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10/14/2008 - Regular Board Meetingr 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2008 OCTOBER 14,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material V V V M CALL TO ORDER O CANADA SPECIAL MUSICAL PRESENTATION -none APPROVAL OF AGENDA OFFICIAL RECORD RECOGNITIONS -none CONFLICTS OF INTEREST V CHAIR'S ANNOUNCEMENTS V DIRECTOR'S ANNOUNCEMENTS V PRESENTATIONS a.London 3 Accommodation Review Committee Public Input M MINUTES OF THE 2008 SEPTEMBER 23 REGULAR BOARD MEETING AND THE 2008 OCTOBER 07 SPECIAL BOARD MEETING a.Confirmation of Minutes M b.Business Arising from the Minutes STUDENT TRUSTEES'UPDATE V REPORTS FROM THE ADMINISTRATION a.2008-2009 Approved Budget -Recommendations 4 and 5 deferred from the 2008 September 23 Board Meeting M b.Additional Information Requested by Trustees in Response to Middlesex 1 Accommodation Review Committee Administrative Report M c.Monthly Financial Reporting V ADMINISTRATIVE RESPONSE TO THE MIDDLESEX 1 ARC (CARADOC CENTRAL,M CARADOC NORTH,CARADOC SOUTH,EKCOE CENTRAL,METCALFE CENTRAL PUBLIC SCHOOLS) SENIOR ADMINISTRATIVE RESPONSE TO THE THE LONDON 2 ACCOMMODATION REVIEW COMMITTEE REPORT (A.E. DUFFIELD AND M.B. MCEACHREN PUBLIC SCHOOLS)M 16.REPORTS OF COMMITTEES r~a.Policy Working Committee,2008 September 23 M b.Special Education Advisory Committee,2008 October 06 M c.Long-Term Community Partnership Ad Hoc Committee Interim Report M d Chairs'Committee,2008 October 01 M e.Chairs'Committee,2008 October 08 M 17.COMMUNICATIONS a.Ontario Public School Boards'Association -Update V 18.NOTICE OF MOTION 19.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 20.ADDITIONAL ITEMS 21.QUESTIONS/COMMENTS BY MEMBERS 22.ADJOURNMENT \ THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING,PUBLIC SESSION 2008 OCTOBER 14 The Board met in regular session on 2008 October 14 In the Board Room at the Education Centre,meeting in public session at 7:02 p.m. to 11:15 p.m. The following were In attendance: TRUSTEES J.Bennett S. Doub (via teleconference)(-10:00) F.Exiey T.Grant G.Hart ADMINISTRATION AND OTHERS B.Tucker L.Elliott B.Greene M.Sereda K.Wilkinson C.Bourbonnals-MacDonald L.Griffith-Jones M.Hendrick P.Jaffe S.Peters (-10:25) S.Polhlll T.Roberts S.Hughes M.Moynlhan V.Nielsen B.Sonler J.Thorpe P.Tufts B.Wagner J.Rowe P.Sattier (Chair) J.Stewart R.Tlsdale L.Varghese K.Bushel! S.Christie S.Kllbourn G.Owens K.Young W.Scott 1.CALL TO ORDER. Board Chairperson Sattier called the meeting to order at 7:03 p.m. 2./3.O CANADA AND MUSICAL PRESENTATION The meeting opened with the singing of O'Canada. 4.APPROVAL OF AGENDA The agenda was approved on motion of S. Polhlll,seconded by F.ExIey. 5.OFFICIAL RECORD -none 6.RECOGNITIONS -none 7.CONFLICTS OF INTEREST -No conflicts of interest were declared. 8.CHAIR'S ANNOUNCEMENTS ChairSattier remindedeveryone ofthe official launchofthe 10"^Anniversary Commemorative Book entitled,"A Week in the Life of the VaUef.This special publication that captures the highlights and achievements of students across the District will be unveiled at the Education Centre on Wednesday, 2008 October 22,at 9:00 a.m.Trustees were encouraged to attend this event. 9.DIRECTOR'S ANNOUNCEMENTS Director Tucker distributed information regarding Chimney Swifts that currently make their homes In several Thames Valley school chimneys.The appreciation of the Mcllwraith Field Naturalists of London, Inc.has been extended to the Board for allowing schools to host homes for the Swifts. Director Tucker reported that Mitchell Hepburn Public School opened Its doors on Tuesday,2008 October 14, to excited students and staff and asked that Supt. J.Thorpe provide information regarding the newschool. Supt. Thorpeadvisedthat he attended atthe schooland participated In the opening day excitement for the new facility. 2008 October 14...2 9.DIRECTOR'S ANNOUNCEMENTS -cont'd Heextended appreciation toand acknowledged the efforts of Principal John Clements,schoolstaff and ProjectCoordinatorPaul Schepens forensuringthattheschoolwas clean and readyonopening day to receive the students and staff. 10.PRESENTATIONS a.LONDON 3 ACCOMMODATION REVIEW COMMITTEE PUBLIC INPUT The following individuals and organizations presented public input related to the London 3 Accommodation Review Committee considerations. 11. Teresa Corrlgan, David Winninger The Church of the Epiphany Councillor,City of London Darlene Whitfield for Mary Wood Individual Melissa Somerton,Chair Lori Collins Janice Cook Carolee Coulter The APPLE Parent Association Jennifer Molloy Individual Lloyd Stevenson Manor and Highland Park Community School One written submission was received from Michelle Brown. Chair Sattier extended thanks to the London ARC 3 presenters and advised that the Board will consider the recommendations and public input at its meeting of 2008 November 11.Chair Sattier noted that trustees continue to welcome any additional comments. MINUTES OF THE 2008 SEPTEMBER 23 REGULAR BOARD MEETING AND 2008 OCTOBER 07 SPECIAL BOARD MEETING a.CONFIRMATION OF MINUTES The minutes of the Regular Board Meeting of 2008 September 23 were adopted on motion of T. Roberts and R.Tisdale. The minutes of the Special Board Meeting,2008 October 07 were adopted on motion of T. Roberts and R.Tisdale. b.BUSINESS ARISING FROM MINUTES Trustee G. Hart noted that it has been past practice that questions be raised prior to the meeting when decisions are made and advised that he still has questions related to the Oxford 4 Accommodation Review Committee that is to be considered by the Board on 2008 October 28. He requested updates on the actual full-time equivalent (FTE)enrolment at Norwich District High School,the number of Grade 9 students registered this year as compared to last and if any differences exist. He also asked if there has been community growth and any evidence of increasing enrolment in feeder schools.He requested grade-by-grade data for Otterville and Norwich Public Schools.The Administration was requested to ensure that the answers are emailed to trustees prior to the meeting. Trustee Roberts asked about a process for submitting questions prior to decisions being made on Norwich DHS. 2008 October 14...3 r ^ 11.MINUTES OF THE 2008 SEPTEMBER 23 REGULAR BOARD MEETING AND 2008 OCTOBER 07 SPECIAL BOARD MEETING -cont'd b.BUSINESS ARISING FROM MINUTES -cont'd Director Tucker advised that if questions are submitted in a timely way,the Administration will endeavour to provide answers before 2008 October 28 noting that 99 percent of the information is, in all likelihood,contained In the Accommodation Review Committee (ARC)resource binders. He indicated he was hesitant to start another process outside of the one currently in place Data was requested regarding the number of students In the Norwich area that may be choosing to obtain their education elsewhere. 12.STUDENT TRUSTEES'UPDATE Student Trustee J. Rowe advised that he met with a member of Thames Valley Parent Involvement Committee to collaborate on the role of students at the Parent Learning Forum to be held at the Education Centre on 2008 October 25.He reported that earlier he and Student Trustee Varghese metwithSupt.L.Griffith-Jones to discuss the future format of Student Advisory Council meetings and the Student Trustee Election In order to encourage high attendance rates and further a discussion format.Student Trustees Rowe and Varghese continue visiting all secondary schools in the.Dlstrict to enhance the lines of communlbatlon. 13.REPORTS FROM THE ADMINISTRATION a.2008-2009 APPROVED BUDGET ^RECOMMENDATIONS 4 AND 5 DEFERRED FROM THE 2008 SEPTEMBER 23 BOARD MEETING Executive Superintendent B.Greene introduced the report on the recommendations deferred from the 2008-2009 Budget approval process.He provided background information related to the establishment of multipurpose reserves. He noted that during the 2008-2009 Budget process,a Budget Development Group was established to develop multi-year preliminary budget issues for review.Two of the budget issues had issue sheets prepared which were included In the 2008-2009 Preliminary Budget and are related to the deferred recommendations: Surplus Space (page #20 of the 2008-2009 Preliminary Budget); Cost of New Schools and Additions (page #28 of the 2008-2009 Preliminary Budget). Subsequent to budget approval and deferral of the recommendation related to these issue sheets,the Ministry of Education issuedMemorandumlOOB'.BM,$500Min New Capital Funding Available for 2008-09,2008 August 20. The Ministryof Education requires the Board to submit costing information and funding sources for all Prohibitive to Repair (PTR)projects for their approval at the following 3 (three)project milestones: Design Estimate; Tendered Amount; Final Project Cost; The Ministry also required the Board to complete the Capital Liquidity Template with all actual and estimated costs of current or planned projects and appropriate funding streams for their approval prior to the Board executing any construction contracts. 2008 October 14...4 13.REPORTS FROM THE ADMINISTRATION -cont'd a.2008-2009 APPROVED BUDGET -RECOMMENDATIONS 5 AND 5 DEFERRED FROM THE 2008 SEPTEMBER 23 BOARD MEETING -cont'd Exec.Officer Bushell provided an overview ofthe changes and theimpactoncapitalprojects.He explained thatthere continues tobe a funding gap betweenthe Ministry funding for capital and actual tendered costs.In the past,the Board has been able to fund this gap using School Renewal funds,the Ministry is nowdirecting Boards to utilize the majority ofthe School Renewal Grant to be used on tnje Renewal issues and are encouraging boards,in cooperation with the Ministry,to find other sources ofrevenue tofundcapitalprojects. Henoted that there is a need for the Board to have access to a source of funds to support the capital costs of certain projects. RECOMMENDATIONS: 4. That50percentof Facility OperationSavingsderived from Schoolconsolidations(ie.Utilities, Maintenance,Cleaning Supplies,etc.)be directed to Capital Improvements to enhance school programs,with amounts to be approved byBoard motion. 5.That a portion of any actual surpius at the end of each fiscal year be allocated toward a program facility enhancement reserve up to $2M,with amounts to be determined by Board motion. Recommendations 4 and 5 were moved by J.Stewart,seconded by P.Jaffe. The Administration responded to questions posed by trustees.In response to a question from Trustee Stewart about actual dollars materializing,Exec.Officer Busheli advised that the Board's Facility Operation budget isquitesubstantial and that through reducing some costs,itis possible to absorb other unforseen costs.Reinvesting these funds enables the Board to run more efficiently.Exec. Supt.Greene advised that any recommendations related to using actual surplus for program enhancements will be determined by Board motion. Exec. Supt.Greene indicated that transportation costs are not calculated in these recommendations and would be part of the transportation budget,not facility operation savings from school consolidation.It was noted that presently the Transportation Consortium is looking for combined savings and efficiencies.When asked to comment on the school renewal piece, Exec. Supt.Greene explained how school renewal is funded differently and used for specific purposes.Trustee Hart asked ifCapital Improvement funds can be used for new schools.Exec. Officer Bushell advised that there is a provision for Capital Improvement funds to be redirected based on program issues,etc. in response to a question ofwhy these two recommendations are necessary at this time.Director Tucker clarified that the intent is to communicate a clear message to the Ministry of Education that the TVDSB is committed to allocating its own savings/surplus funds toward future projects, an important component when developing and submitting a business case.Director Tucker advised that the recommendations permit the Board to control the amounts to be allocated. It was requested that Recommendations 4 and 5 be separated out. Recommendation 4 was moved by J.Stewart,seconded by P.Jaffe: That 50%of Facility Operation Savings derived from School consolidations (ie. Utilities, Maintenance,Cleaning Supplies,etc.)be directed to Capital Improvements to enhance school programs,with amounts to be approved by Board motion. 