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6/17/2008 - Special Board Meeting1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12 13. 14. 15. 16. 17. 18. THAMES VALLEY DISTRICT SCHOOL BOARD SPECIAL BOARD MEETING,PUBLIC SESSION 2008 JUNE 17,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material V V V M CALL TO ORDER O CANADA SPECIAL MUSICAL PRESENTATION -none APPROVAL OF AGENDA OFFICIAL RECORD RECOGNITIONS a.Skills Canada Winners V CONFLICTS OF INTEREST V CHAIR'S ANNOUNCEMENTS V DIRECTOR'S ANNOUNCEMENTS V PRESENTATIONS -none MINUTES REGULAR BOARD MEETING -none a.Confirmation of Minutes b.Business Arising from the Minutes STUDENT TRUSTEES'UPDATE a.Student Trustee Presentation V GLENDALE HIGH SCHOOL CONSTRUCTION PROJECT DEFERRED MOTION M DRAFT 2008-2009 SPECIAL EDUCATION PLAN M REPORTS FROM THE ADMINISTRATION a.Administrative Response to the Oxford 4 Accommodation Review Committee M Report (ARC)(Annandale School,College Avenue Secondary School,Glendale High School,and Norwich District High School) b.Minority Report for Oxford 4 ARC'J.Fleming,Deb Winlaw M c.2008-2009 Preliminary Budget Consideration M REPORTS OF COMMITTEES -none COMMUNICATIONS a.Ontario Public School Boards'Association -Update V 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 SPECIAL MEETING,PUBLIC SESSION 2008 JUNE 17 The Board met in special session on 2008 June 17 in the Board Room atthe Education Centre,meeting in public session at 7:05 p.m. to 11:07 p.m. The following were in attendance: TRUSTEES J.Bennett F.Exiey T.Grant G.Hart ADMINISTRATION AND OTHERS B.Tucker K.Dalton L.Elliott B.Greene M.Sereda P.Jaffe K.Patterson (-7:29) S.Peters S.Polhill T.Roberts C.Bourbonnais- MacDonaid L.Griffith-Jones S.Hughes M.Moynlhan V.Nielsen M.E.Smith B.Sonier P.Tufts 8.CHAIR'S ANNOUNCEMENTS -none J.Rowe (-10:33) P.Sattler (Chair) J.Stewart R.Tisdale B.Wagner K.Wilkinson J.Berkin K.Bushell C.Dennett P.Hearse B.Hester S.Macey K.Meeson J.Neville G.Owens W.Scott S.Young Regrets:M.Hendrick Absent:S.Doub 1.CALL TO ORDER. Board Chairperson Sattler called the meeting to order at 7:05 p.m. 2./3.O CANADA AND MUSICAL PRESENTATION The meeting opened with the singing of O'Canada. 4.APPROVAL OF AGENDA The agenda was amended removing item 15.b."Minority Report forOxford4 ARC",adding item 15.a. "Report of the Committee of the Whole,In Camera"and renumbered accordingly.The agenda,as amended,was approved on motion of T.Roberts,seconded by J.Bennett. 5.OFFICIAL RECORD -none 6.RECOGNITIONS a.SKILLS CANADA WINNERS John Verbekel,Learning Supervisor,Applied Studies &The Arts,introduced Jeff Ste.Marie, a transportation teacher at Laurier Secondary School.Mr,Ste.Marie reported that Thames Valley students Tori Zavitz and Andrea Down of Strathroy D.C.1.;Janessa Lewis,Thames S.S.,and Christopher Box, Laurier S.S.,competed In the 19'^Annual Provincial Technological Skills Competitions and won gold, silver and bronze medals,respectively. The congratulations of the Board was extended to the four students for their outstanding achievement as Skills Canada winners. 7.CONFLICTS OF INTEREST No conflicts of interest were declared. 2008 June 17...2 9.DIRECTOR'S ANNOUNCEMENTS The Director Mngratulated Supt.8.Hughes in his role as conductor of the first Thames Vallev Supervisory Officers choir that held their first performance at the TVDSB Retirees'luncheon on June ?-m ®trustees has been scheduled for 2008 June 24 from1.00 to 3 00 p.tTL and 2008 June 25 from 4:00 to 6:00 p.m.Trustees were asked to contact T. Levschuk in the Director s Office to register for the training session. 10.PRESENTATIONS -none 11.MINUTES OF REGULAR BOARD MEETING -none a.CONFIRMATION OF MINUTES b.BUSINESS ARISING FROM MINUTES 12. STUDENT TRUSTEES'UPDATE a. STUDENT TRUSTEE PRESENTATION Student Trustees Jacob Rowe and Katie Patterson presented the following results from the secondary school student survey conducted as part of Director Tucker's Entry Plan. Academic Perspectives The majority of student comments identified programming and staff characteristics as strengths of schools within TVDSB.Specific reference was made to the availability of extra help along with specialized programming available to meet the diverse needs of students (e.g.,Save-a-Credit gifted classes,Grade 9 introduction program)and staff who are knowledgeatile.personable' supportive and motivational. Other comments suggested that students feel a range of teaching strategies (e.g.,out of class learning,interactive