Loading...
11/24/2009 - Regular Board Meeting*REVISED THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2009 NOVEMBER 24,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER V 2.0 CANADA V 3.SPECIAL MUSICAL PRESENTATION -none 4.APPROVAL OF AGENDA M 5.OFFICIAL RECORD M 6.RECOGNITIONS a.Ciiris Cavender,Woodstock Collegiate Institute - UWO W Club Hall of Fame V *b.Sandy Cooper-Ryder, Sir Frederick Banting Secondary School -UWO 35^^ Awards Dinner,and Elfrida Berzins Award V c.Tony Jones,Education Centre,North London Sports Association -Mayor's Featured Community Organization Recognition V d. Bill Day,Glen Cairn P.S.,Tim Orr,Education Centre,-London Sports Council V 7.CONFLICTS OF INTEREST V 8.CHAIR'S ANNOUNCEMENTS V 9.DIRECTOR'S ANNOUNCEMENTS V 10.PUBLIC INPUT (first Board meeting of month)-none 11.ADMINISTRATIVE PRESENTATIONS -none 12.MINUTES OF THE 2009 NOVEMBER 10 BOARD MEETING M a.Confirmation of Minutes b.Business Arising from the Minutes 13.STUDENT TRUSTEES'UPDATE V 14.REPORTS FROM THE ADMINISTRATION a.Senior Administrative Response to ARC 14 (D.M.Sutherland,Hillcrest, Northdale and Springbank Public Schools)M b.Annual Pupil Accommodation Report M *c.Membership of Five Naming Committees for TVDSB Elementary Schools M d.Ministry of Education Operational Review M e.Long-Term Financing Arrangements M 15.REPORTS OF COWIWIITTEES a.Thames Valley Parent Involvement Committee (TVPIC)Update V b.Special Education Advisory Committee,2009 November 03 IVI c.Audit Committee,2009 November 17 M d.Chairs'Committee,2009 November 13 M e.Chairs'Committee,2009 November 18 IVI f.Committee of the Whole,2009 November 17 IVI g.Committee of the Whole,2009 November 24 V 16.COMMUNICATIONS a.Chair's Summary Update (second Board meeting of month)V b.Ontario Public School Boards'Association •Update V c.Trustee Resignation M d Chris Bentley MPP re Bili 177 M e.Children's Health Foundation M *f.First Nations Advisory Committee -Appointment M 17.NOTICE OF IWOTION 18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 19.ADDITIONAL ITEMS 20.QUESTIONS/COMMENTS BY MEMBERS 21.ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING,PUBLIC SESSION 2009 NOVEMBER 24 The Board met in regular session on 2009 November 24 in the Board Room at the Education Centre,meeting in public session at7:40 p.m.to 11:30 p.m.The following were in attendance: TRUSTEES J.Bennett S.Doub F.Exiey T.Grant G.Hart ADMINISTRATION AND OTHERS B.Tucker K.Dalton L.Elliott B.Greene M.Sereda K.Edgar S.Hughes P.Jaffe J.Kamphuis C.Neville 8.Peters 8.Polhill M. Moynihan V.Nielsen M. E.Smith B.Sonier P.Tufts K.Will<inson K.Bushell T.Roberts P.Sattler J.Stewart (Chair) R.Tisdale S.Christie K.Meeson J.Neville D.Rajala R.Hoffman S.Young K.Young W.Scott Board Chairperson Stewart called the meeting to order at 7:40 p.m.He advised meeting was being transmitted live via webcasting to the community through a link recently added to the TVDSB website. 2./3.O CANADA AND MUSICAL PRESENTATION The meeting opened with the singing of0'Canada. 4.APPROVAL OF AGENDA ^.xTheagendawasamendeddeferringItem14.d."Ministry of Education Operational Review"to the meeting of 2009 December 15 and approved as amended on motion of F.ExIey,seconded by R. Tisdale. 5. OFFICIAL RECORD -none 6.RECOGNITIONS a.CHRIS CAVENDER -UWO W CLUB HALL OF FAME ^, Supt.M.E.Smith introduced and welcomed Chris Cavender,Vice Pnncipal at Woodstock Collegiate Institute.The congratulations of the Board was extended to Mr.Cavender on his induction into the University of Western Ontario's W Club Hall of Fame. Supt Smith advised that Mr.Cavender was recognized at the University of Western Ontano 35"" Annual Alumni Awards Dinner for his contribution as an athlete,coach and administrator throughout his time at Western and career after graduation. Mr.Cavender thanked the Board for modeling "a caring,learning community"by recognizing the achievements of staff. 2009 November 24...2 6.RECOGNITIONS -cont'd b.SANDY COOPER-RYDER-ELFRIDA BEE^INS AWARD Supt.M.Moynihan introduced and welcomed Sandy Cooper-Ryder,a teacher at Sir Frederick Banting Secondary School.The congratulations of the Board was extended to Ms.Cooper-Ryder as recipient of the University of Western Ontario's Elfrida Benzins Award. Supt Moynihan explained that Ms.Cooper-Ryderwas recognized at the UWO SS^'AnnualAlumni Awards Dinner for her contributions to athletics.The Elfrida Berzins Award,named in honour of a former coach and director ofWomen's Athletics,is presented toa woman who has participated in Western athletics as an athlete,coach or administrator Ms.Cooper-Ryder expressed appreciation forthe Board's recognition and commented on the role of student athletics,the Western Fair Sports Centre facilities,and preparations underway for the World Junior Championships being held in Canada thisyear. Exec.Supt.L.Elliott recognized the contribution of the following three outstanding educators and role models who have distinguished themselves in their service to local sports. c.TONY JONES -MAYOR'S FEATURED COMMUNITY ORGANIZATION RECOGNITION The congratulations of the Board was extended to Tony Jones,Acting Chair of the Thames Valley Regional Athletic Association,who has been recognized by City of London Mayor Ann Marie DeCicco-Best for his outstanding contribution tothe North London Sports Association.Exec. Supt.Elliott indicated that Mr.Jones was recognized by the community and the City for his service to youth and organizational leadership. d.BILL DAY AND TIM ORR -LONDON SPORTS COUNCIL The congratulations of the Board was extended to Bill Day,a teacher at Glen Cairn Public School, as recipient of the London Sports Council's 2009 Elementary Coach of the Year Award.Mr.Day has been a highly successful coach and mentor for student athletes in a number of sports while simultaneously teaching the value of contribution,commitment and fair play. The congratulations of the Board was also extended to Tim Orr,Acting Learning Coordinator - Secondary Athletics/Athletic Director atABLucas Secondary School,as recipient of the London Sports Council's 2009 Secondary Coach of the Year Award.Mr.Orr's achievements asa highly successful coach are consistent with his belief that learning through sports helps to build integrity and commitment to something largerthan self. Mr.Orr and Mr.Jones thanked the Board for recognizing the contributions of athletic coaches in mentoring student athletes.Mr.Day was unable to attend the meeting. 7.CONFLICTS OF INTEREST -No conflicts ofinterestweredeclared. 8.CHAIR'S ANNOUNCEMENTS -none 9.DIRECTOR'S ANNOUNCEMENTS Exec.Supt.KDalton,on behalf of Director Tucker,introduced the following updates related to H1N1 and Tribes Training. H1N1 Manager K.Young,Public Affairs &Community Relations,advised that the H1N1 vaccination clinics at TVDSB schools are continuing with the last clinic scheduled for 2009 November 28 at Plover Mills P.S.in Thorndale.Ms.Young extended thanks to custodial and support staff and the administration at many schools who did an outstanding job in supporting the health units in their area.She also thanked students who,in many cases,have had their gymnasium time rescheduled to accommodate the flu clinics. 2009 November 24...3 9 DIRECTOR'S ANNOUNCEMENTS -cont'd '=5S=gSs555=S a second dinic will be held at Glen Cairn Public School in London OtherolfeinclurciarkeRoadSS,Strathroy DCI,Medway HS,Ross SS,AB Luoas SS,Westmount PS, Westminster PS,Lord Elgin PS and Central School in Woodstock. Ms Youna also thanked trustees and superintendents for supporting these clinics over the past forthree consecutive weeks. iSsonier updated trustees on Tribes Training and recognized the contributions of teacherToni Wilson and Susan Dale.Learning Coordinator.Safe Schools. Cinnt Sonier advised that Tribes is a process to establish a positive culture for learning and humandevelopmentthroughoutaschoolcommunity.Safe Schools began to there participants in each training session. cinnt qnnipr advised that a total of 2,043 staff have been trained and provided a breakdown of the itl«rSrcfan^Als™Sof^Seveioping aculture of caring in the classroom which leads to improved student team,ng. Trustee Jaffe advised that Toni Wilson and Susan Dale were invited to ®WeSrn Ontario class regarding Safe Schools initiatives and expressed his thanks for their informative presentation. 10.PUBLIC INPUT (first Board meeting of month)-none 11.administration PRESENTATIONS -none 12 MINUTES OF THE 2009 NOVEMBER 10 REGULAR BOARD MEETING SS a.09 10 Grantand seconded byP. Jaffe. Trustee Hart extended thanks to First Nations Trustee Monica Hendrick for Board table.He suggested that a card or letter of appreciation signed by all trustees Trustee Hendrick. AJFordhamdidnotmeniionmatliisspeakingengagemenls r^s for the Children's Health Foundation.His contact information was included on his Presenter Package. 2009 November 24...4 13.STUDENT TRUSTEES'UPDATE Student Trustee Kamphuls reported that the student trustee posters have been printed for distribution to secondary schoois.She advised that shehas visited two schoois and met with student council representatives seeking input for the Student Advisory Council meeting tobe held in 2010 February. 14.REPORTS FROM THE ADMINISTRATION a. SENIOR ADMINISTRATIVE RESPONSE TO ARC 14 (D.M.SUTHERLAND,HILLCREST, NORTHDALE AND SPRINGBANK PUBLIC SCHOOLS Exec.Supt.K.Dalton introduced the third ofthe Phase 2 administrative responses to the Accommodation Review Committee 14 (ARC)noting it has completed its task to review accommodation issues affecting D.M.Sutherland,Hillcrest,Northdale and Springbank Public Schools (Woodstock)as recommended and approved by the Board at its meeting of2008 June 10. Trustee Hart,in his capacity as Chair of ARC 14,presented a summary ofits Final Report.He indicated that working with the members was a positive experience and thatthe ARC clearly supported what the Senior Administration was presenting.It was noted that because ofthe effectiveworkof the ARC, no publicinputwas received. Appreciation was extended toeachoftheARC 14committee members:Becky Vincent.Michelle Gall,Nancy Chambers,CIndi Parnell,Jordan Grant,Joanvan Raalte,Teresa Shaddick,Linda Balch,Belinda Montague.John Pollet,Ross Gerrie andStephen Nelson.Administrative support was provided by Nancy Moulton (Assistant to Superintendent),Gil Owens (Planning Officer), Kevin Bushell (Executive Officer,Capital Planning),Mary Ellen Smith and Karen Wilkinson, (Superintendents of Education),and Principals Susan Davis,D.M.Sutherland Public School; Susan Hodgins,Hillcrest Public School;Annie Tims,Northdale Public School;and Iggy Ferrara, Springbank PuIdIIc School. During the course of its five meetings,the 11 Committee members representing 4 school communities considered, discussed and investigated the benefits, issues, concerns and considerations forthe Administrative recommendation.The Committee informed and consulted their respective communities.There wasone group presentation received by the Committee. School newsletters included infonnation onthe dates,times and locationfor meetings ofthe ARC. Trustee Hart reported thatthe ARC process moved quickly and efficiently as.school council representatives timed information meetings in order thatthe Administration would be able to respond to questions and concerns at subsequent ARC meetings.He thanked Executive Officer Bushel!and Planning Officer Owens for attending the meetings and during the deliberations being open toconsidering different viewpoints.This resulted in a $1M savings anda modified boundary scenario withfewer students attending NorthdalePublicSchool and more attending Springbank and D.M.Sutheriand PublicSchools. The proposed boundary revisions were used to create, post analysis.Senior Administration's capital draft plan for a program enhancement and renovations/modification costingsfor DM Sutheriand,Northdale andSpringbank Public Schools. Trustee Hart also provided historical information aboutdecisions made by a previous Woodstock ARC,subsequently approved by the Board regarding accommodation changes to Northdale P.S. thatresulted in the parents being very satisfied with the present accommodation.Itwas noted that ARC 14 municipal representation provided the opportunity fordiscussions regarding where crossingguards are to be placed related tothe boundary revisions. 2009 November 24...5 14. REPORTS FROMTHE ADMINISTRATION - cont'd a.SENIOR ADMINISTRATIVE RESPONSE TO ARC 14 (D.M.SUTHERLAND,HILLCREST, NORTHDALE AND SPRINGBANK PUBLICSCHOOLS - cont'd The Committee's final recommendations are as follows: 1.That Hillcrest Public School be closed. 2.That Hillcrest Public School be declared surplus for possible French Immersion use in the future. 3.That the students currently accommodated at Hillcrest Public School would be consolidated through boundary adjustments at DM Sutherland Public School,Northdale Public School and Springbank PublicSchool. 4.That a boundary committee be created to obtain public input on the revised boundary adjustments that will ensure consideration for all the students'safety and walking distarice to the proposed school{s)per the boundary map which was created by Gil Owens,Planning Officer. 5.That permanent additions,renovations and the enhancement of Program space to meet TVDSB standards at D.M.Sutherland Public School,Northdale Public School and Springbank Public School be completed in a timely manner and prior to the relocation of students. 6 That D.M.Sutherland Public School,would require program enhancements for Physical Education.Library Resource Centre.General Arts,and Learning Support,and school improvements would be required for the Administration areas.This is per Senior Administration's recommendation for the permanent accommodation ofthe pupils dueto D. M.Sutherland's projected total enrolment for 2011-12 of 373 which would result in an On- The-Ground Capacity of 394 . That Springbank Public School would require program enhancements for Physical Education, Library Resource Centre and General Arts and school improvements would be required for the Administration areas.This is per Senior Administration's recommendations for the permanent accommodation of the pupils due to Springbank's projected total enrolment for 2011-12 of326 which would result In an On-The-Ground Capacity of348. 8. That Northdale Public School would receive an additional classroom for General Arts/ Instnjmental Music use as per Senior Administration's recommendations due to Northdale's 2011-12 projected F.T.E.of 281.5 that could be accommodated In the existing facility.In addition thatan intermediate male and female washroom facility be provided. 9.That all the student population currently attending Hillcrest Public School be moved at the same timeand ina timely mannerin consideration to all the students. 10.That a bus to transport all students North of Devonshire Avenue and East of Huron Street be provided to and from Northdale PSdueto safety reasons. 11.That consideration be given for a crossing guard to be placed on Springbank Ave at the Spnjcedale Avenue intersection for safety reasons. 12.That the cun-ent Smartboard technology and network wireless be moved with the students to D.M.Sutherland.Northdale and Springbank schools and further that all three schools receive wireless technology. 