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10/8/2008 - Special Board Meetingf 1. 2. 3. 4. THAMES VALLEY DISTRICT SCHOOL BOARD SPECIAL BOARD MEETING,PUBLIC SESSION 2008 OCTOBER 07,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material CALL TO ORDER APPROVAL OF AGENDA CONFLICTS OF INTEREST REPORTS FROM THE ADMINISTRATION a.Report of the Drumbo Design Committee b.Report of the Homedale Design Committee c.Report of the Lucan Design Committee d.Report of the Thorndale Design Committee REPORTS FROM COMMITTEES a.Committee of the Whole,In-camera,2008 October 07 ADJOURNMENT V M V M M M M V THAMES VALLEY DISTRICT SCHOOL BOARD SPECIAL MEETING,PUBLIC SESSION 2008 OCTOBER 07 The Boardmet inspecial session on2008 October 07 in the BoardRoomat the EducationCentre, meeting in public session at 7:00 p.m. to 10:50 p.m.The following were in attendance: TRUSTEES J.Bennett F.Exiey T.Grant G.Hart Regrets:J. Rowe, S.Peters,P.Jaffe, Absent:S.Doub M.Hendrick S.Polhill T.Roberts P.Battler (Chair) ADMINISTRATION AND OTHERS B.Tucker S.Hughes L. Elliott Wl.Moynihan B.Greene M.E.Smith M.Sereda J.Thorpe K.Wilkinson P.Tufts C.Bourbonnais-MacDonald B.Wagner L.Griffith-Jones K.Bushell J.Stewart R.Tisdale L.Varghese S.Christie P.Hearse K.Meeson W.Scott K,Young G.Owens 1.CALL TO ORDER. Board Chairperson Sattler called the meeting to order at 7:00 p.m. 2.APPROVAL OF AGENDA •The agenda was approved on motion of F.ExIey,seconded by J.Stewart. 3.CONFLICTS OF INTEREST -No conflicts of interest were declared. 4 .REPORTS FROM THE ADMINISTRATION a.REPORT OF THE DRUMBO DESIGN COMMITTEE ExecutiveOfficer K.Bushellprovidedopening remarks regardingthe Drumbo,Homedale, Lucan and Thorndaie DesignCommittees and advised that $31M has been allocatedto the proposed construction oftwo new schools and renovations/additions totwo existing schools.He extended thanks to the membership of the four Design Committees comprised of community representatives,principals, teaching staff,facility services staff and architects. The Committees, by consensus,agreed toworkonthe plans during the summer months.All of the plans incorporate common practices in classroom design in order to meet the Board's program standards.Mr.Bushell noted that energy conservationwas incorporatedforallofthe projects using compact designs for efficiencies of up to 50 percent savings (e.g.,boilers, mechanical systems,electrical systems using daylight lighting).He introduced and thanked Project Co-ordinator Kevin McMurray and extended appreciation to N.Hindmarsh,Facility Services,for assisting in the power-point presentations. Alison Hannay,Architect,Cornerstone Architecture Incorporated, thanked the Board for the opportunity toworkon Drumboprojectand recognizedthe DesignCommitteeforits thoughtful inputintothe project. Ms. Hannay provided an overhead presentation ofthe site plans for the proposed new school. 2008 October 07...2 4 .REPORTS FROM THE ADMINISTRATION -cont'd a.REPORT OF THE DRUMBO DESIGN COMMITTEE -cont'd On 2008 March 25,Trustees approved Administration planning a new elementary school in Drumbo and to report back to the Board with respect to: a.detailed plans b.funding c.estimated cost/budget d.schedule Mr.Bushell advised that after the Board received the Accommodation Review Committee (ARC) report for Oxford Study Area 2,the Board approved a recommendation to begin the design process for the new school.As recommended in the ARC report,a Design Committee was formed comprised of community representatives from Princeton Central and Drumbo Central Public Schools,the Superintendent of Education for the area,principals and teaching staff from Drumbo and Princeton Central Public Schools,Executive Officer of Capital Planning,Projects and Maintenance and the Project Co-ordinator.The Committee worked with Cornerstone Architecture Incorporated to develop the proposed plan. During the past six months.Design Committee meetings were held to receive Inputand refine the proposed design.It was presented to the school communities on 2008 September 10.The reception from the communities was excellent.The process to date has been very beneficial and has resulted in a plan that meets the needs of students,staff and the community.The new school is to be