6/10/2008 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
2008 JUNE 10,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
V-verbal
M -material
1.CALL TO ORDER V
2.O CANADA V
3.SPECIAL MUSICAL PRESENTATION - A. E.Duffield Public School Choir,London V
4.APPROVAL OF AGENDA M
5.OFFICIAL RECORD
6.RECOGNITIONS
a.Lawson Literary Award V
7.CONFLICTS OF INTEREST V
8.CHAIR'S ANNOUNCEMENTS V
^9.DIRECTOR'S ANNOUNCEMENTS V
10.PRESENTATIONS
a.Publiclnput re Middlesex 2 Accommodation Review Committees M
11.MINUTES OF THE 2008 MAY 27 REGULAR BOARD MEETING
a.Confirmation of Minutes M
b.Business Arising from the Minutes
12.STUDENT TRUSTEES'UPDATE V
13.UPDATE TO STATUS OF RECOMMENDATIONS FROM SENIOR ADMINISTRATIVE M
RESPONSE TO THE ELGIN 1 ACCOMMODATION REVIEW COMMITTEE (ARC)
(ELMDALE, MYRTLE STREET,PORT STANLEY AND SCOTT STREET PUBLIC
SCHOOLS)
14.UPDATE TO STATUS OF RECOMMENDATIONS FROM SENIOR ADMINISTRATIVE M
RESPONSE TO THE ELGIN 2 ACCOMMODATION REVIEW COMMITTEE (ARC)
(WELLINGTON STREET AND HOMEDALE PUBLIC SCHOOLS)
15.REPORTS FROM THE ADMINISTRATION
a.Response to the Report of the Capital Planning Advisory Regional Committees-M
2008 January 21,23
b.2008-09 Preliminary Budget Update V
16.REPORTS OF COMMITTEES
'a.Audit Committee,2008 May 20 M
b.Special Education Advisory Committee,2008 May 20 M
c.Policy Working Committee,2008 May 27 M
d.Information Committee of the Whole,2008 June 03 M
e.Chairs'Committee,2008 June 04 M
f.Committee of the Whole,In Camera,2008 June 10 V
17.COMMUNICATIONS
a.Ontario Public School Boards'Association •Update V
18.NOTICE OF MOTION
19.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
20.ADDITIONAL ITEMS
21.QUESTIONS/COMMENTS BY MEMBERS
22.ADJOURNMENT
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING,PUBLIC SESSION
2008 JUNE 10
The Board met in regular session on 2008 June 10 In the Board Room at the Education Centre,meeting In
public session at 7:00 p.m. to 11:45 p.m.The following were in attendance:
TRUSTEES
J.Bennett
8.Doub
F.Exiey
T.Grant
G.Hart
Absent:M.Hendrick
ADMINISTRATION AND OTHERS
B.Tucker
K.Dalton
L.Elliott
B.Greene
M.Sereda
P.Jaffe
K.Patterson
S.Peters
S.Polhill
T.Roberts
C.Bourbonnals-
MacDonald
L.Griffith-Jones
S.Hughes
M.Moynihan
V.Nielsen
M.E.Smith
B.Sonier
P.Tufts
J.Rowe
P.Battler (Chair)
J.Stewart
R.TIsdale
B.Wagner
K.Wilkinson
K.Bushel!
S.Christie
C.Dennett
S.Macey
K.Meeson
G.Owens
W.Scott
1.CALL TO ORDER.
Board Chairperson Sattler called the meeting to order at 7:00 p.m.
2.13.O CANADA AND MUSICAL PRESENTATION
The appreciation ofthe Board was extended tothe A.E.Duffield PublicSchool "Duffield Singers"and
conductor Joanne Richardson for leading in the singing of O'Canada and performing two musical
selections.
4.APPROVAL OF AGENDA
The agenda was approved on motion of G. Hart,seconded by P.Jaffe.
5.OFFICIAL RECORD -none
6.RECOGNITIONS
a.LAWSON LITERARY AWARD
R.Princls,Co-ordinator Development,Public Affairs &Community Relations,provided opening
remarks regarding the Lawson Literary Award competition noting it is open to Grade 7 and 8
students.The following winners of the 2008 Lawson Literary Award were introduced by Ms.
Princis.Colonel T.Lawson,Chairperson P.Sattler and Director of Education B.Tucker
presented the awards.
Student
Xuanyu An
David Brooks
Chan Enid
Roman Fedorchuk
Raelyn Fowles
School
Northridge P.S.
Kensal Park F.I.P.S.
White Oaks P.S.
Trafalgar P. S.
Oxbow P.S.
Family of Schools
Lucas S.S.
Laurier S.S.
Westminster S.S.
Beal S.S.
Medway H.S.
2008 June 10...2
6.RECOGNITIONS -cont'd
a.LAWSON LITERARY AWARD -cont'd
Student
Savannah Jacobs
Rachael Jones-Chick
Lauren Whitty
Tessa Krisak
Shannon Lochead
Vickery Pentz
Brandon Smit
Nathalie Thibert
Lauren Wyatt
School
Clara Brenton P.S.
Princess Anne F.I.P.S.
Princess Anne F.I.P.S.
Wortley Road P.S.
Lord Roberts F.I.P.S.
Homedale P.S.
Harris Heights P.S.
Westmount P.S.
Huron Heights F.I.P.S.
Family of Schools
Oakridge S.S.
Clarke Road S.S.
Clarke Road S.S.
South S.S.
Central S.S.
Central S.S.
Ingersoll D^C.l.
Saunders S.S.
Montcalm S.S.
Colonel Lawson extended congratulations to this year's winners for their outstanding contributions.
The Director expressed appreciation to the Lawson family for continuing to sponsor the award that
inspires excellence by encouraging students to research and write about great Canadian heroes as
well as theirpersonal perspectives onCanadian issues ofinterest. Henoted thatthe Lawson Literary
competition providesstudents with another opportunity todevelop critical thinking skills while studying
and understanding Canada's heritage as evidenced in each literary piece.
7.CONFLICTS OF INTEREST - No conflicts of interest were declared,.
8.CHAIR'S ANNOUNCEMENTS
Chair Sattler referred to a recent photograph in the London Free Press of Student Trustee Katie
Patterson,one of 17 youngrecipients ofthe DukeofEdinburgh'sAward presented byPrince Edward
at a special ceremony.The congratulations of the Board was extended to Student Trustee Patterson.
9.DIRECTOR'S ANNOUNCEMENTS
DirectorTucker reported that Exec.Supt. B.Greene has been seconded bythe Ministry ofEducation
toparticipate ina study groupondecliningenrolment. Exec.Supt.Greene was congratulated on the
appointment.
Exec.Supt.L.Elliott advised thatthefourschools participating In theParent &Family Literacy Centre
initiative are Locke's,McGregor, D.M.Sutherland and Ealing Public Schools.She advised that on
Friday,June 6,a group of Thames Valleyprincipals and Supt. C.Bourbonnais-MacDonald visited
FirgrovePublicSchool inToronto,a centre that has been inoperation for 10 years.
Thames Valley isoneof 11 schoolboardsacross the province being offered this exciting opportunity
for parentsand children.Programswhich will operatea minimum of20hoursperweekareexpected
tobe running beforetheendof2008September.Additional updates will be provided atsubsequent
Board meetings.
10.PRESENTATIONS
a.PUBLIC INPUT RE MIDDLESEX 2 ACCOMMODATION REVIEW COMMITTEES (ARC)
The following individualsand organizations presented publicinput related to Middlesex 2 ARCS.
Mitchell Kennedy,Page Students of Birr and Area Middlesex 2
Forron,Devin Gardiner,
Rachel Quartel,Erica Riddell
Charles Arnott Concerned Citizens of Twelve Middlesex 2
Mile Road
r
2008 June 10...3
10.PRESENTATIONS -cont'd
a.PUBLIC INPUT RE MIDDLESEX 2 ACCOMMODATION REVIEW COMMITTEES (ARC)-cont'd
11,
12.
13.
Louise Glllls Individual Middlesex 2
Pierrette Lanteigne Individual Middlesex 2
Connie Ward Concerned Parents of Prince
Andrew PS
Middlesex 2
Melanle Dodds Prince Andrew School Council
and In-School ARC
Middlesex 2
Bonnie Parkinson Residents of Birr Middlesex 2
Louise Shoebottom Individuals Middlesex 2
Chair Sattler advised that the date for Board consideration of the Middlesex 2 ARC
recommendations and public input will be 2008 June 24.She extended appreciation on behalf
of the Board to all the presenters.Trustees continue to welcome additional input from the
community and may be contacted via email,telephone or in writing.
MINUTES OF THE 2008 MAY 27 REGULAR BOARD MEETING
a.CONFIRMATION OF MINUTES
The minutes of the Regular Board Meeting of 2008 May 27 were amended on pages 7 and 47
to read "London 2 ARC"and adopted on motion of F.Exiey,seconded by P.Jaffe.
b.BUSINESS ARISING FROM MINUTES
The Administration responded to a question from Trustee Grant regarding the square kilometers
of Drumbo-Princeton area and howit compares to present boundaries within the Thames Valley
District.Exec.Supt.K.Dalton and Planning Officer G.Owens reported that there are nine areas
larger than Drumbo-Princeton's 210 sq.kilometers.Therefore,the combined Drumbo-Princeton
new designated area will not be larger than those common within the District.
STUDENT TRUSTEES'UPDATE
Student Trustee Rowe advised that he and Student Trustee Patterson attended the last Student
Advisory Council (SAC)meeting of the year held on 2008 June 3. He noted that the Supt.L.Griffith-
Jones Isworking with the SAC on communication strategies for next year to ensure that the students'
voice Is heard.It was noted that the Student Trustees'presentation is scheduled for the 2008 June
17 Special Board meeting.
UPDATETO STATUS OF RECOMMENDATIONS FROM SENIOR ADMINISTRATIVE RESPONSE
TO THE ELGIN 1 ACCOMMODATION REVIEW COMMITTEE (ARC)(ELMDALE,MYRTLE
STREET,PORT STANLEY AND SCOTT STREET PUBLIC SCHOOLS)
Exec.Supt.K.Dalton presented the second of 10 ARC reports being brought back to the Board for
decision.The report was tabled on 2008 April 08 by the Senior Administration related to the Elgin 1
Accommodation Review Committee.
Exec.Supt.Dalton reviewed the seven proposed recommendations noting that a new Junior
Kindergarten to Grade 8 elementary school constructed In south-west St.Thomas would consolidate
approximately 530 students from Elmdale,Myrtle Street and Scott Street (south side of Talbot St)
Public Schools.
