2/12/2008 - Regular Board MeetingC)
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
2008 FEBRUARY 12,7:00 P.M.
BOARD ROOM.EDUCATION CENTRE
AGENDA
V-verbal
M -material
1.CALL TO ORDER V
2.O CANADA V
3.SPECIAL MUSICAL PRESENTATION -Huron Heights French Immersion Public
School,London V
4.APPROVAL OF AGENDA M
5.OFFICIAL RECORD M
6.RECOGNITIONS
a.Dylan Gibson,Southside P.S.,Woodstock V
7.CONFLICTS OF INTEREST V
^8. CHAIR'S ANNOUNCEMENTS V
I
9.DIRECTOR'S ANNOUNCEMENTS V
10.PRESENTATIONS
7:15 p.m.a. D.Reycraft,County of Middlesex M
7:25 p.m.b. A.Bannister,County of Middlesex M
11.MINUTES OF THE 2008 JANUARY 22 REGULAR BOARD MEETING AND
2008 JANUARY 08 REGULAR BOARD MEETING M
a.Confirmation of Minutes of 2008 January 22
b.Business Arising from the Minutes
c.Confirmation of Amended Minutes of 2008 January 08
12.STUDENT TRUSTEES'UPDATE V
13.REPORTS FROM THE ADMINISTRATION
a.Monthly Financial Reporting M
b.Northeast Woodstock Holding Zone M
c.Long-Term Financing Arrangements M
14.REPORTS OF COMMITTEES
a.Special Education Advisory Committee,2007 December 04 M
b.Capital Planning Advisory Committee Regional Reports (to be faxed prior M
to the meeting)
c.Policy Working Committee,2008 January 22 M
d.Budget Advisory Committee,2008 January 29 M
e.Budget Advisory Committee,2008 February 04 M
f.Chairs'Committee,2008 February 06 M
15.COMMUNICATIONS
a.Ontario Public School Boards'Association -Update V
b.Tollgate Central French Immersion Parent Council M
16.NOTICE OF MOTION
17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
18.ADDITIONAL ITEMS
19.QUESTIONS/COMMENTS BY MEMBERS
20.ADJOURNMENT
r \
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING,PUBLIC SESSION
2008 FEBRUARY 12
The Board met in regular session on 2008 February 12 in the Board Room at the Education Centre,meeting
in public session at 7:05 p.m. to 9:45 p.m. The following were in attendance:
TRUSTEES
P.Sattier (Chair)
J.Bennett
S.Doub
F.Extey
T.Grant
G.Hart
IVl.Hendricl<
P.Jaffe
K.Patterson
8.Peters
ADMINISTRATION AND OTHERS
B.Tuclter S.Hughes
K.Dalton M.Moynihan
B.Greene M.Smith
M.Sereda B.Sonier
C.Bourbonnais-MacDonald P.Tufts
L.Griffith-Jones B.Wagner
•8.Polhili
T.Roberts (-7:55)
J.Rowe
J.Stewart
R.Tisdale
K.Bushel!
S.Christie
C.Dennett
K.Meeson
G.Owens
W.Scott
1.CALL TO ORDER
Board Chairperson Sattier called the meeting to order at 7:05 p.m.
2.13.O CANADA AND MUSICAL PRESENTATION
The appreciation ofthe Board was extended to the Huron Heights French Immersion Grades 2,3 and
6 Choir of London and Conductors Suzanne Mercler and Selena Horrell, for leading in the singing of
O*Canada and performing two musical selections.
4.APPROVAL OF AGENDA
The agenda was amended to consider the Budget Advisory Committee Reports of 2008 January 29
and February 04 (items 14.d.and e.) following Section 11.The agenda,as amended,was approved
on motion of T.Grant,seconded by S.Peters.
5.OFFICIAL RECORD
8.Christie,Supervisor -Corporate Services,read the following official record into the minutes:
We regret to record the deaths of Frank DeLuca,a teacher at Huron Park Secondary School,
Woodstock,on 2008 January 24;and Pat Smith,former Trustee and Chairof the Thames Valley
District School Board on 2008 January 27.
6.RECOGNITIONS
a. DYLAN GIBSON,SOUTHSIDE P.S.,WOODSTOCK
Superintendent M.E.Smith introduced Dylan Gibson,an 8-year-oId student from Southside P.8.,
Woodstock.Dylan was recognized and applauded by the Board for his quick action and heroic
action in saving a little girl from drowning.Dylan, while staying at a hotel during a hockey
tournament,recognized that the little girl was in danger and quickly pulled her from a hot tub.
7.CONFLICTS OF INTEREST -
No conflicts of interest were declared.
8.CHAIR'S ANNOUNCEMENTS -none
2008 February 12...2
9.DIRECTOR'S ANNOUNCEMENTS
Director Tucker explained that Exec.Supt.L. Eliiott and Supt.V.Neiisen were attending a seminar
in Toronto.Supt.K.Wilkinson also sent regrets to attend to a personal matter.Director Tucker
welcomed Barb Sonier and Mary Ellen Smith to their first official Board meeting as Superintendents
of Education.
10.PRESENTATIONS
a.D.REYCRAFT,COUNTY OF MIDDLESEX
Doug Reycraft, Mayor and Councillor of Middlesex County,presented information on the value
of small schools in single-school communities.
He referred to the Board's recommendation of establishing 11 Accommodation Review
Committees in addition to the 10 currently in place. He commented on the frustration being
experienced by a growing number of students,parents and communities in the rural areas within
the TVDSBjurisdictionat the prospect of another accommodation study less than five years after
the last one.
MayorReycraft expressed concern about the negative impact on students and communities when
elementary and secondary schools in single-school communities are closed.He distributed and
referred to recently-published research related to the value of small schools in rural communities
including The Hobbit Effect:Why Small Works In Public Schools and Education on a human
scale:Small rural schools in a modern context.
Mayor Reycraft noted that the previous accommodation review recommended that all four
secondary schools in West Middlesexremain open. He emphasized that Glencoe District High
School has 155 vacant pupil spaces which equates to 1.2 percent ofthe Board's total of 13,009.
He noted that Glencoe DH has a 91 percent graduation rate, 18 percent higher than the system
graduationrate of77 percent. Glencoe DH is strongly supported bythe community and alumni
associations that contribute more than $30 000 in awards at the annual commencement
exercises.
Mayor Reycraft concluded by urging the Board not to approve another accommodation review
of Glencoe District High School and requested that the current review be completed and
recommendations considered by the Board before any further action is considered.
b. A.BANNISTER,COUNTY OF MIDDLESEX
Albert Bannister,Warden,MiddlesexCounty,presented information supporting the need forrural
schools to remain open as part of the community fabric.
Warden Bannister noted that the growth of the urban communities has created some need for a
school accommodation review. He commented on the positive aspects ofraisingand educating
children in a rural environment as well as the overall good which comes from healthy,vibrant,
rural communities.
He referred to the Ontario Rural Council's recent announcement of a conference in 2008 March
for rural Ontario stakeholders.He requested that the Board look at the rural areas of Ontario
especially related to community capacity building and rural/urban issues and linkages.
ChairSattlerextended appreciation tothe presenters and explainedthatanyactionrelatedtothe
presentations from Southwest MiddlesexCounciland Countyof Middlesexwouldoccur at the
2008 February 26 meeting under "Business Arising"and wouldbe conveyed to them.
^2008 February 12...3
^11.MINUTES OFTHE2008 JANUARY 22 REGULAR BOARD MEETING AND 2008 JANUARY 08
REGULAR BOARD MEETING
a.CONFIRMATION OF MINUTES
The minutes of the Regular Board Meeting,2008 January 22 were adopted on motion of T.
Roberts,seconded by R.TIsdale.
b.BUSINESS ARISING FROM MINUTES -none
c.CONFIRMATION OF AMENDED MINUTES OF 2008 JANUARY 08
Chair Settler requested a motion to approve the correction to the 2008 January 08 minutes under
item 10.a."Thames Valley District School Council".The minutes,as amended,were adopted on
motion of G. Hart,seconded by P.Jaffe.
12.STUDENT TRUSTEES'UPDATE
Student Trustee Rowe reported that the Student Advisory Committee (SAC)met on 2008 January 31
and although it was poorly attended,the students present had many good opinions.The main focus
of the meeting was the use of a student survey that would engage students in the Director's entry
plan.
He advised that many of the students at the January meeting had not attended the previous meeting
which indicates that their communication efforts are working. He noted that Trustee Tisdale,Supt.
Griffiths-Jones and Director Tucker also attended the meeting.
Director Tucker outlined that a brief survey prepared by Research and Assessment would provide
student council presidents and student leaders with an opportunity to elaborate on their Thames
f Valley experience.When the input has been accumulated,students would,with other Board
personnel,have an opportunity to discuss the results.As well,StudentTrustees Patterson and Rowe
would present this data to the Board.
Trustee Rowe advised that Information packages regarding the 2008 Student Trustee elections were
mailed on 2008 February 04.Arrangements have been made for attending a Secondary School
Principals'meeting In February in order to increase the awareness of the student survey and Student
Trustee election process.He noted that the next SAC meeting will be scheduled following the March
and Easter breaks.
13.REPORTS FROM THE ADMINISTRATION
a.MONTHLY FINANCIAL REPORTING
K.Meeson,Manager,Financial Services,presented the month-end financial report as at 2007
December 31. The update included the year-to-date activity, the summary of revenues,
expenditures by expenditure type,expenditures by area,and expenditure type.
b.NORTHEAST WOODSTOCK HOLDING ZONE
K.Dalton, Executive Superintendent,Operations Services,opened the discussion on the report
recommending a holding zone be created In north-east Woodstock to address population grovrth
at Algonquin Public School.
G.Owens,Planning Officer,explained that Algonquin Public School is located in north-east
Woodstock ina high grovirth area ofthe City.It has a current population full-time equivalent (PTE)
of 531 and is slated to continue to grow over the next five years.
^^Trustees were advised that an eight-room addition was completed in2007 December to replace
(,an existing six-room portapak.Withthat addition and expected population growrth over the next
nine months,the school will be at capacity in 2008 September.When the addition was proposed
to the community,it was indicated that the intent was to "right-size" Algonquin for the foreseeable
future.Because of the relatively small size of the site,no more permanent additions were
planned for Algonquin Public School.
2008 February 12...4
13.REPORTS FROM THE ADMINISTRATION,cont'd
b.NORTHEAST WOODSTOCK HOLDING ZONE,cont'd
The community is aware that there is potentialfor one or two portables to address short-term
peaks in population.The school is at capacity with approximately 25-30 per cent of the
subdivision development yettobe completed.Forthisreason itIs important tocreate a holding
zone to allow students toattendanother school In the area and notfurtherimpactthe capacity
of Algonquin Public School.
Mr.Owen advised that Springbank Public School is also located in the north-east section of
Woodstock and south of Algonquin Public School.Its current enrolment is 239 FTE. Its
population pattern is consistent with the majorityof elementary schools in the District.The
numberofstudents in the junior and,particularly,Intermediate grades are significantly greater
than those in the early years and primarydivision. Atits current rate of decline, the school will
have a population of 200 or less withintwo years.
Springbank Public School has been identified as part of the proposed second round of
Accommodation Review Committees (ARCs),along withHillcrest Public School,D.M.Sutherland
PublicSchool and Northdale PublicSchool InWoodstock. Whilethere is potential, should that
ARC result ina Board decision to close Hillcrest Public School,fora boundaryadjustment to
move some Hillcrest students to Springbank.that number would essentially offset the decline in
population at Springbank Public School.
With that in mind,designating Springbank Public School as the home school for students in the
holding zone in north-east Woodstock wouldprovide a relatively close,positive alternative forthe
families. The populationgrowthinthe holding zone will be gradual fora three tofive-yearperiod
and,at its peak,will amount to 60-85 students.
The impact at Springbank PublicSchool will be the additional twotofour portables over time and
the need for a designated school bus drop off area.
A public meeting was held on 2008 January 10 to discuss the Issue.A small committee
comprised of two parent representatives for each school brought Issues and questions for
discussion.Approximately 15 additional members of the public attended as well as the two
principals. The school councils of each school had received the maps outlining current
boundaries and the proposed holding zone in2007 December. Each council solicited opinions
from their constituent groups.
