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10/10/2006 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2006 OCTOBER 10,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal -material 1.CALL TO ORDER V 2.O CANADA V 3.SPECIAL MUSICAL PRESENTATION -Beal Secondary School V 4.APPROVAL OF AGENDA M 5.OFFICIAL RECORD M 6.RECOGNITIONS a.EcoSchool Certification -Southside P.S.,Woodstock, -Dunwich-Dutton P.S.,Dutton V 7.CONFLICTS OF INTEREST V 8.CHAIR'S ANNOUNCEMENTS V 9.DIRECTOR'S ANNOUNCEMENTS V 10.PRESENTATIONS a.Richard Renneboog,Network to Learning M 11.MINUTES OF THE REGULAR BOARD MEETING OF 2006 September 26 M a.Confirmation of Minutes b.Business Arising from the Minutes 12.REPORTS FROM THE ADMINISTRATION a.School Accommodation Status Update M 13.REPORTS OF COMMITTEES a.Policy Working Committee,2006 September 26 M b.Chairs'Committee,2006 October 04 M c.Citizens'Advisory Committee on Honoraria M d.Special Education Advisory Committee,2006 September 11 M e.Committee of the Whole,In Camera,2006 October 10 V (• 14.COMMUNICATIONS a.Ontario Public School Boards'Association -Update V b.Student Trustees'Update V 15.NOTICE OF MOTION -none 16.MOTION -NOTICE OF WHICH HAS BEEN GIVEN a.Trustee L.Stevenson M b.Trustee J.Stewart M 17.ADDITIONAL BUSINESS 18.QUESTIONS/COMMENTS BY MEMBERS a.Trustee Art Cartier M 19.ADJOURNMENT /'N THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING,PUBLIC SESSION 2006 OCTOBER 10 The Board met in regular sessionon 2006 October 10 in the Board Room atthe Education Centre,meeting in public session from 7:00 p.m.to 9:25 p.m.The following were in attendance: TRUSTEES J.Hunter D.Anstead J-Kozcik J.Bennett D. Mugford A.Cartier (+8:47)K.North ADMINISTRATION AND OTHERS B.Greene S.Hughes C.Murphy L-Hutchinson M.Sereda B.Tucker J. Thorpe B.Wagner K.Dalton K.Wilkinson Regrets: T. Roberts, G. Hart, P. Jaffe Absent:J.Henry S.Peters P.Battler-Acting Chair J.Stewart L.Stevenson K.Bushell S.Christie D.Dennett K.Meeson J.Roth W.Scott 1.CALL TO ORDER Acting Board Chairperson P.Sattlercalledthe meeting to order. 2./3. O CANADAAND MUSICAL PRESENTATION The appreciation of the Board was extended to the Beal Secondary School's (London)Guitar Ensemble, and Conductor Andy Parr for leading inthe singing ofO' Canada and performing two musical selections. 4.APPROVAL OF AGENDA The agenda was approved on motion ofJ. Stewartand S. Peters. 5.OFFICIAL RECORD S.Christie,Supervisor -Corporate Services,readthe following official record into the minutes: We regret to record the death of Ausdrey Murillo,a 14-year-old student at Huron Park Secondary School.Woodstock,on2006September24. 6.RECOGNITIONS ECOSCHOOL CERTIFICATION The congratulation ofthe Board was extended tothe principals,students and staff ofSouthside P.S. Woodstock,and Dunwich-Dutton P.S.,Dutton,as this year's recipients of EcoSchool certification. Each school received a certificate and plague in recognition ofits initiative and organizational skills in addressing environmental issues through various school greening projects. 7. CONFLICTSOF INTEREST- Noconflictsof interest were declared. 8.CHAIR'S ANNOUNCEMENTS -none 2006 October 10...2 9.DIRECTOR'S ANNOUNCEMENTS B.Bryce,Director of Education,announced that Thursday.2006 October 05 was "World Teachers- Day".Mr.Bryce advised that he attended a "World Teachers'Day"ceremony held at Althouse College where retired TVDSB teacher Bob Chatfield was honoured and his name added to the Teacher Wall of Fame". 10.PRESENTATIONS NETWORK TO LEARNING Richard Renneboog and Vicki Mayer representing the organization Accommodation.Training and Ne^orking for Persons with Disabilities (ATN)presented a proposal for Thames Valley schools to parttcipate in a Penny Campaign.Ms.Mayer explained that ATN is a London-based non-profit organization that provides training for individuals with disabilities,opportunities for employment improving inclusion as members of the community and role models for others Mr Rennebooq explained that the Penny Campaign will assist ATN in making success more attainable for persons with disabilities.^- Vice-Chair Sattler thanked the presenters for an informative presentation advising them that a trustee may bnng a motion endorsing the proposal to a subsequent Board meeting for trustees' consideration.Trustee Stevenson suggested that information regarding the ATN Penny Campaiqn be providedto School Councils across the District. 11. a. CONFIRMATION OF MINUTES The minutes of the 2006 September 26 meeting were approved on motion of D.Mugford and D. MDStSSG. b. BUSINESS ARISINGFROM MINUTES - none 12. REPORTS FROM THE ADMINISTRATION a.SCHOOL ACCOMMODATION STATUS UPDATE Executive Superintendent Thorpe presented an update on available capital funds and recent developments related to pupil accommodation issues and school enhancements.He souqht Board direction for next steps to be included in a follow-up report to the Board on 2006 October INTRODUCTION Exec.Supt Thorpe explained that,as highlighted during the development of the Draft Capital Plan the Board faces significant challenges and opportunities related to the numbers and ^cations of its schools such as declining enrolment,areas of grovrth and attracting significant dollars for improvements and new facilities through the Ministry Capital Planning process. The Ministry is currently reviewing the Board's draft Capital Plan which was submitted In the spring of 2006.Trustees have requested that the Administration identify projects in the draft Plan which might proceed ahead of the Ministry response. Exec.advised that the report is intended to provide an update on capital funds currently held by the Board or approved for.release by the Ministry to the Board,and to hiqhliaht potential initiatives and projects which