2008 June 10...4
13.UPDATETO STATUS OF RECOMMENDATIONS FROM SENIOR ADMINISTRATIVE RESPONSE
TO THE ELGIN 1 ACCOMMODATION REVIEW COMMITTEE (ARC){ELMDALE,MYRTLE
STREET,PORT STANLEY AND SCOTT STREET PUBLIC SCHOOLS -cont'd
The Parkside Collegiate Institute campus site was recommended by Administration as the best
location after research supported that itis zoned for an elementary school,as well as being a shared
facility for elementary and secondary technical, arts, etc. itis dose to growth area;a fully serviced site
and the land is presently underutilized.In supporting this site,the Board will be saving site acquisition
costs and servicing/operational costs by consolidating services such as snow removal,grass Cutting,
etc..As well,the traffic flow will benefit students and parents at both the elementary school and
Parkside Collegiate.The Senior Administration recommended that the Lynhurst and Ferndale areas
no longer be a designated holding zone to Port Stanley P.S.and that students be repatriated to their
home school of Southwold P.S.Planning Officer Owens reviewed the boundary options for Elgin
Study Area 1 that included Southwold,Port Stanley and Sparta P.S.
Trustee Exley,in his capacity as Chair of the Elgin 1 ARC,provided background information related
to the Elmdale,Myrtle Street,Port Stanley and Scott Street communities'discussions and subsequent
recommendations.He indicated that the Elgin 1 ARC supported the Administrative recommendations
1 through 6;however an extra meeting was required to discuss further the Lynhurst and Ferndale
recommendation (#7).Trustee Exley explained that a boundary review was supported by some
community members.Trustee Exley distributed copies of survey results for the Lynhurst/Ferndale
area indicating that he personally visited 76 households in the area asking the question:"Are you in
favour of your children continuing to attend Port Stanley P.S.?"Trustee Exley reported that 77
percent of the respondents (43 of 33) indicated that they did not support a boundary review. While
23 percent(10 of43)indicated support of a review,the Southwold PTAsurvey indicated 117 families
were not infavour ofa boundary review.Therefore,based on survey results,the parent/community
indicated overwhelming support for all seven of the Administrative recommendations.
The following recommendations,deferred from2008 April 08,were moved byF. Exley seconded by
T.Grant:
1.That a new JK-Grade 8 elementary school be constructed in south-west St.Thomas at the
Parkside Collegiate Institute site.
2.That the students ofElmdale PublicSchool be accommodated at the new south-west elementary
school;
and
THAT Elmdale Public School at 25 Elm Street,St.Thomas be closed and declared surplus.
3.That the students of Myrtle Street Public School be accommodated at the new south-west
elementary school;
and
That Myrtle Street Public School at 42 Myrtle Street,St.Thomas be closed and declared surplus.
4.That the students of Scott Street Public School residing south of Talbot Street be accommodated
at the new south-west elementary school;
That the students of Scott Street Public School residing north of Talbot Street remain at Scott
Street Public School until an addition and renovations are completed at Edward Street and
Locke's Public School to accommodate them;
and
That Scott Street Public School at 50 Scott Street,St.Thomas be closed and declared surplus.
5.That the students of Shaw Valley subdivision be accommodated at the new south-west
elementary school.
2008 June 1Q...5
13.
14.
R^CO'^'^ENDATIONS FROM SENIOR ADMINISTRATIVE RESPONSETOTHEELGIN1ACCOMMODATIONREVIEWCOMMITTEE(ARC)(ELMDALE MYRTLE
STREET,PORT STANLEY AND SCOTT STREET PUBLIC SCHOOLS -cont'd
6.That the school boundary for the new south-west elementary school consist of the current
boundartes of Elmdale and Myrtle Street Public Schools,the Scott Street Public School boundary
south of Talbot Streetandthe Shaw Valley subdivision.
7.That the Lynhurst and Ferndale areas no longer be a designated holding zone to Port Stanley
Public School,and that the students be accommodated at their geographic home school of
Southwold Public School.
The Administration responded to questions posed by Trustees.Manager K.Bushell commented on
the timing of the construction of the new southeast St.Thomas project indicating an occupancy date
of.2009-10 as well as its impact on Scott Street P.S and Southwold P.S.Trustee Jaffe asked if
students have a choice of schools.Exec.Supt.Dalton advised that students may chose a non-
designated school if space is available:however,student transportation becomes the responsibility
of the parent/guardian.It was suggested that future ARCs consider holding zones more carefully
during the process and ensure that parent representation is part of the committee.
Man^ager Bushell explained the funding sources for the Elgin 1ARC recommendations that Included
Prohibitive to Repair,proceeds from disposition of properties;and school renewal money He
indicated that all proposed projects are funded and that the Board Is waiting for final Ministry approval.
Trustee Polhiil asked about the process of boundary reviews.Exec.Supt.Dalton advised that it is
appropnate for an ARC to recommend a boundary review outside of the process to ensure that other
schools have a voice.
In his concluding remarks.Trustee Exiey advised that the St.Thomas City Hall site planning
committee is meeting on 2008 June 16.He reported that there has been some opposition to the
proposed Parkside Collegiate Institute site and Invited trustees to attend this important City Hall
meeting which is the finalstep inthe process.
Recommendations 1.2,3,4,5,6,and7were adopted ona Poll Vote as follows:
YEAS:J.Bennett,S.Doub,F.Exiey,T.Grant,G.Hart,P.Jaffe,S.Peters.S
Polhiil,T. Roberts, P. Sattler, J. Stewart, R.Tisdale
NAYS:Nil
ABSTENTIONS:Nil
Student Trustee Patterson -yea
Student Trustee Rowe -yea
UPDATETO STATUS OF RECOMMENDATIONS FROM SENIOR ADMINISTRATIVE RESPONSE
TOTHEELGIN2ACCOMMODATION REVIEWCOMMITTEE (ARC)(WELLINGTON STREET AND
HOMEDALE PUBLIC SCHOOLS)
Exec.Supt.K.Dalton presented the third of 10 Accommodation Review Committee reports being
brought back to the Board for decision.The report was tabled on 2008 April 08 by the Senior
Administration related to the Elgin2 Accommodation Review Committee.
Trustee Grant,in her capacity as Chair ofthe Elgin 2 ARC,provided background Information related
to the Homedale French Immersion and Wellington Street communities' recommendations. She
commented thatthe ARC fully considered all children Involved in thearea and supported a Senior
Kindergarten to Grade 8 single track French Immersion school.She extended appreciation tothe
ARC members and to Supts.Wilkinson,Wagner and Boubonnais-MacDonald for their leadership.
2008 June 10.,.6
14.UPDATETO STATUS OF RECOMMENDATIONS FROM SENIOR ADMINISTRATIVE RESPONSE
TO THE ELGIN 2 ACCOMMODATION REVIEW COMMITTEE (ARC)(WELLINGTON STREET AND
HOMEDALE PUBLIC SCHOOLS)
Exec.Supt.Dalton referenced the Senior Administrative Response of 2008 April 08 noting that the
Administration supported recommendations 1 through 4 from the Elgin 2 ARC.The addition of
recommendations 5 and 6 reflect the desire of the community and the Administration to structure
English elementary schools as defined in recommendation 6 in St.Thomas based on a JK-8
organization over the next two years.Schools currently organized as JK -6 schools will retain their
students such that they will have an organization of JK -7 during the 2008-09 school year and JK -
8 the following school year.
The following recommendations,deferred from 2008 April 08.were moved by T.Grant and seconded
byP.Exley:
1.That the Senior Kindergarten to Grade 5 (SK-5)French Immersion students accommodated at
Wellington Street Public School be consolidated with the grades 6,7 and 8 French Immersion
students at Homedale Public School at 112 Churchill Crescent,St.Thomas,to create a SK -8
single track French Immersion school.
2.That renovations and an addition be completed at Homedale French Immersion Public School
to enhance program and to accommodate enrolment.
3.That the grades 7 and 8 English students currently accommodated at Homedale Public School
be returned to their home schools or to the new southwest or Mitchell Hepburn Public Schools
as partofthe overall restructuring of elementary schools In St.Thomas.
4.That Wellington Street Public School at50Wellington Street.St.Thomas be closed and declared
surplus.
5.That the current grade 7 English students remain at Homedale Public School during the 2008-09
school yearto complete their elementary school education at Homedale Public School.
6.That the current grade 6 students at the following schools remain in their home school for the
2008-09 and 2009-10 school years to complete their elementary education at their home school-
Elgin Court,Elmdale,Forest Parkand Myrtle Street PublicSchools.
Manager Bushell commented on the funding sources that included enrolment pressure grants
(Homedale P.S.);Primary Class Size grants;Prohibitive to Repair money as well as proceeds from
disposition of Wellington Street School.
Recommendations 1,2,3,4,5 and 6 were adopted on a PollVote as follows:
VEAS:J.Bennett.S.Doub,F.Exiey,T.Grant,G.Hart,P.Jaffe,S.Peters.
S.Polhill,T. Roberts. P. Sattler, J. Stewart, R.Tisdale
NAYS:Nil
ABSTENTIONS:Nil
Student Trustee Patterson -yea
Student Trustee Rowe -yea
2008 June 10...7
15. REPORT FROMTHE ADMINISTRATION
report of THE CAPITAL PLANNING ADVISORY REGIONAL
COMMITTEES -2008 JANUARY 21,23Exec.Supt.D^ton presented information on ttie next phase of Accommodation Review
Committees (ARCs)as recommended by the Capitai Planning Coordinating Committee and
Administrative Councri after considering the input of the Regionai Capital Planning Advisory
Committees.She advised that this series will be identified beginning with number 11 because
Aon ARCs crosses boundaries and involves other criteria begun in the first 10Mr\U»S«
Exec.Supt.Dalton provided the rationale for the future,two-stage approach in order to allow time
to pass for the first 10 ARCs'decisions to come to fruition.Application of the guiding principles
used wth the first round of ARCs will be reconsidered and perhaps adjusted as the Board moves
forward into the next phase.She noted that the majority of the first phase of ARCs dealt with
inadequate buildings requiring that business cases be prepared and submitted to the Ministry
(e.g Prohibitive to Repair funding)as well as standardizing programs.The second phase will
emphasize on restructuring for the Junior Kindergarten to Grade 8 (JK to 8)model (e.g.St.
Thomas elementary school)as well as tackling surplus space issues.The Regional CPAC
Recommendation 2 indicates deferring six ARCs until 2008 December to ensure that future
fundingfrom the Ministry is known.
Recommended Accommodation Review Committees for 2008
Following the input from the Regional Capital Planning Advisory Committees,consideration of
potential Ministry of Education funding,progress of the first ten ARCs,empty pupil places,
needed program enhancements,and current capital projects,the following ARCs are
recommended for study over the next year.Rationales for each proposed ARC are included in
this section.
It should be noted that the Pupil Accommodation and Facility Organization Independent
Procedure Is in a review process.It is anticipated that the Accommodation Review Committees
noted below will operate under the revised procedure.
CEC CENTRAL -LONDON
ARC 11:School of Adult,Alternative &Continuing Education,Sir George Ross Secondary
School,Thames Secondary School
Recognizing the ongoing concern ofempty pupil places within the TVDSB andthe fact that 1105
of those spaces are at the School of Adult.Alternative &Continuing Education (Wheable Site),
it Is Imperative that this ARC should proceed immediately.This supports the "Highest Priority"'
designation that was recommended bythe Regional CPAC.