constructed on the existing Drumbo school site as previously discussed withthe Board. PROJECT OVERVIEW Proiect Synopsis: The objective of the project was to create a new Junior Kindergarten to Grade 8 (JK-8) elementary school to accommodate pupils as designated in the ARC report.The Design Committee utilized program standards developed by Board Administration In the design. The on-the-ground capacity (OTG)will be 348 which matches the enrolment projection for the proposed area. The proposed school will be a two-storey facilityof approximately 39,000 FT^and will include 12 classrooms,3 Junior Kindergarten/Senior Kindergarten (JK/SK)classrooms,a general arts room, gymnasium,stage and activity room, library resource centre,learning support room and administrative areas.It should be noted that the proposed school is approximately 3000 FT^ larger than the MOE benchmark area of 104.4 FP per Pupil Place.This can be attributed to the standardization of program space used In the design. Site Development: The site will Include 37 parking spaces,bus and student drop-off area,as well as asphalt and grass playing surfaces. APPROVAL PROCESS Board Approval of Tender A recommendation for the award of the construction contract will be presented to the Board at the completion of the tendering process. ^2008 October 07...3 REPORTS FROM THE ADMINISTRATION -cont'd a.REPORT OF THE DRUMBO DESIGN COMMITTEE -cont'd Ministry of Education Project Approval As detailed in Ministry ofEducation Memo SB-12,dated 2008 April 28, the Boardis nowrequired to receive Ministry approval when utilizing the Prohibitive to Repair grant or transfer of Reserve funds for a capital project, prior to awarding the construction contract. The appropriate submission to the Ministry will be completed once tender results and Board approval has been finalized. ESTIMATED COST/BUDGET a.Design and Construction $7 323 000 b.Disbursements including permits $100 000 c.Furniture &Equipment $366 000 TOTAL $7 789 000 Notes: A 2.5 percent construction contingency allowance carried in estimated cost for design and construction section.All costs are Net GST FUNDING a.Proceeds of Disposition $343 500 b. Prohibitive to Repair Grant (enhanced funding) $4 853 728 c.Primary Class Size (PCS)$1 028 148 d. Pupil Accommodation Reserve Fund $1 563 624 TOTAL $7 789 000 Schedule Community Meeting 2008 September 10 Administrative Council Review 2008 September 29 Presentation to the Board 2008 October 07 Tender Period 2008 October/November Board Approval to Award Construction Contract 2008 November 25 Ministry Approval 2008 November Construction to Commence 2008 December 01 Substantial Completion 2009 November 30 Commissioning of Project 2009 December School Set-up 2009 December School Occupancy 2010 January Supt M.E. Smith commented on the positive aspects of the new school noting it allows for enhanced programming,more library resources, instrumental music program as well as the safety of students on the playground with more available staff.Supt.Smith introduced Deb Soi<ol-MacDonald,Vice Chair Princeton Central School Council, and Principals Jim Rivard, Princeton Central P.S.,and Cathy Johnston,Dmmbo P.S. RECOMMENDATIONS: 1.That the Board approve the plans, budget and schedule for the new elementary school in Drumbo. 2.That Administration proceed to tender the new elementary school InDrumbo. 2008 October 07...4 4.REPORTS FROM THE ADMINISTRATION -cont'd a.REPORT OF THE DRUMBO DESIGN COMMITTEE -cont'd The Administration responded to questions posed by trustees.Exec. Officer Busheil explained the staging process that will include building the proposed new school behind the existing building, moving students over and then demolition of the old school.Ms Hanney commented that the existing cenotaph,currently used for various celebrations and Remembrance Day services,has been incorporated into the new school design and will be highlighted when accessing the school.She advised that the project manager has found additional financing through Veteran Affairs toward further enhancements to the cenotaph focal point. In response to a question,Mr.Busheil explained that windows,roofing, air conditioning, ventilation, etc.are to be funded through current year