classrooms and flexible learning environments);availability of Instructional resources (e.g.technology,up to date texts),positive school climate and smaller class sizes contribute toa valuable educational experience. None-Academic Perspective From a non-academic perspective,the vast majority of student comments referred to the wide breadth of extracurricular opportunities available to students.Students identified these activities as contributing to the development of leadership skills and to the promotion of school spirit and teamworkamong the student body. In addition to comrrienting about the rangeof extracurricular opportunities available,students also indicated that their respective schools'ability to provide resources (e.g.,equipment and staff support)that facilitate these opportunities has enhanced their learning experience. Several students also stated that there is good school spirit within their respective school and that people feel safe and accepted. Ways Prepared Well for Future Most of the comments indicate that courses/programming and course work with "real world" applications have been the most helpful in preparing student for experiences after secondary school.Specific courses/programs include co-op,French immersion,work internship, apprenticeship,parenting,foods and nutrition,careers,mentoring groups and writing skills. Assignments and information sessions regarding post secondary education were also cited as ways in which TVDSB schools have prepared students well for post secondary experiences. Students also said that schools have prepared them well by establishing high expectations,giving them resporisibilities such as deadlines to meet and opportunities to organize events and take on leadership roles (e.g.Student council,fundraising,sports)and by promoting independent learning. 2008 June 17...3 12.STUDENT TRUSTEES'UPDATE -cont'd Guidance counsellors and other staff were also cited as playing an important role in preparing students for their future. Ways to Better Prepare for Future The most common suggestions from students include offering a wider range ofcourses and courses with "real world"applications (e.g..how to file taxes,how tomanage finances).Several other comments were made regarding courses/programming.These include offering leadership courses,preparation coursesforpostsecondary education,test/exam writing coursesand inviting guest speakers (e.g.,previous students) toshare their postsecondaryexperiences. Studentsalsosaid they would like their schoolstosetand enforce strict deadlines,give students greater responsibility and independence and improve schoolsafety. , Anumberofsuggestionsweremade with regardstothe work done with and by guidance.More specifically,studentssaid they would like more information andscholarships,selecting courses forpost secondary education and more generallyhowto planfortheirfuture. Chair Sattler extended thanks to Student Trustees Rowe and Patterson for an informative presentation and for their diligence and commitmentto the Thames Valley Board.Director Tucker added his congratulations and advised that next steps related to the student survey results will be communicated to secondary school principals beginning inthe fall of2008. 13.GLENDALE HIGH SCHOOL CONSTRUCTION PROJECT DEFERRED MOTION Trustee G. Hartwithdrewthe following deferred motionadvisingthat itis to be considered under item 15.a."Administrative Response to the Oxford 4 Accommodation ReviewCommittee Report for Annandale School, College Avenue Secondary School, Glendale High School, and Norwich District High School". Thatthe issue ofestablishinga designcommitteeregardingrenovationstoGlendale High School bedeferred until legaladvicehas beensought from theBoard's solicitor fordiscussionatthe May 27 Board meeting,if possible. Main Motion - That the Board direct the beginning of the design of renovations to Glendale High School notwithstanding the disbanding of the Oxford 4 ARC at the June 10,2008,Board meeting. 