could.be considered by the Board.Following such review and the provision of direction,the Administration could prepare a follow-up report for the 2006 October 24 Board meeting in which specific recommendations would be introduced for possible consideration. The Administration recognized that Trustees would be seeking public input on those options affecting current schools and school communities.The report would assist in providinq the context for such input.It was noted that sufficient funds do not currently exist to proceed with all of the potential projects as outlined below. r 2006 October 10...3 12.REPORTS FROMTHE ADMINISTRATION •cont'd a.SCHOOL ACCOMMODATION STATUS UPDATE - cont'd FINANCIAL STATUS •FUNDS CURRENTLY HELD OR COMMITTED BY THE MINISTRY - cont'd FINANCIAL STATUS •FUNDS CURRENTLY HELD OR COMMITTED BY THE MINISTRY Reserve Funds Proceeds of Disposition Ottier Capital UnassignedNew Pupii Places (NPP) Elementary (558.6) Prohibitive to Repair (PTR) Elementary (200) Secondary(187) PrimaryCiass Size (NPP) Elementary (1,541) Good Places to Learn (GPTL) Stage II TOTAL $ 3 428 000 $ 1 946 000 $ 9 003 560 $3 223 616 $ 5 557 290 $24 837 960 $4 661 310 $52 657 736 (Existing Enrolment Pressure Grant received) (PTRGrant-CaradocSouthP.S.) (RemainderPTR Grant-Strathroy District Collegiate Institute) (may only be spent on PCS projects as per Ministry requirements and subsequent resolution at the September 26 Board meeting) (Stage II allocation to be used for high and urgent programneeds) FUNDING AVAILABLE FOR CAPITAL PROJECTS These funds may be used separately or in appropriate combination to support specific priority capital and school enhancement projects such as those illustrated later in this report.Some of the available dollars have already been committed to projects which the Board has approved. A summary of committed expenditures was presented as follows; Strathroy District Collegiate Institute addition and renovation Medway High School addition and renovation (design only) Glendale High School addition and renovation (conceptual design only) Jack Chambers PublicSchool renovations and addition for PCS needs;relocating,leasing and purchase ofportable classrooms Funding assigned toapproved projects TOTAL $ 6 321 360 $350 000 $13 000 $ 3 150 000 $ 9 834 360 2006 October 10...4 12. REPORTS FROMTHE ADMINISTRATION - cont'd a. SCHOOL ACCOMMODATION STATUS UPDATE - cont'd FINANCIAL STATUS -FUNDS CURRENTLY HELD OR COMMITTED BY THE MINISTRY - cont'd When the $9 834 360 committed is subtracted from the total funding available of $52 657 736 the balance of $42 823 376 is available to the Board for additional projects proposed in the draft Capital Plan which could proceed prior to Ministerial response. identified to accommodate the requirementsofthePrimaryClassSizeinitiative.Those funds must be spent on that initiative but may be used in combination with other funds to support additional enhancements in a given school beyond I Oo. PROPOSED PUPIL ACCOMMODATION AND ENHANCEMENTS Good Places to Learn -GPTL Stage II Aplan must be developed to use the Stage II Program Enhancement allocation ($4 661 310)for program needs within schools.It was noted that all GPTL funding must be used on prolects that are listed as a high or urgent need as designated in the Recapp database including program needs.The Administration will develop a prioritized list of eligible enhancement projects in order to use this available funding. Prohibitive to Repair remaining in the Prohibitive To Repair (PTR)reserve as well as in the New Pupil Places (NPP)grant can be used for Strathroy District Coliegiate Institute to fund a portion of the proposed addition for Strathroy District Collegiate Institute. The Adniinistration will require direction on the use of the PTR funding which has been received for Caradoc South Public School as identified in the Financial Status section.The followinq two options exist:® retain all of the funds ($3 223 616)pending the outcome of the process required under new school closure guidelines; release some or all of the funds to be allocated to designated projects. Under the GPTL initiative,four schools have been designated by the Ministry as candidates for I 11\as follows. Lucan Public School; M.B. McEachren PublicSchool; Plover Mills Public School; •Sweaburg Public School. The Board may also propose additional PTR candidates to the Ministry for their review and prepare a business case to support such proposais.Schools which could be considered for PTR designations are as follows:r i r\ •Balaclava St. Public School; • Drumbo Central PublicSchool; Elmdale Public School. The Board will need to make a decision if it wishes to request replacement NPP for all or some of the schools listed above and authorize the development of a business case to support such a decision for review by the Ministry.At this time,the "rules"for such submissions have not been issued by the Minist^although the Director was advised at arecent meeting with Ministry officials that thereleaseof this information is anticipated by theendof 2006 October. 