The URL can be used to link to this page

4/10/2007 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2007 APRIL 10,7:00 P.M. BOARD ROOM,EDUCATION CENTRE REVISED AGENDA V-verbal M -material 1.CALL TO ORDER V 2. O CANADA V 3.SPECIAL MUSICAL PRESENTATION -Locke's Public School,St.Thomas V 4.APPROVAL OF AGENDA M 5.OFFICIAL RECORD M 6.RECOGNITIONS a.Ontario Community Newspaper Association Junior Citizen of the Year V 7.CONFLICTS OF INTEREST V 8.CHAIR'S ANNOUNCEMENTS V 9.DIRECTOR'S ANNOUNCEMENTS V 10.PRESENTATIONS -none 11.MINUTES OF THE 2007 MARCH 27 BOARD MEETING M a.Confirmation of Minutes b.Business Arising from the Minutes 12.STUDENT TRUSTEES'UPDATE V 13.REPORTS FROM THE ADMINISTRATION a.Budget Issue -Facility Costs -Surplus Capacity M b.Possible Accommodation Review Committees for Immediate and Future Establishment M 14.REPORTS OF COMMITTEES a.Information Committee of the Whole,2007 April 03 M b.Chairs'Committee,2007 April 04 M c.Committee of the Whole,In Camera,2007 April 10 V 15.**REORGANIZATION OF LORD ELGIN PUBLIC SCHOOL M 16.COMMUNICATIONS a.Ontario Public School Boards'Association -Update V b.City of St.Thomas and Chair's Response M ^(tobe distributedat the meeting) 17.NOTICE OF MOTION -none V 18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 19.ADDITIONAL ITEMS 20.QUESTIONS/COMMENTS BY MEMBERS 21.ADJOURNMENT /- THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING,PUBLIC SESSION 2007 APRIL 10 The Board met in regular session on 2007 April 10 in the Board Room at the Education Centre,meeting in public session from 7:00 p.m. to 9:13 p.m.The following were in attendance: TRUSTEES J.Bennett S.Doub F.Exiey T.Grant G.Hart ADMINISTRATION AND OTHERS L.Elliott B.Greene M.Sereda J.Thorpe D.Blair K.Dalton M.Hendrick P.Jaffe J.Koscik K.North 8.Peters J.Empringham K.Havelka 8.Hughes L.Hutchinson B.Wagner K.Wilkinson 8.Polhill T.Roberts P.Sattler (Chair) J.Stewart R.Tisdale K.Bushell 8.Christie C.Dennett J.Neville J.Roth 1.CALL TO ORDER Board Chairperson P.Sattler called the meeting to order. 2.13.O CANADA AND MUSICAL PRESENTATION The appreciation of the Board was extended to the Locke's Public School (St.Thomas)"Locke's Singers,"Conductors Ryan Ewasklw and Corrina Austin,and Accompanist Natalie Temple for leading in the singing of 0'Canada and performing two musical selections. 4.APPROVAL OF AGENDA The agenda was approved on motion of T.Roberts,seconded by R.Tisdale. 5.OFFICIAL RECORD S.Christie,Supervisor -Corporate Services,read the following official record into the minutes: We regret to record the death of Steven Pennell,a 19-year-old student at Huron Park S.S., Woodstock,on 2007 April 03. 6.RECOGNITIONS a.ONTARIO COMMUNITY NEWSPAPER ASSOCIATION JUNIOR CITIZEN OF THE YEAR Supt.S.Hughes introduced Sarah Craik of Sir Wilfrid Laurier Secondary School,London, who was selected as the 2007 recipient of the Ontario Community Newspaper Association Junior Citizen of the Year.The award is given to a young person who has shown exemplary leadership during times of adversity.He described the personal challenges,both physical and emotional, that presented Sarah over the past few years and her commitment to serve her community in various capacities despite these difficulties. 7.CONFLICTS OF INTEREST •No conflicts of interest were declared. 8.CHAIR'S ANNOUNCEMENTS Chair Sattler reminded trustees of the professional development session planned for April 13 at the CEC-South office in St.Thomas,starting at 9:00 a.m.She welcomed Executive Superintendent M. Sereda who served as the Director's designate in his absence to accompany students for the Vimy Ridge 90'^anniversary. 2007 April 10...2 9.DIRECTOR'S ANNOUNCEMENTS -none 10.PRESENTATIONS -none 11.a.CONFIRMATION OF MINUTES OF MARCH 27,2q07 The minutes of 2007 March 27 were approved on motion of F.Exiey,seconded by G.Hart. b.BUSINESS ARISING FROM MINUTES Trustee T.Roberts questioned a motion from the March 27 meeting related to the Budget Advisory Committee toseek opportunities for public input onthe 2007-08 Budget.Trustee Hart clarified a need for individuals to provide comments onthe draft Budget.It wasagreedthata public input dates would be scheduled. 12.STUDENT TRUSTEES'UPDATE Student Trustee North invited trustees and supervisory officers to attend the upcoming Student Advisory Council meeting on April 19 in the London Room at 3:00 p.m. She noted that the next Student Trustee elections will be held on April 26 at the Education Centre.Koscil^advised that he will be attending an OPSBA stakeholder meeting inToronto. 13.REPORTS FROM THE ADMINISTRATION a.BUDGET ISSUES -FACILITY COSTS -SURPLUS CAPACITY B.Greene,Executive Superintendent,Business Services,advised that information related to major budget issues istobe presented ateach regular Board meeting.The Ministry of Education •Budget Workbook for Thames Valley has not yet been finalized or received.Boards anticipate receiving their workbooks in the near future. The following report provided information related to the Ministry funding of facilities,surplus capacity and costs incomparison to funding. The Budget Advisory Committee, at itsmeeting on 2007 March 21,identifieda number of issues to be presented at each Board meeting.One of the issues identified for the 2007 April 10 meeting isthe Ministry ofEducation- Board BudgetWorkbook. The document is still ina "draft" stageandhas not been released to school boards in the Education Finance Information System (EFIS).As soon as it is released,it is to be presented to the Board as part of our budget issues regular reports. Facilitv Costs -Surplus Capacity The 2006-07 budget document identified a number of major fiscal issues facing the Board.One of the issues identified related to accommodation. The 2006-07 budget document,Executive Summary page #13,indicated the following: Issues of accommodation are dealt witti outside oftheannualbudgetprocessas partofthe capital planning process.The Board continues to maintain surplus capacity.In this year's funding announcement,a new "SchoolFoundation Grant"was introduced. Thisis not new money,buta realignment ofothergrants.Itwas introduced to fund in-school administration, principals,vice-principals andschool secretaries andincludes school office supplies,it does not deal with other key components and costs ofmaintaining surplus capacity.The operating costs to maintain facilities has not been addressed.Heat electricity,custodial staffand supplies,maintenancestaffand materials,grass cutting,snowremovalandothersuch costs are not fully funded forexisting space. The Ministry of Education funding for facilities is derived from the School Operations Allocation andistobeusedtoheat.light,cleanand provide ongoing maintenance ofschools.Many ofthe costs funded bythe School Operations Allocation are fixed such as wages and benefits,utilities and service contracts.The following graph illustrates our utilization ofthe School Operations Allocations: r 2007 April 10...3 13.REPORTS FROM THE ADMINISTRATION -cont'd a.BUDGET ISSUES -FACILITY COSTS -SURPLUS CAPACITY -cont'd Utilities 28.3% Contractual Services 6.6% Benefits 10.8% Supplies & Services, Furniture & Equipment 10.6% Salaries 43.7% The School Operations Allocation for 2006-07 Revised Estimates is $59 011 628.The grant is based on enrolment,a benchmark space per student and funding allocation per sq.ft.There is also a top-up allocation to bring schools with more than 80%capacity,but less than 100%,up to the full funding allocation. The School Operations Allocation also includes revenue from community use,ReCapp licences and Section 26 school grants.The grant does not provide funding for the portion of schools operating below 80%,portable classrooms and administration buildings.The following is the calculation of the School Operations Allocation: TVDSB Building Areas (sq ft) Elementary Secondary Adult Education Administration Total 5 531 870 4 419 261 224 965 240 541 10 416 637 The total building area operated by TVDSB is 10 416 637 sq ft and includes all schools, portables,RCM's,environmental centres,and administration/facility services buildings. 2006-07 Revised Estimates Funding The School Operations Allocation is based on enrolment with each student generating a funding area. Elementary ADE Secondary ADE Adult Education ADE 48,722.50 X 104.4 sq ft X $5.97 sq ft = 25,947.05 X 130 sq ft X $5.97 sq ft X 1.053 1,232.00 X 100 sq ft X $5.97 sq ft X 1.053 Top-up Funding Other Total School Operations Grant One Time Funding -Cleaner,Safer Schools Carry Forward 2006-07 Revised Estimates Operating Grant $30 379 258 21 198 225 .774 695 52 352178 5 804 048 855 402 59 011 628 1 067 312 $60 078 940 2007 April 10...4 13.REPORTS FROM THE ADMINISTRATION -cont'd a.BUDGET ISSUES -FACILITY COSTS -SURPLUS CAPACITY -cont'd Summary The School Operations Allocation does notcoverthe cost of maintaining our total inventory of schools.The following is a summary of the 2006-07 Revised Estimates: School Operations Allocation $59 011 628 Net Expenditures -2006-07 Revised Estimates 61 618 736 Shortfall ($2 607 108) 2006-07 Budget Solution (one-time) -Carry-over from 2005-06 one-time grant allocation for Cleaner,Safer 1 067 312 Schools Net Shortfall 2006-07 Budget ($1 539 796) Ministry funding grant $5.97/sq.ft TVDSB average area funding $5.67/ sq. ft TVDSB average area cost $5.92/sq.ft Ifthe Board were funded for total area serviced at the Ministry area rate, an increase in operating budget would be; 10,416,637 sq.ftX$5.97/sq.ft =$62 187 322 or an increase of $3 175 695. NOTE The one-time Cleaner,Safer Schools allocationwas a budget solutionfor2006-07 only. Those funds are notavailablefor2007-08. The utilities budgetinthe2006-07approved budgetdidnot reflect the actual costs of utilities.The estimated increased cost of utilities for 2006-07 was $1.7M.The utilities expenditure budgetwas only increased by $.4M to match the Ministry of Education grant Increase in the School Operations Allocation. As a result,this will leave a shortfall of approximately $1.4M In the utilities budgetfor 2006-07.The truecost of maintaining allschool facilities for2006-07isthat costs will exceed Ministry of Education funding by $4.01 M. This represents the shortfall between the 2006-07 budget expenditures and Ministry grant, and the actual costs of utilities in excess ofthe Ministry grant. The one-time budget solution of the 2005-06 carry-over is not included In this calculation. Exec. Supt.Greene advised that the Board receives additional monies of 5% over funding because some schools have additional space;however,there is no specific funding for administrative buildings.These expenses must be covered from the Board and Administrative accounts,not the Facilities line,trustee R.Tisdale requested the cost for non-permanent facilities. Trustee Roberts thanked the Business staff forthe report notingthe difficult decisions to be made during the Budget process. b.POSSIBLE ACCOMMODATION REVIEW COMMITTEES FOR IMMEDIATE AND FUTURE ESTABLISHMENT Chair Sattler opened the discussion with an overviewof the Capital Planning process. The following motion movedbyTrustee P. Jaffe, seconded byG. Hartwas approved: That the Chair's remarks of April 10,2007, related to the Capital Planning process be included inthe reportof BudgetIssues,Facility Costs and Surplus Capacity. 