School Renewal funds and that all projects required Ministry approval after the tendering process is completed.A report will be presented to the Board on 2008 November 25. Recommendations 1 and 2 were adopted on motion of G. Hart,seconded by J.Stewart. b.REPORT OF THE HOMEDALE DESIGN COMMITTEE Acting Exec. Supt. Wilkinson commented on the proposed conversion to incorporate a single track Senior Kindergarten to Grade 8 (SK-8)French Immersion elementary public school in St. Thomas,the first inElgin County. Ms. Wilkinson explained that the renovations will allow for the use of more classrooms in the school as well as the removal of portable classrooms off the site. She indicated that the SK-8 design utilizes all the elements and program standards developed bythe Board's Administration.The following Design Committee members were acknowledged: Principals Connie Cordes,Port Stanley P.S.;Heather Coughlin,Wellington Street P.S..;and Jane Hanbuch,Homedale P.S.;Teachers Anita May,Wellington Street;Laura Dolby,Homedale; Deanna Guernsey,Wellington Street P.S.School Council Chair;School Council Parent representative Cheryl Muma,Homedale/Welllngton Street P.S., and Project Co-ordlnator Kevin McMurray. Ms. Muma commented on the significant benefits the addition/renovation to Homedale French Immersion P.S.will have for the students. McMichael Ruth,Architect,Tillman Ruth Mocellin,provided an overhead presentation ofthe site plans of the proposed addition and renovations to the school.On 2008 April 08,trustees approved the Administration planning an addition and renovation to Homedale French Immersion Elementary Public School and to report back to the Board with respect to: a.detailed plans; b. funding; c.estimated cost/budget; d.schedule. Executive Officer Busheil advised that after the Board received the Accommodation Review Committee (ARC)report for Elgin Study Area 2, a recommendation was approved to begin the design process for the addition and renovation to Homedale French Immersion Public School. As recommended in the ARC report,a Design Committee was formed comprised of community representatives from Homedale and Wellington Street French Immersion Public Schools,the Superintendent of Education for the area,principals and teaching staff from Homedale and Wellington Street,the Executive Officer of Capital Planning,Projects and Maintenance,and the Project Co-ordinator.The Committee worked with architects Tillman Ruth Mocellin Inc.to develop the proposed plan. 2008 October 07...5 4.REPORTS FROM THE ADMINISTRATION -cont'd b.REPORT OF THE HOMEDALE DESIGN COMMITTEE -cont'd Duringthe past six months, design committee meetings were heldto receive inputand refinethe proposed design.The proposed design was presented to the school communities on 2008 September 24.The reception from the school communities has been excellent.The process to date has been very beneficial and has resulted ina planthat meets the needs ofstudents, staff and the community. Mr.Bushell advised that the Administration is negotiating withthe Cityof St.Thomas to acquire a portionofthe Churchill Street road allowance as well as a parcel of City-owned land to attach to the Homedale site to allow for the relocation of the parking and drop-off facilities. PROJECT OVERVIEW Proiect Synopsis: The objective of this projectwas to create a new SK-8 French immersion elementary public school to accommodate pupilsas designated inthe ARC report. The DesignCommittee utilized program standards developed by Board Administration inthe design. The on-the-ground capacity (OTG)will be 506 which matches the enrolment projectionfor the proposed program. The proposed addition will be a one-storey facility ofapproximately 19,000 FP and will include 2 classrooms,4 SK classrooms,gymnasium,stage and activityroom. The renovated area will includethe library resource centre,general arts room, learning support room and administrative area.School Renewal components to be replaced in the existing school include windows, boilers,HVAC systems and roomfinishesand will be funded from the School Renewalor Good Places to Learn Grant. Site Development: The site will include 50 parking spaces,bus and student drop-off area,as well as asphalt and grass playing