8/26/2008 - Special Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
SPECIAL MEETING,PUBLIC SESSION
2008 August 26
The Board met In special session on2008 August 26 In the Board Room atthe Education Centre,meeting
In public sessionat 9:26 p.m.to9:45 p.m.The following were In attendance:
TRUSTEES
J.Bennett
3.Doub
F.Exiey
T.Grant
Regrets:M.Hendrick,J. Rowe,
L,Varghese
ADMINISTRATION AND OTHERS
B.Tucker
M.Sereda
G.Hart
P.Jaffe
S.Peters
8.Polhill
T.Roberts
S.Christie
P.Sattler (Chair)
J.Stewart
R.Tisdale
CALL TO ORDER.
Board Chairperson Sattler called the meeting to order at 9:25 p.m.
APPROVAL OF AGENDA
The agenda was approved on motion ofJ. Stewart,seconded byR.Tisdale.
OFFICIAL RECORD
CorporateServices Supervisor S.Christie read the following Into the minutes;
"We regret to record the death of:
Justin Rowe, a student at College Avenue Secondary School,Woodstock,on 2008 July 13;
-Jacob Stirling, a student at D M Sutherland Public School,Woodstock,on 2008 July 28;
-James Ross,a student at Prince Charles Public School,London,on 2008 August 4;and
Ellen Millsap,a teacher at St.George's Public School,London, on 2008 August 15.
CONFLICTS OF INTEREST
No conflicts of interest were declared.
REPORTS FROM THE ADMINISTRATION -none
REPORTS FROM COMMITTEES
a.POLICY WORKING COMMITTEE,2008 JUNE 24
MEMBERS
J.Bennett (Chair)
R.Tisdale
S.Doub
F. Exiey
T.Roberts
P.Sattler
ADMINISTRATION AND OTHERS
.B.Tucker (3:25)G.Owens
B.Greene S.Christie
K.Dalton L.Elliott
K.Bushell C.Graves
Trustee Visitor:S.Peters,T.Grant,G.Hart
1.APPROVAL OF AGENDA -The agenda was approved by motion.
2008 August 26...2
6.REPORTS FROM COMMITTEES,cont'd
a.POLICY WORKING COMMITTEE,2008 JUNE 24,cont'd
2.CON FLICTS OF INTEREST-none declared
3.COMMITTEE REPORT OF 2008 APRIL 22 AND TRACKING SHEET-provided for
information
a:INTRODUCTION OF DRAFT POLICY/PROCEDURE -none
5.CONSIDERATION OF POLICY/PROCEDURE FOLLOWING PUBLIC INPUT -
a. English As a Second Language/English Literacy Development Teacher Staffing
Allocations -Independent Procedure
Exec.Supt.L.Elliott joined the meeting.She advised thatpublic input was received from
OSSTF during the posting process and distributed copies of that input related to
referencing the Human Resources Superintendent,referencing a timeline for the
distribution of the staff held in reserve for the secondary panel and identifying a specific
date for the allocation of ESL lines to secondary schools such as the date of April 1 in
Section 2.4 for the allocation to elementary schools.She suggested that she work with
Human Resource staff to determine if the suggestions can be accommodated.It was
agreed that the final document will be faxed to committee members and that the
document will be implemented in September.
The following motion was moved and carried:
That the revised independent procedure "English As a Second Language/English
Literacy Development Teacher Staffing Allocations" be forwarded to the Special
Board meeting on August 26,2008,for information.
6.DRAFT POLiCY/PROCEDURE REQUIRING FURTHER CONSIDERATION
a. Pupil Accommodation and Facility Organization -Independent Procedure
Exec.Superintendents K.Dalton and B.Greene,K.Bushell and G.Owens joined the
meeting to discuss arriendments to the independent procedure on Pupil Accommodation and
Facility Organization.Exec.Supt.Dalton noted that feedbaci<from variouis sources has been
considered in order to articulate more clearly what the Board is doing in its accommodation
review process based on experiences over the past year.Amendments more clearly reflect
the practices used since the inception of the procedure and addresses:
clarifies processes,timelines and definitions:
highlights the program focus of the ARCs;
adds information regarding the addition or deletion of schools involved in the ARCs;
clarifies the customization of the weightings in the template;
clarifies the role ofthe ARC,particularly the content ofthe orgariization meeting;
expands on the committee membership and replacement of committee members;
simplifies language used and clearly ailiculates the difference between the Valuation
Template,the Administrative Recommendation,the Draft Report,the Final Report and
the Administrative Response,and
brings the School Valuation Framework list in line with the Valuation Template used.
Exec.Supt.Dalton described the amendments and responded to trustees'questions.
