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2/27/2007 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2007 FEBRUARY 27,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER V 2.O CANADA V 3.SPECIAL MUSICAL PRESENTATION -none 4.APPROVAL OF AGENDA M 5.OFFICIAL RECORD M 6.RECOGNITIONS -none 7.CONFLICTS OF INTEREST V 8.CHAIR'S ANNOUNCEMENTS V 9.DIRECTOR'S ANNOUNCEMENTS V 10.MINUTES OF THE 2007 FEBRUARY 13 BOARD MEETING M a.Confirmation of Minutes b.Business Arising from the Minutes 11.STUDENT TRUSTEES'UPDATE V 12.REPORTS FROM THE ADMINISTRATION a.Proposed Additions to Algonquin and Hickson Central Public Schools M b.South-East St.Thomas JK •8 English Language Elementary School M c.Small Rural Secondary School Staffing M d. Monthly Financial Report M e.Departmental.Updates M 13.REPORTS OF COMMITTEES a.Capital Planning Advisory Committee,2007 February 06 M b.Native Advisory Committee,2007 February 13 M c.Budget Advisory Committee,2007 February 13 M d.Long-term Community Partnerships Ad Hoc Committee Extension of Interim Report M e.Chairs'Committee,2007 February 21 M 14.WELLINGTON STREET FRENCH IMMERSION PUBLIC INPUT SESSION M 15.COMMUNICATIONS a.Chair's Summary Update V b.Ontario Public School Boards'Association -Update V c.Middlesex-London Health Unit M d.Minister of Education M 16.NOTICE OF MOTION -none r'^ 17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 18.ADDITIONAL ITEMS 19.QUESTIONS/COMMENTS BY MEMBERS 20.ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING,PUBLIC SESSION 2007 FEBRUARY 27 The Board met In regular session on 2007 February 27 In the Board Room at the Education Centre,meeting In public session from 7:00 p.m. to 9:54 p.m.The following were In attendance: TRUSTEES J.Bennett 8.Doub F.ExIey T.Grant G.Hart ADMINISTRATION AND OTHERS B.Bryce L.Elliott B.Greene M.Sereda J.Thorpe Regrets:P.Sattler Mi Hendrick, P.Jaffe J.Kosclk (-9:44) K. North (-9:44) 8.Peters K.Dalton J.Empringham L.Hutchlnson B.Tucker B.Wagner 8.Polhlll T.Roberts J.Stewart (Chair) R.Tlsdale K.Bushel! S.Christie C.Dennett C.Graves J.Roth W.Scott 1.CALL TO ORDER Board Vice Chairperson J.Stewart served as Chair of the meeting and called itto order at 7:00 p.m. 2.12.O CANADA The meeting opened with the singing of C Canada. 4.APPROVAL OF AGENDA The agenda was amended to add "Native Advisory Committee Appointment"as Item 15.e.,on motion of J.Bennett,seconded by S.Peters.The amended agenda was approved on motion of T. Grant, seconded by G.Hart. 5.OFFICIAL RECORD S.Christie,Supervisor -Corporate Services,read the following official record into the minutes: We regret to record the death of Gerald Lafontaine,a Charge Custodian at Northdale Public School,Woodstock,on 2007 February 15. 6.RECOGNITIONS -none 7.CONFLICTS OF INTEREST -No conflicts of interest were declared. 8.CHAIR'S ANNOUNCEMENTS Vice-Chair Stewart advised that on 2007 February 26, he and Director Bryce and Executive Superintendents Greene and Elliott attended a Ministry workshop that featured guest speaker Dr. Michael Fulian.Nancy Naylor,Business &Finance Division,spoke on the proposed budget workbooks.As well,Dr.Avis Glaze of the Literacy and Numeracy Secretariat,and Dominic Giroux, French-Language Education,spoke on student achievement followed by a discussion period. Minister of Education Kathleen Wynne's presentation also followed up with a questlon-and-answer session. 2007 February 27...2 8.CHAIR'S ANNOUNCEMENTS -cont'd Mr.Stewart highlighted the following important dates requiring Trustee participation: CPAC Reaional Sub-Committees Oxford -2007 March 5 at Blossom Park Education Centre,Woodstock (later rescheduled to March 19 because of adverse weather); London -2007 March 06 at TVDSB Education Centre,London; Elgin -2007 March 07 at CEC-South Office,St.Thomas; Middlesex -2007 March 08 at Strathroy DCI,Strathroy. -Trustee Retreat -2007 April 13; MPP's Meeting -2007 April20 at 9:00 a.m.; Student Trustee Election -2007 April 27; Award of Distinction -2007 May 03; MP Meeting -2007 May 25. 9.DIRECTOR'S ANNOUNCEMENTS Director Bryce commented that from time to time trustees receive telephone calls from parents/guardians upset about bus delays and cancellations.He referred to a situation that occurred last week around 3:00 p.m. when,because of severe weather conditions, five vans carrying FFL students home fromschool became stranded whenthe highwaysclosed because ofa lackof visibility. DirectorBryce commended the Bus Operators'Association and the van driversfortheirappropriate response in ensuring the safety ofthe students byquickly arranging for the children to be billeted in liderton overnight until road conditions Improved. He advised that a letter of resignation to retirement has been accepted from Superintendent of Education Jim Empringham effective 2007 June 30.Mr.Bryce extended appreciation to Supt. Emprlngham for his long and dedicated service to Thames Valleyand Its predecessor,the Oxford County Board of Education. Supt.Emprlngham responded thanking colleagues and trustees fortheirongoingsupport during his rewarding career ineducation. Heextended best wishes tothe Boardas Itfaces futurechallenges and filled with new opportunities. 10.a.CONFIRMATION OF MINUTES The minutes of the 2007 February 13 were approved on motion of G. Hart,seconded by R. Tisdale. b.BUSINESS ARISING FROM MINUTES -none 11.STUDENT TRUSTEES'UPDATE Student Trustees Koscik and North reported that they attended the OSTA-AECO Conference held in Ottawa on 2007 February 16 to 18.Trustee Koscik advised that during the conference former TVDSB Student Trustee Dan Moulton was appointed Chair of the Alumni's Board of Directors. Trustee Koscik was appointed President of the English Public School Board Council and Trustee North was appointedSecretary. Theystated thatthe conference workshops werevery informative and appreciated the networking opportunities that provided a broader communication with student trustees from across the province. Itwas also reported thata rural Student Advisory Committeemeetingisbeingplannedfor2007 March 07. Trustee North advised that she attended a parent nightheld at CatholicCentral High School, London,with discussions focusing on drug/alcohol awareness.She also attended the National Youth Week Committee meeting regarding initiatives forthe upcoming students'convention to be held at the Western Fair.Trustee North advisedthat,on2007 February 27,she attended a meeting with Thames Valley secondary school principals to discuss the role of the Student Trustee and the importance of student participation in the upcoming elections. 2007 February 27...3 12.REPORTS FROM THE ADMINISTRATION a.PROPOSED ADDITIONS TO ALGONQUIN AND HICKSON CENTRAL PUBLIC SCHOOL K.Bushell,Manager,Projects and Maintenance,Facility Services,Introduced and welcomed Architects Lance Dickson,Dickson Partnership Incorporated,and Rick Mocellin, Tillman Ruth Mocellin.Supt.Empringham Introduced Algonquin P.S. Principal Nicholaos Karalis and Janet Thomson, VicePrincipal.Mr.Karalisand Ms.Thomson acknowledged the effortsofthe Board inapproving enhancements tothe school. Theyfocused on the student safety component ofthe project and highlighted the various plans in place for fieldtrips to a museum,an art gallery, etc. involving all students and staff in order to ensure that no instructional time is lost during periods when the construction site must be vacated. Superintendent Empringham stated that, on 2006 December 19,the Board approved that the Administration plan for additions to Algonquin and Hickson Central Public Schools and report back to the Board with respect to: a.detailed plans; b.funding: c.estimated costs/budgets; d.schedule. The report updated the Board on the status of these items and sought approval on the proposed plans as well as tendering the two projects.The tender results and related recommendations are to be presented to the Board later this Spring. PROCESS After the Board approved to design the additions at Algonquin and Hickson Central Public Schools,each school formed an in-school Design Committee chaired by the Principals and comprising community and staff representatives,the Superintendent of Education,the Manager of Projects and Maintenance and the Project Co-ordinator. Each of these committees worked with the following architectural firms: ALGONQUIN P.S.(Woodstock)Dickson Partnership Incorporated Architects HICKSON CENTRAL P.S.(Hickson)aTRM Inc. During the past two months.Design Committee meetings were held to receive input and refine proposed plans. The proposed designs were presented to the school communities duringthe month of February.The reception bythe communities has been excellent. The process to date has been very beneficial and has resulted in plans that meet the needs of students,staff and community. Supt.Empringham read comments from Elizabeth Carswell,Vice-Chairperson,AlgonquinP.S. School Council,in which she stated that parents have been informed of the project details and understand and support the important,valuable improvement to Algonquin P.S.Brenda Arnett, Chair,Hickson Central P.S.,confirmed that the parents and community have been properly consulted and fully support the proposed enhancements to their school.Ms.Arnett thanked the Board for the opportunity to be part of this process to improve the learning environment at Hickson P.S. OVERVIEW OF PROJECTS The following overview of the projects was presented by Architect Lance Dickson. 1)Proiect Svnopsis -Aloonauin Public School.Woodstock The objective of the project is to create additional instructional space to accommodate students presently ina portapak and portables. The project will consist ofan additiontothe school and alterations of existing spaces.The addition and renovated facility will be ready for occupancy for 2007 November. 2007 February 27...4 12.REPORTS FROM THE ADMINISTRATION-cont'd a.PROPOSED ADDITIONS TO ALGONQUIN AND HICKSON CENTRAL PUBLIC SCHOOL - i.Project Synopsis -Algonquin Public School,Woodstock -cont'd Addition The new addition will consist of eight classrooms,student washrooms,learning support room and custodial storage. Renovation/Alterations Renovated areas will include the staff room,work room,health room and learning resource centre.The existing parking lot will be altered to allow for more parking at a student drop off area. The following overview was presented by Rick Mocellin ii)Proiect Synopsis -Hickson Central Public School.Hickson The objective of the project is to enhance specialized program areas for the schoo!so that they are consistent with current Board standards.The project will consist of an addition to the school and alterations of existing space.The addition and renovated facility will be ready for occupancy for November 2007. Additions A new gymnasium will be constructed complete with stage and storage rooms. Renovation/Alterations Renovated areas include existing gymnasium and stage which will be converted to an activity room,change rooms and storage.Existing change rooms will be converted to a meeting room and learning support room.The existing music room will be enhanced to create a general arts room. Mr.Bushell reviewed the estimated costs,funding and schedule timelines forAlgonquin and Hickson Central Public Schools as follows: ESTIMATED COSTS/BUDGET SECTION ALGONQUJN;/HICKSON CENTRAL Design and Constmction of Addition(s) & Renovations $1,810,000 $1,255,200 Project Disbursements: 1.Relocation of Portables $25,000 — 2.Building Permits &Fees $7,000 $5,500 3.Asbestos &Soil Testing —$5,000 4. Building &Topographical Survey $5,000 $4,800 jqjAL '$1^47,000 2007 February 27...5 12.REPORTS FROM THE ADMINISTRATION-cont'd a.PROPOSED ADDITIONS TO ALGONQUIN AND HICKSON CENTRAL PUBLIC SCHOOL - cont'd Notes: 5%construction contingency allowance carried in estimated cost for design and construction section. All costs are net GST FUNDING Funds/Grants -ALGONQUIN HICKSON CENTRAL Primary Class Size Grant (PCS) Pupil Accommodation Reserve Fund Good Places to Learn Stage 11 Grant $930,000 $917,000 $1,270,500 TOTAL $1,847,000 $1,270,500 TIMELINES SCHEDULE ALGONQUIN HICKSON CENTRAL Public Meeting 2007 February 20 2007 February 21 Executive Council Review of Projects and Board Report 2007 February 20 Presentation to the Board 2007 February 27 Tender Period 2007 March/April Board Approvals to Award Contracts 2007 April Construction to Commence 2007 April Substantial Completion of Projects 2007 October 01 Commissioning of Projects 2007 October 01 to 2007 October 31 School Occupancy 2007 November 01 RECOMMENDATIONS: 1.That the Board approve the plans,budget and schedules for the proposed additions and renovations to Algonquin and Hickson Central Public Schools. 2.That Administration proceed to tender the proposed additions and renovations to Algonquin and Hickson Central Public Schools. 3. That the Board approves the transfer of $917,000 from the pupil accommodation reserve funds to fund a portion of the cost for the Algonquin Public School addition. 