7. 2009 November 24...6 14.reports FROM THE ADMINISTRATION-confd c..tue=pi akir HII LCRESTaSENIORADMINISTRATIVERESPONSETOARC14(D.M.SUTHERLAND,HILLCREST, NORTHDALE AND SPRINGBANK PUBLIC SCHOOLS -cont'd 13.That consideration be given to move the PDD classes with the majority of students to D.M. Sutherland PS. 14.That consideration be given to upgrade or enhance existing playgroundSutherland.Northdaie and Springbank schools including soccer fields,ball diamonds and benches. Trustee Hart concluded that the members of ARC 14 recognized the advantages in moving frorn four to three schoois and supported the recommendation that consideration be 9iven to he Hillcrest Public School facility being considered as asingle track,elementary,French Immersion site inthe CountyofOxford. Daltm^presented the Senior Administrative response to the final report of the Accommodation Review Committee 14.The response and rationale to the were outlined as follows.The ARC completed its process with a final public meetng on 2009 October 28 after which the final ARC Report was forwarded to the Senior Administration for response. Exec Supt Dalton reported that the Senior Administration's first five recommendations (below)reflects support for recommendations 1.2.3.5(except for Northdaie P.S.),6and 7from ARC 14. The closure of Hillcrest Public School and the consolidation of the pupils currently attending Hillcrest into the other three schoois would allow the Hillcrest school facility to be considered fortheexpandingFrenchImmersionpopulationofOxfordCounty.The French Immereion pupH^cun-entiy at the ToIIgate facility,would have alarger facility to meet their needs,have the ^09^^ located within the city of Woodstock and allow forthe potential offering of grade 7and 8extended French Immersion inthe future. Permanent additions,renovations and program enhancements to meet the Board's establishedstandardswouldbecompletedatD.M.Sutherland and Springbank Public Schools SpeciMl^ D M Sutherland PS would receive permanent accommodation for 394 pupiis.ProgramenhancementswouldbecompletedforPhysicalEducation.Library Resource Genera Arts,and Learning Support.As well,school Improvements would be required for the Administration areas and the building would comply with barrier-free standards. Springbank PS would require permanent space for 348 pupils.Program enhancement would be required for Physical Education,Library Resource and General Arts.School u be required for the Administration areas and the building would comply with bamer-free standards. Northdaie Public School's projected enrolment of 281.5 can be accommodated in the existingfacilitywithanadditionalportablewhichwouldbeprovidedonsite.This allows one classroom to be renovated and dedicatedto General Arts. Exec.Supt.Dalton explained that Recommendation 8 disbands the ARC as per the Board sprocedurePupilAccommodationandFacilityOrganization.Appreciation was extended to the ARC members and the personnel of the Board who provided an invaluable resource to the Committee.The work completed,the time spent,and the careful deliberations of the members contributed to providing the maximum program opportunities for the maximum number of students. 2009 November 24...7 14 REPORTS FROMTHE ADMINISTRATION - cont'd a SENIOR ADMINISTRATIVE RESPONSE TO ARC 14 (D.M.SUTHERLAND,HILLCREST, NORTHDALE AND SPRINGBANK PUBLIC SCHOOLS- cont'd Administrative Response - cont'd The following recommendations from ARC 14 were not supported by the Senior Administration: That a boundary committee be created to obtain public input on the revised boundary adjustments that will ensure consideration for all the students'safety and walking distance to the proposed schools(s)per the attached boundary map which was created by Gil Owens, Planning Officer. One of the public meetings of the ARC was dedicated to the discussion and input regarding the boundaries for D.M.Sutherland,Northdale and Springbanl<Public Schools.At the meeting,G. Owens,Planning Officer,illustrated the impact of various boundary scenarios as requested by committee members.As a result ofthe input,boundaries were changed,the OTG capacities of the three schools were adjusted,facility enhancements were discussed,and budgets were established.The result of this consultation can beseen in AppendixAof theARC report.Thus, there will be no need for further input from the communities but itwill be necessary to develop a clear communication plan through the transition year to ensure that all families are aware of the new boundaries and their designated home school. That Northdale Public School would receive an additional classroom for General Arts/ Instrumental Music use as per Senior Administration's recommendations due to Northdale's 2011-12 projected F.T.E.of 281.5 that could be accommodated in the existing facility.In addition thatan intermediate male and female washroom facility be provided. As outlined above,pennanent additions,renovations and the enhancements of program space to meet TVDSB standards will occur at D.M.Sutherland and Springbank Public Schools.A portable added to the Northdale PS site will allow for an existing classroom to be renovated and dedicated for program space for General Arts.Current washroom facilities at Northdale PS meet building code requirements. That all the student population currently attending Hillcrest Public School be moved at the same time and in a timely manner in consideration to all the students. It is the Senior Administration's plan to relocate all students affected by the ARC at the same time.This will be part of the transition planning and does not require a motion. That a bus to transport all students North of Devonshire Avenue and East of Huron Street be provided to and from Northdale PSdueto safety reasons Transportation eligibility is per the TVDSB policies and procedures.Consideration for a hazard area may be made through the Executive Superintendents of Operations and Business. That consideration be given for a crossing guard to be placed on Springbank Ave at the Sprucedale Avenue intersection for safety reasons Crossing guards are not subject to approval by the Board but are requested of the Municipality. That the current Smartboard technology and network wireless be moved with the students to D.M.Sutherland,Northdale and Springbank schools and further that all three schools receive wireless technology The relocation of Information Technology equipment is decided through theTransition Committee in co-ordination with the Information Technology Department.Wireless technology decisions rest with the Thames Valley District School Board Information Technology Department. 2009 November 24...8 14.REPORTS FROM THE ADMINISTRATION -confd a. SENIOR ADMINISTRATIVE RESPONSE TO ARC 14 (D.M.SUTHERLAND,HILLCREST, NORTHDALE AND SPRINGBANK PUBLIC SCHOOLS -cont'd That consideration be given to move tine FDD classes with the majority ofstudentsto D.M. Sutherland PS. The location of self contained special education classes is decided annually by the Special Education Staff based on need,geography and facility space. That consideration be given to upgrade or enhance existing playground equipment at D.M. Sutherland,Northdale and Springbank schools including soccer fields,ball diamonds and benches. The enhancement of playground equipment Isnota consideration inthe capital planning process. A reviewoffields will be discussed duringthe Design Committee process. RECOMMENDATIONS: 1. That Hillcrest PublicSchool at 840 Sloane St,Woodstock, ON N4S7V3 be closed as of 2011 June 30 and declared surplus. 2. That the Hillcrest PublicSchool facility be considered as a possiblesingletrackelementary French Immersion school site. 3. Thatthestudentscurrently accommodated at Hillcrest Public School be consolidated through boundary adjustments at D.M.Sutherland,Northdale and Springbank Public Schools. 4. That boundaries for D.M.Sutherland, Northdaleand Springbank PublicSchools be adopted as follows: D.M.Sutherland Public School Thatthe boundary for D.M.Sutherland Public School effective 2011 Septembercommence at the centre line of Devonshire Avenue and the centre line of Clarke Street;thence in a southerly direction along the centre line ofClarke Street to the Intersection ofthe centre line ofClarke Street and the centre lineofWarwickStreet;thence inan easterly directionalong the centre lineofWarwick Street tothe intersectionofthe centre lineofWarwick Street and the centre line Springbank Avenue;thence in a southerly direction along the centre line of Springbank Avenue tothe Intersection ofthe centre line of Springbank Avenue andthe CN Rail Line;thence In a westerly direction along the CN Rail line tothe intersection ofthe CN Raillineand the centre lineofWilson Street to Dundas Street where Wilson Street becomes Huron Streetthen continuing along the centre line of Huron Street tothe intersection ofthe centre lineof Huron Street and the centre line of Devonshire Avenue;thence inan easterly direction along thecentre line of Devonshire Avenue tothe Intersection ofthecentre line of Devonshire Avenue and the centre line of Clarke Street. 2009 November 24...9 14.REPORTS FROM THE ADMINISTRATION - confd a SENIOR ADMINISTRATIVE RESPONSE TO ARC 14 (D.M.SUTHERLAND,HILLCREST, NORTHDALE AND SPRINGBANK PUBLIC SCHOOLS -cont'd Recommendations -cont'd Nortlidaie Public School That the boundary for Northdale Public School (Woodstock)effective 2011 September commence at the centre line of Devonshire Avenue and the centre line of Huron Street; thence in an easterly direction along the centre line of Devonshire Avenue to the intersection of the centre line of Devonshire Avenue and the centre line of Industrial Avenue;thence in a northerly direction along the centre line of Industrial Avenue to the intersection of the extension of the centre line of Industrial Road the Gordon Pittock Reservoir,thence In a west and southerly direction along the Thames River to the intersection of the Thames River and the extension of the centre of Ingersoll Avenue;thence in an easterly direction along the centre line of Ingersoll Avenue to the Intersection of the centre line of Ingersoll Avenue and the centre line of Graham Street;thence In a southerly direction along the centre line of Graham Street to the Intersection of the centre line of Graham Street and the rear lot line of the properties fronting on the north side of Buller Street;thence In an easterly direction along the rear lot line of the properties fronting on the north side of Buller Street to the Intersection of the rear lot line of the properties fronting on the north side of Buller Street and the centre line of Riddell Street;thence in a southerly direction along the centre line of Riddell Street to the intersection of the centre line of Riddell Street and the midpoint in the block between Canterbury Street and George Street;thence In an easterly direction along the midpoint in the block between Canterbury Street and George Street to the Intersection of the midpoint in the block between Canterbury Street and George Street the centre line of Huron Street; thence in a northerly direction along the centre line of Huron Street to the intersection of the centre line of Huron Streetandthecentre line of Devonshire Avenue. Sprinabank Public School That the boundary for Springbank Public School effective 2011 September commence atthe centre line of Springbank Avenue and the centre line of Dundas Street;thence in an easterly direction along the centre line of Dundas Street to the intersection of the centre line of Dundas Street and the extension of the line for the rear lot lines of the properties fronting on the east side of Housers Lane;thence in a northerly direction along the rear lot line of the properties fronting on the east side of Housers Lane and continuing north to the intersection of this line with the centre line of Devonshire Avenue;thence In a westerly direction along the centre line of Devonshire Avenue to the intersection of the centre line of Devonshire Avenue and the centre line of Clarke Street;thence In a southerly direction along the centre line of Clarke Street to the intersection of the centre line of Clarke S^eet and the centre line of Warwick Street*thence in an easterly direction along the centre line of Warwick Street to the Intersection of the centre line of Warwick Street and the centre line Springbank Avenue; thence in a southerly direction along the centre line of Springbank Avenue to the intersection of the centre line of Springbank Avenue and the centre line of Dundas Street. 5 That permanent additions,renovations and enhancement of program space be made to meet the TVDSB standards for D.M.Sutherland and Springbank Public Schools. 6.That classroom renovations be included at Northdale Public School to accommodate a General Arts Program. 7.That Design Committees be established for D.M.Sutherland and Springbank Public Schools. 8.That Accommodation Review Committee 14 (D.M.Sutheriand,Hillcrest,Northdale,and Springbank Public Schools)be disbanded. 2009 November 24...10 14.REPORTS FROM THE ADMINISTRATION -cont'd a SENIOR ADMINISTRATIVE RESPONSE TO ARC 14 (D.M.SUTHERLAND,HILLCREST, NORTHDALE AND SPRINGBANK PUBLIC SCHOOLS -cont'd Exec.Supt.Dalton indicated that public input for ARC 14 would be held at the 2010 January 12 Board meeting.Recommendations 1through 8were moved by G.Hart,seconded by J.Bennett. The Administration responded to questions posed by Trustees.Trustee Hart expressed concern over delaying the establishment ofthe Design Committees. The following motion was moved by T.Grant,seconded by F.Exley and carried: That Recommendations 1 through 6ofthe Senior Administrative response to ARC 14 be deferred tothe 2010 February 09 Board meeting for consideration. The following amendment to Recommendation 7 (That Design Committees be established for D.M.Sutherland and Springbank Public Schools)was moved by G.Hart,seconded by J. Bennett and carried: That Design Committees be established for D.M.Sutherland and Springbank Public Schools for the addition and renovations project,and commence its work immediately following the Board's receipt of this report;notwithstanding the final decision which will be made by the Board ata future meeting all subject to Ministry of Education approval. Recommendation 8,as follows,was carried: That Accommodation Review Committee 14 (D.M.Sutherland,Hillcrest,Northdale,and Springbank Public Schools)be disbanded. Chairperson Stewart thanked the members of ARC 14 for their participation on the Committee. b.ANNUAL PUPIL ACCOMMODATION REPORT Exec Supt Dalton introduced the Annual Pupil Accommodation Report noting the report fuifilis the Board's requirement that the Administration annually provide a report on pupil accommodation.The report is intended to provide a yearly view of changes in enrolment following the October 31 count date,to summarize and highlight the effects of accommodation changes accomplished through the capital planning process,and to recommend next steps to address ongoing pupil accommodation and programming issues.Exec.Supt.Dalton,Supt.P. Tufls,Exec.Officer K.Bushell and Planning Officer G.Owens presented the following information. otatus OT pnase Z MKO Kecunniieiiueauuiia ... The content of the report reflects proposed recommendations developed by Senior Administration supported by the current ARC reports.Because of timing of ARC completion,these recommendations have notreceivedapproval from the trustees. Enrolment .., Planning Officer Owens advised that enrolment in both the elementary and secondary panels peaked in the 1999-2000 school year as Indicated in the chart provided.Since then,the elementary Full-Time Equivalent (FTE)enrolment has declined annually.The decline from the elementary peak enrolment to the 2009-10 school year has been 7,853.47 FTE or 14.7 percent based on the preliminary October 31 figures submitted by the schools.The current year decline from last year is 977.76 FTE or 2.1 percent The projections for the elementary panel continue to reflect the anticipated slowing of the rate of decline.The overall elementary decline from the peak enrolment to 2014-15 is anticipated to be 9,278.00 FTE or 17.34 percent. 