will begin in September. Examinations are scheduled from 2004 June 16-22.Commencement will be on Wednesday, 2004 June 10.Teachers forOneida and Ojibwe languages are required. 2004 September 28...54 12.REPORTS OF COWliWITTEES •cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE cont'd 10.REPORT OF THE NATIVE ADVISORY COMMITTEE MEETING -cont'd 8.PRINCIPALS'UPDATES M.B.McEachren P.S. Grade 6 and 7 students from M.B.McEachren P.S.attended a Pow Wow at Wijji on 2004 June 4. The school held a Career Fair on Tuesday,2004 June 8 from 1:00 -3:00 p.m. Eighteen career choices were presented In IS-mlnute sessions and students selected five sessions to attend. The Home &School Association barbecue begins at 5:00 p.m. on 2004 June 9.The Grade 7 year-end trip is scheduled for June 11.Five Grade 8 Oneida students will attend Camp Celtic from 2004,June 11-14.The Grade 8 graduation ceremony will be at Saunders S.S. on 2004,June 21.Eleven Oneida students will graduate. A.E.Duffield P.S. Final presentations for music and drama awards will be held on 2004,June 10 at A.E. Duffield P.S.On 2004 June 11,the Fun Fair begins at 4:00 p.m.The Grade 8 trip to Niagara Fails is on Monday,2004 June 14.The Grade 8 graduation ceremony will be at Saunders S.S.on Tuesday 2004,June 22.Seven Oneida students will graduate. 9.ADDITIONAL ITEMS Charmaine Graves reported that,to date,no Native Language teacher has been found for the secondary level.She stated that Oneida and/or Ojibwe speaking persons who were not certified teachers would be considered for the position but would be restricted to teaching Native languages only and a special letter of permission would be required.She requested that contact information for any potential candidates be sent to her by e-mail at c.Qraves@tvdsb.on.ca. Ms.Graves stated that traditionally,the Native Advisory Committee meetings have Included a professional development component that alternated on the agenda with the Principals' Updates.She suggested that Robyn Turgeon,a teacher at Algonquin P.S.,be invited to present at the 2004 October 12 meeting.Ms.Turgeon has written several academic units and will be presenting at an upcoming conference for Native language teachers.It was requested that Committee members forward suggested names and topics for future presenters to Charmaine Graves. Trustee Doxtator distributed commemorative giftsforJ.Upsdell,Seal S.S.who is retiring and Mary Lou Anderson,Thames S.S.who is transferring to Woodstock C.I. The Committee was invited to view the book display prior to touring the reserve. 10.ADJOURNMENT- The meeting was adjourned at 2:00 p.m. on a motion by C. Cornelius, 8,DOXTATOR, Chairperson c 2004 September 28...55 12.REPORTS OF COMMITTEES-cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE cont'd 11.REPORT OF THE DIRECTOR/SYSTEM REVIEW COMMITTEE 2004 June 16 11:12 a.m.-12:15 p.m. MEMBERS P.Jaffe (Chair) L.Stevenson J.Hunter (11:15) T.Roberts ADMINISTRATION AND OTHERS B. Bryce S.Christie 1.APPROVALOF AGENDA- The agenda was approved on motion of L.Stevenson. 2.CONFLICTS OF INTEREST -none declared 3.NEXT STEPS ChairJaffe confirmedthe committee's mandate to focus itsattentionon system goals and expectations. Director Brycedescribed the status ofsystem initiatives related to Pathways for Success, JK/SK Literacy,Improving Instructional Intelligence,and Information Technology Renewal. Hespoke tothe commendations received from Kindergarten staffand the improvement in DRA results as a result of the JK/SK Literacy program.Principals have indicated their appreciation at not being expected to introduce additional initiatives this year allowing them sufficient time to implement the four priorityinitiatives. System priorities were discussed inallocating any flexiblefunds. T.Roberts commented that initiatives should come withan action plan and indicators of success as well as an indication ofthe impact on them should a portion ofthe funding havetobe withdrawn.Hesuggested that a long-term plan be developed for these and any future initiatives and that trustees become partners in the process. The Director Indicated that past reportstothe Boardhave included this information. Mr.Bryce distributed and describeda listofproposedsystem Initiatives including: System Accommodation Needs; Pursue Enhanced Community Partnerships; •Learning Initiatives; •Our Vision; Promote School Council Initiative; »Information Technology Renewal; <•Thames Valley Education Foundation; «London Catholic District School Board Shared Initiatives. The material will be included with the report to the Board. The Directordistributed a secondary costing for 2003-04 as well as a Secondary Cost Per Pupil 2003-04 at $400+/-Per Pupil Cost Differential from the average per pupil cost of $5446.00. Similar information was provided forelementary schools using a $500 +/-per pupil cost differential from the average per pupil cost of $4 322.00.He indicated that this analysis was used by the Grand Erie DSB which has allowed them to show how costs have been reduced over a number of years. Mr.Bryce also distributed charts on secondary English public boards ranked by average school size, student FTE population and number of schools showing Thames Valley's ranking across the province. 2004 September 28...56 12.REPORTS OF COtWMlTTEES-cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE cont'd 11.REPORT OF THE DIRECTOR/SYSTEM REVIEW COMMITTEE -cont'd 3.NEXT STEPS-cont'd Itwas noted that the Board comes very close to the fundingformula. He indicated that the Catholic Dufferin-Peel DSB is very similar to Thames Valley in numbers and having a rural/urban mix.Similar datawas distributed on English public elementary average school size ranked bynumberofschools and student population. A newspaper article was distributed on the Lakehead and Kawartha Pines DSB which hired an outside consultant with expertise indemography to conduct a system reviewto address accommodationissues and bring recommendations tothe Board.It isfeltthat $40-60,000 would be required to complete a similar study In Thames Valley and would support implementation ofthe February 24 Board motion regarding accommodation.It wasagreed that discussion will continue at the next meeting. 4.DATE AND TIME OF NEXT MEETING The next meeting was scheduledfor Tuesday,June 22,from 3:00- 5:00p.m. 5.ADJOURNMENT The meeting adjourned at 12:15 p.m. on motion of T. Roberts. P.JAFFE, Chairperson 12.a.REPORT OF THE DIRECTOR/SYSTEM REVIEW COMMITTEE 2004 June 22 3:12 p.m.-4:45 p.m. MEMBERS ADMINISTRATION AND OTHERS P. Jaffe (Chair)T. Roberts B.Bryce S. Christie L.Stevenson 1.APPROVAL OF AGENDA- Item 3was amendedto "Continued Discussion ofProposedSystem Initiatives"andthe agenda renumbered accordingly.Theagenda, as amended,was approved on motion ofT.Roberts. 2.CONFLICTS OF INTEREST -none declared 3.CONTINUED DISCUSSION OF PROPOSED SYSTEM INITIATIVES The Director describeda conceptof accommodation restructuring developed to make themost efficient useof school space through enhanced community partnerships.He noted thatthe Peel DSB is considering opening programs in four elementary schools combining preschool education,community,health and social services.He suggested finding community partnerships thatdo not cost the Board money and will directly or indirectly assist Thames Valley students. L.Stevenson spoke to some northern boards that have incorporated the concept. DirectorBryceemphasized that itisessential that ministries,other than education,assist with funding enhanced community partnerships. Henotedthat it will not be possibleto keepallschoolsopenby virtue of having achieved these partnerships nor will allschools be able to offer the same opportunities and programs.P.Jaffe noted there are two purposes for partnerships-using excess space and assisting students. 2004 September 28...57 12.REPORTS 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 DISCUSSION OF PROPOSED SYSTEM INITIATIVES,cont'd DirectorBryce spoke tothe learning Initiatives and Dr.Fraser Mustard's visionthat space for parents and students be availableinschools on a regular basis. He described the JK/SK Literacy,the Grade 1Reading Recovery,Improving InstructionalIntelligenceand Pathways for Success programs. He noted that a drop-out rate for Thames Valley is being developed and that drop-out rates is becoming a provincial issue as a method of calculation has not yet been developed by the MOE. T.Roberts suggested that the system focus on parents and presciioolers,early intervention, drop- out rates,and an early assessment centre. The Director sought input into trustees having greater engagement in the Our Vision Initiative and noted that the system has endorsed the concept and seen positive results in the classroom and department operations.He sought opportunities for trustees to see what is happening In the system strengthening it as a caring,learning community,it was noted that trustees need greater ownership of the initiative rather than simply observing it. T.Roberts requested that trustees be included In system professional development opportunities to assist in their Vision partnership with the system. Mr. Bryce reviewed School Council initiatives noting Thames Valley is co-ordinating the regional conference in the fall of 2004.It was noted that the system does