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1/9/2007 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING.PUBLIC SESSION 2007 JANUARY 09,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER V 2.O CANADA V 3.SPECIAL MUSICAL PRESENTATION -Sir Wilfrid Laurier Secondary School V 4.APPROVAL OF AGENDA M 5.OFFICIAL RECORD -none 6.RECOGNITIONS-none 7.CONFLICTS OF INTEREST V 8.CHAIR'S ANNOUNCEMENTS V 9.DIRECTOR'S ANNOUNCEMENTS V 10.PRESENTATIONS a.Oxford Technical Training Centre M b.Thames Valley District School Council M c.Trustee Orientation: i.System Overview V li.Program Services V 11.MINUTES OF THE 2006 DECEMBER 19 BOARD MEETING M a.Confirmation of Minutes b.Business Arising from the Minutes 12.REPORTS FROM THE ADMINISTRATION a.2006 Sumrher School Report M b.Update on the Status of the Annandale/Glendale Recommendation in the M Draft 5-Year Capital Plan 13.REPORTS OF COMMITTEES a.Capital Planning Advisory Sub-Committees Report M b.Chairs'Committee,2006 December 20 M 14.COMMUNICATIONS a.Ontario Public School Boards'Association -Update V b.Student Trustees'Update V c.London Down Syndrome Association M 15.NOTICE OF MOTION -none 16.MOTION •NOTICE OF WHICH HAS BEEN GIVEN -none 17.ADDITIONAL ITEMS 18.QUESTIONS/COMMENTS BY MEMBERS 19.ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING,PUBLIC SESSION 2007 JANUARY 09 TRUSTEES '•P-Jaffe T.RobertsS.Doub F.Exiey T.Grant G.Hart M.Hendrick ADMINISTRATION AND OTHERS B. Bryce B.Greene C. Murphy M.Sereda J.Thorpe D.Blair Regrets: J.Koscik (-9:45) K.North S.Peters S.Polhill K.Dalton J. Emprlngham K.Havelka L.Hutchlnson B.Tucker B.Wagner K.Bushell P.Sattler J.Stewart R.Tisdale S.Christie C.Dennett J.Neville J.Roth W.Scott C.Kroeker S. Young 1.CALL TO ORDER Board Chairperson P.Sattler called the meeting to order. O CANADA AND MUSICAL PRESENTATION APPROVAL OF AGENDA 09'^a?item^iTc.and "Sttden^Tmsteeru^^motion of J.Stewart seconded bv F Fyi^i fh 'I ^^approved onPeters,secondeZy PJafffand ™°f S. 5.OFFICIAL RECORD - none 6.RECOGNITIONS - none 7.CONFLICTS OF INTEREST -No conflicts of interest were declared. 8.CHAIR'S ANNOUNCEMENTS School Operations and Business Ser^ces AmSa oT hphasbeenscheduledfor2007February06.Capital Planning Advisory Committee 273. 4. 9.DIRECTOR'S ANNOUNCEMENTS -none 2007 January 09...2 10.PRESENTATIONS a. OXFORD TECHNICAL TRAINING CENTRE Bill Carrothers,Chair,and Sandra Talbot,Co-ordinator ofthe Oxford Technical Training Centre (OTTC),presented information on the founding of the Centre.Committee members Judy Thorner,Principai,College Ave.S.S..and Glen McDonald,community representative,were also introduced.The work ofthe Centre was described through a power-point presentation. Mr.Carrothers advised thatthe shared vision ofthe founders of OTTC,Oxford Manufacturers Skills Development,Thames Valley District School Board and Fanshawe College,is that the Centre is dedicated to developing a technically skilled workforce In Oxford County.To this end, the Centre has received support from the County of Oxford,City of Woodstock,the Federal government,Province of Ontario as well as local industries,businesses and associations. The operation of the Centre is directed by legal agreements among the three founding partners and is governed by a management Committee consisting of two members of each partner, supplemented by two community representatives and a co-ordinator.OTTC,through its co ordinator,provides support to the community,by redirecting inquiries to the training providers and by assisting with specific Initiatives such as information sessions,open houses,career days, technology camps and community Interaction and research.The training providers are responsible fortheirown staffing. The Centre Is designed to assistthe community in meeting the current and future needs for technically skilled work force In the County.Strategies are needed to assist all members of the workforce to acquire,maintain and develop the level ofknowledge and skills,which.In this rapidly changing global environment,continues to increase.Such strategies are needed to offset the skill shortages that will only Intensify as the economy continue to improve andas more workers retire inthe next decade.The Centre is involvedinextending an awareness and development of technical skills from elementary,secondaryschool and college students to adults in the community.Since OTTC's inception in 2003,the number of opportunities and participants involved in the development of technical skills has increased andare projected to continue in a pattern of growth. Ms.Talbot highlighted the current operation and activities ofOTTC noting thatcommunity support Is essential in order that the Centre may continue to serve the needs for skills training in Woodstockand Oxford County.The OTTC Committee has requestedthattheTrustees consider, as partners,a contribution of$10 000 to the Centre's 2007 operational budget.Aquestion and answer period followed. Chair Sattler explained thatany action tobe taken related to OTTC's request will occur atthe next Board meeting on'2007 January 23 and be considered under "Business Arising from Minutes". Trustee Hart extended appreciation to all the partners In the OTTC.Chair Sattler thanked the presenters for a detailed description of the program and advised that OTTC will hear from the Boardshortlyregardingany actionto be taken. b. THAMES VALLEY DISTRICT SCHOOL COUNCIL The following 2005-06 School Council Annual Report was presented by Brenda Hopkins,Thames Valley District School Council (TVDSC)Chairperson,and Arlene Morell,Vice-Chairperson,and Carolyn Walker. Ms.Hopkins advised that School Councils across the Thames Valley District School Board continueto become more effective partners in education.This year's report documents the activities ofthese valuable partnersin fulfilling the mandate ofthe Ontario Ministry of Education Regulation 612/00. 