surfaces. APPROVAL PROCESS Board Approval of Tender A recommendation for the award of the construction contract will be presented to the Board at the completion of the tendering process. Ministryof Education Project Approval As detailed In Ministry ofEducation Memo SB-12,dated 2008 April 28, the Boardis nowrequired to receive Ministry approval when utilizing any PupilAccommodation grants and/or transfer of Reserve funds fora Capital project, priortoawardingthe construction contract. The appropriate submission to the Ministry will be completed once tender results and Board approval has been finalized. ESTIMATED COST/BUDGET I)Site Expansion II)Design and Construction il)Disbursements including permits iii)Furniture &Equipment (2%) TOTAL $100 000 $5 387 000 $100 000 $135 000 $5 722 000 2008 October 07...6 4.REPORTS FROM THE ADMINISTRATION -cont'd b.REPORT OF THE HOWIEDALE DESIGN COMMITTEE -cont'd Notes: A 2.5 percent construction contingency allowance carried In estimated cost for design and construction section.All costs are Net GST. FUNDING a.Proceeds Disposition $477 400 b. Pupil Accommodation Reserve Fund $1 617 997 c.Enrolment Pressure Grant $2 385 793 d.Primary Class Size (PCS)(23%)$1 239 010 TOTAL $5 722 000 Schedule Community Meeting 2008 September 24 Administrative Council Review 2008 September 29 Presentation to the Board -2008 October 07 Tender Period 2008 November Board Approval to Award Construction Contract 2008 November 25 Ministry Approval 2008 November Construction to Commence 2008 December Substantial Completion 2009 September 01 Commissioning of Project 2009 September School Set-up 2009 September School Occupancy 2009 October 01 RECOMMENDATIONS: 1.That the Board approve the plans,budget,and schedule for the proposed addition and renovation to Homedale French Immersion Elementary Public School. 2.Thatthe Administration proceed to tenderthe proposed addition and renovation to Homedale French Immersion Public School. The Administration responded to questions posed by trustees.Exec.Supt.Wilkinson explained Interchangeable arrangements are possible if there is a large enrolment in the primary grades. Recommendations 1 and 2 were adopted on motion of T.Grant,seconded by F.Exiey. c.REPORT OF THE LUCAN DESIGN COMMITTEE Executive Officer K.Bushel!presented opening remarks regarding the proposed new elementary school In Lucan.James Sheffield,Architect,Mahoitra Nicholson Sheffield Incorporated,provided an overhead presentation of the site plan for the proposed new school. On 2008 April 22,trustees approved the Administration planning a new elementary school in Lucan and to report back to the Board with respect to: a.detailed plans b. funding c.estimated cost/budget d.schedule 2008 October 07...7 4.REPORTS FROM THE ADMINISTRATION -confd c.REPORT OF THE LUCAN DESIGN COMMITTEE -cont'd Executive Officer Bushell advised that after the Board received the Accommodation Review Committee (ARC)report for MiddlesexStudyArea 2, the Board approved a recommendation to begin the design process for the new elementary public school in Lucan. As recommended In the ARC report, a Design Committee was formed comprised ofcommunity representatives from Lucan, Biddulphand Prince Andrew Public Schools,the Superintendent ofEducation forthe area, principals and teaching staff from Lucan,Biddulph and Prince Andrew,the Executive Officerof CapitalPlanning, Projects and Maintenance and the Project Co-rdlnator. The Committeeworked with Malhotra Nicholson Sheffield Architects Incorporated to develop the proposed plan. Duringthe past six months.Design Committee meetings were held to receive input and refine the proposed design. The proposed design was presented to the school communities on 2008 October 01.The reception fromthe school communities was excellent. The process todate has been very beneficial and has resulted ina plan that meets the needs of students,staff and the community. The newschool isto be constructed on the Beech Street site inthe Village ofLucan as previously approved by the Board. PROJECT OVERVIEW Project SvnoDsIs: The objectiveofthis projectIsto create a newJK-8elementary school to accommodate pupils as designated inthe ARCreportand as modified byBoard resolution concerningthe