Considerable discussion centred around amending the title to "Pupil/Program
Accommodation and Facility Organization".Concern was raised that the procedure is not
required to amend a system program.The following motion was moved and defeated:
That the document Pupil Accommodation and Facility Organization be retltled
"Pupil/Program Accommodation and Facility Organization".
r
2008 August 26...3
6.REPORTS FROM COMMITTEES,cont'd
a.POLICY WORKING COMMITTEE,2008 JUNE 24,cont'd
6.DRAFT POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION -cont'd
a.Pupil Accommodation and Facility Organization -Independent Procedure -cont'd
It was suggested that demographics,transportation,program advantages and capital
improvement costs be provided to all ARCs regarding the schools involved. It was agreed
that this information related to the school valuation template will be included with future ARC
material.
The following motion was moved and carried:
That amendments to the independent procedure "Pupil Accommodation and Facility
Organization"be posted to the Board's website until September 15,2008,for public
input.
It was agreed that an email will be sent to ail members of the initial 10 ARCs advising them
that the amendments to the Pupil Accommodation and Facility Organization are posted to the
Board's website for public consultation and thanking the members for their participation on
the ARCs. Exec. Supt. Dalton will ask the administrative assistants for each ARCto prepare
the email to their respective committees.
7.SUGGESTED POLICY/PROCEDURE REVISIONS -none
8.OTHER BUSINESS
a.Communications
The Director will report on the communications item discussed at the iast meeting at the
September 23 meeting related to notice of public input.
9.DATES OF FUTURE MEETINGS
The next meeting was scheduled for September 23,2008,at 3:00 p.m.
10.ADJOURNMENT
The meeting adjourned at 4:40 p.m. by motion.
RECOMMENDATIONS:None
JOYCE BENNETT
Chairperson
Chair Sattier indicated that she contacted the Accommodation Review Committee Chairs regarding
changes to the Pupil Accommodation and Facility Organization independent procedure.
Trustee Bennett noted that the independent procedure "English As a Second Language/English
Literacy Development Teacher Staffing Allocations"was being brought to trustees at this meeting
in order for itto be Implemented in September.
2008 August 26...4
6.REPORTS FROM COMMITTEES,cont'd
b.IN-CAMERA REPORT,2008 AUGUST 26
7.
MEMBERS PRESENT ADMINISTRATION AND OTHERS
J.Stewart(Chair)P.Jaffe B.Tucker B.Wagner
J.Bennett S.Peters M.Sereda S.Christie
8.Doub S.Polhill L.Griffith-Jones Solicitor P.Thorup
F.Exiey T.Roberts
T.Grant P.Sattler
G.Hart R.Tisdale
Regrets:M.Hendrick
J.Rowe
L.Varghese
The Committee met in camera from 5:00 p.m.to 9:25 p.m.
1.APPROVAL OF AGENDA
The agenda was approved by motion.
2.CONFLICTS OF INTEREST -No conflicts of interest were declared.
3.Confidential legal and personal matters were discussed.
4.RISE AND REPORT
A motion to rise and report was moved and carried at 9:25 p.m..
RECOMMENDATION:
That the motion approved at the 2008 August 26 in-camera meeting related to a personal matter
be approved.
JAMES STEWART
Chairperson
ADJOURNMENT
The meeting adjourned at 9:45 by motion of J.Stewart,seconded by R.Tisdale.
CONFIRMED
Chairperson
2008 August 26...5
The following recommendations of 2008 July 24 were approved by electronic vote as follows:
That the tender received on 2008 July 23 from PK Construction Inc. for $10 014 131 excluding
GST for the construction of the New Southwest St.Thomas Elementary School be accepted,and
that the Board enter into a contract with PK Construction Inc.to construct the school.
That the Board approves the transfer of $1 875 419 from the Proceeds of Disposition Reserve
Funds to fund a portion of the New Southwest St.Thomas Elementary School project.
That the Board approves the transfer of $630 214 from the TVDSB -Other Capital Reserve Fund
to fund a portion of the New Southwest St.Thomas Elementary School project.
Electronic Vote -cont'd
YEAS:J.Bennett,T.Grant,G.Hart,P.Jaffe,S.Peters,T.Roberts,P.Sattler,R.
Tisdale
NAYS:None
ABSTENTIONS None
SUMMARY OF APPROVED RECOMMENDATIONS OF 2008 AUGUST 26
That the motion approved at the 2008 August 26 in-camera meeting related to a personal matter be
approved.
The following recommendation of 2008 July 24 was approved by electronic vote as follows:
That the tender received on 2008 July 23 from PK Construction Inc.for $10 014 131 excluding GST for
the construction of the New Southwest St.Thomas Elementary School be accepted,and that the Board
enter into a contract with PK Construction Inc.to construct the school.
That the Board approves the transfer of $1 875 419 from the Proceeds of Disposition Reserve Funds to
fund a portion of the New Southwest St.Thomas Elementary School project.
That the Board approves the transfer of$630 214 fromthe TVDSB - Other Capital Reserve Fundtofund
a portion of the New Southwest St.Thomas Elementary School project.
YEAS:J.Bennett,T.Grant,G.Hart,P.Jaffe,S.Peters,T.Roberts,P.Sattler,R.
Tisdale
NAYS:None
ABSTENTIONS None