14.DRAFT 2008-2009 SPECIAL EDUCATION PLAN Supt.S.Hughes provided an update regarding revisions to the draft 2008-2009 Special Education Plan for submission to the Ministry of Education.C.Kraeker,Learning Coordinator,ITS, demonstrated accessing the TVDSB Special Education website noting the new web page includes graphics and is easily accessible and user friendly.Supt.Hughes noted that itis an Interactive way to access all Information related to special education.The Special Education Plan will be available next year on line in order to enhance communication strategies and make it easier to receive input electronically from the public. This will be very helpful especially during revision years. In accordance with Ontario Regulation 306 -Special Education Programs and Services ,sec.2 (3)(4),"2(3)-"every board shall ensure that the special education plan of the board Is reviewed annually bythe board and that the review Is completed priorto July 31 in each year", and "2(4)In any year where the special education plan is amended by the board,the amendment shall be submitted to the Minister for review on or before July 31 in that year". 2008 June 17...4 14.DRAFT 2008-2009 SPECIAL EDUCATION PLAN -cont'd Supt.Hughes advised that this is a revision year for the Special Education Plan.He reviewed the °reflect t^e inTut fromctfffHfh(SEAC).the Special Education Plan Review Committeestaff and the community.' Supt.Hughes advised that at the SEAC meeting held on 2008 June 03.the following recommendation wds 3pprov0Cj« "That the 2008-2009 TVDSB Special Education Plan be approved with reservations due to a lack of complete information regarding the TVDSB Special Education Budget for 2008-2009." Aquestion-and-answer period followed.Trustee J.Bennett commented on the positive aspects ofthenewwebtemplatenotingthatthecommunicationguideismuchmoreuserfriendlyandeasierfor parents and communities to navigate the system.It is a positive addition to the process. T^rustee Grant thanked Supt.Hughes for his presentation noting that SEAC members requested that the Special Education Plan review begin earlier next year to ensure all areas are considered. Trustee Jaffe asked if the Board is meeting the needs of special education students.Supt.Hughes advised tliat Thames Valley continues to improve Special Education programs and services and that the Plan is used asa guidebook and reminder of the action required in order to ensure that what needs to be done is being done.He explained that the refinement of present programs and services IS an ongoing initiative and noted that even though declining enrolment is a reality,the needs of special education programs and services,in all likelihood,will not decrease.Janette Johnston Learning Supervisor,Special Education Programs and Services,commented on elementary and secondary class sizes as well as the CODE project that facilitated the introduction of SmartBoards (36)into developmental classrooms. Supt.Hughes advised that the last SEAC meeting has been held for this school year and that the report of the 2008 June 03 meeting coming to the 2008 June 24 Regular Board for approval contains the recommendation approving the Special Education Plan subject to the 2008-2009 Budget. 15.REPORTS FROM THE ADMINISTRATION a.ADMINISTRATIVE RESPONSE TO THE OXFORD 4 ACCOMMODATION REVIEW COMMITTEE REPORT (ARC)(ANNANDALE SCHOOL,COLLEGE AVENUE SECONDARY SCHOOL,GLENDALE HIGH SCHOOL,AND NORWICH DISTRICT HIGH SCHOOL) Exec.Supt.K.Dalton Introduced the administrative response to the Oxford 4 Accommodation Review Committee (ARC)noting that it has completed its taskto review accommodation issues at College Avenue Secondary School and Norwich District High School. Trustee Stewart,in his capacity as Chair of the Oxford 4 Accommodation Review Committee, presented a summary ofits Final Report.The 11 members representing four school communities met 11 times.Trustee Stewart reviewed each of the ARC recommendations and provided the rationale for each ofthe decisions.He reviewed the options and conclusions thatthe Committee worked with during the course ofItsmeetings. Trustee Stewart advised that the summary comments from the Committee included a strong feeling that the information requested,or needed,be provided in a more timely fashion to the committee in order to make recommendations and decisions regarding the closure of schools. He asked that in future,ARCs,specifically for secondary schools,that all surrounding schools be considered part of the ARC to better prepare the committee and allow data gathering to be done on a wider scope.He also asked that boundary and distance issues be clarified by the Ministry and the Board Solicitor. 