There was unanimous agreement for the proposed holding zone boundary. A number of
recommendationswere put fonward andare included In thisreport. Itwas notedthatcreatingthe
holdingzone in2008 February will allowplanningforstaff for the 2008-09 school year.
Anadditionaltwotofour portables will be required over the next three tofive years regardless of
the designation of the holding zone.There will also be transportation costs to bus students to
Springbank Public School. A full size bus would not be required during the early stages ofthe
developmentofthis area ofthe subdivision.The timeline forthe designationofthe holding zone
is to be effective 2008 February 12.
RECOMMENDATIONS:
1.That a holdingzone be created in Northeast Woodstock as of2008 February 12.
^,2008 February 12...5
13.REPORTS FROM THE ADMINISTRATION
b.NORTHEAST WOODSTOCK HOLDING ZONE -cont'd
Recommendations -cont'd
2.That the holding zone boundaries be defined as:
West Boundary - a line proceeding north from Devonshire Avenue and along the rear
property lines of houses facing Spitfire Street(and south of Hummingbird Crescent);east
along the rear property lines of homes facing north on Anzio Road (and west of Spitfire
Street)to Spitfire Street;north along the west boundary ofSpitfire Street;west along the rear
property lines of homes facing south on Anzio Road (and west ofSpitfire Street);northwest
along the rear property lines of homes on Parrott Place and Spitfire Street to the rear property
corner of the most easterly house on Dutton Way; north along the east property line of the
most easterly house on Dutton Way; north along the west boundary ofSpitfire Street across
Springbank Avenue to the rear property corner of the most easterly house facing south on
Springbank Avenue whose east boundary line Is on the west side of Spitfire Street;west
along the rear boundary lines of those properties facing south onto Springbank Avenue;north
along the rear property lines of houses on Spitfire Street and Tatham Street to the rear
boundary lines of houses facing Munnoch Boulevard;east along the rear boundary lines of
houses facing Munnoch Boulevard to Spitfire Street;north along the west side of Spitfire,
past the end of Spitfire Street ending at Township Road 3.
North Boundary -Township Road 3.
East Boundary-the survey line designating property to the west of the line as residential and
property east of the line commercial/Industrial.
South Boundary -Devonshire Avenue.
3.That Springbank Public School be the designated home school for elementary students in
the North-east Woodstock holding zone.
4.That students residing in homes within the proposed North-east Woodstock holding zone,
and currently enrolled at Algonquin Public School,be allowed to choose to attend either
Algonquin Public School or Springbank Public School.
5.That,once made,the decision to attend either Algonquin or Springbank Public School is
made that decision Isa commitment to that school as the home school (Springbank being the
designated home school for elementary students in the North-east Woodstock holding zone).
6.That Springbank Public School will be the home school for children residing In the North-east
Woodstock holding zone and not enrolled at Algonquin Public School as of February 12.
7.That transportation be provided for students from the Northeast Woodstock holding zone to
Springbank Public School.
8.That a review of the student populations at Algonquin and Springbank Public Schools occur
in three to five years In order to review the continued need for the North-east Woodstock
holding zone.
Recommendations 1,2,3,4,5, 6 and 8 were adopted on a motion by G. Hart,seconded by J.
Stewart.The following motion was moved by G. Hart,seconded by J.Stewart and carried:
That recommendation 7 be amended to include the wording:"at the beginning and end of the
normal school day.No noon hour transportation will be provided for Early Years students".
Amended Recommendation 7 was adopted on motion of G. Hart,seconded by J.Stewart:
That transportation be provided for students from the Northeast Woodstock holding zone to
Springbank Public School at the beginning and end of the normal school day. Nonoon hour
transportation will be provided for Early Years students.
2008 February 12...6
13.REPORTS FROM THE ADMINISTRATION -cont'd
c.LONG TERM FINANCING ARRANGEMENTS
Exec. Supt. B.Greene Introduced the report on Long-Term Financing Arrangements.
K.Meeson,Manager,Financial Services,advisedthat approval isnecessary to provide authority
for the transition from the current short-term financing arrangement for Good Places to Leam
(GPL)and PrimaryGlass size capitalexpenditures to the long-termfinancing arrangement with
the Province of Ontario.She sought approval to participate with other school boards in the
provincial long-termfinancing arrangement through the Ontario Financing Authority (OFA).
On2007 November 15,the Ministry ofEducation released Memorandum2007:SB32"Long-Term
Financing Arrangements,"announcingthe intenttopermanentlyfinancethe balance of Stage 1
Good Places to Learn,Stage 2 expenditures to 2007 August 31 and other capital expenditures
Including PrimaryClass Size. The Board's participation inthe long-termfinancing arrangement
through the Ontario Financing Authority(OFA)consists of:
Good Places to Learn
-Balance of Stage 1 $17,099,079
Stage 2 (Expenditures to 2007 August 31)8,386,928
Primary Class Size 7.371.202
Total Long-Term Financing $32.857.209
Manager Meeson also referred to additional documentation that Included By-Law # 7, Loan
Agreement,Certificate of the Director of Education and Certificate of the Treasurer.
RECOMMENDATION:
That the Board approve By-Law # 7 to authorizea loan from the Ontario Financing Authority
(OFA)inthe principal amount of $32,857,209 pursuant to a loan agreement under Section 12 of
Ontario Regulation 466/97.
The recommendation was adopted on motion of F.Exiey,seconded byJ.Stewart.
^2008 February 12...7
14.REPORTS OF COMMITTEES
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE 2007 December 04
12:20 p.m.-2:57 p.m.
Members
J.Bennett,Trustee (Chair)
T.Grant,Trustee A.Loebus,London Down Syndrome Association
R.TIsdale,Trustee A.Morse,Easter Seal Society
M.Barbeau,VOICE for Hearing Impaired Children C.Thammavongsa,(alt.)Association for Bright
(+i2::43 p.m.)Children
B.Booking (alt)Thames Valley Children's Centre s.Wilson,Community Living Education
J.Gritzan,Thames Valley Children's Centre Committee
B.Harvey,Epilepsy Support Centre
Administration and Others
S.Hughes Superintendent of Education V.Tow/ell,(Alt)Secondary School
P.Cook,Elementary Principal Vice-Principal
R.Salazer,Learning Supervisor,Program Services
Regrets:D.Ensing,Association for Bright Children,M.Masters (alt)Integration Action for
Inclusion London Chapter (lAI).,B.Montmlny,Madame Vanier Children's Sen/,C.Walker,
Thames Valley District School Council
Absent:D.Almost,Ontario Assoc.For Families of Children with Communication Disorders,
E. Karry,Children's Aid Society of London and Middlesex,D. Lee,Learning Disabilities
Association - London Region (LDA-LR),G.McGahey,Chippewas of the Thames First
Nation Board of Education,J.VanBommel,Secondary Vice Principal
Guests:Jeanette Johnston,Principal,JP Robarts PS (Learning Supervisor Special
Education -January),J.Verbakel,Learning Supervisor,Program Services,J. Davis,
STEPS Team Leader
1.CALL TO ORDER
The meeting was called to order at 12:20 p.m. in the Katherine Harley Room at the Education
Centre.
2.CONFIRMATION OF AGENDA
The motion to approve the agenda was carried.
A.Morse raised the issue that a portion of the SEAC meetings were to be held in the evening
in order that all members would have a chance to attend the meeting.The followingSEAC
meetings have been scheduled for evening meetings:.
Monday,2008 March 03, 7:00 p.m. London Room,Education Centre
Monday,2008 May 05,7:00 p.m. London Room,Education Centre
3.CONFLICTS OF INTEREST
There were no conflicts of Interest declared.
4.REPORT OF MEETING FROM 2007 NOVEMBER 6
The motion to approve the report of the 2007 November 06 meeting was carried.
5.ASSESSMENT FOR LEARNING
J.Verbakel,Learning Supervisor,Program Services joined the meeting and provided a power
point presentation on Assessment for Learning,Creating a Culture of Change.
20Q8 February 12...8
14.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE-cont'd
6.UPDATE ON SPECIAL EDUCATION PLAN REVIEW COMMITTEE
Supt.8.Hughes distributed a handout on the progress of the Special Education Plan Review
Committee in developing amendments to the Plan.A copy of the multi-sourced support
model was also distributed to the committee for feedbacl<.
7.MENTAL HEALTH AND WELLNESS COMMITTEE UPDATE
Supt.Hughes advised that ifthe Mental Health and Wellness Committee submits a concrete
plan to the Trustees,they will consider providing funding. He described the work completed
at the November 27"'meeting.
8.SUSPENSION /EXPULSION DATA-deferred until February meeting.
9.INCLUSIONARY COMMITTEE UPDATE
Supt.Hughes provided information on the last meeting of the Inclusionary Committee.P.
Glllis advised that the committee would be meeting again this week and that a report could
come to SEAC in 2008 January.
10.OPA REPORT
R.Salazer provided a power point presentation regarding the Ontario Psychological
Association Report.
11.STEPS PROGRAM -CHANGES IN OXFORD
J.Davis,STEPS Team Leader,distributed information on the purpose/mandate of the
STEPS Success Behaviour Resource program and described changes in the delivery of the
STEPS program in Oxford County to align with Middlesex County and the City of London.
Responding to Chair J.Bennett's question of the timeframe since the last review of the
STEPS Program,it was suggested that the review take place in the new year.
12.DISABILITY AWARENESS EVENT
Supt.Hughes provided information on a Disability Awareness event that is being held at the
Hamilton Convention Centre on January 26.
13.COMMITTEE UPDATES
A.Morse advised that the webcast was available until the end of October.She will provide
members with a copy upon request or it can be downloaded from the OAFCC.com website.
B. Hoffman advised that Dr.Szazamia will be the guest speaker for the Autism Society on
2008 May 05.Additional details will be received as the event draws closer.She noted that
the Proposal for RealizingPotential Program has received fundingfor a Parent Pamper Day
on 2008 January 12.
Trustee Grant reported January in Elgin targeting students have social functioning issues.
She requested that members contact her regarding ideas for establishing a social skills
program.
14.FUTURE AGENDA ITEMS
Suspension /Expulsion data - S.Hughes -2008 February,
PPM 140 / PPM 141 /Bill 212 -February (Global overview of new legislation)S.
Hughes
Shared Solutions -2008 February.
v..
2008 February 12...9
14.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE-cont'd
15.FUTURE MEETING DATES
The following committee meetings were scheduled:
2008 Januarys,lunch -11:45 a.m., meeting - 12:15 p.m., LondonRoom
2008 February 5, lunch -11:45 a.m.,meeting 12:15 p.m., ElginRoom
2008 March 3,7:00 p.m.,London Room
2008 April 1, lunch -11:45 a.m., meeting -12:15 p.m.,Katherine HarleyRoom
2008 May 5,7:00 p.m.,London Room
2008 June 3,lunch -11:45 a.m.,meeting -12:15 p.m.,London Room
16.ADJOURNMENT
A motion to adjourn at 2:57 p.m.was carried.
J.BENNETT.
