3/20/2007 - Regular Board Meetingf
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION "
2007 MARCH 20,7:00 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
a.Saunders Secondary School Volleyball Team V
7.CONFLICTS OF INTEREST V
8.CHAIR'S ANNOUNCEMENTS V
9.DIRECTOR'S ANNOUNCEMENTS V
10.PRESENTATIONS
a.Public Input
I Michelle Koyle,Wellington Street Public School Accommodation Committee M
b.Administrative Presentations -none
11.MINUTES OF THE 2007 FEBRUARY 27 BOARD MEETING M
a.Confirmation of Minutes
b.Business Arising from the Minutes
12.STUDENT TRUSTEES'UPD'aTE V
13.REPORTS FROM THE ADMINISTRATION
a.Overview of the Secondary Staffing Process and Small Rural Secondary Schools M
b.Budget Issues -Grants for Student Needs (GSN's)Declining Enrolment M
c.Transfer of Donated Funds from Thames Valley District School Board to Thames
Valley Education Foundation M
d.Return of Grades 7 and 8 Pupils to Lord Elgin Public School M
14.REPORTS OF COMMITTEES
a.Capital Planning Advisory Committee:Regional Committees'Report M
b.Policy Working Committee,2007 February 27 M
c.Chairs'Committee,2007 March 07 M
d.Committee of the Whole,In Camera,2007 March 20 V
15.COMMUNICATIONS
a.Ontario Public School Boards'Association -Update V
16.NOTICE OF MOTION •none
^)
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 MARCH 20
The Board met in regular session on 2007 March 20 in the Board Room at the Education Centre,meeting in
public session from7:04 p.m. to 10:52 p.m. The following were in attendance:
TRUSTEES
J.Bennett M.Hendrick
8.Doub J.Kosclk -9:30
F.Exiey S.Peters
T.Grant S.Polhlli
G.Hart T.Roberts
ADMINISTRATION AND OTHERS
B. Bryce J.Empringham
L.Elliott K.Havelka
B.Greene S.Hughes
M.Sereda L.Hutchinson
J.Thorpe B.Tucker
D.Blair B.Wagner
K.Dalton K.Wilkinson
P.Battler (Chair)
J.Stewart
R.Tisdale
K.Bushell
S.Christie
C.Dennett
K.Meeson
J.Roth
W.Scott
Regrets:P.Jaffe,K. North
1.CALL TO ORDER
Board Chairperson P.Sattler called the meeting to order.
2./3.O CANADA AND MUSICAL PRESENTATION
The meeting opened with the singing of 0'Canada.
4.APPROVAL OF AGENDA
The agenda was renumbered moving 13c. to 13.a. and approvedon motion ofS.Polhill,seconded
by T.Roberts.
5.OFFICIAL RECORD
8.Christie,Supervisor -Corporate Services,read the following official record Into the minutes:
• Brandon Mirasty,an eight-year-old student at Sir Winston Churchill Public School,London,
on 2006 February 23;
Courtney Anne Bulmer, a fifteen-year-old student at Saunders Secondary School, London,
on 2007 March 02;and,
Taylor Hoffman,an eight-year-old student at Springfield Public School,Springfield,on 2007
March 05.
6.RECOGNITIONS
K.Havelka,Superintendent of Education,Introduced the Saunders Secondary School,London,
coaches and senior volleyball team winners of the fourth,consecutive OFSSA gold medal
championship.Rob Atchinson,Head Coach,Introduced the assistant coaches Phil German,Jan
Ambacker and Jeff Moores.Co-captains Darryl Shank and Demetri Kantzos introduced the team
members in attendance.Congratulations of the Board was extended to the team for this significant
achievement and for displaying outstanding sportsmanship.Team members and coaches were
presented with a TVDSB pin.
CONFLICTS OF INTEREST -No conflicts of Interest were declared.
2007 March 20...2
8.CHAIR'S ANNOUNCEMENTS
ChairSattlerread from the recent RetiredTeachers'Federation of Ontario newsletter which profiled
TrusteeTerry Roberts asa mentor and outstanding educator.Chair Sattlerextended congratulations
to Trustee Roberts on this significant achievement.
Trustees Hart,Polhill and Tisdalecommented on the luncheonmeetingthey attended with Minister
of Education Kathleen Wynne held at the London District Catholic School Board (LDCSB)
administration building.TrusteeTisdaleadvisedthatthe TVDSB and LDCSB trustees wereableto
speak writh the Minister in an informal setting where she had an opportunity toexpress concerns about
primary classsizecaps,as well as unique community partnerships using excess school space.The
issues raised were recorded by Minister Wynne's assistant.
TrusteeHartalso commented thattoday's Ministry announcement regarding flexibility inthe primary
classsizecap indicates thatthe Minister acted onthe issue.Trustees also visited and toured White
OaksP.S.with Minister Wynne toshowcasetheschoolandspoke with thestaffandstudents.Trustee
Polhill indicated herinterestin hearing the points of view from otherboard officials inattendance.
9.DIRECTOR'S ANNOUNCEMENTS
Director Bryce asked that Supt.Tucker to report on circumstances at Zon*a Highland Paric Public
School during the storm on March 05.Supt.Tucker advised that because of severe weather
conditions by mid afternoon on March 05,the school buses could notaccess theroads which left 275
students and 16 staff members stranded at the school. Duringthe afternoon and evening,parents
arrived via snowmobiles,and SUVs to transport,where possible,students home.
He noted that many parentsand community members in thearea brought cots,bedding and food
supplies and by 10:00 p.m.there was only one student and eightstaff members who stayed overnight.
Appreciation was extended to Principal Linda Baker and the staff members for their support in
addressing this unusual situation.Supt.Tucker advised copies ofthe book "Snowed in at Pokeweek
Public SchoorbyJ.Branchi,havebeen purchased for staff members and requested thatthe Director
and Trustees consider hosting a luncheon forthe staffin recognition oftheir commitment totheir
students. TheZorra Highland Park community wasalso commended fortheirsupportofthestudents
and staff.
10.PRESENTATIONS
a.WELLINGTON STREET PUBLIC SCHOOL ACCOMMODATION COMMITTEE
Blair Szusz,on behalf of his wife,Michelle Koyle,Chair ofthe Wellington Street PublicSchool
Accommodation Committee,reinforced the ElginCounty French Immersion parent community's
position for permanent and appropriate accommodation ofa SK-8French Immersion facility at
the Homedale P.S.site effective 2008 September.
He advised that the Wellington Street PublicSchool Accommodation Committee opposes the
Board's proposal of moving of grade 6 students fromWellington Street P.S. to Homedale P.S.
prior to the current grade 5 student's finishing their final year. He requested that the Board
ensure that Elgin County is given the same equal access commitment and stability.
Chair Sattler extended appreciation to the presenter and explained that any action related to the
presentation from the Wellington Street Public School Accommodation Committee would occur
at the 2007 March 27 Board meeting and be conveyed to them.
2007 March 20...3
11.a.CONFIRMATION OF MINUTES
The minutes of 2007 February 27 were approved on motion of J. Bennett, seconded byT.
Roberts.
b.BUSINESS ARISING FROM MINUTES -none
12.STUDENT TRUSTEES'UPDATE
Student Trustee Koscik advised that he will be attending a Ministry meeting in Toronto on 2007
March 23 regarding Healthy School Initiatives followed bya OSTA-AECO Executive meeting.
13.REPORTS FROM THE ADMINISTRATION
a.TRANSFER OF DONATED FUNDS FROM THAMES VALLEY DISTRICT SCHOOL BOARD
TO THAMES VALLEY EDUCATION FOUNDATION
DirectorBryceintroduced R.Princis,TVDSB Co-ordinatorDevelopment, and Dr.Robert Farley,
benefactor of the former Elgin County Board of Education.
Director Bryceexplained that the report is requesting approval of the process developed by
Thames Valley's legal firm,Harrison Pensa,that would permit the transfer of funds originally
donated to the Board or a predecessor Board from the Board to the Foundation ifthe donor has
so requested.Chair Sattler also thanl^ed Dr.Farleyfor his donations toeducation overthe years.
The report Indicatedthat overthe last couple ofyears, several requests have been received from
individuals who have previously made donations for the benefit of students to the Board or one
ofthe predecessor boards asking that those funds betransferred fromthe Thames Valley District
School Board to the Thames Valley Education Foundation.These individuals are aware that the
investment restrictions placed on the Board limitthe amount of interest that their "donations" can
earn and have expressed a desire that those funds be moved to the Foundation which may be
able to gain a greater return on the investment.
A letter dated 2006 February from Janet Clark of Harrison Pensa outlined the legalities
surrounding the issue.Once a donation is made to the Board, It becomes the property of the
Board.The donors have relinquished allcontrol over that which was once theirs.The Education
Act has no provisions that specifically permit the Board to transfer funds to any other institution.
Notwithstanding the above,the Board has accepted the minimalriskinvolvedintransferring funds
at the request ofthe donor and asked Harrison Pensa todraft appropriate documentation to best
protect the interest ofthe Board. That documentation (Agreement of Indemnityand Request to
Transfer Funds)has been received and has been reviewed bya lawyerfor the Foundation.The
few additional words that she suggested for the Agreement of Indemnity meet with the approval
of Harrison Pensa.
On 2007 February 28, the Thames Valley Education Foundation approved,by motion, that it
would sign the Agreement of Indemnity ifthe Thames ValleyDistrictSchool Board also agreed.
Director Bryce explained that ifthe Board gives approval to the use of these documents it is
anticipated that up to seven ofthe largest donations may be transferred to the Foundation.Once
this occurs additional donations may be made tothe Foundation from at least one ortwoof these
donors.
RECOMMENDATIONS:
1.That the Board approve the "Agreement of Indemnity"between the Thames Valley District
School Board and the Thames Valley Education Foundation.
2.That the Board approve the use of the "Donor Request to Transfer Funds" form which
permits donors to authorize the transfer of funds originally donated to the Thames Valley
District School Board or a predecessor Board to the Thames Valley Education Foundation.
2007 March 20...4
13.REPORTS FROM THE ADMINISTRATION -cont'd
a.TRANSFER OF DONATED FUNDS FROM THAMES VALLEY DISTRICT SCHOOL BOARD
TO THAMES VALLEY EDUCATION FOUNDATION -cont'd
Supt. Thorpe clarified the vehicles presently in placefor accepting donations.Director Bryce
thanked Dr.Farley for his ongoing support of the students in Elgin County.The
recommendations were adopted on motionof F.Exiey,seconded byJ. Bennett.
b.OVERVIEWOFTHESECONDARYSTAFFINGPROCESSANDSMALLRURALSECONDARY
SCHOOLS
Exec. Supt. J. Thorpe introduced the report on the secondary school staffing process. He
thanked K.Wilkinson,Superintendentof Education,and BarbSonier,Principal,SouthS.S., and
member of staffing committee,fortheirsupport In preparingthe presentation. Supt.Wilkinson
and Ms.Sonierpresented a detailed response tothetrustees' request for information regarding
staffing levels required to provide a viable program for students at small (rural)composite
secondary schools.
The following overview ofsecondary school programming requirementsand the staffing process
was provided as Information outlining the various processes,considerations and intemal and
external challenges thatare Involved Instaffing TVDSB Secondary Schools withan emphasis on
the impact on small rural schools.
Ministry ofEducation Secondary School Diploma Requirements are that in orderfora student
to earn an Ontario Secondary school Diplomas (OSSD) 30 credits (18 compulsory credits,
12 optional credits) must be successfully completed as well as 40 hours of community
service.
Types of Ministry approved courses Include Grade 9 and 10:academic, applied,open, and
locally developed and Grades 11 and 12:university,college/university,college,open and
workplace.
Overview of TVDSB Secondary Schools
There are 30 secondary schools with combinations of composite vs specialized,
semestered/non-semestered/year-round,urban and rural, Alternative Education and Adult
and Continuing education.
Range of TVDSB Program Offerings
Course offeringsvary according to:student registrations/requests,total school enrolment,
staffing numbersand qualifications,physical size ofschooland facility-Speciality Areas.
Classroom Teachers and Specialized Teaching Staff
The allocated teachers inthe aggregate include: Regular Classroom,English as a second
Language,Native Language,Learning Support Teacher,Gifted Site Administrator,Virtual
Academy,Alternative Education andSafeSchools.Allocated teachersoutsidetheaggregate
Include:Guidance,Library,Student Success,Work Internship,Congregated Special
Education, Special Education preparation, and Vision/Hearing impaired.
Secondary Staffing Process
InJanuary/February,students at allschools select mandatoryand optional courses forthe
next school year.Principals submit projected 2007 October 31 FTE enrolment by2007
March 21.The annuallzedenrolmentfor2007-08isdeterminedbycomparingthe retention
rates for each school for the last three years for its October 31 and March 31 enrolment.
2007 March 20...5
13.REPORTS FROM THE ADMINISTRATION -cont'd
b.OVERVIEWOFTHESECONDARYSTAFFINGPROCESSANDSMALLRURALSECONDARY
SCHOOLS -cont'd
Secondary Staffing Process -cont'd
The sum of Principals' projected annualized enrolment is compared to Board approved
system annualized projection.SchoolannualizedFTE projections are reviewed(G.Owens,
N.Luo)to alignPrincipals' projectionswithsystem projections. The fundingis impacted by
enrolment and affects the number of staff allocated.