2008 June 17...5 15.REPORTS FROM THE ADMINISTRATION -cont'd a.ADMINISTRATIVE RESPONSE TO THE OXFORD 4 ACCOMMODATION REVIEW COMMITTEE REPORT (ARC)(ANNANDALE SCHOOL,COLLEGE AVENUE SECONDARY SCHOOL,GLENDALE HIGH SCHOOL,AND NORWICH DISTRICT HIGH SCHOOL)-cont'd Trustee Stewart extended appreciation to each of the committee members for theirtime and commitment overthe past monthstothis important process. Administrative Response Exec.Supt.K.Dalton presented the Administrative response tothe final report ofthe Oxford Study Area 4 Accommodation Review Committee.The Senior Administration's response and rationale tothe recommendations were outlined as follows.TheARC completed its process with a final public input meeting on 2008 April 21 after which the final ARC Report was forwarded to Senior Administration for response. Exec. Supt. Dalton advised that the Oxford 4 Accommodation Review Committee's recommendations cannot be supported bySenior Administration as the recommendations focus on: a.operating three secondary schools that were studied; b. extendingthe boundaries of Nonwich District High Schoolto includeallstudents in Nonwich Township;and c.enhancing the Norwich District High School facility to provide adequate programming for 420 secondary students. She advised that the Senior Administration is recommending that the secondary student population {1876.45 PTEas per the 2006-07school year)in this area be accommodated in the two secondary schools of College Avenue Secondary School and Glendale High School with additions and renovations atthe two secondaryschoolstoenhance program andmeet enrolment needs (Glendale High School only).The consolidation ofsecondary students Into two secondary schools will allow: a. Program enhancements tothe facilities at the CollegeAvenue and Glendale sites that would meet the Thames ValleyDistrict School Board's program standards,and would better serve thecurrentstudentsofAnnandale School,College Avenue Secondary School,Glendale High School,and Norwich District High School; b. renewal projectsatthe CollegeAvenue and Glendale facilities tobe completed inconjunction with construction of the additions and program enhancements; c. maximum program benefits for all secondary students currently at Annandale School, College Avenue Secondary School,Glendale HighSchool, and NorwichDistrictHighSchool to be met with the additions and program enhancements at the two sites; d. the program enhancements at College Avenue Secondary School to provide the east region of the Thames Valley District School Board with a Specialized Technology Centre and eliminate the need for students to travel into the Cityof London to receive these program services (similar to the recently completed addition to Strathroy District Collegiate Institute which included horticultural,personal services and hospitality). e. fiscal responsibility with the elimination of the ongoing operating costs of Norwich District High School. 2008 June 17...6 15.REPORTS FROM THE ADMINISTRATION -cont'd a.ADMINISTRATIVE RESPONSE TO THE OXFORD 4 ACCOMMODATION REVIEW COMMITTEE REPORT (ARC)(ANNANDALE SCHOOL,COLLEGE AVENUE SECONDARY SCHOOL,GLENDALE HIGH SCHOOL,AND NORWICH DISTRICT HIGH SCHOOL)-cont'd Administrative Response - cont'd more effective and flexible use of staff previously allocated at the two small secondary school sites (Annandale School and Norwich District High School)to meet system and student needs. f. It was noted that it would be beneficial for Senior Administration to work with the School Council of Norwich District High School to receive input regarding the determination of the boundaries that would designate students from Nonvich District High School to College Avenue Secondary School and Glendale High School. Exec.Supt.Dalton explained that recommendation 6 discharges the ARC as per the Thames Valley District School Board's procedure.on Pupil Accommodation and Facility Organization Appreciation is extended to the ARC members and the personnel of the Thames Valley District School Board who provided an invaluable resource to the Committee.The work completed,the time spent and the careful deliberations of the members contributed to the process of providing the maximum program opportunities for the maximum number of students. Senior Administrative Response to Oxford4 ARC Recommendations Alternate Post Template Analysis The Oxford 4 ARC established specific recommendations for trustee consideration.The recommendations and rationale canbe found in the Final ARC Report.Senior Administration has '"v produced: "a comparative analysis,between the re-boundary Norwich District High School proposal (Township of Nonvich proposal)and the closure of Norwich