2006 October 10...5 12.REPORTS FROM THE ADMINISTRATION -cont'd a.SCHOOL ACCOMMODATION STATUS UPDATE -cont'd PROPOSED PUPIL ACCOMMODATION AND ENHANCEMENTS -cont'd If so directed,the Administration will develop specific recommendations regarding business cases in this area for Trustee consideration at the 2006 October 24 meeting of the Board. POSSIBLE MODIFICATION TO THE DRAFT CAPITAL PLAN As previously discussed,the Ministry's Capital Planning process anticipates modifications over time as circumstances warrant and lience the concept of a rollingplan subject to annual review was developed.While the process for application has not yet been released,the Ministry has modified the processes of the Prohibitive to Repair concept which allows the Board to authorize the development of a business case for additional candidates for PTR status. Plover Mills -Prince Andrew -Leesboro Central Under the Good Places to Learn initiative,a number of schools have been identified as candidates for Prohibitive to Repair (PTR), including Plover Mills Public School.A business case,if authorized by Trustees,could be developed for New Pupil Places (NPP)for Plover Mills Public School.The potential designation of Plover Mills Public School as a PTR school would provide an opportunity for a modification to the Draft Capital Plan. The current Draft Capital Plan calls for Leesboro Central Public School to close with some of Its students to be accommodated at Northdale Central Public School in Dorchester with renovations to Northdale Central.The potential designation of PTR for Plover Mills Public School and the associated funding provide an opportunity for the consolidation of Plover Mills,Leesboro Central and Prince Andrew Public Schools into one new facility on a site more central to the area. If so directed,the Administration will develop a specific recommendation in this area for Trustee consideration at the 2006 October 24 meeting of the Board. AREAS OF USE OF CAPITAL FUNDS Primarv Class Size The Board has been allocated 1,541 NPP which equates to a construction value of approximately $24.8M to provide accommodation for the Primary Class Size initiative. The 2006-07 approved plan to implement PCS provides for: purchase of approximately 30 portables; •lease of approximately seven portables; •renovation to Mountsfield Public School. The Board may also commence design and construction of permanent accommodation at the following schools: Chippewa Public School; •Clara Brenton Public School; •Forest Park Public School; Kensal Park French Immersion School. The above noted schools have all been allocated two classrooms (46 NPP)for their PCS needs which equate to approximately $800 000 of construction value each.Alsoany elementary school addition which contains additional classrooms to accommodate the PCS initiative may be funded using the PCS allocation to fund these classrooms. 2006 October 10...6 12.REPORTS FROM THE ADMINISTRATION -cont'd a.SCHOOL ACCOMMODATION STATUS UPDATE -cont'd AREAS OF USE OF CAPITAL FUNDS -cont'd Exec. Supt. Thorpe noted that PCS allocation can only be used for accommodation costs associated withthe PCS initiative for existing schools and not for new school PCS construction costs. The allocation forPCS ($24837 960) is a one-time grant which must address allPCS accommodation requirements ofthe Board.If so directed,the Administration will develop specific recommendations in this area for Trustee consideration atthe 2006 October 24 meeting of the Board. New Elementary School Sites The Board should proceed to acquire the following new school sites as soon as possible so that design can commence once capital funding is available: Elmdale (replacement site); Lucan (replacement siteor addition to existing site): •Southeast,St.Thomas; Stoney Creek,London. It was noted that the Board has directed the Administration to investigate the purchase ofsites listed above.The Board may also wish to direct the Administration to investigate a potential replacement site for Plover Mills Public School. It was noted that the Board may use existing reserve funds,proceeds from dispositions and/or NPP to purchase sites since the TVDSB does not qualify for Education Development Charges (EDC). New Elementary Schools Design and construction of new elementary schools may commence immediately atthe following locations once sites are purchased: • Elmdale PublicSchool (replacement); •Southeast St.Thomas; •Stoney Creek,London. Design and construction of new elementary schools may commence as soon as capital funding and/or PTR designation is approved by the Ministry for the following schools and,where required, consistent with school closure guideline requirements when those are received from the Ministry: •Drumbo Central Public School (replacement Including consolidation with Princeton Central); •Lucan Public School (replacement including consolidation with Biddulph Central Public School); •Plover Mills (replacement including possible consolidation with Leesboro Central and Prince ' Andrew Public Schools). If so directed,the Administration will develop specific recommendations in this area for Trustee consideration at the 2006October24 meeting ofthe Board. Additions and Renovations Design and construction of additions and renovations may commence immediately with existing funding through reserve funds,GPTL,Stage II Program Enhancement,PCS and existing NPP at any of the following schools: •Algonquin Public School; •Caradoc Central Public School; •Hickson Central Public School; •Northridge Public School. 2006 October 10...7 12.REPORTS FROM THE ADMINISTRATION -cont'd a.SCHOOL ACCOMMODATION STATUS UPDATE -cont'd AREAS OF USE OF CAPITAL FUNDS -cont'd Where required and consistent with school closure guidelines which are yet to be received from the Ministry,design and construction of additions and renovations may commence immediately with existing funding through reserve funds,GPTL,Stage II Program Enhancement,PCS, existing NPP (and possibly PTR if approved by the Ministry)at the following schools: • A. E.Duffield Public School; •Edward Street Public School. Final design and construction may commence for the following additions once capital funding has been approved by the Ministry; •Glendale High School (a public input meeting was held 2006 September 28); •Medway High School. If so directed,the Administration will develop specific recommendations in this area for Trustee