portion of the enrolment from Prince Andrew Public School.The Design Committee utilized program standards developed by Board Administration in the design. The on-the-ground capacity (OTG)will be 437 which matches the enrolment projection forthe proposed area. The proposed school will be a two-storeyfacility ofapproximately46,000 FT^and will include 15 classrooms,4 JK/SK classrooms,a general arts room,gymnasium,stage and activity room, library resource centre,learning support room and administrative areas. Site Development: The site wili Include40 parking spaces,bus and student drop-offarea, as well as asphalt and grass playing surfaces. APPROVAL PROCESS Board Approval of Tender A recommendation for the award of the construction contract will be presented to the Board at the completion of the tendering process. Ministrv of Education Prolect Approval Asdetailedin Ministry ofEducationMemo SB-12,dated 2008 April 28,the Boardisnowrequired to receive Ministry approvalwhen utilizing the Prohibitive to Repairgrant or transfer ofReserve funds for a Capital project, prior to awarding the construction contract. The appropriate submission tothe Ministry will be completed once tender results and Boardapprovalhas been finalized. 2008 October 07...8 4.REPORTS FROM THE ADMINISTRATION -cont'd c.REPORT OF THE LUCAN DESIGN COMMITTEE -cont'd ESTIMATED COST/BUDGET I)Site Purchase $335 000 II)Design and Construction $8 299 100 ill)Disbursements Including permits $100 000 Iv)Furniture &Equipment $414 900 TOTAL $9 149 000 Notes: A 2.5 percent construction contingency aiiowance carried in estimated cost for design and construction section.Aii costs are Net GST FUNDING a. Pupil Accommodation Reserve Fund $ 7 123 b.Proceeds of Disposition $1 532 174 c. Prohibitive to Repair (enhanced funding) $6 126 199 d.Remainder of PTR -Thorndale $1 002 285 e.Primary Class Size (PCS)$481219 TOTAL $9 149 000 Schedule Administrative Council Review 2008 Community Meeting 2008 Presentation to the Board 2008 Tender Period 2008 Board Approval to Award Construction Contract 2008 Ministry Approval 2008 Construction to Commence 2008 Substantial Completion 2009 Commissioning of Project 2009 School Set-up 2009 School Occupancy 2010 September 29 October 01 October 07 October/November November 11 November December 01 December 30 December 30 December 30 January 01 RECOMMENDATIONS: 1.That the Board approve the plans,budget and schedule for the proposed new elementary school in Lucan. 2.That the Administration proceed to tender the new elementary school in Lucan. Supt.Paul Tufts extended appreciation to the Lucan Design Committee members for their Input and refinements to the proposed design.The following members were recognized:Principals Earl Towell,Biddulph Central;Lynn Moffatt,Lucan;and Bill TIchenoff,Prince Andrew Public Schools;Teachers Kim Brown and Robin Turner;Parent Representatives Ron DeBrouwer,Cathy Burghardt-Jesson,Colleen Haskett and Project Coordinator Joe Attard.Supt.Tufts described the Design Committee process and the consolidation as a positive step toward enhancing program delivery. r- 2008 October 07...9 4.REPORTS FROM THE ADMINISTRATION -cont'd c.REPORT OF THE LUCAN DESIGN COMMITTEE -confd He notedthat the learning support roomwas designed to providethe program delivery required for students who have Identified needs.Cathy Burghardt-Jesson commented about her positive experience as partofthe DesignCommitteeandthanked Mr.Bushell forconductingeffectiveand efficient meetings. The Administration responded to questions.Exec. Supt. Wilkinson commented on the new fumiture and equipmentforthe proposed school noting the appropriateness ofreplacingthe old and outdated furniture and declaring it surplus.Trustee Hart asked about the timing of the projectshould suppliers notbe able to keep tothe schedule.Using Mitchell HepburnP.S. as an example,Mr.Bushell discussed the variables involved with winterconstruction noting that the Lucan timeframehas been adjusted toallowflexibility In the schedule shouldan additional week or two be needed.He also noted that all schools are being retained to ensure that students are accommodated until new or renovated facilities are ready for occupancy. Recommendations 1 and 2 were