As reported in the 2007 November 27 Report to the Board entitled,"Annual Pupil Accommodation
Report -Accommodation Review Committees -Phase Two":
Program changes focusing on student literacy and numeracy in early grades,program
extension in areas outside the City of London,and overall declining enrolment in the
secondary panelsuggest thata review shouldbe undertakenofthe accommodation needs
for the programs offered at Sir George Ross and Thames Secondary Schools.
Administration recommefnds thatthe ARC consider consolidating the current Thamesand
Sir George Ross Secondary School program at Sir George Ross and transferring the Adult,
Alternative and Continuing Education operation to the Thames site.The current facility for
the School of Adult,Alternative &Continuing Education would then close.
2008 June 10...8
15.REPORT FROM THE ADMINISTRATION - cont'd
a.RESPONSE TO THE REPORT OF THE CAPITAL PLANNING ADVISORY REGIONAL
COMMITTEES -2008 JANUARY 21,23 -cont'd
CEC CENTRAL - LONDON -cont'd
In addition,the completion of the Technology Services Facilities at Strathroy District Colleqiate
nstitute allows students In West Middlesex County to be educated in Middlesex County and no
longer will necessitate transportation into Sir George Ross and Thames Secondary Schools to
access these programs.
ARC 12:Riverside.Westdale Public Schnnl<i
Initiation of this ARC will allow for an opportunity to enhance programming,decrease surplus
space and bring this Family of Schools into a consistent JK-8 model of delivery The JK-6
students at Westdale can be accommodated into their JK-8 neighbourhood school (Riverside)
with program enhancements and no necessity for a classroom addition.This supports the "High
Prionty"designation that was recommended by the Regional CPAC.
As reported in the 2007 November 27 Reporttothe Board entitled,"Annual Pupil Accommodation
Report ' Accommodation Review Committees-Phase Two":
Consistent with the prefe^ed model of JK-8 for elementary school organization and projected
future pupil enrolment,it is felt this review is warranted.Administration recommends that the
ARC would consider consolidating the two schools into the Riverside site on a JK-8 model
Riverside would receive a program addition,and Westdale would then close.
CEC EAST
ARC p:Beachville,Harris Heights.Princess Anne.Princess Elizabeth.Victory Mfimnr/a/
Westfield Public Schools
IniUatlon of this ARC should be immediate to allow for an opportunity to enhance programming
and decrease surplus space,and bring this grouping of schools Into a consistent JK-8 model of
delivery.This supports the Regional CPAC's "High Priority"designation to this ARC.
As reported in the 2007 November 27 Report to the Board entitled,"Annual Pupil Accommodation
Report - Accommodation Review Committees -Phase Two":
Facility condition,projected future pupil enrolment,current school organization models,and
population shifts in the Ingersoll area suggest that this review is essential.Administration
recommends that the ARC would consider closing Beachville,Princess Elizabeth,Victory
Memorial and Westfield Public Schools,provide additions to Hams Heights and Princess
Anne Public Schools to accommodate additional students and enhance programs,and build
a new school in north Ingersoll.
ARC 14:Hillcrest.P.M. Sutherland. Northdale.Sprinabank Public Schools
Initiation of this ARC will allow for an opportunity to enhance programming,decrease surplus
space,consolidate continuing education and program staff into one location,and provide space
for secondary French Immersion programming in Oxford County.
As reported in the 2007 November 27 Reporttothe Board entitled."Annual Pupil Accommodation
Report -Accommodation Review Committees -Phase Two"
2008 June 1Q...9
15. REPORT FROM THE ADMINISTRATION - cont'd
a.RESPONSE TO THE REPORT OF THE CAPITAL PLANNING ADVISORY REGIONAL
COMMITTEES -2008 JANUARY 21, 23 - cont'd
Projected future pupil enrolment and available capacity in these four JK-8 schools suggest
that a review is warranted.Administration recommends that the ARC would consider closing
Hillcrest Public School and consolidating its catchment areas through boundary changes to
D.M,Sutherland,Northdale and Springbank Public Schools.The Hillcrest site could then be
considered for use as the Continuing Education and CEC site,replacing current facilities at
Blossom Park and Woodstock Collegiate Institute.Classrooms would be added to Northdale
Public School to accommodate additional students,and program additions would be
proposed for D.M.Sutherland and Springbank Public Schools.
In addition,the move of program staff from the CEC East offices at Woodstock Collegiate to
Hillcrest provides space at Woodstock Collegiate for the Tollgate French Immersion elementary
students that wish to pursue French Immersion courses at the secondary level.
CEC SOUTH
ARC 15:Balaclava Street Edward Street.Locke's Public Srftnnte
Initiation of this ARC should be immediate to allow the full implementation and reorganization of
pupils in St.Thomas into JK-8 schools.As recommended by the Elgin 1 Accommodation Review
Committee in their 2008 March 20 report,a study ofthis area will also allow for consolidation of
pupils from north of Talbot St.that attend Scott Street Public School to be accommodated in
permanent accommodation at Edward Street Public School.
As reported in the 2007 November 27 Report to the Board entitled,"AnnualPupilAccomrriodation
Report -Accommodation Review Committees -Phase Two":
Facility condition,projected future pupil enrolment,and current school organization models
suggest that a review is warranted.Administration recommends that the ARC would
consider closing Balaclava Street Public School and consolidating its current catchment area
through boundary changes to Edward Streetand Locke's Public Schools with an addition to
Edward Street to accommodate additional students,enhance program,and expand to grade
8.
In addition,the students residing north of Talbot St.and attending ScottStreet Public School
would be included in the accommodation and enhanced programming plans at Edward Street
Public School.
Recommended Accommodation Review Committees for Consideration by2008 December
CEC CENTRAL -LONDON
]) Bishop Townshend,LomeAvenue,St George's PublicSchools
W)F.D.Roosevelt Prince Charles,Sir Winston Churchill Public Schools
Empty pupil places in the core area of London continue to be a serious concern for Senior
Administration as it affects funding for growth areasand maintains ongoing operational costs
for buildings that accommodate fewer and fewer students with the continuing decline in
enrolment.
Delaying the ARC for these two areas will allow time for the Capital Planning Coordinating
Committee to explore other opportunities for utilizationoffacilities in the core area of London
which may Involve French Immersion. In addition,a postponement will allowfor a further
reviewofthe makeup ofthe ARCsto ensure that the appropriate schools are named tothe
ARCS.Ensuring the appropriate schools are included will maximize the opportunities for
program enhancements and the decrease ofempty pupil places.
2008 June 10...10
15. REPORT FROMTHE ADMINISTRATION - cont'd
a.RESPONSE TO THE REPORT OF THE CAPITAL PLANNING ADVISORY REGIONAL
COMMITTEES - 2008 JANUARY 21,23 - cont'd
CEC CENTRAL -MIDDLESEX
I)East Williams Memorial.McGiHivray Central,Parkhill-West Williams Public
Delaying this ARC will allow for the implementation ofthe current ARCs'recommendations
involving ten Middlesex County elementary schools before proceeding with the study of these
three schools.
ii)Glencoe High School,Strathroy District Collegiate,West Elgin Secondary School
Providing a depth and breadth of programming for secondary school students that offers
opportunities for all post secondary destinations remains a serious concern and priority of
Senior Administration.Delaying this ARC will allow for the results of the Oxford 4 ARC (in
Phase One that involves four secondary schools)to proceed to conclusion.Following the
results ofthe Oxford 4 ARC,accommodation and program plans for West Middlesex and
West Elgin County secondary school students can be reviewed.
CEC EAST
I)AJ.Baker,Thamesford,Zorra Highland Park Public Schools
As the Regional CPAC advised that this ARC was of"Super Low Priority",it is recommended
that it be delayed until 2009.
CEC SOUTH
I)Arthur Voaden Secondary School,Central Elgin Collegiate Institute,Parkside Colleaiate
Institute
The condition of Arthur Voaden Secondary School andthesite restrictions continue tobea
concern of Senior Administration and facility personnel.While this ARC remains a high
priority,a delay ofone year will allow time to explore additional funding opportunities from the
Ministry of Education that may assist with the replacement of secondary facilities and the
enhancement ofsecondary programming inthe City ofSt. Thomas.
Pupil Accommodation Planning Guiding Principles
In all situations involving pupil accommodation planning,attention will be given to maximizing
program opportunities for the maximum number ofstudents and addressing school renewal
requirements.
In light of declining enrolment and funding which is mostly based ona per student amount and
current excess pupil places,where possible and feasible pupil accommodation planning will
identify closure,consolidation and conversion ofuse opportunities which lead to the operation of
fewer schools.
The preferred models of school organization,as approved by the Board at its meeting of 2007
^May 22,are JK-8 elementary,SK-8 French Immersion elementary,and 9-12 secondary.The
preferred models ofFrench Immersion program delivery are single-track for elementary and dual-
track for secondary.
In all situations involving pupil accommodation planning,attention will be given tosupport for and
compliance with all legislatedrequirementsand priorities,such as those oftheOntario Disabilities
Act,Daily Physical Activities,and Community use, as maybe Instituted and identified from time
to time.
2008 June 1Q...11
r'\
, 15. REPORT FROM THE ADMINISTRATION-cont'd
a.RESPONSE TO THE REPORT OF THE CAPITAL PLANNING ADVISORY REGIONAL
COMMITTEES - 2008 JANUARY 21, 23 - cont'd
RECOMMENDATIONS:
1.That the Board approve the following five Accommodation Review Committees (ARCs)for
initiation before 2008 October 14:
CEC Central -London
ARC 11 -School ofAdult,Alternative <S Continuing Education,Sir George Ross Secondary
School,Thames Secondary School
ARC 12 -Riverside,Westdale Public Schools
CEC East
ARC 13-BeachvHle,_Harris l-leights.Princess Anne,Princess Elizabeth,Victory Memorial,
Westfield Public Schools
ARC14 -Hillcrest,DM Sutherland,Norihdale,Springbank Public Schools
CEC South
ARC 15 -Balaclava Street,Edward Street.Locke's Public Schools
2.That the Board consider the following Accommodation Review Committees (ARCs)by 2008
December 31;
r"
CEC Central -London
i;BishopTownshend, LomeAvenue, St. George's PublicSchools '
]\)F.D.Roosevelt,Prince Charles,Sir Winston Churchill Public Schools
CEC Central -Middlesex
i)East Williams Memorial,McGillivray Central,Parkhill-West Williams Schools
ii)Glencoe High School,Strathroy District Collegiate Institute,IVesf Elgin Secondary
School
CEC East
i)A.J.Baker,Thamesford,Zorra Highland Park Public Schools
CEC South
i) ArthurVoaden Secondary School,Central Elgin Collegiate Institute,Parkside Collegiate
Institute
A lengthy discussion was held regarding the timing of Recommendations 1 and 2. Director
Tucker commented that Recommendation 2 related to the third phase of ARCs will be more
influenced by new policies than those contained in Recommendation 1.