District High School proposal (senior administration proposal)Including operating costs,transportation costs,facility enhancements with costs,and programming costs that would be necessary.Atemplate is tobe populated reflecting the re-boundaries ofthe ARC and be attached tothe ARC'S final report when It comes tothe Board with the senior administration report" as recommended inthe Oxford4 ARC Report. The Post Templates as produced by Senior Administration for the Committee's deliberation (that reflect the closure of Norwich District High with program and facility enhancements to College Avenue Secondary School and Glendale High School as outlined above)are found in Appendix Gand H.ThePostTemplates reflecting theCommittee'srecommendationtoextendthe Norwich Boundary to include all of Nonwich Township and include program and facility enhancements to Nonvich District High School are found in Appendix I,J and K.Please note that these templates also include the original program enhancements to College Avenue Secondary School and Glendale High School,and the necessary accommodation additions to Glendale High School to accommodate the Annandale grade 9 students. Resultino Enrolment Shifts The resulting enrolments from the change ofboundary for Norwich District High School to include all of Norwich Townshipcan be found inAppendixC. While the Senior Administration appreciates the desire to expand the student population of Nonfl/ich District High School,it remains the Senior Administration's responsibility to make recommendations which maximize program opportunities forthe maximum numberofstudents. 2008 June 17...7 15.REPORTS FROM THE ADMINISTRATION -cont'd a.ADMINISTRATIVE RESPONSE TO THE OXFORD 4 ACCOMMODATION REVIEW COMMITTEE REPORT (ARC)(ANNANDALE SCHOOL,COLLEGE AVENUE SECONDARY SCHOOL,GLENDALE HIGH SCHOOL,AND NORWICH DISTRICT HIGH SCHOOL)-cont'd Administrative Response - Resulting EnrolmentShifts - cont'd Expanding the boundary for Norwich District High School to include all of Norwich Township wouldresult inprojected enrolments comparisons as follows: a.College Ave Secondary School from 712.98 (pre-template enrolment)to 613.20 (alternative post-template enrolment); b.Glendale High School (including grade nines from Annandale School)from 667.59 (pre- template enrolment)to 854.19 (alternative post-template enrolment); c.Norwich District High School from 270.25 (pre-template enrolment)to 413.5 (alternative post- template enrolment); d.Norwich District High School would be at 98%capacity but College Avenue Secondary School would dropto 59%capacity (419 vacant pupil places). Although this boundary change could benefit the approximate 250 students currently attending Norwich District High School,it would havea negative affect onthe approximately 700 students attending College Avenue Secondary School.This decrease in student population at College Avenue Secondary School would result in: a.5.67 fewer regular teaching staff; b.0.17 fewer Teacher Librarians; c.0.33 fewer Learning Support Teachers; d.0.33 fewer Guidance Counsellors; e.0.50 fewer secretarial staff. It was noted that this lossofstaffwould havea significant impact onthe programming,supports, specialist teachers and course offerings that the students at CollegeAvenue could be offered. Impact of Upgradino all Three Secondarv Facilities Under the Senior Administrative recommendation to enhance program facilities at College Avenue Secondary School and Glendale High School, the approximately 1870 FTE students of the area would be served at these two sites for an estimated cost of $10 092 000 (program enhancements and accommodation needs). The Oxford 4ARC'srecommendation of providing facility enhancements to Norwich District High School would increase this by $2 862 000 for a total of $12 954 000 for the same number of secondary students.Itshould be noted that the $2.9Madditional costs do notincludespecialized equipment required tofurnish the broad-based technology areas. This cost of$2.9Mto providethe facility program enhancements at Norwich District High School for 413.5 students Is an additional expenditure not planned for inthe Capital Plan which is not reflected in the Capital Plan Liquidity Template.Even ifall of the413.5 students chose to attend Norwich District HighSchool, this enrolment of students would still cause difficulty Inproviding the range of course offerings necessary for post secondary pursuits.With choice of schools, open access and specialized program offerings at College Avenue Secondary School, the likelihood of all Norwich Township studerits attending Norwich District High School is not guaranteed.This number of students would not be adequate to support anything other than part time use of the program facilities constructed.Specialist teachers would not have enough courses to support their hiringand thus Itmay result in more generalist teachers being hired to instruct specialized areas. 