Staff are allocated according tothe number and type ofcredits generated as we!!as the class
size divisors.System allocations of teaching staff are assigned to each school. The
requests are tallied,some verylowenrolment courses are cancelled and the students then
reselect.Principals and staff determine the shortfall,If any,between sections needed and
allocations provided.
Final course tallies are reviewed and numbers of sections of courses are determined
consistent with Collective Agreement class size maximums.The !\/1aster Schedule is
developed,conflicts are resolved and the final course offerings are determined.Onlyat this
point can the question of viability of program be fully and appropriately answered.
Impact of School Size on Programming
The allocation of staff is impacted by enrolment.The projected decline In secondary
enrolment from 1999/00 to 2010/11 is 2,975.71 students.The size of the school affects the
number of credit generating classes and assignment of lines to small rural schools . It was
noted that projected vs.actual enrolment has been extremely accurate.
Staffing Challenges and Considerations
Ms.Sonler explained some of the secondary staffing challenges for staffing committees
Include the average class size of 22,collective agreement compliance of seniority,class size
divisors,teacher workload,etc.,staffing timelines,teacher qualifications,limited course
offering,combination of courses and timetable flexibility.Itwas emphasized thatthe Ministry
mandated programming requires that schools develop a minimum of three program pathways
in a four-year high school program using six types of courses which puts pressure on all
schools to make the plan work.
Supt.Wilkinson indicated that the primary concern remains that all students in all schools have
access to an adequate choice of destination-based programs so that their future is open to
whatever pathway they decide to take.
A question-and-answer period followed. Exec. Supt. J.Thorpe advised that he and Exec. Supt.
Greene will be preparing the annual report for deployment of elementary and secondary teaching
staff next week.The aHocation of staff must proceed the budget process to ensure student
requests are met as far as possible and timetables built.Exec. Supt.Thorpe commented that
elementary and secondary staffing cannot be determined completely until the March 31 enrolment
figures are confirmed.
The following motion was moved by S.Peters,seconded by T.Grant:
That the Board put Inthe 2007-08 Budget up tofive extra secondary staff for Itsfive smallest,
composite,secondary schools.
2007 March 20...6
13.REPORTS FROM THE ADMINISTRATION -cont'd
b.OVERVIEWOFTHESECONDARYSTAFFINGPROCESSANDSMALLRURALSECONDARY
SCHOOLS -cont'd
The following motion was moved by F.Exiey,seconded by J.Stewart and carried.
That the motion related to additional staffing of the Board's five smallest,composite,
secondary schools be postponed to the 2007 May 08 Board meeting.
c.BUDGET ISSUES -GRANTS FOR STUDENT NEEDS (GSN's)DECLINING ENROLMENT
B.Greene,Executive Superintendent,Business Services,advised that information related to
major budget issues is to be presented at each regular Board meeting.
At the Budget Advisory Committee meeting held on 2007 February 13,Trustees approved the
following motion:
"That a budget information session be scheduled at each Board meeting beginning 2007
March 20".
The motion was approved by the Board at the 2007 February 27 Board meeting.Exec.Supt.
Greene advised that the Budget Advisory Committee will review a list of potential budget issues
at a meeting on 2007 March 21.He presented the followinghigh-level overview of the Ministry's
GSN announcement.
Grants For Student Needs (GSN's)
The Ministryof Education released the 2007-2008 GSN's on 2007 March 19.The Chair of the
Board,Chair of Budget Advisory Committee,Director and Superintendent of Business Services
participated in a webcast briefing by the Minister of Education and Senior Ministry staff.The
GSN's funding announcement is almost three months ahead of last year's release (2006 June
12).The deadline for approved,balanced board budgets is 2007 June 29.Budget Advisory
Committee will recommend a budget schedule at its meeting 2007 March 22 for Board approval.
A communications plan will also be developed for consideration.
He advised that education funding through the Grants for Student Needs (GSN) in 2007-08 will
be $18.26B.This is $781M (4.5%) more than in 2006-07 and $3.5B (24%) more than inthe
2002-03 school year.Per pupil funding in 2007-08 will rise to more than $9 400.This is an
increase ofmore than $460 (5.1%)per pupilfrom the 2006-07 school year;and $2 060 (28%) per
pupil from the 2002-03 school year.
Mr.Greene explained that the government has undertaken four years of funding reforms,
included in 2007-08 are three new grant/allocations:Program Enhancement Grant,First Nations,
Metis and Inuit Education Supplement and Supported Schools Allocation.
NEW GRANTS/ALLOCATIONS
Program Enhancement Grant
A new $35M Program Enhancement (Grant to support programs and activities such as arts,
music,physical education and outdoor education.Funding is calculated on a per-school basis
($7,500 per school)however,boards have flexibility to decide howto use this funding withintheir
jurisdictions.This grant may be used to fund or enrich existing programs or to offer new
programs.
First Nations.Metis and Inuit Education Supplement
Through a new First Nations,M6tis and Inuit Education grant the Ministry will allocate $10.5M An
amount of$3.6Mfor Native Languages programs offered inany ofthe seven Native Languages
recognized inthe Ontario curriculum; $1.4M to fund Native Studies courses;and, $5.5M using
per Aboriginal student amount that directs more funding to boards witha higher proportion of First
Nations,M^tis and Inuit students.
2007 March 20...7
13.REPORTS FROM THE ADMINISTRATION -cont'd
c. BUDGET ISSUES - GRANTS FOR STUDENT NEEDS (GSN's)DECLINING ENROLMENT-
cont'd
Supported Schools Allocation
The Supported Schools Allocation expands school-based support to benefit small Ontario
communities where schools have low enrolment and are a significant distance from other schools
ofthe board. "SupportedSchools"will be definedas elementaryschools thatare 30 kmormore
from other elementaryschools ofthe boardand secondary schools thatare 60 kmor more from
other secondary schools of the board.
SUPPORT FOR ONGOING REFORM
Special Education
Anadditional$25MSpecial Educationfundingto provide stable fundinglevelsfor boards and to
support grovrth in the number of claims for the highest needs students as workcontinues on
developing a new funding approach.
Student Transportation
A Student Transportation benchmark increase of 2 percent ($15M)to recognize enrolment
increases forgrowthboards and no decrease fordecliningenrolment boards ($3M).Continuation
of school bus safety programming.The Ministry will continue to conduct Effectiveness and
Efficiency reviews of established consortia and will make funding adjustments based on the
findings. The Ministry will providean additional$7.6Mthroughin-year adjustments toboards that
were included in the first phase of the E&E review.Investments build on the government's
commitment to the three-year reform approach for student transportation announced as part of
the 2006-07 GSN.
SUPPORT FOR STUDENT ACHIEVEMENT
Primary Class Size
An additional $1OOM investment to increase the Primary Class Size to support another 1,200 new
teachers.In 2007-08 the province's total investment in the PCS Reduction Amount will be
$386M. Funding to support more than $700M of PCS capital has been allocated to school
boards.School board will be expected beginning in 2007-08 to organize their primary classes
so that at least 90 percent ofprimary classes have 20 orfewer students.Where a school board
feels itmay not be able to meet this standard the board may applytothe Ministry fortransitional
program equivalency.
Labour Framework
Supportcontinuesforthelabourframeworkagreement andits multi-year commitmenttoincrease
teaching and non teaching salaries with a 2007-08 amount of $421M (3% benchmark).An
amount of$28Mfor elementary specialist teachers,$21M for more than 320 secondary Student
Success teachers and $14M to cover Increases in teachers'preparation time (3 minutes)that
school boards had originally agreed to fund from their own resources.
NEW INVESTMENTS
French-Languaae School Boards
An amount of $10M to French-language school boards,reflecting the government's multi-year
funding strategy for French-language school boards.
Student Trustee Honorarium
The Ministry will provide,throughthe School Board Administration and Governance Grant 50
percentof the student trustee honorarium ($1,250)based on the actual number of student
trustees per board (maximum 3) and $5,000 perstudent trustee for expenses.
2007 March 20...8
13.REPORTS FROM THE ADMINISTRATION -cont'd
c.BUDGET ISSUES -GSN's DECLININGENROLMENT -cont'd
Utilities
Toaddressthecostofenergy and utilities,an additional $7M in funding will be provided in 2007-
2008 representing aonepercent increase in the non-salary component ofthe School Operations
Grant.
SCHOOL CAPITAL PROGRAMS
Good Places to Learn
In 2007-08 the Ministry will proceed with GPL Stage3 to provide school boards with support for
an additional $500M worth of renewal projects with allocations finalized by 2007 September
following PTR allocations.The Ministry will continue to work with the Ontario Financing Authority
in 2007-08 to provide long-term financing for the remaining GPL Stage1 and 2 renewal projects.
Lona-Term Financina Vehicle for Capital Programs
The Ministry is working with OFAto establish a provincial vehicle,similartothe GPL Renewal to
provide long-term financing for approximately $1.5B of construction costs incurred by school
boards under the capital programs of Prohibitive to Repair,Primary ClassSize Capital,Growth
Schoolsand Capital Transitional Adjustment for French-language boards.
Board will be reimbursed for their short-term interest costs Incurred on projects that are
underway.Boards will be permitted toaccess long-term financing for projects supported bythese
four capital programs atthe maximum principle amount allocated to their board,by program.
2007-08 Growth Schools Allocation
To provideschool boards with better access to funding throughthe Growth Schools Allocation
ofthe Pupil Accommodation Grant,the Ministry has expanded the eligibility criteria.
Disposition of Surplus Properties
Information provided by school boards through the Ministry's School Facilities Inventory System
indicates that there are a significant number of schools that are no longer being used for
elementaryorsecondary education andmaybesurplustoboardneeds. The Ministry will consult
with schoolboards ona process toaddress the disposition ofsurplusschools.
FINANCIAL REPORTING AND DUE DATE FOR SUBMISSION OF ESTIMATES
The Ministry will be consulting with school boards about changing the definition ofa balanced
budget under the Education Act for the 2008-09 school year to align with Public Sector
Accounting Board principles.Following are the dates for submission of financial reportstothe
Ministryin 2007-2008 school year:
2007 June 29 -2007-08 Board estimates;
2007 November 30 -2007-08 Board revised estimates;
2007 December 14 -2006-07 Board Financial statements;
- 2008 May 15 -2007September 01 to2008 March 31 Board Financial Report
V,
2007 March 20...9
13.REPORTS FROM THE ADMINISTRATION -cont'd
0.BUDGET ISSUES -GSN's •DECLINING ENROLMENT -School Capital Programs -cont'd
Declining Enrolment
Supt. Greene emphasized that declining enrolment continues to be a major fiscal issue for
TVDSB.The charts provideda historicallookat actual enrolment as well as projectionsfor2007-
08 and 2008-09.Compared to the 2006-07 approved budget, 2007-08 enrolment projections
indicated the following decline:
Elementary PTE
JK-3 338.50
4-8 823.00
1,161.50
Secondary 384.06
Total Decline 1,545.56
The Ministry has provided a simulation function in the Education Finance Information System
(EFIS).The enrolment decline translates Ina revenue loss,summarized as follows:
(OOO's)
GSN's -Grant Loss $9,965
Declining Enrolment Grant Increase 1,711
Net Grant Loss $8,254
The actual grant calculations are to be verified when the Ministry releases the 2007-08 Education
Finance Information System (EFIS),subsequent to the announcement of 2007 March 19.
Supt.Thorpe commented that clearly this Minister's announcement for small Ontario schools
indicates that there will be no relief necessitating that the TVDSB must take this into account as
it looks at school inventory and declining enrolment within the context of the Capital Planning
process.
d.RETURN OF GRADES 7 AND 8 PUPILS TO LORD ELGIN PUBLIC SCHOOL
Exec.Supt.J.Thorpe introduced a report consistent with a request received from the school
Principal and supported bythe School Council, to consider reorganizing LordElginPublicSchool
to the Junior Kindergarten to Grade 8 (JK-8)model of program delivery.
L.Hutchinson,Superintendent of Education,advised that a request has been received from Joe
Sheik,Principal at LordElginPublic School,to return the Grade 7 and 8 pupils to LordElginfrom
Sir John A.Macdonald Public School.This movement of pupils after grade 6 entails a
considerable degree of adjustment for the students,and returning them to Lord Elgin removes
that adjustment issue. Inaddition,itsupports the Board's preferred modelof elementary program
delivery.
Notes:
Room exists at Lord Elgin for the students.
Arrangements have been made with Sir John A Macdonald to borrow startup resources.
Lord Elgin has sufficient furniture.
The School Council at Lord Elgin Issolidly in favour of the move and is prepared to promote
the move in the community.
There are currently 30 students in Grade 6 at Lord Elgin.
The move wouldbe phased inmore than twoyears,hopefully beginningin2007 September.
Acommunity input meeting and a grade 6 parent meeting at Lord Elgin could be arranged
when Trustees request such.
Sir John A.Macdonald Public School is supportive of the move as well.
2007 March 20...10
13.REPORTS FROM THE ADMINISTRATION -cont'd
d.RETURN OF GRADES 7 AND 8 PUPILS TO LORD ELGIN PUBLIC SCHOOL
Thetimelinesforthis reorganization at Lord Elgin P.S., are anticipatedtobe2007 September for
grade 7 pupils and 2008 September for grade 8 pupils.