consideration at the 2006 October 24 meeting of the Board. FRENCH IMMERSION Another issue facing the Board is the accommodation of French Immersion for 2007 September. The accommodation of French Immersion students generally and in both of the City of London and Elgin County (St.Thomas)specifically has been an issue before the Board on a number of occasions.The continued growth of the program along with the limited space in the existing facilities will require action for the 2007-08 school year. The long-term recommendations for the French Immersion Program are part of the Draft Capital Plan that has been submitted to the Ministry of Education for which boards are awaiting a response.However,since it is not possible to implement any long-term solutions prior to the 2007-08 school year,the Administration is requesting Board direction to consider and to report back on 2006 October 24. The following four possibilities exist to address this matter: i. moving program components such as late immersion to alternate locations and identifying temporary space for the 2007-08 school year; ii.creating additional dual track situations using existing space pending implementation of permanent solutions; ill.creating additional single track sites in temporary accommodation (non-Board sites,if available); iv.limitation of 2007-08 French Immersion enrolment. If so directed,the Administration will develop specific recommendations in this area for Trustee consideration at the 2006 October 24 meeting of the Board. CONCLUSION AND DIRECTION Supt.Thorpe advised that the report identifieda series of projects which the Board can consider and proceed with prior to a response by the Ministry on the Draft Capital Plan. The funding available is limited and,therefore,so is the number of projects which can be undertaken.The extent of work that can be completed is dependent on the various funding sources and how they are combined. 2006 October 10...8 12.REPORTS FROM THE ADMINISTRATION -cont'd a.SCHOOL ACCOMMODATION STATUS UPDATE -cont'd CONCLUSION AND DIRECTION -cont'd As an example, there is lil^ely sufficient funding to undertake the construction of one new elementary school;however,there would,as a result,not be sufficient funding remaining to undertake any additional projects listed.Alternatively,it may be possible todomostor all ofthe projects identified in section 6.4.1 (Additions and Renovations)but there would not beany funds available for anynew school.Sincethe acquisition ofschoolsites has been identified as a need and asa priority,available funds for projects would need tobe reduced by the amount utilized to acquire school sites. It is the intention of the Administration,based upon Board direction,to prepare a table ofoptions for Board consideration based on the funding areas available in the report to be prepared for the 2006 October 24 Board meeting.This options table wou\6 be constructed based on the following guidelines and provide a series of alternatives; •funding available subsequent tothe acquisition ofschoolsites; •construction ofone new school and any additional projects which are identified In section 6.4; •construction of additions and renovations possible considering no new school; •PCS projects possible using funding approved by the Ministry which can be tied to enhancements to a school. No projects will be considered for this table that would involve a school closing.These projects would await Ministry response tothe Draft Capital Plan and funding announcements.An amount of $42 823 376 is available to the Board for appropriate expenditures. Summary of Issues For eachofthe following summarized issues,the Administration requested Board direction as part of the preparation forthe report for 2006 October 24. 1.Direction with respect tothe PTRfundsforCaradocSouth Public School: retain all of the funds ($3 223 616)pending the outcome ofthe process required under new school closure guidelines; •release some or all ofthe funds tobe allocated to designated projects. 2.Schools tobe considered for the development ofa Business Case for Prohibitive to Reoair (PTR)Funding. 2.1 The following schools have been identified: •Lucan Public School; •M.B. McEachren Public School; •Plover Mills Public School; •Sweaburg Public School. 2.2 The following schools could be proposed to the Ministry and a business case developed: •Balaclava Public School; •Drumbo Central Public School; •Elmdale Public School. 3.An amendment to the Draft Capital Plan specifically on the Plover Mills-Prince Andrew- Leesboro Central consolidation based onthe designation of Plover Mills as a PTR school. 4.Schools thatcan proceed with Primary Class Size (PCS)funds and additions that have been allocatedtwoclassrooms (46 NPP).The following schools have been identified: •Chippewa Public School; •Clara Brenton Public School; •Forest Park Public School; •Kensal Park Public School. 2006 October 10...9 12.REPORTS FROM THE ADMINISTRATION -cont'd a.SCHOOL ACCOMMODATION STATUS UPDATE -cont'd CONCLUSION AND DIRECTION -cont'd 5. A list of school sites that require action for purchase: •Elmdaie (replacement); • Lucan (replacement or addition to existing site); •Southeast St.Thomas; •Stoney Creek,London. 6. A list of new schools (limited to one based on funding)that can proceed immediately: •Elmdaie Public School (replacement); •Southeast St.Thomas; •Stoney Creek,London. 7. A list of school that can proceed with Ministry funding and the issuing of School Closure Guidelines.Allof the schools below would be impacted by the release of the Ministry School Closure Guidelines. •Drumbo Central Public School replacement tied to Princeton Central Public School Consolidation; •Lucan Public School replacement tied to Biddulph Central Public School consolidation; •Plover Mills Public School replacement tied to PTR and Leesboro Central Public School and Prince Andrew Public School consolidation. 