2007 February 27...6 12.REPORTS FROM THE ADMINISTRATION-cont'd a.PROPOSED ADDITIONS TO ALGONQUIN AND HICKSON CENTRAL PUBLIC SCHOOL - cont'd The Administration responded to questions posed by Trustees.Recommendations 1, 2,and 3 were approved on motion of G. Hart,seconded by P. Jaffe. b.SOUTH-EAST ST.THOMAS JK-8 ENGLISH LANGUAGE ELEMENTARY SCHOOL J.Thorpe,Executive Superintendent,Operations Services,introduced a report that provides an opportunity for public input into the boundaries and design for the anticipated new elementary school in south-east St.Thomas. He advised that as a consequence of building a new school in south-east St.Thomas,the boundaries of three current elementary schools will have to be adjusted.In order to produce a new school of approximately 450 pupils,students will be repatriated from New Sarum Public School towhich they are currently bused and boundary adjustments will occur affecting both Elgin Court and Forest Park Public Schools in St.Thomas. In order to ensure that appropriate public input is received and that the boundaries are appropriately drawn,Administration is seeking authorization to establish a committee to undertake this task.Membership would consist of one representative from each of the three affected schools,nominated by the School Councils of Elgin Court,Forest Park and New Sarum Public Schools,to join the Superintendent of Education for the school area,area Trustees,and Mr.Owens,Board Planning Officer,to review and make recommendations to Trustees on the boundaries for the new school. Secondly,a Design Committee should be established to provide input into the planning and design process for the new school.The same three school communities should be approached to provide representation for this committee.Representatives may be the same at the School Councils'discretion. It was further recommended that,in the fall of 2007,a committee be established consistent with the Board's policy and procedure on naming of schools to determine an appropriate name for the new south-east St.Thomas School. RECOMMENDATIONS: 1.That the Board authorize Administration to create a boundary review committee for the proposed South-east St.Thomas JK - 8 English language elementary school. 2.That the Board authorize Administration to create a design committee for the proposed South-east St.Thomas JK-8 English language elementary school. Recommendations 1 and 2 were adopted on motion of T.Grant,seconded by F.Exiey. 0.SMALL RURAL SECONDARY SCHOOL STAFFING Executive Superintendent Thorpe introduced a report that provided a preliminary and partial response to the recent request for information on viable staffing levels for small rural composite secondary schools. A major presentation on staffing of secondary schools is being developed for presentation to Trustees at the 2007 March 20 meeting of the Board.In advance of that presentation,the following information was offered as a partial response to the question posed by Trustee Grant in her motion at the 2007 January 23 meeting of the Board regarding the minimum number of teachers required to provide a viable program in such schools. 2007 February 27...7 12.REPORTS FROM THE ADMINISTRATION-cont'd c.SMALL RURAL SECONDARY SCHOOL STAFFING -cont'd For purposes of this response,a worl<ing definition was developed for "viability".Specifically, for purposes of this report only, a viable school program is one which allows students to take the combined numbers of compulsory and optional courses required to meet graduation requirements and fulfill normal post-secondary destination requirements in four school years. Note:Approximately 30%of Thames Valley students currently take an additional semester or a full fifth year to complete their secondary program. Again,for purposes of this response,a hypothetical secondary school with a student population of 300 was reviewed.It was assumed to have 75 students in each of grades 9,10,11 and 12. Grade 9 A minimum of three classes per period must be scheduled to accommodate 75 students. 3x8 periods per cycle (4x2 semesters or 4 x 2 days,year long) = 24 classes + 1 additional class to accommodate separate female and mate physical &health education,and 1 additional class to accommodate technology class size. Total minimum classes for Grade 9-26 classes or 4.33 teachers at 6 classes each. Grade 10 3x8 periods per cycle = 24 classes + 1 for Physical Education,1 for technology = 26 classes or 4.33 teachers Grade 11 Same as grades 9 and 10 =26 classes or 4.33 teachers Note:Students may take seven courses at grade 11 and 12 although schools generally recommend eight as the minimum for grade 11. Grade 12 Same as above + 1 technology.Physical and Health Education is usually co-ed at this grade level =25 classes or 4.17 teachers. Totals Grade 9-26 classes;4.33 teachers Grade 10 -26 classes;4.33 teachers Grade 11 -26 classes;4.33 teachers Grade 12 -25 classes;4.17 teachers Minimum allocation for a viable program =103 classes or 17.16 PTE teachers for classroom Instruction only. This structure could potentially accommodate up to 15 more students per grade and still comply with all requirements;I.e., 90 students per grade =360 students.This model presupposes a very limited course offering.Typical staff allocations for classroom teachers provide for greater course selection than this minimum. For comparison purposes,the 2006-07 school year allocations to small rural school for classroom sections only are: Glencoe:20.67 Lord Dorchester:32.00 North Middlesex:21.33 Norwich:17.00 West Elgin:32.33 2007 February 27...8 12.REPORTS FROM THE ADMINISTRATION-cont'd d.MONTHLY FINANCIAL REPORTING B.Greene,Executive Superintendent,Business Services,presented the month-end financial report as at 2007 January 31.The year-to-date activity was provided and included a summary of revenues,expenditures by expenditure type,expenditures by area,and expenditure type.He advised that financial projections are underway noting that the October enrolment,below projections,generates a loss in grants in excess of $1M and may be a potential concern for year end.He spoke about energy costs stating that at this time last year the province gave school boards a 2%funding increase to address high energy expenses. J. Roth,Manager,Financial Services,explained the decrease In elementary and secondary funding noting that it has a net effect based on the full-time equivalent of $460,000. e.DEPARTMENTAL UPDATE Director's Services The Director visited and toured Montcalm S.S.(London)meeting with students and staff. He also attended a Character Education Event at Lucas S.S.The Honourable Dalton McGulnty,Premier of Ontario,met with a group of students to discuss the provincial government's Character Education initiative and learn about specific initiatives at the school. Special guests Included MPPs Chris Bentley,Deb Matthews and Kahll Ramal.Avis Glaze, Chief Assessment Officer and CEO.of the Literacy and Numeracy Secretariat,also attended the event. The following meetings and events were attended by the Director:Supervisory Officer Planning Day,Council of Directors'of Education Annual CEO Conference,Community Leaders'Forum Meeting,OPSBA Symposium,MPP Meeting,Mayor's Task Force to End Woman Abuse Meeting,OPSBA-Technical Advisory Committee Meeting,Dr.Joyce Epstein Symposium on School,Family and Community Partnerships for Student Success,Regional Education Council Meeting; The Director brought greetings and/orpresented atthe following events:Habitatfor Humanity Recognition of Corporate Sponsor Evening,OSSTF Bishop Townshend Awards Banquet, ETFO Professional Development Session for Occasional Staff; John Verbakel and Director Bryce met with a representative from the Grand Theatre to discuss the high school projects for the 2007-2008 school year; The Director has been involved with the University of Western Ontario's Western Reads program which is modeled on the program "Canada Reads"by CBC. He and his reading partner,Paris Meilleur, Vice President Education,University Students'Council,read Race Against Time by Stephen Lewis.Together,they gathered with members of the audience at the University Community Centre and discussed the book.Further information about Western Reads is available at www.westernreads.ca. Executive Superintendent Laura Elliott and the Director,along with a representative from the London District Catholic School Board and representatives from the two area French Language boards,met with Joy Workington,Senior Vice President Academic,and Cathie Auger,Vice-President Student and Staff Services,and other representatives from Fanshawe College to discuss collaborations between the boards and the College,the Ontario College objectives for Student Success and how they coincide with Student Success initiatives in the boards. \ 2007 February 27...9 12.REPORTS FROM THE ADMINISTRATION-cont'd e.DEPARTMENTAL UPDATE -cont'd Director's Services - A number of Trustees,Supervisory Officersand Managers attended a lunch hosted bythe London Chamber of Commerce.Mr.Justin Trudeau,education,environment and youth advocate,was the guest speaker.His message focused on the important role each Canadian has to play when It comes to the empowerment of youth, the need for older generations to Inspire youth to take action and the need to protect the environment. Staff Development Initiatives Included:New Teacher Program, New Teacher Winter Conference,Mid-yearNewHires Conference,NewTeacher Mentors,NewTeacher Induction Program,Special Funding,Specialized instructional Coaching,Administrative Mentoring, Leadership,Professional Development for Experienced Teachers,Professional Reading Program,Leading Lesson Study,Professional Development Day, Powerful Designs for Professional Learning,Occasional Teachers Professional Development,Leadership 2007 Conference; Public Affairs and Community Relations initiatives Included:2007 Education Week preparations,TVDSB Web Site updates.Graphic packages and information strategy as prime Information sources during the 2007 Budget process;School Community Team Building Symposium held 2007 February 21.The annual general meeting of the Thames Valley Education Foundation being held on 2007 February 28 at 4:30 p.m.. Our Vision initiatives Included: outliningthe structure and proposed content for the Annual 'Our Vision'Report for 2006-2007.Departments have been asked to submit their goals for Inclusion in the report by 2007 March 09.Additionally, P.McKenzie,Supervisor,Our Vision, is to be meeting with various departments to help identify initiatives throughout the Board that represent Internallzatlon of our vision in action.These examples,drawn from a cross section of our learning community,will serve to augment the report and the April presentation to the Board. Over the last three months,P.McKenzie has met with the Trustees'PD Committee to discuss a plan for in-service/facilitation with the Trustees around Our Vision.The purpose for this initial facilitation will be to acquaint trustees with our Mission,Vision and Values,and through a facilitation lead by Mr.McKenzie examine the foundation principles (characteristics and behaviours )as they relate specifically to the roles and responsibilities of the Trustees in our Caring,Learning Community.On February 27,Mr.McKenzie will facilitate the first introductory session. Additionally,the Trustee PD Committee is preparing a submission for the Education Week theme centred around "Caring,Learning Community:Achieving Together".This initiative will again serve to facilitate understanding and connection with the Foundation Principles and -provide support for the Education Week theme. The Vision Advisory Committee will meet on 2007 February 26 at the Education Centre. Human Resource Services Disability Management is working with 58 staff members In their return to work programs; 2007 February activities of the Thames Valley District School Council (TVDSC)included the Items listed below. - The TVDSC held the regularly scheduled meeting. The well attended meeting included discussion and information sharing on many relevant topics: -Capital Plan; - Election Polling Stations held in schools; -Award of Distinction; 2007 February 27...10 12.REPORTS FROM THE ADMINISTRATION-cont'd e.DEPARTMENTAL UPDATE -Human Resource Services -cont'd -Primary Class Size Caps; -Secondary School Staffing: -Education Week. -The TVDSC, while reflecting the growth of the group,recognized amendments to be made in the governing TVDSC by-laws. A consensus was reached regarding the required changes.The amendments demonstrate the growth of the Thames Valley District School Council. The TVDSC Chairperson Hopkins,and Vice Chairperson Morell,met with TVDSB Chairperson Sattler to discuss many topics including effective and consistent communication to Thames Valley school councils,the Annual School Council Report and its recommendations and the process of communication from TVDSC chairperson to the TVDSB; The-successful mini-workshop format was once again utilized before the regularly scheduled TVDSC meeting.Workshop theme was preparation ofa Principal Profile and communication strategies for school councils.The TVDSC Is committed to providing assistance to school councils and will continue to host mini-workshops for the remainder of this school year. The TVDSC