2008 October 14...5 13.REPORTS FROM THE ADMINISTRATION -cont'd a.2008-2009 APPROVED BUDGET -RECOMMENDATIONS 5 AND 5 DEFERRED FROM THE 2008 SEPTEMBER 23 BOARD MEETING -cont'd The following amendment was moved by J.Stewart,seconded by P.Jaffa and carried: That Recommendation 4 be amended to replace the words "50 percenf with "a portion" to read as follows: 4.That a portion of Facility Operation Savings derived from School consolidations (ie. Utilities,Maintenance,Cleaning Supplies,etc.) be directed to Capital Improvements to enhance school programs,with amounts to be approved by Board motion. Recommendation 4,as amended,was adopted on motion of J.Stewart,seconded by P.Jaffe. .Recommendation 5 was adopted on motion of J.Stewart,seconded by P.Jaffe. 5.That a portion of any actual surplus at the end of each fiscal year be allocated toward a program facility enhancement reserve up to $2M,with amounts to be determined by Board motion. b.ADDITIONAL INFORMATION REQUESTED BY TRUSTEES IN RESPONSE TO MIDDLESEX 1 ACCOMMODATION REVIEW COMMITTEE ADMINISTRATIVE REPORT Acting Exec.Supt.K.Wilkinson provided further clarification regarding the Middlesex 1 Accommodation ReviewCommitteedeliberationsasrequested.The repprt addressed questions raised by trustees at the Board meeting held on 2008 September 23 following the recommendation to defer the decision on the Middlesex 1 ARC.Administration was requested to provide responses related to the following issues. Water Issues Currently the Municipal water system for Mount Brydges is experiencing elevated levels of nitrates.The Municipality is moving to change its water source from ground wells to the Lake Huron pipeline.This work is expected to be completed in 2009/10 at which time the concern over the potable water source for Caradoc Central Public School would be addressed. Portable Classrooms Itis anticipated that enrolment projections for the 2009/10 school year will dictate the need for 2 portable classrooms at Caradoc North Public School;one as an instructional classroom and one as a general arts classroom. Staffing Allocations Based on current enrolment for 2008/09,three fewer teaches would be required in total for the Caradoc North and Metcalfe Central consolidated student population at Caradoc North Public School when combined with the students of Caradoc Central. Student Transportation The Administration reported on the data provided by Transportation Services as part of the pre and post valuation template analysis for the Middlesex 1 ARC: Pre-ARC Analysis for Transportation: Expenditures:$765 040 Revenue:$722 660 (^Resulting Expenditures Over Revenue:$ 42380 2008 October 14...6 13.REPORTS FROM THE ADMINISTRATION -cont'd b.ADDITIONAL INFORMATION REQUESTED BY TRUSTEES IN RESPONSE TO MIDDLESEX 1 ACCOMMODATION REVIEW COMMITTEE ADMINISTRATIVE REPORT -cont'd Post-ARC Analysis for Transportation: Expenditures:$795 040 Revenue:$751 000 ResultingExpendituresOver Revenue: $ 44 040 The resulting difference between pre-ARC and post-ARC analysis is,therefore,$1,660 additional "cost.Transportation Services has indicated that 40 additional students would be eligible for transportation.Basedoncurrent information provided bythe Transportation Consortium,10-15 minutes on average will be added to ride time. This is within Board transportation guidelines. The Administration provided further clarification to the additional question/answer sheet distributed. Exec. Supt.Elliott advised that the Munsee-Delaware FirstNation tuition agreement expires 2008 October 29.Two formal meetings have been held-one in 2008 May and a seconded on 2008 October 07. She advised that there has been no desire expressed verbally or in writing to have Munsee- Delaware First Nation students attend another school.Exec.Supt.Elliott advised that tuition negotiations are ongoing.Trustee Peters commented that she has had a discussion with iVIunsee-Delaware Chief and that he indicated that there is a preference to have First Nation students attending a school closer to the Reserve which would be Caradoc South P.S. c.MONTHLY FINANCIAL REPORTING Exec.Supt.Greene explained that Financial Services isinthe process of finalizing the 2007-2008 Audit and indicated that the deadline for submission to the Ministry of Education is 2008 November 14,a month earlier this year.The detailed monthlyfinancial report will now be taken to the Audit Committee. In order to meet the Ministry deadline the following schedule has been decided; Transfer to and from Reserves -Special Audit Committee 2008 Nov. 04 Audit Committee Report,2008 Nov. 04 -Regular Board 2008 Nov.11 Deloitte Presentation to Audit Committee -2008 Nov.18 Audit Committee Report,2008 Nov. 18 -Regular Board 2008 Nov. 25 Exec. Supt.Greene advised that this has been an unique year for Financial Services staff with the 2008 August 14 Enhanced Funding received from the Ministry after the Budget approval, changes in enrolment and additional ESL.The Administration is hopeful that there will be a small surplus again this year. 14.ADMINISTRATIVE RESPONSE TO THE MIDDLESEX 1 ARC (CARADOC CENTRAL,CARADOC NORTH,CARADOC SOUTH,EKCOE CENTRAL,METCALFE CENTRAL PUBLIC SCHOOLS) Acting Exec. Supt. Wilkinson provided background information regarding the Middlesex 1 Accommodation Review Committee.Members of the Capital Pianning Coordinating Committee were present in order to answer any additional questions from trustees. It was reported that on 2008 May 13,trustees received the Administrative response to the Middlesex 1 ARC. Public input was heard by the Board on 2008 September 09 and on 2008 September 23 the report was re-submitted to the Board for a decision.-On September 23, the Board deferred its decision to the October 14 meeting and requested that Administration provide further information which has been provided in a Board report.Additional questions from trustees and questions forwarded by members of the public through trustees were addressed inan email to Board members earlier.The following recommendations were presented to the Board. 2008 October 14...7 14.ADMINISTRATIVE RESPONSE TO THE MIDDLESEX 1 ACCOMMODATION REVIEW COMMITTEE (CARADOC CENTRAL,CARADOC NORTH,CARADOC SOUTH,EKCOECENTRAL, METCALFE CENTRAL PUBLIC SCHOOLS)-cont'd RECOMMENDATIONS: 1.That the students of Caradoc South Public School be accommodated at Caradoc Central and Ekcoe Central Public Schools;and That an addition be constructed and renovations be completed at Caradoc Central Public School to enhance program and meet enrolment needs;and That the present Caradoc South Public School at 611 Peters St.,Melbourne,be closed and declared surplus,effective 2010 June. 2.That Senior Administration consult with the Caradoc South school Council in order to facilitate input on the boundaries for school designation. 3.That the students of Metcalfe Central Public School be accommodated at Caradoc North and Ekcoe Central Public Schools;and That the present MetcalfeCentral PublicSchool at 6100 CalvertDr. R.R.#3 Strathroy, be closed and declared surplus,effective 2010 June. 4.That Senior Administration consult with the Metcalfe Central School Council in order to facilitate input on the boundaries for school designation. 5.That a Design Committee be appointed to provide input to the addition and renovations at Caradoc Central Public Exec. Supt.Wilkinson explained that when an area reviewis undertaken,consideration is given to making changes inpupilaccommodation that may benefitallofthe students inan area,notjust afew. First and foremost is the opportunity to increase program benefits for students.The Administration believes thatthe recommendations presented are consistent with the PupilAccommodation Planning Guiding Principles that were approved by the Board on 2007 May22. Ms. Wilkinson specifically referred to the following guiding principles: 1.Accommodation planning will look at how best to meet the learning needs of the students within the resources available to the Board. 2. In all situations involving pupil accommodation planning,attention will be given to improving program excellence,enhancing program opportunities,and addressing school renewal requirements. 3.Closure,consolidation and conversion of use opportunities may be used to achieve principles 1 and 2. 4. Inall situations involving pupil accommodation planning,attention will be given to support for and compliance with all legislated requirements and priorities as may be instituted and identified from time to time. Further detailed information regarding the rationale for the Senior Administrative recommendations are found in the report and the Board minutes of 2008 September 23.Exec.Supt;Wilkinson highlighted some of the key points from that report. 2008 October 14...8 14.ADMINISTRATIVE RESPONSE TO THE MIDDLESEX 1 ACCOMMODATION REVIEW COMMITTEE (CARADOC CENTRAL,CARADOC NORTH,CARADOC SOUTH,EKCOE CENTRAL, METCALFE CENTRAL PUBLIC SCHOOLS)-cont'd The following motion was moved by S.Peters,seconded by 8.Doub: That Recommendations 1 to 13 of the Middlesex 1 Accommodation Review Committee be approved. 1. THAT the five schools,namely Caradoc Central Public School,Caradoc North Public School,Caradoc South Public School,Ekcoe Central Public School and Metcalfe Central Public School,remain open,viable, and the hubs of each of their respective communities.(Appendix 1) . 2. THAT the current building that houses Caradoc South Public School be demolished except for the existing gym/general purpose room and existing kindergarten room. (Appendix 2) 3. THAT the students of Caradoc South Public School be placed in portables on the existing school property while the existing school is under construction.(Appendix 2) 4. THAT the portion of Caradoc South Public School being demolished be reconstructed at an estimated cost of $1,700,000 to $1,900,000 using the Prohibitive to Repair monies that were allocated to the Thames Valley District School Board from the Ministry in regards to Caradoc South Prohibitive to Repair designation in the amount of $3,200,000. (Appendix 2) 5. THAT the remaining Prohibitive to Repair monies in the estimated amount of $1,300,000 to $1,500,000 be redirected to Caradoc Central Public School for the construction of a new gymnasium and general arts/resource room.(Appendix 2) 6. THAT the Thames Valley District School Board enter into discussions with the Munsee- Delaware First Nations to possibly relocate their children from Westminster Central Public School in London to Caradoc South Public School in Melbourne.(Appendix 2) 7.THAT the boundaries of Ekcoe Central and Caradoc Central be reviewed to increase the number of students at Caradoc South Public School to 150-200 students.(Appendix 2) 8. THAT the Middlesex County Public Library,currently located in Melbourne,be relocated into the renovated Caradoc South Public School to create a partnership with the Thames Valley District School Board and be a shared facilityfor the community and the students. (Appendix2) 9. THAT the Thames Valley District School Board keep Caradoc South Public School in Melbourne and Metcalfe Central Public School in Adelaide-Metcalfe Township open. (Appendix 2) 10.THAT theThames Valley District School Board may,if necessary,acquire additional land to rebuild Caradoc South Public School.(Appendix 2) 2008 October 14...9 14.ADIUIINISTEV^TIVE RESPONSE TO THE MIDDLESEX 1 ACCOMMODATION REVIEW COMMITTEE (CARADOC CENTRAL,CARADOC NORTH,CARADOC SOUTH,EKCOE CENTRAL, METCALFE CENTRAL PUBLIC SCHOOLS)-cont'd 11.THAT the Thames Valley District School Board review the boundaries of Metcalfe Central Public School to include a new subdivision from Strathroy to increase the student population of Metcalfe CentralPublicSchool with an addition to iVIetcalfe Central Public School if necessary. 12.THAT empty pupil places atCaradoc North Public Schoolbe filled with transferringsome of the French Immersion pupilscurrentlyin portables at Colborne Street PublicSchool in Strathroy.