Exec.Supt.Dalton advised that,if approved,the ARCs in the second phase (11-15)will have
their first organizational meeting before 2008 October 14.She reported that during 2008
November,the Administration will be presenting information to the Board regarding Phase 3 of
the ARC process at which time the parameters outlined in Recommendation 2 will be included
in the report and may not return in the same context as presented.Therefore,it was suggested
that trustees consider the recommendations as two separate entities.
2008 June 10...12
15.REPORT FROM THE ADMINISTRATION - cont'd
a.RESPONSE TO THE REPORT OF THE CAPITAL PLANNING ADVISORY REGIONAL
COMMITTEES - 2008 JANUARY 21, 23 - cont'd
Trustee Bennett expressed concern about the School of Adult.Alternative and Continuing
Education as part of ARC 11 and asked if and when there would be an opportunity to make any
changes in the composition of Recommendation 1.Supervisor Christie provided clarification
noting that an amendment may be made to the recommendation(s)at this time.As well,if the
recommendation(s),as written,are passed by the Board,another opportunity would beavailable
under the "Motion to Reconsider"rule at a subsequent Board meeting the earliest date being
2008 September 23.Trustee Tisdale also expressed concern about fracturing the School of
Adult,Alternative &Continuing Education by moving it around noting that it should be given its
duerespectand consideration with a thorough report,debateand discussion.
Trustee Hart advised that there is some urgency in ensuring that School Councils,Home &
School Associations and communities know what is planned in order to begin selecting ARC
representation.It was supportedthat Recommendation 2 notbe consideredat this time.
Amotion to sit past 11 ;00 p.m.to 11:30 p.m was moved by G.Hart,seconded by P.Jaffe and carried.
The following motion was moved by G.Hart and seconded by P.Jaffe.
That Recommendation 1be considered in its entirety.
The following amendment was moved by J.Bennett,seconded by T.Roberts and carried:
That Recommendation 1 be split and considered as ARC 11 and ARCs 12to15.
Recommendation 1.a was moved by P.Jaffe,seconded by G.Hart:
That the Board approve the following Accommodation Review Committee (ARC)for Initiation
before 2008 October 14:
CEC Central -London
ARC 11 -School of Adult.Alternative &Continuing Education,Sir George Ross Secondary
School,Thames Secondary School
The following amendment was moved by J.Bennett,seconded by T.Roberts and carried:
That ARC 11 include only Sir George Ross Secondary School and Thames Secondary
School.
The main motion,as amended,was carried:
That the Board approve the following Accommodation Review Committee (ARC)for initiation
before 2008 October 14:
CEC Central -London
ARC 11 - Sir George Ross Secondary School and Thames Secondary School.
Recommendation 1b.was adopted on motion of G.Hart and seconded by P Jaffe.
That the Board approve the following four Accommodation Review Committees (ARCs)for
initiation before 2008 October 14:
CEC CENTRAL
ARC 12 Riverside,Westdale Public Schools
r ^
2008 June 1Q...13
15.REPORT FROM THE ADMINISTRATION -cont'd
a.RESPONSE TO THE REPORT OF THE CAPITAL PLANNING ADVISORY REGIONAL
COMMITTEES -2008 JANUARY 21,23 -cont'd Kt^iUNAL
CEC East
ARC ISBeachville.Harris Heights,Princess Anne.Princess Elizabeth,Victory Memorial
Westfield Public Schools
ARC 14Hillcrest,D.M.Sutherland,Northdale,Springbank Public Schools
CEC South
ARC 15 Balaclava Street,Edward Street,Locke's Public Schools
It was agreed not to consider Recommendation 2 of the report at this time.
b.2008-09 PRELIMINARY BUDGET UPDATE
Exec.Supt.B.Greene presented opening remarks regarding the 2008-09 Preliminary Budget
update.He advised that the Ministry of Education Funding announcement of 2008 March 26,
Memorandum 2008:82 included the following details for the Program Enhancement Grant:
"Additional funding in 2008-2009 will Increase the Program Enhancement Grant,raising the
per-school amount to $9 650 -an increase of $2 150 per school,oralmost 30 per cent.This
grant supports the government s commitment to a well-rounded education through programs
such as arts,music,physical education,and outdoor education,and it Is expected that the
funding will be used to fund or enrich existing programs or to offer new programs.
K.Meeson,Manager,Financial Services,presented the following Program Enhancement figures
indicating the three options for its use:
Proqram Enhancement Grant Ontions
TVDSB Allocation $ 1 708 050
2008-09 Preliminary Expenditure $.600 000
(this isa carry-over from the 2007-08 approvedbudget
2008-09 Budget Increases Guiding Principles 1 108 050
$1 708 050
Manager Meeson advised that up to $1 708 050 may be used to fund existing programs in
order to reduce expenditures toassist with balancing the budget.Grants may be allocated on
a per-school basisof$9650tobe usedatthe school level according to Ministry criteria.An
amount of $1 588 850 may bespent centrally on items prioritized by Administrative Council as
follows:Music $380 000;Health and Physical Education $900 850;Visual Arts $100,000;
Elementary and Secondary Athletics $80 000 and Outdoor Education $128 000.
It was notedthat Exec.Supt.Elliott will bring moredetails regarding the prioritized items tothe
2008 June 17 Special Board meeting.
Manager Meeson reviewed the 2008-2009 Preliminary Budget for Special Education noting a
projected deficit of$4278517.Special Education revenuesand expenditures comparisons
for 2007-2008 and 2008-2009 were presented as set out below:
2008 June 10...14
15.REPORT FROMTHE ADMINISTRATION - cont'd
b. 2008-09 PRELIMINARY BUDGET UPDATE - cont'd
Revenue 2007-2008 2008-2009
SEPPA
Special Equipment
High Needs Amount
First Nations Billings
Foundation Grant
$36 256
928
35 969
141
5 827
$36 090
1 056
35 969
.141
5 810
$79 121 $79 066
Expenditures 2007-2008 2008-2009
Teachers
Educational/Instructional Assistants
Consultants/Coordinators
Professionals/Paraprofessionais
Operating Expenditures
$44 679
28 376
•1 310
6210
2 090
$45 207
28 483
1 295
6 270
2 090
Projected Deficit $82 665 $83 345
Supt.S.Hughes commented on the 2008-2009 declining enrolment for special education.
A motion to sit past 11:30 p.m.to 12:00 p.m.was moved by R.Tisdale,seconded by J Stewart
and carried.
16.REPORTS OF COMMITTEES
a.REPORT OF THE AUDIT COMMITTEE
MEMBERS PRESENT
T.Grant R.Robertson
J.Stewart (Chair)
R.Tisdale
Trustee Visitor:S.Peters
2008 May 20
2:04 p.m.-3:40 p.m.
ADMINISTRATION AND OTHERS
B.Greene
D.Gurnham
S.Lentz
K.Meeson
B.Tucker
K.Sadiowski
1.APPROVAL OF AGENDA
Exec.Supt.B.Greene requested that "Audit Plan"agenda item be addressed following the
Deloitte Management Letterto accommodate Mr.Gurnham and Ms.Lentzas they are unable
to participate in the entire meeting.A motion to approve the agenda as amended was
carried.
2008 June 10...15
16.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE AUDIT COMMITTEE -cont'd
2. CONFLICTS OF INTEREST -none declared.
3.DELOITTE -MANAGEMENT LETTER -YEAR END 2007 AUGUST 31
Exec.Supt.Greene provided a brief overview of the Management Letter issued by Deloitte.
Board Auditor D.Gurnham advised thatthe purpose ofthe letter istonoteareas within the
Board where efficiencies can be realized and to make suggestions or provide advice on
tightening controls In certain areas.Manager K.Meeson further advised that the
observations noted In the Management Letter are provided to the Managers of the
departments affected to obtain feedback on the observation.Trustee Grant inquired as to
the completeness of observations in the letter and was confirmed by Manager Meeson.
It was noted that the computer control issues seem to be carried forward from prior years.
Trustee Tisdale stated that with the existing budget,some of the concerns may still not be
addressed.Mr.Gurnham indicated that most ofthe items can be Implemented without
system changes.Manager Meeson confirmed that Information Technology Services isaware
of the issues.
Trustee Tisdale inquired about the internal billing comment.Exec.Supt.Greene advised that
most schools arenot charged for work,only If it isa special request by the school.
Trustee Tisdale questioned why the Board is not implementing a policy to cover all school-
generated funds thatare consolidated under PSAB.Exec.Supt.Greene advised thatthe
Board cannot impose their rules on parent groups,but simply make the suggestions noting
the entire policy will be reviewed in the fall.The group agreed to follow up on the
Management Letter items every few months.
R.Robertson recommended that the group accept the Management Letter instead of
approve.
A motion to amend the wording was approved. Acopy of the Letterwas attached to the
report.
4.AUDIT PLAN FOR 2008 AUGUST 31
Mr.Gurnham presented the Audit Planand describedthe roles and responsibilities ofthe
Board ofTrustees,the Audit Committee,and Deloitte's communication process with the Audit
Committee.He explained the materiality ofissues noting that materiality Is an indicator of
how internal auditis driven.Mr.Gurnham confirmed thatthe materiality rangeisfor publicly-
funded organizations.Ifan error Is found that is worth more than the minimum, it will be
brought to the Audit Committee.Additionally,Mr.Gurnham indicated that other types of
errors, whilenot material, would still be reported. An example would be one where there is
potentialfor public embarrassment.Mr.Gurnham confirmedthat while funds at specific
schools would not meet materiality,testing is still undertaken.
Ms. Lentz spoke to internal controls with specific reference to fraudulent transactions,risk
of management over-ride of controls,and reporting practices.
5.MONTHLY FINANCIAL STATEMENTS -2008 APRIL 30
Manager Meeson presented the monthly financial statements as at April 30, 2008. Exec.
Supt.Greene advised that beginning September,the Audit Committee will choose a section
and have staff attend the meeting to review and discuss it.
2008 June 10...16
16. REPORTS OF COMMITTEES- cont'd
a. REPORT OF THE AUDIT COMMITTEE - cont'd
6.OTHER BUSINESS
It was decided that Audit Committee members will receive Information for upcoming meetings
through e-mail in portable document format (PDF).Trustee Grant stated that retrieving
documents through e-mail does not work well for her.but that she will pici<up her package
on the Friday prior to the meeting.Exec.Supt.Greene will address the issue of Trustee
Peters receivinga package.
Board Auditor Gurnham advised that Auditor Senior Brian Hester has applied and been
accepted for a Supervisory position in Financial Services.Mr.Gurnham is presenting this
information to the Audit Committee as required to do so contractually.No objections or
concerns were raised by Audit Committee members.
7.NEXT MEETING
The next meeting was scheduled for 2008 June 17,at 3:00 p.m.
8.ADJOURNMENT
A motion to adjourn was moved and carried at 3:40 p.m.
RECOMMENDATIONS:none
J.STEWART.