2007 April 10...5 13.REPORTS FROM THE ADMINISTRATION -cont'd b.POSSIBLE ACCOMMODATION REVIEW COMMITTEES FOR IMMEDIATE AND FUTURE ESTABLISHMENT -cont'd "1 thought itwould be helpful to begin by recapping the events that have brought us to tonight's meeting,in case there is anyone out there who thinks we are pressing ahead with a plan conceived onlylast week. The decisions we are making this evening are the result ofa process that has been underway for at least five years,a process that has evolved and taken shape in response to changes In government,changes in ministers of education,and changes in provincial policies. In 2002 and 2003,the board began to plan for a projected and widespread decline In the number of students attending our schools by establishing a series of Accommodation Study Committees in different areas across the District.Over many months,these committees worked long and hard to review vast amounts of information,and come up with recommendations to address the accommodation needs of Thames Valley students. By late 2003,most had completed their work and submitted detailed reports containing valuable insights and information.Around that same time,a new provincial government was elected,and one of its first actions was to implement a voluntary,one-year moratorium on school closures, along with a promise of new guidelines to govern the process of closures across the province. While some boards decided to proceed with closures regardless of the moratorium,Thames Valley chose to honor the request,and voted to table the Accommodation Study Committee reports until there was dear direction from the province about the implementation of school closures.During the meetings of the Accommodation Study Committees,we recognized that questions were raised about the validityof our declining enrolment projections. To address these concerns,in 2004 the board contracted CN Watson to provide an impartial third-party assessment of the system-wide demographic trends and population projections for our Board. The CN Watson report,released in November 2005,predicted a total decline of 8,500 students by 2015,and developed a possible 15-year roadmap to meet future accommodation needs. Although the report went far beyond what we as a community were prepared to even consider, it Identified specific accommodation pressures in different parts of Thames Valley,and raised awareness of the system-wide challenges faced by the Board. In February 2005,the government announced that all boards in the province would be required to develop roiling five-year capital plans by the end of that year,accompanied by exhaustive data about facilities condition and enrolment projections.A staff-prepared draft capital plan was presented to trustees in February 2006 and submitted to the ministry for review and feedback. Understandably,the recommendations outlined in the plan sparked considerable Interest and public debate. Trustees continued to reinforce our strong commitment that no decisions about any of the staff recommendations would be made without full and meaningful public Input, following ministry response to the capital plan.The last step in our accommodation journey occurred on October 31,2006 when a letter from the minister made clear that the ministry would NOT be formally responding to the draft capital plan,and new Pupil Accommodation Review guidelines were finally announced.The Minister's letter encouraged school boards to use their capital plans as "planning tools" to work with their communities to "review capital needs together and determine priorities for investment.". 2007 April 10...6 13.REPORTS FROM THE ADMINISTRATION -cont'd b.POSSIBLE ACCOMMODATION REVIEW COMMITTEES FOR IMMEDIATE AND FUTURE ESTABLISHMENT -cont'd The release ofthe newguidelines officially ended whathad lingeredintoa three-year moratorium on school closures,and outlined a rigorous and comprehensive process of public consultation bywhich matters of pupilaccommodation were to be decided. The guidelines give boards the authority to establish Accommodation Review Committees (or ARCs) in areas where there are particular accommodation challenges facing a group of schools. ARCs bring together schools within an area and enable them to have a conversation about whether they can do things differently to accommodate students,whileensuring that the quality of the students'educational experience is maintained.They can look at various alternative accommodation plans for the students of the schools involved,Including changes to existing facilities to implement a re-organized structure,the types of programs available to students,and transportation needs. The decision toestablish an ARC officially launches the comprehensive publicinput process that school communities have a right to expect -and that we as trustees need - in order to make fair and appropriate accommodation decisions for our students.ARCs must assess each of the schools involvedon the basis ofthe school's value to students,the school board, the community and the local economy, according to very specific criteria which will be applied equally to all schools involved in the ARC. The membership of the ARC, the timelines under which it operates,and the information itmust consider are all tightly prescribed, to ensure full communityparticipationand input. The ARC will give the board a concrete basis for decision-making,and will settle accommodation issues at the schools involved for a period of at least five years. Although school boards are responsible for determining the appropriate areas for ARCs to be created,throughout the late fall and winter, our board sought the advice of our four regional Capital Planning Advisory Committees (or CPACs)in our decision about ARCs.CPACs include representatives from the public, community,school councils.Home &School,teachers, principals, and municipalities, and were established to help gather feedback from the broader community at an early stage. We asked our CPACs to review the section of the staff draft Capital Plan specific to their region, in order to offer advice to trustees on where ARCs could or should potentially be established. Last month, the CPAC recommendations were referred to staff for comment and prioritization, whichledto the report that is before us tonight. Aswe move fonward with this process,we must always keep in mind the realitywe face in Thames Valley. Since our peak enrolment in 1999,our Board has experienced a loss of 5,000 students and enrolment is continuing to decline.With funding generated on a per-pupil basis,this has direct consequences for our abilityto deliver quality programming to students.To some extent,we have been cushioned from the full impact of declining enrolment by increases inthe per-pupll grant amounts,and temporary grants to help boards adjust to the decline in student numbers. We cannot escape the fact, however, that maintaining the same numbers ofbuildings,with fewer and fewerstudents inthem,is requiring us each yearto spread our resources a little more thinly. We have an obligation to our students to consider whether there are ways we can organize ourselves differently, not only to maintain - but perhaps to enhance -student learning. It may be that once an ARC has completed its work and reported back to the board,trustees will decide that there are no reasonable grounds on which to re-organize students and close a school -which is fine,because at least it will be a proactive,measured decision,made on the basis of a careful and thorough assessment ofthe situation. It will not be a default position we are forced into because of an unwillingness to even have the conversation. 2007 April10...7 13.REPORTS FROM THE ADMINISTRATION -cont'd b.POSSIBLE ACCOMMODATION REVIEW COMMITTEES FOR IMMEDIATE AND FUTURE ESTABLISHMENT -cont'd Ifyou were to go around the horseshoe you would find that virtually every trustee has some kind of personal connection to at least one of the schools proposed for an ARC -some of us may have graduated from one of the schools,some of us have children who attended the school in the past,and some of us have children who currently attend the school.We know what it means to have strong emotional ties to a school,and to care passionately about its future but we also know that it is not bricks and mortar that determine whether or not children are successful at school. ItIs the quality of the supports we can provide for our teachers,the resources we can offer to our students,the safe and caring environment we can create within the building,the leadership of our principals,the involvement of our parents,and the engagement of our communities.I don't think there is any disagreement that,in the end,these are the things that are most worth fighting for. I want to conclude by thanking all those who have volunteered their time so generously over the years to help us grapple with these challenging issues -those who have sat on Accommodation Study Committees,those who regularly attend board meetings to listen in the gallery,those who have sent emails and letters in response to board accommodation proposals.I especially want to thank the members of our CPACs,who got a taste of the balancing act we play as trustees in trying to take a system-wide approach to complex and difficult issues.And finally I want to acknowledge the efforts of our staff, who have patiently and persistently brought these issues to