2007 January 09...3 10.PRESENTATIONS -cont'd b.THAMES VALLEY DISTRICT SCHOOL COUNCIL -cont'd In compliance with the Regulation 612/00,school councils must submit an annual report.In the spring of2003,the Thames Valley District School Council implemented a process whereby the information from these submitted reports Is collated and examined to identify areas ofstrengths and needs for Thames Valley school councils.This enables the TVDSC to effectively address the areasof support needed.The yearly summaries of the School Council Annual Reports can be found on the Board's website:www.tvdsb.on.ca/schoolcouncils/screDort.shtml Ms.Hopkins advised thatthroughout the school year,the Thames Valley District School Council continues to respond toa number ofthe needs identified in the previous and current reports.As well,recommendations continue tobe made to school councils based onbest practices.Some ofthe initiatives that TVDSC has worked onwere presented as follows: revising the School Council Annual Report; supported Secondary School CouncilNetworkCommittee; supported Region School Councils; regular School Council Email Updates; monthly written reports to the board on the activities of TVDSC; recommendations on howto increase parent participation; continued enhancement of school council section ofthe Board's website; meetings with the TVDSB Chairperson &Vice-Chairperson; supported school councils -attending meetings,answering questions,etc.; Improving communication pathways among all stakeholders; providing Input to TVDSB trustees and administration; planning and hosting the annual Provincial School Council Symposium; provided representation on many Board and community committees. Ms.Morell reported thattherehas beena steadyincrease In the number of submissions since the TVDSC started to collate and examine the school council reports.This past school year,155 completed school council reports were submitted.This isan Increase from the136 submitted in 2004-2005,106 reports in 2003-2004 and In 2002-2003 when only 76 were completed.She emphasized that the Thames Valley District School Council is committed to improving student learning and assisting school councils across the Valley in fulfilling their mandate. The following School Council recommendations werepresentedtothe Board for consideration. 1.That the TVDSB immediately provide,for all current and new Board administration, professional development that is focused on working collaboratlvely with Thames Valley School Councils and the parent community,recognizing that all involved are equal partners and to learn and accept the role of parents ineducation. 2. Thatthe TVDSB review their communication proceduresthat are said tobe observedand follow through on a clear and concise process to ensure that all information is provided to Thames Valley School Councils on effective and consistent tenns. 3.That the TVDSB,while making decisions on future student accommodation,actively and accurately listen to all Thames Valley School Council concerns and recommendations, consider using the recommendations,recognize the contribution that Is being made and respond in a respectful manner.The TVDSB should recognize that many Thames Valley School Councils understand that changes have tobe made and are willing to work with the Board to find mutual,agreed upon solutions. 2007 January 09...4 10.PRESENTATIONS -cont'd b.THAMES VALLEY DISTRICT SCHOOL COUNCIL-cont'd Recommendations -cont'd 4.That the TVDSB read the fulllist of Future Planning wishes of the school councils provided in this summary report and understand that these wishes are well thought out by the school councils and are of great desire.The TVDSB needs to work with and assist Thames Valley School Councils in achieving these wishes to help in attaining success for all students. It was noted that the recommendations will be considered when Chair Sattier and Vice-Chair Stewart meet with the Council representatives on 2007 January 18. The presenters responded to questions posed by Trustees.A discussion occurred related to the extent of fundraising initiatives across the District.Trustee Exley asked how the Board recognizes these significant contributions and suggested the importance of responding toall groups.Trustee Jaffe questioned if school councils^should be doing as much fundraising.He referred to discussions held at Thames Valley Education Foundation meetings related to education fundraising and the importance of defining what is considered optional and what is fundamental to the education of students not to negate where the Ministry should be providingfunding. c.TRUSTEE ORIENTATION i.System Overview Director Bryce introduced the first in a series of System Overview presentations for the newly-elected trustees.He noted that these presentations will consist of high level overviews of departments within Thames Valleyto explain how the various areas function.He referred tothe Board's Vision,"ACaring Learning Community"and provided the historytothe initiative stating that it was designed by the four founding boards to Includes a common view, vision, mission and set of beliefs. Each April,he presents the Our Vision Annual Report which clearly demonstrates and supports the Board's viewofan educational, learning community. He noted that,at subsequent meetings, other departments will present an overview of their responsibilities.The following Program Services overview was presented. ii.Program Services Cathy Murphy,Executive Superintendent,Program Services,opened the presentation describing the function of Program Services.She presented an organizational chart and referenced the TVDSB website where,under the heading of "Curriculum Sen/ices", approximately 30 areas are accessible. She advised that Program Services Is responsible for the review and development of 31 policies and procedures.She noted that currently half are under review as well as some under development highlighting the following:Medical/Health Supports for Students, Voluntary Aboriginal Self-Identification, FSL Immersion and Extended,Healthy Schools/Nutrition. Exec.Supt.Murphy advised that Program Services has an operating budget of approximately $12M noting that much more funding comes from restrictive grants for many initiativeswith specific Ministry guidelines attached to the funding. A list of the Ministry funded initiatives and restricted grants was provided. She highlighteda number ofCommunity Partnerships that support students and schools (e.g. Grand Theatre,Orchestra London, Kids for Kids,Special Olympics,etc.).A schematic of Program Services'mission,goals and strategies was also presented. L.Hutchinson,Superintendent of Education;Steve Young,Manager;and Cliff Kroeker, Learning Co-ordlnator,Information Technology Services (ITS),provided an overhead presentation on Information Technology,Library and Media Services. 