not have the staff,as a result of downsizing,to provide the original support to school councils,and home and school associations.Trustee Stevenson suggested that the Board pursue engaging school councils In planning system initiatives thereby strengthening the bond with principals.The value of the councils to the system was recognized,it was suggested that they be asked to identify any ways that they could be more effective and how the Board can heip in the process. Director Bryce advised that information technology renewal is undenvay.T.Roberts requested that trustees be made aware of the status of ITmoving into Year 2, what has been achieved in 2003-04,and what is left to achieve. Mr.Bryce advised that the Thames Valley Education Foundation has an uneven degree of acceptance throughout the system some believing that the MOE should provide sufficient funds to support the system.A study to move the foundation forward Is underway. He advised that partnerships with the London District Catholic School Board continue to be pursued.In summing up his presentation,he noted that, in spite of declining enrolment,in 2010, the Board will be serving over 71,000 students,a significant responsibility. P.Jaffe suggested that a visual be prepared aligning the above system initiatives with the Our Vision principles.The Director advised that he plans to take the concepts to the Supervisory Officer Planning Retreat during the summer and will bring the results of that discussion back to the committee in the fall along with any suggestions for revision.T. Roberts suggested that discussion also include looking at how the Board can attract new students and increase the retention rate. 2004 September 28...58 12.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE cont'd 12.REPORT OF THE DIRECTOR/SYSTEM REVIEW COMMITTEE -cont'd 4.SYSTEM DEMOGRAPHY STUDY Discussion continued fromthe previous meeting regarding hiringa consultant with expertise in demography to conduct a system review to address accommodation issues. The Director advised that he has requested a report from the Lal<ehead DSB regarding its study.He will provide the material to the committee members prior to the next meeting for continued discussion.Issues to be addressed include the consultant's expertise,the Board not giving up its decision-making responsibilities,receiving independent views and suggestions on how to approach such a study. 5.DATE AND TIME OF NEXT MEETING The next meeting was scheduled for September 14, from 3:00-4:30 p.m. At that time,the Lakehead consultant's report will be discussed as well as suggestions from the Planning Retreat and any Ministry directions received over the summer. 6.ADJOURNMENT -The meeting adjourned at 4:45 p.m.on motion of L.Stevenson. P.JAFFE, Chairperson 12.b.REPORT OF THE DIRECTOR/SYSTEM REVIEW COMMITTEE MEMBERS P.Jaffe (Chair) L.Stevenson T.Roberts Regrets:J.Hunter Trustee Visitor:J.Bennett 2004 September 14 3:00 p.m.-4:30 p.m. ADMINISTRATION AND OTHERS B. Bryce S.Christie 1.APPROVAL OF AGENDA -The agenda was approved on motion of T.Roberts. 2.CONFLICTS OF INTEREST -none declared 3.SUPERVISORY OFFICER INPUT RE SYSTEM INITIATIVES Director Bryce spoke to the three main initiatives for the 2003-04 budget and to be continued in 2004-05 including JK/SK Literacy, Information Technology Renewal, and Improving Instructional Intelligence. He noted that system feedback has been positive in responding to the initiatives. Mr.Bryce advised that over the summer,presentations were made to the supervisory officers by the Operations and Business departments which looked at the long-range financial and accommodation needs of the system including forecasted enrolment to 2010.The concept of hiring a consultant with the expertise to give the Board the big picture as well as the benefits to the system were discussed. 2004 September 28...59 12.REPORTS OF COMMITTEES-cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE cont'd 12.b.REPORT OF THE DIRECTOR/SYSTEM REVIEW COMMITTEE -cont'd It was the consensus of the SOs that, given the magnitude of the workdone bythe Finance and Operations departments,the consuitant wouid be the most effective strategy to heip the Thames Vaiiey community see the big picture. Reports wiii be presented to the Board at the September 28 meeting. 4.SYSTEM DEMOGRAPHY STUDY -l_AKEHEAD DSB REPORT The feasibilityof conducting a system demography study similar to that ofthe Lakehead Board was discussed. The importance of receiving new information,thatthe studybe tailored to Thames Valley needs,that new voices be received to provide additional divergent thinking,that the data be validatedand thatthe Importanceof maintaining the Board's credibility was stressed. Itwas agreedthatsystemneeds andgoalsmustbe defined prior to enlisting theservices ofthe consultant andthe RFP being prepared.Trusteesmust maintain their philosophy of students firstand be prepared to develop a budget that will cover the cost ofthe new direction.Itwas agreed that the consultant's reportshould seek inputfrom the Board's stakeholders and provide a validation process including consultation with regional planners. The RFPshouldinclude recognition ofthe Board's diversity ofurbanand rural communities. The benefits of conducting a system-wide studywere cited. Itisexpected thatit would cost approximately $50-60,000 ifconducted byan extemal source. Itwas agreed that the concept ofseeking a consultant's report will be discussed with trustees attheSeptember14 Committee oftheWholemeeting Including whyitisneeded and howit will helpthe Board prioritize itsnextsteps todeal with declining enrolment. 5.MINISTRY OF EDUCATION DIRECTIONS Director Bryce advised thatthe Minister of Education has Indicated thatheis preparing a newset ofrules regarding school closures.According tomedia reports,the Minister was quoted as saying he wouldhave the rules ready bythe end of2004 November. 6.OTHER ITEMS-none 7.DATE AND TIME OF NEXT MEETING " The next meeting was scheduledfor 3:00 p.m.on 2004September 21. If direction to move forward with retaining the Consultant is received from trustees, Director Bryce will prepare an administrative report regarding the draft RFP for discussion at the September 28 Board meeting. 8.ADJOURNMENT -The meeting adjourned on motion of L,Stevenson at4:30 p.m. P.JAFFE Chairperson The concept of hiring a consultantto conducta system demography studywas discussed. Director Bryce advised that the proposed study is intended to provide the Board and its stakeholders with thebig picture relatedtoarea accommodation issues as well as long-range planning to address decliningenrolment. Engaging professional expertise wouldhave a significant impact in identifying various directions/alternatives that the Board may wishto consider as it addresses the impact of declining enrolment while continuing to providea comprehensive educational program for its students. 2004 September 28...60 12.REPORTS OF COMMITTEES-cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE cont'd 12.b.REPORT OF THE DIRECTOR/SYSTEM REVIEW COMMITTEE -cont'd Director Bryceempliasized thattheSupervisoryOfficers aresupportiveofusingtheexpertise ofa consultant. Henotedthat the Lakehead DSB executivesummary describes the scope ofthe consultants'parameters and the results. Acopyof the document will be providedto Trustees. 13.REPORT OF THE BUDGET ADVISORY COMMITTEE 2004 August 18 9:00 a.m.-10:22 a.m. MEiWBERS ADMINISTRATION AND OTHERS T.Roberts (Chair)S.Peters B. Bryce J.Pratt B.Greene C.Dennett Regrets:P.Jaffe J. Roth J.Mackay Trustee Visitor:D.Anstead P.Hearse 1.APPROVAL OF AGENDA -The agenda was approved. 2.CONFLICTS OF INTEREST -none declared 3.UPDATE ON 2004-2005 BUDGET Director Bryce provided an update on the Special Education and the Learning Opportunities Grant (LOG) noting that,inthe past,any unspent Special Education dollars, in consultation with the Board's Special Education Advisory Committee (SEAC),were transferred into Special Education reserves.However, effective the end of July 2004, the Ministry of Education funded Cycle 5 ISAGrants for 2003-04 and advised that any money in Special Education reserves would be applied to the 2004-05 Special Education funding. The decision was made to expend 2003-04 Cycle 5 funding in order to meet the growing needs of special education programs.Mr.Brycenoted that funds must be expended byAugust 31 and may not be used for staffing. Headvised that inthe LOG announcements released onAugust 17,Thames Valley will not receive as much funding as was anticipated. Executive Superintendent B.Greene commented that the Administration will prepare a balanced budget for Board consideration at the special Board meeting on August 24. Atthe end of June,there was a revenue shortfall of $8.5M. Mr.Greene advised that the Ministryof Education has advised that boards must use their Special Education dollars or it will be taken back. The ExecutiveCouncilhas been working with Supt. B. Tucker and SEAC to protect Special Education services from declining enrolment.Copies of MOE Memos B11 and B12 were distributed and discussed. Responding to a question regarding use of the grant for facilities, e.g.special washrooms, elevators,etc.,Mr.Greene noted that this was not possible under the guidelines, Mr.Greene noted that the calculations are extensive and very complex.He advised that since the rules for Special Education funding have been changed,how Special Education money is spent must also change to fall in line with the new rules.The Minister has announced that there will be a new model of funding special education for 2005-06.The government wants special education dollars spent today, not put into reserves forfuture use. Small/Rural Grant -Itwas noted that some staff was added to the 2004-05 budget in June, 2004.It has been confirmed with the Minister's office that the grant funds will not be received until fail. A report with final figures was requested. A 2004 September 28...61 12.REPORTS OF COMMITTEES-cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE cont'd 13.