RECOMMENDATION:
ThatTrustees directthata public input session be held todetermineparentaland community
support for a request to reorganize Lord Elgin Public School in Londonfrom its present JK-6
organization to a JK-8 structure.
The recommendation was adopted on motionof J. Bennett,seconded byR.Tisdale.
14.REPORTS OF COMMITTEES
a.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE 2007 MARCH 20
PRESENT
VOTING MEMBERS TRUSTEES ADMINISTRATION AND
OTHERS
Elgin Middlesex Elgin Elgin Middlesex
B.Aarts C.Anger F.Exiey (Chair)B.Bryce B.Bryce
J.Hanbuch K.Aranha T.Grant J.Thorpe J.Thorpe
D.McKillop A.Bannister K.Bushell K.Bushell
L.Schneider A.Morell Trustee Visitor:S.Christie S.Christie
G.Scoyne M.Nicoi J.Bennett G.Owens K.Dalton
L.Stevenson B.Tichenoff B.Wagner G.Owens
J.Wilson S.Weaver London K.Wilkinson
C.Webb N.Wright P.Sattler (Chair)
C.Walker J.Vanderheyden J.Bennett London Oxford
M.Hendrick B.Bryce B.Bryce
P.Jaffe J.Thorpe J.Thorpe
London Oxford S.Polhill B.Greene B.Greene
R.Caranci B.Ball R.Tisdale D.Blair J.Empringham
P.Mack S.Davis K.Bushell B.Tucker
L.McCallum D.Doan Trustee Visitors:S.Christie K.Bushell
C.Miller B.Feeney F.ExIey,S.Peters K.Dalton S.Christie
M.Moffatt D.Fushino K.Havelka
J.Scott B.Hopkins Middlesex S.Hughes
J.Shewfelt S.Molnar S.Peters (Chair)L.Hutchlnson
P.Tufts J.Simpson S.Doub G.Owens
M.Wood J.Thorner M.Hendrick
London Committee Resource Trustee Visitors:
C.Langille J.Bennett
L.Manicom T.Grant
Oxford
G. Hart (Chair)
J.Stewart
The following is the report of the three regional Capital Planning Advisory Committee sub
committeemeetingsheldon2007 March 6 (London),March 7 (Elgin),and March 8 (Middlesex).
The Oxford sub-committee is meeting on March 19. An addendum report for Oxford was
submitted to the Board at its meeting on 2007 March 20 and is attached.
r
V
2007 March 20...11
14.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd
1.WELCOME AND INTRODUCTIONS
The sub-committee Chairs welcomed those in attendance and requested that members
introduce themselves and indicate their area of representation.
2.APPROVAL OF THE AGENDA
The agendas were approved by motion.
3.PURPOSE OF THE MEETING
An overview of the history of the Capital Planning Advisory Committee (CPAC),as
recommended by the then Minister of Education Gerard Kennedy,was provided.It was
noted that the Good Places to Learn announcement of 2005 February,outlined a ten-step
capital planning process including the establishment of CPACs.No Ministry guidelines were
provided around the work of CPACs other than the following as set out in Step two of the
process under the heading "Community Engagement'
"Public engagement will ensure that communities tal<e full advantage of school
facilities and are active participants in long-term school and community planning.
Boards willstril<e a capital planning advisory committee,overseen by trustees,with
municipal,school,community and public representation.The committee will help
provide feedback from the broader community at an early stage."
As well, no specific guidelines on members and member selection were provided.As a
result,the CPAC mandate and structure for Thames Valley were determined by toistees.
Advertisements were placed in local papers seeking community representatives,and
stakeholder groups were asked to provide names of representatives.
Good Places to Learn also required all boards in the province to prepare and submit a five-
year Capital Plan.Thames Valley's Plan was prepared by the Senior Administration and
submitted in 2006 February as a draft plan only. Itis unclear at this time whether the Board
will eventually be required to submit a final Capital Plan or will simply be funded on the basis
of a prioritized list of capital projects.
As discussed at the 2007 February 13 meeting.Itis clear that the Board will continue to face
the following challenges:
the impact of declining enrolment across all of Thames Valley;
shifting pattems of growth bringing families into new developments without existing
community schools;
increasing demand for French Immersion programs;and
increased pressure on provincial education budgets in light of other fiscal priorities.
Ina recent visit to London,Liz Sandals,Pariiamentary Secretary to the Minister of Education,
emphasized the importance of spending education dollars on programs for the students who
are actually attending our schools,rather than to maintain buildings with fewer and fewer
children in them.
New guidelines on pupil accommodation reviews (formerly known as School Closure
Guidelines)were released in 2006 October.The guidelines indicate that all boards must
have a new pupil accommodation review policy in place by 2007 March 31.The
policy/procedure must include a valuation framework with specific values assigned to each
of value to student,value to school board,value to community,and value to local economy.
These values were determined by the regional CPACs at the 2007 February 13 meeting and
have been incorporated into the Board's independent procedure on Pupil Accommodation
and Facility Organization.
2007 March 20...12
14.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd
3.PURPOSE OF THE MEETING,cont'd
Unlike CPACs, for which there were almost no guidelines, the government was very
prescriptive about the membership,role, and rules of procedure for Accommodation
ReviewCommittees (ARCs). Thisis set out In great detail In the procedure that will go to
the Board on March 20.
ARCs are required to seek inputand community feedback,and prepare valuation reports
for each of the schools under review.They may also recommend alternate
accommodation plans.It is Important to note that the government clearly requires that
public reviews ofa school, or groups of schools,be led byan ARC butgives school boards
full authority to establish ARCs as they see fit.
With CPACs already In place,Thames Valley trustees decided to use the committees to seek
community Input on where ARCs should be established.Each regional CPAC has been
asked to Identifythe top three prioritiesfor area ARCsfor report to the Board on 2007 March
20.With four CPACs,as many as 12 potential ARCs could be recommended.
However, given limited staff resources,the Board will only be able to manage a small number
ofARCs at one time. Administration will be asked to review the listof proposed ARCs and
report back to the Board withIts recommendations.The Board anticipates announcing the
first group of ARCs InApril based,In part,on the advice received from the CPACs,but also
with regard to advice from staff.
4.CLARIFICATION OF VOTING MEMBERS
The roleofthe trustees onthe CapitalPlanningAdvisoryCommitteewas clarified,notingthey
participate as non-voting members only as they will have a vote when the recommendations
come to the Board.Staff serve as resource members to the committee.All other CPAC
members are encouraged to participate In the discussion and to cast a vote on the
recommendations to the Board.
It was clarified that, in voting, a majority is 50% plus one of the voting members In
attendance.Aquorum constitutes 50% plus one of the voting members and Is required for
all meetings.
5.PUPIL ACCOMMODATION REVIEW INDEPENDENT PROCEDURE
Executive Superintendent J. Thorpe described the Pupil Accommodation and Facility
Organization independent procedure and described the process in developing the procedure
consistent withthe guidelines prepared by the Ministry.
He advised that the revised Section 2.2.5 makes clear the Ministry's Intent that for schools
Identifiedto be part ofan area accommodation review,no school will normally be part of such
a review more than once In a five-year period;however,this provision does not apply
retroactivelyto schools that may have been part ofan accommodation study. The five-year
timelines will apply on a go-forward basis.The document sets out the role of the ARC in
seeking public Input,analyzing data,collecting Information and preparing valuation reports
on each of the schools Involved inthe review. Itwas noted that the word "normally"is the
Ministry of Education's word providing an opportunityfor a communityto request a review
within a five-year period.The Ministry wanted greater standardization of student outcomes
throughout the province.
Atthe Middlesexmeeting,clarification was requested onthe concept ofprogram consistency
and questioned whyone structure was being proposed.Exec. Supt.Thorpe advised that the f
mandate is to examine all aspects of the Board's organization and how it does business.A
single model was not endorsed but,where itIs practical,possible and desirable,there should
be a reduction.in the extent of differences across the system.
/"
2007 March 20...13
14.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd
5.PUPIL ACCOMMODATION REVIEW INDEPENDENT PROCEDURE -cont'd
Wherever new schools are built,the schools would be JK-8 or SK-8 for French Immersion
and, where possible, provide a greater standardization than is currently provided. In
secondary,the onlyanomaly isin Tillsonburg where Annandale School has grades 7-9. This
is being addressed by reconfiguring Glendale HS to grades 9-12.It is felt that the most
effective mode of delivery is JK-8 and for secondary,grades 9-12.
Exec. Supt.Thorpe advised that,since the amalgamation in 1998, the Board has no local
capacity to tax as it had in the past allowing the former boards to increase taxes to
accommodate smaller school populations.As funds decline,they must be spread in
accordance with the decline In enrolment.The Ministryof Education has also expected that
boards will meet provincial learning standards.Boards that spend less on infrastructure are
able to apply more to program to increase student achievement.He noted that the realityis
that boards are caught inprioritizing student achievement while communities want no change
in the manner in which program is delivered.In Thames Valley, itis not acceptable to reduce
the qualityofprogram for students.Thisisseriouslycompromised byhavingto spend funds
on underused infrastucture rather than program content for students.
It was noted that the Board has attempted to provide as equitable learning opportunities as
possible and is looking for a way of doing business more effectively. The major variables
suggest that some change is essential and itis better to plan for it and do itin as logical and
systematic a way as possible rather than to pay the price for poor planning. The variables
may be tested and challenged,e.g., fixed funding,number of school sites,and pupil
enrolment.
Exec.Supt.Thorpe indicated that the Board has approximately 20%more space than
needed but all space requires heat,light,cleaning and maintenance.It will tryto rationalize
the inventory as much as possible while not compromising the abilityto provide a range of
programs in the process.The alternatives to meet the necessary change are either an
infusion of cash to subsidize a method of delivery that is seen to be inefficient but desirable
bysome, orsqueezing or compromising program delivery whereevery area couldparticipate
in support of keeping schools open.He felt that this will compromise the qualityof learning
over time.
The recommendations of the draft Capital Plan were reviewed.It was noted that the Board
is facing a significant decline in overall population which suggests that the numbers of
schools and the size and structure of the schools need to be reviewed.Funding comes from
the Ministry of Education based on the number of pupils served.The Board has substantial
surplus space in areas where itis not needed.
Despite the overall decline in enrolment inthe elementary panel, the Board is experiencing
an ongoing increase inthe numbers and proportion of students movingto French Immersion.
The Board has considered a greater standardization of the mode of delivery throughout the
system,ways to enhance program delivery,requirements of school renewal,bringing the
standards up to 21®'century standards to more efficiently staff schools, and the external
requirements of the government.
The Board was divided into study regions to review the needs ofthe system over the next 15
years. A series of changes to address the above noted categories were recommended.
Needs for new schools,additions and/or renovations for program,conversions of use and
consolidations and closures were considered.All were identified for enhancement Board-
wide.It was expected that the Plan would be a rollingfive-year plan but the Ministry asked
that it initially be prepared as a five-year plan.
2007 March 20...14
14.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd
6.OVERVIEW OF MATERIALS
Exec. Supt. Thorpe described the following materials prepared forcommittee members and
distributed copies of area maps for each of the sub-committees for members'retention and
review.
•2007 February 6 report to Board;
•Capital Plan summary for the Board;
•summaries by region;
•all elementary schools in TVDSB sorted In ascending order of classes;
•summaries by area of the four regions;
•2007 February 28 report to the Board;
•Capital Plan summary and recommendations for each area;
•OTGs of all schools;
•Capital Plan FAQs;and
•new PupilAccommodation and Facility Organization independent procedure.
It was requested that. Infuture,more resources be provided to the sub-committees and that it be
In a checklist format regarding the ARCs.It was noted that templates for elementary and
secondary reviews are being developed and the elementary one is being field tested.This will
provide a system approach and reduce manyofthe variables. It will also determinethe impact
of closing School Aon School Band C,etc.,as well as other implications which will provide an
objective view of the study for trustees'consideration.Concern was raised that a cookie cutter
approach may be used. Exec. Supt. Thorpe stressed that the onlywayThames Valley could
have a cookie cutter approach would be forthe system to start from scratch which will never be
the case in the system.
7.POSSIBLE ACCOMMODATION REVIEW COMMITTEES
At each of the sub-committee meetings,Exec. Supt.Thorpe described the areas where
Accommodation Review Committees could be established.He clarified that -the CPAC is
mandated by the Ministryof Education;however,its involvement in the Identification ofARCs was
a decision bythe Board.Henotedthatthe Board has lost5,000elementarystudents through
enrolment decline,analogous to twenty-five - 200 pupil schools for which the Board does not
receive required funding.
The sub-committees have been established todeterminethe top three priorities foran ARC for
each region.The regional CPACs have asked to identify areas for consideration;the role ofthe
ARC is to determine a solution and to seek publicinput. Itis possible that a recommendation
maysupport a recommendation from the draft Capital Plan. Each regional Capital Planning
Advisory sub-committee was asked to consider Accommodation Review Committees to address
program and facility issues in their respective areas.