8. A list of school for which additions and renovation can proceed with available funding: • Algonquin Public School; •Caradoc Central Public School; •Hickson Central Public School; •Northridge Public School. 9. Specific recommendations on options available with respect tothe accommodation ofFrench Immersion in the Cityof London and Elgin County for September 2007.The four options are: • moving program components such as late immersion to alternate locations and identifying temporary space for the 2007-08 school year; •creating additional dual track situations using existing space pending implementation of permanent solutions; •creating additional single track sites in temporary accommodation (non-Board sites,if available); •limitation of French Immersion enrolment for 2007-08. Trustees considered the above items 1 through 9 and provided the following direction to the Administration. The following motion,related to item 1,was moved by S.Peters and J.Hunter and carried: That Prohibitive to Repair funds be retained until a final determination is made regarding Caradoc South P.S. The following motion,related to item 2,was moved byJ.Bennett and L.Stevenson and carried: That the Administration proceed with the development of business cases for the schools listed in Section 2.1 and 2.2 of the report under Prohibitive to Repair:Lucan,McEachren, Plover Mills,Sweaburg,Balaclava,Drumbo Central and Elmdaie Public Schools. 2006 October 10...10 12.REPORTS FROM THE ADMINISTRATION -cont'd a.SCHOOL ACCOMMODATION STATUS UPDATE -Summary of Issues -cont'd The following motion,related to item 3, was moved by L.StevensonandJ.Steward and carried: That authority be given tothe Administration to amend the draft Capital Plan onthe Plover Mills-Prince Andrew-Leesboro Central consolidation basedonthedesignation ofPlover Mills as a Prohibitive to Repair school as outlined in the School Accommodation Status Update of 2006 October 10 to the Board. The following motion,related to item 4, was moved byL.Stevenson and D.Anstead and carried: That the Administration report at the 2006 October 24 Board meeting regarding the following schools proceeding with Primary ClassSize funds and additions thathavebeen allocated two classrooms;Chippewa,Clara Brenton.Forest Parkand Kensal Park Public Schools. The following motion,related to item 6,was moved by L.Stevenson and D.Mugford and carried: That new schools for Elmdale P.S.and south-east St.Thomas proceed when funding becomes available and that the Administration prioritize the projects. Trustee Bennett was absent for the vote. The following motion,related to item 8,was moved by J.Stewart and D.Anstead and carried; That the Administration bring a report to the 2006 October 24 Board Meeting regarding additions and renovations to Algonquin,Caradoc Central,Hickson Central and Northridae Public Schools.^ Trustee Bennett was absent for the vote. The following motion,related to item 9,was moved by D.Anstead and L.Stevenson and carried: That the Administration bring a report to the October 24 Board meeting based on the following options: a.moving program components such as late immersion to alternate locations and identifying temporary space for the 2007-08 school year;and, b.creating additional dual track situations using existing space pending implementation of permanent solutions. Trustee Bennett was absent for the vote. It was noted that items 5and7donot require further direction at this time. 2006 October 10...11 13.REPORTS OF COMMITTEES a.REPORT OF THE POLICY WORKING COMMITTEE 2006 September 26 2:40 p.m.-4:30 p.m. MEMBERS ADMINISTRATION AND OTHERS J. Bennett (Chair) T. Roberts B.Bryce 8.Christie D. Mugford P. Battler (-4:07) G. Hart (2:46) Regrets:P.Jaffe 1.APPROVAL OF AGENDA A motion to approve the agenda was carried. 2.CONFLICTS OF INTEREST-none declared. 3.COMMITTEE REPORT OF 2006 MAY02 ANDTRACKING SHEET-provided for information 4.INTRODUCTION OF DRAFT POLICY/PROCEDURE -none 5.CONSIDERATION OF POLICY/PROCEDURE FOLLOWING PUBLIC INPUT a. Provincial Report Card:Guidelines for Students with Special Learning Needs Learning Supervisor Bev Noble joined the meeting.She reported that no public input was received regarding proposed changes to the independent procedure "Provincial Report Card:Guidelines for Students with Special Learning Needs". Ms. Noble responded to trustees'questions. The following motion was moved and carried: That proposed amendments to the independent procedure "Provincial Report Card: Guidelines for Students with Special Learning Needs be forwarded to the Board on October 10,2006,for information. b.Attendance Areas for Students Executive Superintendent John Thorpe joined the meeting to report on public input received from two parents regarding proposed amendments to the procedure "Attendance Areas for Students". One parent expressed theviewthatSection3refers onlytoa situation whereexcessive numbers of Grade 8 students apply to a single secondary school and felt it should address allgrades. Thesecond parentasked thatthe annual review bewaivedandthat, once accepted,such pupils should be guaranteed future placement inthe out-of-area school. It was agreed to support the procedure as presented without further revision. The following motion was moved and carried: That proposed amendments to the procedure "AttendanceAreas forStudents" be forwarded to the Board on 2006 October 10 for information. 