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd 3.UPDATE ON 2004-2005 BUDGET -cont'd Executive Superintendent Brian Greene provided an update on the LOGfunding announced onAugust 17 notingthe Board witi receive $1.3M.A discussion followed regarding aiiocation of the funds. He advised that there are three main issues inthe 2004-05 budget-Small/Rural Schools,Declining Enrolment and Special Education. 4.OTHER BUSINESS C. Dennett, Manager, Public Affairs and CommunityRelations,suggested that one person be designated to respond to media inquirieson behalfofthe Board. As Chair ofthe Budget Advisory Committee,T.Roberts offered that either he or the Chair of the Board should be the spokesperson.He will speak withChair Hunter Inthis regard. It was agreed that Director Bryce will ask Corporate Services staff to contact the trustees to ensure there Isa quorum forthe August 24 special Board meeting. Chair Roberts thanked the Administration fortheirhard workoverthe summer inpreparing the 2004-05 Budget. 5.ADJOURNMENT -The meeting adjourned at 10:22 a.m. T.ROBERTS. Chairperson 14.REPORT OF THE POLICY WORKING COMMITTEE 2004 September 07 4:12 p.m. - 5:55 p.m. MEMBERS J.Bennett (Chair) A.Cartier T.Roberts Regrets;D.Anstead Absent:D.Mugford Trustee Visitor:J.Stewart ADMINISTRATION AND OTHERS B. Bryce S.Christie C. Murphy B.Greene J.Roth 1.APPROVALOF AGENDA -The agenda was approved on motion of T.Roberts. 2.CONFLICTS OF INTEREST-none declared 3.COMMITTEE REPORTOF June 1,2004 AND TRACKING SHEET-providedfor information 4.INTRODUCTION OF DRAFT POLICY/PROCEDURE -none 5.CONSIDERATION OF POLICY/PROCEDURE FOLLOWING PUBLIC INPUT a. Student Admission -international/Out-of-Province/First Nations/StudentExchange Board Policy and Procedure Executive Superintendent B.Greene and Manager J. Rothjoined the meeting to discuss public input received on proposed amendments to the Student Admission policyand procedure. Ms. Roth indicated one submission was received providing general comments about student exchanges which did not necessitate making changes to the documents.Ms.Roth has discussed the comments with the IndividuaL 2004 September 28...62 12.REPORTS OF COMMITTEES •cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE cont'd 14.REPORT OF THE POLICY WORKING COMMITTEE -cont'd 5.CONSIDERATION OF POLICY/PROCEDURE FOLLOWING PUBLIC INPUT -cont'd a.Student Admission-Intemational/Out-of-Province/Flrst Nations/Student Exchange Board Policy and Procedure -cont'd Itwas clarified that a legalguardian isa person who has lawful custody ofa child,other than the parent ofthe child,appointed ornamed byan OntarioCourtOrder only. Without this documentation, the annual fees must be paid priorto a student attending school. Upon receipt of the appropriate documentation,prorated fees are reimbursed. The amendments were supported.The following motion was moved byA.Cartier and carried: That amendments to the Student Admission -International/Out-of-Provlnce/First Nations/Student Exchange Board Policybe forwarded to the September 28 Board meeting for approval and the procedure for information. 6.DRAFT POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION a.Naming of Schools Procedure DirectorBryce described the draftapplicationformdeveloped to accompany the Naming ofSchoolsprocedure.The form was approved.The following motion was moved by A. Cartier and carried: Thatthe Naming ofSchools policy be fonA^arded tothe September 28Boardmeeting for approval and the procedure for information. b. Filling Trustee Vacancies on the Board Policy/Procedure At the June 1 Committee meeting, DirectorBryce was asked to seek a legal opinion regardingthe appropriateness ofaddingthe suggested phrase "Preference maybegiven to applicants residing In the electoral area" to the procedure.He advised that Solicitor D.Williams has indicated that a person may represent any area ofthe District as trustee, that preference may be given to applicants residing In the electoral area and this should be stated in the advertisement.He recommended that the term "electoral area"in advertisements be changed to "inthe area inwhichthe vacancy exists". The solicitor's comments were supported and amendments made tothe procedure.The following motion was moved by T.Roberts and carried: That the''Fllllng Trustee Vacancies on the Board" policy be forwarded to the September 28 Board meeting for approval and the procedure for information. 7.SUGGESTED POLICY/PROCEDURE REVISIONS a. Expense Reimbursement Policy/Procedure -deferred to2004 October 05 meeting. b.Student Trustee on the Board Policy/Procedure Trustee J.Bennett described the proposed amendments to the Student Trustee on the Board policy and procedure noting that they included recommendations from OSBIE. 2004 September 28...63 12.REPORTS OF COMMITTEES-cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE cont'd 14.REPORT OF THE POLICY WORKING COMMITTEE -cont'd 7.SUGGESTED POLICY/PROCEDURE REVISIONS -cont'd b. Student Trustee on the Board Policy/Procedure - cont'd After a comprehensive discussion ofthe documents,the following motion was moved by T.Roberts and carried: Thatthe proposed amendments to the StudentTrustee on the Board policy and procedure be posted tothe websitefor60 days for public input. 8.POLICY REVIEW a.Adult and Continuing Education Policy/Procedure -deferred to October 5 meeting b. Selection ofLearning Resources Policy/Procedure Executive Superintendent C.Murphy joined the meeting to discuss the policy and procedure on Selection of Learning Resources.She indicated the policy is required in accordance with Regulation 298andthe Ministry ofEducation Memorandum "Guidelines for the Approval of Textbooks"to set the parameters for learning resources in the schools. She clarified proposed amendments to Board policy and recommended convening a group of learning co-ordinators and teachers or administrators to review draft amendments and report back tothe Committee by the December 7 meeting.She will include the appeal process in the review. Supt.Murphy advised thatas of August 31.2004,boards may only choose from the Trillium list when selecting secondary textbooks and noted the difficulty In finding appropriate texts from the list.Where a book is available and not onthe Trillium list,the titles will be brought to the Board for approval In accordance with Ministry regulation. 9.OTHER BUSINESS -none 10,ADJOURNMENT - The meeting adjoumed at 5:55 p.m. on motionofA.Cartier, RECOMMENDATIONS: 1.That amendments totheStudent Admission -International/Out-of-Province/First Nations/Student Exchange Board Policy be fonvarded to the September 28 Board meeting for approval and the procedure for information. 2.That the"Fllling Trustee Vacancies onthe Board"policy be fonA^arded to the September 28 Board meeting for approval and the procedure for Information. 3.That the Naming ofSchools policy be forwarded tothe September 28 Board meeting for approval and the procedure for information. J.BENNETT, Chairperson The recommendations were moved byJ.Bennett and carried. 2004 September 28...64 12.REPORTS OF COMMITTEES-cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE cont'd 15.REPORT OF THE INFORMATION COMMI"FEE OF THE WHOLE 2004 September 07 7:05 p.m. -8:40 p.m. ADMINISTRATION AND OTHERS P.Sattler, Chair J.Bennett A.Cartier G.Hart J.Hunter P.Jaffe MEMBERS D.Mugford S.Peters K.Preston T.Roberts S.Ross J.Stewart L.Stevenson B. Bryce B.Greene P.Gryseels C. Murphy J.Thorpe D.Blair K.Dalton J.Empringham K.Havelka L.Hutchlnson G.Jazey M.Sereda W.Tucker K.Wilkinson K.Bushell S.Christie J.Neville C.Dennett W.Scott Regrets:D.Anstead Absent:S.Doxtator Chairperson Sattler welcomed everyone back from their summer vacation and to another rewarding school year. 1.APPROVAL OF AGENDA - The agenda was approved on motionof L.Stevenson. 2.CONFLICTS OF INTEREST - No conflicts of Interest were declared. 3.DIRECTOR'S ANNOUNCEMENTS a.B.Bryce,Director of Education,advised thatthe 2004-05 school opening was another successful one. Heaskedthat Superintendent K.Dalton comment onthe completion of Eagle Heights P.S. Supt. Daltonreported that because of the efforts of Managers Kevin Bushell and John Neville,Facility Services staff and the contractor,Eagle Heights P.S.opened with every classroom ready and welcoming to the students.Mr.Bushell advised that the two areas be completed arethe gymnasium and resource centre.These projects have been given a high priority and it is anticipated thatthe resource centre will bereadyforuse within two to three weeks and the gymnasium by October. Chair Sattler commended the Facility Services staff for ensuring that Eagle Heights P.S. was ready to receive students for school opening. b.Director Bryceannounced that he had receiveda letterofresignationforretirement from Superintendentof Education GaryJazey effective 2005 January 31.Henoted that Mr, Jazey has served In the education system for 38 years and applauded him for his outstanding contribution,hisleadershiproleandthe many lives that have been touched byhis dedication.He noted thatthe system will be notified on2004September08of Mr.Jazey's intention to retire and that the process to fill his position will commence shortly. 