Chairperson
b.REPORT OF THE CAPITAL PLANNING ADVISORY REGIONAL COMMITTEES
2008 January 21,23
PRESENT
VOTING MEMBERS TRUSTEES ADMINISTRATION AND
Elgin Middlesex OTHERS
C.Berwick C.Anger Elgin
D. McKillop K.Aranha F.Exiey (Chair)Elgin Middlesex
J.Rowe 0.Cannon T.Grant B.Wagner P.Tufts
L.Stevenson A.Morell K.Wilkinson B.Greene
0.Walker J.Osborne London K.Bushell K.Bushell
0.Webb K.Patterson P.Sattler (Chair)S.Christie S.Christie
J.Wilson J.Rowe P.Jaffe
B.Tichenoff 8.Polhill London Trustee Visitor:
N.Wright T.Roberts K.Dalton T.Grant
R.Tisdale L.Elliott
London Oxford L.Griffith-Jones Oxford
C.Cassidy B.Ball Regrets:B.Greene J.Empringham
M.L.Cunningham S.Davis J.Bennett M.Sereda M.E.Smith
A.Leduc D.Doan M.Hendrick C.Bourbonnais-N.Moulton
P.Mack Z.Engel K.Patterson MacDonald
M.Moffatt D.Fushlno S.Hughes
J.Scott D.Gardham Middlesex M.Moynihan
J.Shewfelt R.Gordon S.Peters (Chair)V.Nielsen
A.Welch B. Hopkins B.Sonier
M.Wood J.Schwartz Oxford C.Bear
G. Hart (Chair)G.Owens
J.Thorner J.Stewart
2008 February 12...10
14.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE CAPITAL PLANNING ADVISORY REGIONAL COMMITTEES -cont'd
Regrets:
Elgin Middlesex
D.Guernsey D.Relche
J.Hanbuch S.Weaver
N.McDougall
G.Scoyne London
D.Reich B. Boyd
S.Weaver R.Caranci
M.Ferenczy
Oxford T.Jones
B.Feeney C. Langille
S.Molnar C.Miller
K.North
The following isthe report ofthe four regional Capitai Planning Advisory Committee (CPAC)sub
committee meetings held on 2008 January 21 (London,Oxford and Middlesex)andJanuary23
(Elgin).Detailed reports ofthe meetings are available on the Board's website under Capital
Plan/Reports.
1.WELCOME AND INTRODUCTIONS
The sub-committee Chairs welcomed those in attendance and requested that members
introduce themselves and indicate their area of representation.
2.APPROVAL OF THE AGENDA •
The agendas were approved by motion.
3.MINUTES OF THE 2007 DECEMBER 06 CPAC MEETING
It wasnotedthatthe minutes oftheDecember 6,2007,Capital Planning Advisory Committee
meeting are posted on the Board's website. The process approved by trustees for
considering pupil accommodation issues was described.It was notedthat,In the process,
the Administration was directed to prepare an annual report each November with
recommendationsfor Accommodation ReviewCommittees (ARCs)tobe established in the
following year. In September,the mandate ofCPACwas changed to create a new rolefor
the committee - toseek feedback from the broader community onthe administrative report
on accommodation and to provide advice to the Board on the staff recommendations and
future capital planning directions.
At the December 6 meeting.Chair Sattier asked each regional CPAC to consult with the
stakeholders they represent,consider the recommendations specific to their region and report
back to the Board. She notedthisdoes not preclude CPACs giving adviceon other areas
ofthe region that the sub-committeefeels deserves study. As of November 27,11 ARCs
were proposed by the Administration for consideration.
4.OVERVIEW OF CPAC DOCUMENTS
Thedocumentspreparedsincethecommittee's inception were highlighted.Itwas notedthat
these resourceswere distributed to CPAC membersvia email In earlyJanuary.It was noted
that they are also available on the Board's website at:www.tvdsb.on.ca/Board/Capital
Plan/Regional Reports and Resources/Resources.
2008 February 12...11
r
^^14. REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE CAPITAL PLANNING ADVISORY REGIONAL COMMITTEES -cont'd
5.REVIEW OF ADMINISTRATIVE REGIONAL RECOMMENDATIONS
Each regional committee considered the administrative recommendations for their area.
Copies of pertinent maps were available for reference.A description of each ARC can be
found in the 2007 November 27 report to the Board,attached as Appendix A.
Members were advised that Phase 2 will not be implemented all at once but will be phased
in as current ARCs conclude.While priorities In Phase 1 surrounded prohibitive to repair
buildings,Phase 2 will look to enrolment decline and empty pupil places as the priority in
proposing the ARCs.The Administration is looking to significantly decrease empty pupil
places in order to consolidate students in a way that takes up empty pupil places and
increases program opportunities where possible.
At the Elgin meeting,Supt.K.Wilkinson advised that three schools have been declared
prohibitive to repair (PTR) -Elmdale PS,Myrtle Street PS and Wellington Street PS.Atotal
of $7M in capital funding is available to assist with schools In the south.She advised that
many of the principles for planning for students are being applied to the St.Thomas and Elgin
County area.These include programming for schools from JK-8 and ensuring that French
Immersion can be housed in a single site.ItIs a priority that as accommodation issues are
addressed.PTR schools are also addressed.
In response to a question at the London meeting,it was clarified that the Ministry determines
a school's on-the-ground capacity (OTG), from the loading per classroom,based on grade
level.An average of 23:1 Is used;the library,gymnasium,and Instrumental music have no
^loading andone learning resource room is allowed.All other rooms are deemed tobe able
to accommodate 23 students.In elementary schools,only elementary students can
contribute to the capacity of the school;adult ESL students cannot be included.
Onty the Best Start program is recognized by the Ministry as a partnership that reduces
surplus capacity.It was clarified that the onlyways to eliminate the excess spaces in the
Board's total OTG capacity are to demolish,close or sell the building.The rental of part of
a building does not generate sufficient revenue to match the pupil funding dollars.The
capacity ofall schools withinan 8 km area are taken into account in allocations of new capital
funding (to purchase land or builda new school).Maintaining excess capacity disqualifies
the Board from accessing new capital dollars to address pressures in pocket growth areas.
6.ADVICE TO BOARD ABOUT ADMINISTRATIVE REGIONAL RECOMMENDATIONS
a.Potential Benefits to Students of Proposed ARCs
Each committee considered the benefits to students related to the proposed Phase 2
ARCs and discussed their support.
i. Elgin
An update on the condition of the buildings in the recommended elementary ARC
was requested.Manager K.Bushell Indicated that it may be possible to nominate
Balaclava PS as a Prohibitive to Repair school noting the heating plant and fire alarm
are concerns.The school is on a limited lot and would be costly to bring up to
standard.Locke's PS has a large lot;the building is good and the program is
acceptable.There are no major issues that cannot be maintained.Edward Street
PS has had work done on the building and is a solid building.Renewal issues would
^be addressed with the addition.The gymnasium and library resource are smaller
[areas and would be brought up to standard on renovation.It was felt that students
at Balaclava PS could be better served in a larger facility.
2008 February 12...12
14.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE CAPITAL PLANNING ADVISORY REGIONAL COMMITTEES -cont'd
6.ADVICE TO BOARD ABOUT ADMINISTRATIVE REGIONAL RECOMMENDATIONS -
•cont'd
a.Potential Benefits to Students of Proposed ARCs,Elgin -cont'd
The following recommendation was moved and carried:
That the Accommodation Review Committee consider closing Balaclava Street PS
and consolidatingitscurrent catchment area through boundary changes to Edward
Street and Locke's PS with an addition to Edward Street to accommodate additional
students,enhance program and the expansion to grade 8.
Itwas suggested that a single storey school be constructed,itwas questioned if
there would be consultation with the City Works Department regarding municipal
costs to look for a mechanism to plan needs.It was confirmed that these
discussions will take place ifthe ARC is approved. Chair Exley indicated that the
public is invited to provide input to the recommendations of the ARC.Balaclava
Street PS has been identified forclosingto provide a morecomprehensive learning
experience of the students.
The following recommendation was approved after a lengthydiscussion:
That the Accommodation Review Committee consider building a newsecondary
school in north -east St.Thomas and consolidating the current catchment areas of
ArthurVoaden SS and Central Elgin Cl through boundary changes to all three
current secondary schools.Following construction ofanewconsolldated school, the
current Arthur Voaden and Central Elgin buildings would close.
ii.Middlesex
Anoverview ofthe system elementary and secondary school student enrolment as
at October 31,2007 was distributed.It was noted that East Williams PS had an
additionand facility enhancement in2005. Afterconsideration of Including Oxbow
PS in the proposed accommodation review, the following motion was moved and
carried:
That the Accommodation Review Committeeconsider closing McGlllivray
Central and consolidate theircurrent catchment area through boundary
changes to East Williams Memorial and Parkhill-West Williams Schools.
The views of the school community In having an addition built at Strathroy to
accommodate students in the main school rather than in portables,to have them
safe and able to access programs In one facility were voiced. K.Bushell described
the additions to Strathroy DCl of over 400 OTG.
It isanticipatedthat the OTGwould accommodate Incoming students at West Elgin
SS.Supt. P. Tufts noted the difference In program offerings in grades 11 and 12 at
the larger secondary schools and advised that the additions to Strathroy DCl will
accommodate students who previously travelled to London for these specialized
programs.Video conferencing of classes at Glencoe DHS was described.
Future plans for expanding the French Immersion program were discussed.If the
provincial government moves forward with full-day Junior Kindergarten,full-time
French Immersion forJK will alsobeconsidered recognizing the pressures for space
that will arise.The Board will review it If and when full-time JK is mandated.It was
suggested that the recommendations go to an ARCfor consideration and public
Input.
(
2008 February 12...13
14.REPORTS OF COMMITTEES
b.REPORT OF THE CAPITAL PLANNING ADVISORY REGIONAL COMMITTEES -cont'd
6.ADVICE TO BOARD ABOUT ADMINISTRATIVE REGIONAL RECOMMENDATIONS - a.
Potential Benefits to Students of Proposed ARCs,Middlesex -cont'd
Aftera lengthy discussion,the following motion was approved:
That the Accommodation Review Committee consider closing Glencoe DHS,
consolidate its current catchment area through boundary changes to West Elgin
88 and Strathroy DCl with a major program enhancement addition and
renovations for West Elgin 88.
iii.Oxford
The survey results that had been sent to school councils regarding the three
recommendations were summarized.Harris Heights and Princess Anne Public
Schools responded in favour of a review of the Ingersoll schools as both these
schools are to capacity.Victory Memorial PS has concerns but felt they could be
addressed through an ARC process.
It was noted that the recommendation related to A.J.Baker PS was not supported
by trustees at the last round of ARC's as that would have meant four ARC's
underway in Oxford County.Trustees wanted to ensure that a thorough study would
be conducted on all ARC's and determined not to proceed with the A.J.Baker
recommendation at that time.It was suggested that A.J.Baker not be considered
inthis round ofARC's or be considered a low priority.Itwas noted that the school
is not eligible for prohibitive to repair funds.
It was questioned if the elementary Woodstock schools,being considered for this
ARC,could sustain themselves in the future.Supt.J.Empringham Indicated that as
enrolment declines,students could be accommodated within four schools instead of
the five buildings,it was noted that Springbank PS would support taking additional
students from Hillcrest PS and D.M.Sutherland PS would also benefit from
additional students If Hillcrest were to close.
Support was given by the Oxford committee to moving forward with the following
accommodation reviews:
A..J.Baker,Zorra Highland and Thamesford Public Schools;
Beachville,Harris Heights,Princess Anne,Princess Elizabeth,Victory Memorial,
Westfield Public Schools;
Hillcrest,D.M.Sutherland,Northdale,Springbank Public Schools.
iv.London
The uniqueness of the Lome Avenue PS community which increases the complexity
of this ARC was noted.Chair Sattler clarified that CPAC support for the
establishment of an ARC does not necessarily mean support for the Administrative
recommendation.She advised that CPAC reports to the Board.Trustees may then
refer CPAC recommendations to Administration for further comments,information,
and/or review.
It was suggested that CPAC advise the Board that they support a study in this area
but do not support the administrative recommendation,recognizing the concern over
declining enrolment and the unique services provided in the Lome Avenue
community. Aftera lengthy discussion,a motionto establish the Bishop Townshend
PS/Lorne Avenue PS/St.George's PS ARC was defeated.
2008 February 12...14
14.REPORTS OF COMMITTEES
b.REPORT OF THE CAPITAL PLANNING ADVISORY REGIONAL COMMITTEES -cont'd
6.ADVICE TO BOARD ABOUT ADMINISTRATIVE REGIONAL RECOMMENDATIONS -
cont'd
a.Potential Benefits to Students of Proposed ARCs,London-cont'd
The following motions were moved and carried:
That a Riverside Public School/Westdale Public School Accommodation Review
Committee be established.
That an F. D.Roosevelt PS/Prince Charles PS/SIr Winston Churchill Public School
Accommodation Review Committee be established.