The Board will makethe decision as to which ARCs will move fonvard this spring.An ARC may
determinethat itwishestohave inputfrom anygroup. Section2.2.3ofthe Pupil Accommodation
and Facility Organization independent procedure outlines the membership ofan ARC.
Exec.Supt.Thorpe clarified that if the Board creates an ARC and if the ARC determines that the
schoolsshouldbe altered,itmaymakesucha recommendation tothe Board.Sections],k,and
Iofthe new Pupil Accommodation and Facility Organization Independent procedure outline the
process in accordance with that outlined bythe Ministry.
2007 March 20...15
14.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd
7.POSSIBLE ACCOWIWIODATION REVIEW COMMITTEES -cont'd
Exec.Supt.Thorpe clarified that the establishment of an ARC does not predetermine that
something will happen to the schools Involved.The ARC suggests how the Board might do
business in the future,and ARC's resolution could be different from the assumption that
establishes it. ARC process is by no means a rubber-stamping process but an open
discussion of options to serve the students ina different configuration than currently in place.
It was noted that it is not necessary to establish ARCs but should funds become available
from the Ministry of Education,an ARC is required to advise the Board how they could be
allocated.
Mr.Thorpe indicated that all of the recommended ARCs may not make the initial list of
established ARCs but will be considered by the Board at a later time.It was clarified that if
a committee does not recommend establishing an ARC,the Board will determine if one or
more is/are required.He suggested that an annual review be undertaken in
September/Octotier ofeach year and added that January/February Is the ideal time ofyear
to establish an ARC In the Board's timetable.He described the operating time lines of
established ARCs in accordance with the independent procedure over a minimum seven-
month period and with 60 days for public input.
It was noted that the Thames Valley ARCs do not include teacher representation.Exec.
Supt.Thorpe advised that the recommendation is consistent with the format of
accommodation studies.It supports the concept that no employee of the Board should be
a voting member of an ARC to avoid a potential for conflict.However,there are provisions
for educators to have substantial input to the process.All employee groups potentially
affected by an ARC will be given an opportunity for input.
It was noted that there is no provision for aboriginal representation on an Accommodation
Review Committee.However,it is possible for the trustees to recommend a change to the
procedure to the Policy Working Committee and for a representative of aboriginal people to
sit on an ARC through the established membership.
London
Itwas noted that the draft Capital Plan recommendations for Tecumseh,Ealing,Brick Street,
Manor and Highland and Westminster Central Public Schools would require ARCs.It was
suggested that,initially,Ealing,Brick Street,Huron Heights,and McEachren Public Schools
have ARCs created.Members spoke to addressing the French Immersion and the
aboriginal population issues.Exec.Supt.Thorpe noted that itwould be necessary that the
ARC address the aboriginal issues raised.
He outlined and described possible ARCs related to the following schools over the five-year
Plan:
•Ealing (Trafalgar,Aberdeen);
•Stoney Creek (Northdale (London),Northridge,-Huron Heights,Centennial Central,French
Immersion);
• Wilton Grove (Arthur Stringer,Nicholas Wilson);
•Tecumseh (Victoria,Wortley Road,Mountsfield);
•McEachren (AE Duffield);
•Manor and Highland Park (Brick Street,Woodland Heights);
•Westminster Central (Delaware Central,South Dorchester).
Proposals to exclude the following school areas from the initial list of ARCs were discussed
but no consensus was reached:
•Manor and Highland Park (Brick Street,Woodland Heights);
• Wilton Grove (Arthur Stringer,Nicholas Wilson).
2007 March 20...16
14.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd
7.POSSIBLE ACCOWIWIODATION REVIEW COMWIITTEES -cont'd
The following ARC was suggested:
•Stoney Creek (Northdale (London), Northrldge, Huron Heights,Centennial Central,French
Immersion).
It was recommended that consideration be given to including aboriginal representation on
ARCS Involving schools with significant aboriginal populations.
The difficulty for the CPAC to determine recommended ARCs was noted,and it was
suggested that Administration be asked to make the appropriate recommendations.The
question was raised whether the Board had looked at other uses of Board facilities or
partnerships to provide resources in order to keep schools open.Director Bryce indicated
that the Ministry cun-ently requires that the vacant spaces remain on the books,that with the
5,000-pupll decline and additional 5,000-pupil projected decline,action must be taken to
close some schools In order to best use the Board's resources for Its students.It was noted
that while sharing space with the community Is valuable it does not assist the school to offer
effective and specialized education programs to meet its students'needs.Likewise, larger,
amalgamated student populations provide the enrolment base to offer additional programs.
The following recommendations were considered:
1.That the Administration be requested to recommend where the initial ARCs for London
should be established;
2. That the Board consider includinga broader base of schools InARCs rather than only
two or three specific schools,and include program enhancements when considering
potential ARCs;
3. That consideration be given to includingaboriginal representation on ARCs involving
schools with significant aboriginal populations.
Recommendations 1 and 3 were approved.Recommendation 2 was withdrawn,as concerns
were raised that It may not always be appropriate to involve additional school communities
if their pupil accommodation was not an Issue.
Elgin
Exec.Supt.Thorpe Indicated that two committees were authorized for the new south-east
school in St.Thomas:a Boundary Committee of the three schools affected (Forest Park,
Elgin Court,and New Sarum PS),and a Design Committee for the new school with an
opening target date of 2008 September 1. The schools involved will be asked to propose
members to serve on the committees.
He described plans for the south and north sections of the Cityof St.Thomas and Indicated
the Ministry of Education may fund the repair or replacement of Elmdale PS.If the MOE
replaces Elmdale,the Board would have sufficient funds to build a school sufficient for the
Elmdale population.He felt a school should not be built to accommodate an enrolment of
140 students and proposed moving students from Southwold and Port Stanley to support the
new school If the MOE agrees with the concept.
Exec.Supt.Thorpe suggested creating an ARC to address the Elmdale situation.If Elmdale
is replaced witha largerschool, itmay be usefulto establish an ARCforthat part ofthe City
and expand Itto a school the size of that planned for south-east St.Thomas.
Director Bryce indicated the MOE requested that the Administration prioritize its Prohibitive
to Repair schools.Elmdale PS was listed as the top priority.Facilities Manager K. Bushell
indicated that the minimum elementary school funded has been a population of 200.
However,Exec.Supt.Thorpe Indicated that the Board should not be pursuing a new school
of the size of schools that are being considered for closing but rather a larger school size.
X
2007 March 20...17
14.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd
7.POSSIBLE ACCOWIMODATION REVIEW COWIWIITTEES -cont'd
The ARC will address the issue of the new Elmdale school being a JK-8.Enrolment may be
derived from Port Stanley,Southwold and Scott Street PS and possibly Myrtle Street PS.
The trustees will determine which ARC is created and which schools will be recommended
to be part of the ARC.It was noted that the ARCcould ask that its mandate be increased
to include other schools.
The following motion was moved and carried:
That an Accommodation Review Committee be established for south-west St.Thomas
including Elmdale,Port Stanley,Scott Street and Southwold Public Schools.
Exec. Supt.Thorpe described the areas of growth inSt.Thomas where new schools could
be justifiednotingthe population inthe core is declining.He suggested consolidationinthe
core area of Balaclava into Edward Street and Locke's PS.The following motion was
approved:
That an Accommodation Review Committee be established in north-central St.
Thomas for Balaclava,Edward Street and Locke's Public Schools.
After a lengthy discussion,the following motion was also approved:
That an Accommodation Review Committee be established to address the French
Immersion question at Wellington Street and Homedale Public Schools.
Middlesex
K.Bushell Indicated that a detailed business case will be developed for schools Identified as
Prohibitive to Repair (PTR).Information is expected this spring regarding the six PTR
schools submitted to the Ministryof Education including Lucan.He advised that an ARC will
be required for the schools affected,even Iffunds are provided by the Ministry,to determine
if the communities would support,and the Board endorse,the expense.It was clarified that
Strathroy DCI and Medway HS do not require ARCs.
Itis expected that the Lucan elementary school will be builtfor approximately 400-450 pupils
supporting the view that this level provides a viable and advantageous learning environment
for students.It was suggested that an ARC be created to include Lucan,Leesboro,Plover
Mills,Prince Andrew and Biddulph PS.The impact on transportation was discussed.
Mr.Bushell explained that Caradoc South PS has been designated for Prohibitive to Repair
funds and Plover Mills and Lucan are candidates for the second phase of PTR funds.He
indicated that a business case must be developed for the second phase of PTR funds and
that new money will be tied to the solution identifiedinthe business case.It is expected that
both sites would be sold and the proceeds used to build the new school.However,direction
has not yet been received from the Ministry to move forward with developing the business
case.
Mr.Bushell described the condition of Lucan, Biddulph,Plover Mills,Leesboro and Prince
Andrew PS noting masonry,roofing, and window concerns.Planning Officer G. Owens
described anticipated enrolment numbers forthe schools notingPrince Andrewand Leesboro
PS numbers are In decline.As well,the students are not in the areas where there Is surplus
school spaces.
Voting members indicated their preference forestablishing an ARCforthe schools Identified.
It was noted that a second ARC may be established if the committee feels itis necessary at
a later date.
2007 March 20...18
14.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd
7.POSSIBLE ACCOMMODATION REVIEW COMMITTEES - Elgin -cont'd
After a lengthy discussion,the following motion was moved and carried;
That an Accommodation Review Committee be established for Lucan,Biddulph,
Plover Mills,Leesboro and Prince Andrew Public Schools.
Exec.Supt.Thorpe described a possible ARC to examine the conversion of Centennial
Central to JK-8 English which would Include Huron Heights PS in London and could be
expanded to include Northdale (London), Northridge and Stoney Creek PS for a new school.
He also commented on establishing an ARC for Caradoc South PS to use the PTR monies
provided by the Ministry of Education.The Board must decide what to do with Caradoc
South PS or free up the money to address other projects across the system.Responding
to a question,K.Bushel!clarified that the funds were not generated to address distance.It
was noted that the broader the study the more compelling it will be to decide how best to
serve the population of Middlesex County in the future.
After a lengthy discussion,the following motion was moved and carried:
That an Accommodation Review Committee be established for Caradoc Central,Caradoc
South,Caradoc North,Metcalfe Central and Ekcoe Central Public Schools.
8.RESPONSES TO OTHER DRAFT CAPITAL PLAN RECOMMENDATIONS
It was clarified that a sub-committee may recommend other types of capital projects that do
not require the establishment of an ARC.
9.REGIONAL CPAC RECOMMENDATIONS TO BOARD
The following recommendations were approved by the regional sub-committees for
consideration by the Board.
London
1.That the Administration be requested to recommend where the initial ARCs for London
should be established;
2.That consideration be given to including aboriginal representation on ARCs involving
schools with significant aboriginal populations.
Eloin
1.That an Accommodation Review Committee be established for south-west St.Thomas
Including Elmdale,Port Stanley,Scott Street and Southwold Public Schools.
2.That an Accommodation Review Committee be established in north-central St.Thomas
for Balaclava,Edward Street and Locke's Public Schools.
3.That an Accommodation Review Committee be established to address the French
Immersion question at Wellington Street and Homedale Public Schools.
Middlesex
I.That an Accommodation Review Committee be established for Lucan,Biddulph,Plover
Mills,Leesboro and Prince Andrew Public Schools.
z'
2007 March 20...19
14.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd
RECOMMENDATIONS,Middlesex -cont'd
2.That an Accommodation Review Committee be established for Caradoc Central,Caradoc
South,Caradoc North,Metcaife Central and Ekcoe Central Public Schools.
P.SATTLER,
Chairperson
RECOMMENDATIONS:
London
1.That the Administration be requested to recommend where the initial ARCs for London
should be established;
2.That consideration be given to Including aboriginal representation on ARCs involving schools
with significant aboriginal populations.
Elgin
3.That an Accommodation Review Committee be established for south-west St.Thomas
including Elmdale,Port Stanley,Scott Street and Southwold Public Schools.
4.That an Accommodation Review Committee be established in north-centra!St.Thomas for
Balaclava,Edward Street and Locke's Public Schools.
5.That an Accommodation Review Committee be established to address the French Immersion
question at Wellington Street and Homedale Public Schools.
Middlesex
6.That an Accommodation ReviewCommittee be established for Lucan,Blddulph,PloverMills,
Leesboro and Prince Andrew Public Schools.
7.That an Accommodation Review Committee be established for Caradoc Central,Caradoc
South,Caradoc North,Metcaife Central and Ekcoe Central Public Schools.
OXFORD RECOMMENDATIONS
8.That an Accommodation Review Committee be established to review East Oxford Central
and Sweaburg Central Public Schools.
9.That an Accommodation Review Committee be established to review Drumbo Central and
Princeton Central Public Schools.
10.That an Accommodation Review Committee be established to review A.J.Baker,"
Thamesford and Zorra Highland Park Public Schools.
11.That the Oxford Accommodation Review Committees be prioritized as follows:
1.East Oxford/Sweaburg
2.Drumbo/Princeton
3. A. J.Baker/Zorra Highland Park/Thamesford PS
12.That the Board move forward with the enhancements to Glendale High School to
accommodate the grade 9 students at Annandale School.