Chairperson
b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE 2008 May 20
7:00 p.m. - 9:04 p.m.
Members
B.Hoffman,Autism Ontario London
R.Tisdale,Trustee
J.Bennett,Trustee
D. Almost,Ontario Assoc.For Families of Children with
Communication Disorders
M.Barbeau, VOICEfor Hearing-ImpairedChildren
D. Ensing,Assoc.for BrightChildren
T. Fawdry, The Learning Disabilities Assoc.Of Ontario-London
Region (alt)
J. Gritzan,Thames Valley Children's Centre
B.Montminy,Madame Vanier Children's Services
M.Masters Integration Action for Inclusion London Chapter
A. Morse,Easter Seal Society
Administration and Others
S. Hughes, Superintendent of Education,Special Education
P. Cook,Elementary Principal
V.Towell,Secondary Vice Principal
2008 June 10...17
Regrets:B.Harvey,Epilepsy Support Centre,Elizabetti Karry,Ciiildren's Aid Society of
London &l\/liddlesex,
C.Tiiammavongsa.Assoc.for Bright Children (alt),S.Wilson.Community Living Education
Committee,
T.Grant,Trustee,J.Johnston,Special Education Learning Supervisor
Absent:A.Loebus,London Down Syndrome,G.McGahey,Chlppewas of the Thames First
Nation Board of Education
1.CALL TO ORDER
The meeting was called to order at 7:00 p.m.in the London Room at the Education Centre.
2 CONFIRMATION OF AGENDA
The motionto approve the agenda was carried
3.CONFLICTS OF INTEREST
There were no conflicts of interest declared.
4.REPORT OF MEETING FROM 2008 MAY 05
J.Gritzan reported that the Parent Mentors are available to any child contemplating entrance
to school.
B.Hoffman,Chair,reported that she was not in attendance at the 2008 May 5 meeting of
SEAC but she did forward a draft letter regarding the Vanier EIP for review at the meeting.
The reportofthe 2008 May 05 meeting was approved as amended.
5.BUSINESS ARISING FROM THE REPORT OF 2008 MAY 05
Letter re Vanier EarlyInterventionProgram
The committee discussed and agreed that the Chair draft a letter to besent to outlining the
importance of this program despite the fact that the Minister has given this program a year
reprieve.The lettershouldalso stress the value of partnerships with School Boards and
community agencies.
lEP's by Exceptionality
Supt.Hughes provided a handout onthe number of students by exceptionality for review.
Committee
members requestedfurther information regardingthebreakdownofthenumbers, ieare there
multiple students inthe deaf and inthe multiplecolumn. Clarification of the numbers within
the Steps Classroomswererequested. Committeemembers requested afurther breakdown
of these numbers by panels.It was suggested that these statistics need to be broken out
more to further Identify how our students are being served.
Ad Hoc Committee on Inclusion Report
Supt.Hughes reported thathe talked with Director Bill Tucker to determine further next steps
on the Inclusion Report.Supt. Hughes will take the feedback from the report and in
consultation withSpecial Education staff establish the prioritiesand consult withSEACon
their progress.Any items that will have impact on the budget must be reviewed and
approved by Administrative Counciland the Board, Supt. Hughes reported.
2008 June 10...18
16.REPORTS OF COMMITTEES
b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE - cont'd
5. BUSINESS ARISINGFROMTHE REPORT OF 2008 MAY 05 -cont'd
Dates/Times for 2008 /2009 SEAC
Supt.Hughes provided a list of dates for potential SEAC dates for next year.
A.Morse moved and D.Ensing seconded the motion that there beat least four meetings held
in the evening. The follov\/ing isthe iistofapproveddates:
Monday,2008 September 08- 7:00 p.m.
Monday,2008 October 06- 7:00 p.m.
Tuesday,2008 November 04 - 11:45 a.m.
Tuesday,2008 December 2-11:45 a.m.
Tuesday,2009 January 06 -11:45 a.m.
Tuesday,2009 February 03 -11:45 a.m.
Tuesday;2009 March 03 -11:45 a.m.
Monday,2009 April 06 - 7:00 p.m.
Monday, 2009 May04 - 7:00 p.m.
Tuesday,2009 June 02-11:45 a.m.
Room locations will be announced at a later date.
Communication Guide and Information for Parents and Students
P,Cook stated that the two corrections/changes were made to the guide after the
presentation atthelast SEAC meeting.J.Johnston's assistant will be taking the Guide and
ensuring that itis In the same style for parent guides.
6. SPECIAL EDUCATION BUDGET INFORMATION / UPDATES 2008-09
Trustee T.Roberts was in attendance as a visitor and provided an updatetothe committee.
T.Roberts stated that there is increased support for at-risk students and no change tothe
Special Education funding this year.T.Roberts stated that public input meeting on the
budget is scheduled for,2008 June 11.
It wasstatedthatthe committee would like tosee the detailed budget sheet that Executive
Supt.B.Greene has referencedat the June 3,SEAC meeting.
Last year's staffing information showed two sign interpreters for deaf students,this year the
draft does not show any sign interpreters. Supt. Hughes will check on this item.
D.Ensing stated that it is important to SEAC that Trustees understand using the cost
accounting approach that Exec. Supt. B.Greene has stated is being utilized does notreflect
"true"budget items related to Special Education.
Trustee R.Tisdaleclarified with Supt.S.Hughes thatthe additional Psychologist who is being
hired forthe You -Turn Program is being funded through safe schools accounts, notspecial
education budgets.
The total number-of EA's allocated for the system Information was requested. Supt. S.
Hughes will bring this to the next SEAC meeting on Junes.•
7.DEAF AND HARD OF HEARING IMPLEMENTATION REPORT
Supt. Hughes requested that this item be deferred until the next meeting when J. Johnston
can be present.
8.RESPITE AGREEMENT
Supt. Hughes requested that thisitembe deferred until the next meeting when J. Johnston
can be present.
2008 June 10...19
16.REPORTS OF COMMITTEES
b. REPORT OF THESPECIAL EDUCATION ADVISORY COMMITTEE - cont'd
9.EA ALLOCATIONS 2008 -2009
Supt.Hughes provided information on the EA allocations for the next year.S.Hughes stated
that the Board w/ill notbe using temporary EA's this year,although thereisa holdback ofEA's
for September for useonan as neededbasis.This group of EA's w/ili be moved to different
areas of the Board as required.
Acommittee member requested the breakdown ofthe number of EA's supporting integrated
classrooms and clarification regarding ifthe $723.75 include the cost of the "occasional"
EA's.Supt.Hughes will provide this information atthe next meeting.
10.SPECIAL EDUCATION PLAN
Supt.Hughes provided a copyofthe current draft oftheSpecial Education Plan. S.Piltman
will provide everyone with an electronic copy ofthe sections that have revisions as requested.
At the next SEAC meeting,June 3,Supt.Hughes / J.Johnston will provide a high level
review ofthechanges specifically outlining the framework,philosophy andgoalsofthe Plan.
11.COMMITTEE UPDATES
Mental Health and Wellness
Supt. S.Hughes stated that the Board has engaged Dr. Linda Baker to work withthe Board
on a review of the Steps program in the context of mental health and wellness and will be
providing the Board information ona gap analysis with respect tomentalhealthandwellness
and special education.The next meeting of this committee is set for 2008 June 17.
A.Morse moved and M.Barbeauseconded a motion thatthe SEAC meeting be extended
by 10 minutes to 9:10 p.m.
12.CORRESPONDENCE
Supt.Hughes distributed a letter from CAS for the committee.
13.FORUM:ASSOCIATION UPDATES
T. Fawdryprovided information about a Teacher's Guide to Learning Disabilities whichcan
be accessed through their website at wvw.LDAO.ca
14.ADJOURNMENT
The meeting adjourned at 9:04 p.m. by motion.
RECOMMENDATIONS:none
B.HOFFMAN,
Chair
c.REPORT OF THE POLICY WORKING COMMITTEE 2008 May27
3:10 p.m.-4:26 p.m.
MEMBERS ADMINISTRATION AND OTHERS
J.Bennett (Chair) F.Exley B.Tucker M.Henry
R.Tisdale T.Roberts .L. Elliott
Trustee Guest:T.Grant
Regrets:S.Doub,P.Sattler
2008 June 10...2Q
16. REPORTS OF COMMITTEES - cont'd
0.REPORT OF THE POLICY WORKING COMMITTEE -cont'd
1.APPROVAL OF AGENDA -The agenda was approved by motion.
2.CONFLICTS OF INTEREST-none declared
3.COMMITTEE REPORT OF 2008 APRIL 22 AND TRACKING SHEET-provided for
information ..
4.INTRODUCTION OF DRAFT POLICY/PROCEDURE - none
5.CONSIDERATION OF POLICY/PROCEDURE FOLLOWING PUBLIC INPUT -none
6.DRAFT POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION -none
7.,SUGGESTED.POLICY/PROCEDURE REVISIONS
a. Food inOur Schools Independent Procedure
Executive Supt.L.Elliott and J.Verbakel joined the meeting to describe a guideline to
implement best practices around nutritious food selection for TVDSB students.Exec.Supt.
Elliott spoke to the revisions noting that it would not be compulsory for students but the option
of healthier food choices for the schools,staff and students would beavailable.Mr.Verbakel
advised the trustees that the revisions include Bill 8 under Appendix B.Exec.Supt Elliott
responded to trustees'questions noting that the program would start In the elementary
schools this fall.'
The following motion was moved and carried:
That amendments to the independent procedure "Food in Our Schools"be posted to the
Board'swebsite for 30 daysfor public input.
b.English As a Second Language/English Literacy Development Teacher Staffing Allocations
Independent Procedure
Exec.Supt.Elliott and C.Graves outlined revisions to the ESL/ESD independent procedure.
Ms.Graves described the need to align the procedure with the Ministry's procedures noting
the intention is to establish this In all schools that have ESL.She noted the need to change
the orientation sessions to accommodate the assessment needs.
Amendments to the independent procedure will ensure that there are consistent practices
and procedures in place to support ELLs across the system,to ensure that ELLS are
appropriately assessed and placed in programs that will provide them with the level of
support required for both language development and academic success andensurethatstaff
is equitably assigned according to the processes outlined in the document.The following
motion was moved and carried:
The amendments to the independent procedure "English As a Second Language/English
Literacy Development Teacher Staffing Allocations"be posted to the Board's website
for 14 days for publicinput.
c.Computer Security Independent Procedure
Supt.V.Nielsen described revisions to the Computer Security procedure noting Page 6
refers to students and Page 7 to staff.She responded to the trustees'questions.Suggested
revisions were offered.
The following motion was moved and carried:
That amendments to the Independent procedure "Computer Security"be posted to the
Board's website for 60 days.
2008 June 10...21
16.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE POLICY WORKING COMMITTEE -cont'd
8.OTHER BUSINESS
a.Communication Process
Trustee R.Ttsdale questioned the procedure ofposting documents for 30or60 days and the
updated process for distribution to school council and other groups noting that the groups
have not received advice on the postings.Director Tucker agreed to follow/up and report
at the next meeting.