2007 January 09...5 10.PRESENTATIONS -cont'd 0.TRUSTEE ORIENTATION -cont'd ii.Program Services -cont'd The review included the areas of IT "New Directions",curriculum assistance to schools, building staff capacity via increased Inservice,implementation of standards, increased effectiveness of service.Network Operating System Rollout,and, the MISA/Data Warehouse/Assessment Literacy Implementation. Manager Young advised that,as outlined In the technology mission statement,ITS is a balance between supporting instructional and administrative excellence.In addition to instructional support initiatives,ITS provides support and resources for a large number of Enterprise applications.These applicationsextendtoeveryfacetofthe organization.Human Resources and Payrollutilizethe IPPS.net application to pay 10,000+employees.Finance and Business Services use 6AS and the newer BAS 2000 system to administer the finances of this half billion dollar organization.Trillium,the student Information system,is the corner stone application of school offices throughout the District's 184 schools.Emerging applications likethe Province's recent ONSIS initiative continues to consume significantITS resources.Another recent Ministryinitiative,MISA,requires that the Board start to develop a data warehouse and business intelligence tools. ITS has created,deployed and supports portal access for employees,students and parents. The employee portal has allowed the organization to effectively and efficiently deploy applications such as the Criminal Offence Declaration.The Student Portal allows for enhanced student to school communication giving students access to marks,attendance information and course registration.The secondary school parent portal aids In parent school communication bygiving parents a conduit to view attendance and achievement information. Binding all of this together is a massive data and server infrastructure which connects the Board's over 200 locations.The Wide Area Network provides internet services to every school,enables an email infrastructure which has become the standard communication tool within the board.The reliability and capacity of the Wide Area Network has allowed ITS to utilize the network to support voice telecommunications bringing enhanced telephone service to Thames Valley and enabling cost savings. Reliability is a cornerstone of using technology inthe classroom.ITS has made reliability a major focus for the infrastructure initiatives. Mr.Young indicated that, like electricity.Itjust works.As a result,more and more teachers are using the Internet In their instruction. Hence,we are seeing significant increase in demand for Internet Services.Nowhere is the impact of the Internet seen more than in school libraries. Supt. Hutchinson explained the Active Directory,a two-fold projectthat has taken some 3 >2 years forimplementationresultinginchanging the network system within the entire Thames Valley.The system is now able to function technologically ina more effective manner than in the past. A stable, functional, updated system enhances instructional practice by increasing teaching staffcapacity using NationalEducationalTechnology Standards (NETS) In the production of lesson plans, and building banks in technology for more effectively implementation intothe curriculum. This enables students to applyskillsand knowledgeto their classroom work. Supt. Hutchinson used as an example,"SMART Board",a piece of technology that allows students to work directly on a large scale to Improve their understanding of a subject.He advised that "SMARTBoard" Is used at every level, in Kindergarten to teach primary students the calendar and time and in Grade 12 mathematics,advancing the effect of variables on curves of an axis,viewed instantly on the screen.He also commented on Ontario Virtual Academy e-Learning,a strategic alliance established to enable students In special circumstances to earn necessary credit courses. 2007 January 09...6 10.PRESENTATIONS -cont'd c.TRUSTEE ORIENTATION -cont'd 11.Program Services - ITS - cont'd Supt.Hutchinson explained thatLibrary Services provides training for new teacher-librarians as well as organizing and implementing Professional Development activities.Library Services is involved in renovations,enhancements and new additions to school libraries and assists school administrators and teacher-librarians In developing effective library programs. It provides a direct link to schools through the library learning coordinator providing training and capacity building. Media Services Isdivided Intofour sections:Cataloguing,Computer &PJV Repair,Projection Centre and Resources.The Media Production Centre operates a self-serve teacher workshop with all services offered on a request basis.Services include corporate photography,videography,customgraphicdesign,framing,displays as well as providing on- site technician support for the H. B.Beal Art Department. Cataloguing Services located at Leathome Street in London manages the Horizon Library Automation System and is responsible for the cataloguing of all TVDSB library resources. Itprovidestraining forteacher-llbrarlans onthe Horizon System and supports in-school library management with reports,weeding analysis information, Inventory,etc. Computer &AVRepair Services provides a centralized bench repair service forcomputers, peripheralsand AV equipmentas well as in -schoolsupportand repairservicefor Soundfield Systems and AV equipment. Resources manages the extensive,centralized collection of classroom resources (DVDs, videos,novels,multi-media kits etc.)and handles copyright issues related to the use of media.Resources offers video recording and editing of school projects and activities as well as transferring,bulk duplicating and packaging of DVDs, CDs,videotapes,etc. The presenters responded to questions posed by Trustees.Chair Sattler expressed appreciation to the staff for an informative presentation. 