Chairperson sent email communication to school council contacts on the following topics: -Capital Plan Advisory Committee (CPAC)meeting dates; -Request for CPAC Regional Information; -TVDSB Policy Input; -Other Board Information; -Parent Involvement Workshop; -Parent Involvement Funds and use of the funds. The TVDSC Chairperson sent email communication to the TVDSB chairperson on the following recommendations: review of the Political,Sectarian/Religious Advertising in Schools Policy add board committee meeting dates and other Information to the board calendar post on the website Regional Information that was provided at February CPAC meeting Planning of the 4""Annual School Council Symposium Is continuing.The Minister of Education,Kathleen Wynne,will be the keynote speaker for the morning session and Dr. Betty Boult,Canadian author of "175 Ways to Involve Families",is presenting In the afternoon.Invitations have been sent to all 72 Ontario school boards and registrations have been received.Ministry funding has been confirmed as approved and will be used toward the planning of this event which will be held at the Ministryof Education office in Toronto on 2007 April 27. Elementary Occasional Teachers (OTE) =1,622 (total includes 60 OTE on leave)412 OTE's are retirees.There are 255 Long-Term Occasional Assignments are 255 with 7 filled by retirees; HR is working on second semester secondary staffing needs and reviewing class size and teacher workload Issues as per the collective agreement; Currently there are 843 occasional teachers on the list ofwhich about 30%(253)are retirees; A bar graph representing the percentage of employees in each age range was provided for information purposes only. 2007 February 27...11 12.REPORTS FROM THE ADMINISTRATION-cont'd e.DEPARTMENTAL UPDATE-cont'd Operations Services Attainment of Our Vision - School Improvement initiatives included: Barrie Bennett's workshops presentations: February 01-Instructional Intelligence Strategies for the Secondary Classroom; February 27 -Instructional Intelligence & Differentiated Learning, The Power of Instructional Intelligence to Improvement Student Learning,and Effectiveness of Co operative Learning & Low Powered Instructional Strategies; February 28 -Regional Team Meeting and Effectiveness of Co-Operative Learning & Low Powered Instructional Strategies; March 01 -Leading Instructional Intelligence in Your School. Elementary Staffing: The Ministry Report on our "virtual staffing"findings has been filed and all forms for the staffing process have been reviewed and updated for 2007-08.Early Years registration has been advertised and are being accepted at individual school locations.Principals will submit enrolment numbers electronically by 2007 February 28. Work continues on the development of the Draft Generic Valuation Framework for use with potential elementary and secondary Accommodation Review Committees (ARC's).The Generic Valuation Framework is based on Ministry direction and guidelines.The framework will be structured on the following four areas for the review of each school to be considered in an ARC and the weighting for each Value area,recently approved by the Board,has been incorporated into the Draft Valuation Template: Value to the Student 40%; Value to the School Board 20%; Value to the Community 30%; Value to the Local Economy 10%. The definitions of the individual data elements are being finalized and will be included as support for the ARC. This will assist the individual ARC's in the completion of the templates and will provide a consistent framework for the responses. Preliminary work is now under way for staffing allocations for the 2007-08 school year based on the 2007-08 projections which are used in both budget development and initialMinistry of Education grant calculations. Initial data with respect to student location is under way to assist in the establishment of a boundary area for a new JK-8 school in southeast St.Thomas. - An additional session has been added for New Administrators on March 01."Leading Instructional intelligence in your Sctiool"is open to New Administrators and administrators who were not members of a cohort team.This session is planned to assist administrators in leading the Instructional Intelligence initiative in their schools.This day is also open to Learning Co-Ordinators. Topics on the agenda for this fullday inservice are: Instructional Intelligence Overview; Regional Teams ~Success Stories; Instructional Repertoire; Student Assessment; Co-Operative Learning; Classroom Management; Embedding Instructional Intelligence Into School Growrth Plans (literacy focus); Demonstration Lessons; 2007 February 27...12 12.REPORTS FROM THE ADMINISTRATION-cont'd e. DEPARTMENTAL UPDATE -Operations Services -cont'd Lesson Makeover / Mentoring; School-Based Projects and Professional Learning Communities; Instructional Intelligence; Bringing It All Together. The next session for the New Administrators is April 26 and the topic is Leadership Connections:From Site to System. Research and Assessment Services staff completed/undertook the following majorproject components during late 2006 December/early 2007 January: Completed school level analysis and reports for Junior DRA; DRA- distribution of historical,school level report of Junior DRA; Created on-line Interestsurveyand extracted data for Habitat for Humanity - Woman Build project; Consultation withschool teams and principals regarding data use; Completed report on student workplace literacy for secondary school; Presentation to Operations Council -data analysis of Lighthouse projects; Budget tracking of expenses for student literacycomponent of LOG,on-going support for school-based projects,spending to date report completed; Scoring and analysis ofOSSLT practice assessments for secondary schools; Completed evaluation reports on the Fall semester violence prevention initiatives; Completed survey for Sutton School staff; Completed boundary mapping for:elementary schools;counties;district; Currently mapping secondary and French Immersion boundaries; -Conducting spatial analysis of EDI data (Early Development Instrument); Presented student level feeder school reports based on EQAO grade 9 assessment to Operations Council; Submitted data sets to EQAOfor grade 3 and 6 2007 Spring assessments; Support for schools using the EQAO Student Data Collection process; Graduation rates - presentation of overall report, data definitions and analysis to Operations Council; Detailed analysis of graduation rate data undertaken; Developed student survey on volunteering for career studies course; Preparation of spring testing schedule for school-based assessments; Continued processing and approval of external research requests; Designed several surveys for school Initiatives; Supervision of student thesis on JVNELP program; Presented report on data use to Regional MISA Symposium; Summary of definitions and analysis process used by Fraser Institute; Analysis of data for submission of Primary Class Size plan; Updates and posting to Research and Assessment web site; Participation in focus groups for deaf and hard of hearing review; Data validation and definition of report parameters for Skopus data warehouse; Analysis of historical EDI data compared to local assessment data; Data collection,analysis and report preparation for bullying survey forschool; Development ofstaff workload survey forjoint management/CUPE committee; -Completed development of procedures to transfer of lEP engine data to Trillium; Development of workshop for program staff as component of QPA grant; Continuing analysis of Reading Recovery and Keys to Literacy data Safe Schools update Included: Violence Prevention Committee meeting to confirm presentation dates for drama productions of:"Forum Theatre","Power Surge""Hero in the Shadows"and "Sandcastle Kingdom",2007 February 22 Tenth Annual Safe Schools Conference,and Internet Safety Task Force Initiatives; 2007 February 27...13 12.REPORTS FROM THE ADMINISTRATION-cont'd e.DEPARTMENTAL UPDATE -cont'd Program Services Mathematics Science,and Environmental Education -Mathematics K-12 Numeracy Coaching Project With funding provided by the Literacy Numeracy Secretariat (LNS), two Numeracy Coaches began working across four schools in TVDSB during the Fall. With the assistance of Research and Assessment staff,Knollwood, Northridge,Woodland Heights,and Maple Lane Elementary Schools were identified from the LNS's list of Challenged Schools which Is based on mathematics,reading and writing student achievement results from EQAO's grade 3 and 6 testing over the past three years.The two Numeracy Coaches work together in each of our targeted schools concentrating their support on grades 1-6. Program Focus The two coaches use a co-teaching approach to support classroom teacher's lesson planning and Implementation. The goal is to foster the teaching ofmath using a problem solving approach,along withthe Incorporation of math manipulative materials to help improve student achievement.Coaches and school staff are using data from EQAOand PRIME Diagnostic testing toguide Instructionand help differentiate leamlng.In addition, these schools are receiving some teacher support with the implementation of Understanding Math/Numeration software. Research Based Instructional Practices coaching is based mainly on the following resources: Co-teaching from Content Focused Coaching-Transforming Mathematics Lessons by Lucy West; Problem solving approaches from researchers Dr.Cathy Fosnot, Dr. MarlonSmall, and Marilyn Burns, and the content of the Ministry's Expert Panel Reports; -Teaching and content strategies from the Guide to Effective Instruction in Math - Ministry publications. Following Initial information meetings with the principal and two teachers from each school,coaches also explained the project to staff at the school.Initially coaches were in each school on a weekly rotation amongst the four schools.Effectiveness of this timetabling was reviewed in 2006 December,and has been revised to half week visits to each school so that coaches are in each school every second week now; The following are being used to gauge effectiveness of this work for students and teachers with assistance from Research and Assessment: PRIME Diagnostic Tool for Number and Operations - testing using the Operations Diagnostic Tools with all students grades 1-6 in Falland late Spring; PRIME Teacher Survey -Ten Dimensions of Mathematical Education -teachers; POM (Perceptions of Math)Survey -teachers;EQAO results. Surveys conducted in December Indicate that teachers are welcoming the support in the main, and increasingly planning and co-teaching to broaden their teaching strategies for the benefit of student learning.Progress is being made with all aspects of the project,and much is still to be done. Junior and Intermediate Math Challenges The 22"*^Annual Junior Math Challenge andthe 2"'^Annual Intermediate Math Challenge will take place at the Facultyof Education, Althouse Building,UWOon March 28'^and 29"^.Teams from all elementary schoolsare invited toattendthis worthwhile and exciting math event.Trustees are invited to attend. 2007 February 27...14 12.REPORTS FROM THE ADMINISTRATION-cont'd e.DEPARTMENTAL UPDATE -Program Services -cont'd Intermediate and Secondary Mathematics Much of the work done in Intermediate/Secondary Mathematics is in partnership with the Student Pathways for Success Portfolio.The following summarizes recent work: During 2006 October 2006 approximately 185 grade 8 teachers attended a workshop on Targeted Implementation and Planning Supports for Revised Mathematics (TIPS4RM) focussing on problem solving,patterning,proportional reasoning,data management (Tinkerplots and Census at School); During 2006 November approximately 30 grade 9 applied teachers worked on cooperative learning strategies using EQAO items while Heads of Mathematics discussed problem solving approaches for a grade 10 academic summative assessment task; During 2006 December eleven secondary schools received Understanding Math through Student Pathways funding and day one of a two day inservice; During 2006 December and 2007 January approximately 175 Grades 7 and 8 teachers attended the Building Math Success worksliop.Teachers chose two of the following topics and worked in groups for a half day on Problem Solving,Cooperative Learning, Assessment and Evaluation,Tinkerplots; During 2007 March -Eleven secondary schools will receive day two of the Understanding Math Training. Elementary Science (1-8),Secondary Science Curriculum Review Processes Grades 1-8,Grades 9 and 10,and Grades 11 and 12 The revised curriculum for Science &Technology Grades 1-8,and Science Grades 9-10 is scheduled to be released by the Ministry in the Spring of 2007 for optional implementation in 2007 September and mandatory implementation by 2008 September.Inaddition,grades 11 and 12 draft curricula are to be released In the Spring of 2007. SMARTER Science The implementation ofSMARTER Science continues across Thames Valley.Developed by Board staff,the project incorporates unique science materials to teach important process skills required for scientific literacy.This program has piloted in about 30 schools with its goal to emphasize important broad-based process skills of science necessary for "effective functioning in the workforce";where students are encouraged to "identify and analyze problems,and to explore and test solutions In a variety of contexts."