9.DATES OF FUTURE MEETINGS
The next meeting was scheduledfor2008June 24,at 3:00p.m.,In the Oxford Room.
10.ADJOURNMENT
The meeting adjourned at 4:26 p.m. bymotion.
RECOMMENDATIONS:none
J.BENNETT,
Chairperson
d.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE 2008 June 03
7:05 p.m.-10:05 p.m.
MEMBERS
J.Bennett (Chair)
S.Doub
F.Exiey
T.Grant
G.Hart
M.Hendrick
P.Jaffe
K.Patterson
S.Peters
S.Polhill
T.Roberts
J.Rowe
P.Sattler
J.Stewart
R.Tisdale
ADMINISTRATION AND OTHERS
B.Tucker
K.Dalton
B.Greene
M.Sereda
C.Bourbonnais-
MacDonald
L.Griffith-Jones
S.Hughes
M.Moynihan
M.Smith
B.Wagner
K.Wilkinson
K.Bushell
J.Berkin
C.Dennett
P.Hearse
S.Killip
S.Macey
K.Meeson
J.Neville
W.Scott
1.CALL TO ORDER
Chair Bennett called the meeting to order at 7:05 p.m.
2.APPROVAL OF AGENDA
The agenda was amended moving "Director of Education:Board Strategic Plan"to Item 6 and
renumbered accordingly.The amended agenda was approved by motion.
3.CONFLICTS OF INTEREST
No conflicts of interest were declared.
4.CHAIRPERSON'S ANNOUNCEMENTS
Board Chair Sattler reminded trustees that the annual Retirement Reception honouring retiring
staff will be held on Monday,June 09.Trustees were asked to advise Supervisor Christie of their
intention to attend by June 6.
5.DIRECTOR'S ANNOUNCEMENTS -none
2008 June 10...22
16.REPORTS OF COMMITTEES -cont'd
d.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
6.DIRECTOR OF EDUCATION:THE THAMES VALLEY DISTRICT SCHOOL BOARD
STRATEGIC PLAN
Director Bill Tucker presented the Thames Valley District School Board Strategic Plan,advising
that this proposal,if adopted,will put the right people in the right place doing the right things in
order to improve student learning across the District.
Introduction
The Director reported that his entry plan began with gathering data from a wide spectrum of
system stakeholders including trustees,supervisory officers,managers,community partners,
Director's Services staff,employee groups,parent groups and students.The Entry Plari
questions asked were intended to target the system's strengths as well as opportunities for
grov/th.Some typical questions included:What do you perceive to be the current greatest
strengths ofthe TVDSB?What are theareas which require greater attention/less attention with
the Board?What are your organization's priorities for this school year and the next,and how can
the senior administration support your Initiatives?and,How can we become a better and stronqer
team?
Developino an Action Plan
.Director Tucker stated that,with some minor detours,the three key areas of focus identified to
continue to improve student learning were Communication,Teamwork and Alignment.He
emphasized that in order to develop an effective Action Plan,clear,concise,communication must
flow between the Director and trustees,as well as the supervisory officers and trustees.The
system must communicate effectively on two levels (within and without)involving schools,parents
and the community.This action can be obtained with the concerted effort of a team comprised
of trustees,parents,senior administration,staff and community partners.Transparency is critical
at all levels of the organization.
Teamwork
The Teamwork component of the plan is to ensure communication strategies are implemented
and.monitored on all levels.This includes the involvement andenhancementofthe roles ofthe
new and existing Student Trustees.The Director's relationship with trustees must be both
consultative and responsive to Board directions and enhance working relationships among and
between trustees and supervisory officers.The Director,while supporting the Trustee
Governance Model,will develop opportunities for trustees to enhance their own profiles within the
community and province.
Director Tucker stated that Supervisory Officers need to be recognized for their accomplishments
and have increased involvement in the decision-making process.The importance of maintaining
the Administrative Council forum and meeting atleast twice ayearata different venuetodiscuss
system priorities andgoalswas recognized as a team building experience. The Director needs
to be visible,available and accessible tothe supervisory officers.
The Director will meet twice per year with all employee groups/Council of Presidents. The
importance of employee recognitions and accomplishments being celebrated will become part
ofthe proposed system newsletter. As well,recognition and resolution of workload issues will
be addressed.
An invitation will be extended to community partners to visit the EducationCentre and meet the
TVDSB staff.Aspartofthe redefining role ofDirector's Services Department,aParent Resource
Centre is proposed to ensure that parents/community partners have a designated waiting area
for their use while atthe Education Centre attending meetings/events,etc.
2008 June 10...23
r-"
16.REPORTS OF COMMITTEES -cont'd
d.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
6. DIRECTOR OF EDUCATION:THE THAMES VALLEY DISTRICT SCHOOL BOARD
STRATEGIC PLAN -introduction -cont'd
Communication
Trustees model the expectations ofthe system.They ensure that communication strategies are
implementedand monitored,and incorporatenewtechnologyto assist with efficient,consistent
and responsive communication. The Director'splanistoprovide trustees with information sheets
outlining important/key issuesthat may beof interest tothe media ora concern tothe community.
The Director needs to be visible,available and accessible to trustees in order to share information
as soon as possible and before itis released to the public.
The role of Supervisory Officer is to model and promote the Director's open door policy.
Administrative Council and Executive Council remain as effective communication vehicles with
plans to involve supervisory officers one step further within the decision-making process at the
ground level.
Aspart ofthe Director's initiative tomeet with union executivegroups twicea year,the Manager
of Public Affairs and Community Relations will become involved to ensure thatuniongroupsand
employee associations are notified.The plan includes a Director's quarterly newsletter that will
communicate system initiatives and promote a closer relationship with employee groups. The
Director and support staff will be visiting schools and departments on a regularbasis.
Enhancements to the communication with parents and community partners will includeuse of
technologyto improve parental Involvement,distribution ofthe Director's newsletter,development
I of a comprehensive list of stakeholder groups,establishing a Parent Resource Centre,
distribution of Director's roadmap and the yearly Board report, and enhancing community
partnerships through the Board's Ad Hoc Community Partnership Committee and the Thames
Valley Education Foundation.
Alignment
Developing an Alignment Action Plan starts with the review and possible refinement of the
Board's Visionand Mission Statement at itscore and ends with improved student learning. The
Director reviewed the alignment component of the Action Plan as it relates to trustees,
supervisory officers,employee groups and parent and community partners.
The alignment action plan includes words such as expansion,refinement,exploration,redefinition
and refocusing on "the main thing"(Improve Student Learning). Areview to explore possibilities
of a new organizational structure is planned for Director's Services,Human Resource Services,
Program Services,Business Services and Operations Services to examine efficiencies,
professional development,recruitment,retention and capacity building.
Departmental Organization
The Director highlighted a number of departmental organization initiatives.He advised that
Director's Services will assume the responsibility for Community Use of Facilities and the role of
Manager of Public Affairs and Community Relations will be redefined.He announced that Kate
Young has been hired as the new Manager replacing Chris Dennett who is retiring. He also
advised that in order to eliminate duplication of staff development initiatives.Human Resource
Services will assume responsibility for System Staff Leadership and Development.creating a new
Staff Development Officer position with the present Principal's leadership position becoming a
Learning Supervisor,centralized as one overall co-ordinating body to align with the strategic
direction.
2008 June 10...24
16.REPORTS OF COMMITTEES -cont'd
d. REPORT OF THE INFORMATION COMMITTEE OFTHE WHOLE - cont'd
6.DIRECTOR OF EDUCATION:THE THAMES VALLEY DISTRICT SCHOOL BOARD
STRATEGIC PLAN -cont'd
Human Resource Services will assume responsibility for all elementary and secondary staffing
in order to reduce the workload onsupervisory officers.Exec.Supts.Seredaand Elliott will have
school responsibilities removed from their portfolios.All supervisory officers will be located at
the Education Centre to Increase efficiencies and CEC South will be closed.Program support
staff will remain In the CEC'swerethey currently serve.
Improvement Plans
The Director presented the following guiding principles and strategic goals:
-TVDSB students will acquire skills that reflect their relevant grade level and provincial
standards.(Foundation Principle:Quality Learning);
-TVDSB students will have access to programs appropriate to their needs and pathways.
(Foundation Principle:Quality Learning);
-TVDSB staff will foster a positive and engaging environment to support student learning.(
Foundation Principle: Teamwork);
-TVDSB staff will engage family and community to support student learning.(Foundation
Principle:Teamwork).
Strategic Goal 1
To increase the percentage of primary students reading at the TVDSB set targets by 3 to 5
percent or higher, on the 2009 MayDRA assessment:
Kindergarten Levels3 or higher from 75 to 78 percent:
-Gr.1 Level 16 from % to % -TBD
Gr.2 Level 28 from % to % -TBD
-Gr.3 Level 38 from % to % -TBD
Strategic Goal 2
To increase the percentage of primary students attaining levels 3 and 4 from 58 percent to66
percent and junior students from 55 percent to60 percent,or higher,onthe writing component
of the 2009 spring EQAO assessment.
Strategic Goal 3
To increase the percentage of intermediate/grade 9students who attain 8 credits bytheendof
grade 9 from 80 percent to 83 percent or higher for the 2008-09 cohort.
Strategic Goal 4
To increase the4and5year graduation rates from 63 percent to65 percent (4year rate)and
from 78 percent to 80 percent or higher (5 year rate) forthe 2008-2009 cohorts.
The Director summarized that his entry plan,noting that although ambitious, itIs intended to
strategically align the Board and narrow gaps in each of the areas addressed with the ultimate
goal of improving studentlearning.The Director thanked the Public Affairs stafffor assisting with
his presentation.
Chair Bennett extended appreciation tothe Director for his presentation that clearly defined four
strategic goals that focus on student literacy through the reduction of identified learning gaps as
indicators of how wellTVDSB is doing as a system.
2008 June 10...25
16.REPORTS OF COMMITTEES -cont'd
d. REPORT OFTHE INFORMATION COMMITTEE OF THE WHOLE - cont'd
7. REPORT FROM THE COMMITTEE TO REVIEW THE ENVIRONMENT OF SAFETY IN OUR
SCHOOLS
Supt.B.Sonier Introduced the Safe Schools Survey results of 16,800 TVDSB secondary school
students.Thedata also included comparison tothe 2005 survey andthe School Level Action
Plan Development process.
Supt. Sonier explained that in 2004 December,the Committee to Review the Environmentof
Safety in Our Schools was established.The Committee was chaired by Exec.Supt.M.Sereda
and had representation from school board staff,teacher federations and community experts;Its
mandatewasto determine why youth donot report information regarding harassmentand what
school comrhunities can do to create a culture that encourages youth to report Information
regarding harassment. Student surveys were conducted,and system and school level action
plans were developed with a commitment to resurvey in 2008.In 2008 February,a student
survey was administered to secondary school students.Supt.Sonier advised thatanother survey
ofelementary students is planned forthe next schoolyear.