2007 March 20...20
14.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd
REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -OXFORD
PRESENT
VOTING MEMBERS
B.Ball
8.Davis
D.Doan
B.Feeney
D.Fushino
B.Hopkins
S.Molnar
J.Simpson
J.Thorner
TRUSTEES
G.Hart,Chair
J.Stewart
2007 March 19
7:00 p.m.-9:05 p.m.
ADMINISTRATION AND OTHERS
B.Bryce
J.Empringham
B.Greene
J.Thorpe
B.Tucker
K.Bushel!
S.Christie
1.WELCOME
Chair Hart welcomed those in attendance and requested that members introduce themselves
and their area of representation.
2.APPROVAL OF THE AGENDA
The agenda was approved by motion.
3.PURPOSE OF THE MEETING
Chair Hart provided an overview of the history of the committee and the development of the
Accommodation Review Committees (ARCs). He noted that,with regional Capital Planning
Advisory Committees already In place,Thames Valley trustees decided to use them to seek
community input on where ARCs should be established.Each regional CPAC has been
asked to identify the top three priorities for area ARCs for report to the Board on 2007 March
20. With four CPACs,as many as 12 potential ARCs could be recommended.However,
given limited staff resources,the Board willonly be able to manage a small number of ARCs
at one time.
Administration will be asked to review the listof proposed ARCs and report back to the Board
with its recommendations.The Board anticipates announcing the first group of ARCs inApril
based,in part,on the advice received from the CPACs,but also with regard to advice from
staff.Will be no changes in September,07 In order to follow the MOE guidelines on school
closures.
Chair Hart indicated that the Board faces several challenges as it develops its Capital Plan:
declining enrolment will have an effect of 1200-1400 less students per year;
expansion tends to be in areas where there are not schools resulting In a need to
locate schools where the children live rather than bus them;
education funding has changed over the last 10 years as there Is no longer a mill rate
to support education needs,rather funding must come from the province.
4.CLARIFICATION OF VOTING MEMBERS
Chair Hart clarified that trustees participate on CPAC as non-voting members only as they will
have a vote when it comes to the Board.All other CPAC members are encouraged to
participate in the discussion and to cast a vote.He described the process to select members
for the committee.
2007 March 20...21
14.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd
REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -OXFORD -cont'd
5.PUPIL ACCOMMODATION REVIEW PROCEDURE
Exec. Supt. J. Thorpe described the Pupil Accommodation and Facility Organization
independentprocedureanddescribedtheprocess In developing theprocedureconsistentwith
the guidelinesprepared bythe Ministry.Itwill be takentothe Boardat its March 20 meeting.
He advised that the revised Section 2.2.5 makes clear the Ministry's intent that the
recommendation from the MOE that normally a school will not experience a review process
does not applyretroactively. It will be on a go-forward basis that the 5-year recommendation
will apply. Thedocument sets outthe roleofthe ARC inseeking public Input,analysingdata,
collecting Information and preparing valuation reports on each of the schools Involved inthe
review. AnARCmay determine that Itwishes to have Inputfromany group. Section 2.2.3of
the procedure outlines the membership of an ARC.
The sub-committee Is established to determine the top three priorities for an ARC for the
Oxford region.The Board will make the decision as to which ARCs will move forward this
spring. Itis possible that a recommendation may support a recommendation fromthe draft
Capital Plan. Itwas clarifiedthat the regional CPAC will Identifyareas of concern and the ARC
will determine a solution and seek public input.
6.OVERVIEW OF MATERIALS
Exec. Supt.Thorpe described the materials prepared for committee members:
•February 6,2007,report;
•Capital Plan summary;
•summaries by region;
•all elementary schools in TVDSB sorted in ascending order of classes;
•summaries by area of the four regions;
•February 28,2007,report to the Board;
•excerpt from the Information Committee of the Whole for the summary and
recommendations for the Oxford area;
•OTGs of all TVDSB schools;
•Capital Plan FAQs;and
•copy of the Pupil Accommodation and FacilityOrganization Independent procedure.
He distributed copies of Oxford area maps for members'retention and review.
7.POSSIBLE ACCOMMODATION REVIEW COMMITTEES
Exec.Supt.Thorpe advised that the Board faces a significant decline in overall population
which suggests that the numbers of schools and the size and structure of the schools need
to be reviewed.Funding comes from the MOE based on the number of pupils served.The
Board has substantial surplus space in areas where they are not needed.Despite the overall
decline in enrolment In the elementary panel,the Board is experiencing an ongoing increase
In the numbers and proportion of students moving to French Immersion.
Mr.Thorpe described the recommendations for Oxford County in the draft Capital Plan. He
noted that the Board is experiencing an enrolment decline of 1000 students annually.It is
projected that whenthe decline bottoms out,itwill serve 13%fewer students than inthe 1998-
99 school year.Similarly there are areas of growth Inpopulation and in French Immersion
programming. As well there Is substantial empty space currently coming from the space
realized in the amalgamation.He indicated that the question is how to allocate the necessary
Board funds on students rather than the infrastructure without compromising either.
2007 March 20...22
14.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd
REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -OXFORD -cont'd
7.POSSIBLE ACCOMMODATION REVIEW COMMITTEES -cont'd
The following recommendations were included in the draft Capital Plan relative to Oxford
County:
•a new school be built in Drumbo to include Princeton Central PS students;
•additions to Algonquin and Glendale HS;
•additions to Hickson,Thamesford and College Avenue SS;
•enhancements and renovation to Ingersoll DCl,College Avenue SS and Nonwich DHS;
•Tollgate to become single track French Immersion (has been completed);
•review the current structure of Annandale School and Glendale HS consolidating Glendale
as a grade 9-12 school and Annandale as a grade 7-8 school;
•close NDHS and renovate to include North Nonvich PS,Norwich PS and Otterville PS.;
•consolidate AJ Baker PS to Zorra Highland Park PS and Thamesford PS;
•close Sweaburg Central PS and transfer students to East Oxford Central PS.
Exec.Supt.Thorpe responded to committee questions and discussed the following school
situations:
Drumbo Central/Princeton Central Public Schools -The Board is hopeful that the Ministry of
Education (MOE)will support replacing Princeton Central and Drumbo Central with a new
building in Drumbo to address the potential future for the communities through Prohibitive to
Repair funds,if the Bard and communities support the concept.
Facilities Manager K.Bushell advised that the school is not yet identified as a PTR school.If
itis not approved,it can only receive school renewal funds.There Is no limitation on the timing
once identified as a PTR school but school renewal grants cease to be provided.By June,the
schools for which a business case is to be developed must be submitted.With support for
proceeding,itis necessary to go through the school accommodation process including public
input as a school closure is involved in this plan.
He noted that the Board has committed its available funds to the new school in the south-east
of St.Thomas.Any schools considered for PTR have not been included on the listfor available
funds.He explained the Board's funding sources through Good Places to Leam In Stages 1
and 2.Stage 3 funding is expected.Primary class size funding of $25M has been received
to establish primary classes.The MOE has allocated $700M for PTR schools ofwhich Thames
Valley is hoping to receive a share of $25-30M earmarked for the schools listed. The Board
is also eligible for enrolment pressure grant funding.
Sweaburg Central Public School -Exec.Supt.Thorpe described the situation at Sweaburg PS
noting the MOE will fund replacement of Sweaburg If the Board feels it could develop a
business case to replace it. It is felt that the students can be accommodated at East Oxford
and it is recommended that Sweaburg be retired/closed.This will require going through the
school accommodation process and that an ARC be established to consider the process.
AJ Baker Public School -It is anticipated that the current and future populations could be
accommodated at Zorra Highland Park and Thamesford Public Schools.Thamesford Isbeing
considered for enhancements.It Is recommended that an ARC be established.
Glendale High School -The Board is looking to similar structures across the system of JK-8
InEnglish and SK-8 in French Immersion.In the secondary panel,only Glendale is a grade 10-
12 secondary school and Annandale is the only school serving grades 7-9.It Is suggested that
Annandale would continue to offer grades 7 and 8 with the school structure in Tillsonburg
amended to JK-6,7-8,and 9-12.The recommendation could proceed without an ARC as It
does not involve a school closure.
2007 March 20...23
14.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd
REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE •OXFORD -cont'd
7.POSSIBLE ACCOMMODATION REVIEW COMMITTEES,cont'd
ChairHartsuggested that,initially,three ARCs be identified forconsideration. Heasked for
the committee's priorities orother areas that it felt should be considered. Henoted that ifan
ARC is established regarding a school closure but the school does not dose,it would be
inappropriateto include that school inanother ARC 3-4years later with the same intent.
Itwas suggested that considerationofCollegeAvenueSS and Norwich DHSbe suspended
to 2009-2010.Mr.Thorpe indicated that forecasts have been undertaken recognizing the
growth opportunities and birth rates inthe region.All alternativesare to be considered byan
ARC looking at savings and costs;however, the process isto be detailed but notprescriptive.
Chair Hart stressed that an accommodation study does not predetermine a school closure. He
responded to questions posed by committee members.
The following motions were moved and discussed:
1.That an Accommodation Review Committee be established to review East Oxford Central
and Sweaburg Central Public Schools.
2.That an Accommodation Review Committee be established to review Drumbo Central and
Princeton Central Public Schools.
3.That an Accommodation Review Committee be established to review AJ Baker,
Thamesford and Zorra Highland Park Public Schools.
4.That an Accommodation Review Committee be established to review College Avenue SS,
Norwich DHS,and Norwich,North Norwich and Otterville Public Schools.
5.That Accommodation Review Committees be prioritized as follows:
1.East Oxford/Sweaburg
2.Drumbo/Princeton.
3. AJ Baker/Zorra Highland Park/Thamesford PS
6.That the Board move forward with the enhancements to Glendale High School to
accommodate the grade 9 students at Annandale School.
After a lengthy discussion.Recommendations 1,2, 3, 5 and 6 were approved.Chair Hart
invited questions from the gallery. It was noted that a boundary review may be conducted
without establishing an ARC on recommendation by a School Council.
8.RESPONSES TO OTHER DRAFT CAPITAL PLAN
Chair Hart clarified that the sub-committee may recommend other types of capital
projects that do not require the establishment of an ARC.
9.CPAC RECOMMENDATION TO BOARD
The following recommendations were approved for forwarding to the Board on March 20 for
consideration:
1.That an Accommodation Review Committee be established to review East Oxford Central
and Sweaburg Central Public Schools.
2.That an Accommodation ReviewCommittee be established to review Drumbo Central and
Princeton Central Public Schools.
3.That an Accommodation Review Committee be established to review A. J.Baker,
Thamesford and Zorra Highland Park Public Schools.
2007 March 20...24
14.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd
REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -OXFORD -cont'd
9.CPAC RECOMMENDATION TO BOARD -cont'd
4. That the Oxford AccommodationReviewCommittees be prioritized as follows:
1.East Oxford/Sweaburg
2.Drumbo/Princeton
3. A. J.Baker/Zorra Highland Park/Thamesford PS
5. That the Board move fonward with the enhancements to Glendale High School to
accommodate the grade 9 students at Annandale School.
10.ADDITIONAL ITEMS -none
11.ADJOURNMENT
The meeting adjourned at 9:05 p.m. by motion.
G.HART,
CHAIRPERSON
RECOMMENDATIONS:
1.That an Accommodation Review Committee be established to review East Oxford Central and
Sweaburg Central Public Schools.
2.That an Accommodation Review Committee be established to review Drumbo Central and
Princeton Central Public Schools.
3.That an Accommodation Review Committee be established to review A.J.Baker,Thamesford
and Zorra Highland Park Public Schools.
4.That the Oxford Accommodation Review Committees be prioritized as follows:
1.East Oxford/Sweaburg
2.Drumbo/Princeton
3. A.J.Baker/Zorra Highland Park/Thamesford PS
5. That the Board move fonward with the enhancements to Glendale High School to
accommodate the grade 9 students at Annandale School.
The following motion was moved by J. Bennett,seconded byT.Roberts and carried:
That the recommendations related to establishing Accommodation Review Committees be
referred tothe Administrationforadvice as to the ARC's theyfeel are manageable at thistime.
b. REPORTOF THE POLICY WORKING COMMITTEE 2007 February27
3:00 p.m.-5:05 p.m.
MEMBERS ADMINISTRATION AND OTHERS
J.Bennett (Chair) T.Roberts B. Bryce L. Elliott .
S.Doub R.Tisdale S.Christie C.Graves
P.Jaffe J.Thorpe
Trustee Visitors:F.Exiey,S.Peters
/
2007 March 20...25
14.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE POLICY WORKING COMMITTEE -cont'd
4.INTRODUCTION OF DRAFT POLICY/PROCEDURE -cont'd
1.APPROVAL OF AGENDA -The agenda was approved on motion.
2.CONFLICTS OF INTEREST-none declared
3. COMMITTEE REPORT OF 2007 JANUARY 23 AND TRACKING SHEET-provided for
Information
4.INTRODUCTION OF DRAFT POLICY/PROCEDURE
a.Self-Identification for Aboriginal Students-Policy
Executive Superintendent L.Elliott and Learning Supervisor C.Graves joined the
meeting to present the draft policy on Self-Identification for Aboriginal Students.
Exec. Supt.Elliott noted the document is the result ofthe high priority the Ministry of
Education has placed on Aboriginal students'success.Boards are to lookforways
to support and assist them Inachieving a secondary diploma.