(Appendix 4) 13.THAT a principalor custodian be scheduled forone afternoon or evening shiftduringa weei<allowing the school to be open forcommunity use thus decreasing custodial costs for those events. Trustee S.Peters presented the following comments related to the ARC. She complimentedthe Committeeon a veryfinereportthat lookedat the problem,the Administration's draftplanand after not agreeing that itwas the best plan fortheirschool community,came up with an alternate plan being mindful that the Boardwants to maximize partnership opportunities. The Committee examined a large volume of data,conducted research and Investigated partnerships and alternative plans to best suit theirschool communities'needs.Trustee Peters emphasized that the Committee's recommendations are worthy of careful consideration and full investigation.She stated that the Board should have room for different size schools to reflect different communities with different needs.There should not be a one size-fits all scenario. Trustee Peters explained that Metcalfe School is a one-storey building Invery good condition that includes an addition builtshortly before amalgamation.There Isa very large yard for student use that wouldeasily accommodate an additionto house overflow students from Strathroy. It seems good sense to use a perfectly good buildingand site rather than send Metcalfe students to a school which will require additional portables.The students would also have a longer bus ride. Anaddition could house overflow students from Strathroy and if they were to come from a new subdivision would not displace students from an exiting school. Regarding Caradoc South PS,the members of the ARC suggested Interesting possibilities witha plan to house Melbourne area students,as well as partnerships which would enhance the school community. Anew school,using Prohibitiveto Repair funds already designated bythe Ministry,could also house the Munsee-Delaware students who now have a long bus ride of 45 minutes each way. These children would have a short bus ride to Caradoc South.Trustee Peters indicated that the Committee understands that the Board negotiates with the Bands concerning their students' education;however,the agreement is up for renegotiation and the Chief indicated this weekend that Caradoc South School is the first choice for the educafion of their students.Both the government and ' TVDSB have indicated they want to find ways to better meet the needs and increase the graduation rate of First Nations students and what better way to accommodate these students than to educate them Ina nearby community they know and where they participate in many activities. Trustee Peters indicated that another partnership opportunity is the Middlesex County Library which has shown interest in relocating the Melbourne Library Branch with a new school In Melbourne.Still another partner,Municipalitiesof Southwest Middlesex and Strathroy-Caradoc have stated Inwriting that they will provide land for a new school or for an increased size lot at the present site. The 'Committee also recommended looking at the boundaries of Caradoc South PS.There are students \who liveonlya few kilometers away and are bused to other schools even further. Manyof these students take part in activities in Melbourne. 2008 October 14...10 14.ADMINISTRATIVE RESPONSE TO THE MIDDLESEX 1 ACCOMMODATION REVIEW COMMITTEE (CARADOC CENTRAL,CARADOC NORTH,CARADOC SOUTH,EKCOE CENTRAL, METCALFE CENTRAL PUBLIC SCHOOLS)-cont'd She indicated that the Middlesex 1 ARC has come up with creative,weii-thought-out recommendations for both of these schools.The Ministry has asked school boards to take into account the importance of a school to their community before deciding to close it. Both these schools are vital to their communities.As stated by one of the presenters,the Board should not close the door on the ARC recommendations without truly exploring the ideas presented. Trustee Peters emphasized the importance of trustees taking the time to fully consider and investigate these recommendations after the Committee and communities have taken hours and hours of time over the past year to diligently complete the task given.She stated that there are areas that should be explored further using as an example Caradoc South PS where there would be some cost to busing the students,but on the other hand,cost savings of busing Munsee-Delaware students to Caradoc South instead of Westminster Central.As well,longer bus rides for students must be considered as many students in Melbourne who currently walk to school would have to ride the school bus.For Metcalfe School,there would be longer bus rides for students resulting in increased transportation costs to the Board.She felt that the impact and benefits have not been investigated inmoving some students from new subdivisions in Strathroy to Metcalfe which is a good building on a large site. Trustee Peters referred to letters from Mayor D.Reycraft and Administrator/Clerk Janneke Newitt, Municipality of Southwest Middlesex,supporting the Middlesex 1 ARC recommendations.She summarized her comments noting, in her opinion the report is worthy of a second look. Trustee Doub,in her capacity as Chair of the Middlesex 1 Accommodation Review Committee,added that as a Board supporting the Middlesex 1 ARC recommendations would be demonstrating leadership and seen as forging new ground in establishing alternative solutions to closing schools using creativity in demographic decision-making effecting to positively change of the face of rural Ontario. A motion to Call the Question was moved by P.Jaffe,seconded by R.Tisdale and carried. The motion to approve recommendations 1-13 to was rejected on a Poll Vote as follows: YEAS:S.Doub,S.Peters NAYS:J.Bennett,F.Exiey,T.Grant,G. Hart, M.Hendrick,P.Jaffe,S.Polhill, T.Roberts,P.Sattler,J.Stewart,R.Tisdale ABSTENTIONS:none Student Trustee Varghese -nay Student Trustee Rowe -nay Recommendations 1,2,3,4 and 5 of the report were moved by P.Jaffe,seconded by R.Tisdale. Trustee Jaffe commented that decisions related to all of the Accommodation Review Committees are difficult and that trustees understand there is strong sentiment about closing schools that are an Integral part of a community.He noted that London is made up of many small communities as well and referred to the Board decision to close Northdale P.S.as being just as difficult.However,it behooves trustees to do what is best for TVDSB students as a whole.He indicated that it is understood that some exceptional circumstances may occur,but there is only so much funding for staffing,buildings,etc.and the Board must spend the available funds In an equitable way with the best advantages and interests of the students in mind. Recommendations 1,2 and 5 were separated out by request. c 2008 October14...11 14.ADMINISTRATIVE RESPONSE TO THE MIDDLESEX 1 ACCOMMODATION REVIEW COMMITTEE (CARADOC CENTRAL,CARADOC NORTH,CARADOC SOUTH,EKCOE CENTRAL, METCALFE CENTRAL PUBLIC SCHOOLS)-cont'd Trustee Hart commented that transition is difficult for communities,however,the Board must mal<e decisions that are best for the majority of students as well as maintaining consistency in addressing program standards across the District.Trustee Tisdale advised that the Middlesex 1 Minority Reports endorsed the Administrative recommendations as being in the primary business of teaching students ~and echoed that the education of children must be foremost. Trustee Exiey provided his perspective and observations related to smalier and larger schools.He noted that once the transition is made,in time parents will become receptive to the move recognizing a greater educational advantage for their children.He emphasized that in his experience,students .are resilient and anxious to be part of the new school offerings. Trustee Polhill referred to the School Valuation Framework weighting factor with the community and local economy rated high.She added that every community is unique and that where ever possible the Board should be focusing on solutions that keep rural schools open and viable as valuable hubs of the community. Recommendatioris 1,2 and 5 were adopted on a Poll Vote as follows: 1.That the students of Caradoc South Public School be accommodated at Caradoc Central and Ekcoe Central Public Schools;and That an addition be constructed and renovations be completed at Caradoc Central Public School to enhance program and meet enrolment needs;,and That the present Caradoc South Public School at 611 Peteris St.,Melbourne,be closed and declared surplus,effective 2010 June. 2.That Senior Administration consult with the Caradoc South school Council in order to facilitate input on the boundaries for school designation. 5.That a Design Committee be appointed to provide input to the addition and renovations at Caradoc Central Public YEAS:J.Bennett,F.Exiey,G.Hart,M.Hendrick,P.Jaffe,T.Roberts,P. Sattler,J.Stewart,R.Tisdale NAYS:S.Doub,T.Grant,S.Peters,S.Polhill, ABSTENTIONS:none Student Trustee Varghese -yea Student Trustee Rowe -nay Trustee Jaffe referred to Recommendations 3 and 4 commenting that the Board does not receive special rural development funding for schools that are considered community hubs and that TVDSB must incorporate strategies that give it the bestvalue for the funds allotted,i^lanning Officer Owens provided figures based on data for 2012-2013 enrolment for Caradoc North of 215 FTE student. Supt.Thorpe added that the Capital Planning Committee carefully considers future accommodation ofpupilsand is committed to solving accommodation issues by keeping students intheir areas where possible rather than bussing students out of their communities.In proposing to move students from Metcaife Central to Caradoc North,the Administration is endeavouring to keep a school ina rural area open as a creative solution by using the resources available to benefit the greatest number of students.Trustee Peters stated,that in her opinion,many families may move students to coterminous boards if Metcaife Central closes. 2008 October 14...12 14.ADMINISTRATIVE RESPONSE TO THE MIDDLESEX 1 ACCOMMODATION REVIEW COMMITTEE {CARADOC CENTRAL,CARADOC NORTH,CARADOC SOUTH,EKCOE CENTRAL, METCALFE CENTRAL PUBLIC SCHOOLS)-cont'd Recommendations 3 and 4 were adopted on a Roil Vote as follows; 3.That the students of Metcalfe Central Public School be accommodated at Caradoc North and Ekcoe Central Public Schools;and That the present MetcalfeCentral PublicSchool at 6100 CalvertDr. R.R.#3 Strathroy, be closed and declared surplus,effective 2010 June. 4.That Senior Administration consult with the Metcalfe Central School Council in order to facilitate input on the boundaries for school designation. YEAS:J.Bennett,F.Exiey,G. Hart, M.Hendrick,P.Jaffe,T.Roberts,P. Battler,J.Stewart,R.Tisdale NAYS:S.Doub,T.Grant,S.Peters,S.Polhill, ABSTENTIONS:Nil Student Trustee Varghese -yea Student Trustee Rowe -yea Trustee Doub disconnected from the meeting at 10:00 p.m 15.SENIOR ADMINISTRATIVE RESPONSE TO THE THE LONDON 2 ACCOMMODATION REVIEW COMMITTEE REPORT (A.E. DUFFIELD AND M.B. MCEACHREN PUBLIC SCHOOLS) Acting Exec.Supt.Wilkinson presented the seventh of 10 ARC reports being brought back to the Board for decision.The report was tabled on 2008 May 27 by the Senior Administration related to the London 2 Accommodation Review Committee. Trustee Roberts,in his capacity as Chair of the London 2 ARC,provided additional comments.He noted that the ARC'S mandate was to respond to the Senior Administration's recommendation to amalgamate the students of the two Lambeth schools-A.E.Duffield and M.B.McEachren-located approximately 9 km.apart in the Lambeth community, onto one site. Specifically, it has been recommended by the Senior Administration that A.E.Duffield receive programming enhancements which Include a renovation and addition to the facility,that the students of both schools be amalgamated into the enhanced A.E. Duffield site arid that McEachren Public School be considered for closure. Exec.Supt.Wilkinson advised that the ARC completed its process with a final public input meeting on 2008 May 01 after which the Final ARC Report was fon/varded to the Senior Administration for response.Although this Accommodation Review Committee gave consideration to numerous options regarding the schooling of current students in Lambeth as well as the possibility of including students from the North Talbot Holding Zone,all motions were defeated resulting in no recommendations from this Accommodation Review Committee. The Senior Administration recommends that the students from the two elementary schools in the Lambeth community be consolidated on the A. E. Duffield site.Consolidation of the two student populations will allow for program enhancements at the A. E.Duffield site to maximize program opportunities forboth student populations.The addition and renovations will lead to the enhancement of programs and will accommodate the projected enrolment ofthe consolidated schools with a new On-the-Ground Capacityof552 pupils. The closure ofthe M.B.McEachren site will result inongoing operational savings. 