our attention,reminded us ofour options, and provided us withdetailed Informationand analysis to assist us. With those remarks,I will move on to the report before you tonight,and ask Superintendent Thorpe to make some brief Introductory comments." J.Thorpe,Executive Superintendent,Operations Services,responded to Trustee direction from the 2007 March 20 meeting of the Board regarding Administration's recommendations for the establishment of Accommodation Review Committees (ARCs) for the current school year and to suggest a process for subsequent annual reviews leading to the potential establishment of ARCs in future years.He stressed that itis not possible for the Board to maintain both effective programming and facilities at the current level. PUPIL ACCOMMODATION PLANNING GUIDING PRINCIPLES: In all situations Involving pupil accommodation planning,attention will be given to improving program excellence,enhancing program opportunities,and addressing school renewal requirements. In light of declining enrolment,funding which is mostly based on a per student amount and current excess pupil places,where possible and feasible,pupil accommodation planning will Identify closure,consolidation and conversion of use opportunities which lead to the operation of fewer schools. The preferred models of school organization are JK-8 elementary,SK-8 French Immersion elementary,and 9-12 secondary.The preferred models of French Immersion program delivery are single-track for elementary and dual-track for secondary. In ail situations involving pupil accommodation planning,attention will be given to support for and compliance withall legislated requirements and priorities,such as those ofthe Ontario Disabilities Act,Daily Physical Activities, and Community Use,as may be instituted and identifiedfrom time to time,(see recommendation 1) 2007 April 10...8 13.REPORTS FROM THE ADMINISTRATION -cont'd b.POSSIBLE ACCOMMODATION REVIEW COMMITTEES FOR IMMEDIATE AND FUTURE ESTABLISHMENT -cont'd FUTURE ACCOMMODATION REVIEW PROCESS: In orderto support ongoing planning and review,Administration isseeking Board supportofa recommendation forthe establishment ofan annual accommodation report being preparedand presented In the month of November.Any ARCs recommended bysuchreports could besubject to input through the Capital Plan Advisory Committee process In Decemberand January, and decisions on ARCsmade in January ofeach year,fsee recommendation2) RECOMMENDED ACCOMMODATION REVIEW COMMITTEES: Trustees sought inputat fourmeetings held inMarch2007 ofthe regional sub-committees ofthe CapitalPlanAdvisoryCommittee. Reports of those meetings were presented at the 2007 March 20 Board meeting.Following discussion,Administration was directed topreparea response and recommendations forthe establishment of ARCs tobe presented at the 2007 April 10 meeting of the Board. Alsoat the March20 meeting,throughthe report of the Policy Working Committee.Trustees reviewed the newindependentprocedureon Pupil Accommodation and Facility Organization. This procedure complies with Ministry of Education requirements and provides directionfor the ARC process whichmay nowbegin.Trustees endorsed this independent procedure at the 2007 March 27 meeting ofthe Board.The Ministry has been advisedofthis requirement now being fulfilled consistent with its 2007 March 31 deadline. LONDON The regional meeting was held 2007 March 06. It recommended to the Board that Administration recommend initial ARCsforthearea. The following ARCs,prioritized byarea, are recommended to Trustees with rationale and timing suggestions provided. London Study Area 1 That an Accommodation Review Committees be established to review accommodation issues affecting Huron Heights French Immersion School,Centennial Central,Northridge, and Northdale PublicSchools, and the Stoney Creek Holding Zone. This study would address several critical planning issues and prioritiesforthe Board,consistent withthe draft five year capital plan's guiding principles and criteria for review. Included would be: asmallschool (Northdale Public School)cun-ently operatingaJK-6 organization,which would be reviewed for possible closure or conversion of use; a single vs. dual-track French Immersion program question as well as future enrolment pressure based on nearby growth in the Centennial Central Public School area; thepossible requirement for a newschoolbased on subdivision growth fortheStoneyCreek holding area; a large JK-8 school,Northridge Public School,in need of an addition and enhancements better to accommodate its student population;and the prioritization of increasing efficient use of school buildings on common elementary- secondary sites which could be accomplished by moving the Huron Heights French Immersion program toa refurbished Northdale Public School ontheLucasSecondary School campus. It is recommendedthat this Accommodation Review Committees proceed thisyear. 2007 ADril10...9 13.REPORTS FROM THE ADMINISTRATION -cont'd b.POSSIBLE ACCOMMODATION REVIEW COMMITTEES FOR IMMEDIATE AND FUTURE ESTABLISHMENT -cont'd London Study Area 2 That an Accommodation Review Committees be established to review accommodation issues affecting A. E.Duffield and M. B.McEachren Public Schools. This ARC would support the Capital Plan's Board-wide review of situations where fewer enhanced schools could be provided to accommodate projected future enrolment.Given the potential for prohibltive-to-repair funding to assist inthis project and also potential for enhanced accommodation for the lower Lambeth area enrolment anticipated In the future,which could be provided at the A. E. Duffield Public School following construction of an addition,as well as the potential for the closure of M. B McEachren Public School as a consequence,It is recommended that this ARC proceed this year. London Study Area 3 That an ARC be established to review accommodation issues at Brick Street,Manor and Highland Park,and Woodland Heights Public Schools. The draft Capital Plan attempted to reduce the numbers of schools required to accommodate anticipated future enrolment,to harmonize,where feasible,to a JK-8 elementary school organization model,and to address unique situations such as the space and grade constraints on the Apple Program currently run at Brick Street Public School. Given that the population of the three schools could be accommodated infewer buildings and that the Apple Program could be expanded to grades 7 and 8 through the process,itis recommended that this ARC proceed this year. The London regional meeting also recommended that Aboriginal representation be considered on an ARCwhen Aboriginal students represent a significantproportionofthe student bodyofany school to be considered in an ARC. The new independent procedure goveming ARCs established the voting membership of such committees.Aboriginal representation may be selected among such voting members.Whether or not such Is the case,all ARCs should determine what unique circumstances exist withintheir study which warrant particular attention and input.Administration recommends that the independent procedure not be amended to allow for additional voting membership on ARCs but that each ARC consider what additional groups warrant special input and ensure that such input is sought and received. ELGIN The regional meeting was held 2007 March 07.It recommended that the Board consider establishing three ARCs for the area.Administration supports the community direction as consistent with the draft Capital Plan's principles and recommends the following; Elgin Study Area 1 That an ARC be established to review accommodation issues affecting south-west St. Thomas for Elmdale,Myrtle Street,Port Stanley and Scott Street Public Schools. 2007 April 10...10 13.REPORTS FROM THE ADMINISTRATION -cont'd b.POSSIBLE ACCOMMODATION REVIEW COMMITTEES FOR IMMEDIATE AND FUTURE ESTABLISHMENT -Elgin Study Area 1 -cont'd On review of this regional CRAG recommendation,to ensure that all appropriate planning possibilities may be addressed and following detailed review of the best options for Inclusion in anARCfroma planningperspective,Administration recommends including Myrtle Street Public School rather than Southwold Public School In this study.No students from St.Thomas are currently designated toattend the Southwoldschool. Giventhatthe Elmdale replacement school Is a high priority for the Board, that it may attract prohibitlve-to-repair funding, allow for the repatriation of students currently bused out of.thelr community, and provide an opportunityto construct another appropriately-sized elementary school in St.Thomas,Itis recommended that this ARC proceed this year. Elgin Study Area 2 That an Accommodation Review Committees be established to review accommodation Issues affecting French Immersion for Homedale and Wellington Street Public Schools. The draft Capital Plan strongly recognized the priority of enhanced accommodation for elementary French Immersion accommodation in the Elgin area.Given its potential to ensure such accommodation onan SK-8single-track basis and toauthorizethe closingofthe Wellington Street Public School,itis recommended that this ARC proceed this year. Elgin Study Area 3 That an Accommodation Review Committees be established to review accommodation Issues affecting north-central St.Thomas for Balaclava Street,Edward Street and Locke's Public Schools. While this ARC proposal has the support of the regional CPAC and Administration,given the current and proposed accommodation In Elgin County,It is recommended that this ARC not proceed at this time. Itshould be addressed bya future ARC,when resources permit, as part of the proposed annual accommodation review. MIDDLESEX The regional meeting was held 2007 March 08.It recommended that the Board consider establishingtwoARCsforthe area.Administration recommends the following: Middlesex Study Area 1 That an Accommodation Review Committees be established to review accommodation •issues affecting Caradoc Central,Caradoc North,Caradoc South,Ekcoe Central and Metcalfe Central Public Schools. The draft Capital Plan identified this area as criticalfor review purposes.Given the available prohibitive-to-repairfundingof$3.2 million and the possibility ofserving the anticipated student population in fewer schools including a major enhancement to at least one school,it is recomhiended that this ARC proceed this year. Middlesex Study Area 2 That an Accommodation Review Committees be established to review accommodation issues affecting Biddulph Central,Lucan,Leesboro Central,Plover Mills and Prince Andrew Public Schools. 