(Ontario Curriculum, Grades 1-8:Science &Technology,1998)The program is divided into four stages each focuses on specific skills related to inquiry and design,the two key components of the elementary Science &Technology Curriculum.Each stage builds upon the previous one, and classes are provided with the necessary lessons and materials required to complete the activities in a resource toolbox called The Catalyzer.Each school staff has been introduced to the program at an in-school workshop. Environmental Education A system level.Environmental Advisory Committee has been established to provide advice and coordinate efforts at reducing ecological footprint.The committee has representation from all stakeholders in the Board.The discussion at the first meeting of 2007 January concluded with enthusiastic endorsement of current efforts,and a commitment to review our environmental policy for improvement. 2007 February 27...15 12.REPORTS FROM THE ADMINISTRATION-cont'd e.DEPARTMENTAL UPDATE •Program Services -cont'd Languages/Social Sciences This year marks a change In the approach to literacy support for high needs schools moving away from incidental modelling and classroom drop-ins to a more formalized and structured approach; In this coaching model,we: make week long visits to designated schools; work with the entire primary or junior division; help with planning and assessment; work directly with students: model strategies as requested by the teacher; take direction from the classroom teacher; return to the schools every four weeks. Building a rapport and gaining trust is not always an easy task and often takes time. This model with its week long visits and focus on students has enabled us to gain credibility and build confidence among staff; Currently,there are 12 primary literacy coaches working in 24 schools and two junior literacy coaches working Infour schools.The coaches work in pairs enabling them to provide quality time in all classrooms and facilitate in-school planning opportunities.Staff look forward to visits and many provide their coaches with weekly updates; Ontario Focussed Intervention Partnership {OFIP )Update The Literacy and Numeracy Secretariat (LNS)has identified schools across the province based on EQAO reading performance.Thames Valley has 24 schools,12 have been identified as requiring more Focussed support.Each of these schools has received a diagnostic report outlining ways to improve the literacy proficiency of their students. Suggestions range from dedicated literacy blocks,to posting level 3/4 performance samples for students; The LNS and TVDSB have combined efforts to provide Professional Learning Community meetings for these schools to discuss best practices and learn with and from each other. Schools have been organized in clusters based on location and proximity and the primary and junior divisions each meet for a half day; The first sessions were recently held and positively received.Participants looked at the kinds of questions students are asked to answer in EQAO and discussed ways to help students articulate their thinking and understanding.Bloom's taxonomy of thinking was explored and in grade groups discussed what that might look like for those students.Teachers were given a "homework"assignment to design a higher order thinking task and collect samples of student work.These samples will be shared and examined at the next sessions planned for the end of 2007 March; The content of the sessions connects well with the literacy/numeracy and Bennett's training undertaken by the Board.This alignment is critical as we need teachers to perceive these meetings as connected to what we are already doing in our schools.Principals, Superintendents and Program staff will continue to provide ongoing support for teachers in an efforts to improve the literacy outcomes for all students. 2007 February 27...16 12.REPORTS FROM THE ADMINISTRATION -cont'd e.DEPARTMENTAL UPDATE-cont'd Business Services Facility Services Projects and Maintenance Capital Projects initiatives included:Additions at Strathroy District Collegiate Institute,Algonquin Public School,and Hickson Public School; Primary Class Size Additions at Chippew/a,Clara Brenton,Forest Park and Kensal Park Public Schools and repairs to Parkside Collegiate Institute;Good Places to Learn Stage 2 and Best Start enlargement at White Oaks P.S.and new site at MacDonald P.S.for 2007 September as well as further discussion of additional sites underway with the City of London; Director Bryce expanded on the Best Start initiative indicating that of the four municipalities only London was Interested in this partnership. Financial Services initiatives Included:In service to new administrators;replacing the current Non-Board Funds financial system;T4A's issued to scholarship/award recipients and the 2007-08 Budget development process. 13.REPORTS OF COMMITTEES a.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE 2007 February 06 7:05 p.m.-9:00 p.m. MEMBERS P.Sattler,Chair Elgin T.Grant F.Exley J.Wilson D.McKlllop C.Webb C.Walker L.Schneider L.Stevenson ADMINISTRATION AND OTHERS London J.Bennett J.Scott S.Polhill P.Tufts R.Caranci C.Miller R.Tisdale L.Manicom J.Shewfelt L.McCallum M.L.Cunningham Oxford J.Stewart G.Hart S.Molnar S.Davis D.Fushino B.Hopkins B.Feeney J.Thorner D.Doan Middlesex K.Aranha A.Bannister S.Doub S.Peters M.Hendrlck C.Anger B.Tichenoff N.Wright S.Weaver B.Bryce B.Greene J.Thorpe M.Sereda L.Elliott K.Havelka K.Dalton K.Wilkinson L.Hutchinson C.Dennett K.Bushell J.Thorpe G.Owens B.Wagner S.Christie J.Emprlngham S.Hughes D.Blair B.Tucker 1.WELCOME AND INTRODUCTIONS Chair Sattler welcomed the committee and visitors noting It was the second meeting of the committee and the first meeting since the election of the new board of trustees.She asked members to introduce themselves and Indicate their area of representation. 2007 February 27...17 13.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd 1.WELCOME AND INTRODUCTIONS -cont'd She noted that the mandate of the committee has been amended to include the term of the committee to be consistent with the term of the board,i.e.,2006-2010,and to indicate that trustees are non-voting members but chair each of the sub-committees. Chair Battler advised that information regarding the Capital Planning AdvisoryCommittee is located through the Good Places to Learn link on the Board website (www.tvdsb.on.ca). Committeerepresentatives' contact information isposted as well as the mandate,reportsto the Board and resource materials distributed to date. 2.OPENING REMARKS AND OVERVIEW Executive Superintendent John Thorpe indicated that information regarding the capital planning process and developments that have occurred since the draft plan was submitted last spring to the Ministry of Education would be described by various members of the Administration.He noted that he,Executive Superintendent B.Greene,Manager K.Bushell and Planning Officer G. Owens formthe Capital Plan Co-ordinatingCommittee which has administrative responsibility for accommodation planning and process. OVERVIEW OF PLANNING PROCESS Exec. Supt.Thorpe provided an overview of the planning process including major factors affecting the Board related to student accommodation.He advised that, prior to changes to public education organization and funding which were introduced in 1998,boards of education made decisions about expenditures on school facilities based on available funds, local priorities and balancing needs against their capacity to raise revenues through the local mill rate. Exec. Supt.Thorpe explained that when changes were implemented,including the establishment of amalgamated district school boards,boards no longer had the authority to raise funds in the former way and the provincial government essentially became the single funder for virtually all board expenditures.As a result,the Ministry of Education assumed responsibility for new school and renovation expenditures and provided guidelines for Board planning on a consistent,province-wide basis.In 2005,it introduced the Good Places to Learn- Renewing'Ontario'sSchools. In the fall of that year,the Board established a Capital Planning Co-ordinating Committee to drive the TVDSB planning process.In 2006 February the Administration presented a draft, five-year Capital Plan to the Board which was subsequently submitted to the Ministry.It was based on what was known at the time and on the assumption outlined by then Education Minister Gerard Kennedy that there would be a full Ministry response to the draft Capital Plan, leading to the Board adopting a final,first five-year Plan and submission for funding. The TVDSB Plan was a thorough,detailed,extensive review of all schools and areas,with input from dozens of Board employees and others attempting to provide a blueprint for the future,taking into account all possible variables.Some of those variables and assumptions have changed and unfolded since.Exec.Supt.Thorpe outlined the factors underlying the initial draft Plan and the criteria behind its recommendations: -Program Excellence; -Program Enhancement; -Enrolment; -Funding; -Surplus spaces; -French Immersion; -School Organization; -School Renewal; 2007 February 27...18 13.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd OVERVIEW OF PLANNING PROCESS -cont'd -Personnel Issues; -Provincial Government Initiatives. He distributed packages of regional information in preparation for the upcoming area meetings scheduled for March 5-8 and encouraged committee members to read and become familiar with the content in preparation for discussion of the regional issues at the meetings. RECENT BOARD INITIATIVES Facilities Manager Kevin Bushel!updated members on developments with the Ministry of Education and within the Board since 2006 February.He described the following initiatives that have been undertaken since last February when the Ministry funding was received. Stage I!G.P.T.L.Grant -Board received 22.3 M -17.7 Mfor School Renewal (adjustments to high and urgent needs) -4.6 Mfor Program Needs -Added to 41.2 M received for Stage I G.P.T.L -Stage 111 G.P.T.L.to be announced spring of 2007 Primary Class Size Grant (P.C.S.) - Board prepared a plan for accommodation required to create additional classrooms - Ministry originally allocated approximately 1,300 N.P.P.'s for TVDSB PCS requirement -Upon review of TVDSB plan,Ministry increases TVDSB allotment to 1,541 N.P.P.'s or 67 classrooms -Grant equals 24.8 M in construction value Prohibitive to Repair (P.T.R.) - Ministry has assigned four TVDSB schools as candidates for PTR -Lucan PS,M. B.McEachren P S,Sweaburg PS and Plover Mills PS - Ministry will now permit Boards to nominate additional candidates for PTR -TVDSB nominated Drumbo PS and Elmdale PS as additional candidates -TVDSB submitted a prioritized list of PTR schools in 2006 November: -Elmdale PS -Drumbo PS -Lucan PS -Plover Mills PS -M.B.McEachren PS -Sweaburg PS Board must provide business case for each PTR candidate and decide if the school will be; >replaced; -consolidated with other schools; -retired. -Waiting for Ministry response and request as to which schools the Board is to provide business cases -Announcement expected by 2007 March PupH Accommodation Review Guidelines - Ministry announcement of guidelines for school consolidations based on: -Value to the Student; -Value to School Board; -Value to the Community; -Value to the Local Economy. 2007 February 27...19 13.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd 2.OPENING REMARKS AND OVERVIEW,cont'd RECENT BOARD INITIATIVES,cont'd Transfer of Reserve Funds - Board must submit Board resolution to Ministry to transfer reserve funds for all Capital Projects - Must also submit cash flow projections for all existing funded projects along withimpact of proposed projects prior to tendering the project. Capital Plan Template - Capital Plan template continues to be updated with allCapital Projects approved bythe Board or underway Accommodation Projects Jack Chambers Public School Addition - 8 room addition opened 2006 November - 2 rooms funded from PCS Grant Strathroy District Collegiate Institute Additions -Under construction to open 2008 February -15 classrooms -Gymnasium -Construction Lab -Hospitality Lab -Horticultural Lab -Personnel Services Lab -Communication Lab -Relocation to D.C.Centre Medway High School -Design completed for Accommodation,Program and School Renewal Needs -Waiting for funding to proceed to construction Glendale High School -Conceptual design completed. -Waiting for decision to reorganize secondary accommodations In Tillsonburg -Funding to be confirmed Algonquin Public School - 8 room addition - 2 for P.C.S.Needs -Alterations to parking and drop-off area. -Out to tender 2007 March Hickson Public School -Gymnasium addition and renovations -Out to tender 2007 March Primary Class Size Accommodation Projects (included in draft Capital Plan) Forest Park P.S. - 2 classroom additions both for P.C.S. -Out to tender 2007 February 27...20 13.