2008 October 14...13 15.SENIOR ADMINISTRATIVE RESPONSE TO THETHE LONDON 2 ACCOMMODATION REVIEW COMMITTEE REPORT (A.E.DUFFIELD AND M.B.MCEACHREN PUBLIC SCHOOLS)-cont'd The rationale for choosing the A. E.Duffield site for the consolidation includes: a.The site has advantages Including a great amount of land available (7.8 vs 5.2 acres)which allows for septic system "expansion and greater outdoor space for students; b.The A. E. Duffield facility,being newer (built in 1965 as opposed to M. B.McEachren having been built in 1925),would require fewer school renewal upgrades to bring the facility up to current codes and TVDSB facility and program standards; c.The A. E. Duffield facility can be altered efficiently to comply with the Ontario Disabilities.Act, unlike M.B.McEachren which would be more difficult to make accessible; d.The present school location on the site allows for flexibilityin designing the addition.Itwould also allow for future additions to be constructed,If required. The consolidation of the two student populations to create a school in excess of 500 FTE students would allow for: a.program enhancements to the facility at A. E. Duffield which would meet the Thames Valley District School Board's standards,and would better serve the students of A. E.Duffield and M. B.McEachren Public Schools; b.program benefits for students at M.B.McEachren Public School (241.5 PTE*)and A. E. Duffield Public School (269 FTE*) Which would be possible with the increased number of students and staff allocated to the school.Schools experiencing growth in student populations and the subsequent additional staffing allocations have realized program benefits which include but are not be limited to: increased special education resources providing more flexibility to meet student needs; increased budget for centralized resources;e.g.,Library,athletics,literacy; increased opportunities for teacher specialization; increased adults available for co-curricular activities; increased flexibility and number of adults for supervision of students; increased Learning Support Teacher and Teacher Librarian time; increased on-site staff collaboration for curricular responsibilities; increased opportunities for teacher sharing on-site,within grades and divisions; increased flexibility for class organizations to benefit students; c.two on-site school administrators; d. Fiscal responsibility due to the elimination of the ongoing operating costs of M. B.McEachren Public School. Review of the North Talbot Holding Zone is recommended as a result of the public input and discussion during the Committee's meetings.Currently,this area is designated to Westminster Central Public School where 18 students are registered from the North Talbot area.There is an overall total of 28 students attending TVDSB schools as of 2007 October.With currently approved development plans, itis conceivable that the populationcouldgrowto 80 students over the next five years.Thus,a thorough review of the situation, including the Impact on all schools affected, is warranted. 2008 October 14...14 15.SENIOR ADMINISTRATIVE RESPONSE TO THE THE LONDON 2 ACCOMMODATION REVIEW COMMITTEE REPORT (A.E.DUFFIELD AND M.B.MCEACHREN PUBLIC SCHOOLS)- cont'd The following recommendations,deferred fromthe 2008 IViay 27 meeting,were moved byT. Roberts, seconded by J.Bennett. 1.That the students of IVI.B.IVIcEachren Public School be accommodated at A. E.Duffield Public School effective 2010 September 01\and That an addition and renovations be completed at A. E. Duffield Public School to accommodate the students and enhance program;and That the present M.B.McEachren PublicSchoolat4402 ColonelTalbot Road, London,be closed and declared surplus effective 2010 June 30. . 2.That the Senior Administration be directed to undertake a review of the North Talbot Holding Zone and report back to the Board of Trustees by 2008 October 31. 3.That a Design Committee be appointed to provide input to the addition and renovations at A. E. Duffield Public School. The Administration responded to questions posed by Trustees.Exec.Supt.Wilkinson commented that when there are school closures and consolidations,any historical artifacts are to be displayed at the new school.Once the ARC recommendations are determined,a Transition Committee will be established as well as a School Naming Comniittee in accordance with Board policy. Recommendations 1,2 and 3 were adopted on a Poll Vote as follows: YEAS:J.Bennett,F.Exiey,T.Grant,G. Hart, M.Hendrick,S.Polhill,T. Roberts,P.Sattler,J.Stewart,R.Tisdale NAYS:Nil ABSTENTIONS:none Student Trustee Varghese -yea Student Trustee Rowe -yea Trustees Jaffe and Peters were absent for the vote. 16.REPORTS OF COMMITTEES a.REPORT OF THE POLICY WORKING COMMITTEE 2008 September 23 3:09 p.m.-4:30 p.m. MEMBERS ADMINISTRATION AND OTHERS J.Bennett (Chair)T.Roberts B.Tucker S.Christie S.Doub R.Tisdale K.Wilkinson G.Owens F.ExIey P.Sattler K. Bushell M.Sereda V.Nielsen Trustee Visitor:T.Grant 1.APPROVAL OF AGENDA -The agenda was approved by motion. 2.CONFLICTS OF INTEREST-none declared 3.COMMITTEE REPORT OF 2008 JUNE 24 AND TRACKING SHEET-provided for information 4.INTRODUCTION OF DRAFT POLICY/PROCEDURE -none 2008 October 14...15 16.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE POLICY WORKING COMMITTEE -cont'd 5.CONSIDERATION OF POLICY/PROCEDURE FOLLOWING PUBLIC INPUT a.Amendments to Independent Procedure:Pupil Accommodation and Facility Organization Acting Exec.Supt.K.Wilkinson, Executive Officer K.Bushell and Planning Officer G. Owens joined the meeting to apprise the committee of public input received and to discuss amendments to the independent procedure "Pupil Accommodation and Facility Organization". Acting Exec. Supt.Wilkinson distributed Ministry of Education Pupil Accommodation Review Guidelines outlining the process to be followed in an accommodation study.She noted that six pieces of publicinputhave been received and described changes to the document.Itwas suggested and agreed that any change of meeting dates and locations be at the discretion of the ARC chair with a minimum prior notice of 5 working days except in inclement weather or emergency situations. Wording amendments for clarification were offered. It was noted that the document directs that Accorrimodation Review Committee meetings follow the committee meeting protocols outlined inthe Board's Bylaws. The following motion was moved and carried: That the Independent procedure "Pupil Accommodation and Facility Organization" be referred to the Board at the October 14 meeting for approval in accordance with Ministryof Education guidelines. A copy of the approved document will be forwarded to the Ministry of Education. b.Procedure:Fifth Disease Procedure Exec.Supt.M.Sereda joined the meeting to report on public input sought related to the new Fifth Disease Procedure.He noted that no input was received. The following motion was moved and carried: That the procedure "Fifth Disease Procedure"be referred to the Board at the October 14 meeting for information. c.Independent Procedures:Selection Procedures and Appointments of Leaming Co ordinators Exec.Supt L.Elliott joined the meeting to describe input received from OSSTF during the publicinput process related tothe independent procedure "Selection Procedures and Appointments ofLeaming Co-ordinators".She advised that the recommended changes have been endorsed identifying the term for a learning co-ordinator to be one to four years withthe possibility of renewal. Renewal is not to be automatic but determined in accordance with the needs of the system.She noted that leaves or secondments for up to one year will not be counted as part of the term ofone to fouryears forlearningco ordinators. A letter will be sent to OSSTF thanking them for their input and describing how the Board's practices will change as a result of these amendments. Exec. Supt.Elliott responded to trustees'questions. The following motion was moved and carried: That the independent procedure "Selection.Procedures and Appointments of Learning Supervisors" be refered to the Board at the October 14 meeting for information. 2008 October 14...16 16.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE POLICY WORKING COMMITTEE -cont'd 5.CONSIDERATION OF POLICY/PROCEDURE FOLLOWING PUBLIC INPUT -cont'd d.Independent Procedure:Computer Security Supt.V.Nielsen joined the meeting to describe public input received on the independent •procedure "Computer Security".She noted that OSSTF has recommended developing a systemwide policy w/hich explicitly defines expectations for the use of electronic recording devices as v/ell as outcomes for students who breach the procedure.The Senior Administration has not recommended further changes as the expectations have been addressed in the document. Concern was raised that the procedure prohibits parents from photographing and/or videotaping school events withoutthe written consent of parents of participating students. It was requested that principals be asked to advise their school communities that the decision to ban electronic devices was that of the Senior Administration and was not a Board decision. Itwas further suggested and agreed that the document be retitled"Technology Security" as it includes a variety of technology devices as well as computers. Supt.Nielsen distributed a document developed by the Province of Ontario entitled "Get Connected,Get inthe Know-Online Respect and Responsibility."She will ensure that all principals and toistees receive a copy. The following motion was moved and carried:' That the procedure "Technology Security"be referred to the Board at the October 14 meeting for information. 6.DRAFT POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION -none 7.SUGGESTED POLICY/PROCEDURE REVISIONS -none 8.OTHER BUSINESS -none 9.ADJOURNMENT -The meeting adjourned at 4:30 p.m. by motion. RECOMMENDATION: That the independent procedure "Pupil Accommodation and Facility Organization"be approved in accordance with Ministry of Education guidelines. J.BENNETT, Chairperson Recommendation 1 was adopted on motion of J.Bennett,seconded by F.Exiey. Trustee Bennett thanked the Administration for providing copies of an informative document developed bythe ProvinceofOntarioentitled"Get Connected, Getinthe Know-Online Respect and Responsibility." 2008 October 14-17 \ >• 16.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE 2008 October 6 7:00 p.m.-9:30 p.m. Members J.Bennett,Trustee T.Grant,Trustee R.Tisdale,Trustee D.Almost,Ontario Assoc.For Families of Children with Communication Disorders (-8:40 p.m.) M.Barbeau,VOICE for Hearing-Impaired Children (-8:36 p.m.) S.Cassell,The Learning Disabilities Assoc.Of Ontario-London Region D.Ensing,Assoc.for Bright Children J.Gritzan,Thames Valley Children's Centre B. Harvey,Epilepsy Support Centre B.Hoffman,Autism Ontario London A.Morse,Easter Seal Society W.Rodic,Madame Vanier Children's Services Administration and Others S.Hughes,Superintendent of Education,Special Education J.Johnston,Learning Supervisor,Special Education P.Cook,Elementary Principal V.Towell,Secondary Vice Principal Regrets:A.Loebus,London Down Syndrome,B. Montminy,Madame Vanier Children's Services, Elizabeth Karry,Children's Aid Society of London &Middlesex Absent: M.Masters Integration Action for Inclusion London Chapter,G.McGahey,Chippewa of the Thames First Nation Board of Education,J.VanBommel,Secondary Principal (Acting) S. Wilson, Community Living Education Committee 1.CALL TO ORDER The meeting was called to order at 7:06 p.m.in the London Room at the Education Centre. 2.CONFIRMATION OF AGENDA -The agenda was confirmed as printed. 3.CONFLICTS OF INTEREST -There were no conflicts of interest declared. 4.REPORT OF MEETING FROM 2008 SEPTEMBER 08 The report of the 2008 September 08 meeting was approved noting that W. Rodic was present at the September meeting. 5.BUSINESS ARISING FROM THE REPORT OF 2008 SEPTEMBER 08 Special Olympics Supt. S. Hughes and J.Johnston met with D.Gossett (Program Officer,Elementary Athletics)to discuss and receive historical input regarding the'original decision to have students from congregated DC classes participate inthe Special Olympics. Supt. Hughes stated that much of the decision,related to student safety and liability. In the self-contained congregated classes,teachers spend time working with and teaching/training the students to take part in this experience, 2008 October 14...18 16.