11.a.CONFIRMATION OF MINUTES The minutes of the 2006 December 19 were moved on motion of S.Peters,seconded by J. Stewart. b.BUSINESS ARISING FROM MINUTES - The minutes of 2006 December 19 were amended adding "South S.S."to Item 11 .e.Secondary Athletics and changing the word "warning"to "notice"in item 15. Motion- Notice of Which Has Been Given,on motion of T.Roberts,seconded by P.Jaffe. The minutes,as amended,were approved on motion of S.Polhill,seconded by S.Peters. 12.REPORTS FROM THE ADMINISTRATION a.2006 SUMMER SCHOOL REPORT J. Empringham,Superintendent of Education,introduced a reportthat summarized the various activities held during the 2006 Summer School. Caria Trembley,Vice Principal,Adult &Continuing Education,reported that the 2006 Summer Schoolprogramsoperatedin10 Board facilities.Programswere delivered by80 teaching staff with a revised budget of$526 518.00.Ms.Trembley advised that new credit programs remain strong with662 new credits earned by students in attendance. 2007 January 09...7 12.REPORTS FROM THE ADMINISTRATION -cont'd a.2006 SUMMER SCHOOL REPORT -cont'd A total of 112 Grade 9 students successfully completed an "improvement credif In mathematics and 39 Grade 9 students in English allowing them to remain in sync with their Grade 9 cohort. A total of 28 students registered for the OLC40 course and 23 were successful in meeting the literacy component for graduation. Ms.Trembley presented the following reflections on the changes made to the 2006 Summer School program This was the second year that line-run bussing was offered to summer school students from the counties.In 2006,buses picked up students In Nonwich,St.Thomas,Strathroy, Woodstock,Tillsonburg,and Strathroy.Approximately 8 students were picked up In St. Thomas,14 in Strathroy,23 in Woodstock,8 In Tillsonburg.The cost of busing was $20 043.83.It Is estimated that the grant to cover transportation for the Summer School program was approximately $16 944.00; 2006 Summer School was the first year that the on-line application process was extended to Include the Grades 7 and 8 programs.This change was an unqualified success as the vast majority of parents enrolling their children in these programs took advantage of the on line option; This was the first year that Continuing Education was responsible for registering students for the Virtual Academy courses offered during July and August.Approximately 100 students were registered for the Virtual Academy through the Summer School registration process; The eligibility requirement of a minimum mark of 40%to register for an Improvement Credit program was established for the 2005 Summer School program and continued in 2006 Summer School.This change was implemented to remove any ambiguity and to reflect reasonable expectations around how much improvement a student could make ina course which runs for only55 hours over a four-week period.These guidelines have made the process of registering students in these programs much clearer for all involved. The following directions for 2007 Summer School were also presented: Providing transportation for students at one centralized spot in each community and delivering them to the sites for the New and Improvement Credit programs In London was successful in 2006.It Is recommended that this Initiative continue In 2007 byoffering line-run bussing from St.Thomas,Strathroy,Tillsonburg, and Woodstock.Additional bus pick-up points are not recommended because of prohibitive costs; It is recommended that the Grade 7/8 Literacy/Numeracy and Grade 9/10 Improvement Credit programs continue to be offered In Tillsonburg;but there has not been sufficient support in Woodstock,Strathroy,or St.Thomas to run a program locally in those locations; As a result of the success in 2006,it Is recommended that the on-line registration process continue to be offered for all Summer School programs.It is further recommended that the Information/registration sessions at various locations for the Grade 7/8 Literacy and Numeracy programs be discontinued due to poor attendance;most parents indicated that they preferred the on-line registration process because of Its convenience and ease of access; The Improvement Credit program for Grades 9 and 10 will have to be relocated In 2007 due to a student leadership conference being hosted by Beal S.S.,the usual Summer School site. In 2007July.It Is recommended that the grade 9/10 Improvement Credit program be offered at Central S.S.; 2007 January 09...8 12.REPORTS FROM THE ADMINISTRATION -cont'd a.2006 SUMMER SCHOOL REPORT -cont'd It is recommended that the New Credit program be moved from Oakridge S.S.to Saunders S.S.because of a need for more classroom space; The High School,Here I Come!!program .will continue to be promoted throughout the system and withinour community. Itis recommended that the program be offered at four locations again in 2007; The overall enrolment in the Summer School 7/8 Literacy/Numeracy and 9/10 Improvement Credit programs continues to decline.ItIs recommended that the delivery models for the 7/8 Literacy/Numeracy program be reviewed and reconfigured for 2007 Summer School.It is also recommended that the Specialized Co-operative Education programs be expanded to coincide with the Student Success initiative; It is recommended that the eligibility requirement of a final mark of at least 40%in a course taken during the 2006/07 school