Ms.Graves indicated that the draft policy has been adapted from policies developed
byother boards withsmall Aboriginal student populations. Once identified,specific
strategies and opportunities will be developed to assist both the urban and rural
Aboriginal students.She described major components of the policy related to the
purpose and rationale, the Intended use ofthe data, the process for protectionofthe
information and an understanding that self-identification is voluntary.
She noted that Aboriginal student achievement data Is not available on enrolment,
EQAO results,graduation rates and/or drop out rates.The information Is necessary
to quantify the range and extent of the academic gap and Identify services and
programs that are required.The draft document has been viewed by the Native
Advisory Committee.
After responding to questions from committee members,the following motion was
moved and carried:
That the draft policyon Self-IdentificationforAboriginal Students be posted tothe
Board's website for 60 days for public input.
5.CONSIDERATION OF POLICY/PROCEDURE FOLLOWING PUBLIC INPUT
a. Pupil Accommodation and Facility Organization -Independent Procedure
Exec.Supt.J.Thorpe described the draft Pupil Accommodation and Facility
Organization independent procedure which has been developed consistent withthe
Ministry of Education's direction. He noted that boards are to submit their
policies/procedures to the Ministryby 2007 March 31.
He described the public Input received from a private citizen,the Elementary
Teachers'Federation of Ontario,the West Elgin Citizens for Rural Education and the
Wilton Grove Public School sub-committee on School Closure.
The following motion was moved and carried:
That the draft Independent procedure on Pupil Accommodation and Facility
Organization be forwarded to the March 20 Board meeting for Information.
It was suggested that a statement be included Indicting,that the procedure is
effective 2007 March 20 (the date at which it will be brought to the Board).
2007 March 20...26
14.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE POLICY WORKING COMMITTEE -cont'd
5. CONSIDERATION OF POLICY/PROCEDURE FOLLOWING PUBLIC INPUT-cont'd
b.School Holding Zones -Independent Procedure
Exec.Supt. Thorpe Indicated no public input was received related to the independent
procedure "School Holding Zones". This document was developed from the existing
Pupil Accommodation policy and created as a stand-alone independent procedure.
The following motion was moved and carried:
That revisionsto the Independent procedure "School Holding Zones" be fon/varded
to the March 20 Board meeting for Information.
6.DRAFT POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION -none
7.SUGGESTED POLICY/PROCEDURE REVISIONS
a.Emergency Procedures -Policy/Procedure
Executive Supt.Thorperequested replacementofthe existing EmergencyProcedures
policy as ithas been rewritten and updated.Operation ofthe policy has been handled
through department memoranda Inthe past.
He requested that the current policy and procedure on the web be withdrawn and the
replacement policy be postedfor60days. Oncethe policy is approved,the Operations
memoranda will be withdrawn from the web.
The following motion was moved and carried:
That the new,draft policy on EmergencyProcedures and accompanyingprocedure
be postedtotheBoard'swebsitefor60daysfor public input andthecurrent policy be
withdrawn from the web.
b.Management ofAggressive Behaviour-Procedure
Supt.D.Blair joined the meeting todescribe revisions tothe Management of Aggressive
Behaviour procedure. He noted thatthe revisions areinresponsetochanges inthe Non-
Violent Crisis Intervention model.Staff will be trained using the Behaviour Management
systemratherthanthe Crisis Prevention Institute.More definitive proceduresforfrequent
physicalrestraint incidents are also included.
Supt.Biair responded to questions from committee members and advised thatthe Board's
Special Education Advisory Committee will be apprisedonthe revisions.The following
motion was moved and carried:
That revisionsto the procedure on Management ofAggressive Behaviourbe posted
to the Board's website for 60 days for public input.
c. First Nations Language Instruction -Independent Procedure
C. Graves attended to discuss proposed amendments to the First Nations Language
Instruction independent procedure.She advised the changes reflect additions to the
Native Tuition agreements and providethe process for hiring and distributing the Native
Language complement within the system.
It was noted that the name of the program has been amended from "Native Second
Language" to "Native Language"as it is the students*first language and provides an
opportunity for people of First Nations ancestry to acquire a familiarity and growing
competency with their First Nations language.
2007 March 20...27
14.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE POLICY WORKING COMMITTEE -cont'd
7.SUGGESTED POLICY/PROCEDURE REVISIONS -cont'd
c. First Nations Language instruction -Independent Procedure -cont'd
The following motion was moved and carried:
That revisions to the procedure on First Nations Language Instructionbe posted to
the Board's website for 60 days for public input.
d. French as a Second Language: Immersion and Extended Elementary - Independent
Procedure
Ms.Graves described changes to the independent procedure on French as a Second
Language:Immersion and ExtendedElementaryprogram. She notedthatthe procedure
outlinesa process to governthe instructional timeforbothearlyand late Immersion and
provides guidelines for program entry and re-entry.
The document Is a Board response to the Ministry guidelines surrounding French
Immersion and Extended French time spent in pursuit of language proficiency. The
changes provide guidance and consistency around minimum and maximum language
instruction.
The following motion was moved and carried:
That revisions to the procedure on French as a Second Language:Immersion and
Extended Elementary be posted to the Board's website for60 days for public input.
e.Political/Sectarian/Religious Advertising in Schools - Policy
Chair Bennett described a request to reconsider the policyon Political/Sectarian/Religious
Advertising in Schools.Input has been received from the Thames ValleyDistrictSchool
Council,the student trustees and the Lord Roberts PS School Council regarding the
distribution of information to parents offering a Gideon New Testament to their Grade 5
students.
Director Bryce advised that to the best of his knowledge other boards have not made any
recent changes to their procedures in this regard.Trustee Jaffe questioned an
appropriate process to reconsider the Issue. Responding to the concern over the time
commitment expended by the Director to administer the policy, he noted that its
administration involves very little time on his part.
In response to a concern that there Is an inconsistency among schools regarding the
distribution of information of a religious nature to parents,Director Bryce clarified that
principals have the flexibility to determine ifthey wish to distribute the Information.
After discussion,the following motion was moved:
That the policy on Political/Sectarian/Religious Advertising in Schools be revisedto
read "It is the policy of the Board that religious groups shall not be permitted to
advertise on school property or in school buildings"and that this amendment be
posted to the Board's website for60 days for publicinput.
It was suggested that the policyshould be all inclusive (Including political and sectarian
advertising) and that parents should be given the opportunity to accept the offer of
information iftheywishto receive it. Itwas clarified that the policy was written to allow
past practice to continue including a variety of religious activities attherequestofstudents
and external organizations. The amendment would prohibit advertising of the student
activities in schools and is beyond the issue of offering Gideon New Testaments to
students.
2007 March 20...28
14,REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE POLICY WORKING COMMITTEE -cont'd
7.SUGGESTED POLICY/PROCEDURE REVISIONS -cont'd
e.Political/Sectarian/Religious Advertising In Schools - Policy - cont'd
The motion was withdrawn and the issue referred to the Director for review and response
by the end of IVlay.
f.Student Trustees on the Board -Policy/Procedure
Director Bryce presented proposed revisions to the policyon Student Trustees on the
Board emanating from Regulations to Bill 78 - The Education Statue Law Amendment Act
of 2006 July,it was noted that several of the provisions described in the Act were
addressed in the original policy and procedure.
Because the amendments are legislated,itwas agreed that publicinput was not required
on them.The following motion was moved and carried:
That revisions to the policy on Student Trustees on the Board be forwarded to the
March 20 Board for approval and the procedure for information.
8.OTHER BUSINESS
a.Review of Public Input Step
Chair Bennett indicated that public input has been requested on the following motion
approved at the 2006 November 28 meeting:
That the Policy Working Committee support the concept of allowing minor
amendments to policies,procedures and independent procedures withoutthe public
input process where such amendments do not alter the intent of the original
document.
The following motion was moved and carried:
That the issue of allowing minor amendments to policies,procedures and
independent procedures without the public input process where such amendments
do not alter the intent of the original document be posted to the Board's website for
60 days for public input.
9.DATE AND TIME OF NEXT MEETING
The next meeting will be held on March 20 at 3:00 p.m. in the Middlesex Room.
10.ADJOURNMENT -The meeting adjourned at 5:00 p.m. on motion.
RECOMMENDATION:
That revisions to the policyon Student Trustees on the Board be approved.
J.BENNETT,
Chairperson
The recommendation was adopted on motionofJ. Bennett,seconded by S.Polhill.
2007 March 20...29
14.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE CHAIRS'COMMITTEE
MEMBERS
J.Bennett
G.Hart
P.Sattler (Chair)
J.Stewart
2007 March 07
9:12 a.m.-11:27 a.m.
ADMINISTRATION AND OTHERS
B.Bryce
S.Christie
1.APPROVAL OF AGENDA
Items 8.a-d were added to the agenda.It was approved as amended.
2.CONFLICTS OF INTEREST -none declared
3.REVIEW OF 2007 MARCH 20 BOARD AGENDA
The in-cameraand public agendas forthe2007 March 20Boardmeetingwere discussed and
updated.It was notedthata trustee PDsession maybe planned forthe afternoon prior tothe
March 27 Board meeting.
4.CORRESPONDENCE
A letter from the Middlesex-London Health Unit regarding the Walk to School Day/Week will
be included with the trustees*information packages.
5.TRUSTEE "OUR VISION"IN-SERVICE SESSION,PART II
A date for the next trustee in-servlce session on Our Vision was discussed.It was agreed to
requestthatthePD Committee identify adate. ChairSattlerwill follow up with theChairofthe
committee regarding the format and topic.
6.TRUSTEE REPRESENTATION FOR SUPERINTENDENT OF EDUCATION INTERVIEWS
Director Bryce indicated thatthe Superintendentof Education interviews will be held on April
16.Chair Sattler will seek interested trustees to sen/e on the interview committee for
consideration by the Chairs'Committee.
7.RESTORATIVE JUSTICE
Director Bryce distributed a summary ofthe Board's participation inthe RestorativeJustice
program as well as an overviewof the more extensive program utilized by the Waterioo
District School Board.Chair Sattler will share the information with the trustee who inquired
about the matter.Anyfurther action will be discussed at the next meeting.
8.OTHER BUSINESS
a.Oxford CPAC Sub-committee Meeting
Itwas agreed toreschedule the Oxford Capital Planning Advisory Sub-committee meeting
to Monday,March 19,atthe Blossom Park Education Centre in Woodstock.A notice will
be emailed to the committee members.
b.Suicide Prevention Program
Aproposal from acountycoronertodevelopasuicide prevention programwasdiscussed.
The information has been referred to the Program Department for response as to Its
suitability for students.
c. Capital Planning Advisory Sub-committee Meetings
Thenextsteps emanating from the CPAC sub-committee meetings related to establishing
Accommodation ReviewCommittees (ARCs)were discussed. The report ofthe sub
committee meetings will be presented at the March20 Board meeting.
d.Minister of Education Visit
Director Bryce reported onthe Minister of Education's visit to London on March 6.
2007 March 20...30
14.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE CHAIRS'COMMITTEE
e.Ministry of Education Meeting
VIce-ChaIr Stewart reported on the meeting of boards withthe Ministry of Education on
2007 February 26.
9.DATE AND TIME OF NEXT MEETING
The following future meetings were scheduled:
-March 21 {9:30 a.m.):
-April 4,18;
- May 2,16;
-June 6,20.
10.ADJOURNMENT
The meeting adjourned at 11:27 a.m.by motion.
RECOMMENDATIONS:none
P.SATTLER,
Chairperson
d.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2007 March 20
MEMBERS PRESENT
J.Stewart(Chair)M.Hendrick
J.Bennett S.Peters
S.Doub
F.Exiey
T.Grant
G.Hart
S.Polhlll
T.Roberts (5:50)
P.Battler
R.TIsdale
ADMINISTRATION AND OTHERS
B.Bryce
B.Greene
C.Murphy
M.Sereda
J.Thorpe
K.Dalton
J.Empringham
K.Havelka
S.Hughes
L.Hutchinson
W.Tucker
B.Wagner
K.Wilkinson
S.Christie
C.Dennett
P.Thorup
Regrets:P.Jaffe
The Committee met in camera from 5:06 p.m. to 5:55 p.m.
1.APPROVAL OF AGENDA
The agenda was approved by motion of M. Hendrick.
2.CONFLICTS OF INTEREST - No conflicts of Interest were declared.
3.Confidential Personal matters were discussed.
4.RISE AND REPORT
A motion to rise and report was moved by S.Peters at 5:55 p.m. and carried.
RECOMMENDATIONS:
1.Thatthe motions related toa resignation by mutual consentand notification tothe College
of Teachers be approved.
r
r
2007 March 20...31
14.REPORTS OF COMMITTEES -cont'd
d.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA -cont'd
15.
2.That,in accordance with the Independent Procedure -Promotional Practices:Selection
Procedures and Appointment of Principals and Vice-Principals,the following people be
appointed to the pool of candidates ready for appointment to the position of Principal,
Elementary Schools:
Candidates
Carswell,Linda
Clark,David
Edy,Carol
Lee,Marina
Lee,Richard
Schreff,Jenny
Splcer,Pamela
Waud,Kerby
Present Assignment
Principal,SImcoe County DSB
Vice-Principal,John P.Roberts Public School
Vice-Principal,Sir Isaac Brock Public School
Principal (Acting),Springfield Public School
Vice-Principal,Sir John A.Macdonald Public School
Vice-Principal,Lome Avenue Public School
Vice-Principal,Lord Nelson Public School
Vice-Principal,Glen Cairn Public School
J.STEWART.