2008 June 17...8 15.REPORTS FROM THE ADMINISTRATION -cont'd response to the OXFORD 4 ACCOMMODATION REVIEW COMMITTEE REPORT (ARC)(ANNANDALE SCHOOL,COLLEGE AVENUE SECONDARY SCHOOL,GLENDALE HIGH SCHOOL,AND NORWICH DISTRICT HIGH SCHOOL)-cont'd Administrative Response -Impact of Upgrading all Three Secondary Facilities -cont'd To provide the maximum program opportunities for all post secondary options for the maximum number of students,it remains the recommendation of the Senior Administration that capital funds should be expended on College Avenue Secondary School and Glendaie High School to enhance program facilities and accommodate all secondary students presently attendlnq Amandale School,College Avenue Secondary School,Glendaie High School,and NorwichDistnctHighSchool.In addition,the program enhancements at College Avenue Secondary School should provide a breadth of Specialized Technology facilities to program for students seeking awork destiriation following secondary school.This would result in regional Specialized Technology Centres in the County of Oxford as well as Middlesex County and the City of London. Costing/Savings -to be determined upon design completion. As noted above,the Senior Administration's recommendation is less expensive than the Oxford 4Accommodation Review Committee's recommendation in both capital improvements and future ongoing operating costs. The timelines presented indicated a 2010 September completion date for the opening of the College Ave Secondary School addition and the Glendaie High School addition,closure of Non/vich District High School as well as the movement of grade 9 students from Annandale to Glendaie High School. RECOMMENDATIONS: 1.That the students of Norwich District High School be accommodated at College Avenue Secondary School and Glendaie High School;and That an addition be constructed and renovations be completed at College Avenue Secondary School to create a Specialized Technology Centre and to enhance program;and That the present Norwich District High School at RR1 Norwich (Stover Street &Hwy 59)be closed and declared surplus. 2.That Senior Administration consult with the School Council of Norwich District High School in order to facilitate input on boundaries for school designation. 3.That the grade nine students at Annandale School be accommodated at Glendaie High School;and That an addition be constructed and renovations be completed at Glendaie High School to enhance program and meet enrolment needs. 4.That a Design Committee be appointed to provide input to the addition and renovations at CollegeAvenueSecondary School. 5. Thata Design Committee be appointed to provide input tothe addition and renovations at Glendaie High School. 6. That the Oxford 4 Accommodation ReviewCommitteebe disbanded. 2008 June 17...9 15.REPORTS FROM THE ADMINISTRATION -cont'd a.ADMINISTRATIVE RESPONSE TO THE OXFORD 4 ACCOMMODATION REVIEW COMMITTEE REPORT (ARC)(ANNANDALE SCHOOL, COLLEGE AVENUE SECONDARY SCHOOL,GLENDALE HIGH SCHOOL,AND NORWICH DISTRICT HIGH SCHOOL)-cont'd The Administration responded to trustees'questions.In response toa question regarding small schools of under 600 students,Exec.Supt.Dalton emphasized the importance of maximizing programming opportunities indicating that a small school that offers programs for college/university destinations alone can be done with an enrolment of 600 students (approximately 150 students per4 grades).If a school offers applied and academic courses as well as facilities to program for students seeking a work destination following secondary school, a higher enrolment is needed to offer these programs (approximately 900 students minimum)to ensure enough sections ineach grade to offerallthe requiredcourses. Trustee Stewart asked why then do small high schools have sucha high success rales?Supt. Dalton indicated that small secondary schools are doing well by every measure except by program.She explained that in small secondary school the course offerings