S.Killip,Manager of Research &Assessment,provideda highleveloverviewofthe results ofthe
2008Safe Schoolssurveythat included changes in perceptions,incidentsand beliefs from 2005
to2008. T.Wilson and D.Townsley,Safe Schools Learning Co-ordinators,provided additional
information related to the responses from secondary students.
Comparison Results
Dr.Killlp reportedthat comparisons between the 2005 and 2008 survey items showed small
changes,generally lessthana 10th ofa point ona 5-polnt scale (e.g.,3.3to3.4). Therewasan
increase (2005 to 2008) in student perception of safety, respect, role and knowledge with
students reporting greater feelings ofsafety in all school locations in2008comparedto 2005.
The results indicated an increase of approximately 1•percent or less for "Daily",bullying:
approximately 2 percent or less decrease for "Never"bullied and that the largest increase in
bullying is "Over the Internet".There is an increased likelihood of Interventions (from 2005 to
2008) ifa fellow student is being bullied.The most decreased likelihood of interventions (from
2005 to 2008) bythe student was ifhe or she was personally being bullied.
Student views of why bullying is not reported (05 to 08)was reviewed.There Is an increased
beliefthat embarrassment,lackofanonymity,and abilityto handle situations themself as reasons
for not reporting.Student beliefs about how to deal with bullying (2005 to 08) indicates an
increase in perceived effectiveness of Internet monitoring by parents,hotlines,supervision by
staff and a decrease in perceived effectiveness of increasing awareness and skill improvement.
Student beliefs about how to help make schools safer (2005 to 08)indicates an increase in
perceived helpfulness for items such as security,monitoring,rewards,supervision,a decrease
in perceived helpfulness for items such as discussions,speakers,programs,as well as for items
such as crime stoppers and consequences.
Next Steps
Supt.Sonier summarized that a detailed analysis will be presented in 2008 September.The
system level committee will be looking at comparisons and gaps at the school and at the system
level with a view to adjust/change/add programs to meet student needs.Key issues will be
summarized and the Safe Schools action plan reviewed and submitted by 2008 September 30
for implementation and monitoring.Ms.Sonier concluded that the goal of safe schools is to
continue to create school environments that are safe and respectful noting that itIs an ongoing
process not a single event.
2008 June 10...26
16.REPORTS OF COMMITTEES -cont'd
d. REPORT OF THE INFORMATION COMMITTEE OFTHE WHOLE - cont'd
7.REPORT FROM THE COMMITTEE TO REVIEW THE ENVIRONMENT OF SAFETY IN OUR
SCHOOLS -cont'd
The Administration responded to questions posed by Trustees.In response to a question related
to the school Code of Conduct.Supt.Sonier noted that the Code ofConduct is generally followed
bystudentsandthat it continues tobe reinforced by principals andteachers.
TrusteeJaffeasked if TVDSB was considering a policy regarding theuse of electronic devices
by students during classroom instruction time noting that the coterminous board has a new policy
in place banning cell phones,electronic devices,etc.Exec.Supt.Elliott advised that Program
Services has lookedat this area and made modifications to eliminate the use ofdevices in the
classroom without the permission ofthe Administrator.She noted that,currently,teachers must
discuss the use of student electronic devices with their administrator.
Exec.Supt.Elliott commented that this matter is part ofthe independent procedure on Computer
Security that has been posted to the TVDSB website for public consultation and is to be brought
back to the Policy Working Committee.It.indicates that handheld audio and video devices (e.g.,
cameras,MP3 players,ceil phones)shall not be used in the classroom and other designated
areas of the school without the express permission ofthe school administration.Additionally,no
one is to use hisor her portable handheld device to audiotape or videotape other individuals
(staff,students,parents or community members)without their permission while on school
property or at any school events.
Trustee Jaffe extended his appreciate for the excellent report noting that Thames Valley is
second to none in the province in terms of safe schoois initiatives.
Chair Bennett thanked Exec.Supt.Elliott,Supt.Sonier.Dr.Killip andthe Learning Coordinators
for the presentation.
8.2008-09 PRELIMINARY BUDGET -UPDATE
Exec.Supt.B.Greene provided opening remarks regarding the 2008-09 Preliminary Budget
presentation.Manager K.Meeson.introduced and thanked Manager S.Macey,Supervisor P.
Hearse, Financial Analysis D.Munro,Supervisor B.Hester and Assistant J.Berkin for their
contribution to the budget process.
The Multi-Year Preliminary Budget issuesheets for Elementary Athletics -$30 000;Secondary
Athletics -$50 000;Professional Development {see Director's Entry Plan);and increase of5.0
FTE Additional SecondaryTeachers -$421 845were reviewed bySupts.M.Moynihan.P.Tufts
and K.Wilkinson,respectively.The superintendents provided a briefdescriptionofthe issues,
alternatives and implementation strategies/costsanda recommendation foreach ofthe items(s).
Manager Meeson reviewed the increase/decrease status of the 2008-09 revenues and
expenditures as well as Budget Issues and guiding principles:She advised that declining
enrolment continues as a major fiscal issue. Comparedto the 2007-2008 approved budget,
enrolment for2008-2009 is projected to decline by1,173.50 Full Time Equivalent (FTE)students
in the elementary paneland 53.32students In the secondary panel fora totalprojected decline
of 1,226.82.
Thepiechartofthe 2008-2009 Operating GrantAllocations was explained.The Pupil Foundation
Grant is allocated per pupil and supports elements of classroom education required by and
common to all students. It includes allocations for classroom teachers,library guidance,
educational assistants,professionals and paraprofesslonals,consultants,supplies,computers,
textbooks.The decline in projected enrolment for 2008-2009 as iteffectthe pupil foundation grant
was presented.
2008 June 10...27
16.REPORTS OF COMMITTEES-cont'd
d.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
8.2008-09 PRELIMINARY BUDGET -UPDATE -cont'd
Cost adjustment and teacher qualification and experience provides funding to boards with
teachers who,because ofqualificationand experience,have salaries above the benchmark level
in the Pupil Foundation grant.
Declining enrolment adjustment grants assist boards with the effect of declining enrolment on
revenue.All costs do not decline inproportion with enrolment decline. Heating,lighting,school
maintenance and other fixed costs do not reduce with decline inenrolment. The grant provides
for a two-year adjustment for boards to reduce costs subsequent to year of decline. The
declining enrolment adjustment grant for 2008-09 is $3.7M.
The following 2008-2009Operating Expendituresbycategorywas presented and explained.
Permanent Salaries
Non-Permanent Salaries
Benefits
Supplies &Services
Transportation Contracts
Capital Interest and Debenture Debt
2007-2008
463 569
18 579
65163
37 085
32 688
9 603
2008-2009 2008-2009
468 118
18 546
67 406
39 551
34 491
11 906
4 549
(33)
2 243
2 466
1 803
2 303
DirectorTucker distributed the following listthat summarized allthe Multi-Year Preliminary
Budget Issues identified for Year 1,Year 2-3,as well as those referred to Administrative
Council and Multi-Year deferrals.He referred to specific issue items and gave a short
response where applicable.
ISSUE-YEAR 1
Alternative Education
Environmental Education Centres
Professional Development Delivery
System Athletics
Learning Resources (Textbooks)
Pathways
Surplus Space
Community Use of Schools
Facilities Operations,Ongoing Maintenance,Enhancements
Community Education Centres
Cost of New Schools and Additions - Liquidity Template
Secondary School Staffing
ISSUE-YEAR2 -3
Special Education -departmental reorganization
System Arts -Program Department Reviewing Efficiencies
Media Services -Director and Program Reviewing Efficiencies
TVNELP - funding continues one more year (community funding)
Students at Risk -Pathways -Program reviewing efficiencies
Supplies and Services/Furniture and Equipment -ongoing 5%reduction implemented
Mental Health -undergoing review -may wish to set funds aside ($200 000)
Secondary Technical Education - will come back later (after guarding)with cost analysis
Board Admin/Downloading of MOE Work -Being addressed by Director's Entry Plan
Distribution Centre -Connected to possible ARC
Attendance Management -depends on negotiations
2Q08 June10...28
16. REPORTS OF COMMITTEES - cont'd
d.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
8.2008-09 PRELIMINARY BUDGET -UPDATE - cont'd
Transportation -Review after consortium has one year ofoperation
Integrated Purchasing System -currently being examined by Business Department
ISSUES REFERRED TO ADMINISTRATIVE COUNCIL
Approval Process for New Initiatives -Coordination,Large Picture
-Strategic Priorities -Director's Entry Plan
Supervision,Elementary and Secondary -negotiated items
Photocopying Costs -school-based decision/may be related to text book issue
Elementary Secretarial Support -formula driven/MR working with union on workload
issues
Review of Existing Budgets Line by Line re:Priorities
- departmental responsibility
.Duplication of Services -Director's Entry Plan -Departmental Responsibility
.Number of Learning Coordinators and Supervisors -Align Work to System Priorities -
under reviewby ExecS.O. ofProgramand Admin.Council
Program Services Review of Delivery and Re-organization -being implemented
-Program Department being reorganized (#of Learning Supervisors,
roles/responsibilities of Learning Corordinators)
MULTI-YEAR DEFERRAL
Special Education -S.O.is currently reviewing efficiencies and possible department
reorganization
Computer to Student Ration -Learning Technology Review
LibraryStaffing - waitingfor formal announcerhent
IT Modei of Support -Learning Technology responsibility
System Community Partnerships:Support of Student Focussed Non-Mandated
Programs - currently under review
Program Enhancements - CapitalPlan
Curriculum Support- Program Department
JK French Immersion -linked to JK/SK full-funding decisions from MOE
All Day JK/SK -Government of Ontario Announcement -still waiting
Self-Insured Losses -Property and Personal -low priority
School Calendar -Driven by Ministry of Education and LDCSB Partner
Best Start Programs - Ministry Funded
Leasing Schools -Surplus Space -Director to approach City and County Councils
Signage forNew Subdivisions - low priority
Green Schools - issue beingreviewedby Facility Services and monitored
Continuing Education
Exec.Supt.Greene referred tothe Budget input session tentatively scheduled for 2008June
11.noting that no requests to present were received as ofthe deadline submission date of
2008 May 30.
The following budget timelineswere presented:
June 03 -Information Committee of the Whole
June 10 -Regular Board
June 17 -Budget Discussion,Debate and Recommendations
June 24 t Final Budget Approval
Chair Bennett thanked the Business Services stafffor,the presentation.A question-and-
answer period followed.
2008 June 10...29
16.REPORTS OF COMMITTEES -cont'd
d.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
8.2008-09 PRELIMINARY BUDGET -UPDATE -cont'd
The Administration was requested to prepare a detailedlistofsuggested priorities to assist
trustees with Budget deliberations including the rationale foritemstobe implemented within the
2008-09 Budget.Trustee Hart asked thatthe Senior Administration consider priorities within the
contextofthe Multi-Purpose Reserve Fundingpresentlyavailable in the amount of$21 171 318.