2009 November 24...11 14.REPORTS FROM THE ADMINISTRATION - cont'd b.ANNUAL PUPIL ACCOMMODATION REPORT- cont'd In terms ofthe secondary FTE enrolment,the elementary decline hasyet to impact the secondary panel.The major variable impacting the secondary figure is the percentage of grade 12 students choosing to return.The recent history shows that between 26 and 28 percent of the grade 12 students return tosecondary school.This year,based on the preliminary datafrom the secondary schools approximately 30 percent of the 2008-09 grade 12 students returned for 2009-10.It would appear that the economic downturn has impacted secondary student decisions,resulting in a higher percentage of students retuming to school.The preliminary,secondary projections takes into account a slightly higher retention rate of grade 12 students.The decline through to 2009-10 has been 2.051.96 or7.2 percent from the 1999-2000peak. The preliminary system projections indicate that the Thames Valley District School Board will continue to experience decline in student enrolment;however,the elementary rate of decline Is projected to slow and eventually to show a moderate increase.The secondary enrolment will be impacted by the lower elementary numbers cun-ently in grades 5 to 8 over the projection period. The overall system pattern is consistent with data previously presented to the Board. As indicated,the current school year data is based onthe preliminary data from the schools and the Initial projections reflect this data.Once October 31 data are finalized,the projections will be modified where required. Available Space Exec.Officer Bushell advised that the Board continues to operate approximately 1.8 million square feet of empty space which corresponds to approximately 15,380 empty Pupil Places,but is still experiencing a lack of accommodation in growth areas around the District.The recently announced Ministry of Education initiative to implement the Early Learning Program (ELP)over the next five years will havean impact ontheexcess capacity by: filling non occupied classrooms; •renovating spaces;or, • constructing new EarlyYears classrooms. Thenet effect of this initiative will notbe known until a detailed studyand accommodation plan is developed for ELP. PhaseIofthe ARC process addressed Prohibitive to Repair facilities as well as growth areas. Phase II ofthe ARC process continues to deal with building conditions,school organizations,and excess capacity.As a result,the Board has approved projects which have been or will be constructed,adding approximately 700,000 additional square feet of buildings.Simultaneously, the closure and consolidation of schools todatehas reduced the building area by approximately 500,000 square feet. Thenet On-the-Ground Capacity ofthe Board,through the Capital Planning process to date,has increased the Board's OTG by 2,202.This OTG increase canbe attributed to grovrth issues,the Primary Class Size initiative,and the Early Learning Program (FD 4/5).The retention of surplus space for future has not reduced the OTG proportionately.It should also be noted that,through the Capital Plan,the Board has/will reduce Its portable inventory at the affected sites by 163 portables which equates to approximately 122,000 square feet and accommodations for approximately 3.800 students. Funding Exec.Officer Bushell advised thatsincethe Board's Foundation Grantisgeneratedona per pupil basis,declining enrolment results In less funding.The consolidation of schools will assist in the reduction ofcosts and the improvement of student programming,and will allow funds to be directed to other board programs and priorities. 2009 November 24...12 14 REPORTS FROM THE ADMINISTRATION -cont'd b.ANNUAL PUPIL ACCOWINIODATION REPORT -cont'd Funding- cont'd The Board will continue to use School Renewal,Good Places to Learn,and the Energy Efficient Schools Grants where applicable and approved by the Ministry.It will also continue to request funding through all of the Ministry Capital funding initiatives namely Growth Schot^s,Enrolment Pressure.Prohibitive to Repair,and other capital priorities for proposed projects.The Board will also utilize the proceeds of any sale of surplus schools to help fund the Capital Plan. The Board has also approved a recommendation to allow for the use of a portion of consolidatedschoolsoperatingsavingstohelpfundtheCapitalPian.Although the first phase of consolidated schools is now complete,Administration continues to compile both the operating savings and the operating expenditures for the new or renovated schools,as well as the transitiona costs.The results of this review will be presented to the Board in a future report once all transitional expenditures have been finalized.It should be noted that there will be direct operational savings to the TVDSB as well as Ministry savings through the Fouridation Grant.In addition, consolidation of schools has allowed for the more efficient allocation of teaching staff resulting in the availability of additional teachers to be utilized systemwide to assist in reducing junior and intermediate class sizes. Even with the above noted grants and capital funding from the Ministry and the use of operational savings the Board will still be faced with a funding shortfall to fully implement all capital planning initiatives One possible solution to assist In the capital funding is to request permission from trie Ministry to use the Energy Management Program savings which is approximately $5M annually.The Energy Management Program will be repaid in 2011-12 and thus these funds could be redirected toassist inthe funding ofthe Capital Plan. The Capital Planning Co-ordinating Committee must emphasize the critical importance the Board prioritizing financial support for ongoing capital planning projects to complete me work of harmonization and providing equitable opportunities for all students across the Board.Ministry of Education expectations Include the belief that boards must share in the cost of ongoingenhancementsbasedontheplaninadditiontotheMinistryprovidingfundstoeligibleinitiatives. G.Owen gave an overview of the student enrolment changes 1999-2000 to 2014-2015. School Organization ^ SuDt.P.Tufts reported that the Board's accommodation guidelines direct that,where feasible and desirable,the JK-8 and 9-12 program delivery models be In place for elementaiy and secondary schools respectively,and that the French Immersion model be single-track,grade SK^.Recent changes through the capital planning process have led to the reduction of anomalies from these models in a significant number ofschools as listed. The effort to increase the number of schools offering a JK-8 English program delivery will continue with the study of the ARC Involving Orchard Park,Sherwood Forest and University Heiqhts Public Schools.The ARC consisting of Colborne Street,North Meadows and SoutlidalePublicSchoolsaddressesthedesireforsingletrack,SK-8 French Immersion programming in the West Middlesex area. French Immersion Accommodationand ProgramUpdate A French Immersion Report presented 2009 April 14 proposed the recommendations listed below.An update on the status of these recommendations is outlined beneath each recommendation. Recommendation 1 . .« That Administration be directed through the Capital Planning Coordinating Committee to continue planning which supports offering the elementary French Immersion program on a single-track basis.Board-wide. 2009 November 24...13 14. REPORTS FROM THE ADMINISTRATION - cont'd b. ANNUALPUPIL ACCOMMODATION REPORT -cont'd French immersion Accommodation and Program Update -confd The ARC involving Colbome Street,North Meadows and Southdale Public Schools proposed in this report involves the study of the dual track French Immersion program at Colbome Street Public School.Partofthe rationale forthis ARC Istoexaminethe feasibility of creating a single track, French Immersion school inthe TownofStrathroy. Recommendation 2 That Administration be directed through the Capital Planning Co-ordinating Committee to continue to plan for an increase tothe permanent pupil spaces at Huron Heights French Immersion Public Schoolto accommodatethe current resident population and the future pupils resident In part of Middlesex County currently served by the dual track program at Centennial Central Public School. The expansion consideration of Huron Heights PS and the accommodation of French Immersion pupils currently attending Centennial Public School will continue following the voting on the recommendations In response to the ARC involving Westdale and Riverside Public Schools. Recommendation 3 That the south-east part of the County of Middlesex currently designated to Centennial Central Public School for French Immersion be redesignated to Princess Anne French Immersion Public School,andthatthe boundaries for Centennial Central French Immersion and PrincessAnneFrench Immersion Public Schoolsbe modified to reflect these changes. Approved bythe Board 2009 April 14. Recommendation 4 That parents of pupils resident in the southeast part of the County of Middlesex cun-ently attending Centennial Central Public School for the French Immersion program be surveyed to determine if they preferto have theirstudents transfer to Princess Anne French Immersion Public School effective2009 September 01 or 2010 September 01. Asurvey was completed and parents indicated that they preferred to remain at Centennial Public School for the 2009-10 school year.Students in this area will move to Princess Anne French immersion Public School as of 2010 September 01. Recommendation 5 That,when French Immersion students in the southeast part ofthe County of Middlesex are redesignated to Princess Anne PS,their designated secondary school for the French immersion program beSir Wilfrid Laurier Secondary School. Students in the southeast partofthe County of Middlesex registering for French Immersion programming for grade 9 through 12 will attend Sir Wilfrid Laurier as of 2010 September 01 Recommendation 6 That Administration be directed through the Capital Planning Co-ordinating Committee to continue to pursue new locations to accommodate elementary French Immersion program growth in the County of Oxford,The City of London for the west portion of the City,and part of the County of Middlesex currently assigned to Centennial Central Public School,and in the Town of Strathroy forthewestern partofthe County of Middlesex. New locations for French Immersion programming continue tobe pursued through the current ARC involving Riverside and Westdale Public Schools,and in the ARC involving Colbome Street. North Meadows and Southdale Public Schools proposed In this report recommending the study area Involving the Town ofStrathroy. 2009 November 24...14 14.REPORTS FROM THE ADMINISTRATION -confd b.ANNUAL PUPIL ACCOMMODATION REPORT -confd French Immersion Accommodation and Program Update -cont'd ThroughtheARC involving Hillcrest,D.M.Sutherland,Northdaie andSprlngbank Public Schools whichis currentlyunder way,increased space for elementary French Immersion programming in the County of Oxford is being pursued. As of 2009 September, French Immersion programming has beenexpandedto include grade9 program offerings at Woodstock Collegiate Institute. The program will expand to grade 10 forthe 2010-11 school year. Recommendation 7 That an extended ("late entry")French Immersion programbe offeredforGrade 7 students in Elgin County at Pierre Elliott Trudeau French Immersion Public School beginning in September 2009, ifnumbers warrant,and extendingto Grade 8 in September 2010. Asurveyof parents in Elgin County indicated an interestin "late entry"or extended grade 7 French Immersion programming;however,actualregistrationsdidnotwarrantthe initiation ofan extended grade 7 class for2009 September 01.Registration inan extended grade 7 French Immersion program will be offeredonce againfor 2010 September 01.Ifnumbers warrant,the class will be offered at Pierre Elliott Trudeau Public School. ThroughtheARCinvolving D.M.Sutherland,Hillcrest,Northdaie andSprlngbank PublicSchools, increased accommodation for elementary French Immersion programming In the County of Oxford isbeingpursued. In addition,French Immersion programming has expanded tograde 9 at Woodstock Collegiate Institute as of 2009 September 01. A report outlining potentialcapital projectsto accommodate an expanding French Immersion population will be brought to the Board later In the school year following presentation and approval onthe recommendations forthe ARC involving Westdale and Hillcrest Public Schools. Program Enhancements/Excellence Through Capital Planning Initiatives,either Implemented or recommended, program enhancements will have affected or soon will positively affect approximately 26,900 students through the initiative introduced in the Capital Plan.The Board hasexpanded instrumental music, improved Library ResourceCentresand Physical Education facilities,and introduced dedicated General Artsrooms inallelementary schools whichhave been builtor received additionsand/or enhancements consistent with the Capital Planning process. The Board will complete the upgrades to secondary science classrooms in 2009-10.A review of secondary school technology programs to assist in the planning for new and renovated technology classnDomsand shops have been implemented. School Renewal The Board continues to invest significant capital dollars intothe renewal of building components andsystems by using the annual School Renewal Grant,Energy Efficient School Funding,and Good Places to Learn funding. Since 2005-06, the Board has invested approximately $88,493,945 into school infrastructures. Recent decisions bythe Boardto close schools, construct newschools,build additions,and/or renovate existing facilities has allowedthe Boardto address 32% ofits facility inventory.Through these Capital Planning Initiatives,theaverage age of ourfacilities has been improved by12years or 22.2 percent. Ministry Initiatives Exec. Officer Bushell advised that the Capital Planning process will continue to allowthe Board increased opportunitiesto comply with the Ontario Disabilities Act (ODA)and accommodate the increased spaces required for the Primary Class Size Initiative.Facilities to enhance daily physical activity will be constructed along with facilities to allowfor the expansion of "Learning to 18"opportunities. 