are chosen very carefully and are nan-ow in scope at the senior level. Director Tucker commented that as wide a rangeof choices as possible are offered andthat clearly,thestaffdelivering the programs are producing the excellent results.He noted thatthe narrower the demographics and confines of program choices,the higher the success rate. Trustee Hart commentedthatthe Oxford Area4 studywas a difficult process as he observed when he attended the meetings.He extended appreciation to Norwich'DHS Principal Tom McLeodand his staffwho, even inthe face ofdecliningenrolment continue to do what is best for students to be successful. Trustee Bennett referred tothe attendance boundaries and proposedoptionsfor Oxford Area4 and asked about the Delhi school status should it become the closest school.Trustee Hart also asked aboutchoiceofschoolsissues outsideoftheThames Valley boundaries.Planning Officer G.Owens provided an example ofa court ruling in the mid 1980's wherestudents may attend a closer, more accessible school at a differentboard ifspace at that school existed. Henoted that legal advice will have to be sought regarding accessibility clauses as it may differ underthe amalgamation criteria.He provided figures of the numberof Oxford area students going to coterminous boards and other Thames Valley schools. Exec.Supt.B.Greene advisedthatthere isnoextra funding for Norwich DHSbeyondthe allotted amount ($40 000)designated for heating, cleaning,lighting,utilities costs in rural schools. Manager K.Meeson provided information regarding eligibility forregulartop-upfundingand rural top-up funding as it relates to school renewal and allocation grants. Manager Meeson provided information regarding the available foundation funding for a 1.0 principal; a .37 vice principal and 1.47 secretary.It was noted that the Ministry's allocation included additional funding for staffing based on distance criteria,however,there were no schools in Thames Valley that qualified for this funding. The following motion was moved by J.Stewart,seconded by G. Hart and carried: That recommendations 1,2, 3, 4 and 5 of the Administrative Response to the Oxford 4 Accommodation Review Committee be deferred to the Board meeting of 2008 October 28 Board meeting for consideration. 2008 June 17...in 15.REPORTS FROM THE ADMINISTRATION - cont'd a.ADMINISTRATIVE RESPONSE TO THE OXFORD 4 ACCOMMODATION REVIEW report (ARC)(ANNANDALE SCHOOL,COLLEGE AVENUE SECONDARYSCHOOL,GLENDALE HIGH SCHOOL,AND NORWICH DISTRICT HIGH SCHOOL)-cont'd Recomnriendation 6 was adopted on motion of J.Stewart/seconded by G.Hart.Exec.Suot.Dalton advised that the public input for Oxford 4 ARC Is scheduled for the 2008 September 23 Regular Boardmeeting. The Committee recessed at 9:35 p.m and reconvened 9:50 p.m. b.2008-2009 PRELIMINARY BUDGET CONSIDERATION Exec.Supt.B.Greene provided an update on the 2008-2009 Preliminary Budget.He referred to the previous Budget presentation and budget Issue sheets presented at the 2008 June 10 Regular Board meeting used to prepare the Prioritization of Budget Issues report and reviewed the following options for using the 2008-2009 Program Enhancement Grant. Proaram Enhancement Grant Ootinn.q TVDSB Allocation $ 1 708 050 2008-09 PreliminaryExpenditure (this is a carry-over from the 2007-08 approved budget $600 000 2008-09 Budget Increases Guiding Principles 1 108 050 $1 708 050 The following list of Program Enhancement Grants were explained by Exec.Supt.L.Elliott noting that the items were compiled in consultation with program services staff and approved bv Administrative Council. Music $380 000 - Purchaseof musical instruments for schools moving to 7/8; -Repair and replacement of Instruments -Drum sets -Teacher professional development effective music teacher workshops and visual arts. Visual Arts-$100 000 -Curriculum materials to support the implementation of new Art Curriculum in 2008 September; -Support of art and music festivals and concerts; -Health and safety training forteachers -handling ofsubstances used inart. Health and Physical education - $900 850 -Safety Mats for elementary schools; -Weight room/flfness room updates -repair and replacement of equipment; -Child abuse prevention program and care kits; -Professional development on Quality Dally Physical Activity (QDPA)and Ontario Safety Guideline standards; - TOSA for Healthy Schools; -Tennis program enhancements (could be funded through Community Use of schools): -Track