That a Wheable Adult Learning/Ross SS/Thames SS Accommodation Review
Committee be established with a request that Administration give serious
consideration to reviewing the compositionofthisARCIn order to reflectthe unique
nature of the programs.
b.Issues of Concern about Proposed ARCs
At the Elgin meeting,concern was raised over students crossing railway tracks and
questioned any transportation provisions.Transportation would be provided for students
beyond the established walk zone or for students who may encounter hazards,e.g.
required to cross busy streets,no sidewalks,etc.The Board's Transportation
Department will conduct a study Inthis regard.
Atthe Middlesex meeting,concern over the need for portables to accommodate full-time
JK students was raised. The committee was advised that plans are underway to adapt
a room to accommodate these students IfItIs mandated by the Ministryof Education.
It was noted that no Information has been received on lower junior class sizes or the
addition of shop and family studies programs.There will need to be a large investment
to bring the facilities to Code to develop specialized space to initiate these programs.
With declining enrolment,It is anticipated that the full-time JK programs can be
accommodated.
The views of the school community in having the addition built at Strathroy to
accommodate students In the main school rather than Inportables,to have them safe and
able to access programs In one facility were voiced.The addition to Strathroy DCl of
over 400 OTG were described.
The following Issues related to the proposed Middlesex ARCS were raised:
40%of Middlesex schools are Involved In ARCs;
the length of the bus ride for DC students who currently attend Glencoe DHS;
400 should not be the enrolment figure for elementary school sizes;
cookie cutter schools should not be developed but each community's needs should
be considered;
concern over how the publicfeels about public education as a result ofthe process;
determine If publicinput will affectthe currentARCsbefore movingtothe next stage
of ARCs;
a lack of interactiveness by students In teleconferenced courses;
the diversity of the communities of the schools under consideration;
do not know what the feeder schools to Glencoe will look like.
^,20Q8 February 12...15
^14.REPORTS OF COWINIITTEES
b.REPORT OF THE CAPITAL PLANNING ADVISORY REGIONAL COMMITTEES -cont'd
6.ADVICETO BOARD ABOUT ADMINISTRATIVE REGIONAL RECOMMENDATIONS •
b.Issues of Concern about Proposed ARCs -cont'd
Manager Bushell advised that it will take 3-4 years to close a school through the
process.The ARC recommendations are the first step Ina long process notingthe
need to keep itmovingto address the accommodation concerns.Regional CPACs
may hold additional meetings ifthey feel they need more time. He described the
process of top-up funding to 80%based on OTG In the School Operations and
School Renewal grants and the funding available at an elementary enrolment of400
students.
At the Oxford meeting,concern was raised over the cost of schools to maintain the
physical plant, specifically that Victory Memorial PS would need three to five
elevators to address handicap issues and finding suitable property would be a
challenge.It was questioned whose opinion itis that a school's programming may
not be adequate or that the facilities are not suitable -the Ministry of Education,
parents,others?
It was further asked if the trustees consider community use of schools or Is it strictly
enrolment and financial data that is considered.Chair Hart responded that
community usage of schools Is Included in the template data and community values
and the role of the community are placed within the template.Financial data was
requested to assist with their discussions before prioritizing the recommendations.
It was noted that all financial data Is provided to ARC members when the ARCs are
established.
At the London meeting,it was noted that sending students to Bishop Townshend PS
would require an addition to that building while the Lome Avenue PS building could
house the entire population of Bishop Townshend without any additions.Trustee
Sattler advised that this could be an alternative for the ARC to consider should this
ARC be established.
The following questions were raised:
How much square footage is used for other purposes at Lome Avenue PS?
Would funding of government programs at Lome Avenue PS be affected by an
ARC?
If space is required for other reasons,are there clauses In their current lease
agreements In effect that would allow the program to be moved with no impact
on the government funding for that program?
Why Lome Avenue PS and St.Georges PS and not Knollwood Park,Sir John
A.Macdonald,or Lord Elgin PS?
It was noted that maps displaying proximity of other schools are available.Priority
of empty pupil places determined this administrative recommendation.
It was questioned If program or facility enhancements would be undertaken for
Thames and Ross SS.Exec.Supt.Dalton indicated neither would be required
noting an abundance of school-to-work programs at both schools.Currently,the
facilities could serve the populations well.
Are there current program faeillties at Wheable that would be disadvantaged If
moved to the Thames site?Exec.Supt.Dalton responded that all current
programmingat the Wheable site wouldbe available at the Thames site should the
school move.
2008 February 12...16
14.REPORTS OF COMMITTEES
b.REPORT OF THE CAPITAL PLANNING ADVISORY REGIONAL COMMITTEES -cont'd
6.ADVICE TO BOARD ABOUT ADMINISTRATIVE REGIONAL RECOMMENDATIONS,
cont'd
b.Issues of Concern about Proposed ARCs,cont'd
Concern was expressed about the Ross and Thames SS student bodies being housed
in one building. It was also noted that Ross is on a year-round calendar while Thames
is on the conventional 10-month school-year calendar.
Concern about the ability to deliver appropriate programming for the large number of
combined Ross and Thames students was raised.Exec.Supt.Dalton confinned that
class size maximumswouldbe maintained. Regionaltechnical service centres are being
developed throughout the system,e.g.,Strathroy DCI starting September 2008 and
potential sites in Woodstock and St.Thomas in the future.Students from these areas
currentlyattending school inLondonwouldthen be repatriated to the appropriate region
for technical services.
Itwas questioned howthe administrative complement withthe two amalgamated schools
would be determined. Exec. Supt.Dalton clarified that it would be determined by
enrolment and wouldresult inone Principal and one Vice-Principalforthe total campus.
The amalgamated school would still be at less than 100% capacity for the building.
Concern was expressed overthe long-term viability ofthe ContinuingEducationprogram
in Thames Valley,because of cost pressures.It was stated that "official"enrolment
numbers at Wheable are not reported and so can onlybe "estimated", notingthere are
a number of programs going on at that site and at other locations at different times.
It was noted that a holding zone has been established in the area of new construction
with accommodationdesignatedto Riverside PS until such timeas alternate facilities may
be available.Representatives of that holding zone would sit at the ARC table.
c.Other Areas for Review
At the Elgin meeting,the potential impact on declining enrolment of Westminster Central
PS was questioned.Supt. B.Wagner noted two existing populations could be
accommodated in one facility In the Belmont area. South Dorchester PS has septic
concerns,Isa JK-6 with4 portables and is over capacity.Westminster Central PS is at
76% capacityand has students froma holdingzone northofLambeth. Itisprojected that
enrolment will decline and is being considered to combine to a JK-8 school In the
Belmont area.It was noted that these schools are a point of study. The new school
would have an enrolmentof400 with some River HeightsPS students transfening as
well.There are few facility challenges other than the septic systems.
Itwas questioned if alternate education programs could be provided in the vacated
buildings as well as elementary programs at Central Elgin SS and ifthey should be
included in the accommodation review.K.Bushell advised that the buildingsare too
large to house only these programs but itis possible to submit a recommendation from
the ARC to use the buildings for this purpose.It was suggested that this information be
passed along to the ARC for consideration.
The following motion was moved and carried:
That the CEC South.secondary Accommodation Review Committee consider
providing an alternate education program at the Arthur Voaden or Central Elgin
buildings should they be vacated.
2008 February 12...17
CJ 14.REPORTS OF COMMITTEES
b.REPORT OF THE CAPITAL PLANNING ADVISORY REGIONAL COMMITTEES -cont'd
6.ADVICE TO BOARD ABOUT ADMINISTRATIVE REGIONAL RECOMMENDATIONS,
cont'd
d.Priority ARCs to be Established
Itwas suggested that the Belmont area also be considered for an ARC. Aftera lengthy
discussion,the following motion was moved and carried:
That consideration be given to the Belmont area for the next round of
Accommodation Review Committee discussions.
It was noted that the ARC, if approved,would be phased in according to the Board's
timetable.
At the Middlesex meeting,it was suggested that Colborne Street PS be considered for
an ARCnotingthe number ofportables, lackofplayground space and busing concerns."
It was suggested that Southdale PS and Colborne Street PS also be addressed and may
be subject to a future ARC includingthe French Immersion funding question.
Atthe Elgin meeting,It was questioned ifthe committee should speak on behalf of the
communities and was determined not to prioritize the ARCs.
The Middlesex committee declined to make any further recommendations concerning
ranking of the two proposed ARCs.
At the Oxford meeting,the following recommendation was moved and carried:
That the following Accommodation Review Committee scenarios be prioritized as follows:
AJ Baker,Zorra Highland and Thamesford Public Schools -Super low priority;
Beachville,Harris Heights,Princess Anne,Princess Elizabeth,Victory Memorial,
Westfleld Public Schools - High priority;
Hillcrest,D.M.Sutherland,Northdale,Sprlngbank Public Schools - Low priority.
The London committee supported the following priority rating for the three
recommended ARCs:
Riverside/Westdale PS High
F. D.Roosevelt/Prince Charles/SIr Winston Churchill PS High
Wheable/Ross/Thames PS Highest
7.ADDITIONAL COMMENTS OR QUESTIONS
At the Elgin meeting,the timeframe of the Phase2ARCs was questioned.Supt.V/ilkinson
noted that the Board is looking at two ARCs from the area now.New ARCs will not be
started until the current ones have completed their work and their recommendations have
been finalized.K.Bushell described the timelines for completing ARCs and initiating new
ones and suggested that three to five years was a reasonable timeframe.
2008 February 12...18
14.REPORTS OF COMMITTEES
b.REPORT OF THE CAPITAL PLANNING ADVISORY REGIONAL COMMITTEES -cont'd
7.ADDITIONAL COMMENTS OR QUESTIONS -cont'd
At the Middlesex meeting,It was suggested that the declining enrolment be addressed with
a broader range of tools beyond consolidationofschools, lookingto a multi-yearplan, cost
savings byemployees, arida revised funding modelbythe Ministry of Education (MOE).It
was agreed that more MOE input is required and that putting the decisions to the Board is
unfair. It was noted that public input may provide further Ideas to address the enrolment
situation.Exec.Supt.B.Greene advised that the Ontario Public School Boards'Association
has written the MOEasking that itlookat the benchmarks for funding. He noted that this is
a provincial issue rather than a local one.
At the Oxford meeting,it was noted that itis expected that by building a new school,there
would be sufficient savings over a period of time that would pay for any additions plus the
new school.Holding an ARC would allow committee members to examine and delve into the
financial rationale.It would also provide a full service program for students.Committee
members were asked to read the handout "ProgramBenefitsforStudents in Elementary
Schools of at Least 400 Students"included inthe information packages.
At the London meeting,itwas commented that having access to maps in order to consider
other areas for review In advance ofCPAC meetings would improve discussions.
ChairSattler clarified that the CPAC'sroleisto advisewhetherthe ARCshouldproceed.It
isnotan endorsement ofthe administrative recommendation, but acknowledgement thatthe
study of the identified area is warranted.
The question of whether schools will become super-saturated with children with the
consolidation of school campuses was raised.Chair Sattler clarified that the ARC reviews
the administrative recommendation with the ability toamend as deemed appropriate bythe
ARC.This is not a function of the CPAC as it does not want to do the work of an ARC in
advance of an ARC.
ChairSattler indicated that itis important forthe ARCs to move forward as the system is
getting fewer students and that reality is not changing.The CPAC's recommendation is for
further study of these areas,it is not a recommendationfor closure. Exec. Supt.Dalton
clarified that at 80% capacity, a school is considered "full"by the Ministry;below80%,
funding is impacted. Top-up funding is providedfor maintenance onlyand does not cover
all costs.
Regarding funding for additions,it was questioned if funds would be set aside now or be
based on future funding?Good Places to Learn funding is an available source as well as a
variety of other sources of funding.
Exec.Supt.Dalton outlined the program benefits for a school with 400 students.A focus
group of principals developed,the document from a program perspective with information
from Facility Services related to the building.She confirmed that there is no one Individual
class size maximum; primary class size is 20:1 with a maximum of 23;grade 4-6 has an
average class size maximum;and class size maximums at the secondary level vary
dependent on the program/course.