4.CHAIRPERSON'S ANNOUNCEMENTS -none 5.PUBLIC PRESENTATIONS -none r A 2004 September 28...65 12.REPORTS OF COMMITTEES -cont'd 15.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 6.CHILDREN'S LEARNING CLINIC Superintendent B.Tucker introduced the presentation related to a proposal of the Children's Learning Clinic to Includethe Thames Valley District School Board (TVDSB),London District Catholic School Board (LDCSB),Thames Valley Children's Centre (TVCC)and the Learning Clinic. l-le explained that the basic concept for this proposal Is an outcome-based approach to a student's education involving a holistic,multi-disciplinary philosophy incorporating medical/psychometric/educational assessments,programming strategies and community supports. The Clinic would respondtorequests for assessments,assist inthe development of modified learning plans,support the school and community organizations and provide assistance to the family in consultation with the muiti-disciplinary team. Supt.Tucker introduced and welcomed medical practitioners Dr.Fabian Gorodzlnsky,Dr. Ainslie Gray,Dr.Margaret Bertoldi and Dr.Paul Kerr.Dr.Gorodzinsky presentedthe proposal thankingthe Boardforitssupport ofthe workofthe Children's Learning Clinic. THE PROPOSAL In responsetothe proposal statemententitled,"Education isthe cornerstone ofoursociety"the following information was presented. a.Removing the Barriers to Success A learning disability can affect many aspectsof life,including self-esteem,family,friendships, school and work.Children who experience difficulties at school are more likely to drop out of school,have limited success at work and havea tendency tobe socially isolated.Poor successat school has also been related toteenage pregnancy,participation in criminal activity and poor physical and mental health.The good news isthat people with learning disabilities can succeed.The key Is early Identification and Intervention. Presently, the Learning Clinicincludes services to students fromthe TVDSB and the LDCSB and operates out of Lome Avenue P.S.In London.The Clinic Is open to elementary,school- aged children with complex learning needs and whoalso mayhave medical concerns. The Clinic combines themedicalexpertiseofItsphysicianswith the collaboration ofschoolstaffand the children's families. b.Background Noteveryone isbynature orcircumstance a successful learner. Itisestimated thatfourto five percent of all school-aged children have some kind of learning disability.It Is important to provide children with the best possible opportunity to learn. For those families that face learning challenges,the London Learning Clinic has been developed.The Clinic offers an opportunity to determine thebest course ofaction for each family and co-ordinates testing and therapy,assists In the development of modified learning plans,and supports the school and other community organizations that provide assistance to the families. c.Rationale Many ofthe students {and families)in both urban and rural areasofthe Thames Valley District School Board and the London District School Board are experiencing extremely long waiting times for medical assessments.In somecases,many donot have a family physician and, thus,cannotbereferredtoa medical specialist,and/orthe required multi-disciplinary approach to programmingand support oftheireducationalneeds In theirneighbourhoodschool. 2004 September 28...66 12.REPORTS OF COMMITTEES-cont'd 15.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd e.CHILDREN'S LEARNING CLINIC -cont'd d.Vislon for the Future Thebasic concept Isan outcome-based approach toa student's education that provides the community supports necessary for the child's success.Children who are experiencing difficulty in school are best served when identification and programming support and strategies are implemented early in their education careers.Often,to completethe picture,schools or families seek medical assessment forthe child to identify medical concerns and augment school-based Interventions. e.Project Description The project would enable students throughout the TVDSB and LDCSB to have access to medicalspecialists regardless ofthe family's ability totravel.Subsequent to a referral tothe Learning Clinic,one or more assessments may be completed by a medical practitioner, resource teacher,psychologist services, an occupational therapistand speech and language pathologist. Physicians in our community have recognized that children with health problems and learning difficulties face many challenges. The Children's Learning Clinic is designed to assist both children and their families who struggle with learning disabilities within the context of other health challenges. This assistance is delivered by co-ordinating care and support programs through the current educational system.ItIs designed to make it easier for families to findthe services they need to improve individual student performance. The Thames Valley District School Board and London District Catholic School Board have been supportive of the work of the Children's Learning Clinic which takes an inclusive,inter disciplinary approach that combines the expertise of Clinicpersonnel In collaboration with schoolrepresentativesandthe child's family toensurethateach child enjoys thebest possible learning opportunities. f. Key Activities 1.Assessment The assessment is performed bya multi-disciplinary team resulting inthe preparation ofa preliminary report expressed in terms easily understood by parents often including a multi- source ofreferrals. Apsychologist will interpretthe assessment and recommendations from the multi-disciplinary team that include individualized strategies that are practicaland can be realized within the existing school/board resources. A collaborative education plan will be developed in consultation with school/board staff, Clinic team and OTs from the Thames Valley Children's Centre. ii.Staff The proposed staffofthe Children's Learning Clinic will consistofDr.Fabian Gorodzinsky.Dr. Ainslle Gray, Dr. Laura Carpenter,Dr. Margaret Bertoldl,Dr.Paul Kerr, and Ms. Claire Truax,Administrative Assistant. ill.Follow-up The follow-up process istobe performed bymembersofthe multi-disciplinary team,parents and school staff.Workshops designed for parents,teachers and school administrators will be included as well as referralsto other community agencies and/or organizations. 2004 September 28...67 12.REPORTS OF COMMITTEES-cont'd 15.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd e.CHILDREN'S LEARNING CLINIC -cont'd THE PROPOSAL-cont'd f. Key Activities -cont'd Tlie Ciinicwii!respond to requests for assessments,assist inthe development of modified learning plans,supporttheschooland community organizations andalso provide assistance to the family inconsultation with the multi-disciplinary team. g.Outcomes The outcomes/objectives of the Clinic were highlighted as follows: -Maintain students in home schools; .Support families and school personnel; -Increase availability of medical specialists (especially in rural area ofthe board); -Promotion of services to all areaofthe two boards (London and Middlesex,Oxford,Elgin Counties); -Promote timely medical involvement; -Facilitate medical referrals to community agenciesorother medical specialists; -Support holistic,coordinated,multi-disciplinary approach to student and family supports in our schools; -Promote a multi-government ministry partnership that,ultimately Is fiscally responsible and provides better services through early intervention and prevention of service duplication. h.Evaluation/Measuring Success The success ofthe Clinic in reachingand helping children and their families will be measured in the following ways: Qualitative •School progress Improvements -Child's portfolio progress - Number of interventions implemented by teacher -Feedback from parents -Compliance with plan -Feedback from communityphysicians -Feedback from teachers Quantitative (Outputs) -Number of children assessed -Number of refen-als -Waiting time -Number of reports prepared -Number of contacts with teachers -Number of workshops The clinic staff would like to work with the Research Departments in both boards collecting and analyzing the data. Areport will be presented tothe Pilot program'spartners in 2005June. Insummary, Supt. Tucker emphasized the excitingpossibilitiesthat exist forstaff and students within this partnership thatwill strengthen and expand thepresentservices in theareas of special education,psychological services and Speech and Language as staff work coilaboratively tokeep children In their home schools and to identify learning disabilities early enough in orderto maximize the child's potential.It was noted that this proposal will significantly reduce the waiting time for medical assessment and services,e.g. 6 months to 3 months. 