2007 April10...11 13.REPORTS FROM THE ADMINISTRATION -cont'd b.POSSIBLE ACCOMMODATION REVIEW COMMITTEES FOR IMMEDIATE AND FUTURE ESTABLISHMENT -Middlesex Study Area 2 -cont'd The original draft Capital Plan was amended to provide different proposals for this area based on changed circumstances regarding Plover Mills and Leesboro Central Public Schools.The potential exists to reduce the number of schools serving the areas,standardize program organization,and build two new schools.Inaddition, given the potential for prohibitive-to-repair funding,it is recommended that this ARC proceed this year. OXFORD Postponed because of weather from its scheduled date of 2007 March 05,this regional meeting was held on 2007 March 19.It recommended that the Board consider establishing three ARCs for the area listed below.Administration recommends the following: Oxford Study Area 1 That an Accommodation Review Committees be established to review accommodation issues affecting East Oxford Central and Sweaburg Public Schools. The closure of Sweaburg Public School with its very small enrolment of JK-3 students was formally proposed through the draft Capital Plan.Given the current and anticipated enrolment of that school and given that its pupils could be accommodated at East Oxford Central Public School without an addition,It is recommended that this ARC proceed this year. Oxford Study Area 2 That an Accommodation Review Committees be established to review accommodation issues affecting Drumbo Central and Princeton Central Public Schools. Given the condition of the current buildings,the fact that the anticipated student population could be accommodated in one larger school,and the possibility of prohibitive-to-repair funding assisting in building a new school,it is recommended that this ARC proceed this year. Oxford Study Area 3 That an Accommodation Review Committees be established to review accommodation issues at A.J.Baker,Thamesford and Zorra Highland Park Public Schools. Given the time demands of the two previous recommendations for the Oxford Region and the third which follow, it is recommended that this ARC not proceed this year. Oxford Study Area 4 That an Accommodation Review Committees be established to review accommodation Issues at College Avenue Secondary School and Norwich District High School. Given the imminent and significant impact of declining enrolment on secondary schools and the shorter timeline available for the Board to respond because of the four-year program at secondary (vs.ten-year at elementary).Administration believes that Itis Imperative forthe Board to begin its review of secondary accommodation and recommends that this ARC proceed this year. Consistent with the new Independent procedure's timelines for notification the first meetings of ARCs are to be held prior to the end of this school year. 2007 April 10...12 13.REPORTS FROM THE ADMINISTRATION-cont'd . b.POSSIBLE ACCOMMODATION REVIEW COMMITTEES FOR IMMEDIATE AND FUTURE ESTABLISHMENT -cont'd RECOMMENDATIONS: 1. That Trustees endorse the Capital Planning Guiding Principles currently being used by Administration: 2. ThatTrustees direct Administration toprepare annually fora NovembermeetingoftheBoard an Accommodation Report which may recommend Accommodation Review Committees for establishment in January ofeach school year; and 3. That Trustees approve the establishment of the following Accommodation Review Committees: • Elgin Study Area 1: Elmdale,Myrtle Street, Port Stanley, Scott Street PublicSchools London Study Area 1: Huron Heights French Immersion School,Centennial Central,Northridge and Northdale Public Schools,Stoney Creek Holding Zone Middlesex Study Area 1: Caradoc Central,Caradoc North,Caradoc South, Ekcoe Central, MetcalfeCentral Public Schools Oxford Study Area 4: College Ave Secondary School,Norwich District High School Elgin Study Area 2: French Immersion for Homedale,Wellington Street Public Schools Middlesex Study Area 2: Biddulph Central, Lucan,Leesboro Central, Plover Mills,Prince Andrew Public Schools Oxford Study Area 2: Drumbo Central.Princeton Central Public Schools London Study Area 3: Brick Street, Manor&Highland Park, Woodland Heights Public Schools Oxford study Area 1: East Oxford Central,Sweaburg Public Schools London Study Area 2: A. E.Duffield,M. B.McEachren Public Schools Recommendation 1was moved by P.Jaffe,seconded by F.Exley. 2007 April 10...13 13.REPORTS FROM THE ADMINISTRATION-cont'd b.POSSIBLE ACCOMMODATION REVIEW COMMITTEES FOR IMMEDIATE AND FUTURE ESTABLISHMENT -Recommendations -cont'd Trustee T.Grant raised a concern that sufficient time was not allowed to discuss the guiding principles.After discussion,the followingmotion was moved byT.Grant,seconded byJ.Stewart and carried: That approval of the Administrative Capital Planning Guiding Principles be deferred to the end of 2007 June,to provide an opportunity for trustees to fully consider them. Trustee Grant questioned the role and timing of the Capital Planning Advisory Committee in developing the annual report.Exec.Supt.J.Thorpe suggested it would leave November, December and January for consideration of the issues by CPAC and report by the end of January as January is critical to impacting decisions for implementation the following September. Recommendation 2 was adopted on motion of J.Bennett,seconded by R.Tisdale. Recommendation 3 was moved by G. Hart,seconded by P.Jaffa.Each proposed ARC was considered.Exec.Supt.Thorpe responded to trustees'questions.Chair Sattler advised trustees that the recommendations may be amended,added to or debated.Schools may also be added at the request of an ARC once it meets and refers recommendations back to the Board for approval. Trustee Hart spoke to the College Avenue SS/Norwlch District HS proposed ARC. He clarified the input received noting the April4 decision of the Oxford CPAC not to include Nonwich DHS in the proposed ARC.He noted the Norwich community wants to save the school from closure as a secondary school so it must find a way to increase the student enrolment.It will be necessary to address the Grade 9 numbers which are now at 51 and determine the enrolment in the catchment schools.After discussion,the following amendment to Recommendation 3 related to Oxford Study Area 4 was moved by J.Stewart,seconded by T.Grant and carried: That Glendale H.S.and Annandale School be added to the Oxford Study Area 4 with College Avenue S.S.and Norwich District H.S. Trustee S.Peters spoke to the public input received on the proposed ARCs for Middlesex County.Trustee J.Bennett commented on the priority list of ARCS and input received.She advised that they are not intended to be the initial step toward school closure but an opportunity for communities to show trustees and the Administration how effective the programs are,how opportunities are being presented for student success and how itis being done ina cost effective way. Recommendation 3,as amended,was adopted on a poll vote as follows: Yeas:Bennett,Doub,Exley,Grant,Hart,Hendrick,Jaffe,Polhill,Roberts,Sattler, Stewart,Tisdale Nays:Nil Abstentions:Peters Student Trustee Koscik -yea Student Trustee North -yea Exec.Supt.J.Thorpe described the next steps in developing the ARCs and scheduling the meetings.He suggested that a common meeting be planned prior to the community ARCs breaking out noting is likelyto be January,2008,before any recommendations will be brought to the Board.They will be presented as they are available. 2007 April 10...14 14.REPORTS OF COMMITTEES a.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE 2007 April 03 7:06 p.m.-9:50 p.m. MEMBERS J.Bennett (Chair)J.Koscik S.Doub K.North F.Exiey S.Peters T.Grant S.Polhill G.Hart P.Sattler M.Hendrick J.Stewart P.Jaffe R.Tisdale Regrets:T.Roberts ADMINISTRATION AND OTHERS B.Bryce B.Greene L.Elliott M.Sereda J.Thorpe D.Blair K.Dalton J.Empringham K.Havelka S.Hughes W.Tucker B.Wagner K.Wilkinson 8.Christie C.Dennett W.Scott 1. APPROVAL OF AGENDA - The agenda was renumbered moving item 3 to item 5 and approved by motion. 2.CONFLICTS OF INTEREST -No conflicts of interest were declared. 3.DIRECTOR'S ANNOUNCEMENTS Director Bryce reported that the annual TVDSB staff Retirement Reception has been scheduled for the evening of 2007 June 04. As well, on 2007 June 14 a "Meet and Greet" reception will be heldforthe three retiring supervisory officers from 6:00 p.m. to 8:00 p.m. at the Education Centre. The Director explained that following the Vision Annual Report presentation,he and Mr. McKenzie would be leaving the meeting to join the Thames Valley group who will be participating in the Vimy Ridgeceremonies in France this week. Exec. Supt.Sereda will serve as the Director's designate. 4.CHAIR'S ANNOUNCEMENTS-deferred to follow Item 5 ' 5.OUR VISION ANNUAL REPORT DirectorBryceintroduced P.McKenzie,Principal of Westminster S.S., and supervisor ofthe Vision project, to present the 2006-07 Annual Report.He indicated that the Our Vision initiative is a framework that guides the process of movingthe Board's Vision,Mission and Values intoaction. It supports the system's primaryresponsibilityofeducational excellence, service to students,and ultimatelythe improvement of student learning. Mr.McKenzieprovided a thematic context, or a metaphorical framework that captured the enormous and inspiring possibilities inherent in the ongoing endeavour to "Realize Our Vision".Avideo clip was viewed ofa film entitled"Pay It Forward"based on a young man's response to a challenge issued by his Social Studies teacher to come up with an idea for changing the world and implementing it. Mr.McKenzieexplained that the Vision ofa Caring,Learning Communityand the Mission of Improving Student Learning seem at first a daunting challenge.However, witha deliberate and ongoing endeavour each day to positively improve the learning lives of our youth, drawing the links and reaching in to assist one,two or three students at a time,the Vision becomes a reality. The challenge each day is to look for ways within Thames Valleyto improve results,to care unconditionally,and to make a positive difference in the lives of our learners. 