2008 February 12...19
14.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE CAPITAL PLANNING ADVISORY REGIONAL COMMITTEES -cont'd
8.NEXT STEPS
It was noted that the approved recommendations will be taken to the Board at its February
12,2008,Board meeting to consider establishing ARCs In Phase 2. Any further ARCs will
be phased In as the current ARCsconclude.Because empty pupil places impactthe funding
the Board receives,which affects programming for all students within the system,trustees
will make the final decision as to what will or will not occur.
It was further noted that having the square foot average costing Would be beneficial when
considering future recommendations.
9.ADJOURNMENT
The meetings adjourned by motion.
P.SATTLER,
Chairperson
RECOMMENDATIONS:
Elgin
1.That the Accommodation Review Committee consider closing Balaclava Street PS and
consolidating its current catchment area through boundary changes to Edward Street and
Locke's PS with an addition to Edward Street to accommodate additional students,enhance
program and the expansion to grade 8.
2.That the Accommodation Review Committee consider building a new secondary school In
north -east St.Thomas and consolidating the current catchment areas of Arthur Voaden SS
and Central Elgin Cl through boundary changes to all three current secondary schools.
Following construction ofa new consolidated school,the current Arthur Voaden and Central
Elgin buildings would close.
3.That the CEC South secondary Accommodation Review Committee consider providing an
alternate education program at the Arthur Voaden or Central Elgin buildings should they be
vacated.
4.That consideration be given to the Belmont area for the next round of Accommodation
Review Committee discussions.
Middlesex
5.That the Accommodation Review Committee consider closing McGllllvray Central and
consolidate their current catchment area through boundary changes to East Williams
Memorial and Parkhill-West Williams Schools.
6.That the Accommodation Review Committee consider closing Glencoe DHS,consolidate Its
current catchment area through boundary changes to West Elgin SS and Strathroy DCI with
a major program enhancement additionand renovations for West Elgin.
Oxford
7.That an A.J.Baker, Zorra Highlandand Thamesford Public Schools Accommodation Review
[Committee be established as a super low priority.
2008 February 12...20
14.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE CAPITAL PLANNING ADVISORY REGIONAL COMMITTEES -cont'd
RECOMMENDATIONS -Oxford -cont'd
8.That a Beachville,Harris Heights,Princess Anne,Princess Elizabeth, Victory Memorial, .
Westfleld Public Schools Accommodation Review Committee be established as a high
priority.
9.That a Hlllcrest,D.M.Sutherland,Northdale,Sprlngbank Public Schools Accommodation
Review Committee be established as a low priority.
London
10.That a Riverside Public School/Westdale Public School Accommodation Review Committee
be established.
11.That an F. D.Roosevelt PS/Prince Charles PS/SIr Winston Churchill Public School
Accommodation Review Committee be established.
12.That a Wheable Adult Learnlnng/Ross SS/Thames SS Accommodation Review Committee
be established witha request that Administrationgive serious consideration to reviewingthe
composition of this accommodation review In order to reflect the unique nature of the
programs.
13.That the priority rating for the three recommended ARCs be:
Riverslde/Westdale PS High
F. D. Roosevelt/Prince Charles/Sir Winston Churchill PS High
Wheable/Ross/Thames PS Highest
Trustee P. Jaffe commented that at the recent London Capital Planning AdvisoryCommittee
meeting, LomeAvenue P.S. parents expressed concern about a accommodation study because
ofthe special nature ofthe school. He stressed that the Boardneeds to maintain its credibility
by having Accommodation Review Committees (ARCs)expanded to Include all London area
schools to ensure equity In the decision-making process.He requested that the matter be taken
under advisement by the Administration.
Director Tucker stated that there are many unique school and community situations,that theARC
process Is the best vehicle for communicating to the Ministry about variables that exist as well as
being an excellent political pathway through to the Ministry from the Board. He suggested that
the ARC recommendations will provide a clear picture to the Ministry of where the Board must
go regarding accommodation issues as well as assist the Administration In focusingon priorities
for future studies.A discussion was held regarding the timeframe that would be most
advantageous for an Administrative response to the CPAC recommendations. Supervisor
Christie advisedthatany referral motion should Include aspecificdate forthereporttobebrought
back to the Board.
Trustee S.Peters expressed reservations about referring the Middlesex recommendation
contained in the Regional Capital Planning Advisory Committee report to the Administration
because ofthe poor attendance at the Middlesexmeeting and notingthat many people abstained
for voting on the recommendations.
The following motion was moved by G. Hart,seconded by P.Jaffe and carried;
That the report ofthe RegionalCapitalPlanningAdvisoryCommittees of2008 February
12 be referred to the Administrationand a report brought back to the 2008 May27 Board
meeting.
2008 February 12...21
^14.REPORTS OF COMMITTEES-cont'd
c.REPORT OF THE POLICY WORKING COMMITTEE 2008 January 22
3:05 p.m.-4:35 p.m.
MEMBERS ADMINISTRATION AND OTHERS
F.Exley (ActingChair) R.Tisdale (3:15)B.Tucker S.Christie
S.Doub T.Roberts B.Wagner B.Sonier
K.Daiton T.Wilson
D.Townsley
Regrets:J.Bennett
Trustee Visitors:T.Grant,P.Jaffe Community Visitor: A.Moreil
1.APPROVAL OF AGENDA -The agenda was approved by motion.
2.CONFLICTS OF INTEREST-none declared
3.COMMITTEE REPORT OF2007 NOVEMBER 27 AND TRACKING SHEET-provided for
information
4.INTRODUCTION OF DRAFT POLICY/PROCEDURE -none
5.CONSIDERATION OF POLICY/PROCEDURE FOLLOWING PUBLIC INPUT
a.Political/Sectarian/Relioious Advertising in Schools -Policv and Procedure
Director B.Tucker described the one comment of public input received on the
f Political/Sectarian /Religious Advertising In Schools questioning if the amendments
^would affect arrangements to hold Sunday church services in schools.Director Tucker
advised the caller that It would not.The following motion was moved and carried:
That the revised policy "Advertising and Distribution of Politlcal/Religious/Sectarian/
Commercial and Non-Commercial Material in Schools"be forwarded to the 2008
February 12,Board meeting for approval and the procedure for information.
b.Acceptance of Donations.Gifts and Equipment -Policv and Procedure
Exec.Superintendent K. Daiton reported that no public input was received on the
proposed amendments to the Acceptance of Donations,Gifts and Equipment policy and
procedure.The following motion was moved and carried:
That the revised policy "Acceptance of Donations,Gifts and Equipment"be
forwarded to the 2008 February 12 Board meeting for approval and the procedure
for information.
6.DRAFT POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION -none
7.SUGGESTED POLICY/PROCEDURE REVISIONS
a.Safe Schools Policy and Procedure
Supt. B.Wagner described legislated changes tothe Safe Schools procedure noting they
are to take effect on 2008 February 01.He advised that the changes reflect In-service
received and counsel from the law firm Keele Cottrell in Toronto.There is no change in
philosophy or practice as the legislation requires the practices that are currently In place
^in Thames Valley.Some procedural refinements are required as a result of the
I legislation.
2008 February 12...22
14.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE POLICY WORKING COMMITTEE -cont'd
7.SUGGESTED POLICY/PROCEDURE REVISIONS -cont'd
a.Safe Schools Policy and Procedure •cont'd
Supt.Wagner indicated thata section on Bullying Prevention and Progressive Discipline
has been added to the procedure.He advised that the system strategy has been
enhanced,definitions have been added and new section "Other Factors" required in
Regulation 472/07 has been included.
Reference to the Code of Behaviour has been amended to Code of Conduct In the Safe
Schools policy.
Resource staff responded to questions posed by trustees and amendments v/ere
suggested to the procedure.It was suggested that the documents not be posted for
public input in thattheyare consistent with the legislation;however,Itwas agreed topost
the documents for seven days.The following motions were moved and carried:
That amendments to the Safe Schools policy and procedure be posted to the
Board's website for seven days for public,input.
That the amended Safe Schools policy be forwardedtothe 2008 February 12 Board
meeting for approval and the procedure for information.
Itwas agreed that system stakeholders will be invited to provide inputto the procedure
and posted to the Board's website for seven days for public input.
b.Suspension of Students Policy and Procedure
Supt. Wagner described amendments to the Suspension of Students policy and
procedure. Headvisedthattheamendments tothe procedurerecognizethat mandatory
suspensions and Infractions have been changed to discretionary.Mitigating factors still
apply as well as new "Other Factors".
Supt.Wagner notedthatboards mustnowestablish a programfor long-term suspended
students outlinedinthe Alternative Suspension Program tobe operated underAlternative
Education. Reviewsof suspensions are nowa subset ofan Intentto appeal. Headvised
that the superintendent responsible for student discipline will oversee the procedure
rather than an Executive Superintendent.The new forms will be added to the Electronic
Forms site.
Additional revisions were suggested by the committee. The following motions were
moved and carried:
Thatamendments totheSuspension ofStudents policy and procedurebe posted to
the Board's website for seven days for public input.
ThattheamendedSuspensionofStudents policy be forwarded tothe2008February
12 Board meeting for approval and the procedure for information.
c.Expulsion of Students Policy and Procedure
Supt.Wagner described amendments tothe Expulsionof Students policy and procedure
noting that many of the changes involve the mandatory expulsion and Infraction being
changed to discretionary. Onlythe Board may expel rather than the principal,as inthe
past,who may recommend expulsion to the Board.He noted that boards must establish
a program for expelled students under the Alternative Suspension Program to be
operated under Alternative Education. As with the Suspension of Students procedure,
the superintendent responsible for student discipline will oversee the procedure.
2008 February 12...23
^14.REPORTS OF COMMITTEES-cont'd
c.REPORT OF THE POLICY WORKING COMMITTEE -cont'd
7.SUGGESTED POLICY/PROCEDURE REVISIONS -cont'd
c.Expulsion of Students Policy and Procedure -cont'd
Forms and letters will be available under "Electronic Forms"on the Intranet website.
Supt.Wagner responded to trustees'question.Additional revisions were suggested.
The following motions were moved and carried:
That amendments to the Expulsion of Students policy and procedure be posted to
the Board's website for seven days for public input.
That the amended Expulsion of Students policy be forwarded to the 2008 February
12 Board meeting for approval and the procedure for Information.
d.Code of Conduct Procedure
Supt.Wagner advised that amendments to the Code of Conduct procedure involve
mainlywording changes to be consistent withthe Ministry of Education Program Policy
Memoranda 128.The standards of behaviour on Page 7 now reflect all aspects.
The following motions were moved and carried:
That amendments to the Code of Conduct procedure be posted to the Board's
website for seven days for public input.
That the amended Code of Conduct procedure be forwarded to the 2008 February
12 Board meeting for information.
e.Police/School Board Protocol Procedure
Supt.Wagner described amendments to the Police/School Board Protocol procedure
noting that the school reporting procedures on pages 16 and 17 have been amended to
reflect the removal of the word "shall".As well,the list of infractions has been revised.
The following motions were moved and carried:
That amendments to the Police/School Board Protocol procedure be posted to the
Board's website for seven days for public input.
That the amended Police/School Board Protocol procedure be forwarded to the 2008
February 12 Board meeting for information.
f.Response Plan for Weapons and Bombs Procedure
Supt.Wagner described amendments to the Response Plan for Weapons and Bombs
procedure notingthe name change fromSchool Response Team to School Emergency
Response Team.It also clarifies the team members as requested bythe Health and
Safety Committee.
The following motions were moved and carried:
That amendments to the Response Plan for Weapons and Bombs procedure be
posted tothe Board'swebsiteforseven days for public input.
Thatthe amended Response Planfor Weapons and Bombsprocedure be fonwarded
to the 2008 February 12 Board meeting for information.
2008 February 12...24
14.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE POLICY WORKING COMMITTEE -cont'd
8.OTHER BUSINESS -none
9.DATES OF FUTURE MEETINGS
The following meetings have been scheduled:
2008 February 26,3:00 p.m.,Oxford Room
2008 March 25,3:00 p.m.,Oxford Room
2008 April 22,3:00 p.m.,Oxford Room
2008 May 27,3:00 p.m.,Oxford Room
2008 June 24,3:00 p.m.,Oxford Room
10.ADJOURNMENT
The meeting adjourned at 4:35 p.m. by motion.