2006 October 10...12 13.REPORTS OF COMMITTEES-cont'd a.REPORT OF THE POLICY WORKING COMMITTEE -cont'd 6.DRAFT POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION - none 7.SUGGESTED POLICY/PROCEDURE REVISIONS a.Promotional Practices:Selection Procedures and Appointments of Principals and Vice- Principals Supt.Kaja Haveika joined the meeting to discuss amendment to Section 1.2.1 ofthe independent procedure "Promotional Practices:Selection Procedures and Appointments of Principalsand Vice-Principals". He advised that Human Resource Services is in the process of revising the promotional practices process and described the rationale for an initial change to remove the acting vice-principalship asa criteria for entry into the interview process.This change has been discussed with Operations Council andthe Human Resources Administrative teamand was received well.Supt.Haveika advised the change is consistent with the process in place bymany boards in the province. It was agreed that it was not necessary to receive public input related to the amendments.The following motionwas, therefore, moved and carried: That proposed amendments tothe independent procedure "Promotional Practices: Selection Procedures and Appointments of Principals and Vice-Principals"be forwarded to the Board on 2006 October 10 for information. b.Student AdvisoryCouncil Procedure Board Chair Hart presented proposed amendments to the Student Advisory Council procedure.Revisions toSection 2.0were considered in which thestudent trustees would identify a past Board Chair currently on the Board to serve as their mentors and to Section 4.0-Budget,regarding submission ofexpense staternents. The following motion was moved and carried: That proposed amendments to the Student Advisory Council procedure be posted tothe Board's website for 60 days for public input. c. StudentTrustees onthe Board Policy and Procedure Proposed amendments tothe policy and procedure on Student Trustees onthe Board were considered.It was noted that the several of the amendments to the policy reflect revisions to the Education Act through Bill 78 related to student trustee participation on Board committees,and voting.Other revisions included amendments tothe election process,voting and planning orientation sessions. It was agreed that Section 6 of the policy should be consistent with the wording of Section 3.6ofthe Student Advisory Council procedure related tothe number of Council meetings to be held during the students'term of office,specifically: "Up to three times per year (in addition to the focus meeting organized by the Board to elect the Student Trustees)". It is expected that further revisions will be required tothe policy and procedure once the regulations supporting Bill 78 are received. 2006 October 10...13 13.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE POLICY WORKING COMMITTEE -cont'd 7.SUGGESTED POLICY/PROCEDURE REVISIONS -cont'd c.Student Trustees on the Board Policy and Procedure -cont'd The following motion was moved and carried: That proposed amendments to the Student Trustees on the Board policy and procedure be posted to the Board's website for 60 days for public input. 8.OTHER BUSINESS a.2006-07 Committee Meeting Dates Meeting dates for the 2006-07 school year were considered.It was agreed to hold future meetings from 3:00 to 4:30 p.m.on the fourth Tuesday of the month.The following motion was moved and carried: That the Policy Worl<ing Committee mandate be amended to reflect that the Committee will normally meet the fourth Tuesday of each month during the school year. 9.ADJOURNMENT A motion to adjourn the meeting at 4:30 p.m.was approved. RECOMMENDATION: That the Policy Working Committee mandate be amended to reflect that the Committee will normally meet the fourth Tuesday of each month during the school year. J.BENNETT Chairperson The recommendation was adopted on motion of J.Bennett and D.Mugford.Trustees Stewart and Hunter were absent during voting. b.REPORT OF THE CHAIRS'COMMITTEE 2006 October 04 2:10 p.m.-3:56 p.m. MEMBERS ADMINISTRATION AND OTHERS P.Battler,Chair J.Hunter B.Bryce J.Bennett S.Christie Regrets:G.Hart 1.APPROVAL OF AGENDA -The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared 3.REVIEW OF OCTOBER 10,2006,BOARD AGENDA The agendas for the October 13 in-camera and Board meeting were discussed and updated. 2006 October 10...14 13.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE CHAIRS'COMMITTEE -cont'd 4.CORRESPONDENCE A letter from the Corporation ofthe Town of Tillsonburg regarding public school properties will be includedinthe trustees'information packages. 5.CAPITAL PLAN ADVISORY SUB COMMITTEE MEETINGS One of the following dates was suggested to hold Capital Plan Advisory subcommittee meetings:2006 November 6,9,16,20,23and30. Trustees will receive a fax asking them to indicate their availability. Although a single date for the four regional meetings is preferred,it wassuggestedthatthe sub committees havethe opportunity toset theirspecific meeting dates. The specifics ofthe agenda will be determined once the date(s) Isset. 6.MPP MEETING The agenda for the MPP meeting of October 6 was discussed and trustee speakers identified.Supervisory officers will be available as a resource to the discussions; 7.TRUSTEE CAUCUS Datesforthe planned trusteecaucuswerediscussed.It wasagreedtoschedulethecaucus for October 17.Trustees will be asked to indicate their preference for a 5:00 or 7:00 p.m. meeting start. 8.RECOGNITION OF TRUSTEES NOT RETURNING Itwas suggested that outgoing trustees be recognized for their service to the Boardand Thames Valley students at the November 28 Board meeting. 