2009 November 24...15 14. REPORTS FROMTHE ADMINISTRATION -confd b.ANNUAL PUPIL ACCOMMODATION REPORT- cont'd Ministry Initiatives - cont'd The Early Learning Program will have a significant impact on the Capital Planning process.The fjyg_y©ar,phase-in schedule will allow the Capital Planning Co-ordinating Committee to plan properly for the accommodation of the Early Leaming Program either through the renovation of existing schools or the construction of new facilities.The Ministry of Education has announced a funding initiative that will allow district school boards in Ontario to phase in fuil-day leaming for four and five-year-olds over five years.New schools and expansions planned over the past year have all included provisions for the accommodation of the full-day Early Leaming Program.Using the Ministry of Education's criteria,the Thames Valley District School Board will commence its Early Learning Program in 49 classrooms,as funded by the Ministry,beginning 2010 September 01. REVIEW OF ACCOMMODATION REVIEW COMMITTEE (ARC)RECOMMENDATIONS FOR THE FUTURE ^ The first Annual Pupil Accommodation Report was presented tothe Board on 2007 Apnl 10. Subsequent reports were presented on 2007 November 27,2008,June 10 and November 25. Capital Planning Advisory Committees {CPAC)have been brought together to review the Senior Administration's recommendations and give input to the Board on 2008 January,and 2009 January.Board decisions of2008 June 10 and November 25,and 2009 March 10 have resulted in 21 ARCS being approved by the Board.To date,15 of the 21 recommended ARCs have been initiated (see AppendixC). In this report.Senior Administration is recommending that the Board move fonward with 5ARCs which include: - one that has been previouslyapproved; -two which have been previously approved but Senior Administration is recommending an amended membership of the ARCs; and - two new ARCs that have not been introduced previously. Two ARCs previously approved by the Board will not be recommended for initiation at this time. They include: - AJ.Baker,Thamesford and Zorra Highland Park Public Schools,and -Belmont:River Heights,Northdale Central,South Dorchesterand Westminster Central Public Schools. In reviewing the capital projects and priorities,the Senior Administration is prioritizing two new ARCs as more urgent than the remaining two that have been previously approved and referred to above. Previously approved ARCs North Norwich, Norwich, Ottervllle Public Schools Projected future pupil enrolment,available capacity,current facility condition,the elimination of portable classrooms,and the limited dedicated program space at these three JK-8 schools suggest that this review is warranted.As Norwich District High School will be closed on 2010 June 30,Administration recommends that the ARC would consider the closure of these three elementary schools and the consolidation of their enrolment atthe then former Norwich District High School site.Appropriate renovations would occur to accommodate the elementary school program. The Board discussed the initiation of this ARC on 2009 March 10.With the closure of Norwich District High School on 2010 June 30,this ARC will proceed immediately. 2009 November 24...16 14 REPORTS FROM THE ADMINISTRATION -cont'd b ANNUAL PUPIL ACCOMMODATION REPORT -cont'd REVIEW OF ARC RECOMMENDATIONS FOR THE FUTURE -cont'd Previously approved -Proposed Membership is amended FD Roosevelt,Lord Nelson,Prince Charles,Sir Winston Churchill Public Schools In reviewing the projected future enrolment within the originally named F.0.Roosevelt,Pnnce Charles,and Sir Winston Churchill Public Schools ARC,it was agreed ^at the addition of Lord Neison Public School was necessary to consolidate these schools.Administration recommends closing Sir Winston Churchill Public School,completing a boundary review,and accommodating the pupils atthe remaining three schools. During the discussion of this Item,trustees determined that Board approval was not given on 2008 November 25 but was discussed only and forwarded on to the Capita!Planning Advisory Committee. Colborne Street,North Meadows,Southdale Public Schools ^ui Projected future pupil enrolment,building condition,French Immersion growth and availalDle capacity at these two JK-8 schools and one dual-track English JK-8 and SK-8 French Immersion school suggest that this review is warranted immediately.Administration recommends that the ARC would consider closing Colbome Street Public School,moving the French Immersion elementary program to Southdale Public School as a single-track program with Southdale Public School receiving appropriate renovations,and building a new school to serve the English program.With the construction of a new school,a boundary review for English programming would be necessary to accommodate pupils at North Meadows and the new school. Initially the Board discussed this ARC with Oxbow,Parkview and Valleyview Public Schools on 2009 March 10.Since Valleyview is no longer being considered asa potential French Immersion site these schools are no longer necessary asa potential solution for the accommodation of pupils.Adding North Meadows will include all schools in the Town of Strathroy,allowing for a boundary review for English program students. NEW PROPOSED ARCS .„..t From the outset,it has been clear from both Ministry of Education and Board perspectives that the capital planning process is a fluid one which responds to needs as they emerge,develop and are prioritized.The term which has been used is that the plan is a "rolling plan."For that reason, Administration has Identified and is seeking Board support for CPAC referral,two additional ARCs which would address priority issues for the Board,the schools and their students.The two additional ARCs are Identified below with the required rationale for each. Orchard Park,Sherwood Forest,University Heights Public Schools Projected future pupil enrolment,available capacity,and the possibility of Implenienting the Board's elementary JK-8 program delivery model at these schools suggest that this review is warranted.Administration recommends that the ARC would consider the closure of Sherwood Forest Public School,consolidating the pupils of Sherwood Forest PS at Orchard Park PS,and returning the grade 7and 8students from Orchard Park PS to University Heights PS.This results in both remaining schools being organized in the preferred JK-8 model.Renovations,additions and program enhancements would be recommended at Orchard Park PS.Program enhancements and renovations would be recommended at University Heights PS. 2009 November 24...17 14.REPORTS FROM THE ADMINISTRATION -confd b.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd NEW PROPOSED ARCS -cont'd Knollwood Park,Lord Elgin,Northbrae,Sir John A.Macdonald Public Schools Projected future pupil enrolment,available capacity,and the opportunity to return the Arbour Glen,Bridle Path and Country Lane area currently attending Sir John A.Macdonald PS to Northbrae PS suggest that this review Is warranted.Administration recornmends that the ARC would consider the closure of Lord Elgin PS,return the 156 pupils in the area curently designated to Sir John AMacdonald PS to Northbrae PS and consolidate the pupils at Lord Elgin PS into Sir John A.Macdonald PS. RECOMMENDATIONS 1.That the Administration be authorized to proceed with the following amended Accommodation Review Committees (ARC),reviewed by the Capital Planning Advisory Committee 2008 January 21 and approved by the Board 2008 November 25: F.D.Roosevelt,Lord Nelson,Prince Charles,Sir Winston Churchill Public Schools (Add Lord Nelson Public School) 2 That the Administration be authorized to proceed with the following amended Accommodation Review Committee (ARC),revised by the Capital Plan Advisory Committee 2009 January 21,and approved by the Board 2009 March 10: Colbome Street,North Meadows,Southdale Public Schools .u ix (Delete Oxbow,Parkview,Valleyview Public Schools;add North Meadows Public School) 3 That the Board forward the following list of recommended Accommodation Review Committees (ARCs)to the Capital Planning Advisory Committee for Its consideration and opportunity for input tothe Board: -Orchard Park,Shenvood Forest,University Heights Public Schools; -Knollwood Park,Lord Elgin,Northbrae,Sir John A.Macdonald Public Schools. Alengthy discussion followed.Exec.Supt Dalton reviewed the revised Pupil Accommodation Planning Guiding Principles and commented on the amendments to the original document made following trustee input.She explained that timelines are to be scheduled following the meeting and that Ministry guidelines direct that any ARCs established after September 30 abide by the new guidelines. The following motion was moved by S.Polhill,seconded by J.Bennett and carried. That recommendation 1 be amended to removed the words:"and approved by the Board 2008 November 25". Recommendation 1,as amended was approved on motion of T.Roberts,seconded by P.Jaffe as follows: That the Administration be authorized to proceed with the following amended Accommodation Review Committees (ARC),reviewed by the Capital Planning Advisory Committee 2008 January 21: F.D.Roosevelt,Lord Nelson,Prince Charles.Sir Winston Churchill Public Schools 2009 November 24...18 14.REPORTS FROM THE ADMINISTRATION -cont'd b. ANNUALPUPIL ACCOMMODATION REPORT -cont'd RECOMMENDATIONS -cont'd Exec.Supt.Dalton explained that the intent for establishing the London ARCs is to look at decreasing surplus pupil places recognizing that there are fewer funds available for these five ARCs.Using the Belmont area asan example,she noted that the scope ofthis ARC should be much greater and therefore,the Administration has decided at this time not to move forward. Exec.Supt.Dalton indicated that the Capital Plan is a rolling plan and,therefore,future scenarios cannot be predicted. Trustee Exley asked if the overall process ofaccommodation reviews is taking into account the whole Thames Valley picture.Exec.Officer Bushell talked about the rationale for certain upgrades being done (e.g.,fire alarm,existing components,code issues)in order to improve facilities noting that there has not been the degree of capital expenditures necessary in London schools as compared to countyschools. In response to a question,Director Tucker clarified the rationale for establishing accommodation reviews basedonfactors thatinclude pupil/teacher ratio,program enhancements andclasssizes. Trustee Hart,referring to West Missouri P.S.and Wilberforce P.S.,noted that the Board has made a good start to date and that accommodation planning isa work in progress.It was confirmed that changes are intended to improve facilities and enhance programs for the Thames Valley student population asa whole as outlined in the ARC Status Report provided. Recommendation 2was moved by P.Jaffe,seconded by T.Roberts.The following motion was moved by R.Tisdale,seconded by G.Hart and carried: That recommendation 2 be amended to remove the word "approved"andadd "discussed". 2. That the Administration be authorized to proceed with the following amended Accommodation Review Committee (ARC),revised by the Capital Plan Advisory Committee 2009January21,and discussed bythe Board 2009 March 10; Colborne Street,North Meadows,Southdale PublicSchools Some trustees expressed concern that deleting three schools from this ARC isa significant change.Trustee Jaffe indicated that there should be consistency when deliberating each ARC recommendation andthat different compositions should gobacktothe Capita!Planning Advisory Committee fora second look.The following motion was moved byG.Hart,seconded byS.Doub and carried; That Recommendation 2, as amended, be deferred to the Capital Planning Advisory Committee forcomment (That the Administration be authorized to proceed with the following amended Accommodation Review Committee (ARC),revised bythe Capital Plan Advisory Committee 2009January 21,and discussed bythe Board 2009 March 10: ColborneStreet,North Meadows,Southdale Public Schools.) Recommendation 3was adopted on motion ofJ.Bennett,seconded by R.Tisdale: 3. That the Board fonvard the following listof recommended Accommodation Review Committees (ARCs)tothe Capital Planning Advisory Committee for itsconsideration and opportunity forinputtothe Board: - Orchard Park, Sherwood Forest,University Heights Public Schools; -Knollwood Park,Lord Elgin,Northbrae,SirJohn A.Macdonald Public Schools. 2009 November 24...19 14 REPORTS FROM THE ADMINISTRATION -confd b.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd Amotion to sit past 11:00 p.m.to 11:20 p.m.was moved by T.Grant,seconded by S.Polhill and carried. A discussion was held regarding the status of Trustee Stewart's Notice of Motion of 2008 November 11 deferred to 2008 November 25.The motion related to an Accommodation Review Committee being established to review combined elementary/secondary P^iP'' within the existing Norwich District High School boundary.The motion was deferred to 2008 November 25 because It related to the Report of the Capital Planning Advisory Committee being presented tothe Board onthat date. Corporate Services Supervisor Christie referred to previous Board resolutions and the following information was presented. -At the 2008 November 25 Board meeting Accommodation Review Committees (ARC)#18 for North Norwich,Norwich.Otterville Public Schools was fonwarded to Capital Planning Advisory Committee for its consideration and opportunity for input to the Board. -At the regular Board meeting of 2009 January 2.a report of the Capital Planning AdvisoryCommitteemeetingof2009January20waspresented.The Board aPProyed a recommendation from CPAC that the Senior Administration respond to the following recommendation:"That ARC 18 (Norwich.North Norwich and Otterville Public Schools)be given a high priority and begun as soon as feasible." -At the 2009 March 10 Regular Board meeting,item 13.a.Recommendation 1:"That the ARC involving Norwich.North Norwich and Otterville Public Schools be accepted as proposed, was approved and forwarded to the Capital Plan Coordinating Committee for implementation. Concern was expressed that the recommendation for ARC 18 involving Norwich North Norwich and Otterville Public Schools has not moved fonvard and is not included in the Annual PupNAccommodationReportbeingpresented.Exec.Supt.Daiton explained the ARC process and reviewed the steps followed on behalf of the Adminrstratron notrng that the guidelrnes were followed.Supt.K.Wilkinson provided additional comments discussed by CPAC The following motion of 2008 November 25 was moved by T.Grant,seconded by R.Tisdale subsequently withdrawn: That an ARC be established to review combined elementary/secondary pupil accommodation within the existing Norwich District High School boundary. Afurther discussion occun-ed related to the mandate of previous ARCs and specifically with ARC 18 as it relates to combining elementary and secondary pupil accomrnodation.In response to a question.Exec.Supt.Daiton stated that it is understood that ARCs discuss various aspects of pupil accommodation of which a elementary/secondary link or other optionsIftheBoardapprovesestablishinganARCthatincludestheelementary/secondary link,then the ARC mayexploreother options. The following motion to amend the 2008 November 25 motion by substitution was moved by T. Grant,seconded by R.Tisdale and carried: Thatthe Accommodation Review Committee involving Norwich DHS.North Norwich and Otterville Public Schools be accepted,as proposed,to start immediately. Amotion to sit past 11:20 p.m.to 11 ;30 p.m.was moved by T.Grant,seconded by F.Exley and carried. 