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd 2.OPENING REMARKS AND OVERVIEW,cont'd RECENT BOARD INITIATIVES,cont'd Clara Brenton P.S. - 3 classroom additions - 2 for P.C.S,1 for Accommodation Needs -Out to tender Kensal Park P.S. - 4 classroom additions - 2 for P.C.S. - 2 for Accommodation Needs -to be out for tender 2007 March Chippewa P. S. - 4 classroom addition -2forP.C.S. - 2 for Accommodation Needs -To be out to tender 2007 March Renovation to Mountsfield P.S.to create additional classroom for P.C.S. Purchase of 24 Portable Classrooms to be placed at schools where additional classrooms are required New School Sites -Reviewing options for elementary school sites at; -Southeast St.Thomas -Lucan -Thorndale -Stoneycreek -London Secondary School -Science Lab Renovations -East Elgin Science Labs -completed -Sir Wilfred Laurier -out to tender 2007 March -Ingersoll District Collegiate Institute -design complete Good Places to Learn -G.P.T.L Stage I -15.5 M of School Renewal projects completed in 2005-06 -17 M of School Renewal projects planned for 2006-07 -2006-07 will fully utilize all of G.P.T.L.Stage I funding. Other Accommodation Changes Tollgate P. S. -Changed to S.K. - 8 French Immersion schools -2006 September - J. K. - 6 English students accommodated to Hickson Public School Rick l-lansen and Ashley Oaks Public Schools - Both schools to retain their grade 7 for September,2007 instead of sending them to White Oaks P.S. -Rick Hansen,Ashley Oaks and White Oaks Public School to be J.K. - 8 by 2008 September. 2007 February 27...21 13.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd 2.OPENING REMARKS AND OVERVIEW,cont'd RECENT BOARD INITIATIVES,cont'd Princess Elizabeth Public School (London) - To be converted temporarily to a dual track French Immersion school with students from a newly created catchment area in southeast London for 2007 September. - This change is not reflective of the Draft Capital Plan but is required due to the accommodation limitations at Princess Anne P.S. Homedale Public School - Wellington Street P. S.Grade 6 students will be relocated to Homedale P. S. in 2007 September with Wellington Street becoming SK - 5 F. I. -Homedale,currently a dual track school which may become a single track Fl school in 2008 once the new elementary school is opened in Southeast St.Thomas In 2008. Best Start Daycare -Expansion to White Oaks Best Start Daycare for 2008 September, -New Best Start Daycare planned to be open at Sir John A.Macdonald P.S.for the fall of 2007. FUNDING Executive Superintendent Brian Greene indicated there is $100M of construction undenivay, moving forward as a result of the funding generated.A total of $4B in Capital projects has been made available through the Ministry of Education;however,the Board did not qualify for any new pupil places for grov\rth or education development charges. Funds were generated through the Enrolment Pressure grant In the amount of $9M to be used to fund the new JK-8 St.Thomas school.Reserve funds of $2M have been set aside since amalgamation as well as the sale of board properties to purchase new school sites. Exec.Supt.Greene advised that Prohibitive to Repair funding is available for Caradoc South PS In the amount of $3M.The use of these funds has not been determined.Funds for Strathroy DCI are also available in the amount of $5.5M which is being spent on the addition there. He noted that allfuture projects funded through the restrictive grants require a Board motion to use them in capital projects and the Ministry of Education must be advised.A cash flow more than 25 years must also be submitted.At the present time,the Board Is awaiting the Prohibitive to Repair funding announcement from the Ministry of Education based on the Board's submission. ENROLMENT PROJECTIONS Planning Officer Gil Owens described enrolment figures within the District as well as changes in the province noting two factors that Influence population - birth and immigration.He further described the age distribution in the province and Thames Valley noting the decline In enrolment.Itis expected that the elementary figures will level out around 2011 and increase by 2016.He noted that each peak in growth Is a little lower each time the cycle moves through. The actual change in population since 1999 was described noting a decline of 9%, or 4800 students,in the elementary panel.Secondary declined slightly but the Board will see an impact in the four-year grouping as the elementary students move into secondary.He advised that areas of growth create pressure points for accommodation.Exec.Supt.J. Thorpe indicated that the Board has lost the population equivalent of 13 average-sized, elementary schools through enrolment decline. 2007 February 27...22 13.REPORTS OF COMMITTEES-cont'd a.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd 3.QUESTIONS FROM MEMBERS Chair Sattler received questions from members including the following: - Do the figures Include immigration?Immigration is taken into projections as much as possible. -What term of plan is being considered?The board is directed to develop a 5-year plan based on 15-year enrolment data.Once the Initial 5-year Plan is prepared,it will set priorities for the Board and updated on an annual basis. -Is the Board considering the anticipated growth resulting from the Toyota expansion? These issues will be considered as the Plan is developed. 4.a.REVIEW OF SUB-COMMITTEE MEETINGS The overview of the sub-committee meetings related to the valuation framework was discussed.Once the framework has been established,Itwill be included in the Board's Independent procedure on Pupil Accommodation and Facility Organization which is currently posted on the Board's website for public input. Chair Sattler asked each sub-committee to explain the rationale for their set of figures; Oxford -Trustee Hart indicated that each member submitted their Individual figures which were averaged as follows: Student 46 Community 25 School board 16 Local economy 13 Elgin - Dan McKillop advised that the community and local economy paired up and felt that it should not be greater than the school board. Student 40 Community 15 School board 30 Local economy 15 London -Chair Sattler indicated that combining the community and local economy was considered.The sub-committee felt that the community and school board should be valued equally with the local economy weighted fourth.The decision was to weight value to community and school board as a result of the descriptions for the two evaluations. Student 40 Community 25 School board 25 Local economy 10 Middlesex -The sub-committee determined equal weighting of the community and local economy. Student 40 Community 15 School board 30 Local economy 15 2007 February 27...23 13.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd 4.b.RECOMMENDATION RE VALUATION FRAMEWORK CRITERIA -cont'd Chair Sattler sought input from the participants regarding the valuation framework weightingfor the system. Exec. Supt. Thorpe explained that it is necessary to receive publicinputindeveloping the weighting accordance withthe Ministry directionforinclusion in the Board procedure.Four major criteria of the Board's policy must be fixed and consistent within the Board.There is no province-wide criteria. He explained that once the criteria is developed,a template will be established. Accommodation Review Committees (ARCs)may customize the weighting within each of the criteria,provided that all weights mentioned in the guidelines are respected for each school within that ARC. After a full discussion,the following factors were prioritized and the weightings determined by majority vote: Student 40 Community 30 School board 20 Local economy 10 -5.REVIEW OF THE DRAFT PUPIL ACCOMMODATION REVIEW INDEPENDENT PROCEDURE Exec.Supt.Thorpe described the draft Pupil Accommodation and Facility Organization independent procedure.The above weightings for the four factors will be reflected in the document to be submitted to the Ministryof Education by 2007 March 31.It is anticipated that it will be taken to the Policy Working Committee at the end of February and submitted to the Board in March consistent with the Ministry guidelines. The draft independent procedure is currently posted to the Board's website for public input. 6.UPDATE FORM ADMINISTRATION RE APPENDIX A -VALUATION FRAMEWORK In describing the Valuation Framework,Exec.Supt.Thorpe compared the Board's situation to that of a manufacturer related to its current accommodation situation and the situation it faces In the future. He noted that the Board has excessive capacity and too many plants operating to efficiently address the declining demand for some of its products.He continued his analogy explaining that the Board has other products where there is increasing demand but insufficient production spaces.Some plants are In the wrong places where there is declining demand,and lack plants where they are needed for an Increasing demand.The Board's revenue is fixed and itis unable to raise its prices.As a result,itis necessary to look carefully at its production capacity and attempt to reduce overcapacity In order to allow itto ensure appropriate quality control. Recognizing that the Board does not produce an industrial product and that its clientele is students,parents,communities and taxpayers,he acknowledged that the situation is not as simple as closing many plants and opening some others.He suggested that it is better to plan and consult for effective change than to do nothing and allow circumstances to determine the future of the children In the Board's care. 7.NEXT STEPS Chair Sattler indicated that an FAQ sheet was available on the sub-committee tables.She noted that the regional sub-committees are scheduled to meet in their respective areas in March as follows: 2007 February 27...24 13.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd 7.NEXT STEPS -cont'd Oxford March 5,Blossom Park Education Centre,Woodstock London March 6,TVDSB Education Centre,London, Elgin March 7,CEC-South Office, St.Thomas, Middlesex March 8,Strathroy DC! Each regional committee will review their section of the draft Capital Plan and bring recommendations to the Board in 2007 March.The input will be used to make decisions as to where Accommodation Review Committees (ARCs)should be established.It is anticipated that the Board will make an announcement about ARCs at the 2007 April 10, Board meeting. Materials for each subcommittee were distributed.Packages will be forwarded to committee members not in attendance. 8.ADDITIONAL ITEMS It was noted that the On-the-Ground (OTG)capacity for each region will be emailed to the sub committees with the agendas. Chair Sattler and Exec.Supt.Thorpe responded to questions posed by committee members. It was clarified that the recommendations are a starting point for the sub committees' discussions.The sub committees will determine where ARCs should initially be established in their areas and may include other schools in their discussions beyond those identified in the draft Plan.They may also recommend alternate directions for the Board's consideration. 9.CONCLUDING COMMENTS Chair Sattler thanked participants for their input in moving the Capital Planning process forward. 10.ADJOURNMENT The meeting adjourned at 9:00 p.m. P.SATTLER, Chairperson It was noted that once the priorities and results of the subcommittees wiithin each of four areas are finalized and the criteria evaluation completed during 2007 March announcements about the decisions related to establishing Accommodation Review Committees (ARCs)will be held at the Regular Board meeting of 2007 April 10. 2007 February 27...25 13.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE NATIVE ADVISORY COMMITTEE MEETING 2007 February 13 1:00 p.m.-3:10 p.m. Members J.Bennett,Trustee T.Grant,Trustee M.Hendrick,Trustee,Chair P.Sattler,Trustee (•2-.45pm) Administration and Others L. Elliott,Executive Superintendent,Prog. Serv. E.Good,Languages &Social Sciences S.Miller,Attendance &Social Work Services L Brown,V.P.,H.B.Beat S.S. P.Cornelius,Native Counsellor,A.E.Duffield P.S. V.Hopkins,Native Counsellor,Thames S.S. B.Misklman,Principal,Thames S.S. Regrets:S.McCoombe Absent:C.Graves,J.Antone,D.Rajala,P. Tufts,J.Pasierbek Guests:S.Boddaert,Leaming Coordinator- Special Education;C.Langille,N'Amerind Friendship Centre;M.Moussa,Public Affairs and Community Relations; G.McGahey,Chippewas of the Thames S.Albert-Ninham,Chippewas of the Thames C.Dolson,Munsee-Delaware T.Sillaby-Ramsey,Native Counsellor,H.B. Beal S.S. T.Smith,Principal,Westminster Central P.S. P.Sydor,V.P.,Saunders S.S. G. Ball,Corporate Services Guests (cont'd):Students of Thames S.S.: Danielle Drouin,Alex Doxtator,Dennis Henry,Becky Jean Ireland,Preston Ireland,Rebecca Ireland,Olivia Jewell, Ashley Seigfried. 