adopted on motion of J. Bennett,seconded byT.Roberts. d.REPORT OF THE THORNDALE DESIGN COMMITTEE On2008 April 22,trustees approved forthe Administration planning a newelementaryschool in Thomdale and to report back to the Board with respect to: a.detailed plans b. funding c.estimated cost/budget d.schedule Executive Officer Bushell advised that after the Board received the Accommodation Review Committee reportfor Middlesex StudyArea 2, the Boardapproved a recommendationto begin the design process forthe newelementary public school inThomdale. As recommended In the ARC report,a Design Comrhittee was formed comprised of community representatives from Leesboro, Plover Mills and Prince Andrew PublicSchools, the Superintendent of Education for the area,principals and teachingstaff from Leesboroand Plover Mills,the Executive Officer of Capital Planning,Projects and Maintenance and the Project Co-ordinator.The Committee worked with Dickson Partnership IncorporatedArchitectsto developthe proposed plan. Lance DIckson,Dickson Partnership IncorporatedArchitects,provided an overhead presentation ofthe site plan for the new school. During the past four months.Design Committee meetingswere held toreceive Input and refine the proposeddesign. The proposeddesignwas presented tothe school communities on2008 September 30. The reception from theschool communities was excellent.The process todate has been very beneficial and has resulted in a plan thatmeetsthe needsof students,staffand the community.The new school is to be constructed in the new Willow Creek subdivision as previously approved by the Board. PROJECT OVERVIEW Proiect Synopsis: The objective ofthisprojectistocreate a new JK-8 elementaryschoolto accommodate pupils as designated In the ARC reportandas modified by Board direction concerning the portion ofthe enrolment fromPrinceAndrewPublicSchool. The DesignCommittee utilized program standards developed by Board administration inthe design. 2008 October 07...10 4.REPORTS FROM THE ADMINISTRATION -cont'd d.REPORT OF THE THORNDALE DESIGN COIWWIITTEE -cont'd PROJECT OVERVIEW-Project Synopsis -cont'd Tlie on-the-ground capacity (GIG)will be 348 which matches the enrolment projection for the proposed area.The proposed school will be a two storey facilityof approximately 39,000 FP and will include 12 classrooms,3 JK/SK classrooms,a general arts room,gymnasium,stage and activity room, library resource centre,learning support room and administrative areas.It should be noted that the proposed school is approximately 3000 FP larger than the MOE benchmark area of 104.4 FT^per Pupil Place.This can be attributed to the standardization of program space used In the design. Site Development: The site will include 48 parking spaces,bus and student drop-off area,as well as asphalt and grass playing surfaces. APPROVAL PROCESS Board ApDrova!of Tender A recommendation for the award of the construction contract will be presented to the Board at the completion of the tendering process. Ministry of Education Proiect Approval As detailed in Ministry of Education Memo SB-12,dated 2008 April 28, the Board is now required to receive Ministry approval when utilizing the Prohibitive to Repair grant or transfer of Reserve funds for a Capital project,prior to awarding the construction contract.The appropriate submission to the Ministry will be completed once tender results and Board approval has been finalized. ESTIMATED COST/BUDGET I) Site Purchase and Servicing $ 600 000 ii)Design and Construction $7 004 500 III)Disbursements including permits $100 000 Hi)Furniture &Equipment $350 500 TOTAL $8 055 000 Notes: A 2.5 percent construction contingency allowance carried In estimated cost for design and construction section.All costs are Net GST. FUNDING I)Prohibitive to Repair Grant (Enhanced funding 476 NPP of the 535 NPP)$ 8 055 000 Total $ 8 055 000 ^2008 October 07-11 4.REPORTS FROM THE ADMINISTRATION -cont'd d.REPORT OF THE THORNDALE DESIGN COMMITTEE -confd Schedule Administrative Council Review 2008 September 29 Community Meeting 2008 September 30 Presentation to the Board 2008 October 07 Tender Period 2008 October Board Approval to Award ConstructionContract 2008 November 11 Ministry Approval 2008 November