RECOM M ENDATIONS:
1.That amendments tothe policy"Advertisingand Distributionof Political/Religious/Sectarian/
Commercial and Non-Commercial Material inSchools" be approved.
2. That amendments to the policy "Acceptance of Donations, Gifts and Equipmenf be
approved.
3.That amendments to the policy"Safe Schools"be approved.
4.That amendments to the policy "Suspension of Students"be approved.
5.That amendments to the policy"Expulsion of Students"be approved.
F.EXLEY,
Acting Chairperson
Trustee Hart requested that Recommendation 1 be separated out for consideration.He
expressed concern with revisions to the Advertising and Distribution of Political/Religious/
Sectarian/Commercialand Non-Commercial Material in Schools policy and procedurerelatedto
.eliminating the distribution of religious materials.Using the example of the Gideon Bible
distribution.Trustee Hart commented that continuing with the current practice using the
grandfatheredmethodwasappropriateas the Board continueswith a process that respects rather
than limits the choices ofothers and leaves decisions with parents/guardians.
Recommendation 1 was separated out and after discussion, was adopted on a poll vote as
follows:
Yeas:F.Exiey,T.Grant,M.Hendrick,P.Jaffe,S. Polhill, P.Sattler,J.Stewart,S.Tisdale
Nays:J.Bennett,S.Doub,G. Hart, S.Peters
Student Trustee Patterson -yea
Student Trustee Rowe -yea
Recommendations 2, 3, 4 and 5 were adopted on motionof F.ExIey,seconded byP. Jaffe.
(
2008 February 12...25
14.REPORTS OF COMMITTEES -cont'd
d.REPORT OF THE BUDGET ADVISORY COMMITTEE 2008 January 29
4:45 p.m.-7:10 p.m
MEMBERS PRESENT ADMINISTRATION AND OTHERS
F.Exiey
T.Grant
8.Peters
T.Roberts (Chair)
R.Tisdale
P.Sattler
B.Greene
S.Macey
K.Meeson
L.Elliott
K.Wilkinson
M.Moynihan
8.Hughes
L.Griffith-Jones
B.Wagner
C.Bourbonnais-
MacDonald
J.Pitman
B.Tucker
J.Berkin
S.Christie
K.Dalton
P.Tufts
C.Dennett
V.Nielsen
M.Sereda
B.Sonier
8.Young
M.E.Smith
Trustee Visitors:J.Bennett,G.Hart,P.Jaffe,S.Polhill,J.Stewart,M.Hendrick
The Committee met in-camera from 4:00-4:45 p.m.and discussed confidential budget
items in accordance with the Education Act.
1.APPROVAL OF AGENDA
The agenda was approved on motion.
2.CONFLICTS OF INTEREST
No conflicts of interest were declared.
3.OVERVIEW
Trustee Roberts gave an overview of the process to date,noting the Committee is looking
at a multi-year review. He described how the process will allowfor public input and provides
for Trustees to discuss and debate issues.
4.BUDGET DEVELOPMENT GROUP
a.Membership
Exec. Supt. B.Greene advised the Budget Development Group (BDG)has been
established and has had several meetings.He noted that all supervisory officers are
included in the membership and confirmed that the criteria for principal participation
included rural and urban experience.
b.Update
Exec. Supt.Greene noted the group has separated into subgroups and developed a list
of issues for trustee input and direction.Once the trustees have provided direction,
review sheets will be completed on the issues and forwarded to the Budget Advisory
Committee to be presented to the Board.The community consultation process and the
possibility ofregionalmeetings, and a template for Home &School use was discussed.
5.2008-09 PRELIMINARY BUDGET ASSUMPTIONS AND PROCESS
Trustee Roberts reviewed the draft 2008-09 Preliminary Budget Assumptions and Process
document developed bythe Budget Advisory Committee and sought input.Discussion took
place on whether or notthe issue ofdecliningenrolment should remain inthe assumptions.
Exec. Supt.Greene gave an update and described an optimisticfinancial position.
2008 February 12...26
14.REPORTS OF COMMITTEES -cont'd
d.REPORT OF THE BUDGET ADVISORY COMMITTEE-cont'd
5.2008-09 PRELIMINARY BUDGET ASSUMPTIONS AND PROCESS -cont'd
A lengthy discussion ensued regarding the Budget Assumptions and Process.The need for
a philosophical statement was discussed.Guiding principles, maximizing program
opportunities for maximum number of students,and a positive approach were some of the
matters discussed.
The following motion was moved and carried:
That the draft2008-09 PreliminaryBudgetAssumptions be referred tothe next meeting
for further review.
6.BUDGET ISSUES
Exec. Supt.Greene reviewed the Items on the list of issues Identifiedfor budget review. It
was clarified that issues could refer to both monetary savings or the need for further
investment.Those issues approved to stay on the list will go fonward to the Budget
Development Group for analysis and completion of the review sheet.
The Administration responded to questions fromthe trustees and provided clarificationtothe
items on the list. A number of items were added by trustees.Trustee Roberts noted the time
involved in reviewing each issue. Itwas agreed that the Budget Development Group would
prioritize the items on the working document and confirmed that matters having staffing
implications would be given priority.
7.COMMUNICATIONS PLAN
Manager C. Dennett described communication plans and public input. He stressed the
importanceofclear timelines and emphasized the need to keep website information up-to-
date.
8.NEXT STEPS
The Budget assumptions and process will be referred to the next Budget Development
Committee meeting and the Budget Development Group will begin to build the Multi-Year
Preliminary Budget Review forms.
9.OTHER BUSINESS -none
10.ADJOURNMENT
A motion to adjourn was moved and carried at 7;10 p.m.
RECOMMENDATIONS:None
T.ROBERTS.
Chairperson
e. REPORTOFTHE BUDGET ADVISORY COMMITTEE 2008 February04.
1:00 p.m.-2:07 p.m.
MEMBERS PRESENT ADMINISTRATION AND OTHERS
F.Exiey T.Roberts B.Greene K.Meeson
T.Grant R.Tisdale (Acting Chair)B.Tucker J. Berkin
S.Peters S.Macey
1.APPROVAL OF AGENDA
•The agenda was approved on motion.
^2008 February 12...27
^14.REPORTS OF COMMITTEES -cont'd
e.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd
2.CONFLICTS OF INTEREST
No conflicts of interest were declared.
3.MINUTES,2008 JANUARY 29
The minutes of the January 29, 2008,Budget Advisory Committee meeting were
approved as amended.
4.2008-09 PRELIMINARY BUDGET ASSUMPTIONS AND PROCESS
Exec. Supt. B.Greene distributed a listof guiding principles complied by Director B.Tucker.
Discussion and revisions followed.
The following motion was moved and carried:
That the Guiding Principles for the Development of the Thames Valley District School
Board Multi-Year Budget be approved as follows;
all budget reviews and deliberations will focus on the Thames Valley District School
Board mission of improving student learning in a Caring,Learning Community;
improve the availability,quality and effective use of all resources to support learning;
to maximize the availability of program opportunities for the greatest number of
students;
the provision of equitable access to learning resources,supports and program
offerings will be considered during the budget deliberations;
the Thames Valley District School Board budget process will continue to operate in
a transparent and open manner that will enhance the Board's accountability to
students,parents,community and the Ministryof Education.
The Committee reviewed the input received on January 29 with respect to the 2008-09
Preliminary Budget Assumptions and Process.
The following motion was moved and carried:
That the 2008-09 Preliminary Budget Assumptions and Process be approved as follows:
The 2008-09 budget reflects the Guiding Principles for the Development of the
Thames Valley District School Board Multi-Year Budget and begins with the
preliminary budget assumptions,Involves presentations by administration,allowsfor
public input, and provides for Trustee discussion and debate leading to Board
approval and submission according to the Ministryof Education timetable.
2008-09 Preliminary Budget Assumptions
General
/Thames Valley District School Board will continue to enhance opportunities for and
improve student learning consistent withthe mission ofACaring, Learning Community.
/The balanced budget for 2008-09 will be compliant with the Ministry of Education
requirements.
/ With enrolment projections indicating declining enrolment,the Impact on revenues and
expenditures must be considered when making budget decisions.
2008 February 12...28
14.REPORTS OF COMMITTEES -cont'd
8.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd
4.2008-09 PRELIMINARY BUDGET ASSUMPTIONS AND PROCESS -cont'd
Revenues
/The budget will be developed using the enrolment projections for 2008-09.
/Provincial funding will be based on the 2008-09 Grants for Student Needs.
Expenditures
/Salaries will be based on contractual agreements'.
/Benefits will be based on projected costs and contractual agreements.
/ Utilities will be based on projected rates.
/Transportation will be based on contractual agreements and service requirements.
/Expenditure categories requiring adjustments due to cost pressures outside of the
Board's authority will be reviewed.
Process
The Budget Advisory Committee assists in the development of the 2008-09 preliminary
budget byprovidinginformation,advice and liaison between Trustees and staff charged with
the development of the annual budget.Recommendations will be prepared for consideration
by the Board. Public input will be sought and the Board will approve the 2008-09 budget for
submission to the Ministry of Education by the required deadline.
5.OTHER BUSINESS
The importance of an early communication plan was discussed.Exec.Supt.Greene will
provide the 2008-09 projections with enhancement funding and the Budget schedule at the
next meeting.
6.NEXT MEETING
The next meeting was scheduled for Tuesday,February 26,at 1:00 p.m.
7.ADJOURNMENT
A motion to adjourn was moved and carried at 2:07 p.m.
RECOMMENDATIONS;
1.That the Guiding Principles for the Development of the Thames Valley District School Board
Multi-Year Budget be approved as follows:
all budget reviews and deliberations will focus on the Thames Valley District School
Board mission of improving student learning in a Caring,Learning Community -
• improve the availability,qualityand effective use of all resources to support learning
to maximize the availability of program opportunities for the greatest number of students
the provision of equitable access to learning resources,supports and program offerings
will be considered during the budget deliberations
the Thames Valley District School Board budget process will continue to operate In a
transparent and open manner that will enhance the Board's accountability to students,
parents, communityand the Ministry of Education.
^2008 February 12...29
14.e.REPORT OF THE BUDGET ADVISORY COMMITTEE-cont'd
RECOMMENDATIONS -cont'd
2. That the 2008-09 PreliminaryBudget Assumptions and Process be approved as follows:
The 2008-09 budget reflects the Guiding Principles for the Development of the Thames
Valley District School Board Multi-Year Budget and begins with the preliminary budget
assumptions,involves presentations by administration,allows forpublic input,and provides
for Trustee discussion and debate leading to Board approval and submission according to
the Ministryof Education timetable.
2008-09 Preliminary Budget Assumptions
General
/Thames Valley District School Board will continue to enhance opportunities for and
improve student learning consistent withthe mission ofACaring, LearningCommunity.
/The balanced budget for 2008-09 will be compliant with the Ministry of Education
requirements.
/ With enrolment projections indicating declining enrolment,the impact on revenues and
expenditures must be considered when making budget decisions.
Revenues
/The budget will be developed using the enrolment projections for 2008-09.
/Provincial funding will be based on the 2008-09 Grants for Student Needs.
Expenditures
f '/Salaries will be based on contractual agreements.
^/Benefits will be based on projected costs and contractual agreements.
/ Utilities will be based on projected rates.
/Transportation will be based on contractual agreements and service requirements.
/Expenditure categories requiring adjustments due to cost pressures outside of the
Board's authority will be reviewed.
Process
The Budget Advisory Committee assists in the development of the 2008-09 preliminary
budget byprovidingInformation,advice and liaison between Trustees and staff charged with
the development of the annual budget.Recommendations will be prepared for consideration
by the Board. Public input will be sought and the Board will approve the 2008-09 budget for
submission to the Ministry of Education by the required deadline.
T.ROBERTS
Chairperson
Recommendationsi and 2 were adopted on motion of T.Roberts,seconded by R.Tisdale.
2008 February 12...30
14.REPORTS OF COMMITTEES -cont'd
f. REPORTOF THE CHAIRS'COMMITTEE 2008 February6
9:00 a.m.-12:25 p.m.