The Committeesupported the suggestion that the 2008-09Budget public input session notbe
held because ofthe lackof response.The need to take the necessary steps byPublic Affairs
and Community Relations to ensure that parents and communities are aware of the cancellation
of the input session was emphasized.The Director noted that there are other avenues available
for the community to comment on the 2008-2009 Budget.
9.ADJOURNMENT
The meeting adjourned at 10:05 p.m.on motion.
J.BENNETT.
Chairperson
The following motion was moved byJ.Bennett,seconded byJ.Stewart and carried:
That the Board approve the Strategic EntryPlan presented bythe Directorof Education
subject to budget.
e.REPORT OF THE CHAIRS'COMMITTEE
MEMBERS
J.Bennett
G.Hart
P.Sattler (Chair)
J.Stewart
2008 June 04
9:42 a.m.-11:55 a.m.
ADMINISTRATION AND OTHERS
B.Tucker S.Christie
1.APPROVAL OF AGENDA
The agenda was approved.
2.CONFLICTS OF INTEREST -none declared
3.REVIEW OF 2008 JUNE 4 BOARD AGENDA
The in-camera and public Board meeting agendas for June 4,2008,were discussed and
updated.Because tliere were several items that required lengthy discussion and
consideration,some were deferred to the June 17 special Board meeting.
4.CORRESPONDENCE -none
5.SUMMER APPROVAL PROCESS
The process to apprise trustees of issues requiring consideration during the summer months
was discussed.It was noted that authority is given annually to the Board Chair by motion to
approve personal items and an electronic vote is also possible.
It was agreed that an August 26 Board meeting will be scheduled to consider an in-camera
personal matter.
2008 June 10...3n
16.REPORTSOF COMMITTEES -cont'd
e.REPORT OF THE CHAIRS'COMMITTEE - cont'd
6. BAN ON WATER BOTTLES
Concern over the waste in using plastic bottled water was discussed.Director Tucker
advised that the Board has a contract until 2009 with the current vending machine vendor
ana suggested that consideration of a ban on providing bottled water be deferred until that
time.Chair Sattler cited several health issues in the use of plastic beverage bottles.
The following motionwas moved and carried:
That the Board address the issue of discontinuing the sale of beverages in plastic bottles
in the fall of 2008.
7.SUPPORT FOR STUDENT -INTERNATIONAL MATHEMATICAL OLYMPIAD (IMO)
Arequest for $500 in financial support to assist a student to participate on the 2008
Canadian team at the International Mathematical Olympiad in July was considered.It was
noted that the students school has also been asked to provide similar support.Director
Tucker will investigate providing the requested funds and arrangements will be made to
recognize the student atan upcoming Board meeting.
8.OTHER BUSINESS
a.Budget Reporting
The process of providing financial detail to trustees was discussed.Director Tucker
suggested preparing presentations on identified Issues for trustees'information and
outlined steps to clarify budget reporting mechanisms and timelines.
b. Board Meeting Minutes
Chair Sattler requested that a more detailed account of-accommodation discussions at
Board meetings be included in the Board's official minutes.Theneed for a
comprehensive overview of the Accommodation Review Committees'discussions was
also raised.
Chair Sattler requested that the Board website be updated to include additional capital
planning resource materials such as the Guiding Principles.Director Tucker will speak
with ManagerC.Dennett in thisregard.
c.Automated External pefibrillator Next Steps
The Committee discussed the request for automated external defibrillators following the
deferral for consideration In the new school year.It was suggested that a demonstration
be prepared for trustees.
9.DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for June 18 at 9:00 a.m.
10.ADJOURNMENT
The meetingadjournedat 11:55 a.m. by motion.
RECOMMENDATION:
That the Board address the Issue of discontinuing thesaleof beverages in plastic bottles in the
fall of 2008.
P.SATTLER,
Chairperson
The recommendation was adopted on motion of F.Exiey,seconded by J.Stewart.It was noted that
the 2008 June 17 Special Board meeting will include an In Camera session to be held at 6:30 p.m.
)
2008 June 10...31
16.REPORTS OF COMMITTEES -cont'd
f.REPORT OF THE COMMITTEE OF THE WHOLE -IN CAMERA 2008 June 10
17.
18.
19.
20.
MEMBERS PRESENT ADMINISTRATION AND OTI
J.Stewart(Chair)P.Jaffe B.Tucker V.Nielsen
J.Bennett K.Patterson B.Greene M.E.Smith
F.Exiey S.Peters K.Dalton B.Sonier
T.Grant S.Polhill C.Bourbonnais-P.Tufts
G.Hart T.Roberts MacDonald B.Wagner
J.Rowe L.Griffith-Jones K.Wilkinson
P.Sattler S.Hughes K.Bushel!
R.Tisdale M.Moynihan S.Christie
C.Dennett
Absent:8.Doub,M.Hendrick
The Committee met.in camera from5:00 p.m. to 6:26 p.m.
1.APPROVAL OF AGENDA
The agenda was approved by motion.
2.CONFLICTS OF INTEREST - No conflicts of interest were declared.
3. Confidential personal,property and legal matters were discussed.
4.RISE AND REPORT
Amotionto rise and reportwas moved at 6:26 p.m.and carried.-
.RECOMMENDATIONS:
1.That the staffing positionsand net expenditures of $151,237 resulting from the Director of
Education's entry plan be approvedfor inclusion in the2008-09 preliminary Budget.
2.That the Board authorize Administration to transfer the subject lands related to the
Thamesford Outdoor Swimming Pool to the Township of Zorra.
J.STEWART
Chairperson
Recommendations 1 and 2 were adopted on motionof J. Stewart,seconded by P. Jaffe.
COMMUNICATIONS
a.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION -UPDATE
Trustee G. Hart advised that the OPSBA Annual General Meeting &Program is to be held 2008
June 12 to 14.An update will be provided at the next Board meeting.
NOTICE OF MOTION -none
MOTION -NOTICE OF WHICH HAS BEEN GIVEN none
ADDITIONAL ITEMS
2008 June 10...32
21.QUESTIONS/COMMENTS BY MEMBERS
Trustee Peters referred to an article that appeared in a recent publication of Professionally
Speal<ing regarding the achievements of former Thames Valley graduate Duncan Mclntyre.
22.ADJOURNMENT
The meeting adjourned at 11:45 p.m.on motion ofT.Grant,seconded by J.Stewart.
CONFIRMED:
Chairperson
2008 June 10...33
SUMMARY OF APPROVED RECOMMENDATIONS OF 2008 JUNE 10
The following recommendations were adopted on a Poll Voteas follows:
YEAS;J.Bennett.S.Doub.F.Exley,T.Grant.G.Hart,P.Jaffe,S.Peters,S.
Polhill,T. Roberts, P.Sattler.J.Stewart,RTisdale
NAYS:Nil
ABSTENTIONS:Nil
Student Trustee Patterson -yea
Student Trustee Rowe -yea
- That a new JK-Grade 8 elementary school be constructed in south-west St.Thomas at the
Parkside Collegiate Institute site.
That the students of Elmdale Public School be accommodated at the new south-west elementary
school:
and
THAT Elmdale Public School at 25 Elm Street,St.Thomas be closed and declared surplus.
That the students of Myrtle Street Public School be accommodated at the new south-west
elementary school;
and
That Myrtle Street PublicSchool at 42 Myrtle Street, St.Thomas be closed and declared
surplus.
That the students ofScott Street PublicSchool residing south of Talbot Street be accommodated
at the new south-west elementary school;
That the students of Scott Street Public School residing north of Talbot Street remain at Scott
Street PublicSchool until an additionand renovations are completed at Edward Street and
Locke's PublicSchool to accommodate them;
and
ThatScottStreet Public School at 50ScottStreet, St. Thomas be closedand declaredsurplus.
That the students of Shaw Valleysubdivision be accommodated at the new south-west
elementary school.
That the school boundary for the new south-west elementary school consist of the current
boundaries of Elmdaleand Myrtle Street Public Schools, the Scott Street Public School boundary
south of Talbot Street and the Shaw Valley subdivision.
That the Lynhurst and Ferndaie areas no longer be a designated holding zone to Port Stanley .
Public School,and that the students be accommodated at their geographic home school of
Southwold Public School.
The following six recommendations were adopted on a Poll Vote as follows:
YEAS:J.Bennett,S.Doub,F. Exley, T.Grant,G. Hart, P.Jaffe,S.Peters,
S.Polhill,T.Roberts,P.Sattler,J.Stewart,R.Tisdale
NAYS:Nil
ABSTENTIONS:Nil
Student Trustee Patterson -yea
Student Trustee Rowe -yea
2008 June 10...34
SUMMARY OF APPROVED RECOMMENDATIONS OF 2008 JUNE 10 -cont'd
That the Senior Kindergarten to Grade 5 (SK-5)French Immersion students accommodated
at Wellington Street Public School be consolidated with the grades 6,7 and 8 French
Immersion students at Homedale Public School at 112 Churchill Crescent,St.Thomas,to
create a SK - 8 single track French Immersion school.
That renovations and an addition be completed at Homedale French Immersion Public
School toenhance program and toaccommodate enrolment.
-That the grades 7 and 8 English students currently accommodated at Homedale Public
School be returned to their home schools or to the new southwest or Mitchell Hepburn Public
Schools as part of the overall restructuring ofelementary schools in St.Thomas.
That Wellington Street Public School at 50 Wellington Street,St.Thomas be closed and
declared surplus.
-That the current grade 7 English students remain at Homedale Public School during the
2008-09 school year to complete their elementary school education at Homedale Public
School.
That the current grade 6 students at the following schools remain in their home school for the
2008-09 and 2009-10 school years to complete their elementary education at their home
school:Elgin Court,Elmdale,Forest Park and Myrtle Street Public Schools.
That the Board approve the following Accommodation Review Committee (ARC)for initiation before
2008 October 14:
CEO Centra]-London
ARC 11 -Sir George Ross Secondary School and Thames Secondary Sphool.
That the Board approve the following four Accommodation Review Committees (ARCs)for initiation
before 2008 October 14:
CEC CENTRAL
ARC 12 -Riverside,Westdale Public Schools
CEC East
ARC 13-Beachville,Harris Heights.Princess Anne,Princess Elizabeth.Victory Memorial
Westfield Public Schools
ARC 14 -Hillcrest,D.M.Sutherland,Northdale,Springbank Public Schools
CEC South
ARC 15 -Balaclava Street.Edward Street,Locke's Public Schools
That the Board approve the Strategic Entry Plan presented by the Director of Education subject to
budget.
That the Board addresstheissueof discontinuing thesaleof beverages in plastic bottles in the fall of
2008.
That the staffing positions and net expenditures of$151,237 resulting from the Director of
Education's entry plan be approved for inclusion in the 2008-09 preliminary Budget.
Thatthe Board authorize Administration totransferthe subjectlands related tothe Thamesford
Outdoor Swimming Pool to the Township of Zorra.
1