1.CALL TO ORDER The meeting convened at 1:10 p.m.in the library of Thames Secondary School.E.Good introduced Laura Elliott,Executive Superintendent of Program Services. 2.APPOINTMENT OF CHAIR Exec.Supt.Elliott presided over the election of the 2007 Chair.Trustee Hendrick was elected and assumed the Chair. Chair Hendrick presided over the election of the 2007 Vice-Chair.C.Dolson was elected as Vice Chair by acclamation. 3.APPROVAL OF AGENDA Principal B.Misklman welcomed the Committee to Thames S.S.and asked to open the meeting with Thames students performing the traditional Smudging Ceremony.Approval was granted and the Smudging Ceremony proceeded.Additional items to the agenda were added under Section 11. A motion to approve the agenda as amended,was carried. 4.CONFLICTS OF INTEREST No conflicts of interest were declared. 5.CONFIRMATION OF VOTING MEMBERS -Trustees J.Bennett,T.Grant,M.Hendrick -O.K.T.Representatives -Chippewas of the Thames G.McGahey,S.Albert-Ninham -Munsee-Delaware Nation C.Dolson 2007 February 27...26 13.REPORTS OF COMMITTEES-cont'd b.REPORT OF THE NATIVE ADVISORY COMMITTEE MEETING -cont'd 6.WELCOME AND INTRODUCTIONS Chair Hendrick welcomed participants and asl<ed them to Introduce themselves. 7.REPORT OF MEETING -2006 November 14 A motion to approve the report of 2006 November 14 was carried. Business Arising from the Minutes: a.Request to Present A.C.Askew Award E.Good advised that the A.C. Award was available for the committee to present to the winning students.Trustee will approach the Board requesting that itbe presented to the previous two recipients at an upcoming Board meeting,as previously discussed. b.A.C.Askew Award Guidelines/Information M.Moussa,Public Affairs &Community Relations,distributed an information sheet and nomination form regarding the A.C.Askew Award for review.The deadline for the annual submissions to the Public Affairs and Community Relations office Is May 16,in order to allow sufficient time for the recipients to receive the award at their high school awards graduation ceremony.The NativeAdvisory subcommittee isto choose the recipient by June 10. c.Balance of the A.C.Askew Award M.Moussa reported that the capital ofthe A.C.Askew Award is approximately $3500.00 and accumulated Interest is approximately $1400.00.The annual accumulation of interest is approximately $150.00 per year available to be awarded to one student.As the award has not been presented annually,there is an excess of interest accumulated for distribution.Ms.Moussa recommended that,after the distribution of the previous two awards,the remainder of the interest be used for future awards.It was explained that the $150.00 annual interest covers the cost ofthe plaque and the remainder Is awarded to the student.Utilizing the "cushion"that has been created,the award to future students can be more consistent year-over-year with the cost of It coming from the interest and not taken from a fixed amount given to the student. At present,there is one plaque and a new name plate is added annually.This plaque remains with the school for the year and then is presented to the next recipient.It was suggested to present a smaller personal award to the student,along with the presentation of the AC.Askew Award plaque.Exec.Supt.Elliott will take the matter under advisement. 8.DRAFT VOLUNTARY ABORIGINAL SELF-IDENTIFICATION POLICY The draft policy on Voluntary Aboriginal Self-Identification was distributed. The Ministryof Education presently does not have a tracking system in place to identify the aboriginal student community.Ontario Boards of Education have been asked to develop a policy for self-identification of aboriginal students.The Northern Ontario Education Leaders (NOEL)have developed a model which appears to be working well. This includes definitions for aboriginal students with the opportunity to develop a stronger partnership between the students,the families and the provider.The process includes obtaining and reviewing data, providing high quality learning environments with the expectation of improved graduation rates within the aboriginal student population.The Self-Identification process does allowfor Individual privacy to be maintained. The draft policy Is scheduled to go to the Policy Working Committee on 2007 February 27. There will be an opportunity for public Inputfor 60 days before itis brought back to the Policy ^ Working Committee for approvals.The implementation date Is planned for 2007 September. 2007 February 27...27 13.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE NATIVE ADVISORY COMMITTEE MEETING -cont'd 8.DRAFT VOLUNTARY ABORIGINAL SELF-IDENTIFICATION POLICY -cont'd It was noted that Itis Important for the Bands to inform their community ofthis draft policy and to encourage them to express their thoughts and concerns through the public input process. Concern was expressed that too much personal informationmay be divulged inthe voluntary self-Identification process.This is the beginning of a new policyand itis understood that there are many questions surrounding the various aspects of the policy. Members were encouraged to review the draft policyand respond to the publicinput session.The Northern areas have had a good response and results. 9.PROCESS FOR DISTRIBUTION OF AGENDA AND MINUTES G.Ball explained the procedure of preparing and distributing the agenda.Itwas concluded that emailing the agenda two weeks priortothe meeting would be acceptable.One member does not have email access and it was agreed that agenda packages will be mailed. 10.PRINCIPALS'UPDATE B.MIskiman,Thames S.S.,announced that Thames was part ofPremier Dalton McGulnt/s recent visitation schedule.There are many changes taking place at Thames withthe final goal of making the school a more comfortable atmosphere in which to (earn in order to encourage students to achieve their Ontario Secondary School Graduation Diploma.The newformatincludes non-semestered schoolyear;multiple entrypointsthroughouttheschool year;encouraging the student to remain on a chosen career path byhaving allthe subjects focused on that career, e.g., a welding course with the math/English/science.classes incorporating the welding terminology and making these subjects relevant to the students' chosen career path.Native students have had a successful first semester. P. Sydor,Saunders S.S., announced that James Antonehas resumed his position forthe second semester.Nancy Peters joinsSaunders S.S.from H.B.Beal S.S. and is working in the NativeStudies department. Preparation for the Literacytest is well underwayforthe March 29 test date. Lynda Brown,H.B.BealS.S., Isstartingthe literacy blitz in Februaryand will continue until the MarchBreak. March29 will have a modified school dayschedule.Early enrollment is being encouraged to ensure proper staffing.Theguidelinesforstudent transfers during the semester needs to be reviewed and ensure that this standard is maintained between schools. This is an issue withall students.Exec. Supt.Elliott will follow up with the guidelines. T.Smith,Westminster Central P.S., reported that student leadership was underdeveloped within the school. Strategies have been implemented to encourage student leadership involvement.The Munceestudents have taken on additional responsibilities to beautify the school.The Ambassador Program started in October with 102 Ambassador students in the school. Thisfigureincludes proportional representation fromthe Nativecommunity students. Students qualify for the Ambassador program by achieving a Level Four Intheir work.The Development Reading Assessment (DRA)that was conducted in the fall showed 15%of the Native students were reading at grade level. Funding is required to provide the support to the students that fall below grade level In the Reading program. 11.ADDITIONAL ITEMS a. G.McGahey questioned the implications of the new Provincial law that a student be registered in school until the age of 18.The law differs from the Federal law which mandates First Nations resulting in a gap that needs to be addressed.The cost for the reserves will increase through the tuition agreement with the TVDSB.There are students In the justice system now because of non-attendance. 2007 February 27...28 13.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE NATIVE ADVISORY COMMITTEE MEETING -cont'd 11.ADDITIONAL ITEMS -cont'd The school attendance counsellors are not enforcing this new law;however,they are stronglyencouraging students to remain in school. The guidelinesare notclear as to what can be done withthe non-compliant student.The counsellors are to do "business as usual"for students 17and 18years old until there isfurther direction from the Ministry. b. First Nations is revamping their guidelines for Native Counsellors and would like to reviewthe job description.Suzanne Book,Attendance and Social Work Services, has the job description. c. G. McGaheyis looking for assistance to co-ordinatethe periodsof transition for Native students from grade 8 tograde 9.Hiring a consultant is an option. d. Chester Langille,N'Amerind Friendship Centre, requested permissionfor N'Amerind to represent the urban Native students on the Native Advisory Committee. The request comes from the number of non-status Native students who are faced with concerns regarding mobility,social Issues,cultural relevance and causes of failure within their education career. The concern isthat thiscommitteewas established inthe tuition agreement ofthethree bands ofthe First Nationsand TVDSB.Clarification forthe acceptance of N'Amerind representation needs to be reviewed. e. E. Good reported on behalf of C.Graves regarding the Native Cultural Fund.There is a cut-off dateof2007March 1tohavethe money spent. Theschoolsmustdecide if they should pool theirfundsfora certain project or spend the money within the guidelines before 2007 March 1.Itwas requested that the invoices be submitted to the Board Office byMarch 1.C.Graves,G. McGahey, C. Dolson and S. Albert-Ninham are the members ofa sub-committee toconsider how the extra Native Cultural Funds will bespent. The following list of items are to be considered. 1)Thames S.S.would like tosupport the Native students to attend the production of^ Mice and Men,starring Graham Greene at Stratford Festival on June 5. Is there funding available to support this trip? 2)H.B.Beal S.S. is hosting the 2007Canadian Student Leadership Conference on September25-29 and will be billeting 600 students from across Canada.FirstNation students are on thecommitteeand have planned a Pow-Wow.The budgetfornext year would be available to assist with this project. f.Date,Time, Location of Future Meetings The following Committee meetings have been scheduled: Tuesday,March 20,1:00 p.m. at Saunders S.S. Tuesday,April 10,1:00 p.m.at H.B. Beal S.S. Tuesday,May 8, 1:00 p.m.at Westminster Central P.S. Tuesday,June 12,3:00 p.m., Elgin Room at the London Education Centre. 12.ADJOURNMENT A motion to adjourn the meeting at 3:10 p.m.was carried. RECOMMENDATIONS:none M.HENDRICK, Chairperson 2007 February 27...29 13.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE NATIVE ADVISORY COMMITTEE MEETING -cont'd A discussion was held related to the new Provincial law regarding students being registered in school until the age of 18 (Item 11).Director Bryce stated that through the relationship that exists between First Nations and the Federal government,guidelines are to be provided to the Ministry of Education determining the Age 18 legislation for First Nations students. c.REPORT OF THE BUDGET ADVISORY COMMITTEE 2007 February 13 3:00 p.m.-4:16 p.m. MEMBERS ADMINISTRATION AND OTHERS T.Roberts (Chair)R.Tisdale B.Greene 8.Christie F.Exiey P.Sattler (3:15)J.Roth C.Dennett P.Hearse J.Rake 1.APPROVAL OF AGENDA -The agenda was approved. 2.CONFLICTS OF INTEREST-none declared 3.DEVELOPMENT OF 2008-08 PRELIMINARY BUDGET ASSUMPTIONS AND PROCESS Executive Superintendent B.Greene described the 2006-07 Budget Assumptions in preparation for developing the assumptions for 2007-08. He described the four Ministry of Education funding envelopes:classroom,special education,pupil accommodation and administration/governance. It was moved and approved that updated assumptions for 2007-08 be brought back to the next meeting for approval. 4.2007-08 BUDGET TIMETABLE A draft budget timetable for 2007-08 was discussed noting the Ministry's mandate that a balanced budget be submitted by the end of 2007 June.Special Board meetings were tentatively scheduled for May 15 and June 19. It was suggested that the Business department present Budget sessions at each board meeting focusing on specific areas.The following motion was moved and carried: That a Budget Information session be scheduled at each Board meeting beginning 2007 March 20. 5.2007-08 ENROLMENT PROJECTIONS Exec.Supt.Greene advised that the enrolment projections have been compared to last year's budget and noted the impact of the loss of 1500 students on the anticipated Ministry grants,in the amount of $8.1 M.At the March 19 meeting,an updated report will be presented. 