MEMBERS ADMINISTRATION AND OTHERS
J.Bennett P.Sattler (Chair) B.Tucker 8.Christie
G.Hart M.Sereda K.Meeson
K.Dalton P.Hearse
Regrets;J.Stewart K.Bushell
1.APPROVAL OF AGENDA
The agenda was approved by motion.
2.CONFLICTS OF INTEREST -none declared
3.REVIEW OF 2008 FEBRUARY 12 BOARD AGENDA
The agendas for the 2008 February 12 in-camera and publicBoard meetings were
discussed and updated.The in-camera meeting was cancelled.Chair Sattler will
respond to the letter related to the Tavistock Library proposal.
4.PERSONNEL ITEM
The committee moved in camera by motion to discuss a personnel item and reconvened
in public session.
5.LONG-TERM FINANCING -DRAFT CAPITAL PLAN
K.Dalton,K.Bushell,K.Meeson and P. Hearse joinedthe meetingto discuss potential
long term-financingofcapital plan projects emanating fromany approved
recommendations from the current accommodation reviews.Mr.Bushell advised that the
Ministry of Education (MOE)requires thata liquidity template be completed Indicating the
Board's capital planning costs over the next five years and how the Board will contribute
to these costs.Funds will cover prohibitive to repair, growth areas and program
enhancements.He indicated that the template is a planning tool for the MOEto estimate
the costs of Board-approved capital projects as decisions are made through the capital
planning process.
Itwas agreed that It will be necessary to address the issue through the budget
development process and a communication plan developed.Inthe meantime,it was
agreed that Administration should prepare and submita drafttemplate to the Ministry,
indicating that itwill be subject to Board approval.
6.WATER FLUSHING PROTOCOLS
Director Tuckeradvisedthat he will seek Information from the local health units regarding
the implications ofincreased PH levels forthewater flushing protocols,and will report at a
future meeting.
7.CORRESPONDENCE
Aletter from the TollgateCentralP.S. Parent Council regardinga French secondary
school for graduating students was added to the February 12 Board agenda under
"Communications".Chair Sattler will respond to the issues raised.
2008 February 12...31
14.REPORTS OF COMMITTEES-cont'd
f.REPORT OF THE CHAIRS'COMMITTEE -cont'd
8.MIDDLESEX COUNTY LIBRARY REQUEST
Director Tucker advised that a recent media article indicated a request for a meeting from
Middlesex County to establish a community library at Glencoe DHS.It was agreed that a
formal,written request is required to refer the matter to the Board for consideration.
9.COMMUNICATIONS TRAINING
It was agreed that the Communications department will be asl<ed to develop a training
session for trustees and supervisory officers regarding the process of responding to
media enquiries.The session was tentatively scheduled for April 15 from 7:00-9:00 p.m.
10.TRUSTEE CAUCUS re ARCS
A trustee caucus for ARC Chairs to share information and experiences related to the
ARCs currently underway,and to clarify next steps in the process as the ARCs begin to
finalizethejr recommendations will be scheduled forTuesday,February 12, at 4:30-6:30
p.m. in the Trustee Conference Room.Director Tucker and Exec.Supt.K. Dalton will
attend.
11.2008 FEBRUARY 15 MPP MEETING
Final arrangements for the February 15 meeting with area MPPs were discussed.
Trustees planning to attend will be asked to speak to the agenda items.Chair Sattler will
send an email to trustees in this regard.
12.SPIRIT OF MANDELA FUNDRAISING INITIATIVE
Chair Sattler advised that OPSBA has endorsed the Spirit of Mandela fundraising initiative
scheduled for April 21-25,2008.She will prepare information for schools noting its
voluntary participation.Copies of the Information will be provided to trustees in their
information package.
13.REQUESTS TO PRESENT
The following requests to present to the Board on February 12 were considered:
Parent re Gifted Program Transportation
Since the request dealt with an issue related to an individual student,it was agreed
that the issue would be referred to Program Services for response.
Mayor,South-west Middlesex Council
Approval was given for the Mayor of South-west Middlesex Council to present at the
February 12 Board meeting regarding the value ofsmall schools in single-school
communities.
Warden,County of Middlesex
Approval was given for the Warden of Middlesex County to speak to the proposed
rural school closings and effect on their communities.
2008 February 12...32
14.REPORTS OF COMMITTEES -cont'd
f.REPORT OF THE CHAIRS'COMMITTEE -cont'd
14.OTHER BUSINESS
a.Vision Report
DirectorTucker advised that the Vision Report, usually presented in April,will be
presented at an Information Committee ofthe Whole meeting InMayor June.
b.Shaping Our Schools,Shaping Our Future Report
Chair Sattler spoke to,the Shaping Our Schools,Shaping Our Future report noting
that the Public Education Symposium suggested that boards consider endorsing the
recommendations Included inthe report.She will refer the report to the
Environmental Advisory Committee.Anyone Interested is encouraged to review the
report at www.edu.qov.on.ca/curriculumcouncil/shapinqSchools.Ddf
c.Safe Schools
Chair Sattler noted that the Safe Schools Symposium recommended that trustee
alternates be Identified for the three trustees assigned to a board's Discipline
Committee.This will ensure that appropriate trustee representation is available to
enable hearings to be held within 20 days.
Itwas questioned If the legislation will directthat alternate members be appointed,
and whether the Board's Suspension/Expulsion Appeals Committee should be
dissolvedand replaced with a Discipline Committee,consistent with the language of
the legislation. Itwas noted that the Committee will be a statutory committee ofthe
Board and agreed that DirectorTucker will follow upwiththe supervisory officers
responsible for Safe Schools in this regard.
Trustee Bennett spoke to the UTurn program and suggested that a follow-up
presentation be scheduled for trustees.
15.DATE AND TIME OF NEXT MEETING
The following meetings have been scheduled for 9:00 a.m.:
February 20;
March 5,19;
- April 2,16
-May 7,21;
June 4,18.
16.ADJOURNMENT
The meeting adjourned at 12:25 p.m. by motion.
RECOMMENDATIONS:none
P.SATTLER.
Chairperson
.2008 February 12...33
^15.COMMUNICATIONS
a.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION
Trustee Hart advised that the OPSBA Board of Directors'meeting is scheduled for 2008
February 28 and March 01.Chair Battler advised that she attended the 2008 Public
Education Symposium and appreciated the keynote speaker Stephen Lewis'enthusiastic and
optimistic presentation that focused on the role of school board trustees in supporting the
public education of our future citizens.
Trustee Jaffe advised that,together with Catholic and public school teachers,federations and
school board trustees,he will be attending a session related to the OPSBA submission on
Media Violence on 2008 February 15.As well,new initiatives are being launched on 2008
. May 12 in an effort to curb media violence and its impact on young people.Initiatives will
include changes to the Kindergarten to Grade 12 curriculum and engaging parental
involvement.Trustee Jaffe will provide an update at the next Board meeting.
Chair Sattler encouraged trustees to plan on attending the Labour Relations and Human
Resources conference on 2008 March 27 to 29.
b.TOLLGATE CENTRAL FRENCH IMMERSION PARENT COUNCIL
A letter from M.Gall,Chair,Tollgate Central French Immersion Parent Council,to Chair
Sattler expressing concern about the accommodation for graduating French Immersion
students has been received.Chair Sattler will respond to the letter.
)16.NOTICE OF MOTION - none
17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
18.ADDITIONAL ITEMS -none
19.QUESTIONS/COMMENTS BY MEMBERS
Trustee Jaffe referred to recent newspaper articles regarding the excess amount of homework
that is being assigned daily to elementary students.He noted the difficulty in balancing
extracurricular activities (e.g.music lessons,sports,etc.)with lengthy homework assignments and
its effect on the family as parents struggling with this Issue about "how much is too much".
Trustee Jaffe asked ifit was an issue at the policy level and if there are solutions to bring a
balance to the students'day as well as helping parents with a process to better advocate for their
children when there is a concern.
Director Tucker responded that there is no doubt that homework presents a challenge for families.
However,research clearly identifies that homework on a daily basis is beneficial when consistent
with the complexity of subject matter and appropriate grade level. He noted that the generally
accepted amount of homework is 10 minutes per grade level.He agreed with the rationale for
advocating for the benefits of homework noting that there should be a balance.The need to
communicate with school councils and principals in a positive manner regarding reasonable
expectations and, to a broader extent, with parents and guardians about taking their concerns
back to the school must be addressed.
2008 February 12...34
19.QUESTIONS/COMMENTS BY MEMBERS -cont'd
Trustees requested that the Administration ensure that there is a proper baiance regarding
homeworl<expectations.Trustee Grant expressed that parents need to know what is required and
what to do ifit is not happening.Director Tucker advised that he will meet with Manager Dennett,
Public Affairsand Community Relations, regarding initiativesto communicate more effectivelywith
teachers and parents.
Trustee Hart referred to a recent broadcast regarding homework and an OlSIE report citing some
school boards where homework is not assigned for Kindergarten to Grade 3 children.The report
also noted the negative effects of pressuring students to complete their secondary school
certification in four years and suggested a more advantageous approach to learning.
20.ADJOURNMENT
The meeting adjourned at 9:45 p.m. on motion of M. Hendrick,seconded by T.Grant.
:^j£a-AAA±J^CONFIRMED:
Chairperson
<
2008 February 12...35
SUMMARY OF APPROVED RECOMMENDATIONS OF 2008 FEBRUARY 12
That the Guiding Principles for the Development of the Thames ValleyDistrictSchool Board Multi-
Year Budget be approved as follows:
all budget reviews and deliberations will focus on the Thames Valley District School Board
mission of improving student learning in a Caring,Learning Community
improve the availability,quality and effective use of all resources to support learning
to maximize the availability of program opportunities for the greatest number of students
the provision of equitable access to learning resources,supports and program offerings will be
considered during the budget deliberations
the Thames Valley District School Board budget process will continue to operate ina transparent
and open manner that will enhance the Board's accountability to students,parents,community
and the Ministry of Education
That the 2008-09 Preliminary Budget Assumptions and Process be approved as follows:
The 2008-09 budget reflects the Guiding Principles for the Development of the Thames ValleyDistrict
School Board Multi-Year Budget and begins with the preliminary budget assumptions,involves
presentations by administration,allows for public input, and provides for Trustee discussion and
debate leading to Board approval and submission according to the Ministry of Education timetable.
2008-09 Preliminary Budget Assumptions
General
/Thames Valley District School Board will continue to enhance opportunities for and improve
student learning consistent with the mission of A Caring,Learning Community.
/The balanced budget for 2008-09 will be compliant with the Ministryof Education requirements.
/ With enrolment projections indicating declining enrolment,the impact on revenues and
expenditures must be considered when making budget decisions.
Revenues
/The budget will be developed using the enrolment projections for 2008-09.
/ Provincial funding will be based on the 2008-09 Grants for Student Needs.
Expenditures
/Salaries will be based on contractual agreements.
/Benefits will be based on projected costs and contractual agreements.
/ Utilities will be based on projected rates.
/Transportation will be based on contractual agreements and service requirements.
/ Expenditure categories requiring adjustments due to cost pressures outside of the Board's
authority will be reviewed.
2008 February 12...36
SUMMARY OF APPROVED RECOMMENDATIONS OF 2008 FEBRUARY 12 -cont'd
Process
The Budget Advisory Committee assists In the development of the 2008-09 preliminary budget by
providinginformation,advice and liaison between Trustees and staff charged withthe development
of the annual budget.Recommendations will be prepared for consideration by the Board.Public
input will be sought and the Board will approve the 2008-09 budget for submission to the Ministry of
Education by the required deadline.
That a holding zone be created in Northeast Woodstock as of 2008 February 12.