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 5.BUSINESS ARISING FROM THE REPORT OF 2008 SEPTEMBER 08 -cont'd Special Olynipics r cont'd It was noted that if the integrated class students attended,the Board's field trip policywould be inforce and itwould be necessary to have a teacher accompany the students.As well, the school would have to provide transportation whichwould greatly increase transportation and supply teacher costs.It was noted that the integrated class students have the opportunityto participate insporting events at theirschool with the general population. Supt. Hughes added that D.Gossett wouldbe pleased to speak tothe Committee about this issue and to hear the group's feedback. R.Tisdale asked,when students in the Gifted Program go to their itinerant program at a different location,do their teachers go with them(field trippolicy)for this circumstance.Itwas indicated that they do not as parents take their own children to these programs.Trustee Tisdale asked,if the parents are able to take their children to their gifted programs,could the same system be adopted for the Special Olympics. B.Harvey asked ifany Investigation had been done to determ inethe number of students that this affected and specifically how many of these students actually want to go and participate in the Special Olympics.Once the number of students involved is known, then strategies could be discussed to possibly remedy the situation for these students.Supt.Hughes will follow up with A.Loebus (London Down Syndrome)and A. Morse will follow up with M. Masters from Integration Action for Inclusion London. J.Johnston cautioned about setting up an inequity for the students in the congregated classes who are provided transportation through the donation the Board receives from Investing In Children .and the students in integrated classes who must obtain their own transportation to this event. 6.BUDGET UPDATES D.Ensing distributed copies of the Special Education Budget Questions that he has provided to Supt.Hughes.Supt.Hughes informedthe Committee that he has passed these questions on to Exec.Supt.B.Greene and K.Meeson.They will attend the November meeting to provide clarificationand answers to these questions. R.Tisdale asked to have the final budget submission for special education brought to the November meeting. 7.DEDICATED PA DAY Supt.Hughes advised that the Board has not received any information from the Ministryof Education with respect to specifics for the dedicated PA Day.The Board is tentatively marking April24 as the day that will be dedicated to Speclal Education. J.Johnston and S.Hughes met with the London Ministry personnel last week and discussed this item with them.They advised that boards should have information by November.J. Johnston advised that the Board has put together a proposal to the Council of Directors of Education (CODE)foradditional monies inthe amount of $10 000.00 for use on the PAday. 8.STAFFING UPDATES R.Tisdale asked if there have been any changes to the number of Educational Assistants for this year.J.Johnston advised that the Board has 730.75 EA's and this has not changed through the special education budget for this year.She indicated that this year out of the 730.75 EA's , 20 were held back and have now been allocated;10 out of the 730.75 EA's form part of the new START teams. 2008 October 14...19 16.REPORTS OF COWIWIITTEES -cont'd b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 8.STAFFING UPDATES -cont'd START Team (Short Term Assistance Response Team) The START Team consists of 10 Educational Assistants which will travel to various schools during the year to support the changing needs of students and schools (e.g.student returning from treatment,student with high needs from another Board,student with high needs from another school,student with temporary medical needs). W.Rodic asked if feedback is being received from the START Team as to how this new program is working.J.Johnston advised that feedback is being received from the EA's in the team as well as principals and learning coordinators.Supt.Hughes added that the Learning Co-ordinators for Special Education meet every two weeks where such items are discussed with the entire team. 9.DEAF AND HARD OF HEARING IMPLEMENTATION COMMITTEE REPORT J.Johnston advised that a sub-committee had met to develop a draft Relocation Proposal. She distributed the draft proposal to the committee and advised that there are 24 students in this elementary program.A.Morse spoke to the process being brought to SEAC noting that the Committee welcomes the opportunity to have input on these matters but that SEAC has not normally had any input into the location of particular programs.R.Tisdale stated that SEAC is not in a position to specify where this program should be located. M.Barbeau stated that,prior to this program being located at Fairmont PS,the program was at Lome Avenue PS for many years.M.Barbeau indicated that if the program is moved again,there should be a thorough investigation into its next location and a professional audiologlcal engineer should be hired to assist with this project. 10.SPECIAL EDUCATION CLASS UPDATE J.Johnston provided a handout to SEAC that outlines the Special Education Classes for the Board with comparisons from last year to this year and advised that all of the Transition classes have waiting lists. S.Cassell asked how decisions are made with respect to which students are put into the Intensive Support Classes (ISC). J.Johnston stated that the Committee looks at the classroom make-up,the needs of the students,and the spaces that are available.S.Cassell asked to have further information as to the process for applying for these classes.J. Johnston will provide her with information to contact a Learning Coordinator for further information/clarification. W.Rodic asked how large the waiting lists are for the transition classes.J.Johnston advised that in some instances there can be 50-60 applicants for the classes.A committee reviews all applications over the course of several days and,depending upon the number of students that are carrying over from the last year to the next and the individual needs of the students, etc.,the committee makes the decision about class placements based on students'needs. 11.SPECIAL EDUCATION GOALS 2008-2009 Supt.Hughes stated that the Special Education Department has been asked by Administrative Council to determine what a five-year plan for Special Education within the Boardwouldlooklikeas the'Board moves through the Accommodation ReviewCommittee (ARC)process.As the Board builds new schools,closes and renovates schools,what will classes look like in Thames Valley in five years.^ 2008 October 14...20 16.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 11.SPECIAL EDUCATION GOALS 2008-2009 -cont'd A.Morse stated that she would preferthat the goals forSpecial Education in Thames Valley are discussed more as the broader picture of special education needs,rather than a matter of "bricks and mortar". Iffunding is going to decline Inthe Board, then SEAC should stay focussed on needs forbuildingsand resources for special education.J.Johnston asked that theSpecial Education Goalsbedeferredtothe Novembermeetingand that members review the handout that she provided and bring potential actions to discuss in small groups. R.Tisdale stated that SEAC has,in the past,asked for data that will demonstrate the incident rates of identified students with respect to suspensions and /or students being sent home informally by principals. T.Grant stated that, ultimately,the goal is to have students in school for entire days,but in some Instances students are being sent home informally.The number and frequency ofthis occurring needstobe quantified to determine why this happens andto determine lif there is a pattern and/or a problem. It was stated that it is up to SEAC to advocate and to assist In finding ways to obtain resources for students and parents who need help in dealing with these matters,to obtain anecdotal,quantitative informationto be able to show through evidence-based data the level of money and resources that are required. A motion to extend the meeting by 15 minutes was moved and carried. 12..SEAC EVALUATION FORMS Supt. Hughes provideda summary ofthe SEAC meeting evaluations. He indicated that, in many instances,there are not enough evaluations being completed for the Research and Development department to be able to obtain meaningful Information. D.Ensing moved that SEAC pick three meetings a year and have members complete the formal evaluation forms {November,February and May)and In between these three meetings, members are welcome to complete the evaluation forms with any comments that they wish to share..The motion was amended to add that the evaluation forms stay within the leadership of this committee and are not forwarded to Research and Development in the future. This motion was discussed and subsequently carried.A.Morse indicated that the reflection sheets were developed inpart to assist with the "work"ofSEAC and in part to assist with the format,running of the meetings.The Chair,Supt.Hughes and J.Johnston will meet to review the feedback sheets to determine if any changes need to be implemented to the meetings. A motion to extend the meeting by 15 minutes was moved and carried. 13.INTEGRATION OF "EDUCATION FOR ALL" Supt.Hughes provided correspondence received by D. Ensing regarding the Integration of "Education for AH"into the Board's program of services as an Information item. 14.COMMITTEE UPDATES Mental Health and Wellness Supt.Hughes advised that there is a group working in Elgin County that has developed a proposal and met with MPPS.Peters last Friday. The proposal will be forwarded to MPPD. Matthews.Supt.Hughes deferred further information on this initiative to the November meeting. 2008 October 14...21 16.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 15.ADJOURNMENT The meeting adjourned at 9:30 p.m. RECOMMENDATIONS:None B.HOFFMAN, Chair c.INTERIM REPORT OF THE LONG-TERM COMMUNITY PARTNERSHIPS AD HOC COMMITTEE 2008 September 29 2:00-4:00 p.m. MEMBERS ADMINISTRATION AND OTHERS T.Roberts (Acting Chair)B.Tucker S. Christie P.Jaffe J.Stewart Regrets:S.Peters Absent:T.Grant Trustee Visitor:J.Bennett 1.APPROVAL OF AGENDA The agenda was approved. 2.CONFLICTS OF INTEREST -none declared 3.Business Arising from the 2008 February 12 Minutes a.Potential Community Partnerships Update i.Child and Youth Network Director Tucker welcomed Lynne Livingston,Director of Neighbourhood and Children's Services withthe City of London,to discuss a potential partnership sponsored bythe City of London. The initiative called "London's Child and YouthAgenda" is looking at three specific areas:obesity/inactivity, poverty and literacy. Director Tucker asked the committee to consider what the Board could commit to in this regard over the next year or two. He noted the possibility of extending the program throughout the District. Ms. Livingston described the background to the Child and Youth Agenda looking at issues that impact on children and families in the community.She distributed an overview of the first three years of the program.She noted the goals are ambitious with the intent to fundamentally move the yardsticks of poverty,literacy and obesity examining what each looks likeinthe community and to improve the system of services. 