year for entry into an Improvement Credit continue to hold for 2007 Summer School.Students with a final mark lower than 40%will be required to repeat the course In the New Credit program.Students wishing to Improve a mark in a course taken during any other school year will also be required to repeat the course in the New Credit program. Chair Sattler thanked Ms.Trembley for the Informative report.Supt.Empringham clarified that directions/refinements for the 2007 Summer School are presented to trustees as information. b.UPDATE ON THE STATUS OF THE ANNANDALE/GLENDALE RECOMMENDATION IN THE DRAFT 5-YEAR CAPITAL PLAN John Thorpe,Executive Superintendent,Operations Services,responded to Trustees'request of 2006 December 19 for an update on the status of a possible Annandale/GIendale reorganization and construction project. • As part of the draft Capital Plan development process review of school accommodation issues in the Tillsonburg area,two Items were identified involving secondary school student programming and accommodation.The first was the existence of the only school In Thames Valley which had both elementary and secondary grades In one building.Annandale School Is a Grade 7-9 school.As a consequence,Glendale High School is the only 10-12 secondary school currently operated by this Board.The draft Capital Plan recommended that consideration be given to reorganizing both schools leading to a Grades 7-8 senior elementary program at Annandale and a Grade 9-12 secondary program at Glendale H.S. As part of this recommendation,a construction project for Glendale was proposed. Following the 2006 March 21 Board meeting,Dickson Architects Inc.was retained to assist the Administration in developing a conceptual plan which would encompass the required additions and renovations to Glendale H.S.in order to accommodate the Grade 9 students from Annandale as well as to enhance the program at Glendale. A Design Committee was formed consisting of the Principal,teaching staff and community members for both Annandale and Glendale to work with the Superintendent of Education,the Manager of Projects and Maintenance,and the Architect to develop this plan.The Committee met on three occasions to review the existing conditions at Glendale as well as to discuss the potential program needs for it as a Grade 9 to 12 secondary program. Prior to the end of the school year in 2006 June,a staff meeting was held at Glendale for department heads to review the conceptual plan.The proposed plan includes two additions containing a single gymnasium,change rooms,exercise room,horticultural lab,five science labs, and eight classrooms.Renovations are planned for the library,drama art room,cafeteria, existing science classrooms,and the staff room. 2007 January 09...9 12.REPORTS FROM THE ADMINISTRATION -cont'd b.UPDATE ON THE STATUS OF THE ANNANDALE/GLENDALE RECOMMENDATION IN THE DRAFT 5-YEAR CAPITAL PLAN -cont'd A publicmeeting was held at Glendale on 2006 September 28 where the conceptual planwas discussed with the community. Community concerns focused on the impact of the changed program structure on the remainingGrade 7-8 program at Annandaie and on the logistics of staffingetc., should the plan proceed.Subsequent questions fromthe communitywere reviewed and answered.There appears to be broad support for the concepts as outlined. Both the organizational changes and the enhancements to Glendale High School are supported bythe draft Capital Plan forcompletion inthe firstfive-yearplan period. Acopy ofthe proposed site and floor plans developed by the Design Committee was provided. It was noted that the Tlllsonburg community has indicated its willingness to develop a partnership with the Board to enhance the proposed gymnasium for community use should the project proceed. The cost of the Glendale project is currently estimated at $6.6 million,excluding any school renewal components which could be included if the project proceeds.The timelines are dependent on funding being available and through the approval process. The following motion was moved by G. Hart,seconded by J.Stewart: That the Board approve the proposed renovations and program enhancements to Glendale High School to accommodate the Grade 9's from Annandaie contingent upon approval of funding from the Ministryof Education for the currently estimated $6.6M necessary forcapital renovations. The following amendment to the motion was moved by P.Jaffe,seconded by T.Roberts and carried. That the words "in the context of the overall Capital Plan and contingent upon provincial funding"be added.The amended motion to read as follows: That the Board approve the proposed renovations and program enhancements to Glendale High School to accommodate the Grade 9's from Annandaie contingent upon approval of fundingfromthe Ministry of Education forthe currently estimated $6.6M necessaryforcapital renovations.This project is in the context of the overall Capital Plan and contingent upon provincial funding. The following motion was moved by P.Jaffe,seconded by M.Hendrick: That the motion related to the proposed construction project at Glendale H.S.be deferred until the Board has developed its Capital Plan The motion was withdrawn and amended as follows,moved by P.Jaffe,seconded by M. Hendrick,and carried: That the motion related to the proposed construction project at Glendale H.S.be deferred until the Board has developed its Capital Plan,no later than 2007 June. 2007 January 09...10 13.REPORTS OF COMMITTEES a.CAPITAL PLANNING ADVISORY SUB-COMMITTEE REPORT Executive Superintendents Thorpe and Greene reported on the Capital Planning sub-committee meetings of 2006 November 16, 20,and 30. Trustees were advised that Capital Planning sub-committee meetings for the four regions were held on 2006 November 16 (Elgin),November 20 (Oxford and Middlesex),and November 30 (London) to apprise members of the new Pupil Accommodation Review Guidelines includinga school valuation framework developed by the Ministry of Education and to discuss the impact