6.2006-07 APPROVED BUDGET -ONE-TIME SOLUTIONS Exec.Supt.Greene indicated that on 2006 August 29,the Board passed a balanced budget for 2006-07 that utilized the following one-time solutions: Prior Years'Surplus $2.1 M Special Education Reserve funds 1.6 F&E/Supplles -4.1%reduction .8 Retirement Gratuities -Expenditure Reduction 2.6 Utilities -Budget for 2% GSN increase only 1.4 2007 February 27...30 13.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd 7.OTHER BUSINESS a.Communications Plan Manager Chris Dennett presented a series of communication strategies to provide budget information to the public. He described a proposed Budget website with the following links-Overview,Milestones (timelines),2007 Key Issues,Budget Advisory Committee,FAQs and Public Input. Mr.Dennett suggested affixing a logo to all information that is part of the Budget process. New information added to the site will be flagged.He described a process to seek and receive public input noting that budget information will be forwarded to the county clerks as well.The attached suggestions from the Communications and Public Relations Committee to generate public and community input to the Budget process were distributed. It was agreed that the Communications presentation will be included with the report of the Committee at the February 27 Board meeting.A sample brochure was described for use at public meetings.It was suggested that if the brochure is developed,that it be produced in black and white and made available on the web for downloading. b.Secondary Staffing Chair Roberts suggested that additional secondary staffing be considered as additional funding.The implications will be addressed by the committee at a future meeting. c.Ottawa DSB Email Board Chair Sattler advised that the Ottawa DSB is anticipating a large budget shortfall and Is attempting to co-ordinate a sharing of information of other boards'budget situations to become part of a public record.Boards'current situations,an anticipated deficit/surplus,any reserves and any anticipated cuts to balance the budget have been requested.It was agreed that the survey will be completed after the March 19 committee meeting. Chair Sattler will advise the Ottawa Board that the.information will be referred to the Board's Budget Advisory Committee for consideration. 8.FUTURE MEETING DATES The next meeting was scheduled for March 19 at 3:00 p.m. 9.ADJOURNMENT -The meeting adjourned at 4:16 p.m.by motion. RECOMMENDATION: That a Budget information session be scheduled at each Board meeting beginning 2007 March 20. T.ROBERTS. Chairperson Trustee Roberts advised that the next meeting of the Budget Advisory Committee has been changed to 2007 March 21 at 8:30 a.m.Trustee Roberts commended Manager Dennett,Public Affairs and Community Relations,for establishing a series of communication strategies that provide budget information to the public.The recommendation was adopted on motion of T. Grant,seconded by R.Tlsdale.r 2007 February 27...31 13.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd Communications and Public Relations Committee -Recommendations to the Budget Advisory Committee The Communications and Public Relations Committee made the following recommendations for generating public and community input to the 2007 Budgetary Process at a regular meeting of the committee on Thursday,January 11,2007: •Suggestion that every department needs to post their guiding principles on the Board website,including what their major issues are for the year,along with an indication of how their principles relate to education. Suggestion of creating a positive information brochure to communicate budget messages. -Issue of how best to distribute such a brochure (in print, in electronic format,etc.) -Brochures could be sent to school offices,and local libraries for distribution. -Brochures are expensive to produce in hard copy and in large volumes. Possibility of creating an online brochure,and using school newsletters to direct parents to the online brochure. Suggestion of using the website as the primary communication too!.The website is the best source for comprehensive information;it is a great medium post as much information as people want,and it is always there available for users at a time that is convenient. Suggestion ofalso using individualschool websites,as parents mayfrequently visit individual school websites more than the Board website. -Website could include guiding principles,major issues,FAQs,milestones,timelines. - However,website information will not necessarily meet the needs of everyone. Suggestion of using students as a vehicle by speaking to student leaders,and encouraging them to share these messages with their parents,community,fellow students,etc.and coordinating student meetings with community meetings. Suggestion of using our resource of school administrators,as they maintain frequent and close contact with parents,students,staff,federations,and support staff. -Messages delivered by school administrators may be more sincere. - Ifprincipals are to act as spokespersons,it will be essential to provide them with the right kind of material (key messages)that they can put in their newsletters or distribute to their communities. -Senior administration has been good for delivering messages,especially Ifthey are provided with consistent materials with which to communicate and explain that message. -Principals have the trust of the communities,the parents and students,and would be an incredible resource if we gave them a complete package. - May be a problem with having different people sending out slightly different messages;issue of conflicting information or mixed messages. •Suggestion of taking last year's budget as a model and includingthe kinds of decision options that were made,to see where things were moved. •Suggestion of taping Board meetings and making them available to local television stations. Would keep people more in touch with how board meetings work. •Suggestion of using local and regional news media. -Public Affairs is currently reaching out to community newspapers to determine how to better meet the needs of those communities,and distributing information at the local level. -Currently talking to Rogers about how we can use their resources to share TVDSB messages.This approach helps to reach the 76% of the population who don't have school- aged children. 2007 February 27...32 13.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd Communications and Public Relations Committee -Recommendations to the Budget Advisory Committee •cont'd •Suggestion of giving the public the basic facts (I.e. what it costs to run special education, compared to the amount of money allocated to special education). •Suggestion of using communication with school councils,home and school associations,parent councils,etc.,which has been helpful in the past. Additional Considerations for Generating Public Input -Need to be able to communicate the good things we are doing in our system. - 76% of the population do not have children in school.Howdo we reach this large segment of the population? -Education Week helps us to get these messages out to the general public. -Messages on the budget need to include where money is being spent,why itis being spent in that way,and how the public can share their input on where they think it needs to be spent. -Parents want to know where the cuts will be made and why. -Whatever the chosen methodology is, it should be consistent from year to year. -Does the traditional public meeting process still have value?Can they be translated into more formal town-hall meetings? -People will not attend town-hall meetings unless there is an issue that is of importance to them. -The fact that people are not reacting should not necessarily be considered a negative thing,as it likely means their needs are being met.The vast majority of parents and guardians are happy with what their schools are delivering.The broader community also seems to be happy with the state of education in our schools. -Even with poor attendance at public meetings,at least we took the initiative to ask for input. - Is there a better way to get value out of these meetings? -Principals could extend personal invitations to community meetings. -Suggestion of using local newspapers and Synervoice phone messages to advertise meetings. -Town-hall meeting speakers should include representatives from the Budget Advisory Committee. -Suggestion of asking people to RSVP to the meetings,requiring a minimum number in attendance and cancelling the meeting if that number is not met. - Ifwe are putting out information and attempting to generate a response,what is our cali-to- actlon? - How are we prepared to receive public input,and what are we going to do with it -How are we going to measure the results that come in? d.LONG-TERM COMMUNITY PARTNERSHIPS AD HOC COMMITTEE EXTENSION OF INTERIM REPORT A report was presented seeking an extension of the interim reporting date for the Long-term Community Partnerships Ad Hoc Committee. At the 2006 October 24 meeting,the Board approved the establishment of the Long-term Community Partnerships Ad Hoc Committee to investigate innovative,long-term planning to evaluate possible community and coterminous partnerships as options for future operations of the Board.The Committee was to present an interim report to the Board by the end of 2007 February. As the work of the Committee is not complete to meet the February 27 timeline, an extension is requested to 2007 April 30 to present the interim report. f - •j 2007 February 27...33 13.REPORTS OF COMMITTEES -cont'd d.LONG-TERM COMMUNITY PARTNERSHIPS AD HOC COMMITTEE EXTENSION OF INTERIM REPORT RECOMMENDATION: That the Boardapprove an extension ofthe interim reporting date ofthe Long-term Community Partnerships Ad Hoc Committee to 2007 April 30. The recommendation was adopted on motion of P. Jaffe,seconded byT. Grant. e.REPORT OF THE CHAIRS'COMMITTEE 2007 February 21 9:00 a.m.-11:00 a.m. MEMBERS ADMINISTRATION AND OTHERS J.Bennett (9:08)P.Sattler (Chair)g Brvce G.Hart J.Stewart s!Christie 1.APPROVAL OF AGENDA Items 14 a.and b.were added to the agenda.The agenda,as amended,was approved. 2.CONFLICTS OF INTEREST -none declared 3.REVIEW OF.FEBRUARY 27,2007,BOARD AGENDA The agenda for the 2007 February 27 Board meeting was discussed and updated. 4.CORRESPONDENCE A letter from the Middlesex-London Health Unit regarding the Violence in Hockey report was added to the February 27 Board agenda under "Communications". A letter from the Township of Middlesex Centre regarding its change of name is available in the Trustee Conference Room for trustees'information. 5.MINISTER OF EDUCATION A letter from the Minister of Education regarding the Ministry's RFP to review school board operations and trustee expense guidelines was added to the February 27 Board agenda under "Communications". 6.DRAFT AGENDA FOR REGIONAL CPAC MEETINGS The draft agenda for the March regional Capital Planning Advisory Committee meetings was discussed and confirmed.The recommendations arising from the meetings will be forwarded to the Board in March.It was clarified that the Board anticipates making an announcement regarding the establishment of Accommodation Review Committees at the 2007 April 10 Board meeting. 7.DIRECTOR/BOARD REVIEW It was suggested that a Director/Board review process be established.Discussion was deferred to a future meeting. 8.BOARD MEETINGS A trustee request to amend the Board meeting start time was considered.Since this would require a change to Board bylaws,itwas agreed that the Chair will follow upwiththe trustee suggesting that the current 7:00 p.m. start time be continued for the time-being. 2007 February 27...34 13.REPORTS OF COMMITTEES -cont'd e.REPORT OF THE CHAIRS'COMMITTEE -cont'd 9.AUDIT COMMITTEE AD HOC MEMBERSHIP The following motion was moved and approved regarding membership on the Audit Committee Feasibility Ad Hoc Committee established at the 2007 February 13 Board meeting: That Trustees Exiey,Hart,Stewart and Tisdale be appointed to the Audit Committee Feasibility Ad Hoc Committee. The Committee is to present its final report to the Board by the end of 2007 May. 10.CEC CENTRAL SALEP TRUSTEE REPRESENTATION It was noted that a trustee is required to represent Middlesex County on the CEC Central SALEP Committee.The following motion was moved and carried: That Trustee Sharon Peters be appointed the Strathroy trustee representative and Trustee Sarah Doub as the alternate on the CEC Central SALEP Committee. 11.RESTORATIVE JUSTICE PROGRAM Following up on the presentation of the Waterloo District School Board at the OPSBA PES Conference,Director Bryce will report back at a future meeting on TVDSB's use of Restorative Justice. 12.SCHOOL PLACEMENTS AND CHALLENGES OF SPECIAL NEEDS STUDENTS Chair Sattler spoke to a parent request to meet with trustees to describe the family's experience as a special needs family.She will suggest that the parent meet with a group of trustees and the administrative staff responsible for special education. 13.THIRD ANNUAL SMALL HIGH SCHOOL SUMMIT A letter regarding the third annual small high school summit was discussed.The information is available In Trustees'packages. 