That the holding zone boundaries be defined as:
West Boundarv-a line proceeding north from Devonshire Avenue and along the rear property lines
of houses facing Spitfire Street(and south of Hummingbird Crescent);east along the rear property
linesof homes facing northon Anzio Road (andwest ofSpitfire Street)to SpitfireStreet; northalong
the west boundary of Spitfire Street;west along the rear property lines of homes facing south on
Anzio Road (and west of Spitfire Street);northwest along the rear property lines of homes on Parrott
Place and Spitfire Street to the rear property corner ofthe most easterly house on DuttonWay; north
alongthe east propertylineofthe most easterly house on DuttonWay;northalongthe west boundary
ofSpitfire Street across Springbank Avenue to the rear property corner of the most easterly house
facing south on Springbank Avenue whose east boundary line is on the west side of Spitfire Street;
west along the rear boundary lines of those properties facing south onto Springbank Avenue;north
alongtherearpropertylinesof houses on Spitfire Streetand Tatham Street totherearboundarylines
of houses facing Munnoch Boulevard;east along the rear boundary lines of houses facing Munnoch
Boulevard to Spitfire Street;north along the west side ofSpitfire,past the end ofSpitfire Street ending
at Township Road 3.
North Boundarv -Township Road 3.
East Boundarv-the survey line designating propertytothe west ofthe lineas residentialand property
east of the line commercial/Industrial.
South Boundarv -Devonshire Avenue.
That Springbank Public School be the designated home school for elementary students in the North
east Woodstock holding zone.
That students residing in homes within the proposed North-east Woodstock holding zone,and
currentlyenrolled at AlgonquinPublicSchool, be allowedto choose to attend either AlgonquinPublic
School or Springbank Public School.
That,once made,the decision to attend either Algonquin or Springbank Public School is made that
decision isa commitment to that school as the home school (Springbank being the designated home
school for elementary students in the North-east Woodstock holding zone).
That Springbank Public School will be the home school for children residing in the North-east
Woodstock holding zone and not enrolled at Algonquin Public School as of February 12.
That transportation be provided for students from the Northeast Woodstock holding zone to
Springbank Public Schopl.
That a review of the student populations at Algonquin and Springbank Public Schools occur in three
to five years in order to review the continued need for the North-east Woodstock holdingzone.
V
L
( .
2008 February 12...37
SUMMARYOF APPROVED RECOMMENDATIONS OF 2008 FEBRUARY 12 -cont'd
Thatthe Board approve By-Law # 7to authorize a loan from the Ontario Financing Authority (OFA)
in the principal amount of $32,857,209 pursuant to a loan agreementunder Section 12 of Ontario
Regulation 466/97.
That the report of the Regional Capital Planning Advisory Committees of 2008 February 12 be
referred to the Administration and a report brought back to the 2008 May27 Board meeting.
That amendments to the policy "Advertising and Distribution of Polltlcal/Religlous/Sectarian/
Commercial and Non-Commercial Material in Schools"approved on a poll vote as follows:
Yeas:F.Exiey,T. Grant,M.Hendrick,P. Jaffe, S.Polhlll,P.Sattler,J. Stewart, S.TIsdale
Nays: J.Bennett,8.Doub, G. Hart, S.Peters
Student Trustee Patterson -yea
Student Trustee Rowe -yea
That amendments to the policy "Acceptance of Donations,Gifts and Equipment"be approved.
That amendments to the policy "Safe Schools"be approved.
That amendments to the policy "Suspension of Students"be approved.
That amendments to the policy "Expulsion of Students"be approved.
2008 February 12...38
Thames Valley District School Board POLICY
Title ADVERTISING AND DISTRIBUTION OF
POLITICAL/RELIGIOUS/SECTARIAN/
COMMERCIAL AND NON-COMMERCIAL
MATERIAL IN SCHOOLS
Policy No.2001
Department DIRECTOR'S SERVICES
(PUBLIC AFFAIRS &COMMUNITY RELATIONS)
Reference{s)Regulation 298 -Operation of Schools -General
Advertising in Schools
Procedure -Advertising and Distribution of
Political/Religious/Sectarian/Commercial and Non-
Commercial Material In Schools
Effective Date 1998 Oct.27
Political Materials/Advertising
It is the policyof the Board that distribution of political advertislng/materia!by an outside agency that promotes a
specific party, group,person or personal point ofviewshall not be permitted on school property or school buildings.
Materials ofa political nature and educational political debates may be used by Board employees to teach students,
ina balanced manner without giving primacy to or indoctrination inany Canadian politicalparty,about the Canadian
political process in accordance with theexpectationsof Ontario Curriculum guidelines.Materials thatpromoteaschool
as a polling place Is permitted.
Religious/Sectarian Materials/Advertising
While the Board celebrates diverse beliefs through school/community events and studies on world religion In a
balanced manner, itisthe policyofthe Boardthatthe distribution ofany holybooks or religiousmaterials that promote
a particular religion or set ofbeliefs Isnot permitted. This prohibition does not applyto communitygroups duringthe
time outside of the regular Instructional day when they may be using schools for religious or sectarian services or
activities under the Community Use of Schools Policy/Procedure.
Commercial and Non-Commerclal Materials
It is the policy ofthe Boardthat school principals are authorizedto determine which advertisements may be posted
or which materials may be distributed at their schools so long as the decision is consistent with Board policyand
procedure and Ministryof Education regulations and/or directives.
Administered By Director's Services (Public Board Resolution No.88-c
Affairs &Community
Relations)
Amendment Date(s)2003 Sept.23 Amendment Resolution No.10.a.8.(1]
2008 Feb.12 14.C.1
r
2008 February 12...39
Thames Valley District School Board POLICY
Title ACCEPTANCE OF DONATIONS,Procedure No.4011
GIFTS AND EQUIPMENT
Department OPERATIONS SERVICES
Reference(s)•Procedure:Acceptance of Gifts and Effective Date 1999 Dec.21
Equipment (TVDSB)
•Procedure:Acceptance of Donations and
Gifts (TVEF)
•Poiicy/Procedure:Partnerships and
Sponsorships
It is the policy ofthe Board to encourage and provide for the acceptance of donations,gifts and equipment from
individuals and organizations.Donations can be acceptedandreceiptedby theThames Valley District School Board
(TVDSB)or by the Thames Valley Education Foundation (TVEF).,Every effort will bemadeto honour the Intent ofthe
donor.
All donationsaccepted bythe Thames Valley District School Boardbecome the propertyofthe Board.
All donationsaccepted bythe Thames Valley Education Foundationbecome the propertyofthe Foundation.
Administered By OPERATiONS SERVICES Board Resolution No.17-B Rec.4
Amendment Date(s)2004 March 23 Amendment Resolution No.
14.C.22008Feb.12
20Q8 February 12...40
Thames Valley District School Board POLICY
Title SAFE SCHOOLS Policy No.4008
Department OPERATIONS SERVICES
Reference(s)- Ministry of Education Violence Free Schools Policy Effective Date 1999 Feb.26
1994 j
Itisthe policy ofthe Boardto support a system strategyfor fostering and maintaining positive learningenvironments
and safe schools, and tothat end, it expects schools todevelopand maintain safe,positivelearningenvironments that
are free from violence.
The Boardfurther recognizes Its responsibility to meet the expectations of the Ministry of Education Violence Free
Schools policy.
1.0 The Board's system strategy shall include:
•the Board policy;
•school plans to ensure safe,positive learning environments;
• programsto supportsafe,positive learning environments and the development of appropriate student
behaviours;
•support services to assist schools to maintain safe,positive learning environments.
2.0 The Board commits to ensuring that:
2.1 parents will be encouraged to v\/ork in partnership with the school to develop safe school
environments,recognizing thatthe implementation of any Safe Schools Policy mustbe an ongoing
process involvingall partners within the broader schooj community, and that such involvement ofthe
outside school community at large resultsin policies and practicesthat are acceptable tothe school
community;
2.2 the school environmentissafe and welcoming in order that learningcan tal<e place;
2.3 violence prevention isincludedin all aspects ofthe curriculum fromjuniorkindergarten tothe end of
secondary school;
2.4 the system strategy will Include both early and ongoing identification of students at risk and the
establishmentofappropriateforms of prevention and Intervention,recognizing thatearly identification
of at risk factors that may predispose a child to violent acts,will allow child,family and school an
opportunity to prevent violence at its earliest stage;
2.5 everyelementary and secondary school has a Code ofConductapproved bythe Superintendent of
Education that communicates to all members of the school community the types of behaviour
expected of them;
Safe Schools Policy,cont'd
Administered By EXECUTIVE SUPERINTENDENT Board Resolution No.32-B Rec.7
OPERATIONS SERVICES
Amendment Date(s)2002 Feb.26 Amendment Resolution No.10.b
2008 Feb.12 14.C.3
2008 February 12...41
^2.6 procedures are in place for dealing with the range of violent incidents that could occur in the school
(environment,and that these procedures are applicable to all students,staff,and visitors,and that they
are expected to help to prevent recurrence,thus making the school safer;
2.7 short and longterm strategies forvictim/witnesssupport, as wellas perpetrator re-entry procedures
following the occurrences ofa violent incidentare In place,reflecting consultation with administration,
staff and the school community;
2.8 opportunities for all staffshallbe provided toacquirethe knowledge,skills andvaluesnecessary to
develop and maintain a violence-free school environment;
2.9 parents/guardians, students, staff and the communityshall be involved in the development and
implementation of the Safe Schools Policy at both the system and school levels, recognizingthat
preventingand dealing with violent and inappropriatebehaviourmust be a cooperativepartnership,
and that everyone must communicate that violence of any description will not be tolerated in the
communities and schools.
3.0 The following documents should be read inconjunctionwiththe Safe Schools Policy:
•Suspension Procedure;
• Expulsion Procedure;
•Police/School Board Protocol;
• Record Keeping of Violent Incidents Leading to Suspension or Expulsion.
2008 February 12...42
Thames Valley District School Board POLICY
Title SUSPENSION OF STUDENTS Policy No.4003
Department OPERATIONS SERVICES
Reference(s)-Education Act Effective Date 1998 Jan.01
-Education Amendment Act (Progressive Discipline
&School Safety),2007
-Procedure -Suspension of Students
Itis the policy of the Board to deal with suspensions of students in accordance withthe Education Ad as amended
by the Education Amendment Act (Progressive Discipline &School Safety),2007\.he regulations and Operations
Services procedures which set out specific details In accordance withthe foregoing.
The powersand duties ofthe Boardinan appeal ofsuspension shall be exercised and performedbya committeeof
three members of the Board as designated by the Chairperson of the Board.
The Superintendent Responsible for Student Discipline or designate,will assist the committee in conducting the
hearing and act inan advisory role to the committee on procedural matters during both the appeal hearing and the
committee's subsequent deliberations.The Superintendent Responsible for Student Discipline or designate,will
advise the committee on any procedural matters that may arise but will not vote in the actual decision to confirm,
modify or remove the suspension.
Areportofthe committee's decision will be presented tothe Boardforreceiptat the next in-camera meeting ofthe
Board following the suspension appeal hearing.All decisions of the Board are final.
Administered By OPERATIONS SERVICES Board Resolution No.2.33
Amendment Date(s)2001 June 12 Amendment Resolution No.83F(3)
2008 Feb.12 14.C.4
2008 February 12...43
Thames Valley District School Board POUGY
Title EXPULSION OF STUDENTS Policy No.4002
Department OPERATIONS SERVICES
Reference(s)-Education Act Effective Date 1998 Jan.01
-Education Amendment Act (Progressive Discipline
&School Safety),2007
-Procedure -Expulsion of Students
Itis the policyof the Board to deal with expulsions of students in accordance withthe Education Act as amended by
the Education Amendment Act (Progressive Discipline and School Safety),2007 ,the regulations and Operations
Services procedures which set out specific details in accordance with the foregoing.
The powers and duties of the Board to expel a student from its schools,hear expulsion appeals or to re-admit to a
school a student who has been expelled shall be exercised and performed by committees of three or more members
of the Board as designated by the Chairperson of the Board.
The Superintendent Responsible for Student Disciplineor designate will act inan advisory role to the committee on
procedural matters during the expulsion hearing and the committee's subsequent deliberations.The Superintendent
Responsible for Student Discipline or designate will advise the committee on any procedural matters that may arise
but will not vote in the actual decision whether or not to expel the pupil.
Areport ofthe committee's decision will be presented to the Board for receipt at the next in-camera meeting of the
Board following the expulsion hearing.All decisions of the Board are final.
Administered By OPERATIONS SERVICES Board Resolution No.2.34
Amendment Date(s)2001 June 26 Amendment Resolution No.83F (3)
2008 Feb.12 14.0.5