2009 November 24...20 14.REPORTS FROM THE ADMINISTRATION -cont'd 0.MEMBERSHIP OF FIVE NAMING COMMITTEES FOR TVDSB ELEMENTARY SCHOOLS Exec.Supt Dalton provided the names of individuals who have agreed to sit on the Naming Committees of five schools. Inaccordance with the Board's Policy and Procedures regarding Naming of Schools,Invitations were published for Individuals to serve on the committees. The Committee Membership Includes; - two tmstees,at least one ofwhom is fromthat electoral district two community representatives appointed by the School Council for eachofthe school areas Involved the Superintendent{s)of Education forthe area. An advertisement requesting submissions for school names,was placed In: -The London Free Press for all five schools; - the Middlesex Banneriov the Mt Brydges school. All submissions weretobe received by Friday,2009 November 20,by S.Christie,Supervisor- Corporate Services for fonvarding onto the selection committee.To avoid a conflict of interest in the selection process,members ofthe Naming Committees must agree not to submit names for consideration. RECOMMENDATIONS: 1.Thatthe Board approve the Naming Committee membership forthe following schools: -Stoney Creek Area Naming Committee Lynne Griffith-Jones,Superintendent of Education Peter Jaffe,Trustee London Peggy Sattler,Trustee London Laura Baker,Northdale PS Lorraine Spelran,Northdale PS Donna Lyons, Northridge PS Jane Rouis-Bennett,Northridge PS Michael Beattle,Sir John A.Macdonald PS Amanda Van Der Merwe, Sir John A. Macdonald PS - A. E.Duffleld PS Naming Committee Marion Moynihan,Superintendentof Education Joyce Bennett,Trustee London Terry Roberts,Trustee London Paula Merini,A.E. Duffleld PS Cathie Wade,A.E. Duffleld PS Theresa Reed,M.B.McEachren PS Shelly Kelley,M.B.McEachren PS / 2009 November 24...21 14 REPORTS FROM THE ADMINISTRATION - confd ^ c.MEMBERSHIP OF FIVE NAMING COMMITTEES FOR TVDSB ELEMENTARY SCHOOLS Recommendation -cont'd -Caradoc Central PS Naming Committee Paul Tufts,Superintendentof Education Sarah Doub,Trustee Middlesex Sharon Peters,Trustee Middlesex Kathy Kerr,Caradoc Central PS Lynda Vandermeyden,Caradoc Central PS Deanna Hansford,Caradoc South PS - Northridge PS NamingCommittee Lynne Griffith-Jones.Superintendent of Education Peter Jaffe,Trustee London Peggy Sattler,Trustee London Vaughn Steen,Northdale PS Claudia Prince, Northdale PS Anne Cyr,Northridge PS Lynda Hughes,Northridge PS - WoodlandHeights PS Naming Committee Val Nielsen,Superintendent of Education Sheri Polhill,Trustee London Ruth Tisdale,Trustee London Jane Bloomfield, Brick Street PS Amy Gale,Brick StreetPS Jennifer Brunelle,Manor &Highland Park PS Cathy Hodder,Manor &Highland Park PS Karen Henderson-Harrington,Woodland Heights PS Kim Hawkins.Woodland Heights PS The recommendation was adopted on motion of J.Bennett,seconded by P Sattler. d ministry OF EDUCATION OPERATIONAL REVIEW n.,d ^ The report of the Ministry of Education Operational Review was deferred to the Regular Board meeting of2009 December 15. e.LONG-TERM FINANCING ARRANGEMENTS Exec Supt B Greene introduced a report seeking authority for the transition from the currentshort-term financing arrangementforNewPupilPlace-EnrolmentPressurescapitalexpenditures to the long-term financing arrangement with the Province of Ontario.This transition is necessary in order to participate with other school boards In the provincial long-term financing an-angement through the Ontario Financing Authority (OFA). On 2009 August 20,the Ministry released Memorandum 2009:SB 33 Long-Term Financing Arrangements for Capital Projects for the 2009-10 School Year permanently finance New Pupil Place projects substantially complete as of 2009 August 31 through an OFA debt Issue on 2009 November 27. 2009 November 24...22 14.REPORTS FROM THE ADMINISTRATION -confd e. LONG-TERM FINANCINGARRANGEMENTS -cont'd Thames Valley District School Board's participation in the long-term financing arrangement through the Ontario Financing Authority (OFA)consists of: Mitchell Hepburn $6,199,522 Clara Brenton 1,852,490 Eagle Heights 1,473,435 Parkview 772,268 Jack Chambers 683,517 Plattsville 656,092 North i\/leadows 615,435 East Williams 584.421 Total Long-Term Financing $12.837.180 The Ministry informed TVDSB that the loan documentation was not available until November 20. Asa result,the Appendices to this report were distributed atthe Board meeting. RECOMMENDATION: That the Board approve By-Law #10 to authorize a loan from the Ontario Financing Authority (OFA)In the principal amount of $12,837,180 pursuant to a loan agreement under Section 12 of Ontario Regulation 466/97. The recommendation was adoptedon motion ofP.Sattler,seconded byP.Jaffe. Trustee Exiey was absent duringthe vote. 15.REPORTS OF COMMITTEES a.THAMES VALLEY PARENT INVOLVEMENT COMMITTEE (TVPIC)UPDATE TVPIC President Arlene Morell provided an update and recognized the continued support of Committee members Darlene Snyders,Teresa Blum ,TVCHSA Parent Members,Trustee Joyce Bennett,Exec.Supt.Mike Sereda and Public Affairs Manager Kate Young. Ms.Morell advised that inan effort to make communication easier, the Thames Valley Parent Involvement Committee (TVPIC)along with the Thames Valley District School Board (TVDSB) Public Affairs and Community Relations Department has developed a generic e-mail account for each school council and parent group. The purpose for this account is for each school council/parent group to directly receive all e- mail messages relating to school council activities.A generic e-mail account improves communication withthe school communitybyensuring that the school council/parent group e-mail address remains the same,even though school council council/parent group membership changes from year to year.Utilization ofa generic email account ensures an improved flow of vital communication,without the need to provide personal email contact information. Kathleen Wynne,Minister of Education,will hold a Town Hall Meeting in the London Regional Office area on Monday,2009 November 16 in Ancaster,Ontario.The focus wastodiscuss the importance of parent involvement and strategies to help parents become more involved in their children's education.This meeting was attended by Ariene Morell TVPIC Chairperson. Carolyn Walker,TVPIC Vice-Chairperson and our coterminous Parent Involvement Committee Co-Chair's Linda Steel and Mary-Lou VanBerkel. 2009 November 24...23 15.REPORTS OF COWIMITTEES -cont'd a.THAMES VALLEY PARENT INVOLVEMENT COMMITTEE (TVPIC)UPDATE -cont'd Ms.Morell advised that TVPIC,in addressing the survey results,held six school council kick- off sessions at the following locations throughout the District: Monday November 02- East Elgin S.S.; Tuesday November 03-Sir Frederick Banting S.S.; Wednesday.November 04-East Region -Vtfoodstock C.L; Monday,November 09- Sir Wilfrid LaurierS.S.: Wednesday,November 11 -Medway M.S.; Thursday,November 12- Parkside C.l. Trustee Jaffe extended thanks to TVPIC for their work thatisa model for the province. b REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE 2009 November 0312:15-3:00 p.m. Members Administrationand Others J.Bennett,Trustee (Chair)K.Edgar,Superintendent of Education. T Grant,Trustee Special Education M.Barbeau.VOICE for Hearing-Impaired J.Johnston,Learning Supervisor,Special Children(+1:26)Education S Fox Children's Aid Society of London and L.Carswell,Elementary Principal Middlesex (alt)R.Culhane,Elementary Principal J.Gritzan,Thames Valley Children's Centre V.Towell,Secondary Vice Pnncipal (-1:54) B.Harvey,Epilepsy Support Centre L.Merner,Corporate Services A.Loebus,London Down Syndrome Association A. Morse,Easter Seal Society S.Wilson,Community Living Education Committee D.Almost,Ontario Assoc. For Families of Children with Communication Disorders J.Wright,Autism Ontario London (-2:38) S.Fox,Children's Aid Societyof London &Middlesex T.Fawdry,The Learning Disabilities Assoc.of Ontario-London Region Regrets:B.Montminy,Vanier Children's Services;D.Ensing,Assoc.for Bright Children;D.Smith, Thames Valley Council of Home and School Associations;J.Van Bommel,Secondary Principal; R.Tisdale,Trustee Absent:G.McGahey,Chippewa of the Thames First Nation Board of Education Guest:W.Scott,Corporate Services,C.Read,Program Services.M.Ferdinand,Program Services 1.CALL TO ORDER ^^ The meeting was called to order at 12:25 p.m.in the Board Room at the Education Centre. Trustee J.Bennett welcomed Tracy Fawdry,The Learning Disabilities Assoc.of Ontario- London Region,as the alternative member to SEAC and Wendy Scott.Corporate Services Assistant. 2.CONFIRMATION OF AGENDA -Theagendawas confirmed as printed. 2009 November 24...24 15.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 3.CONFLICTS OF INTEREST -There were no conflicts of interest declared. 4.REPORT OF THE MEETING FROM 2009 October 05 The report ofthe meeting of 2009 October 05was approved as amended with the following comments: a.V.Towell noted thaton page5,the acronym should be OASAR (Ontario Association of Students At Risk). b.Supt.K.Edgar indicated that she has been asked about how SEAC attendance istobe recorded.If a member/representative isabsent and sends regretsand the alternative is present,will he orshe be recorded as absent.She has discussed the matter with S. Christie,Supervisor,Corporate Services,who indicated thatthe member is recorded as being eitherabsentor having sent regrets.If the alternate attends,itis recorded for the organization. Supt.Edgar advised that Corporate Services maintains an attendance chart for the committee. A member seat is vacated only when both the member and alternate do not attendforthree consecutive meetings.Whenthememberoralternateisinattendance,that person is considered a voting member for the meeting. 5.BUSINESS ARISING FROM THE REPORT OF 2009 OCTOBER 05 a.lEP Parent Resource Guide J. Johnston noted that the Program Departmentis working with the Printing Department togatherprices for the printing costforthe lEP Guide,IPRC Guide andthe Communication Guidefor Parents.It is anticipatedthat approximately 30,000 copies will be printed. Itwas notedthatan electronic copyofthe Communication GuideforParents is available on line.Theother two guidesare notyetposted.Schools will be notified thatthe updated guide ison line and they areto continue tousethe cun-ent hard copy until the new ones are available.Ms.Johnston will bring more information to the nextSEACmeeting. b.Parent Guide to Student Success A.Morsereportedthatthe Parent Guide Supporting Success at Schoolto helpstudents with speechand language impairments wasthe project thatthe OAFCCD funded with the Parents ReachingOutgrant.She presentedSupt.Edgar with a complimentary copy from the Association noting thatothercopiesmaybe purchasedatthe end ofthe meeting.The cost ofthe document is$20 for nonmember,$15 forSEAC members and $10 for members of OAFCCD. The grant covered the cost of the first printing with many copies committed to the departments that contributed tothe project.As well,one complimentary copy was given to the Speech and Languagedepartmentat everyschool boardinthe province.Itwas noted that when the remaining copies are sold, orders will be taken foranother printing. Ms.Morseexplainedthat the documentfocusses on students with speech and language Impairments with some of the Information overiapping for children with many other exceptionalities.There is also a section on special educationthat includes frequently asked questionsaboutthe lEP andthe IPRC.Thisdocumentisan excellentexampleof the kind of projectsthat have been funded bythe Parent Engagement Office. 2009 November 24...25 15.REPORTS OF COIUIWHTTEES -cont'd b.REPORT OF THE SPECIAL EDUCATIONADVISORY COMMITTEE -cont'd 6. NEW COORDINATOR OF ATTENDANCE/SOCIAL WORK SERVICES Supt.Edgar Introduced Melanle Ferdinand,Coordinator ofAttendance/Social Work Services. Program Services,who came tothe Board after approximately 24 years of service with the youth justice system. Ms.Ferdinand describedher background noting thatafter completing a masters program she began a career that gave herthe opportunity to work with troubled children.She Is looking fonvard to her new position withTVDSB. Supt.Edgar extended thanks to Cralg Read,Social Work andAttendance Services,for bridging thegap duririg the transition period in School Counselling &Social Work Services . 7.THERAPEUTIC COURT Supt.Edgar described the role of Craig Read,Social Work and Attendance Services.She Indicated that recently he has stepped In as liaison with the youth therapeutic court.His role has some wonderful possibilities forthe schoolsystem and for supporting children thatmost need an advocate as they work toward rejoining the school system. Familiar with the truancy court work fora numberofyears inboththe London area and Elgin County,Mr.Read has recently been working in the Woodstock and St.Thomas courts.He works In the Youth Therapeutic Court held every Thursday in London. TheworkoftheTherapeutic Court was described.Key playersare those whowere formerly with the Family Court Clinic.The intent is to create a contract that may Include an assessment,medication,treatments. Issues or Itemsthat will address the needs ofthat youth. If the youth agrees tothe contract andabides by It forone year,thenthe original charges may beset aside.Discussions are only onthe formal record whentheJudge announcesthem from the bench. The Crown felt that someone was needed from education to be Inthe courtroom as the youth havethree things In common:that they havebeen in a school program,theyare coming out of custody or treatmentand they are going backto a school program.The Court wants to ensure that it is the right program for the student and that the contract has the right components. Part of Mr.Read's role isto meet withthe administrator ofthe last school the student attended to review any educational assessments and psychological reports.If thereare no reports,the school psychologistis asked to complete any outstanding assessments. Mr.Read advised that the courts have allowedhimto bring some of his truancy charges Into the youth therapeutic court.He Is able to access their expertise and create contracts with youths in order to have the truancy charges set aside.There are a number ofyouth who are finishing their year contracts,filling all ofthe expectations resulting In thecharges being set aside, and completing their educational requirements allowing them tograduate. J.Johnston added that inaddition to the London court that Mr.Read goes to Elgincourt and the Oxford courtas neededwhen youth have mental health concerns.In the lastsevenweeks, he has been to both courts. The Committee Inquired If the numbers andsuccesses are tracked.Mr.Read advised thatthe court clinic is keeping statistics of all the youth who come through.Healso tracks the youth thathe brings Into thecourtwith truancy chargesand youth who he works with who have YCFJ charges. 