2004 September 28.,.68 12.REPORTS OF COMMITTEES-cont'd 15.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 6.CHILDREN'S LEARNING CLINIC -cont'd Aquestion-and-answersession followed.In response toa question regardingthe Boards'role and responsibility inthe proposal,Dr.Gorodzinsky advisedthatthe proposal requires additional funding.Thefirstand second-year projectfunding was provided bythe Children's Foundation. Proposals for funding support havebeen submitted tothe Corporation for the City of London and the Ministry of Labour.The project wasscheduledto begin In 2004September:however, it has been postponed to October until the fundingIsapproved. it was suggested that the funding for the initiative be considered under the umbrella of the Ministryofthe Child. It was also suggested that the Ontario Public School Boards'Association (OPSBA)would be interested in making a presentation regarding the proposal tothe Ministry of the Child.Dr.Gorodzlnsky will provide Trustee Hart with statistical Information related to different assessments forpresentationto OPSBAat the association's nextmeeting.Director Bryceadvised that MP ChrisBentleyhas been apprisedofthe Learning Clinic proposaland is lookingat the pilotproject. Mr.Bentley has Indicatedthat he will discuss the document withthe Ministryof Education and the Ministry of Health. Supt. Tucker advised that within the Special Education Plan funding envelope there Is a componentfor significant community partnerships.Director Brycenoted thatthe presentation is part of a process for gathering information before coming to the Board for funding consideration. Chairperson Sattlerextended appreciation tothe presenters foran Informative presentation. 7.M0NTHLY REPORT OF THE CHAIR Chairperson Hunter provided a summary of activities and functions that she attended over the summer: -addressing parental inquiriesrelatedtoboundary issues,transportation,accommodation issues and the increased number of professional development days; - planning and implementation of the student trustee orientation. ASpecial Board meeting was held on 2004 August24 to consider and approval the 2004-05 Budget. ChairHunternoted that the meetingwas also an opportunitytoreinforcewhathas been an encouraging approachbythe government as evidenced bytheir ongoing,open dialogue with Boardstaffand a genuinedesireto find solutions.She is awaiting the upcoming announcement regarding the smaller schools issues and challenges to be released next month. 8.DEPARTMENT UPDATES Business Services - ExecutiveSuperintendent B.Greene advised that the 2004-05school year was offto a good start with936 vehicles transporting Thames Valley students to and from school.He noted that the Transportation service desk received only 15 telephone calls related to student transportation issues. He extended appreciationto the Facility Service stafffor completing several major projects during the summer and forworkingover the Labour Day weekend to ensure that ail the schools were ready for opening day. - CapitalProjects update included:North MeadowsP.S., East Williams Memorial P.S., Eagle Heights P.S.(Former Oxford Park),Clara Brenton P.S.; 2004 September 28...69 12.REPORTS OF COMMITTEES -cont'd 15.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 8.DEPARTMENT UPDATES-cont'd Business Services -cont'd - A status report on system portable ciassrooms was provided.Mr.Busheii advised that the portabie for Homedaie P.S.,St.Thomas has been delayed until the middle of September awaiting municipal approval; -Accommodation renovations update were provided for Banting S.S.Annex (former Jeanne Sauv6),Jeanne Sauv6 French Immersion P.S.(Former Empress P.S.)and MapleLane P.S.: - An update was provided regarding the repairs to DM Sutherland P.S.,Woodstock and Byron Southwood P.S.,and Tweedsmuir P.S.London,that sustained fire damaged because of vandalism; -School Renewal Projects completed at 130 schools during the summer were highlighted; - An update of Energy Management efficiencies was provided; >Financial Services continued its preparation the 2004-05 budget over the summer; -Financial Services is preparing for the 2004 August 31 year-end; -Support Services updates highlighted Transportation Services and the Distribution Centre. Supt.Greene advised that the Distribution Centre worked closely with M.Turkington,Program Services,to collect approximately 40,000 surplus books from the schools.The books were transported to Guyana in support ofthe Street Challenge Ministries- International Agency,and future projects of this nature will be coordinated through the Lieutenant Governor's Office; - Facility Services Operations completed extensive work during the summer in preparation for school opening.Manager J. Neville advised that custodial supply RFP's have been received and that the Facility Services staff at eight schools are testing various cleaning supplies and floor finishes as part of the evaluation process.The extensive hands-on evaluation process will take place over the next several weeks and the results of this internal analysis presented to the Board in early 2004 November. Trustee Roberts expressed concern over the number of mature trees that were removed at the Jeanne Sauv^French Immersion P.S.site to accommodate school buses.Mr.Busheii confirmed that the trees and shrubbery will be replaced in consultation with school staff and the School Council. Human Resource Services -Executive Superintendent J.Thorpe commended the Human Resource Services staff for completing a number of initiatives over the summer months. - Mr.Thorpe noted that all staff are required to complete an Annual Offence Declaration by 2004 September 01.As of 2004 August 31,86% ofstaff have completed the form withthe majority done electronically through the Employee Portal, HR staff are working to ensure school staff have completed the requirements before the start ofschool. -Disability Management is currently working with64 staff on their return to work program. - As of 2004 August 31, 64.12 full-time equivalent (FTE)teachers have been hired. Some additional allocation will be finalized within the week. 2004 September 28...70 12.REPORTS OF COMMITTEES -cont'd 15.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 8.DEPARTMENT UPDATES-cont'd HUMAN RESOURCE SERVICES -cont'd -There are currently 189 elementary long term occasional (LTO)teachers.The short-term listhas 1198 elementaryof which 407 are retirees.During August,there was a postingfor additional occasional teachers.Interviews are to be held in September and additional occasional teachers will be added as soon as possible. - The use of the Facility Information Management System to track work order requests resulting from workplace inspections has led togreater communication between the Safety and Maintenance functions and a morestreamlinedprocess forrespondingand addressing concerns. - As of 2004 August 31,35 secondary teachers have been hired. - Currentthere are 80 LTO secondary teacher assignments for2004 September. There are 847 secondary LTO teachers on the short-term list of which 240 are retirees.It was noted that newteachers are requiredtocomplete40 days ofsupplyteaching before beingplaced on the long- term occasional list. - Throughoutthe summer, HRS processed thetransfer and hiring ofpermanent supportstaff as required.In addition,hiring has occurred to augment the cun^ent temporary employee poolsfor Educational Assistants,Custodians and Office and Clerical employees - Effective2004 September 07, all secondary schools will be using the electronic time sheet for absence of secondary teachers and payment of occasional teachers. Operations Services - ExecutiveSuperintendent P. Gryseels reported with regret the death of Sander Laksman, Principal of Evelyn Hamson P.S.,and advisedthatEricRoss,a retired principal,has returned todutyto temporarily fill the position until 2004December. Other administrative assignments include Elaine Turner as Acting Principal at University Heights P.S. covering a leave of absence and Jan Harding,retired principal on temporary assignment as Principal at Masonville P.S. Mr.Gryseels also extended appreciation to Superintendent Gary Jazeyforhis38yearsof outstanding service as a teacher,vice principal,principal and superintendent of education forboththe fomner London Boardof Education andtheThames Valley District School Board. - The first community ofschools meeting forthe 2004-2005 school year was held on 2004 August 31. -Operations Services'goals and the professional development calendar for school administratorswas presented. Trustees were invited toattendthe professionaldevelopment sessions.A two-day institute was held on August 23 and 24 for the 250 teachers and principals involved inthe firstyear of the Increasing Instructional Intelligenceprogram. -Mr.Gryseels reportedthat all Thames Valley schoolswere readytoopen on2004 September 07. The move at Jeanne Sauv6 French Immersion P.S. went wellalong with the renovations at North Meadows P.S.and East Williams Memorial P.S. Repairs resulting from firesset by vandals at D.M.Sutherland,Byron Southwood and Fairmont have been completed. Appreciationwas extended to Facility Services staffforthe extra effortthat made this possible. 