9.NEW TRUSTEE ORIENTATION Mr.Bryce sought input on the format for the new trustee orientation session.It was suggested that itbe based on the Trustee Handbookand that the Board's solicitorbe invited to speak to the confidentiality and legal responsibilities of trustees early in the new year. Individual,in-depth sessions could be scheduled for topics such as the Budget,committee structure,departmental overviews,etc.It was further suggested that the committee structure,Board Bylaws and thetrustee handbookbe discussed at a session on November 21 at 5:00 p.m. 10.OTHER BUSINESS -none 11.DATE AND TIME OF NEXT MEETING The next meeting was scheduled for 2006 October 18 at 9:30 a.m. 12.ADJOURNMENT A motion to adjournthe meetingwas movedat 4:00p.m. RECOMMENDATIONS:none G.HART Chairperson Director Bryce referred to item 9.New Trustee Orientation,advising that David Williams,Board Solicitor,is available to attend either ofthe two Board meetings in 2007 January tospeakto confidentiality and legal responsibilities of trustees. 2006 October 10...15 13.REPORTS OF COMMITTEES -cont'd c.CITIZENS'ADVISORY COMMITTEE ON HONORARIA The Director presented a report which provided the input required under Regulation 357/06 from the Citizen's Advisory Committee on Honoraria to assist Trustees in arriving at honoraria rates for: the period 2005 September 01 to 2006 November 30; the year commencing 2006 December 01 and; attendance at specified committee meetings {SEAC and SALEP). Under regulation 357/06,the Citizens'Advisory Committee on Honoraria is required to report its recommendation for trustee honoraria for the two periods 2005 September 01 to 2006 November 30 and the term commencing 2006 December 01 in the form of a percent of the maximum amount allowed under the Regulation and to make a recommendation,as a percentage,on the maximum allowable amount for attendance by Trustees at Special Education Advisory Committee and Supervised Altemative Learning Education Program meetings commencing 2006 December 01. On 2006 September 12,the Board appointed the six-member Citizens'Advisory Committee of Don Draper,Fred Freeman,Brenda Hopkins,Arlene Morell,Jeff Scott and Ron Watts.The Committee provided a report for consideration and were present to answer questions of clariHcation. Under the Regulation,the Board is required to pass a motion by 2006 October 31 addressing these three aspects on honoraria for Board members.Again,under the terms of the Regulation, the Board may determine any percentage amount that it wishes as long as the percent does not exceed 100%of the maximum amount calculated under the terms of the Regulation. As of 2006 October 04,there has been no decision received from the Ministryon the extent to which it will fund the retroactive/go forward amounts.Cost will be dependent on the percentage amounts determined by the Board and any funds to offset the costs provided by the Ministry. The maximum amount for the period 2005 September 01 to 2006 November 30 is $14 948.70 per trustee or a total of $194 333.10.The portion of this amount that covers the 2005 -2006 budget year has been encumbered from the 2005 -2006 budget surplus in case the Ministry does not provide funding.That amount is $155,466.48.Funds for 2006 September 01 to 2006 November 30 would have to come from the 2006 -2007 Budget or Ministry funding.It was noted that the Board is required to make a decision on all aspects of Trustee honoraria by2006 October 31. Copies were provided of an email received from the members of the Citizens'Advisory Committee on Honoraria dated 2006 October 04 and a memorandum dated 2006 July 14 from Director Bryce regarding Ontario Regulation 357/06 -Honoraria for Board Members. RECOMMENDATION: That in accordance with the provisions of Regulation 357/06 (Honoraria for Board Members),the Thames Valley District School Board determine the percentage of the allowable amount for Trustee Honoraria for: the period 2005 September 01 to 2006 November 30, the 12-month period commencing 2006 December 01 and the Attendance Amount for attending any meeting of a committee of the board that is required to be established under the Act or Regulation (SEAC, SALEP). 2006 October 10...16 13.REPORTS OF COMMITTEES -cont'd c.CITIZENS'ADVISORY COMMITTEE ON HONORARIA-cont'd The following amendment was moved by L.Stevenson and J. Hunter and carried: That in accordance with the provisions of Regulation 357/06 (Honoraria for Board Members), the TVDSB determine,that; • Trustee honoraria for the period 2005 September 01 to 2006 November 30. shallbe 100%ofthe allowable amountas determined in Section 11 ofthe Regulation:and, •Trustee Honoraria for a member,the Chair and the Vice Chair for the temi of office commencing 2006 December 01. shall be 100% of both the base amounts and the enrolment amounts for theyear,and 0%for the attendance amount,payable for theyear. The following motion was moved byJ.Bennett and J. Hunter and carried: That the Citizens'Advisory Committee on Honorariabe disbanded with the Board's thanks. e.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2006 October 10 MEMBERS PRESENT P.Sattler (Chair) D.Anstead J.Bennett A.Cartier J.Koscik D.IVIugford K.North S.Peters L.Stevenson J.Stewart ADMINISTRATION AND OTHERS B.Bryce B.Greene C. Murphy M.Sereda J.Thorpe D.Blair K.Dalton J.Empringham S.Hughes L.Hutchinson W.Tucker B.Wagner K.Wilkinson S.Christie C.Dennett Regrets:G. Hart. J. Hunter, P. Jaffe, T.Roberts Absent:J. Henry The Committee met in camera from 5:00 p.m.to 5:36 p.m. 1.APPROVAL OF AGENDA The agenda was approved on motion of J.Stewart. 2.CONFLICTS OF INTEREST -none 3.Confidential legal, propertyand negotiation matters were discussed. 4.RISE AND REPORT A motion to rise and report was moved by J.Stewart at 5:36 p.m.and carried. RECOMMENDATIONS: 1.That the motions approved at the in-camera session related to a property matter,a negotiations matter and ratification ofas tentative agreement be approved. 2006 October 10...17 13.REPORTS OF COMMITTEES -cont'd e.