2009 November 24...26 ;^ j 15.REPORTS OF CONIWIITTEES -cont'd b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 8.MENTAL HEALTH AND WELLNESS REPORT -KAREN BAX The following twohandouts were distributed:Thames Valley District SchoolBoardSteps for Success Transition Classroom:A Review and The Menfa/l-lealth and Wellness Programs and Services of the Thames Vaiiey DistrictSchool Board:A Discussion Paper,fordiscussion at a future meeting. The document takes a look at the research from Canada and the United States of the way services are offered to help support schools and students who have mental health concerns. Itwas noted that the document includes opportunities for support and how they could be implemented. Supt.K.Edgar gave an update about the recommendations in the document,Steps for Success Transition Classroom:AReview,that have been implemented and what isin progress and highlighted the following recommendations: Recommendation 1 Thatthe Transition Program requiresa specific,clearlyarticulated program model. Secondary school students are supportedina resource modeland are integrated into classes as appropriate.The elementary program is more ofa classroom-based program with the goal to integrate students as much as possible,directed by the student's needs. It is a self- contained classbutwhere appropriate thereis integration forstudentstogetbacktothe regular classroom for a portion of time. Recommendation 2 Thatthe referral process and eligibility criteria beguidedbythe needs andbestinterestsofthe students, and that access pathwaystothe program ensure considerationof children andyouth transitioning into TVDSB from a community dayor residential treatment program wherea youth has been attendinga Section 23 classroom (e.g.,Madeline Hardy,W.D.Sutton). Thereferralprocess isvery well delineatedand isalsocontainedinthe newTransition Program handbook.Students in the program should have participated In a treatment programto help them transition from the treatment back into the regular school system. Recommendation 3 That priority be given to determine the best "mix"of students to be placed in a Transition classroom. This is necessary to ensure a secure setting for students to leam and requires flexibility.For example, the number of students assigned to a given class may need to be altered depending on the mix ofstudents and accepting students into the Transition Program on the understanding that a student may be reassigned to a differenttransition classroom. There are three elementary classrooms-Cleardale,New Sarum and Victory Memorial PS. The secondary classroom Islocatedat Montcalm Secondary School. Considerationis given tothe best mix but options for moving students to alternate locations may be limited. Recommendation 4 That the Transition Program be allocated staff for the most appropriate "fit"(e.g.,education. experience,motivation,and philosophy on mental health) for the needs of one of the most vulnerable groups of students within the TVDSB. 2009 November 24...27 15.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE SPECIAL EDUCATION ADVISORY COIUIWIITTEE -cont'd RECOMMENDATIONS -cont'd In the last two classroom hirings,J. Johnston and the school principal participated in the Interviews to assist In ensuring that the successful candidate has the right skill set forthe program. Recommendation 5 That the host schools for Transition classrooms be selected according to a set of criteria associated withthe successful support of students and staff (e.g., a culture of inclusiveness, equitableaccess intermsof geography,a supportive hostschool administration,and sufficient added administration time.) Itisnecessary thatthe schoolbe welcoming,accepting and supportive ofthe program.Careful consideration of host schools isdone regularlyto ensure the most appropriate location. Recommendation 6 That an interdisciplinary team (e.g., Learning Coordinator, psychology) be dedicated to the Transition Program to provide integrated care-oriented support to students and staff on a regular basis (e.g., consultation, development of student behavioural plans, safety plans, reintegration plans,and professional development). The interdisciplinary team is dedicated to the transition program to support the students and staffona regular basis. J.Johnston notedthat as partofthe Interdisciplinary team that support the students and the families inthe class,Program Services'Psychological Services workwith the teachers and the schools to move forward. Program Services also has access to the other more specialized services for assessment through Psychological Services and Social Work Services as needed. Recommendation 7 That professionaldevelopmentfor Transition Programstaffbe pertinenttotheirjobofteaching and assisting within such a specialized class, and offered on a regular basis. Appropriate professional development Is provided;ProgramServices has allocated for four additional half days toallow teachers to come together as a team and to address theirownPD needs. Recommendation 8 That the use ofcurriculum and curriculum delivery models,withan emphasis on differentiated Instruction,be designed specifically for Transition students In order to promote equal opportunities for student success at school. The program has two components to it-academic and self-regulation. The academic component is looking carefully at instruction and assessment.The Learning for All document Is a new document from the Ministry which looks at differentiated instruction because notall students have the same needs.Students have the abilityto learn butmay need assistance In demonstrating their knowledgeand what they knowand are able todo. Program Services includes this component as well as social skill and self advocacy skills that help students in the program. As well,every Transition class has a Smart Boardand five new computers have been placed in classrooms over the past year. Recommendation 9 Itis essential that the core of behavioural management strategies used within the Transition Program be designed to enhance self-regulation skill of students. 2009 November 24...28 15.REPORTS OF COWIWIITTEES -cont'd b.REPORT OF THE SPECIAL EDUCATIONADVISORY COMWIITTEE -cont'd Recommendations -cont'd Recommendation 10 That clear and detailed proceduresand guidelines foraddressing potential high risk student behaviors (e.g.,safety and behavioral plans),accountability for their appropriate use,and explicit staff support In this regard are necessary components for this unique program. Thereare processes in place regarding behaviour andsafetyplansfor students.Thereare no time-out rooms in anyofthese programs.There are,in some cases,relaxation rooms for students who need a quiet place. Recommendation 11 That ongoing collaboration with families of students in the Transition Program Is essential to the efficacy ofthe programto supportschool success. Program Services continues to look for opportunities to build bridges between families and classrooms. Recommendation 12 That strengthening the linkages with community mental health agencies and creating collaboration among all supports for children (mental health,physical health,education)will resultinmore effectual,efficient,and cost-effective Interventions for vulnerable children. TVDSB Is involved In an initiative that isfocussed onschoolsupport and bringing together all theagencies in the areathathave programs thatprovide support for children with mental health concerns. Recommendation 13 That additionaltransition classrooms within the Thames ValleyDistrictSchool Board will allow for more equitable geographic access for students and better meet the demand for this specialized classroom. Recommendation 14 That adatasystem totrack the demographics,mental health diagnoses,program effectiveness or other considerations for all students refen-ed to and accepted into the Transition Program would be beneficial. it will bea priority to look at better ways to track thedata overtime.J.Johnston will bring data from the last few years to a future meeting. This program has been in place for at least five years.The indicators ofsuccess Include whether the students are able to go back to theirhome school or transition successfullyto another school. The full report will be emailed tothe Committee with the minutes and will bediscussedunder "Business Arising"at the next meeting. 9.SEAC PROTOCOLS UPDATE Distributed at the meeting was a revised,draft copy of the Special Education Advisory Committee Membership Protocol handout.At the last meeting there was some confusion between whether "member" referred to an association or Individual.Supt.Edgar highlighted thechange In the document.She indicated that "representative"referstothe Individual and "member"refers to the organization. 2009 November 24...29 15.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 9.SEAC PROTOCOLS UPDATE -cont'd On page two, under the title "LocalAssociation S.EAC Members" the only change is the sentence "Each local association Isentitledto one representative and one alternate."The word "member"was replaced with "representative". Item 1.5 a. In the sentence,"The Board will notify each representative who is absent for two consecutive meetings without notice by writing a letter to the representative and their association,"the word "member"has been replaced with "representative". b. "Ifthe representative failstoattend the next regular meeting,without notifying the Chairor requesting a special resolution regarding their absence,they will be considered to have vacated their seat on the S.E.A.C."The next sentence clarifies this statement,"Where a seat ofa representative ofthe committeeIsvacant, the alternativeforthe representative acts in his/her place until such time as the position is filled." Supt.Edgar and J.Johnston asked the Committee for clarification regarding the vacating ofa seat.They questioned Ifan association representative fails to attend two meetings without notice and falls to attend the third meeting without notice, Is the association's seat vacated even if the alternative comes for that association? A.Morse noted that this was tal^en from the regulations.There is room to make a decision to be Included in the protocol. In regards to the notification,Itwas suggested that ifthe alternate is attending then there was likely notice that the member is not coming and the alternate is replacing them.It was suggested that the association can determine that Ifthe alterative comes more frequently than the member,then the altemate would become the member and vice versa.Any changes must be made by Board motion.If the association has no alternate and the member Is absent for three consecutive meetings without notifying the Committee,they will be considered to have vacated their seat.A.Morse noted that while the representative will have been considered to have vacated their seat,the association still has the opportunity to nominate a replacement. It was questioned how people proceed ifthey have a legitimate reason to miss the meetings and they want to put forward a special resolution.Is there standard wording for such a request to be documented in the minutes,who is itgiven to and Is there a time limit?Should this be discussed by the 2010 SEAC as part of the first meeting?It was suggested that it is more of an administration Issue to be discussed with S.Christie as the standard motions under Parliamentary procedures could be used.It was agreed that it will be useful to add It Into the protocol. Trustee J.Bennett commented that in the protocols it mentions that Corporate Services will notify an association ifa representative has been absent for two consecutive meetings. It was agreed that the revisionsto the protocoldo not need to be brought back separately but when the amendments are looked at again,there will be a reminder that there has been an extra sentence added around the special circumstances resolution. There was a question about whether "Chair"referred to the Chair ofSEACor the Chairofthe Board.Trustee J.Bennett noted that it would be the Chair of the Committee,then it would go to Corporate Services.Itwill notbe SEACthat votes on the resolution.Itwill be the Boardjust as the Board votes when an association sends a letter to add a representative to the Committee. 2009 November 24...30 15.REPORTS OF COWINIITTEES -conVd b. REPORTOF THESPECIAL EDUCATION ADVISORY COMMITTEE - cont'd 9.SEAC PROTOCOLS UPDATE -cont'd It was noted that B.Harvey will be away and will miss two meetings.It was agreed,thatatthe present time,regrets will continue tobe sent to L Merner. 10.STUDENT SUPPORT LEADERSHIP INITIATIVE (SSLl)PROTOCOLS CONFERENCE J. Johnston distributed handouts from the Student Support Leadership Initiative Protocols Conference.Speakerswere Dr.Bmce Ferguson and Kathy Short. J.Johnston described highlights from Dr.B.Ferguson's slides noting itwas more ofa provincial and national focus.J.Johnston noted that several times TVDSB was mentioned as being a leader in various areas.Included with the minutes are the conclusions from the presentation. Taking MH to School - Conclusions -There areeffective programs for health promotion (positive development),prevention,eariy intervention and treatment. -The best approach for school systems appears to reside in combining current models. -Health and mental health literacy are central to positive development,detection and help seeking. -Social-emotional learning (SEL)programs appear to offer both health promotion and prevention outcomes.SEL programs are designed to promote positive self development that is developmentally appropriate. -While there are successful prevention programs,there will always be children and youth who develop mental health and substance abuse problems so prevention initiatives should be accompaniedby referral to effective interventions. -Effective programs share a number of key characteristics and must be implemented with fidelity. -While implementation science is in a nascent stage,there is already much that is known about howto facilitate successful implementationof programs. -Emerging technologies offer obvious screening,assessment and program delivery potential that must not be neglected. J. Johnstonasked the Committee toreadoverthe recommendations located onpage14and 15. This initiative which is Provincial is between Ministries of Health,Education and Child and Youth Services. TrusteeT.Grantnotedthatthe main documentisalso being reviewed bythe Mental Health and Wellness Committee. V.Towell noted that the Ontario Association forStudents AtRiskconference beingheldon Friday,November 20,2009 has invited Dr.B.Ferguson to be the keynote speaker regarding "Resiliency".L.Merner sent an electronic copy of pamphlet to the Committee prior to this meeting. J. Johnston noted that at the conference there was discussion about inter-Ministry funding andthe needformore funding across the Province.In the lastfewyears,funding has been received for training,resourcesand staffing related to eariy childhood autism.A similar type of funding could be proposed for dealing with students with mental health needs. J.Johnston noted that the hand out will be sent out electronically and asked members to review itand bring any questions tothe next meeting. 