Chairperson
The recommendations were adopted on motion of J.Stewart,seconded by T.Grant.
COMMUNICATIONS
a. ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION (OPSBA)
Trustee Hart advised that the OPSBA Annual General Meeting and program is scheduled for
2007 June 7 to 10 at the Deerhurst Resort and Conference Centre.He advised that there is
only one resolution being considered on media violence.He noted that, in consultation with
Trustee Jaffe,the resolution regarding violence In Junior A Hockey is to be prepared for
presentation at the AGM. Any additional items for consideration at the provincial meeting must
be facilitated through the Chairs'Committee.
16.NOTICE OF MOTION -none
17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
18.ADDITIONAL ITEMS -none
19.QUESTIONS/COMMENTS BY MEMBERS
20.ADJOURNMENT
The meeting adjourned at 10:52 p.m. on motion of J.Stewart,seconded by T.Grant.
CONFIRMED:
Chairperson
2007 March 20...32
SUMMARY OF APPROVED RECOMMENDATIONS OF 2007 MARCH 20
That the Board approve the "Agreement of Indemnity"between the Thames Valley District School
Board and the Thames Valley Education Foundation.
That the Board approve the use of the "Donor Request to Transfer Funds"form which permits donors
to authorize the transfer of funds originally donated to the Thames Valley DistrictSchool Board or a
predecessor Board to the Thames Valley Education Foundation.
That Trustees direct that a publicinput session be held to determine parental and community support
for a request to reorganize LordElginPublic School in London from its present JK-6 organization to
a JK-8 structure.
That the recommendations related to establishing Accommodation Review Committees be referred
to the Administration for advice as to the ARC's they feel are manageable at this time.
That revisions to the policy on Student Trustees on the Board be approved.
That the motions related to a resignation bymutual consent and notificationtothe College of Teachers
be approved.
That,in accordance with the Independent Procedure -Promotional Practices:Selection Procedures
and Appointment of Principals and Vice-Principals, the following people be appointed to the pool of
candidates ready for appointment to the position of Principal,Elementary Schools:
Candidates Present Assignment
Carswell,Linda Principal,Simcoe County DSB
Clark, David Vice-Principal,John P.Roberts Public School
Edy, Carol Vice-Principal,Sir Isaac Brock Public School
Lee, Marina Principal (Acting),Springfield Public School
Lee, Richard Vice-Principal, Sir John A.Macdonald Public School
Schreff,Jenny Vice-Principal, Lome Avenue Public School
Spicer,Pamela Vice-Principal, Lord Nelson Public School
Waud,Kerby Vice-Principal, Glen Cairn Public School
That the motion related to additional staffing of the Board's five smallest, composite,secondary
schools be postponed to the 2007 May08 Board meeting.
Thames Valley District School Board
Title STUDENT TRUSTEES ON THE
BOARD
Policy No.2010
Department CHAIRS'COIVIWIITTEE
Reference(s)-Procedure -Student Trustees on the Board
-Education Act,Section 55
Effective Date 2001 Nov.27
It isthe policy ofthe Board thatupto two,non-voting studenttrustees, one representing the City of London
and one the counties of Elgin,Oxford and Middlesex,be elected to the Boardto serve fora term ofone
year. The inclusion ofstudent trustee enables the perspective ofstudents to be considered in Board
decisions and provides students with valuable learning experiences.
1.0 ELIGIBILITY
To be eligiblefor the role of student trustee,students must meet the following criteria:
1.1 Beenteringand maintain a full-time Grade 11 orGrade 12 orequivalentprogram (taking at least
3.0 credits per semester or6 credits ina non-semestered program)at a secondary school within
the jurisdiction of the Board;
1.2 Have achieved in the current school year,a minimum overall average of 70%;
1.3 Have demonstrated an interest and prior involvement In school,extra-curricular and/or
community-based activities;
1.4 Be willing to commit the necessary time to attend meetings and perform the duties and
responsibilities of a student representative;
1.5 Provide written confirmation of support and acknowledgement of the student trustee's
responsibilities from the parent/guardian for students under the age of 18;
1.6 Has not served as student trustee with the Thames Valley District School Board In the past;
1.7 The student representing the Cityof London must attend a secondary school within the City and
the student representing the counties of Elgin,Middlesex and Oxford must attend a school in
one of the counties and outside the City of London.
2.0 RESPONSIBILITIES
The responsibilities of the student trustee Include the following:
1.To regularly attend Board meetings and the Committee of the Whole In camera sessions.
Student trustees are to be excused from discussions related to the "Personal"section of in-
camera agendas and those related to students and/or their parent/guardians;
2. To be knowledgeable about, and comply with Board Bylaws, Rules of Procedure and the
Trustee Code of Ethics;
Administered By CHAIRS'COMMITTEE Board Resolution No.11B5 (1)
Amendment Date(s)2004 Mar.23 Amendment Resolution No.10.C.9
2005 Jan.25 12.c
2006 Dec.19 12.b.1
2007 Mar.20 14.b.1
2007 March 20...34
Student Trustees on the Board ,cont'd
3. To sen/e as a student liaison representative for the Board at various events;
4. To consult with and keep Student Councils Informed about Board Issues of Interest and concern
to students;
5. To declare a conflictof interest In matters that have a direct pecuniary interest to the student or
members of the student's Immediate family (e.g. father, mother, sister, brother);
6. To hold up to three Student Advisory Council meetings over the duration of the term ofoffice.
3.0 TERM OF OFFICE
The term of office forstudent trustees shall be one year commencingAugust 1 to and concluding
July 31 of the following year.
4.0 TRAVEL
In ail cases where student trustees traveloutside the Thames Valleyjurisdiction In carryingout their
dutiesas student trustees and where they are underthe age of18,written parent/guardian consent
Is required.
5.0 MENTORS
Eachofthe student trustees will be invited bythe Chairofthe Boardto Identify a Past Chair currently
on the Board who is willing to serve as a mentor during the student's term of office.They will be
assigned seating next to their mentors at the Board table.
6.0 DISQUALIFICATION
A student trustee may be disqualified bymotionofthe Board Ifhe/she becomes Ineligible duringthe
term, or Isunable to or failsto fulfill the responsibilitiesofthe position. The principals/designates of
the student trustees will monitor their eligibility and apprise the Chair of the Board should any
concerns arise during the students'term of office.
7.0 VACANCIES
In the event a vacancy arises prior to the expiration of the term of a student trustee and the Board
determines that a vacancy will be filled,it vyill be filled in accordance with the process outlined In the
procedure "Student Trustees on the Board".
Thames Valley District School Board INDEPENDiNT
PROCEDURE
Title PUPIL ACCOMMODATION AND Procedure No.9049
FACILITY ORGANIZATION
Department OPERATIONS SERVICES •
Resource(s)Effective Date 2007 March 20
1.0 Pupil Accommodation Review and Facility Organization Procedures
1.1 Purpose-
These pupil accommodation review and facility organization procedures have
been developed to provide the frameworl< for school organizational plans and
resulting boundary adjustments,and to conduct pupil accommodation reviews for
schools or groups of schools within the context of fiscal accountability and
support for student learning.
1.2 Definitions
For purposes of these procedures the following definitions will apply:
Accommodation Review Area:the one or more educational facilities
and/or schools which are identified for study,by geographic proximity,
major physical and arterial divisions or type and/or organization.
Attendance Area:the area enclosed by the defined boundaries for a
school excluding holding zones.
Associations;local school associations including School Councils,Home
and School and Parent Teacher Associations.
Community:the school attendance area(s)of the school(s)under review
by the Accommodation Review Committee
Designated School:the school to which students are assigned based
upon their program and/or home residence.
Executive Council:the Director and Departmental Superintendents.
Educational Facility: a building accommodating one or more schools.
Executive Member:the administrator appointed to organize agendas,
meeting times and places,and to ensure that resource personnel are
advised of meetings they are requested to attend.
Full-Time Equivalent:the sum of all part-time and full-time students as
defined by the Ministry of Education and Training.
Holding School:an educational unit accommodated in an educational
facility located outside a developing community which is used by the
pupils of the subdivision under development.
Administered By:
Date of Last Amendment
OPERATIONS SERVICES
Page 1 of 13
1.0 Pupil Accommodation Reviewand FacilityOrganization Procedures,cont'd
1.2 Definitions,cont'd
HoldingZone; the defined area from which students are accommodated
in neighbouring or holding schools.
On-the-Ground Capacity (OTG):the capacity of the school as determined
bythe Ministry of Education by loading all instructional spaces within the
facility to current Ministry standards for class size requirements and room
areas.
Operating Costs - School Operations and Maintenance:all expenditures
related to the daily operation of instructional buildings and sites.
Operating Costs - School Program: all costs related to the day-to-day
operation of the school program.
School: a prescribed number of classes functioning as an educational
unit.
School Valuation Framework:the set of considerations and factors
outlined inAppendix A used by an Accommodation Review Committee to
assess the value of a school being considered in the Accommodation
Review process and such other factors determined at the commencement
of the Accommodation Review Process by the Accommodation Review
Committee to reflect the local circumstances and priorities of the schools
being considered indetermining the value of a school.
Supervisor,Corporate Services:the position in Director's Services
responsible for the recording of Board proceedings.
Teaching Area: a space within an educational facility used for the
instruction of pupils.
Total School Population:pupils attending the school excluding those
special education inself-contained classes.Holding zone students will be
counted but also identified separately.
1.3 Introduction
1.3.1 The primary goal of these procedures is to ensure that any
recommendation concerning pupil accommodation is based upon a
process which assesses the value of schools.The Board recognizes the
need to utilizepublicfacilitiesto their greatest potential while exercising
fiscal responsibility.
1.3.2 The Board also recognizes that economic constraints related to the
operation of its schools require the Trustees to examine the
feasibility of modifyingfacilities,the construction of new facilities,
altering attendance boundaries,the use of time,alternate calendar
schedules,and the continuing operation of very small school units
or schools with large areas of vacant space.
Page 2 of 13
1.0 Pupil Accommodation Review and FacilityOrganization Procedures,cont'd
1.3 Introduction,cont'd
1.3.3 In addition,the Board affirms that these procedures comply with
the Ministry direction on grants for school operation and new pupil
places.These procedures reflectthe policies of the Ministry of
Education related to Pupil Accommodation Review Guidelines
(Education Act paragraph 8 (1) 26 and Regulations).
2.0 Pupil Accommodation Reviews
2.1 Purpose
2.1.1 The Board may from time to time need to undertake a public review of its
facilities and the learning opportunities for students.
2.1.2 In order to facilitate these public reviews the Board shall establish an
Accommodation Review Committee.
.2.2 Procedure for Establishment of an Accommodation Review Committee
2.2.1 In order for the Board to provide for quality educational programs,it may
be necessary to undertake an Accommodation Review to ensure that
students have access to facilities which meet their educational needs.
(a) AnAccommodation Review Committee may be considered if one
or a combination of the following criteria apply to a potential
Accommodation Review Area when:
i)the potential exists within the Accommodation Review Area
to accommodate the resident students In fewer educational
facilities based on the capacities of the schools within the
defined Accommodation Review Area.
11)the operating costs of one or more schools negatively affect
the Board's ability to operate all its schools within the grants
available for school operation.
iii)the general state of repair of one or more of the educational
facilities requires immediate attention (e.g.,general
condition,fire and life safety,general program standards).
(b) The Board shall, inestablishing any Accommodation Review
Committee,determine the rationale for the study and shall refer the
rationale to the Accommodation Review Committee.
Page 3 of 13
2.0 Pupil Accommodation Reviews,cont'd
2.2 Procedure for Establishment of an Accommodation Review Committee,cont'd
(c)The designated Superintendent of Education shall ensure that the
School Councils,Associations and groups affected,as well as the
general public,are informed,so that the representatives can be
appointed,and shall call the first meeting of the Accommodation
Review Committee.
2.2.2 Aims of Accommodation Review Committee
(a) An Accommodation Review Committee is established to review
information affecting the future of the Accommodation Review Area
and to identify needs related to the specific school unit(s)and the
students.The Accommodation Review Committee shall consider
appropriate alternatives on such matters as realignment of
boundaries,program changes,repairs to the educational facility,
additions to facilities,use as a holding school(s),and the closure of
a school(s)where appropriate.
(b)The Accommodation Review Committee shall provide the focus for
liaison and communication among the community,parents and the
Board.The Accommodation Review Committee shall provide a
means for the collection and distribution of input information and
community feedback on options for accommodating students who
would be affected by a school closure prior to making its
recommendation to the Board Administrative Staff.
(c) An Accommodation Review Committee provides an opportunity for
parents,educators,Board Officials,business and municipal
leaders,and trustees to assess a school's ability to provide an
effective opportunity for students to attain their fullest potential at a
cost which is reasonably consistent within the system.