2008 October 14...22 16.REPORTiS OF COMMITTEES -cont'd c.REPORT OF THE LONG-TERM COMMUNITY PARTNERSHIPS AD HOC COMMITTEE - Business Arising from the 2008 February 12 Minutes -Potential Community Partnerships Update -Child and Youth Network -cont'd Ms.Livingston noted this is a partnership of many organizations to improve each of the priority areas.A commitment of $497,000 has been given from various community partners v/ith a contribution from the City of London to be forthcoming.A partnership has also been presented to the London Chamber of Commerce.She advised that a letter of endorsement has been requested from each partner regarding their participation. As v/ell,those v^ho have a funding relationship with the province are expected to participate in the Initiative. Director Tucker noted the link between the three factors which contribute to student success and sought the partnership that would see children achieving at higher levels because of this intervention.The committee considered vacant space in London schools to serve as hubs for community services.The Director indicated that he,Ms Livingston and Ross Fair from the City of London will tour Lome Avenue PS as a potential site. P.Jaffe clarified that the initial program is focusing on the Cityof London and suggested that a gap analysis be completed before any commitments are made.T.Roberts stressed the need for student safety and questioned how it would be addressed in the program.Ms.Livingston advised that it has been factored into each area.J.Stewart questioned any privacy implications in sharing student information among public agencies.Ms. Livingston noted that work is underway to change legislation as required to facilitate the program.Director Tucker confirmed that privacy issues would be taken Into consideration when dealing with student Information. J.Bennett noted that there are many other areas in the District that have literacy,poverty and obesity issues and raised concern that there are other schools In the District that could serve as a community hub. J.Stewart noted that the Ministryof Education is not Included in the listof supporting organizations and asked that Ms Livingston followup on this matter.P.Jaffe asked that violence and abuse also be considered in the program. Director Tucker indicated that he wants a meaningful contribution to the program,seeing where the pieces fit in the community. He has asked for a meeting with community leaders and will bring a plan back to the committee for consideration.J.Stewart suggested that the Director take the lead in replying to any request related to the program and that the Board offer its schools as community meeting places.The Director will return to the Committee for further direction. -The following motion was moved and carried: That the Board participate in the Child and Youth Agenda program sponsored by the City of London. Copies of the material distributed will be available in the Trustees'Conference Room for trustees'information. II.Children's Aid Society Partnership Director Tucker described a proposed partnership withthe London Children's Aid Society to lease space in a building in the vicinityof the Education Centre."He suggested that space be shared to accommodate the Board's Records Management program and to establish a Staff Development Centre both of which would be on a shared basis with the CAS.He noted that the proposal would be a budget Issue.Additional information will be brought to the committee as it is available. 2008 October 14...23 / 16.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE LONG-TERM COMMUNITY PARTNERSHIPS AD HOC COMMITTEE - Business Arising from the 2008 February 12 Minutes -Potential Community Partnerships Update -cont'd iii.Parent Mentorship Program with Thames Valley Children's Centre Director Tucker described a concern over the difficultyhigh needs students experience when transitioning to schooi or from one schooi to another.He described a program where parents who have experienced a successful transition could serve as mentors for families experiencing such a move,and serve as advocates for the Board.He advised that the Thames Valley Children's Centre is seeking a co-sponsorship for one year inthe amount of$20,000. Aletterof understanding wouldbe drawn to providefortwoparents working out of the TVCC with the Centre billing the Board for services provided. P.Jaffe questioned if a precedent would be set with other parent groups,e.g.students experiencing mental health issues.He suggested that criteria be developed in this regard. The following motion was moved and carried: That the Thames Valley District School Board enter into a one year,renewable co- sponsored partnership with the Thames Valley Children's Centre in the amount of $20,000 to provide a parent mentorship program for parents of high needs students transitioning to a new school. b.West Elgin SS WEST Program and Wellness Training Centre -Richard Pincombe via teleconference -deferred to next meeting c.College Avenue SS Successful Partnerships -J.Thorner via teleconference -deferred to next meeting d.Rosine Salazer re Potential Community Partnerships -deferred to next meeting e. Oxford Technical Training Centre Potential Partnership Expansion -Program Services -deferred to next meeting 4.OTHER BUSINESS a.Extension of Committee It was noted that a request to extend the final reporting date of the Committee to June, 2009,was approved at the September 23,2008,Board meeting.Discussion followed regarding the appropriateness of establishing the committee as a standing committee of the Board to enable itto pursue community partnerships as they arise.The following motion was moved and carried: That the Long-term Community Partnerships Ad Hoc Committee be established as a standing committee of the Board with the current membership to remain for the balance of the 2008 term. b.Committee Budget Line Director Tucker suggested establishing a pool of Board funds to pursue future community partnerships and that $100,000 be allocated to the Committee inthe 2009- 2010 Budget year.P.Jaffe suggested that allocations be made on a case-by-case basis by the Committee,particularly for the first year. The following motion was moved and carried: That funds be identified in the 2009-2010 Budget year to pursue system partnerships. 2008 October 14...24 16.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE LONG-TERM COMMUNITY PARTNERSHIPS AD HOC COMMITTEE - cont'd 4.OTHER BUSINESS -cont'd c.Children's Health Foundation Director Tucl<er distributed a letter from the Children's Health Foundation for his support inassisting Dr.Sharan Goobieto relocate tothe London area. The letter will be made available to trustees in the Trustee Conference Room. 5.FUTURE MEETING DATES The next meeting was scheduled for October 27 at 2:00 p.m. 6.ADJOURNMENT The meeting adjourned at 4:00 p.m. by motion. RECOMMENDATIONS: 1.That the Board participate inthe Child and YouthAgenda program sponsored bythe Cityof London. 2.That,the Thames Valley District School Board enter into a one year,renewable co- sponsored partnership with the Thames Valley Children's Centreinthe amountof $20,000 to provide a parent mentorship programfor parents of high needs students transitioning to a new school. 3.That the Long-term Community Partnerships Ad Hoc Committee be established as a standing committee of the Board with the current membership to remain for the balance of the 2008 term. 4.That funds be identified in the 2009-2010 Budget year to pursue system partnerships. T.ROBERTS. Acting Chairperson A motion to sit past 11:00 p.m. to 11:30 p.m.was moved byT.Roberts,seconded by J. Bennett. The motions were voted on separately by request.Recommendations 1,2,and 3 were adopted on motion of T.Roberts,seconded by T.Grant. The following motion was moved by R.Tisdale,seconded by T.Grant and carried: That the recommendation from the October 14,2008,Long-Term Community Partnerships Committee that funds be identified in the 2009-2010 Budget year to pursue system partnerships be referred to the Budget process for consideration. 2008 October 14...25 16.REPORTS OF COMMITTEES -cont'd d.REPORTOFTHE CHAIRS'COMMITTEE MEMBERS J.Bennett J.Stewart P.Settler (Chair) Regrets:G.Hart 2008 October 01 9:12 a.m.-12:00 p.m. ADMINISTRATION AND OTHERS B.Tucker S.Christie 1.APPROVAL OF AGENDA The agenda was approved! 2.CONFLICTS OF INTEREST -none declared 3.REVIEW OF 2008 OCTOBER 7 BOARD AGENDA The agendas for the in-camera and public Special Board meetings of October 7,2008,were discussed and updated.It was agreed to reschedule the trustee blackberry training session to 5:00 p.m. on October 14 and hold an in-camera meeting at 5:00 p.m. on October 7. 4.CORRESPONDENCE -none 5.LONG-TERM COMMUNITY PARTNERSHIP AD HOC COMMITTEE TO STANDING COMMITTEE Director Tucker updated the Committee on discussions held at the September 29 Long-term Community Partnerships Ad Hoc Committee meeting noting'that a recommendation is coming to the October 14 Board to establish the committee as a standing committee of the Board. 6.IN-CAMERA PERSONNEL DISCUSSION The Committee moved in camera to discuss a personnel matter. 7.APPOINTMENT OF ACCOMMODATION REVIEW COMMITTEE CHAIRS Chair Sattler advised the committee of trustee requests to serve on upcoming Accommodation Review Committees.It was noted that Itis permissible for the ARC Chairs to appoint an alternate if they are unable to attend a meeting. The following motion was moved and carried: That the following trustees be appointed chair of the Accommodation Review Committees as indicated: Frank Exley -ARC 15 -Balaclava Street,Edward Street and Locke's PS.; Graham Hart -ARC 14 - Hillcrest, DM Sutherland,Northdale and Springbank PS; Sheri Polhill -ARC 12 -Riverside and Westdaie PS; Peggy Sattler -ARC 11 - Sir George Ross SS and Thames SS; James Stewart -ARC 13 -Beachville,Harris Heights,Princess Anne,Princess Elizabeth,Victory Memorial and Westfield PS. 8.GOVERNANCE RETREAT Chair Sattler updated the Committee on plans for the upcoming Governance Retreat on October 9.She noted that a recommendation will be brought tothe Board regarding a Bylaw review once the second phase of the governance review has been completed.Trustees will be provided with the job descriptions from the April Retreat in advance.Next steps will be determined at the Retreat. 2008 October 14...26 16.REPORTS OF COMMITTEES -cont'd d.REPORT OF THE CHAIRS'COMMITTEE -cont'd 9.DEFIBRILLATORS &TRAINING Chair Battleradvised that the Ministry of Education has issued a press release indicating that the province plans to invest $1.4M to help the Advanced Coronary Treatment Foundation train teachers on how to use a defibrillator and perform CPR.Itis expected that teachers will pass this knowledge on totheir students allowing themto recognizeand offer help at the scene of a cardiac arrest. The matter was referred to the Senior Administration for a report to the Board on implementation plans. 10.GST REBATE Chair Sattler described a campaign bythe Toronto District School Board seeking a 100% rebate of the GST paid by schools from the federal government. Itwas agreed that she will writea supporting letter to the five party leaders in this regard and will apprise the trustees that the letter has been sent as a follow up to the one sent last year. 11.MPP MEETING-OCTOBER 31 Chair Sattler indicated that plans are underway for the meeting with the area MPPs on October 31 at 9:00 a.m.Trustees are asked to advise her prior to October 22 of any issues they would iiketo be raised at the meeting. 12.OTHER BUSINESS a.RoleofCPAC Chair Sattler described plans for the February,2009,Municipal Round Table to address a variety of community issues related to student success.It was agreed that the Capital Planning Co-ordinating Committee will look at the role of CPAC, the process and timing of the report on student accommodation. b.Request to Postpone October 14 Public Input Chair Sattler spoke ofa request to postpone the London 3 public input scheduled for October 14 in view of the federal election.Following a lengthy discussion,it was agreed to schedule presentation requests as eariy on the agenda as possible in order to provide sufficient time for members of the public to vote that evening. 13.DATE AND TIME OF NEXT MEETING The following meetings were scheduled for 9:00 a.m.in the Governor Simcoe Room: •October 8,22; •November 5,19; •December 10. 