2007 ADril10...15 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 5.OUR VISION ANNUAL REPORT -cont'd Activatina Our Mission The Annuai Report highlighted Our Vision,the process of continuing to actualize a Caring, Learning Community,Our Mission that identifies precisely the essence of our being.Our Values provide a frame for collective foundation principles and beliefs and our Goals define ways to explicitly and deliberately work to internalize and activate the mission of Improving Student Learning.Over the past several years,in-service by outstanding experts in the field of school improvement,has reaffirmed the steps required to build a professional learning culture and to align school staff and community in pursuit of the improvement of student- learning. Dr.Avis Glaze described "Improving Student Learning"as the moral imperative to which we all strive and as Director Bryce pointed out our fundamental purpose inTVDSB. It requires a collective commitment to the 3 P's as termed by M.Fullan,P. Hill and C.Crevola: Personalization -education that puts learners at the center, Precision -clarityof understanding about the precise learning needs ofour students and a capacity to assess for learning;and, Professional learning - an ongoing need to grow professionally,collectively and individually. InternaHzino the Mission It requires an internalization of our Mission in order to take ownership through: collective efficiency - a belief that what we do makes a difference; Effective leadership at all levels at all times; Passion for improvement one learner at a time. Mr.McKenzie Introduced L.Elliott,Executive Superintendent,Program Services,to highlight the ongoing workof Program Services incontinuing toprovide quality programs and services to support the improvement of student learning. Avideo was viewed indicatingthe numerous initiatives undertaken by the department in order to increase staff capacity that enhances instructional practice enabling students to apply skills and knowledge. M.Sereda,Executive Superintendent,Human Resources Services,provided several examples of Initiatives that provide the most effective and efficient department possible in the interest of serving Thames Valley in support of improving student learning.M.Sereda explained that HR internalizes the Foundation Principles by enhancing professional relationship,contributing to improved student learning and supporting professional learning communities. Supt.B.Wagner introduced Mary Lou Cunningham,Federation Services Officer,Ontario Secondary School Teachers Federation (OSSTF).He'explalned the positive interaction between Board personnel and the unions which operate at a high level of professionalism using as examples the colleglal atmosphere at ETFO/HRS sessions and Labour/Management meetings.As well,he referred to the revised teacher performance appraisal process for experienced teachers beginning 2007 April 01.Supt.B.Tucker also explained the close working relationship with the Elementary Teachers'Federation of Ontario and the Ontario Principals'Council toward Improving student learning. 2007 Aprii10...16 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 5.OUR VISION ANNUAL REPORT-cont'd B.Hopkins,President, Thames Valley District School Council (TVDSG),elaborated on the effortsofthe organization to enhance professional relationships and support the Foundation Principles.Ms.Hopkins gave examples of how the TVDSC utilizes the Board's Foundation Principles to promote collaborative problem-solving and, by doing so, support the improvementof student learningina Caring,LearningCommunity. The 4*^Annual Provincial School Council Symposium,hosted bythe TVDSC thisyear,celebrates its 10'^anniversary in Ontario and will focus on parent involvement in the future. Mr.McKenzle cited twoadditional examples of working with and promotingthe Foundation Principles.Trustees,led by their PD Committee,have undertaken to raise their collective understanding of the Foundation Principlesas they relate to their daily practices and roles. Additionally,the Education Week Committee'stheme for2007 entitled,"A Caring Learning Community,Achieving Together,has used the image of the flowerwith the eight petals representing the eight Foundation Principlesas the basis for its campaign. ExecutiveSuperintendentThorpeadvisedthatSchoolImprovementcontinues tobethe key focus of Operations Services as Superintendents ensure continuous improvement in the qualityof student learning In our 184 schools through the ongoing supervision ofthe school growth plan and address the Mission of improving student learning. C.Micacchi,Principal, Oliver Stephens P.S. (Woodstock), using a video presentation, outlined the goais and strategies of the 2006-07 School Improvement Plan to improve student achievement in reading implemented at Oliver Stephens P.S. Ron Newnes, Principal,Strathroy DCI (Strathroy)Introduced the SDCI Student Success team that explained the use of accumulated data to determine the areas offocus and development of an action plan for improving student learning at the Intermediate level. Mr.McKenzie summarized with Margaret Mead's observation that "the challenge of our inspiring enterprise rests in our commitmentto continueto take the little steps,worksmall and think big while never compromising on our endeavour". DirectorBrycethanked Mr.McKenzie and the Oliver Stephens P.S. and Strathroy DCI staff for their presentation and involvement in the development of the 2006-07 Vision Report noting the pride that Thames Valley takes inthe Annual Report presentation.Chair Bennett also thanked everyone for a comprehensive report. 4.CHAIRPERSON'S ANNOUNCEMENTS ' Board Chairperson Sattler explained the next steps related to the Administrative Response to the Capital Planning Advisory Committee Recommendations.She advised that C. Dennett, Manager, Public Affairs and CommunityRelations,will be communicating with the schools named inthe report instructing parents ofchildren attending those schools about the information and process.Each school office will receive a package containing the printed documents for access by parents. Chair Sattler requested that Trustees remain following the Information Committee of the Whole for a Informal meeting to be held In the Trustees'conference room related to a Human Resources matter. Director Bryce excused himself from the meeting and Exec.Supt.Sereda assumed the Director's chair. 2007 April 10...17 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 6.ADMINISTRATIVE RESPONSE TO CAPITAL PLANNING ADVISORY COMMITTEE RECOMMENDATIONS Chair Bennett advised that the Administrative report and recommendations related to the prioritization of Accommodation Review Committees are intended for information and questions of clarification only.The discussion and debate will occur at the Regular Board meeting of 2007 April 10. Executive Superintendent Thorpe extended appreciation to the members of the Capital Plan Co-ordinating Committee,specifically Planning Officer Gil Owens and Facility Services Manager Kevin Busheil,as well as the Supervisory Officers for their assistance in developing the report.He advised that he had taken the liberty of expanding the mandate that Trustees offered to the Capital Plan Co-ordinating Committee by adding two additional recommendations related to the capital planning Guiding Principles and to the annual cycle of accommodation report recommendations. Exec.Supt.Thorpe advised that this unsigned,draft report,dated 2007 April 10,has been given in advance of the decision-making process to be held on April 10. He noted the knowledge acquired over the past two years in coming to grips with declining enrolment, fixed funding and the amount of accommodation space unused within Thames Valley since amalgamation as well as the already realized Impact of declining enrolment numbers in excess of 5,000 students. Background The report was presented in accordance with Trustee direction from the 2007 March 20 meeting of the Board regarding Administration's recommendations for the establishment of Accommodation Review Committees (ARCs)for the current school year and to suggest a process for subsequent annual reviews leading to the potential establishment of ARCs in future years. Trustees sought input at four meetings held In 2007 March of the regional sub-committees of the Capital Plan Advisory Committee.Reports of those meetings were presented at the 2007 March 20 Board meeting.Following discussion,Administration was directed to prepare a response and recommendations for the establishment of ARCs to be presented at the 2007 April 10 meeting of the Board. Also at the March 20 meeting,through the report of the Policy Working Committee,Trustees reviewed the new independent procedure on Pupil Accommodation and Facility Organization. This procedure complies with Ministryof Education requirements and provides direction for the ARC process which may now begin.Trustees endorsed this independent procedure at the 2007 March 27 meeting of the Board.The Ministry has been advised of this requirement now being fulfilled consistent with its 2007 March 31 deadline. LONDON The regional meeting was held 2007 March 06.It recommended to the Board that Administration recommend initial ARCs for the area.The following ARCs,prioritized by area, are recommended to Trustees with rationale and timing suggestions provided. London Study Area 1 That an Accommodation Review Committee be established to review accommodation issues affecting Huron Heights French Immersion School, Centennial Central,Northridge,and Northdale Public Schools,and the Stoney Creek Holding Zone. 2007 April 10...18 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 6.ADMINISTRATIVE RESPONSE TO CAPITAL PLANNING ADVISORY COMMITTEE RECOMMENDATIONS -cont'd This study would address severai critical planning issues and priorities for the Board, consistent with the draft five year capital plan's guiding principles and criteria for review. Included would be: a smallschool (Northdale Public School)currently operatinga JK-6 organization which would be reviewed for possible closure or conversion of use; a single vs. dual-track French Immersion program question as well as future enrolment pressure based on nearby growrth inthe Centennial Central Public School area; the possible requirement