(d)In order to identify needs of all students In the Accommodation and
Review Area,the Accommodation Review Committee shall
objectively and fairly review with respect to each school in the
Accommodation Review Area and report on:
i)the value of each school using the customized School
Valuation Framework in a School Valuation Report;
ii)what changes are recommended to be made to a school(s)
including whether it (they)should be closed;
iii)the valuation which results from revisions to the School
Valuation Report(s)to include the new values based on the
changes proposed in ii)above;
Page 4 of 13
2.0 Pupil Accommodation Reviews,cont'd
2.2 Procedure for Establishment of an Accommodation Review Committee,cont'd
2.2.2 Aims of Accommodation Review Committee,cont'd
iv)alternate accommodation plans for the students of the
school(s)Including,
a.where the students would be accommodated:
b.what changes to existing facilities may be required in
order to implement the recommended changes;
c.what programs would be available to students;
d.transportation proposals.
2.2.3 Membership for an Accommodation Review Committee
(a)The following are members:
i)One parent member from the School Council from each
school (regulation 612,section 4 (1)),selected by the
school Council.
ii)One citizen from each school attendance area considered in
the Pupil Accommodation Review,appointed by each school
community at meetings called by the Principal of each
school for that purpose.,
iii)One non-voting Trustee who will serve as the Review Chair
appointed by the Board on the recommendation of the
Chairs'Committee
iv)One business representative having a connection with the
Accommodation Review Area,appointed by the Review
Chair following a public call for a representative from the
business community of the review area(s).
v)One municipal leader having a connection with the
Accommodation Review Area,appointed by the local
Municipal authority following a request from the Review
Chair for such a representative to be designated.
(b)Notwithstanding clause (a), if any school being part of an
Accommodation Review Area has,at the time of establishing a
Pupil Accommodation Review,enrolled students from one or more
Holding Zone designated to such school constituting in the
aggregate at least 20% of the enrolment of such school,clause
(a)(ii)shall be replaced by the following:
Page 5 of 13
2.0 Pupil Accommodation Reviews,cont'd
2.2 Procedure for Establishment of an Accommodation Review Committee,cont'd
2.2.3 Membership for an Accommodation Review Committee,cont'd
i) Two citizens from each school attendance area considered
in the Pupil Accommodation Review,appointed by each
school community at meetings called by the Principal of
each school for that purpose.
ii)Any school community having enrolled pupils constituting in
the aggregate 20%of its enrolment from Holding Zones
designated to such school shall,unless there are not the
necessary nominations,have one representative who is
resident in the Holding Zones and one representative who is
resident in the Home Attendance Area.
(c)Notwithstanding clause (a), if the deliberations of the
Accommodation Review Committee have the potential to affect the
status of pupils In a holding zone attending a school not part of the
study,one representative selected from among the parents of said
students may be considered by the Accommodation Review
Committee to serve as a voting representative on the
Accommodation Review Committee.The member is to be selected
by those parents only from among their number with the assistance
of the Principal of the school designated to receive pupils from that
holding zone.
(d)Notwithstanding clause (a)iv)and v),when an Accommodation
Review Committee is established whose scope includes a review of
more than three (3)schools,or in unique circumstances as
recognized by the Review Chair and the Executive Member,more
than one business representative and/or more than one Municipal
leader may be appointed to the Accommodation Review
Committee using the same selection mechanisms as outlined in
2.2.3 (a)iv)and v).
(e)The following are considered to be support available to the
Accommodation Review Committee:
i)Executive Superintendent of Operations Services,or
designate;
ii)Executive Superintendent of Program Services,or
designate;
iii)Executive Superintendent of Business Sen/ices,or
designate;
iv) a Superintendent of Education as appropriate:
v)Planning Officer;
vi)Manager,Facility Services -Projects and Maintenance;
vii)Other Board personnel as appropriate,including the school's
(s')Principal (s).
Page 6 of 13
r
2.0 Pupil Accommodation Reviews,cont'd
2.2 Procedure for Establishment of an Accommodation Review Committee,cont'd
2.2.4 Rules of Procedure for an Area Accommodation Review Committee
(a)The rules of procedure for committees as set down in the By-Laws
of the Board shall apply,except that the Accommodation Review
Committee shall not be dissolved automatically on December 31,
except in an election year,but shall continue until discharged by
the Board.
(b)Required office and secretarial assistance shall be supplied to the
Accommodation Review Committee by the Corporate Services
Department of the Board for authorized work through the Executive
Member.Unusual expenditures must be approved by Executive
Council.
(c) All meetings shall be open to the public.The terms of reference of
the Accommodation Review Committee shall exclude personnel,
property and legal matters;
(d)The first meeting of the Accommodation Review Committee shall
be an orientation meeting for the purpose of explaining the aims
and objectives of the Accommodation Review Committee to ensure
that effective communication will occur during the life of the
Committee.The Superintendent of Education will carry out this
function.The Accommodation Review Committee will be supplied
with appropriate information Including related policies and
procedures;
(e)At the first meeting of the Accommodation Review Committee the
Accommodation Review Committee shall fix the time lines for the
Pupil Accommodation Review process,including:
I)the Accommodation Review Committee shall set dates for
the first public consultation meeting which shall occur no
earlier than 60 days subsequent to the first meeting of the
Accommodation Review Committee;
ii)the Accommodation Review Committee shall also set dates
for at least 3 further public consultation meetings
subsequent to the first public consultation meeting such that
at least 90 days elapse between the first public consultation
meeting and the last public consultation meeting;
(f)The Accommodation Review Committee shall during the period
between Its first meeting and the first public consultation meeting
review,if considered necessary,the Accommodation Review
Framework and customize the criteria within each category of
valuation;
Page 7 of 13
2.0 Pupil Accommodation Reviews,cont'd
2.2 Procedure for Establishment of an Accommodation Review Committee,cont'd
2.2.4 Rules of Procedure for an Area Accommodation Review Committee,
cont'd
(g) Duringthe public consultation meetings the Accommodation
Review Committee shall seek input and community feedback to
assist it in determining:
i)the value of each school to the students,community,the
Board and the local economy;and
il)options for accommodating students who would be affected
by a school closure.
iii)as part of this Input gathering,opportunities should be
extended to representatives of employee groups potentially
affected by recommendations for their input in writing.
(h)The Accommodation Review Committee will prepare valuation
reports for each of the schools under review reflecting their current
status and for each of the schools which would continue in service,
should the proposed changes be implemented by the Board,(i.e.
The Accommodation Review Committee will be able to consider
the Impact on pupils of Implementing the changes proposed.)
(i)Within 30 days of completing a School Valuation Report for each
school reviewed and a final report incorporating the findings of
each School Valuation Report,the Accommodation Review
Committee shall hold a public meeting where it will share Its
findings.The Accommodation Review Committee shall consider
any public input from the meeting and may make changes to its
final report.
(j)Once the Accommodation Review Committee has finalized its
School Valuation Report(s),It shall submit the report(s)and
recommendations to the School Board Administration.
(k) Upon receipt of the School Valuation Report(s)and
recommendations,the Board Administration shall review and
analyze the School Valuation Report(s)and recommendations.The
Board Administration shall present the findings and
recommendations of the Accommodation Review Committee along
with Its proposals and recommendations to the Trustees at a
meeting of the Board.
(1)The Board shall consider final recommendations and shall give 60
days notice of its intentions to vote upon the final
recommendations;/
Page 8 of 13
'S
2.0 Pupil Accommodation Reviews,cont'd
2.2 Procedure for Establishment of an Accommodation Review Committee,cont'd
2.2.4 Rules of Procedure for an Area Accommodation Review Committee,
cont'd
(m) If part of the Board's resolution is to close a particular school or
schools,the Board must outline clear time lines as to when the
closing of the school(s)will take place.
(n) After the Accommodation Review Committee's final report has
been received and acted upon by the Board,the Accommodation
Review Committee shall be informed as soon as possible in writing
of the action approved by the Board.
(o)The Accommodation Review Committee shall not be discharged by
the Board until the Report has been received by the Board.
(p)School holidays,including summer vacation,Christmas break and
spring break,shall hot be included in calculating the time
requirements set out in subsections 2.3.4 (e), (h), (1).
(q)All information to be made available to the public pursuant to the
Pupil Accommodation Review process shall be posted on the
Board's website,which information shall include:
i)notice that a Pupil Accommodation Review process shall
take place and outlining the Accommodation Review Area to
be considered:
ii)notice of Accommodation Review Committee member
selection:
iii)notice of meeting dates and locations and information to be
used at meetings;
iv)minutes of all meetings;
v)answers to unanswered questions which arose at public
meetings;
vi)school valuation reports and recommendations of the
Accommodation Review Committee;
vii)Board Administration proposals and recommendations;
viii)Board resolutions;
ix)Timelines for school(s)closure(s).
The above information shall be made available in print upon
request.
Page 9 of 13
2.0 Pupil Accommodation Reviews,cont'd
2.2 Procedure for Establishment of an Accommodation Review Committee,cont'd
2.2.4 Rules of Procedure for an Area Accommodation Review Committee,
cont'd
r) Meeting locations shall be determined by the Accommodation
Review Committee at its first meeting and shall be located at a
school or schools in the Accommodation Review Area or such
other facility as necessary to ensure physical accessibility.
(s) Notices of all meetings shall be given byway of:
i)posting on the website of the Board;
ii)through handouts to students to be taken home to parents;
iii)such other methods of notification, including advertising in
the local media as the Accommodation Review Committee
deems necessary to ensure the receipt of input from the
school community,and local community as a whole.
(t) Minutes of all meetings held during the Pupil Accommodation
Review process shall be posted on the Board's website and made
publicly available on the said website;
(u)Unanswered questions from public meetings shall be answered as
soon as possible by Board Administration staff and posted on the
Board's website.
2.2.5 For schools identified to be part of an area accommodation review under
the Independent procedure,Pupil Accommodation and Facility
Organization,as implemented 2007 March 20 and consistent with Ministry
of Education guidelines,no school will normally be part of an
Accommodation Review more than once in a 5-year period.This Ministry
expectation does not apply retroactively to schools that may have been
part of a previous accommodation study.
2.3 Community Liaison and Orientation Subsequent to a School Closure
(a) Itis essential that close liaison occur between communities in the event
that a school is closed by the Board.The Accommodation Review
Committee together with the Principal shall provide the organizing focus
for this communication.
(b)Principals shall carry out orientation and shall assist the Accommodation
Review Committee in the following ways by ensuring that;
i)full information is provided on the educational program in the
receiving school,including accommodation patterns,extracurricular
programs,staffing patterns and any other factors affecting the
education of the children;
Page 10 of 13
2.0 Pupil Accommodation Reviews,cont'd
2.3 Community Liaison and Orientation Subsequent to a School Closure,cont'd
iii)efforts are made to integrate any School Council,Home and
School and/or Parents*Associations.
Page 11 of 13
SCHOOL VALUATION FRAMEWORK
1.In order to determine the value of an individual school in the Accommodation Review
Process,the Accommodation Review Committee shall assess the value of a school in
the Accommodation Review Area using the following considerations and factors set out
thereunder;
a.Value to the Student
•Quality
APPENDIX A
of the learning environment at the school;
Student outcomes at the school;
Range of course or program offerings;
Range of extracurricular activities and extent of student participation;
Adequacy of the school's physical space to support student learning;
Adequacy of the school's grounds for healthy physical activity and
extracurricular activities;
Accessibility of the school for students with disabilities;
Safety of the school;
Proximityof the school to students/length of bus ride to school.
Value to the School Board
Student outcomes at the school;
Range of program or course offerings;
Availability of specialized teaching spaces;
Condition and location of school;
Value of the school ifit is the only school within the community;
Fiscal and operational factors (e.g.enrolment vs.available space,cost to
operate the school,cost oftransportation,availability of surplus space in
adjacent schools,cost to upgrade the facility so that it can meet student
learning objectives).
Value to the Community
Facility for community use;
Range of program offerings at the school that serve both students and
community members (e.g.adult ESL);
School grounds as green space and/or available for recreational use;
School grounds as a partner inother government initiativesinthe
community;
Value of the school ifit is the only school within the community.
Value to the Local Economy
School as a local employer;
Availability of training opportunities or partnerships with business;
Attracts or retains families in the community;
• Value of the school ifitis the onlyschool within the community.
Page 12 of 13
School Valuation Framework,cont'd
2.The Accommodation Review Committee may introduce other factors into the School
Value Framework considerations to reflect the local circumstances and priorities of the
schools in the Accommodation Review Area being reviewed in order to assess the
value of a school.The additional factors shall be determined by the Accommodation
Review Committee prior to the commencement of the evaluation of the schools in the
Accommodation Review Area.Such additional factors and prioritization of factors must
be Introduced within each of the four categories listed below in 5.The overall
weightings of the four categories must remain as specified.
3.All schools in the Accommodation Review Area being reviewed by the Accommodation
Review Committee shall be valued using the same consideration and factors.
4.Once the Accommodation Review Committee completes the amendments to the
School Valuation Framework it shall make the amended School Valuation Framework
available to the public.
5.The considerations used to value a school shall be weighted as follows:
a.Value to the Student 40 %
b.Value to the Board 20 %
c.Value to the Community 30 %
d.Value to the Local Economy 10 %
Page 13 of 13