2004 September 28...71 12.REPORTS OF COMMITTEES-cont'd 15.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 8.DEPARTMENT UPDATES-cont'd OPERATIONS SERVICES -cont'd -Enrolment &Staffing -Approximately 28 full-time equivalent elementary staff remain in the fall holdbacl<. Use of this holdback will be detennlned by actual enrolments in elementary schools and pressure points determined in the first two to three weeks of school. -Secondary staffing is complete.Any adjustments inthe staffing complement to Individual schools will be done In mid-September once the actual enrolment for the system has been completed. -Accommodation &Planning - The French Immersionreport has been onthe website since 2004 Julyand will be presented to the Board in September.It is available at: ww.tvdsb.on.ca/areastudy/elemfrenchimmersion.shtml. -The following meetings for the existing accommodation reviews are scheduled: Caradoc South -2004 September 27; Davenport.McGregor,South Dorchester,Springfield,Summers'Corners - to be arranged. -Pending the Ministry of Education release of guidelines and grants,the Board has deferred decisions with respect to the following accommodation reports: Northdale,Northridge,(London); Princess Anne, Westfield, VictoryMemorial (Ingersoll); -Norwich (Norwich),Annandale and Glendale (Tillsonburg)College Ave.(Woodstock) -Glencoe (Glencoe),North Middlesex (Parkhiii),Strathroy (Strathroy),West Elgin (West Lome). -The firstof nine, half-dayNewAdministrators sessions began 2004 August 31. -Safe Schools initiative 'Tribes trainers'*for 60 staff was held this summer. - Debbie Townsley,Healthand Physical Education. NorthMiddlesexDistrictH.S.,will workas Teacher on Special Assignment -Safe Schools commencing 2004 September to 2005 June. Debbie will facilitate the Implementation ofnew programs as well as the expansion of existing programs; -Research &Assessment Services is preparing for the new school year and continues to provide services regarding student assessment,large scale testing,research,literature reviews,program reviews and evaluations,development and use ofcorporatedata, support fordata collection,and consultation forschool and system based improvementprojects. Specifically,Research and Assessment Services is preparing to support administration, scoring, and reporting ofthe phonological awareness assessment as part ofPartnerships for Excellence,and the Otis-Lennon as part of the Gifted screening process. - Provincial testing will be supported specifically in-service for new Grades 3 and 6 teachers as well as preparationforthe upcoming OntarioSecondary School Literacy Test and reporting of the 2004 May2004 Grade 3 and 6 testing.EQAO test dates thisyear are as follows: Ontario Secondary School Literacy Test:2004 October 27 and 28 Grade 9 Assessment ofMathematics: 2005 January 5-18 and 2005 May25-June 14 2004 September 2S...72 12.REPORTS OF COMMITTEES •cont'd 15.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 8.DEPARTMENT UPDATES-cont'd OPERATIONS SERVICES -cont'd Grade 3 and Grade 6 Assessments of Reading,Writing and Mathematics 2004-2005:2005 May 9-25 Program Services - Inlate May,the Ministry of Education announced plans to offer summer traininginthe Early Reading Initiativeto all primary teachers across the province.On 2004 August 25 and 26, a small group of Board trainers in-sen/lced an additional 107 TVDSB teachers in Balanced Literacycomparing the Ministry'sGuide to Effectiveinstruction in Reading -Kindergarten to Grade 3, to TVDSB's Balanced Literacy in the Primary Ciassroom resource.An additional training day is to be offered in late 2004 October; Inaddition to the summer training,the Ministry announced the continuation of Primary Lead Teacher training in early 2005 January.Teachers vi^lll receive in-service in the instructional practices associated withan effective writing program.The Ministry has announced plans to develop both an Expert Panel Report as well as a Guide to Effective Instruction In Reading and Writing In the Junior Classroom.These resources are currently inthe draft stages and training is scheduled to begin in tine winter of 2005. -The Early Mathematic Strategy is a Ministry initiative for the improvement of student achievement in mathematics for Kindergarten to Grade 3. An EarlyMath Lead Teacher in each elementary school has been trained and a guide and math manipulatives has been provided to support instruction.During the summer,170 additional Thames Valley teachers attended similar training as part of the Ontario Summer Numeracy Program and funding was provided to purchase ciassroom manipulatives to implement new teaching and learning strategies.The Early Math Strategy will continue this year focusing on the Geometry strand.Sessions will be offeredto Lead Math Teachers duringthe winterand springterms, and allprimary teachers will have opportunities to attend EarlyMath sessions at the 2004 October 22 Learning Conference. Director's Services - Directorof Education Bill Brycevisitedthe following schools during the month of June,touringthe buildings and meeting with staff,students and parents at Clara Brenton P.S.;Jack Chambers P.S. (Community Picnic);Cleardale P.S. and St.George's P.S. (Special Lunch) - The Director attended the following meetings/events:Thames Valley Education Foundation Annual General Meeting, Early Childhood Development Council,Garrison Community Council, Retirement Receptions for Principals,PDKAnnual General Meeting,Junior Achievement Board of Directors,OPSBA Special Collective Bargaining,United Way Meetings with Huron College Principal and the President of Fanshawe College, United Way Cabinet Meetings and presentations to Canada Post Executives,Strathroy General Hospital Executives;Operations CouncilYear EndRetreat,Thames ValleyAdministrators'Association Dinner,MiddlesexCounty Warden's Summer Event,Thames ValleyBus Operators'Summer Event,Supervisory Officer Planning Day and the Council of Directors' of Ontario Meeting; Dr. Howard Rundle and Fanshawe College staff;Summerside Community, Dr. Lynne Hannay,OlSE and D.Armstrong, Director of the Bluewater District School Board Community Development from investing in Children,and toured renovations at Eagle Heights,North Meadows and East Williams Public Schools. 2004 September 28...73 12.REPORTS OF COMMITTEES -cont'd 15.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 8.DEPARTMENT UPDATES -cont'd DIRECTOR'S SERVICES -cont'd - He brought greetings and/or presented to the following groups:Regionai Administrators' Meetings (June and August);Supervisory Officer Internship Program Concluding Session; F.D.Roosevelt 50*^AnniversaryCelebration;National Attendance Counselors Conference; United Way Annual General Meeting; Education Centre Gift Fund Luncheon; Lucas S.S. Commencement;Addressing the Emergent Literacy Needs of Young at Risk Chiidren Workshop;London Police Services 2004 Safety Patrol Awards Ceremony;Board's Annual Retirement Dinner;OSSTF Annual Retirement Celebration;E. C.McTavlsh Awards Night; Summer Institute for Cohort Teams for Increasing Instructional Intelligence. -Staff Development initiatives included:Facilitating Effectively, New Teacher Program, Administrative Mentoring Program,2004-2005 Leadership Development Program,Staff Development Planning Calendar,Recognition Program,Staff Development Outreach Program,Staff Development Standards,Professional Reading Program,Online Professional Development Program,2004 Learning Conference; -Updates were provided on OurVisionIn-servicefor schools and School Councils,Advisory Committee,refinements,implementation and research; -Public Affairs and Community Relations updates included LINKS The Report to the Community,Lawson Literary Awards,New PL New Day Show at White Oaks P.S.,and the annual Lawson Literary Awards presentation. Representatives from the departments responded to questions posed bythe Trustees. Trustee Sattler welcomed the twonewstudent trustees.Shannon Ross and Kory Preston, to their first Information Committee of the Whole meeting. 9.ADJOURNMENT The meeting adjourned at 8:40 p.m. on motion of G. Hart. P.SATTLER, Chairperson 16.ADJOURNMENT The meeting adjourned at 9:10 p.m.on motion of L.Stevenson. J.HUNTER, Chairperson RECOMMENDATIONS FROM THE 2004 SEPTEMBER 14 COMMITTEE OF THE WHOLE MEETING -That the Board approve the plan,budget and schedule forthe proposed addition and renovations to Clara Brenton Public School. -That Administration proceed to tender the proposed additions and renovations to Clara Brenton Public School. -That the Chairs'Committee be asked to develop a Trustee P.D.session,in consultation with the P.O. Committee,to highlightall perspectives on pressing funding issues related to issues such as declining enrolment,school accommodation issues and small/rural schools. 