14.ADJOURNMENT The meeting adjourned at 12:00 p.m. by motion. RECOMMENDATION: That the following trustees be appointed chair of the Accommodation Review Committees as indicated: Frank Exiey - ARC15 - Balaclava Street, Edward Street and Locke's PS.; Graham Hart -ARC 14 -Hillcrest,DM Sutherland,Northdale and Springbank PS; Sheri Polhill -ARC 12 -Riverside and Westdale PS; Peggy Sattler -ARC 11 - SirGeorge Ross SS and Thames SS; James Stewart - ARC 13 -Beachville,Harris Heights,Princess Anne,Princess Elizabeth, Victory Memorial and Westfield PS. P.SATTLER, Chairperson r 2008 October 14....27 16.REPORTS OF COMMITTEES -cont'd d.REPORT OF THE CHAIRS'COMMITTEE -cont'd The recommendation was adopted on motion of G. Hart,seconded by P.Jaffe. Chair Sattler advised that the IVIPP meeting scheduled for 2008 October 11 has been postponed to another date to be determined by Chairs'Committee e.REPORT OF THE CHAIRS'COMMITTEE MEMBERS J.Bennett P.Sattler (Chair) G.Hart J.Stewart 2008 October 8 9:15-10:00 a.m. ADMINISTRATION AND OTHERS B.Tucker S.Christie 1.APPROVAL OF THE AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared 3.AGENDA REVIEW The agenda for the public Board Meeting of October 14,2008,was reviewed and approved. Chair Sattler willnotify trustees of the Blackberry training will be held at 5:00 p.m. 4. CORRESPONDENCE -none 5.REVISED BUDGET DEVELOPMENT PROCESS Director Tucker distributed and described a draft revised Budget development process.He proposed that the Board and Administrative Council participate in the initial prioritization of potential Budget issues in November/December.Following review of the issues by the Administrative Council,and refinement by the Budget Advisory Committee,the issues will be brought to the Board for approval and inclusion In the draft Budget.The Chairs'Committee supported the revised process. 6.OTHER BUSINESS -none 7.DATE AND TIME OF NEXT MEETING The following meetings were scheduled for: October 22 (10:00 a.m.); November 5,19; December 10. 8.ADJOURNMENT The meeting adjoumed at 10:00 a.m.by motion. RECOMMENDATIONS:None P.SATTLER, Chairperson 2008 October 14...28 17.COMMUNICATIONS a.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION (OPSBA)-UPDATE Trustee G.Hart advised that the OPSBA Western Region meeting has been tentatively scheduled for 2008 November 01 from 10:30 a.m.to 2:30 p.m.in Wiarton.He advised that a report regarding declining enrolment Is to be presented to the Board of Directors for approval. Exec.Supt.Greene advised that he received an OPSBA package on 2008 October 10 vi/ith this report included. Chair Sattler advised that at the last meeting there was a good discussion around OPSBA priorities with still more changes to come.It was noted that OPSBA has a new, improved website at www.opsba.ca 18.NOTICE OF MOTION -none 19.MOTION -NOTICE OF WHICH HAS BEEN GIVEN 20.ADDITIONAL ITEMS -none 21.QUESTIONS/COMMENTS BY MEMBERS Trustee Bennett asked that the new Public Affairs Officer be introduced.K.Young,Manager,Public Affairs and Community Relations introduced and welcomed newiy appointed Public Affairs Officer Richard Hoffman to his first Board meeting. 22.ADJOURNMENT The meeting adjourned at 11:15 p.m., on motion of J.Stewart,seconded by F.Exiey. :PCONFIRMED Chairperson Chairperson A 2008 October 14...29 SUMMARY OF APPROVED RECOMMENDATIONS OF 2008 OCTOBER 14 That a portion of any actual surplus at the end of each fiscal year be allocated toward a program facility enhancement reserve up to $2M,with amounts to be determined byBoard motion. That a portion of Facility Operation Savings derived from School consolidations (ie.Utilities, Maintenance,Cleaning Supplies,etc.)be directed to Capital Improvements to enhance school programs,with amounts to be approved by Board motion. That the students of Caradoc South Pubiic School be accommodated at Caradoc Central and Ekcoe Central Public Schools;and That an addition be constructed and renovations be completed at Caradoc Central Public School to enhance program and meet enrolment needs;and That the present Caradoc South Public School at 611 Peters St.,Melbourne,be closed and declared surplus,effective 2010 June. That Senior Administration consult with the Caradoc South school Council in order to facilitate input on the boundaries for school designation. That a Design Committee be appointed to provide input to the addition and renovations at Caradoc Central Public School. Adopted on a Poll Vote as follows: YEAS:J.Bennett,F.Exley,G. Hart, M.Hendrick,P.Jaffe,T.Roberts,P. Sattler,J.Stewart,R.Tisdale NAYS:S.Doub,T.Grant,S.Peters,S.Polhill, ABSTENTIONS:Nil Student Trustee Varghese -yea Student Trustee Rowe -nay That the students of Metcalfe Central Public School be accommodated at Caradoc North and Ekcoe Central Public Schools;and That the present Metcalfe Central PublicSchool at 6100 Calvert Dr. R.R.#3 Strathroy,be closed and declared surplus,.effective 2010 June. That Senior Administration consult withthe Metcalfe Central School Council in order to facilitate input on the boundaries for school designation. Adopted on a Poll Vote as follows: YEAS:J.Bennett,F.Exley,G.Hart,M.Hendrick,P.Jaffe,T.Roberts,P. Sattler,J.Stewart,R.Tisdale NAYS:S.Doub,T.Grant,S.Peters,S.Polhill, ABSTENTIONS:Nil Student Trustee Varghese -yea Student Trustee Rowe -yea 2008 October 14...30 SUMMARY OF APPROVED RECOMMENDATIONS OF 2008 OCTOBER 14 -cont'd That the students of M. B.McEachren Public School be accommodated at A. E.Duffield Public School effective 2010 September 01]and That an additionand renovations be completed at A. E.Duffield PublicSchool to accommodate the students and enhance program;and That the present M.B. McEachren Public Schoolat 4402 Colonel Talbot Road,London,be closed and declared surplus effective 2010 June 30. That the Senior Administration be directed to undertake a review, of the North Talbot Holding Zone and report back to the Board of Trustees by2008 October 31. That a Design Committee be appointed to provide input to the addition and renovations at A. E. Duffield Public School. Adopted on a Poll Vote as follows: YEAS:J.Bennett,F.Exiey,T.Grant,G. Hart, M. Hendrick, S. Polhill,T.Roberts,P.Sattler,J.Stewart,R.Tisdale NAYS:Nil ABSTENTIONS:none Student Trustee Varghese -yea Student Trustee Rowe -yea Trustees Jaffe and Peters were absent for the vote. That the independent procedure "Pupil Accommodation and Facility Organization"be approved in accordance with Ministryof Education guidelines. That the Board participate inthe Childand Youth Agenda program sponsored bythe Cityof London. That the Thames Valley District School Board enter into a one year,renewable co-sponsored partnership with the Thames ValleyChildren's Centre inthe amount of$20,000 to providea parent mentorship program for parents of high needs students transitioning to a new school. That the Long-term Community Partnerships Ad Hoc Committee be established as a standing committee of the Board with the current membership to remain for the balance of the 2008 term. That the recommendation from the October 14, 2008, Long-Term Community .Partnerships Committee that funds be identified in the 2009-2010 Budget year to pursue system partnerships be referred to the Budget process for consideration. That the following trustees be appointed chair of the Accommodation Review Committees as indicated: Frank Exiey - ARC 15 - Balaclava Street,Edward Street and Locke's PS.; Graham Hart -ARC 14 -Hillcrest,DM Sutherland,Northdale and Springbank PS; Sheri Polhill -ARC 12 -Riverside and Westdale PS; Peggy Sattler - ARC 11 - Sir George Ross SS and Thames SS; James Stewart -ARC 13 -Beachville,Harris Heights,Princess Anne,Princess Elizabeth,Victory Memorial and Westfield PS. 2008 October 14...31 Title Thames Valley Districlt<®SI^|l@@MT PUPIL AG©©MNIODM*0N AND FACILITY ORGANIZATION PROCEDURE Department OPERATIONS SERVICES Resource{s)Effective Date 2007 March 20 1.0 Pupil Accommodation Review and Facility Organization Procedures Purpose1.1 These pupil accommodation review and facility organization procedures have been developed to provide the framework 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 to support 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 home residence and/or program. Executive Council:the Director and Departmental Superintendents. Educational Facility: a building accommodating one or more schools. Executive Member:the Supervisory Officer 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. 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:OPERATIONS SERVICES Board Resolution 16.a.Rec.1 Date of Last Amendment 2008 October 14 2008 October 14...32 1.0 Pupil Accommodation Review and Facility Organization Procedures,cont'd 1.2 Definitions,cont'd Holding Zone: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 by the Ministryof Education by loading all instructional spaces within the facilityto 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 Holidays:include summer break,Christmas break,spring break,Easter break,Family Day,and all statutory holidays. School Valuation Template:the set of considerations and factors outlined in Appendix A used by an Accommodation Review Committee to assess the value of a school being considered in the accommodation review process. Senior Administration:Director,Supervisory Officers,and Executive Officers 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.Holding zone students and special education students in congregated classes 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 based on the Ministryof Education's Pupil Accommodation Review guidelines.The Board of Trustees recognizes the need to utilize public facilities to maximize the programming opportunities for the maximum number of students, while exercising fiscal responsibility. 1.3.2 The Board also recognizes that economic constraints related to the operation of its schools require the Board of Trustees to examine the feasibility of modifying facilities,the construction of new facilities,altering attendance boundaries,the use of time,alternate calendar schedules,and the continuing operation of small school units or schools with large areas of vacant space. 1.3.3 In addition, the Board affirms that these procedures comply withthe Ministry direction on grants for school operation and new pupil places.These procedures reflect the policies of the MiniMry of Education related to Pupil Accommodation Review Guidelines (Education Act paragraph 8 (1) 26 and Regulations). 2008 October 14...33 2.0 Pupil Accommodation Reviews 2.1 Purpose 2.1.1 The Board may from time to time need to undertake a pubilc review of its facilities and the learning opportunities for students in order to maximize the programming opportunities for the maximum number of students. 2.1.2 In order to facilitate these public reviews,the Board shall establish an Accommodation Review Committee (ARC). 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) An Accommodation 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; ii)the operating costs of one or more schools negatively affect the Board's abilityto operate all its.schools within the grants available for school operation; ill)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,In establishing any Accommodation Review Committee, determine the rationale for the study and shall refer the rationale to the Accommodation Review Committee. (c)The Board will identify the schools to be included in the Accommodation Review.If the ARC wishes to recommend a change to the schools Included, it may discuss this possibility at the first ARC organizational meeting and decide if it wishes to formulate a recommendation to the Board of Trustees to change the schools included in the scope of the Accommodation Review. Schools will be added or removed from the scope of the Accommodation Review only by Board resolution. (d)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. 2008 October 14...34 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 (a) An Accommodation Review Committeeisestablished to review information affecting the future ofthe accommodation review area and to Identify needs related to the specific school unit{s)and the students.The Accommodation Review Committee may 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 ReviewCommittee 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 review area, the Accommodation Review Committee shall objectively and fairly: I)establish the weighting of individual components contained in the Overall Valuation sheet of the School Valuation template (see Appendix A and B). Note:Once established and agreed upon by the ARC,the weightings remain constant for all subsequent analyses for that ARC. II)review the values of each school as they currently exist using the School Valuation Template; ill)review the value of each school remaining as a result of the senior administrative recommendation using the School Valuation Template; iv)consider 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;and d.transportation proposals. 