2009 November 24...31 15.REPORTS OF COIWWllTTEES -cont'd b. REPORT OF THE SPECIAL EDUCATION ADVISORY COWIWIITTEE - cont'd 11. PPM 149 (PARTNERSHIPS) Supt.Edgar described Program Policy Memorandum 149 regarding school board partnerships andthe protocols and processes.She noted thatthe Board may not enter into a partnership where the service provided by an outside provider duplicates a job that the Board already has.Program Services will have to look very carefully at partnerships and protocols that are in place to ensure that anything it enters into does not duplicate a service that already involvesa Board employee. The Committee sought clarification around the school health support program,specifically because speech language pathologist support isalso provided by the Community Care Access Centres. K.Edgar noted that she and J.Johnston plan to discuss the issues atthe Regional Special Education Council as Program Serviceshas manyagreements with other organizations. TrusteeT.Grantasked ifan outsideorganization would beabletohelpin situations where the Board has criteria for providing service andthere may bestudentsthat fall below that criteria. Supt.K.Edgar noted thattheseareissuesthat must be addressed.At this time,B.Noble has been working through the partnership agreements.It is a conversation that Program Services would have to have at the Board level and with the unions to make sure that there are no duplicating services bythe Board employees. TrusteeT.Grant questioned if the Board has had partnerships thatare going tohavetobe terminated, and then some students'needs would not be met Will there be some reorganization of budget items?The Senior Administration agreesthat Board funds must be allocated tothegreatestneeds.SEAC will havean opportunity to provide input tothese discussions. 12.LEARNING FOR ALL Distributed at the meeting werethree handoutsand a draftcopyof Learning forAll K-12, a resource supplementtothe Education for AH documentthat looksat grades K-6. The Ministry of Education brought the Literacy and Numeracy Secretariat (JK to6)and Student Success (7-12)portfolios together centrally at the Ministry under the Student Achievement Division.Learning for All (K-12)isone ofthe firstdocuments to address the learner from kindergarten through graduation.The document will not be printed in a Ministry of Education format butwill remain an electronic document foratleastthe first year if not permanently toensurethatchangescan be madeas needed. In the Learning for All document,it is recognized that some children require specific instructional strategiesorassessment strategies but all children can benefit from good instructional strategies and good assessment strategies.Within this is a three-tier approach to providing programs forstudents. Supt. Edgar discussed the following three tiers:. Tier 1 - Universal Design for Learning Instnjction and assessment forallstudents, planned in relation tothe curriculum.The teacher observes,monitors student progress, and notes which students may be experiencing difficulty. 2009 November 24...32 15.REPORTS OF COIWWIITTEES -cont'd b.REPORT OF THE SPECIAL EDUCATION ADVISORY COWIWIITTEE - cont'd 12.LEARNING FOR ALL -cont'd Tier 2 -Differentiated Instruction and Assessment Onthe basis of assessment results,interventions are plannedforgroupsofstudents whoare experiencing difficulty in a particular areaorIn general.Student progress in response tothese interventions is closely monitored,and instruction Isadjusted as needed. Tier 3 For students who require additional support to achieve learning goals,even more precise and intensive instruction and assessment are planned,often with the help ofthe in-school team and/or other available resources.Monitoring of progress continues. Supt. Edgar reviewed the following handouts. Sample Class Profile- Elementary There are twofeatures ofthe recommended Learning for All.The firstone Isto have a class profile In elementary schools.With this process you cansee what the commonalities are with the students and the most universal wayto educate them the best waypossible. There will be children who will require more specific information because those are the children who have different ways of learning.Forthose children,a student profile will be completed. Student Profile These kinds of strategies have been used in schools for a number of years.This form is more standardized. Sample Class Profile - Secondary This class profile is slightly different from the Sample Class Profile -Elementary because ofthe academic needs ofthe secondarylearner which are different from an elementary learner.This does not replace an lEP butisa quick reference for teachers.The Ministry indicated that the roll out will likely be In September 2010. It was questioned if teachers who are only going tosee a student for one course in one year, are expected to do the same detailed analysis oftheir class and student profile or will it look different atthe secondary level?Supt.Edgar advised thatitwill look different ata secondary level.It was suggested that the profiles be linked electronically toaclass list sothe teacher can pull up the group of students. 13. SPECIAL EDUCATION PROFESSIONAL DEVELOPMENT DAY It was noted thatthe Special Education Professional Development Day will take place on April 23,2010.The format will be similar to last year with the focus on Leaming for All K-12.The morning will provide opportunities for support staff and teachers to choose topics of their Interest.There will be various speakersorteachers will havean opportunity to determine their own PD sessions.In the afternoon,all teachers will be back at their home schools to consolidate how they will move forward with implementing whattheyhave learned. J. Johnston asked the SEAC agencies for assistance with providing speakers for the workshops.Workshops are intended tobe spread out geographically in all areas of the Board. 14.ASSESSING ACHIEVEMENT IN ALTERNATIVE AREAS Supt.Edgar distributed a hand out- Focuson Enhancing AssessmentProcesses. 2009 November 24...33 15.REPORTS OF COWIWIITTEES -cont'd b. REPORTOFTHE SPECIAL EDUCATION ADVISORY COMWIITTEE - cont'd 14.ASSESSING ACHIEVEMENT IN ALTERNATIVE AREAS -cont'd J. Johnston noted that the information comes from the new provincial initiative around Assessing Achievement in Alternative Areas (A4).She described the background noting many boards produced their own developmental report cards.The Ministry is looking to explore possible altematives for assessments for those students who do not have access to the Ontario curriculum (e.g., those with Developmental disabilities). There are regional boards which have been selected to participate asa lead board.Niagara •SB isthe lead board for the region and has been given approximately $123,000 to train and implement programs.There are six lead boards throughout the province that are getting together to share the best practices.As more information becomes available it will be brought to SEAC. The Ministry is looking atbest practices in alternative assessment.The Ministry Is looking to lead boards to report best practices and move forward.It has completed a survey about the percentage of students who do not accessthe curriculum and toget ideas of assessments occurring inthe classrooms to determine best practices. 15.GOAL SETTING/ACTION PLAN Supt.K.Edgar distributed the 2009/10 SEAC Action Items. J.Johnston reviewed the feedback fromthe October meeting. The Committee broke out into working groups to determine SEAC's three top priorities of focus.Each group gave a brief description of their top choices.The information was collected and will be discussed atthe 2009 December 01 meeting. The priorities were determined bythe mostcommon indicators from the last meeting. 16.FORUM:ASSOCIATION UPDATES J.Gritzan An email wassenttothe Committee regarding a workshop November20.Thisisa partnership between Thames Valley Childrens Centre,TVDSB andthe London Catholic School Board. It isa workshop for school age children with special needs.Itisa Saturday interactive session for parents as well as activities for children ages 6-16.Registration numbers are fairiy low at this point. T.Fawdry Information has been sent out regarding a conferenceon Non-Verba!Learning Disabilities with Dr.Maggie Mamen.Itisscheduledfor Friday,November 20. "A Night atthe Opera"isa gala fundraising event scheduled for in January 16,2010.Copies were available for the Committee. Trustee T.Grant Trustee Grant provided the link to Supporting Learning and Teaching in Ontario's Elementary Schools.http://viww.edu.gov.on.ca/eng/document/discussi/SLTpaper.pdf A.Loebus Mr.Loebus advised thathis organization has formally received a commitment from Minister K.Wynne to attend a fundraiser to be held in London after the 2010 February holiday.He indicatedthat a formal date has notbeen set butonce known,SEAC will be notified.Plans are in place to hold itatthe Marconi Club followed by a casino night. 2009 November 24...34 1 I 15.REPORTS OF COIUIWIITTEES -cont'd b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 17.FUTURE MEETING DATES The following future meetings were scheduled: Tuesday,December 1,2009 -11:45 a.m. Tuesday,January 5,2010-11:45 a.m. Tuesday,February 2,2010 -11:45 a.m. Tuesday,March 2,2010-11:45 a.m. Monday, April 12,2010 - 6:30 p.m. Monday, May 3,2010 - 6:30 p.m. Tuesday,June 1,2010 -11:45 a.m. The Committeediscussed and agreed tocontinue with the same patternas lastyear meeting both during the day and inthe evening. The following future agenda Itemswere suggested: a.Students byExceptionalitiesStatistics J. Johnson notedthat the information is notyetavailablebutthe Research Departmentis wori<ing on it. b. Budget - as information is available 18.ADJOURNiVlENT The meeting adjourned at 2:51 p.m. on motion. RECOMMENDATIONS:none J.BENNETT, Chair 0.REPORT OF THE AUDIT COMMITTEE 2009 November 17 3:05-4:30 p.m. MEMBERS PRESENT ADMINISTRATIONAND OTHERS T.Grant R.Robertson B.Greene S.Christie S.Peters R. Tisdale (Chair)K.Meeson D.Gurnham S.Lentz B.Hester W.Scott P.Hearse Regrets:T. Van Pinxteren 1.APPROVAL OF AGENDA - The agenda was approved bymotion. 2.CONFLICTS OF INTEREST -none declared 3.TRANSFER OF 2008-09 SURPLUS TO RESERVES Exec.Supt.B.Greene advised that the Ministry of Education has developed a compressed schedule with tight reporting timelines and has provided a grace period in which to file the 2008-09 financial statements.Manager Meeson reviewedthe Transfer of2008-09 Surplus to Reserves reportto be presentedatthe 2009 November 24 Board meeting. it was noted that the audit of the 2008-2009 financial statements by Deloitte &Touche has been completed.Manager Meeson explained the multipurpose reserve and provided a high levelanalysis of the surplus and its components. 2009 November 24...35 15.REPORTS OF COWIIUIITTEES -cont'd c.REPORT OF THE AUDIT COMMITTEE -cont'd 3.TRANSFER OF 2008-09 SURPLUS TO RESERVES -cont'd The Administration responded to questions. In response to a question, Manager Meeson explained thatitis possible for a school touse unspent monies in subsequent years.Funds are transferredto reserves at year end and transferred back Into the school accounts after approval.She described the ITS budgets noting the constant renewal in IT and how the technological updates to the telephone system were funded. Following a discussion regarding approval to transfer funds from reserves to the 2009-10 operating budget,Exec.Supt.Greene advised that sucha recommendation would be brought to the next meeting. An Analysis of Surplus was distributed and discussed.It wasagreedtoaddthe word "Gross" to the surplus line,as attached. The following motions were moved and carried: That the following transfers to reserves be approved: That$1,000,000ofthe2008-2009operatingsurplus betransferredtothe Working Fund Reserve. This amount is approved for use inthe 2009-2010 Budget. That $1,004,261 ofthe 2008-2009operatingsurplus be transferred tothe Multi purpose Reserve Fund. 4.2008-09 AUDITED FINANCIAL STATEMENTS Auditor David Gumham spoke to a report on the 2008-09 Audited Financial Statements, summarized In chart form.StephanieLenzexplained the reporting responsibilities ofthe Audit Committee,Managementand the Trustees. She described Materiality noting itis calculated based on professional judgement which Involves an assessment of quantitative and qualitative considerations.She noted that materiality for the 2009 audit is $13,732,000.All significant adjustments as well as any unadjusted amounts thatexceeded $686,000 are required to be communicated to the Audit Committee. Asked if the Audit Committee responsibilities have been addressed.Exec. Supt.Greene Indicated that there may be a gap inthe developmentof some ofthe Audit Committeeroles. Changesto Bill 177 speakto risk management issuesthataretobediscussed during a review ofthe mandate. Itwas suggested thatthe Committee consideritemsthatmaybe missing and how to identify themfor Inclusion on future agendas,e.g., the key issuesoffocus related to risk management oversight Mr.Gurnham reviewedthe status ofthe audit,scope and related representations and reportable matters.He responded to members'questions. Manager Meeson described the consolidated financial statementnoting itIncludes school board operations as well as all controlled entities.She responded to members'questions,itwas suggestedthatthe approved budget be reported noting it excludes school-funded activities,for clarity.She described the following sectionsofthe report as at August 31,2009: Consolidated statement of financial position; Consolidated statement of financial activities; •Consolidated statement of changes infinancial position; Notes to the consolidated financial statements. 2009 November 24...36 15.REPORTS OF COMMITTEES -cont'd c. REPORT OF THE AUDIT COMMITTEE - cont'd 4.2008-09 AUDITED FINANCIAL STATEMENTS-cont'd It was agreed to include the opening balances of the employee future benefits (Note 6 of the financial statements).This will be considered for future reporting.Mr.Gurnham suggested bringing the actuarial report related to the retirement and other employee future benefits to the next meeting.Manager Meeson noted that the financial statements of the Thames Valley Education Foundationcan be provided at a futuremeeting. B.Hester spoke to the tangible capital assets noting that the historical cost is estimated by the Ministry of Education using a tool called the Book Value Calculator.The value is not reflective ofthe market value of the properties but the estimated value as at 2005 less accumulated depreciation.It was suggested that a description be included in the amended statements of how the historical costs were determined. It was noted thatthe term "Consolidated Statement of Changes in Financial Position"is a Ministry of Education term.It was suggested and agreed that it be amended to "Consolidated Statement of Cash Flow"for clarity.A copy of the amended financial statements and accompanying notes will be provided to the Committee and the Board. The following motion was moved and carried: That the 2008-09 audited financial statement be approved as amended and forwarded to the Board for approval. 