for a new school based on subdivision growth for the Stoney Creek holding area; a large JK-8 school,Northridge Public School,in need of an addition and enhancements better to accommodate its student population; and, the prioritization of increasing efficient useof school buildings on common elementary- secondary sites which could be accomplished by moving the Huron Heights French Immersion program to a refurbished Northdale Public School on the A B Lucas Secondary School campus. It is recommended that this Accommodation Review Committee proceed this year. London Study Area 2 That an Accommodation Review Committee be established to review accommodation issues affecting A.E. Duffield and M.B.McEachren Public Schools. This ARC would support the Capital Plan's Board-wide review of situations where fewer enhanced schools couldbe providedto accommodate projected futureenrolment. Giventhe potential for prohibitive-to-repair funding to assist in this project and also potential for enhanced accommodation forthe lower Lambeth area enrolment anticipated inthe future, which could be provided at the A.E.Duffield Public School following construction of ari addition,as well as the potential for the closure of M.B McEachren Public School as a consequence,itIs recommended that this ARCproceed this year. London Study Area 3 That an Accommodation Review Committee be established toreview accommodation issues at Brick Street, Manorand Highland Park, and Woodland Heights PublicSchools. Thedraft Capital Planattemptedtoreduce thenumbersofschools requiredtoaccommodate anticipated future enrolment,to harmonize,where feasible,to a JK-8 elementary school organization model,and to address unique situations such as the space and grade constraints on the Apple Program that currentlyruns at Brick Street PublicSchool. Given thatthe population ofthethree schools could be accommodated in fewer buildings andthat the Apple Program could be expanded to grades 7 and 8 through the process,it is recommended that this ARC proceed this year. The London regional meeting also recommended that Aboriginal representation be considered on an ARC when Aboriginal students represent a significant proportion of the student body ofanyschooltobe considered in an ARC.The newindependentprocedure governing ARCs established the voting membership of such committees.Aboriginal representation may be selected among such voting members.Whether or not such is the case,all ARCsshould determine what uniquecircumstances exist within theirstudy which warrant particular attention and input. 2007 April 10...19 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 6.ADMINISTRATIVE RESPONSE TO CAPITAL PLANNING ADVISORY COMMITTEE RECOMMENDATIONS -London Study Area 3 -cont'd Administration recommends that the Independent procedure not be amended to allow for additional voting membership on ARCs but that each ARC consider what additional groups warrant special input and ensure that such input is sought and received. ELGIN The regional meeting was held 2007 March 07. It recommended that the Board consider establishing three ARCs for the area.Administration supports the community direction as consistent with the draft Capital Plan's principles and recommends the following: Elgin Study Area 1 That an Accommodation Review Committee be established to review accommodation issues affecting south-west St.Thomas for Elmdale,Myrtle Street,Port Stanley and Scott Street Public Schools. On review of this regional CPAC recommendation,to ensure that all appropriate planning possibilities may be addressed and following detailed review of the best options for inclusion in an ARC from a planning perspective.Administration recommends including Myrtle Street Public School rather than Southwold Public School in this study.No students from St. Thomas are currently designated to attend the Southwold school. Given that the Elmdale replacement school is a high priority for the Board,that it may attract prohibitive-to-repair funding, allow for the repatriation of students currently bused out of their community,and provide an opportunity to construct another appropriately-sized elementary school in St.Thomas,it is recommended that this Accommodation Review Committee proceed this year. Elgin Study Area 2 That an Accommodation Review Committee be established to review accommodation issues affecting French Immersion for Homedale and Wellington Street Public Schools. The draft Capital Plan strongly recognized the priority of enhanced accommodation for elementary French Immersion accommodation in the Elgin area.Given its potential to ensure such accommodation on an SK-8 single-track basis and to authorize the closing of the Wellington Street Public School,it Is recommended that this Accommodation Review Committee proceed this year. Elgin Study Area 3 That an Accommodation Review Committee be established to review accommodation issues affecting north-central St.Thomas for Balaclava Street,Edward Street And Locke's Public Schools. While this ARC proposal has the support of the regional CPAC and Administration,given the current and proposed accommodation in ElginCounty, itis recommended that this ARC not proceed at this time.It should be addressed by a future ARC, when resources permit,as part of the proposed annual accommodation review. 2007 Aoril10...20 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 6.ADMINISTRATIVE RESPONSE TO CAPITAL PLANNING ADVISORY COMMITTEE RECOMMENDATIONS-cont'd MIDDLESEX The regional meeting was held 2007 March 08.It recommended that the Board consider establishing twoARCs for the area.Administration recommends the following: Middlesex Study Area 1 That an Accommodation Review Committee be established to review accommodation issues affecting Caradoc Central,Caradoc North,Caradoc South,Ekcoe Central and Metcalfe Central Public Schools. The draft Capital Plan identifiedthis area as criticalforreview purposes.Given the available prohibitive-to-repair funding of $3.2 million and the possibility of serving the anticipated student population in fewer schools includinga major enhancement to at least one school, it is recommended that this ARC proceed this year. Middlesex Study Area 2 That an Accommodation Review Committee be established to review accommodation Issues affecting Biddulph Central,Lucan,Leesboro Central,Plover Mills and Prince Andrew Public Schools. The original draft Capital Plan was amended to provide different proposals for this area based on changed circumstances regarding Plover Mills and Leesboro Central Public Schools. The potentialexists to reduce the number of schools serving the areas,standardize program organization,and build two new schools. In addition,given the potential for prohibitive-to-repair funding,Itis recommended that this Accommodation Review Committee proceed this year. OXFORD Postponed because of weather from its scheduled date of 2007 March 05,this regional meeting was heldon2007 March 19.Itrecommendedthatthe Board consider establishing three ARCsforthe area listed below.Administration recommends the following: Oxford Study Area 1 That an Accommodation Review Committee be established to review accommodation issues affecting East Oxford Central and Sweaburg Public Schools. The closure of Sweaburg Public School with its very small enrolment of JK-3 students was formally proposed through the draft Capital Plan. Given the current and anticipated enrolment of that school and given that its pupils could be accommodated at East Oxford CentralPublicSchool without an addition,it isrecommended thatthisARCproceed thisyear. Oxford Study Area 2 That an Accommodation Review Committee be established to review accommodation issues affecting Drumbo Central and Princeton Central Public Schools. Given the conditionof the current buildings,the fact that the anticipated student population could be accommodated in one larger school, and the possibility of prohibitive-to-repair funding assisting in building a new school, itIs recommended that this ARC proceed this year. 2007 April10...21 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 6.ADMINISTRATIVE RESPONSE TO CAPITAL PLANNING ADVISORY COMMITTEE RECOMMENDATIONS -OXFORD -cont'd Oxford Study Area 3 That an Accommodation Review Committee be established to review accommodation issues at AJ.Baker,Thamesford and Zorra Highland Park Public Schools. Given the time demands of the two previous recommendations for the Oxford Region and the third which follows, Itis recommended that this ARC not proceed this year. Oxford Study Area 4 That an Accommodation Review Committee be established to review accommodation issues at College Avenue Secondary School and Norwich District High School. Given the Imminent and significant impact of declining enrolment on secondary schools and the shorter timeline available for the Board to respond because of the four-year program at secondary (vs.ten-year at elementary),Administration believes that it Is Imperative for the Board to begin its review of secondary accommodation and recommends that this ARC proceed this year. The proposed Accommodation Review Committees are prioritizedbelow byregionforreview and selection by trustees for the 2006-07 school year: London 1.That an Accommodation Review Committee be established to review accommodation issues affecting Huron Heights French Immersion School,Centennial Central. Northridge, and Northdale Public Schools,and the Stoney Creek HoldingZone. 2.That an Accommodation Review Committee be established to review accommodation Issues at Brick Street,Manorand Highland Park, and Woodland Heights Public Schools. 3.That an Accommodation Review Committee be established to review accommodation issues affecting A.E. Duffleld and M.B.McEachren Public Schools. Eloin 1.That an Accommodation Review Committee be established to review accommodation Issues affecting south-west St.Thomas forElmdale,Myrtle Street,Port Stanley and Scott Street Public Schools. 2.That an Accommodation Review Committee be established to review accommodation issues affecting French Immersion for Homedale and Wellington Street Public Schools. Middlesex 1.That an Accommodation Review Committee be established to review accommodation issues affecting Caradoc Central,Caradoc North,Caradoc South,Ekcoe Central and Metcalfe Central Public Schools. 