2008 October 14...35 2.0 Pupil Accommodation Reviews,cont'd 2.2 Procedure for Establishment of an Accommodation Reyiew Committee,cont'd 2.2.2 Aims of Accommodation Review Committee,cont'd (e) If the majority of the ARC members agree,an additional School Valuation template,based on an alternative accommodation plan for the schools involved in the ARC,may be requested through the Executive Member. (f) If the majority of the ARC members agree that there is information not found in the school valuation template which would reflect local circumstances and priorities,and is important to their deliberations,they may request that information through the Executive Member. (g)Resource personnel may be accessed by the ARC to present and discuss template information and aspects such as demographics,program advantages,transportation,and capital improvements. (h)The ARC shall consider the Senior Administrative recommendation and determine if they are in favour of the recommendation,opposed to the recommendation,wish to make modifications to the recommendation,or suggest an alternative solution. 2.2.3 Membership for an Accommodation Review Committee (a)The following are members: i)One parent/guardian 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 parent/guardian member residing in any holding zone inwhich students attend a school named to the ARC.The parent shall be selected by the parents residing In the holding zone and having students attending the designated school for the holding zone.The Principal of the designated holding zone school shall facilitate this process. iv)One parent/guardian member residing in the home attendance area of the school accommodating the holding zone students,if the holding zone students constitute at least 20%of the holding zone school's attendance. v)One non-voting Trustee who will serve as the ARC Chair appointed by the Board on the recommendation of the Chairs'Committee. 2008 October 14...36 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 vi)One business representative having a connection with the accommodation review area,appointed by the ARC Chair following a public call for a representative from the business community of the review area(s). vii)One Municipal leader having a connection with the accommodation review area,appointed by the iocal Municipality following a request for such a representative to be designated. (b)Notwithstanding clause (a) vi)and vii),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 ARC 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) vi) and vii). (c)There is no provision for alternates to participate on behalf of absent voting members. (d)Upon resignation of an ARC member,replacement for that member will be permitted up to the fourth public input meeting.Selection shall be as outlined in 2.2.3 (a)and (b). (e)The following are considered to be support available to the Accommodation Review Committee: 1)Executive Superintendent of Operations Services,or designate; ii)Executive Superintendent of Program Services,or designate; ill)Executive Superintendent of Business Services,or designate; iv) a Superintendent of Education as appropriate; v)Planning Officer; vi)Executive Officer of Capital Planning,Projects and Maintenance; vii)Other Board personnel as appropriate,including the school's (s') Principal (s). 2.2.4 Rules of Procedure for an Accommodation Review Committee (a)The rules of procedure for committees as set down in the By-Laws of the Board shall apply.The ARC shall continue until disbanded 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 confidential information with respect to personnel,property and legal matters. (d) The information reflecting the business of the ARC shall be made available to the public as per section 2.2.6. 2008 October 14...37 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 Accommodation Review ,cont'd (e) The first meeting(s) ofthe Accommodation ReviewCommitteeshall be an organizational meetlng(s)for the purpose of: I)reviewing the policiesand procedures governingthe activities of the ARC; ii)explaining the aims and objectives of the ARC; iii)explaining the role of the members of the ARC; iv)explaining effective means of communication regarding the activities of the ARC; v) explaining the process,time lines and the expectations forthe pupil accommodation review process; vi)setting the date for the first public consultation meeting which shall occur no earlier than 60 days and no later than 90 days subsequent to the first organizational meeting of the Accommodation Review Committee; vii)setting the 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; vii!)explaining the underlying reasons'why the Board has the need to conduct pupil accommodation reviews generally,and the rationale for this ARC being named specifically; ix) explaining comprehensively the rationale Senior Administration used in developing their recommendation for future pupil accommodation in the ARC;and x) establishing the weightingof individual components contained inthe Overall Valuation sheet of the School Valuation Template (see Appendix A and B). (f)During the 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 ii)options for accommodating students who would be affected by a school closure. 2008 October 14...38 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 Accommodation Review Committee,cont'd (g) As part of this input gathering,opportunities should be extended to representatives of employee groups potentially affected byrecommendationsfortheir input inwriting. (h)The Senior Administration will prepare valuation templates for the ARC to review for: i)each of the schools under review reflecting their current status;and li)each of the schools which would continue in service,should the proposed Senior Administrative recommendations 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.) 1)Following the minimum of 4 public input meetings,the Accommodation Review Committee is charged with the responsibility of preparing a Draft Report which may include: I)where the students may be accommodated; II)realignment of boundaries; ill)what changes to existing facilities may be required in order to Implement the recommended changes; iv)what programs may be available to students;and iv)transportation proposals. 2.2.5 Time lines for the Accommodation Review Committee Reporting Process and Board of Trustee decision(s)(see Appendix C) (a)The ARC will have a minimum of 90 days and a maximum of 150 days to receive public input.Following the last public meeting,the ARC will have a maximum of60 days to complete a Draft Report,using the standard ARC report format,which shall then be posted on the Board's website. (b) If after 60 days the ARC cannot agree "on recommendations for the Draft Report, then a Draft Report will be posted with no recommendations and a statement indicating that the ARC members were unable to agree upon recommendations to the Board of Trustees. (c) Within 30 days of posting the Draft Report of the ARC on the Board's website,the Accommodation Review Committee shall hold a public meeting where it will share its findings and receive public input with respect to the Draft Report.The Accommodation Review Committee may make changes to its draft report as a result of the public input received. 2008 October 14...39 2.0 Pupil Accommodation Reviews, cont'd 2.2 Procedure for Establishment of an Accommodation Review Committee,cont'd ^.2.2.5 Time lines for the Accommodation Review Committee Reporting Process and Board of Trustee decision(s)(see Appendix C), cont'd (d)The ARC shall have 15 daysto complete a Final Report using the standard ARC reportformat.Oncethe Accommodation Review Committee has finalized its report, it shall be submitted to Senior Administration and posted to the Board's website. (e) In the event that, in preparing its Final Report, the ARC cannot agree on recommendations regarding the future of the school(s)being considered,then the Final Reportshall be posted with no recommendations being made and the report shall include a statement indicating that the ARC members were unable to agree upon recommendations tothe Boardof Trustees.The Final Reportshall outline all information received from the public, the options considered with respect to the future of each school,and the degree of support,if such can be determined,for each option. (f)A minority report may be filed byany member(s) of the Accommodation Review Committee.The minorityreport shall be signed by the member(s)ofthe ARCwho authored the report and forwarded directlyto the Supervisor, Corporate Services, at least 8 business days prior to the Board meeting receiving the Administration's response and the ARC FinalReport.Minority reports will be included inthe Board agenda as a stand alone item of business.The author of a Minority Report may applyto make a presentation to the Boardthrough the publicconsultation process. (g) After reviewing the ARC Final Report, the Senior Administration shall prepare a report to the Board of Trustees that includes: i) their response to the ARC Final Report and recommendations for the ^'students and facilities involved in or impacted by the area review study; ii)the ARC Final Report; and iii)a recommendation to disband the ARC. (h)The Boardshall receivethe report from the Senior Administration at which timethe Board shall give 60 days notice of its intentions to vote upon the final recommendations.The Senior Administrative report shall be posted to the Board's website after it is tabled with the Board of Trustees,and will provide a time line for public input to the Board of Trustees prior to their final vote. (i)If part of the Board's resolutionwere to close a particularschool or schools, the Board must outline clear time lines as to when the closing of the school(s)will take place. 2008 October 14...40 2.0 Pupil Accommodation Reviews,cont'd 2.2 Procedure for Establishment of an Accommodation Review Committee,cont'd 2.2.5 Time lines for the Accommodation Review Committee Reporting Process and Board of Trustee decision(s)(see Appendix C),cont'd 0)School holidays shall not be included in calculating the time requirements set out in subsections 2.2.4 (e),(vi),and 2.2.5 (e). 2.2.6 Communication with the Public (a)Pursuant to the pupil accommodation review process,the following information shall be made available to the public by posting on the Board's website,by the Communications and PublicAffairs Department,and shall be made available inprint upon request: 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; ill)notice of meeting dates and locations and information to be used at meetings; meeting locations shall be determined by the Accommodation Review -,Committee at its first organizational 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 •any change of meeting dates and locations will be at the discretion of the ARC Chair with a minimum prior notice of 5 working days except in cases of inclement weather iv)minutes of all meetings; v)answers to unanswered questions from the ARC members which arose at public meetings; vi)Senior Administration proposals,rationale and recommendations; vii)school valuation templates ; viii)Draft of the ARC Report; ix)ARC Final Report; r 2008 October 14...41 2.0 Pupil Accommodation Reviews,cont'd 2.2 Procedure for Establishment of an Accommodation Review Committee,cont'd 2.2.6 Communication with the Public,cont'd (a) x) Board meeting dates for receipt of Senior Administrative Report, opportunities for public input,maps for the ARC area,and Board consideration and decision regarding recommendations; xl)Senior Administrative Response to the ARC Final Report; xii)Board resolutions;and xiii)Time lines for school{s)closure(s). (b)Notices of all meetings shall be given by way of: i)posting on the website of the Board;and ii)through handouts to students to be taken home to parents. (c)Other methods of notification may be considered at no cost to the Board. 2.2.7 For schools identified to be part of an accommodation review under the independent procedure,Pupil Accommodation and Facility Organization,as implemented 2007 March27 and consistent with Ministry of Education guidelines, no school will normallybe part of an accommodation review more than once ina 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) It is essential that close liaison occur between communities in the event that a school is closed by the Board.The Principal shall co-ordinate this communication. (b)Principals shall assist 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; ii)open house or orientation programs are provided for pupils and parents from the consolidated school(s):and Hi)new School Council(s),Home and School and/or Parents'Associations are established from the consolidated schools.