of the Prohibitive to Repair Guidelines. MINISTRY OF EDUCATION PUPIL ACCOMMODATION REVIEW GUIDELINES At the meetings,presenters Director Bill Bryce and Executive Superintendent John Thorpe described the history of the development of the administrative draft Capital Plan and the Ministry's planning process. On 2006 October 31,the Ministry released the Pupil Accommodation Review Guidelines (previously referred to as school closure guidelines)in order to provide direction to school boards regarding public accommodation reviews undertaken to determine the future of a school or group of schools.The areas within the Guidelines that require the Committee's attention were highlighted,recognizing,that wherever possible,accommodation reviews should focus on a group of schools within a school board's planning area rather than a single school.It was noted that as enrolments decline,school boards must address the number of schools they operate. A public review of a particular school or schools is to be led by an Accommodation Review Committee (ARC)appointed by the Board.The Ministry guidelines indicate that the ARC should include membership of parents,educators,board officials and business and municipal leaders. The generic School Valuation Framework will be customized by ARC to assess the value of the school(s)being considered under the four categories of value to the student,community,school board and local economy. Each board is to review what had been called "School Closure Guidelines"and revise their guidelines to fall in line with the Pupil Accommodation Review Guidelines.The Board's Policy Working Committee has received a draft policy and procedure which incorporate the Ministry's expectations.This revised policy and procedure must be approved by the Board by 2007 March 31. PROHIBITIVE TO REPAIR GUIDELINES The Prohibitive to Repair memorandum of 2006 October 31 from the Ministry of Education was discussed noting that boards have the opportunity to add to and prioritize their list.Four TVDSB schools are listed -Lucan.McEachren,Plover Mills,and Sweaburg Public Schools.As well. Administration was requested to update the PTR candidate inventory of schools and complete the preliminary identification of PTR candidate category including the priority ranking by November 30.The information from boards will help the Ministry assess the number of schools in each category.It was emphasized that the School Accommodation Study committees have been disbanded noting there are no school closures anticipated for 2007 as the study process must be re-established under the new guidelines. Members were advised that this is a new process for prohibitive to repair and described how the calculations are to be made.A business case is to be developed for each school looking at the suitability and costs of repair for each school identified. It will be necessary to indicate the plan for the schools and how other schools will be affected.ItIs expected that the Board's submission will be approximately $31M. 2007 January 09...11 13.REPORTS OF COMMITTEES -cont'd a.CAPITAL PLANNING ADVISORY SUB-COMMITTEE REPORT -cont'd PROHIBITIVE TO REPAIR GUIDELINES -cont'd Itwas indicated that the Board wants to maximize the funds from the MOE through the prohibitive to repair submission.The first priority will be Elmdaie PS and second,Drumbo and Princeton Central PS rather than the four schools Identified by the Ministry. Aprioritized listof the 6 schools was submitted with the followingtop two Inpriority order -Elmdaie,Drumbo/Princeton PS.It will be decided by the incoming Board whether the new preferences are supported. The MOE wants this information promptly so It can proceed with distributing the funds so boards can move on construction projects.It will fonward further information regarding development of the business cases.When approved,the list will be submitted to the Ministry promptly to ensure that funds are distributed to enable boards to move forward with construction projects. Board Solicitor David Williams has been contacted regarding the Board's current policy and procedures on school accommodation.It has been determined that a new policy on school accommodation must be established based on the criteria contained In the Ministry's document. The Board's Policy Working Committee received a draft policy and procedure on 2006 November 28. Following the required 60 days of public input,the final draft policy will be reviewed by the Policy Working Committee at the end of 2007 February for presentation to the Board and subsequent submission to the Ministry by 2007 March 31. SCHOOL VALUATION FRAMEWORK It was noted that the school valuation Is the focus of the Pupil Accommodation Review Process. In order to support the process,a generic School Valuation Framework Is to be developed that assesses each of the four considerations about the school being reviewed.It was noted that the Value to the Student must be weighted above the other three. The school valuation expectations of the Pupil Accommodation Review Guidelines were described and noted that Itwill be necessary to develop a generic school valuation framework that assesses each of the followingfour considerations about schools being reviewed,weighting the four factors out of 100,with the student factor being the highest: value to the student; value to the community; value to the school board; value to the local economy. It was noted that the range of program offerings is Included with three of the four factors.There are five situations where boards are not obligated to undertake an accommodation review In accordance with the Guidelines.Items 1 and 3 are the most likely situations to be encountered by Thames Valley. 