2.That an Accommodation Review Committee be established to review accommodation issues affecting BIddulph Central,Lucan,Leesboro Central,Plover Mills and Prince Andrew Public Schools. 2007 April 10...22 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 6.ADMINISTRATIVE RESPONSE TO CAPITAL PLANNING ADVISORY COMMITTEE RECOMMENDATIONS -cont'd Oxford 1.That an Accommodation Review Committee be established to review accommodation issues at CollegeAvenue Secondary School and Norwich District High School. 2.That an Accommodation Review Committee be established to review accommodation Issues affecting Drumbo Central and Princeton Central Public Schools. 3.That an Accommodation Review Committee be established to review accommodation Issues affecting East Oxford Central and Sweaburg Public Schools. Trustees have requested a Board-wide prioritized list of recommended Accommodation ReviewCommittees. This is challenging for Administration as many ARCs are of equal importance as the first of several years of anticipated ARCs begins.The following are offered in response to this request: Priority 1:Elgin StudyArea 1 (Elmdale,etc.);London Study Area 1 (StoneyCreek, etc.); MiddlesexStudyArea (Caradocs,etc.)1;OxfordStudy Area 4 (Norwich DHS, etc.) Priority 2:Elgin Study Area 2 (Homedaie,etc.),Middlesex Study Area 2 (Lucan,etc.), Oxford StudyArea2 (Drumbo,etc.),London StudyArea 3 (Brick St., etc.) ( PriorityS:Oxford StudyArea1(Sweaburg,etc.),London StudyArea2 (A.E.Duffleld,etc.) Overall: 1.Elgin Study Area 1 (Elmdale,etc.) 2.London Study Area 1 (Stoney Creek,etc.) 3.Middlesex Study Area 1 (Carotlcus,etc.) 4. Oxford Study Area 4 (Norwich D.S., etc.) 5. Elgin Study Area 2 (Homedaie,etc.) 6.Middlesex Study Area 2 (Lucan,etc.) 7. Oxford Study Area 2 (Drumbo,etc.) 8.London Study Area 3 (Brick St.,etc.) 9. Oxford Study Area 1 (Sweaburg,etc.) 10.London StudyArea 2 (A. E.Duffield,etc.) PUPIL ACCOMMODATION PLANNING GUIDING PRINCIPLES In allsituations Involving pupil accommodation planning,attention will be givento Improving program excellence, enhancing program opportunities, and addressing school renewal requirements. Inlightof declining enrolment, funding which is mostly based on a per student amount and current excess pupil places,where possible and feasible,pupil accommodation planning will identify closure, consolidationand conversion of use opportunitieswhichlead tothe operation of fewer schools. The preferred models of school organization are JK-8 elementary,SK-8 French Immersion elementary, and 9-12 secondary. The preferred models of French Immersion program f delivery are single-track for elementary and dual-track for secondary. 2007 April10...23 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 6.ADMINISTRATIVE RESPONSE TO CAPITAL PLANNING ADVISORY COMMITTEE RECOMMENDATIONS -cont'd PUPIL ACCOMMODATION PLANNING GUIDING PRINCIPLES -cont'd In all situations involving pupil accommodation planning,attention will be given to support for and compliance with all legislated and identified requirements and priorities,such as those of the Ontario Disabilities Act, Daily Physical Activities,and Community Use,as may be instituted and identified from time to time,(see recommendation 2) FUTURE ACCOMMODATION REVIEW PROCESS In order to support ongoing planning and review,Administration is seeking Board support of a recommendation for the establishment of an annual accommodation report being prepared and presented in the month of November.Any ARCs recommended by such reports could be subject to input through the Capital Plan Advisory Committee process in December and January,and decisions on ARCs made in January of each year,(see recommendation 3) First meetings of ARCs are to be held prior to the end of this school year consistent with the new independent procedure's time lines for notification. RECOMMENDATIONS; 1.That Trustees Review the Administration's Response to their request for Input and select of Accommodation Review Committees for establishment in the 2006-07 school year; 2.That trustees endorse the Capital Planning Guiding Principles currently being used by Administration;and 3.That Trustees direct Administration to prepare annually for a November meeting of the Board an Accommodation Report which may recommend Accommodation Review Committees for establishment in January of each school year. The Administration responded to questions posed by Trustees. In response to a question about whether the studies are being balanced across the system. Exec.Supt.Thorpe explained that at the outset an attempt was made to review every school with a consistent lens and framework.The CM Watson report recommended establishing study areas and looked closely at every school using the Identical criteria In order to be as clinically objective as possible.He noted that every area presents accommodation anomalies and,in general,the broad-stroke Issues are universal such as very small schools,declining enrolment as well as some growth areas in all parts of the District.Differences relate to current realities of jurisdictions.Exec.Supt.Thorpe assured trustees that the team attempted to clinically and fairly access situations to ensure that the first round of ARCs represent all parts of the District and the current and future needs of this school system. Trustee Jaffe asked if schools not named in the ARCs could be subject to requests in subsequent years,(e.g.Wilton Grove P.S.,French Immersion).Exec.Supt.Thorpe affirmed that during the progression,other schools may need to be involved informally or formally and incorporated into the ARC. Trustee Peters questioned ifa communication should be sent to Middlesex County parents that may be considering French Immersion as their junior kindergarten student enters the school system.Exec. Supt.Thorpe responded that this may not be advisable given several variables.He assured trustees that every attempt will be made to ensure that the entire community is notified of actions by the Board related to reviewing the French Immersion program. 2007 April10...24 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 6.ADMINISTRATIVE RESPONSE TO CAPITAL PLANNING ADVISORY COMMITTEE RECOMMENDATIONS -cont'd Trustee Peters also asked howmany ARCs can be handled at one time towhich Exec. Supt. Thorpe responded that the Board is now three years behind because of the Ministry's one- year moratorium on school closures which subsequently lasted three years.He noted that the capacity to deliver based on previous experience with accommodation studies Is quite a different process and that ARCs will be a uniquely better process and easier to fulfil. Trustee Grant asked why there is only one secondary school ARC recommended.Exec. Supt.Thorpe explained that the decisions made by trustees regarding the first secondary school ARC (College Avenue S.S.and NorwichD.S.)will,inaltlikelihood,set a precedence for those that follow. B.Greene,Executive Superintendent,Business,responded to a question about the Prohibitive To Repair (PTR) funding as it relates to subsidizing the full cost of the certain projects.He cited examples of revenue such as Unallocated Pupil Places,Good Places to Learn,Primary Class Size,Amalgamation,School Renewal,and PTR Identified schools,all of which will attract funding.He also noted that should the Board move fonArard on closures, the operational costs realized will flow back into savings.The Administration's recommendation is to come back annually reporting similar kinds of initiatives to ensure that many years in the future,money will be available to support Board decisions. Discussion occurred regarding ARCs could consider single versus dual track French Immersion structures and the cost associated with transportation of students.The Administration responded that,encompassed in the issue of one model verses another,the majority of French Immersion students are already bused. Chair Bennett thanked the Administration for a comprehensive report.She explained that tonight's report gives trustees an opportunity to think about the ARC recommendations before moving fonward as well as providing an open forum for communities.She advised that Public Affairs and Community Relations staff will ensure that this information is available on the TVDSB website tomorrow,2007 April 04. Information regarding Trustees'email addresses,fax number,and Board telephone number are also available on the website and input is welcome. Chair Bennett stated that communities named Inthe reportwhowishto respond tothe report must have their submission intothe attention ofS. Christie,Supervisor,Corporate Seivices, at the Education Centre by Thursday noon,April 05, in order to have it included in the trustees'April 10 meeting material. It was noted that this week.Trustees'agenda packages will be delivered on Saturday,April 7. Trustees were reminded to stay for a focus group following the meeting. 7.ADJOURNMENT The meeting adjourned at 9:50 p.m.by motion. J.BENNETT. Chairperson 2007 April 10...25 14.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE CHAIRS'COMMITTEE 2007 April 04 9:30 a.m.-11:00 a.m. MEMBERS ADMINISTRATION AND OTHERS J.Bennett P.Sattler (Chair)M.Sereda G.Hart S.Christie Regrets:J.Stewart 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST-none 3.REVIEW OF APRIL 10.2007,BOARD AGENDA The in-camera and public agendas for the April 10,2007,Board meeting were discussed and updated. 4.CORRESPONDENCE A letter to trustees from the N'Amerind (London)Friendship Centre regarding representation on the Capital Planning Advisory Committee was discussed.Chair Sattler will respond to the letter. A letter from the Mayor of the City of St.Thomas regarding the French Immersion program at Wellington Street School was distributed.The letter and Chair's response will be Included on the April 10 agenda under "Communications". 5.OPSBA MEMBER BOARD APPOINTMENTS After discussion,the following motion was moved and carried regarding appointment of the voting delegates to the OPSBA General Meeting: That Trustee Graham Hart be appointed the voting delegate at the OPSBA General Meeting on June 7-10 and Trustee as the alternate. Trustees interested in participating on the Education Program or Policy Development committee are to contact Trustee Hart or Chair Sattler. It was noted that the motion regarding hockey violence has been submitted for consideration at the General Meeting.The motion approved at the March 27 Board meeting requesting that the Minister of Education consider conducting a study regarding open access for all secondary students will also be submitted.The nomination form for the election of officers and work groups and the OPSBA Guide will be included in the trustees'information package. 