2004 September 28...74 12.REPORTS OF COMMITTEES-cont'd RECOMMENDATIONS FROM THE2004SEPTEMBER14COMMITTEE OFTHEWHOLEMEETING- cont'd -That amendments to the Student Admission -Intemational/Out-of-Provlnce/First Nations/Student Exchange Board Policy be forwarded to the September 28 Boardmeeting for approval and the procedure for Information. - That (heTlllIng Trustee Vacancies on the Board"policy be fonvarded to the September 28 Board meeting for approval and the procedure for information. - That the Namingof Schools policy be fonwarded tothe September 28 Board meeting forapproval and the procedure for infonnation The recommendations w^ere adopted on motion of P.Jaffe and G.Hart and carried. A motion to sit past 11:30 p.m. to 11:45 p.m.was adopted on motion of J.Bennett and P. Jaffe. c.REPORT OF THE CHAIRS'COMMITTEE 2004 September 22 12:11 p.m.- 3:00 p.m. MEMBERS ADMINISTRATION AND OTHERS J.Hunter T.Roberts B.Bryce J.Bennett P.Sattler (12:16)S.Christie Trustee Visitor:J.Stewart (Item 6) 1.APPROVAL OF THE AGENDA -The agenda was approved on motion of T.Roberts. 2.REVIEW OF SEPTEMBER 28 BOARD MEETING AGENDA The agendas for the in-camera and public Board meetings of September 28 were discussed. 3.CORRESPONDENCE The following correspondence received by the Chair and will be available In the Trustees' Conference Room for trustees'Information: -Prime Minister re relief from the Goods and Services Tax; -Premier of Ontario re the Ontarlans with Disabilities Act,200t, -Premier of Ontario re Ontario Health Premium and the Impact on collective bargaining; -Minister of Finance re relief from the Goods and Services Tax; -Ministry of Education Regional Office acknowledgingreceipt of the Director's Annual Report. Aletter received from Kawartha Pine Ridge D.S.B.to Minister of Education re fundingofCycle 5 ISA funds will be Included with the agenda package under "Communications". 4.2004-2005 INFORMATION COMMITTEE OF THE WHOLE TOPICS The Director described presentations to date for the Information Committee of the Whole.Itwas suggested that meetings be scheduled as timely topics come forward. At the September 28 Board meeting,topics for future meetings will be sought. 2004 September 28...75 12.REPORTS OF COWin/IITTEES-cont'd c.REPORT OF THE CHAIRS'COMMITTEE -cont'd 5.PUBLIC REQUESTS TO PRESENT TO THE INFORMATION COMMITTEE OF THE WHOLE The following requests to present to the October 5 Information Committee of the Whole were considered and approved: a.Support for Parental Empowerment and InstructionsofOrigins Initiative - Dr.K.Thompson; b.Parental Empowerment and Instructions of Origins - Dr. D.Herbert; c.Teacher In-service in the instruction of origins -Faith Cuthbert. 6.PROPOSAL RE CLASSROOM TELECONFERENCING Trustee James Stewart attended the meeting to discuss offering teleconferenced classroom instruction between Nonvich District High School and Glencoe High School as a pilot project.He cited the advantages to the proposal and the community support in place to provide the necessary equipment. It was suggested that the pilot be pursued by the Program Department.After considerable discussion,the Committee supported the concept. The Director will meet with the supervisory officers involved and prepare an administrative response to the proposal for discussion at the September 28 Board meeting. 7.PROPOSED TRUSTEE P.D.SESSION The recommendation from the Trustee PD Committee that the Chairs'Comlttee plan a session to discuss pressing funding issues was discussed.It was agreed that the PD Committee will be asked to survey the levelof trustee Interest on attending a half-day session on being an effective trustee and/or Board issues priorto moving forward with planning. 8.AWARD OF DISTINCTION CEREMONY Director Bryce describeda surveyof recipients ofthe 2004 Award of Distinction regarding the format of the celebration.After discussion ofthe survey comments, the following motionwas moved by T.Robert and carried: That the 2005 Awardof Distinction Ceremony be held on May 5,2005 Inthe Sir Adam Beck Auditorium. 9.25-YEAR SERVICE RECOGNITION CELEBRATION Director Bryce suggested and It was agreed that the 2004 25-year Service Recognition celebration will be held inthe Education Centre diningroom on November 16,2004. 10.FUTURE MPP MEETINGS ChairHunter will contactthe area MPP offices for potential dates for future meetings and will advise the trustees accordingly. 11.OSTA (ONTARIO STUDENTTRUSTEES'ASSOCIATION)MEMBERSHIP FEES Chair Hunter provided an overview of the OSTA fee calculations for 2004-05 which have been increased to $.02 per Thames Valley student plus a base fee of $500 for a total of $2026.50. After discussion,the following motion was moved by P.Sattler and carried: That the Board support paying the 2004 Ontario Student Trustees'Association fees In the amountof $2026.50 andthatthe Chairwrite a lettertothe Minister of Education suggesting that the Ministryof Education fund the annual expenses of the OSTA. 12.COMPUTER EQUIPMENT FOR TRUSTEES A request that the Board supply computers to trustees to assist with responding to community inquiries was discussed.It was suggested that the Chair contact OPSBA requesting the practices of other boards inthis regard.The Issue will be considered again once this information has been received. 2004 September 28...76 12.REPORTS OF COMMITTEES-cont'd c.REPORT OF THE CHAIRS'COMMITTEE -cont'd 13."EDUCATION TODAY'MAGAZINE (OPSBA) Director Bryce noted the positive responses from school administrators to the Board providing a subscription tothe Education Today magazine.Thefollowing motion was moved by T.Roberts and carried: Thatthe Board continue to provide a subscription tothe Education Todaymagazinetoschool administrators for the next school year. 14.IN-CAMERA ITEM Themeetingmovedincamera todiscuss a negotiation itemat2:30p.m.and reconvened at2:40 p.m. 15.OTHER BUSINESS a.Management Letter Director Bryce commentedonthe auditors'management letterand sought direction as to providing trustees with a copyofthe letter along with the administrative response.It was agreed that he will have copies prepared for distribution to trustees. b. Rural Development Conference Director Bryce advised that one,two-day seat has been offered to trustees to attend the Leading ThroughChange session offeredthroughthe Rural DevelopmentConference ofthe Ontario Rural Council on October 18 and 19,Thanks was offered to the organizers for providing the ticket.Trustees will be asked tocontact the Director regardingtheirinterestin attending. c.Small High School Summit DirectorBryceadvised that the Upper Canada DSBis holdinga Small High School Summit on November 25-27 to discuss issues of high schools that have 1000 students or fewer. Trustees will be asked to indicate their interest in attending to the Director. d.Superintendent Retirement Reception The Director advisedthata reception tocelebratethe career ofSuperintendentGaryJazey is beingplanned and will be heldin November.The date ofthe reception will be confirmed shortly. 16.NEXT MEETING -Thenext meeting was scheduled for 2004 October 20 from 12:00-3:00 p.m. RECOMMENDATIONS: 1.That the 2005 Award of Distinction Ceremony be held on 2005 May05 in the SirAdam Beck Auditorium. 2.That the Board support paying the 2004 Ontario Student Trustees'Association in the amount of $2026.50 andthatthe Chair write a ietter tothe Minister of Education suggesting thatthe Ministry of Education fund the annual expenses of the OSTA. 3.That the Board continue to provide a subscription to the Education Today magazine to school administrators for the next school year. J.HUNTER, Chairperson The recommendations were adopted on motion of T.Roberts and J.Bennett. r 2004 September 28...77 12.REPORTS OF COMMITTEES-cont'd d.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2004 September 28 5:04 p.m.-6:04 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS T.Roberts J.Hunter B. Bryce D.Blair M.Sereda (Chair)P.Jaffe P.Gryseeis K. Daiton W.Tucker D,Anstead P.Sattler B.Greene J.Empringham K.Wilkinson A.Cartier L.Stevenson J.Thorpe K.Haveika S.Christie G.Hart J.Stewart C.Murphy L.Hutchinson C.Dennett Regrets:J.Bennett,S.Doxtator,D.Mugford,S.Peters The Committee met in camera from 5:04 p.m. to 6:04 p.m. 1.APPROVALOF AGENDA •The agenda was approved on motion of J.Stewart. 2.CONFLICTS OF INTEREST -No conflicts of interest were declared. 3.Confidential personal and legal matters were discussed. 4.RISE AND REPORT Amotionto rise and report was moved byJ. Hunter at 6:04 p.m. and carried. RECOMMENDATION: I.That the motions approved at the 2004September28 In-camera session related to personnel matters be approved. T.ROBERTS, Chairperson The recommendation was adopted on motion of T.Roberts and A.Cartier and carried. 13.MOTION -NOTICE OF WHICH HAS BEEN GIVEN a.Trustee A.Cartier The following motion by Trustee A.Cartier was withdrawn: Whereas as some trustees are receiving calls from parents and others,and the Ministry of Education is receiving communications on the subject; That trustees staff and community participate and determine at what grade sexual diversity discussions will be presented to children, and at what grade it will end. 2004 September 28...78 13.