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2.That the proposal for architectural services be awarded to DIckson Partnership Incorporated Architects,Cornerstone Architecture Inc.,Malhotra Nicholson Architects inc.and Architects Tillmann Ruth Mocellin Inc. (aTRM) to provide architectural services for a three-year term from 2006 October 30 to 2009 October 30 with the option to extend the term of the contract for an additional two years. P.SATTLER, Chairperson The recommendations were adopted on motion of J.Bennett and 8.Peters.Trustee Stevenson was absent for the vote. 14.COMMUNICATIONS a. ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION (OPSBA)- UPDATE Trustee Anstead reported that at the OPSBA Board of Directors'meeting held on 2006 September 30,Lieutenant Governor James Bartleman presented information regarding thefourth phase of his innovative literacy programs,"Club Amick"established to create new opportunities for aboriginal youth In the Far North.Trustee Anstead also commented on a Provincial government initiative regarding electoral reforms. Trustee Stevenson advised that the Literacy and Numeracy Secretariat has approved the Critical Media Literacy project developed by Dr.Peter Jaffe and Ray Hughes.The project provides children with critical literacy skills to improve achievement in school and to develop healthy relationships free of the influence of media violence.Congratulations were extended to Trustee Jaffe and Mr.Hughes for their leadership in moving this significant initiative forward. b.STUDENT TRUSTEES'UPDATE Student Trustee Koscik advised that he and Student Trustee North are arranging a date for a Student Advisory Council meeting.Currently,they are also contacting secondary schools to obtain information about Student Council representatives. 15.NOTICE OF MOTION -none 16.MOTION -NOTICE OF WHICH HAS BEEN GIVEN a.Trustee Stevenson's motion was withdrawn having been previously addressed under agenda item 12 a. b.Trustee Stewart's motion was deferred to the Board meeting of 2006 October 24. 17.ADDITIONAL BUSINESS -none 18.QUESTIONS/COMMENTS BY MEMBERS Trustee Cartier asked if the Board will be holding a public meeting for TVDSB trustee candidates prior to the 2006 November 13 election. Vice Chair Sattler explained that public meetings similar to those held for the City of London candidates for the election of municipal office are arranged by outside special interest groups.School board trustees may attend "Meet the Candidate"events that have been organized by parent/community groups (e.g. school councils); however, itis not within the purviewofthe Boardto hold a public meeting of this nature. 2006 October 10...18 19.ADJOURNMENT The meeting adjoumed at 9:25 p.m.on motion of L.Stevenson,seconded by J.Stewart. CONFIRMED: "7 ^ Chairperson 2006 October 10...19 SUMMARY OF APPROVED RECOMMENDATIONS OF 2006 OCTOBER 10 That Prohibitive to Repair funds be retained until a final determination is made regarding Caradoc South P.S. That the Administration proceed with the development of business cases for the schools listed in Section 2.1 and 2.2 of the report under Prohibitive to Repair: Lucan,McEachren,Plover Mills, Sweaburg,Balaclava,Drumbo Central and Elmdale Public Schools That authority be given to Administration to amend the draft Capital Plan on the Plover Mills-Prince Andrew-Leesboro Central consolidation based on the designation of Plover Mills as a Prohibitive to Repair school as outlined in the School Accommodation Status Update of 2006 October 10 to the Board. That the Administration report at the 2006 October 24 Board meeting regarding the following schools proceeding with Primary Class Size funds and additions that have been allocated two classrooms: Chippewa,Clara Brenton,Forest Park and Kensal Park Public Schools. That new schools for Elmdale P.S.and south-east St.Thomas proceed when funding becomes available and that the Administration prioritize the projects. That the Administration bring a report to the 2006 October 24 Board Meeting regarding additions and renovations to Algonquin,Caradoc Central,Hickson Central and Northridge Public Schools. That the Administration bring a report to the 2006 October 24 Board Meeting based on the options of: a.moving program components such as late immersion to alternate locations and identifying temporary space for the 2007-08 school year;and, b.creating additional dual track situations using existing space pending implementation of permanent solutions. That the Policy Working Committee mandate be amended to reflect that the Committee will normally meet the fourth Tuesday of each month during the school year. That in accordance with the provisions of Regulation 357/06 (Honoraria for Board Members),the TVDSB determine,that: Trustee honoraria for the period 2005 September 01 to 2006 November 30,shall be 100%of the allowable amount as determined in Section 11 of the Regulation;and. Trustee Honoraria for a member,the Chair and the Vice Chair for the term of office commencing 2006 December 01,shall be 100%of both the base amounts and the enrolment amounts for the year,and 0% for the attendance amount,payable for the year. That the Citizens'Advisory Committee on Honoraria be disbanded with the Board's thanks. That the motions approved at the in-camera session of2006 October 10 related to a property matter, a negotiations matter and ratificationofa tentative agreement be approved. That the proposal for architectural services be awarded to Dickson Partnership Incorporated Architects,Cornerstone Architecture Inc.,Malhotra Nicholson Architects Inc.and Architects Tillmann Ruth Mocellin Inc.(aTRM)to provide architectural services for a three-year term from 2006 October 30 to 2009 October 30 with the option to extend the term of the contract for an additional two years.