14.OTHER BUSINESS a.Trustee PD Date The Trustee PD session is scheduled for April 13 at CEC-South.Chair Sattler will confirm the date with trustees. b.Executive Superintendent Interviews It was agreed that Vice-Chair Stewart and Chair Sattler will sit on the Executive Superintendent Interview Committee on March 22. 15.DATE AND TIME OF FUTURE MEETINGS The following meetings were scheduled and will commence at 9:00 a.m.: -March 7,21; -April 4,18; -May 2,16; -June 6,20. 16.ADJOURNMENT The meeting adjourned at 11:00 a.m.by motion. 2007 February 27...35 13.REPORTS OF COMMITTEES -cont'd e.REPORT OF THE CHAIRS'COMMITTEE -cont'd RECOMMENDATIONS: 1.That Trustees Exiey,Hart,Stewart and Tisdale be appointed to the Audit Committee Feasibility Ad Hoc Committee. 2.That Trustee Sharon Peters be appointed the trustee representative and Trustee Sarah Doub as the alternate on the CEC Central SALEP Committee at the Strathroy site. P.SATTLER, Chairperson The recommendations were adopted on motion of S. Polhill,seconded by J.Bennett.Trustee Roberts and Grant requested that Trustees suggest/submit topics for their PD session to be held on 2007 April 13 at CEC South. Trustee Roberts asked that should the 2007 March 20 Board in-camera session not be necessary a second Trustee information session be scheduled for 5:00 p.m. 14.WELLINGTON STREET FRENCH IMMERSION PUBLIC INPUT SESSION 2007 February 21 The following report was presented on the Wellington Street French Immersion School Parent Information Night held on 2007 February 21. Some 55 parents from the Wellington Street French Immersion PS and Homedale PS communities met on 2007 February 21 at Wellington Street French Immersion PS to discuss the move of Grade 6 French Immersion Students to Homedale effective 2007 September 01. The Parent Information Night was chaired and hosted by Board Chair Peggy Sattler along with Elgin County Trustees Frank Exiey and Tracy Grant.London Trustees Ruth Tisdale and Joyce Bennett were also in attendance.Board staff included Executive Superintendent of Operations John Thorpe. Superintendent of Education Karen Wilkinson,French Immersion Coordinator Helen Griffin,Wellington Street PS.Principal Diane Herter,Homedale PS Principal Jane Hanbuch,and Manager Public Affairs Chris Dennett. Chair Sattler welcomed the audience and explained that the reason for the meeting was to gather public comments and concerns about a Board decision made on 2006 December 19 related to French Immersion (Fl)accommodation issues at Wellington Street French Immersion PS.The following was the approved motion:"That the grade 6 classes of French Immersion be moved from Wellington Street French Immersion PS.To Homedale PS effective 2007 September 01." Chair Sattler said concerns had been raised within the two communities on the issue of public input and that was the reason that Trustees had organized the Parent Information Night. It was the Intention of Trustees to gather input on issues and concerns and report back to the Board at its meeting on 2007 February 27. Executive Superintendent of Operations John Thorpe provided a brief synopsis of the Board Capital Planning process,itsimpact on the St.Thomas area and the Board's intentionto establish a long-term, single-track solution tothe st.Thomas/Elgin SK-8 French Immersion issue.Wellington Street Fl grades 7 and 8 are already using Homedale.The recommendation to send grade 6 Fl pupils from Wellington Street to Homedale as year early starting 2007 September was intended as a temporary solution to an ongoing accommodation issue at Wellington Street PS. 2007 February 27...36 14.WELLINGTON STREET FRENCH IMMERSION PUBLIC INPUT SESSION -cont'd Moving grade 6 pupils to Homedale was considered the best available option because it would keep French Immersion students united at the two locations.A key component to establishing a long-term solution to the Elgin Fl issue was the plan to establish a new school site to serve the South-east area of St.Thomas.The readjustment of school boundaries would allow the Board to establish a single- track,SK-8 French Immersion facilityat Homedale PS.The Board's plan was to move towards an opening of the new South-east St.Thomas school in 2008 September. Parental concerns covered a wide range of issues including: the physical and emotional safety of students at Homedale P.S.; the lack of any real public input from the Wellington Street French Immersion community before the Board made any final decisions; the lack of a more comprehensive review of all available options in the St.Thomas area; transportation issues between the two schools;overcrowding issues at Homedale PS; lack of a firm Board decision on the promise of a long-term single track French Immersion facility to serve the St.Thomas/Elgin region; lack of French Immersion resources (especially books)at Homedale PS.; time .tabling issues and the sharing of resources between the two French Immersion sites; use of portables to house the Fl population at Homedale; overall costs attached to the proposal; concerns that the Board will not meet its proposal to establish a single track Fl facility at Homedale by 2008 September; eliminating new Fl registration at Wellington Street until school accommodation issues have been overcome. Responses to these issues were prpvided by the Principals from the two schools and the Superintendent of Education. Michelle Koyle,Chair of the Accommodation Sub Committee of the Wellington Street French Immersion school council,presented a lengthy brief on behalf of the school community.That brief Included two key options: Option 1:The entire cohort of Fl students,as well as a new grade 7 Extended entry point be relocated to Homedale for 2007-2008 with the grade 7/8 English track being housed temporarily at the Wellington site until the children are repatriated to their home school locations. Option 2:Placing portables at the English track feeder schools for the grade 7 students.The entire cohort of Fl students,as well as a new grade 7 Extended entry point be relocated at Homedale for 2007-2008 with the grade 7/8 English track being housed temporarily at the Wellington street site until the children are repatriated to their home school locations. A complete copy of the Wellington street Accommodation sub-committee presentation was provided. There was broad agreement from parents at the close of the meeting that Trustees would take two key option recommendations to the Board meeting on 2007 February 27. 1.That the Wellington Street Fl community exchange schools with Homedale in time for the start of the new school year 2007 September. 2.That the Board consider capping enrolment at Wellington Street French Immersion School by not accepting new SK registrants for the 2007-2008 school year in order to meet a temporary accommodation crisis at that school and allow grade 6 pupils to remain at Wellington Street. Trustee Bennett advised that she attended the meeting and there have been many questions from the parents.Supt.Thorpe explained the rationale of trustees staying with the original motion as it stands. 2007 February 27...37 14.WELLINGTON STREET FRENCH IMMERSION PUBLIC INPUT SESSION -cont'd The following motion was moved by F.Exiey,seconded by T.Roberts and carried. That Administration establish a committee to co-ordinate the transition of grade 5 Wellington Street Public School pupils to grade 6 at Homedale Public School for 2007 September and that the committee report to the Board on its progress at a 2007 May meeting of the Board. 15.COMMUNICATIONS a.CHAIR'S SUMMARY UPDATE Vice-Chair Stewart read the following Summary Update submitted by Board Chair Sattler: During the month of 2007 February Chairperson Sattler: -attended OPSBA Public Education Symposium along with many other trustees; -joined London-area MPPs to launch the Student Success Room at AB Lucas SS; -chaired Capital Planning Advisory Committee meeting; -attended Premier's visit to AB Lucas,where he spoke to students about character education; -met with local MPPs,together with other trustees; -met with ETFO Thames Valley; - met with A-Channel with Communications Manager Chris Dennett, to talk about improving communications; -met with OSSTF District 11; -brought greetings to the Bishop Townshend Awards Dinner; - attended ETFOWorkplaceStewards/Principalsluncheon (with guest speaker Liz Sandals); -attended Parent Information Meeting at Wellington Street PS in St.Thomas,along with Trustees Grant,Exley,Bennett,and Tlsdale. b.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION -UPDATE Trustee Doub advised that she served as the TVDSB alternate for Chair Sattler at the OASBO Board of Director's meeting held on.February 23 and 24 and found It to be an insightful and Informativeopportunity.She highlighted discussion topics that Includedthe Impactof violence Inthe media onchildrenand adolescents,and literacy/numeracy strategies forImproved student achievement.Congratulations and thanks were extended on behalf of OPSBA to Tnjstee Jaffe for the leadership role that he and TVDSB have taken in addressing MediaViolence. Trustee Hart reported that the OPSBA Board of Directors endorsed the recommendation of the Education Program Work Team considering the delivery ofCore French inOntario classrooms. He advised that TVDSB will be receivinga letter In the near future asking for inputregarding this matter. It has received considerable around the effectiveness of Core French programs at elementary and secondary schools. Trustee Hartprovidedan update regarding OPSBA's concerns surrounding the CopyrightIssue. Also being considered byOPSBAare the responsibilityof teacher and principals In authorizing secondary credits in school boards or colleges,budget consultation with new First Nations representatives,funding for every student to be part of an education outdoor centre and former Minister of Education Kennedy's Stability Commission. c.MIDDLESEX-LONDON HEALTH UNIT Aletter was received fromthe Chairofthe Middlesex-London BoardofHealthforwardinga copy of Report No.03-07 'Violence In Hockey"and recommending endorsement of the TVDSB resolution which calls for a ban of fighting In Junior A Hockey. d.MINISTER OF EDUCATION A letter was received from Kathleen Wynne,Minister of Education,clarifying the intent behind the Ministry's Request for Proposals for Operational Review of Ontario District School Boards,and explaining guidelines addressing trustee expenses,Including the use of corporate credit cards, travel,meals and hospitality. 2007 February 27...38 15.COMMUNICATIONS -cont'd e.ONEIDA NATION OF THE THAMES A letter was received from Joel Abram, Chief, Oneida Nation of the Thames,requesting the appointment of Claudine Vanevery-Albert,Roanna Doxtator and Mary Elijah as Oneida representatives onthe Board's Native Advisory Committee. The following motion was movedby T.Grant,seconded by J.Bennett and carried: That Claudine VanEvery-Albert,Roanna Doxtator and Mary Elijah be appointed the representatives of the Oneida Nation of the Thames on the Board's Native Advisory Committee. 16.NOTICE OF MOTION -none 17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 18.ADDITIONAL ITEMS 19.QUESTIONS/COMMENTS BY MEMBERS -none 20.ADJOURNMENT The meeting adjourned at 9:54 p.m. on motion of R.TIsdale,seconded byT. Grant. CONFIRMED:_^ Chairperson 2007 February 27...39 SUMMARY OF APPROVED RECOMMENDATIONS OF 2007 FEBRUARY 27 That the Board approve the plans, budget and schedules forthe proposed additionsand renovations to Algonquin and Hickson Central Public Schools. That Administration proceed to tender the proposed additions and renovations to Algonquin and Hickson Central Public Schools. That the Board approves the transfer of$917,000 from the pupil accommodation reserve funds to fund a portion of the cost for the Algonquin Public School addition. That the Board authorize Administration to create a boundary review committee forthe proposed South-east St.Thomas JK - 8 English language elementary school. That the Board authorize Administration to create a design committee for the proposed South-east St.Thomas JK-8 English language elementary school. That a Budget information session be scheduled at each Board meeting beginning2007 March20. That the Board approve an extension of the interim reporting date of the Long-term Community Partnerships Ad Hoc Committee to 2007 April 30. That Trustees Exiey,Hart,Stewart and Tisdale be appointed to the Audit Committee Feasibility Ad Hoc Committee. That Trustee Sharon Peters be appointed the trustee representative and Trustee Sarah Doub as the alternate on the CEC Central SALEPCommittee at the Strathroy site. That Administrationestablish a committee to co-ordinate the transitionof grade 5 Wellington Street Public School pupils to grade 6 at Homedale Public School for 2007 September and that the committee report to the Board on its progress at a 2007 May meeting of the Board. That Claudine VanEvery-Albert,Roanna Doxtatorand Mary Elijah be appointed the representatives of the Oneida Nation of the Thames on the Board's Native Advisory Committee.