Construction to Commence 2008 December Substantial Completion 2009 November30 Commissioning of Project 2009 December 30 SchoolSet-up 2009 December 30 School Occupancy 2010 January 01 Supt Tufts remarked on the collaborative efforts of the three school communities working together on the Design Committee. He Introduced the following members in attendance: Principals Anne Martin,Leesboro PS, and Bill Tichenoff,Prince Andrew P.S.; Parent Representatives Dana Root,Plover Mills P.S.,and Bonnie Parkinson,Prince Andrew P.S.,and Project Co-ordinator Paul Schepens. He also emphasized the communities'enthusiasm in acquiringa general arts roomto accommodate an instrumentalmusic program. (^RECOMMENDATIONS: 1.That the Boardapprove the plans, budget and schedule forthe proposed newelementary school in Thorndale. 2. That Administration proceed to tender the new elementary school inThorndale. The Administration responded to questions posed by Trustees.In response to a question,Mr. Bushelladvised that all elementary school designs have allowedforan outdoor basketball court, soccer posts,as well as providing a level graded site for a possible track. Chair Sattler asked Ifthe community has access to walkways during school hours. Officer Bushellexplainedthat the location has access toa park area for student use. The developer will fence the siteand itIsthe responsibility ofthe Boardto install gates tothe attached parksite. He noted that the Township has been cooperative inopening up the wood lot adjacent to the new school makingitless dense with a viewto perhaps usingitas a site forcross-countryski trails, hiking, etc.under a joint use agreement. Director Tuckerindicated,as a former Principalofthe school,students are notpermitted inthese off-site areas during recess and lunchbreaks and onlyduring classroom time,ifsupervised.Mr. Bushell explained the standard criteria for interior and exterior lighting of the school and surrounding grounds to ensure safe passage for students and the public. Recommendations 1 and 2 were adopted on motion of T.Roberts,seconded by G. Hart. Chair Sattler extended the congratulations of the Board to the Drumbo, Homedale, Lucan and Thorndale Design Committees for their role In expediting the school site plans. The meeting recessed at 8:40 p.m.,and reconvened in camera at 8:50 p.m.,on motion ofF.ExIey, seconded by J.Stewart. 2008 October 07...12 5.REPORTS OF COMMITTEES a.REPORTOFTHE COMMITTEE OF THE WHOLE - IN CAMERA MEMBERS PRESENT 2008 October 07 ADMINISTRATION AND OTHERS J.Stewart (Chair)P.Jaffe B.Tucker B.Sonier J.Bennett 8.Polhlll (+5:27)L Elliott J.Thorpe F.Exiey T.Roberts B.Greene P.Tufts T.Grant P.Sattler M.Sereda B.Wagner G.Hart R.Tisdale C.Bourbonnals-K.Wilkinson L.Varghese MacDonald 8.Christie K.Bushed K.Meeson L.Griffith-Jones G.Owens 8.Hughes P.Hearse M.Moynihan K.Young M.E.Smith Regrets:J.Rowe,8.Peters Absent:8.Doub,M.Hendrick The Committeemet In camera from 5:05 p.m.to 6:10 p.m. and from 8:50,p.m.to 10:50 p.m. 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST No conflicts of interest were declared. 3.Confidential matters personal and property matters were discussed. 4.RISE AND REPORT A motion to rise and reportwas movedand carried at 10:50 p.m. RECOMMENDATIONS:None J.STEWART, Chairperson 6.ADJOURNMENT The meeting adjournedat 10:53 p.m.,on motion ofJ.Bennett,seconded by M.Hendricic. CONFIRMED: Chairperson 2008 October 07...13 SUMMARY OF APPROVED RECOMMENDATIONS OF 2008 OCTOBER 07 Thatthe Board approve the plans,budget andscheduleforthe new elementary school in Drumbo. That Administration proceedtotender the newelementaryschoolin Drumbo. Thatthe Board approvethe plans,budget,and schedule forthe proposed addition and renovation to Homedaie French Immersion ElementaryPublicSchool. Thatthe Administration proceed totenderthe pnDposed addition and renovation toHomedaieFrench Immersion Public School. Thatthe Board approve the plans,budget andschedule for the proposed new elementary school in Lucan. That the Administration proceed to tender the newelementary school In Lucan. Thatthe Board approve the plans,budget andschedule for the proposed new elementary school in Thorndale. That Administration proceedtotenderthe newelementaryschoolin Thorndale.