and Field program enhancements (could be funded through Community Use of Schools). Outdoor Education -$128 000 -Equipment and supplies (e.g.microscopes,GPS,compasses,cross country ski equipment etc.); -Environmental education Advisory Committee requests* 2008 June 17...11 15.REPORTS FROM THE ADMINISTRATION -cont'd b.2008-2009 PRELIMINARY BUDGET CONSIDERATION -cont'd Elementary and Secondary Athletics - $80 000 -as per Issue Sheet* Total $1 588 850 'Note: also included in boarddraftbudget$72425. The Administration responded to questions posed by Trustees. Exec.Supt.Dalton clarified the tennis program enhancements stating that using Community Use ofSchools funds for this improvement is under investigation because people in the communities access school tennis courts without a formal contract being in place.Manager Neville commented that improving the tennis courts is being discussed with the Ministry under the Community Use of Schools criteria. Director Tucker advised that he has looked atthree areas as budget priorities:program support; efficiencies;and contractual obligations.He noted that Mental Health is an important issue for consideration by the Board and suggested an amount of $200 000 be designated to projects/initiatives developed by Program Services based on the consultant's report.He also requested that a portion ofthe actual surplus atthe end ofeach fiscal year be allocated toward a Program Facility EnhancementReserve fund ofupto $2M.Hestated thatthis action will send a strong message to the Ministry and the community that the Board is committed to using its own funds in reserves to address program enhancements. .A lengthy discussion was held related tothe highest priorities ofthe budget issues in the amount V of $1 074 255.The Surplus Space item -50 percent of operational saving for capital improvements to enhance program was explained.Manager Meeson also explained the 2008- 2009 Estimated Grants for Student Needs as it relates to regular and rural top-up funding calculated school-by-school and the rural and small community allocation and the distance supported schools grants criteria for which the Board doesnotqualify.Exec.Supt.Greene noted thatthe top-up tothe Ministry level isnotthe actual cost which is much higher. A motion to sitpast 11:00 p.m.to 11:15 p.m.was moved by J.Stewart,seconded by F.Exiey and carried. Trustee Jaffe commented on the lateness ofthe hourand suggested that recommendations be considered bytrusteesbasedonthe discussions for presentation at the2008June 24 Regular Board meeting.Chair Sattler commented that these issues will be discussed at the Chairs' Committee meeting on 2008 June 18 and the recommendations considered at that time. Exec.Supt.Greeneadvisedthatthe recommendations forthe final 2008-2009 Balanced Budget is to be presented toTrustees forapproval at the 2008 June 24 Board meetingforsubmission to the Ministry of Education by 2008 June 30. 2008 June 17...12 16.REPORTS OF COMMITTEES a.REPORT OF THE COMMITTEE OF THE WHOLE -IN CAMERA MEMBERS PRESENT 2008 June 17 ADMINISTRATION AND OTHERS 17. 18. 19. 20. 21. J.Stewart(Chair)P.Jaffe B.Tucker P.Tufts J.Bennett K.Patterson B.Greene B.Wagner F.Exiey S.Peters K.Dalton K.Wilkinson T.Grant S.Polhill C.Bourbonnais-J.Berkin G.Hart T.Roberts MacDonald K.Busheil J.Rowe L.Griffith-Jones C.Dennett P.Sattler S.Hughes K.Meeson R.TIsdale M.Moynihan S.Macey V.Nielsen P.Hearse M.E.Smith W.Scott B.Sonier Absent:8.Doub,M.Hendrick The Committee metincamera from 6:30p.m.to6:47p.m. 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST No conflicts of interest were declared. 3.Confidential legal matters were discussed. 4.RISE AND REPORT A motion to rise and reportwas movedat 6:48 p.m.and carried. RECOMMENDATIONS -none J.STEWART, Chairperson COMMUNICATIONS a.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION -UPDATE -none NOTICE OF MOTION -none MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none ADDITIONAL ITEMS -none QUESTIONS/COMMENTS BY MEMBERS -none 2008 June 17...13 22.ADJOURNMENT The meeting adjourned at 11:07 p.m.on motion of P.Jaffe,seconded by S.Peters. 0 CONFIRMED: Chairperson 2008 June17...14 SUMMARY OF APPROVED RECOMMENDATIONS OF 2008 JUNE 17 That recommendations 1,2,3,4 and 5 of the Administrative Response to the Oxford 4 Accommodation Review Committee be deferred to the Board meeting of 2008 October 28 Board meeting for consideration. That the Oxford 4 Accommodation Review Committee be disbanded.