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -cont'd J b.Trustee L.Stevenson The following motion byTrustee L.Stevensonwas postponed tothe2004October26 Board meeting due to lacl<of time to consider the motion: Whereas the Thames Valley District School Boardisa caring,learning community that imparts the value of respect for diversity; And whereas students with exceptionalities are an integral part of school communities that support learning in a caring environment; And whereas the Board is committed to offering a full spectrum of services; Be it resolved that the Board ask the Senior Administration to explore Initiatives to enhance current opportunities for the inclusionof students withexceptionalities in regular classrooms. Administration will provide to SEAC an action plan and recommendations to be considered in the Special Education Plan Review for the 2004-2005 school year. Note: On 2004 October 12,Trustee L.Stevenson requested that consideration of the motion be postponed tothe 2004 November23 Boardmeeting pending publicinputon the issue at the 2004 November 2 Information Committee of the Whole meeting. 14.ADDITIONAL BUSINESS -none 15.COMMUNICATIONS '^ a. ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION (OPSBA)-deferred to 2004 October 26. b.STUDENT TRUSTEES'UPDATE Student Trustees Shannon Ross and Kory Preston reported on their activities/events during September. Shannon commented how exciting it is for her to be working as a student trustee and extended appreciation to all the trustees for making their transition onto the Board a smooth one. She advised that she and Kory have met with Oakridge S.S.and Banting S.S.Student Council representatives and discussed communication issues,ideas,upcoming fundraising initiatives,Senate meetings as well as other events planned for the schools. As well,they met with United Way representatives on 2004 September 28 to discuss upcoming campaign ideas. Kory advised that after speaking to Student Councils from outside the City of London, it became apparent that some schools feel distanced and that a lack of communication exists from school to school as well as student councils to student councils. In order to tackle this issue,Kory has created a website whichincludes message boards that will be linkedto the Board's website to make iteasily accessible to all students in Thames Valley. He advised that the link is to be ready before 2004 October 22. 2004 September 28...79 15.COMMUNICATIONS -cont'd c.ONYOTA'A:KAKALIHUNY*NIHTSLATEHATILIHUTAKWAS (OKT) A letter was received from Linda Doxtator,Education Administrator,OKT,advising the appointment of Bette Summers,OKT Chairperson,Ciinton Cornelius,OKT Vice-Chair,and Phliip Schuyler, Council Portfolio alternate to the Native Advisory Committee.The following motion was adopted on motion of L.Stevenson and T.Roberts: And resolved that Bette Summers and Clinton Cornelius be appointed to the Native Advisory Committee and that Philip Schuyler be appointed the alternate representative Onyota'aika Kalihuny'nihtsia Tehatilihutakwas. d.KAWARTHA PINE RIDGE DISTRICT SCHOOL BOARD -deferred to 2004 October 26 e.ONTARIO ASSOCIATION FOR FAMILIES OF CHILDREN WITH COMMUNICATION DISORDERS A letter was received from Alison Morse,Provincial Coordinator,Ontario Association for Families of Children with Communication Disorders,nominating Susan Seymour to replace Wendie Dupuis as theAssoclation'srepresentativeon the Board's Special EducationAdvisotyCommittee. Thefollowing motion was adopted on motion of P.Sattler and L.Stevenson: And resolved that Susan Seymour be appointed the representative ofthe Ontario Association for Familiesof Children with Communication Disorderson the Board's Special Education Advisory Committee. 16.NOTICE OF MOTION -none 17.GOOD NEWS ITEMS -none 18.ADJOURNMENT The meeting adjourned at 11:45 p.m. on motion S.Peters and P. Jaffe. CONFIRMED:^ airperson 2004 September 28...80 SUMMARY OF APPROVED RECOMMENDATIONS OF 2004 SEPTEMBER 28 -That the Board authorize the Administration to negotiate a contract withC.N.Watson and Associates to undertal<e a LongTerm System AccommodationStudyforthe Thames VaiieyDistrictSchool Boardand That the parameters for the study be as follows: i Assess the impact that demographic trends will have on future accommodation needs ii.Recommend program and facility structures that would enhance the educational and economic strengths of the local communities ill.Demonstrate,under the Ministry's Accountability Framework,"efficient and effective"use of the Board's capital resources; iv.Include in any cost analysis the impact on total board costs/savings of all factors such as,but not limitedto,transportation,facility maintenance,facility operations (heat and utilities),and staffing. V.That the production of any report or recommendation be delayed until such time that the Ministerof Education providesthe promised guidelines on school closure (school facilities review). That the revised policyentitled Community Use of Buildings,Facilities and Equipment (Rental and Lease Agreements)be approved. That the TVDSB Annual Accessibility Plan for 2004-2005 be approved. That the Chair ofthe Board writea letter to the Ministry ofEducation requesting that it respond to monies needed for the 44 special education students who entered the Thames Valley District School Board system in 2004 September. That the Board approve the plan,budget and schedule for the proposed addition and renovations to Clara Brenton Public School. -That Administration proceed to tender the proposed additions and renovations to Clara Brenton Public School. That the Chairs'Committee be asked to develop a Trustee P.D.session,in consultation with the P.D. Committee,to highlight all perspectives on pressing funding issues related to issues such as declining enrolment,school accommodation issues and small/rural schools. That amendments to the Student Admission -Internationai/Out-of-Provlnce/First Nations/Student Exchange Board Policy be forwarded to the 2004 September 28 Board meeting for approval and the procedure for information. -That the^Fliiing Trustee Vacancies on the Board" policybe fonwarded to the 2004 September 28 Board meeting for approval and the procedure for information. That the Naming of Schools policybe fonwarded to the 2004 September 28 Board meeting for approval and the procedure for information That the 2005 Award of Distinction Ceremony be held on 2005 May 05 in the Sir Adam Beck Auditorium. That the Board support paying the 2004 Ontario Student Trustees'Association inthe amount of $2 026.50 and that the Chair write a letter to the Minister of Education suggesting that the Ministry of Education fund the annual expenses of the OSTA. That the Board continue to provide a subscription to the Education Today magazine to school administrators for the next school year. -That the motions approved at the 2004 September 28 in-camera session related to personnel matters be approved. 2004 September 28...81 SUMMARY OF APPROVED RECOMMENDATIONS OF 2004 SEPTEMBER 28 -cont'd And resolved that Bette Summers and Clinton Cornelius be appointed to the Native Advisory Committee and that Philip Schuyler be appointed the alternate representative Gnyota'a:ka Kallhuny'nihtsia Tehatllihutakwas. And resolved that Susan Seymour be appointed the representative of the Ontario Association for Families of Children with Communication Disorders on the Board's Special Education Advisory Committee. 2004 September 28...82 Thames Valley District School Board Title STUDENT ADMISSION- INTERNATIONAUOUT-OF-PROVINCE / FIRST NATIONS/STUDENT EXCHANGE Policy No. Department BUSINESS SERVICES Reference(s)-Education Act,R.s.o.1990,C.e.2,as Amended -Immigration and Refugee Protection Act,S.o.2001,C.27, as amended 'Indian Act (Canada),R.s.c.1985,C.i-S,as Amended 'Procedure -Student Admission -Intemational /Out-of- province /First Nations /Student Exchange Effective Date 2000 Apr. 25 Itis the policy of the Board that: 1.0 2.0 3.0 4.0 international students,unless exempt under Section49(7)ofthe EducationAct,are topay tuition fees in accordance with the Education Act.The Administration,on an annual basis,will determine the fees to be charged. Out-of-Province students from another province within Canada who are Canadian citizens and whose parents or legal guardians do not reside in Ontario are to pay tuition fees in accordance with the Education Act. FinancialServices will calculate annuallythe tuition fee to be paid based on Ministry of Education regulations. First Nations students who reside on a reserve whowish to attend a Thames Valley District School Board school not covered under a tuition agreement with a First Nations education authority are to pay tuition fees In accordance with the EducationAct.Financial Sen/ices will calculateannuallythe tuition fee to be paid based on Ministryof Education regulations. All student exchanges supported bytheThames Valley District SchoolBoardmust be sponsored by an approved exchange organization. They shall be reciprocal innature and,normally,fall within the same school year being September to August of each year. Administered By BUSINESS SERVICES Board Resolution No. Amendment Datels)2004 Sept.28 Amendment Resolution No.12.b 2004 September 28...84 Thames Valley District Scliool Board POLICY Title NAMING OF SCHOOLS Policy No. Department DIRECTOR'S SERVICES Reference(s)Effective Date 2004 Sept.28 It is the policy of the Board that,prior to determining the name for a new school or considering a name change for an existing school,Trustees will engage In consultation with the community in accordance with the attached procedure. Administered By DIRECTOR'S SERVICES Board Resolution No.12.b Amendment Date(s)Amendment Resolution No. Page 84 of 84