1.where a replacement school Isto be rebuilt by the board on the existing site or located within the existing school attendance boundary as identified through the board's existing policies; 2.when a lease Is terminated; 3.when a board is considering the relocation of a grade or grades,or a program where the enrolment in the grade or grades,or program constitutes less than 50%of the enrolment of the school; 4.when a board is repairing or renovating a school,and the school community must be temporarily relocated to ensure the safety of students during the renovations; A 2007 January 09...12 13.REPORTS OF COMMITTEES -cont'd a. CAPITAL PLANNING ADVISORY SUB-COMMITTEE REPORT -cont'd 5. where a facility has been serving as a holding school for a school community whose permanent school is under constructionor repair. The sub-committees considered the weightingand providedthe following responses.Three of the four committees came to consensus. Elgin Oxford London Middlesex value to the student 40 46 40 40 value to the community 15 25 25 15 value to the school board 30 16 25 30 value to the local economy 15 13 10 15 The Middlesex sub-committee suggested that different sets ofweighting of value to the student mayexistbetweenelementaryandsecondary. The Oxford sub-committeeraised a concernover the appropriateness ofthe process of Identifying weighting factors because ofthe diversity of school communities,I.e.single school community vs urban school,elementary vs secondary, etc.It was suggested that an additional category "local quotienf be Included inthe weighting factor. The participants offered their individual weightingwhichhave been averaged,above. The London sub-committee raised the concern that the Accommodation Review Committees may choose which factors they wish to consider.It was noted that the guidelines provide for this within constraints that the Board introduces through its procedure process.The "community"and "local economy"must be definedinthe Board policy and itwas suggested that the community isthe catchment area that the school serves and that the community and local economy be combined as one factor. A majorityof the London sub-committee preferred a split of 40/25/25/10 while there was also support for 40/30/20/10. SCHOOL ACCOMMODATION STATUS REPORT TO THE 2006 OCTOBER 24 BOARD MEETING At the sub-committee meetings,Director Bryce and Executive Superintendent John Thorpe described the accommodation status reports of2006 October 10 and 24.They advised that the Board has dedicated money to capital improvements inthe amount of $13M,money that is not connected to prohibitive to repair or funds that require Ministry spending approval. The Administration has brought issues to the Board,some of which could be addressed withinthe funds available. Possible school projects at Algonquin and HicksonCentralPS and a newschool in southeast St. Thomas were described.The sub-committees'views on these projects and the recommendations Includedinthe report of October 24 were sought and no dissenting viewswere raised. NEXT MEETING DATES The London sub-committee set tentative meeting dates for 2007 January 17 and February 7, the Oxford sub-committee 2007 January 29 and February 19,and the Elgin sub-committee for2007 January 17 and February 7. It was suggested that a chart format be developed and posted to the web to allow for easy reference throughout the process. 2007 January 09...13 13.REPORTS OF COMMITTEES -cont'd a.CAPITAL PLANNING ADVISORY SUB-COMMITTEE REPORT -cont'd A motion tosit to 11:15 p.m.was movedon motion of 8.Peters,seconded byand P.Jaffe and carried. The following motion was moved by G.Hart,seconded byJ.Stewart and carried: That the regional Capital Planning Advisory Committee sub-committee meetings be rescheduled to follow the 2007 February 06 Capital Planning Advisory Committee meeting. b.REPORT OF THE CHAIRS'COMMITTEE 2006 December 20 9:40 a.m.-11:20 a.m. MEMBERS ADMINISTRATION AND OTHERS P.Sattler,Chair J.Stewart B.Bryce G.Hart S.Christie Regrets:J.Bennett 1.APPROVAL OF AGENDA Items 5 a, b, c and d were added to the agenda and approved as amended. 2.CONFLICTS OF INTEREST -No conflicts of interest were declared. 3.REVIEW OF 2007 JANUARY 9 BOARD AGENDA The agendas for the 2007 January 9 In-camera and public Board meetings were discussed and updated. 4.PLANNING FOR 2007 FEBRUARY 06 CAPITAL PLANNING ADVISORY COMMITTEE MEETING The February 6 Capital Planning Advisory Committee meeting was discussed.It was agreed that the meeting will be held in the Thames Room at 7:00 p.m.and the Information Committee of the Whole meeting scheduled for that evening will be cancelled.The agenda for the meeting was drafted. The process fordeveloping the Capital Plan was discussed.It was agreed to schedule sub committee meetings in March to consider regional issues in the draft Capital Plan to prepare recommendations for Board consideration and public input.It was suggested that a timeline for the Board's Capital Planning process be presented to the Advisory Committee at its February meeting. ChairSattler will prepare a drafttimelineand FAQ'sfordiscussion at the next Chairs'Committee meeting. The following tentative dates for sub-committee meetings were identified:March5,6,7,8, 19,21,22. Invitations will be sent to the County Clerks where representatives have not yet been confirmed and the dates set according to members'availability. A committee membership list to date was attached. It was clarifiedthat,according tothe Ministry of Education guidelines,trustees participate as non-voting members;however,the committee istobe chaired bya trustee.Trustees to serve as sub-committee chairs were discussed as well as the term of the committee. 2007 January 09...14 13.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE CHAIRS'COMMITTEE -cont'd 4.PLANNING FOR 2007 FEBRUARY 06 CAPITAL PLANNING ADVISORY COMMITTEE MEETING -cont'd The following motions were moved and carried: Thatthe mandate ofthe Capital PlanningAdvisory Committeebe amended toreflectthat the termofthe Capital Planning Advisory Committeemembership Isconsistent with the term of the Board (2006-2010)and, in accordance with the Ministry of Education guidelines,trustees will participate as non-voting members with the Committee chaired by a trustee. That the following trustees serve as sub-committee chairs of the Capital Planning Advisory Committee: Oxford -Graham Hart; Middlesex -Sharon Peters; Elgin -Frank Exiey; London -Peggy Sattler. 