5.INTERIM FINANCIAL REPORTING -MINISTRY OF EDUCATION MEMORANDUM 2009:SB 38 Brian spoke to Ministry Memo 2009:SB38 regarding interim financial reporting.He advised that the report highlights seven key areas for improvement that impactthe education sector Including the need to enhance Interim Financial Reporting which will provide management and the board with a clear understanding ofthe status ofthe current year's budget versus actual expenditures to date. The memo will be brought back to the next meeting for discussion of the recommendations and strategies of howto move forward. 6.MEETING SCHEDULE 2009-10 Theschedule ofmeetingsfor 2009-10 was presented. 7.OTHER BUSINESS -none 8. DATE AND TIME OF NEXT MEETING The next meeting was scheduled for December 15,2009,at 3:00 p.m. 9.ADJOURNMENT A motion to adjournwas approved at 4:30 p.m. RECOMMENDATIONS: 1.That the following transfers to reserves be approved: That $1,000,000 ofthe 2008-2009 operating surplus be transferred to the Working Fund Reserve. Thisamountis approved foruse inthe 2009-2010 Budget. That $1.004,261 ofthe 2008-2009 operating surplus be transferred tothe Multi-Purpose Reserve Fund. 2009 November 24...37 15.REPORTS OF COMMITTEES -cont'd 0.REPORT OF THE AUDIT COMMITTEE -cont'd RECOMMENDATIONS -cont'd 2.That the 2008-09 audited financial statement be approved as amended. R.TISDALE, Chairperson Recommendations 1 and 2 were adopted on motion of R.Tisdale,seconded by 8.Peters. Manager Meeson commented onthe ITS budget line noting a number of operational savings that have notbeen realized because of technological upgrades across the system. Manager 8.Young commented on the costing related totelephone lines noting that the Board's reduction from 2,200 to700lineswasexpectedtogeneratesavings.However,concurrently and fora numberofreasons, the cost of lines increased.As a result, the anticipated savings were not realized. d.REPORT OF THE CHAIRS'COMMITTEE 2009 November 13 10:08 a.m.-11:20 a.m. MEMBERS ADMINISTRATION &OTHERS J. Stewart (Chairperson) T. Roberts B.Tucker B.Greene T.Grant P.Sattler 8.PuIIam (via teleconference) (-10:37) 1. APPROVALOF AGENDA- The agenda was approved. 2.CONFLICTS OF INTEREST -None 3.IN-CAMERA DISCUSSION A motion to move in-camera to discuss a transportationIssue was approved. The Committee reconvened in public session at 11:15 a.m. 4.OTHER BUSINESS -none 5.NEXT MEETING The next meeting was scheduled for2009 November 18 at 9:00 a.m. 6.ADJOURNMENT The meeting adjoumed at 11:20 a.m. bymotion. RECOMMENDATIONS:none J.STEWART Chairperson 2009 November 24...38 15.REPORTS OF COMMITTEES -cont'd e.REPORT OF THE CHAIRS'COMMITTEE MEMBERS J.Stewart (Chair) T.Roberts P.Settler (9:10) T.Grant 2009 November 18 9:05 a.m.-10:35 a.m. ADMINISTRATION AND OTHERS B.Tucker S.Christie 1.APPROVAL OF THE AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared 3.POLICY/PROCEDURE REVISIONS -STUDENT TRUSTEESONTHE BOARD Supt.L.Griffith-Jones described amendments to the policy and procedure on Student Trustees onthe Board and Student Advisory Council procedure administered by the Chairs'Committee. She advised thatthe revisions are being madeto provide a betterand more meaningful process forthe election ofstudenttrusteesandto clarify specific portions ofthe procedures. Theyhave been suggested and supported by past and currentstudenttrustees to establish comprehensive policy and procedures that satisfies the needs of Thames Valley students and reflect the guidelines set out by the Ministry of Education of November 2,2009. Supt.Griffith-Jones noted that changes relate to the election process and trustee mentors. Approval was given to move the documents onto the November 24,2009,Policy Working Committee meeting for consideration. 4.AGENDA REVIEW The agendas for the In-camera and public Board meetings of November 24,2009,were reviewed and approved. 5.CORRESPONDENCE The following correspondence was approved for inclusion onthe November 24,2009,agenda under "Communications": • Chris BentleyMPP regarding Bill 177; • Children'sHealth Foundation regarding November10, 2009, Boardpresentation. A letter from Steve Peters MPPto the Minister of Education regarding transportation will be included in the trustees'information packages. 6.TRANSPORTATION CONSORTIUM The Committee discussed the work of the Transportation Consortium in addressing transportation issues and planstoaddress the concerns. 7.TRUSTEE CONFLICT OF INTEREST Additional information regarding tmstee conflict of interest was provided for information. 8. PIERRE ELLIOTT TRUDEAU FRENCH IMMERSION PS GRANDOPENING Aletter to MPJustin Trudeau from Steve Peters MPP inviting himto attend the grand opening of the Pierre Elliott Trudeau French Immersion Public School has been received. The Operations Services department who has responsibility for co-ordinating the event,has advised that MP Trudeauaccepted the invitation inSeptemberto participate In the January ceremony. 2009 November 24...39 15.REPORTS OF COWIWIITTEES -confd e.REPORT OF THE CHAIRS'COMMITTEE -cont'd 9. THIRD ANNUAL PILLAR COMMUNITY INNOVATION AWARD NOMINEES DirectorTuckerdistributed information on ttie PillarCommunityInnovationAwardsrecognitions. It was agreed to recognize the documentary "In Our Hearts,"developed by Clarke Road Secondary School, at a future Board meeting. 10.OTHER BUSINESS a. First Nations Advisory Committee Trustee Sattler spoke tothe disappointment thatthe FirstNationsAdvisoryCommitteewas cancelled because of lack of quorum. She suggested that in such cases,an informal discussion of issues be held with those who are able to attend. b.Reports from the Administration Director Tucker distributed the attached schedule ofAdministrative reports to be presented at upcoming Boardmeetingsforthe Committee's consideration. 11.DATE AND TIME OF NEXT MEETING The 2010 Committee will meet on 2009 December 02 at 9:00 a.m.to confirm the 2010 committee memberships. 12.ADJOURNMENT The meeting adjoumed at 10:35 a.m. by motion. RECOMMENDATIONS:none J.STEWART, Chairperson Student Trustee Cody Neville and J. Kamphius extended thanks to Supt.L.Griffith-Jonesand Mrs. Pullam forassistingtheStudentTrustees bytaking their opinions forward regarding theamendment to Student Trustees on the Board Policyand Procedures.Student Trustee Neville advised that he attendedthe Policy Working Committeemeeting of2009 November24 at which timetheamendment ofthe Policy andprocedureonStudentTrusteesonthe Board were considered.Thedocumenthas nowbeen posted to the TVDSB websitefor30 days of public input. f.REPORT OF THE COMMITTEE OF THE WHOLE - INCAMERA 2009 November 17 MEMBERS PRESENT ADMINISTRATION AND OTHERS T. Roberts (Chair)J.Kamphuis B.Tucker S.Christie J.Bennett C.Neville B.Greene F.Exley S.Peters T.Grant S.Polhill (6:10) G.Hart J.Stewart R.TIsdale Absent:S. Doub, M. Hendrick, P.Jaffe,P.Sattler The Committee met in camera from 5:15 to 6:30 p.m. 1.APPROVAL OF AGENDA The agenda was approved bymotion. 2.CONFLICTS OF INTEREST - No conflicts of interest were declared. 2009 November 24...40 15.REPORTS OF COMMITTEES -cont'd f.REPORT OF THE CHAIRS'COMMITTEE -cont'd 3. Aconfidential legal matter was discussed. 4.RISE AND REPORT A motion to rise and report was moved and carried at 6:30 p.m. RECOMMENDATIONS:none T.ROBERTS. Chairperson g. REPORTOF THE COMMITTEE OF THE WHOLE -IN CAMERA 2009 November 24 MEMBERS PRESENT ADMINISTRATION AND OTHERS T.Roberts (Chair)J.Kamphuis B.Tucker B.Sonier J.Bennett C.Neville K.Dalton P.Tufts S.Doub S.Peters L Elliott K.Wilkinson F.Exley S. Polhill(5:10) B.Greene K.Bushell T.Grant P.Settler M.Sereda S.Christie G.Hart J.Stewart K.Edgar R.Hoffrhan P.Jaffe (4:45)R.Tisdale S.Hughes D.Rajala M. Moynlhan K.Young V.Nielsen M.E.Smith Absent:M.Hendrick The Committee met in camera from 4:10 p.m. to 7:10 p.m. 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST Trustee Roberts declared a conflict of interest to Item 7.a.citing family relationship. 3.Confidential personal,property and legalmatters were discussed. 4.RISE AND REPORT A motion to rise and report was moved and carried at 7:10 p.m. RECOMMENDATION: That the Thames Valley District School Boardenter into contract negotiations with Bell Canada forthe purchase ofequipmentandservicesto provide wide area network connectivity consistent with Bell's response totheBoard'sRequestfor Proposal.Thecontract will befora 10-yearperiod commencing on 2011 January 11 and ending 2021 January. T.ROBERTS Chairperson The recommendation was adopted on motion of T.Roberts,seconded by F.Exiey. 2009 November 24...41 16.COMMUNICATIONS a.CHAIR'S SUMMARY UPDATE Chair Stewart advised that along with Trustees Grant,Exiey andPetershe attended the opening day ceremony ofJohnWise Public School held on2009 November 23. b.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION -UPDATE TrusteeSattleradvisedthatthe agenda forthe next OPSBA Board of Directors meeting on2009 November 27 and 28 has been included in the trustees'packages.Any additional reports of Interestmay be obtained from Trustees Sattler and Doub. Trustee Sattler advised that the Board of Directors will be looking at Bill 177 as well as other legislation {Bill 168,212 and 157).She indicated thatone report is coming forward with changes tothe OPSBA election procedures as discussedatthe Regional meetings.Election candidates are lobbying for timing changesto occur after the speeches.It was noted thatat the Annual Genera!Meeting,many members have received input from their board.She sought trustee input on the matter.Other items of interest were noted including a report regarding elementary curriculum at the provincial level. TrusteeRoberts reminded trusteesofthe meeting with thearea MPPstobe held atthe Education Centre on 2009 November 27 regarding Bill 177 Regulations. 17.NOTICE OF MOTION -none 18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 19.ADDITIONAL ITEMS -none 20.QUESTIONS/COMMENTS BY MEMBERS Any amended documentation related to theAnnual Pupil Accommodation Report tabled at the meeting was requested by trustees.Trustee Grant asked that an updated Accommodation Review Committee (ARC)Status Report be provided. 21.ADJOURNMENT The meeting adjourned at 11:30 p.m.on motion of,P.Jaffe,seconded byF.ExIey. CONFIRME Chairperson 2009 November 24...42 SUWIWIARY OF APPROVED RECOWIWIENDATIONS OF 2009 NOVEMBER 24 That Recommendations 1 through 6 ofthe Senior Administrative response to ARC 14be defen-ed to the 2010 February 09 Board meetingfor consideration. That Design Committees be established for D.M.Sutherland and Springbank Public Schools for the addition and renovations project,and commence its work immediately following the Board's receipt of this report;notwithstanding the final decision which will be made by the Board ata future meeting all subjectto Ministry of Education approval. That Accommodation Review Committee 14 (D.M.Sutherland,Hillcrest,Northdale,and Springbank Public Schools)be disbanded. That Recommendation 2,as amended,be deferred tothe Capital Planning Advisory Committee for comment (That the Administration be authorized to proceed with the following amended Accommodation Review Committee (ARC),revised by the Capital Plan Advisory Committee 2009 January 21,anddiscussed by the Board 2009 March 10: ColbomeStreet,North Meadows,Southdale Public Schools.) That the Administration be authorized to proceed with the following amended Accommodation Review Committees (ARC),reviewed by the Capital Planning Advisory Committee 2008 January 21. F.D.Roosevelt.Lord Nelson,Prince Charles,SirWinston Churchill Public Schools. That the Board forward the following list of recommended Accommodation Review Committees (ARCs) to the Capital Planning Advisory Committee for its consideration and opportunity for input to the Board: -Orchard Park,Sherwood Forest.University Heights Public Schools -Knollwood Park,Lord Elgin.Northbrae,SirJohn A.Macdonald Public Schools That an ARC be established to review combined elementary/secondary pupil accommodation within the existing Nonvich District High School boundary. Thatthe Accommodation Review Committee involving Norwich DHS,North Norwich and Otterville Public Schoolsbe accepted, as proposed,tostart immediately. That the Board consider approval of the Naming Committee Membership for the schools as follows: - NEW STONEY CREEK AREA SCHOOL Lynne Griffith-Jones,Superintendent of Education Peter Jaffe,Trustee London Peggy Sattler,Trustee London Laura Baker,Northdale PS Lorraine Speiran,Northdale PS Donna Lyons,NorthridgePS Jane Rouis-Bennett,Northridge PS Michael Beattie, Sir John A. Macdonald PS Amanda Van Der Merwe, Sir John A. Macdonald PS 2009 November 24...43 SUMMARY OF APPROVED RECOMMENDATIONS OF 2009 NOVEMBER 24 -cont'd - A. E.DUFFIELD PS,LONDON Marion Moynihan,Superintendent of Education Joyce Bennett,Trustee London Terry Roberts,Trustee London Paula Merini, A.E.Duffieid PS Cathie Wade,A.E.Duffieid PS Theresa Reed,M.B.McEachren PS Shelly Kelley,M.B.McEachren PS -CARADOC CENTRAL PS,MT.BRYDGES Paul Tufts,Superintendent of Education Sarah Doub,Trustee Middlesex Sharon Peters,Trustee Middlesex Kathy Kerr,Garadoc Central PS Lynda Vandermeyden,Caradoc Central PS Deanna Hansford,Caradoc South PS -NORTHRIDGE PS,LONDON Lynne Griffith-Jones,Superintendent of Education Peter Jaffe,Trustee London Peggy Sattler,Trustee London Vaughn Steen,Northdale PS Claudia Prince,Northdale PS Anne Cyr,Northridge PS Lynda Hughes,Northridge PS -WOODLAND HEIGHTS PS,LONDON Val Nielsen,Superintendent of Education Sheri Polhill,Trustee London Ruth Tisdale,Trustee London Jane Bloomfield,Brick Street PS Amy Gale,Brick Street PS Jennifer Brunelle,Manor &Highland Park PS Cathy Hodder,Manor &Highland Park PS Karen Henderson-Harrington,Woodland Heights PS Kim Hawkins,Woodland Heights PS That the Board approve By-Law #10 to authorize a loan from the Ontario Financing Authority (OFA) inthe principal amount of $12,837,180 pursuant to a loan agreement under Section 12 of Ontario Regulation 466/97. That the following transfers to reserves be approved:> That $1 000 000 of the 2008-2009 operating surplus be transferred to the Working Fund Reserve.This amount is approved for use In the 2009-2010 Budget. That $1 004 261 of the 2008-2009 operating surplus be transferred to the Multi-Purpose Reserve Fund. That the 2008-09 audited financial statement be approved as amended. That the Thames Valley DistrictSchool Board enter into contract negotiations with Bell Canada for the purchase of equipment and services to provide wide area network connectivity consistent with Bell's response to the Board's Request for Proposal.The contract will be for a 10-year period commencing on 2011 January 11 and ending 2021 January.