6.APRIL 20 MPP MEETING The agenda for the April 20 meeting with the area MPPs was drafted.Trustees were identified to speak to the various issues.At the April 10 Board meeting,Chair Sattler will request that trustees advise her ofany additional issues to be addressed in order to finalize the agenda at the next Chairs'meeting. 7.STUDENT TRUSTEE REQUEST RE SCHOOL DANCES A request fromthe student trustees to discuss issues around school dances was considered. It was suggested that they discuss the matter with Executive Superintendent J.Thorpe and the Chair of the Thames Valley Student Advisory Committee.Chair Sattler will confirm the agenda for the Student Senate discussions at the Student Trustee election. 2007April10...26 14.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE CHAIRS'COMMITTEE -cont'd 8.OTHER BUSINESS a.April 13 Trustee PD Session Chair Sattler will follow up to confirm numbers and that arrangements have been made for the April 13 Trustee PD Session. b.OPSBA PD Session Chair Sattler reported that Director Bryce will be bringing suggested dates to trustees later this month looking to a May or June session for the OPSBA PD session.The workshop will develop a job description for the Director and trustees and include a review process.It is anticipated that the session be held over 3-5 days. c.Provision to Add Schools to Accommodation Review Committees The Chairs' Committee requested that, at the April 10 Board meeting, Executive Superintendent J.Thorpe clarify the process for adding schools to those being considered by the Accommodation Review Committees. 9.DATE AND TIME OF NEXT MEETING The next meeting was scheduled for April 18 at 9:00 a.m. 10.ADJOURNMENT The meeting adjourned at 11:00 a.m. by motion. RECOMMENDATION: ThatTrustee Graham Hartbe appointedthe voting delegate forthe OPSBAGeneral Meeting on June 7 and Trustee Roberts as the alternate. P.SATTLER. Chairperson The recommendation was adopted on motionofJ. Bennett,seconded byS.Polhill. d.REPORT OF THE COMMITTEE OF THE WHOLE -IN CAMERA 2007Aprii10 MEMBERS PRESENT ADMINISTRATION AND OTHERS J.Stewart(Chair)P.Jaffe B.Greene S.Hughes J.Bennett S.Peters C.Murphy L.Hutchinson S.Doub S.Polhill M.Sereda B.Wagner F.Exiey T.Roberts J.Thorpe K.Wilkinson T.Grant P.Sattler K.Dalton S.Christie G.Hart R.Tisdale J.Empringham C.Dennett K.Havelka Absent:M. Hendrick The Committee met In camera from 5:00 p.m. to 6:05 p.m. 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -No conflicts of interest were declared. 2007 April 10...27 14.REPORTS OF COMMITTEES -cont'd d.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 3.Confidential legal and personal matters were discussed. 4.RISE AND REPORT A motion to rise and report was moved at 6:05 p.m.and carried. RECOMMENDATION: That, in accordance with the independent procedure,Promotional Practices:Selection Procedures and Appointment of Principals and Vice-Principals, the following people be appointed to the pool of candidates ready for appointment to the position of Vice-Principal. Candidates Present Assignment Roger Kennedy Acting Vice-Principal,Strathroy DCI Chris McCrady Guidance/LST.m H B Beal SS Andrea Morrison Dept.Head,Special Education,Oakridge SS Mary Riezebos Student Success Teacher,Sir George Ross SS JAMES STEWART Chairperson The recommendation was adopted on motion of J.Stewart,seconded by T.Roberts. 15.REORGANIZATION OF LORD ELGIN PUBLIC SCHOOL Chair Sattler introduced a report to re-organize Lord Elgin Public School (London)to a Junior Kindergarten to Grade 8 (JK-8)model of program delivery. The request from the Principal of Lord ElginPublic School to re-designate the school to a JK-8 model is consistent with the Board's preferred organization model for elementary schools.After full consideration of the facility,space needs and the effect of declining enrolment,a survey of parents was conducted.Of the 30 responses received,25 indicated their support of the concept and their eagerness to start the implementation process as early as possible.Five responses were not supportive and one supportive response requested additional information. Apublic input session was held on 2007 April4. Both parents and students indicated their full support citing many pedagogical,social and emotional advantages for the children in completing their elementary program at Lord Elgin. The Principal ofSir John A.McDonald was also supportive ofthe re-designation. It is recommended that this change in program structure be implemented effective 2007 September 01 for the Grade 7 pupils and 2008 September 01 for the Grade 8 pupils. Itis further recommended that a Transition Team be established to facilitate the restructuring process and report to the Board by the end of 2007 June. RECOMMENDATIONS: 1.That effective 2007 September 01 for Grade 7 pupils, and 2008 September 01 for Grade 8 pupils,Lord Elgin PublicSchool be re-designated a Junior Kindergarten to Grade 8 school. 2007 April 10...28 15.REORGANIZATION OF LORD ELGIN PUBLIC SCHOOL -cont'd RECOMMENDATIONS -cont'd 2. Thata Transition Teambe established by the Superintendent of Education for Lord Elgin Public School to facilitate theJunior Kindergarten toGrade8 restructuring andtoreportfindings tothe Board by the end of 2007 June. The recommendations wereadoptedon motion ofP.Jaffe,seconded byR.Tlsdale.TrusteeStewart was absent during the vote. 16.COMMUNICATIONS a.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION (OPSBA) Trustee Hart advisedthat the OPSBA General Meeting will be heldon May 5. Trustees are encouraged to attend.Two Thames Valley resolutions have been submitted to the OPSBA Policy Committee for consideration. Trustees were reminded that If they are interested in being on the Education or Policy Committee,they are to contact Chair Sattler or Trustee Hart. b.CORRESPONDENCE FROM THE CITY OF ST.THOMAS Trusteeswere advised thatthe Board will havean opportunity toaddress theSt.Thomas City Council regarding the Wellington Street PS accommodation issue. 17.NOTICE OF MOTION The following notice of motion was presented by Trustee Stewart for consideration atthe 2007 April 24 Board meeting: Whereas District School Boards and Per Pupil Funding were established bythe Minister in 1998 to provide equal education resources to students across Ontario; Whereas the Thames Valley DistrictSchool Board predecessor boards were not uniform in revenues or expenditures per pupil; Whereas the need for equity inpubliceducation is paramount; Be It Resolved that the staff produce a report that identifies grant revenues and money expenditures per ward for the TVDSB. 18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 19.ADDITIONAL ITEMS -none 20.QUESTIONS/COMMENTS BY MEMBERS Trustee Jaffe distributed information regarding the3"^International Conference on"Children Exposed to Domestic Violence" to be held from 2007 May 9 to 11 at the London Convention Centre. Trustee Roberts spoke to a report on Safe Schools Procedures and Practices prepared bythe Elementary Teachers'Federation of Ontario and requested that trustees consider the report.He asked that the report be givento the Administration foraction. Executive Superintendent M.Sereda indicated that the Board had no input to the report's development and will copy trustees on his response to the federation. Trustee S. Polhill advised that she had completed the trustees'Vision flower for the Education Week garden display in the atrium. 2007 April 10...29 21.ADJOURNMENT The meeting adjourned at 9:13 p.m. on motion of R.Tisdale,seconded by T.Grant. CONFIRMED: Chairperson 2007 April 10...30 SUMMARY OF APPROVED RECOMMENDATIONS OF 2007 APRIL 10 Thatapprovalofthe Administrative Capita!Planning Guiding Principlesbe deferred tothe end of2007 June,to provide an opportunity for trustees to fully consider them. That Trustees direct Administration to prepare annually for a November meeting of the Board an Accommodation Report which may recommend Accommodation Review Committees for establishment in January of each school year;and That Trustees approve the establishment of the following Accommodation Review Committees: Elgin Study Area 1: Elmdale,Myrtle Street,Port Stanley,Scott Street Public Schools London Study Area 1: Huron Heights French Immersion School, Centennial Central,Northridge and Northdale Public Schools,Stoney Creek Holding Zone Middlesex Study Area 1: Caradoc Central,Caradoc North,Caradoc South,Ekcoe Central, Metcalfe Central Public Schools Oxford Study Area 4: CollegeAveSecondarySchool,Norwich District High School,Glendale High School, Annandale School Elgin Study Area 2: French Immersionfor Homedale,Wellington Street Public Schools Middlesex Study Area 2: Biddulph Central,Lucan,Leesboro Central,Plover Mills,Prince Andrew Public Schools Oxford Study Area 2: Drumbo Central,Princeton Central Public Schools London Study Area 3: Brick Street, Manor &Highland Park, Woodland Heights PublicSchools Oxford Study Area 1: East Oxford Central,Sweaburg Public Schools London Study Area 2: A. E.Duffield,M. B.McEachren Public Schools- ThatTrusteeGraham Hart be appointed the voting delegate for the OPSBA General Meeting onJune 7 and Trustee Roberts as the alternate. That effective 2007 September 01 for Grade 7 pupils,and 2008 September 01 for Grade 8 pupils. Lord Elgin Public School be re-designated a Junior Kindergarten to Grade 8 school. That a Transition Team be established bythe Superintendent of Education for Lord Elgin Public School to facilitate theJunior Kindergarten toGrade8 restructuring andtoreportfindings tothe Board by the end of 2007 June. That,in accordance with the independent procedure,Promotional Practices:Selection Procedures and Appointment of Principals and Vice-Principals,the following people be appointed tothe pool of candidates readyfor appointment tothe position of Vice-Principal. Candidates Roger Kennedy Chris McCrady Andrea Morrison Mary Riezebos Present Assignment Acting Vice-Principal,Strathroy DCl Guidance/LST,m H B Beal SS Dept.Head,Special Education,Oakridge SS Student Success Teacher,Sir George Ross SS