5.OTHER BUSINESS a.MP Meeting Dates The next meeting withthe area MPs was discussed and the following dates proposed: April 13,May 25 at 9:00a.m. ChairSattler will have the dates confirmed with the MPs. b.Trustee PD Request The process fortnjstees toattend professional development conferences was discussed and agreed that individual trustees wishingto attend external PD activitiesare to speak with the Board Chair.It was noted that meal receipts are to be itemized.The PD Committee will continue to promote and facilitate external and internal PDforall trustees and make decisions about unused PD funds. c.Proposed Hand Sanitizing Pilot Program Chair Sattler has received a request that the Board consider a hand sanitizing pilot programat LucasSS, CentralSS,Montcalm SS and Ross SS In London.Director Bryce will refer the request to Manager J. Nevillefor comment and costing. d. Virtual Elementary Staffing Overview Avirtual elementary staffing overview has been developedalong with the implications for primary class sizes and staffing costs. Areport will be broughtto the 2007January 23 Board meeting. 6.DATE AND TIME OF NEXT MEETING The next meeting was scheduled for 2007 January 17 at 9:30 a.m.Subsequent meetings are scheduled for: -February 7, 21; -March 7,21; -April 4,18; -May 2.16; -June 6,20. 2007 January 09...15 13.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE CHAIRS'COMMITTEE -cont'd 7.ADJOURNMENT The meeting adjourned at 11:20 a.m. RECOMMENDATIONS: 1.That the mandate of the Capital Planning Advisory Committee be amended to reflect that the term of the Capital Planning Advisory Committee membership be consistent with the term of the Board (2006-2010)and,in accordance with the Ministry of Education guidelines, trustees will participate as non-voting members with the Committee chaired by a trustee. 2.That the following trustees serve as sub-committee chairs of the Capital Planning Advisory Committee: Oxford -Graham Hart; Middlesex -Sharon Peters; Elgin -Frank Exiey; London -Peggy Sattler. P.SATTLER, Chairperson Chair Sattler noted that a Trustee Professional Development Committee meeting was held on 2007 January 09 and It was decided to formalize the requests for the trustees attending P.D. events.The Chairs'Committee also suggested that the Information Committee of the Whole meeting for February 06 be changed to a Capital Planning Advisory Committee meeting. The recommendations were adopted on motion of J.Stewart,seconded by P.Jaffe. A motion to sit to 11:30 p.m was moved by G. Hart,seconded by T.Roberts and carried. c.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2007 January 0 9 MEMBERS PRESENT ADMINISTRATION AND OTHERS J.Stewart{Chair)P.Jaffe B. Bryce S.Hughes J.Bennett S.Peters (5:10)B.Greene L.Hutchinson S.Doub S.Polhill C.Murphy W.Tucker F.Exley T.Roberts M.Sereda B.Wagner T.Grant P.Sattler J.Thorpe K.Wilkinson G.Hart R.Tisdale K.Dalton S.Christie M.Hendrick J.Emprlngham C.Dennett K.Havelka The Committee met in camera from 5:05 p.m.to 6:15 p.m. 1.APPROVAL OF AGENDA The agenda was approved on motion of R.Tisdale. 2.CONFLICTS OF INTEREST -No conflicts of interest were declared. 3.Confidential legal matters were discussed. 2007 January 09...16 13.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE COMMITTEE OF THE WHOLE -IN CAMERA 4.RISE AND REPORT A motion to rise and report was moved by S.Peters at 6:15 p.m.and carried. RECOMMENDATIONS:none J.STEWART, Chairperson 14.COMMUNICATIONS a. ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION (OPSBA)-none b.STUDENT TRUSTEES'UPDATE Student Trustees Northand Kosicl<providedan power-point presentation entitled, "The DayThe Students Took Over"outlining the topics discussed at a recentStudent AdvisoryCommittee (SAC) meeting. Itwas reported that secondary students attended fromWoodstock Cl,Medway,South, Banting,Oakridge,Ingersoll DCl,Saunders and West Elgin.Topics discussed bythe focus groups included Safe Schools,Healthy Schools and Common Changes for Students.The next SAC meeting Is planned for mld-Febaiary. c.APPOINTMENT TO SPECIAL EDUCATION ADVISORY COMMITTEE A letter was received from the Board of the London Down Syndrome Association requesting the appointment of Ed Hager as its alternate on the Board's Special Education AdvisoryCommittee. The following recommendation was adopted on motionofS. Peter,seconded byJ. Stewart: And resolved that Ed Hager be appointed the London Down Syndrome Association's alternate on the Board's Special Education Advisory Committee for the term of 2007-2010. 15.NOTICE OF MOTION -none 16.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 17.ADDITIONAL ITEMS -none 18.QUESTIONS/COMMENTS BY MEMBERS -none 19.ADJOURNMENT The meeting adjourned at 11:20 p.m.on motion of J.Stewart,seconded by R.Tisdale. CONFIRMED: Chairperson 2007 January 09...17 SUMMARY OF APPROVED RECOMMENDATIONS OF 2007 JANUARY 09 That the motion related to the proposed construction project at Glendale H.S.be deferred until the Board has developed its Capital Plan,no later than 2007 June. That the regional Capital Planning Advisory Committee sub-committee meetings be rescheduled to follow the 2007 February 06 Capital Planning Advisory Committee meeting. That the mandate of the Capital Planning Advisory Committee be amended to reflect that the term of the Capital Planning Advisory Committee membership be consistent with the term of the Board (2006-2010)and,in accordance with the Ministryof Education guidelines,trustees will participate as non-voting members with the Committee chaired by a trustee. That the following trustees serve as sub-committee chairs of the Capital Planning Advisory Committee: Oxford -Graham Hart; Middlesex -Sharon Peters; Elgin -Frank Exiey; London -Peggy Sattler. And resolved that Ed Hager be appointed the London Down Syndrome Association's alternate on the Board's Special Education Advisory Committee for the term of 2007-2010.