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4/12/2011 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING, PUBLIC SESSION 2011 APRIL 12, 7:00 P.M. BOARD ROOM, EDUCATION CENTRE AGENDA V- verbal M - material 1. CALL TO ORDER V 2. O CANADA V 3. SPECIAL MUSICAL PRESENTATION -College Avenue Secondary School Senior Band V 4. APPROVAL OF AGENDA M 5. OFFICIAL RECORD M 6. RECOGNITIONS a. Jackie Trudeau - OFSAA Athletic Award V b. OSSTF Marion Drysdale Student Awards V c. Todd Sargeant - Coaches Association of Ontario V 7. CONFLICTS OF INTEREST V 8. CHAIR'S ANNOUNCEMENTS V 9. DIRECTOR'S ANNOUNCEMENTS V 10. PUBLIC INPUT a. Norwich Accommodation Review Committee Public Input M 11. ADMINISTRATIVE PRESENTATIONS - none 12. MINUTES OF THE 2011 MARCH 22 BOARD MEETING M a. Confirmation of Minutes b. Business Arising from the,Minutes 13. STUDENT TRUSTEES' UPDATE V 14. REPORTS FROM THE ADMINISTRATION a. Report of the Sherwood Forest Public School Accommodation Review Committee M b. Senior Administrative Response to the Colborne Street Public School Accommodation Review Committee M c. Senior Administrative Response to the Lord Elgin Accommodation Review Committee (Hillcrest, Knoilwood Park, Lord Elgin, Northbrae, and Sir John A. MacDonald Public School M d. Membership of Ten Naming Committees for TVDSB Elementary Schools M e. Appointment to First Nations Advisory Committee and Special Education Advisory S Committee M f. Thames Valley Council of Home and School Associations Special Education Advisory Committee Appointment M 15. REPORTS OF COMMITTEES a. Policy Working Committee, 2011 March 22 M b. Audit Committee, 2011 April 5 M c. Chairs' Committee, 2011 April 6 M d. Budget Advisory, 2011 April 11 (To be distributed) M e. Committee of the Whole In -Camera, 2011 April 12 V 16. COMMUNICATIONS a. Ontario Public School Boards' Association - Update V b. The Neighbours, Friends and Families Workplace Champion Award M 17. NOTICE OF MOTION 18. MOTION - NOTICE OF WHICH HAS BEEN GIVEN - none 19. ADDITIONAL ITEMS 20. QUESTIONSICOMMENTS BY MEMBERS 21. ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING, PUBLIC SESSION APRIL 12, 2011 The Board met in regular session on 2011 April 12 in the Board Room at the Education Centre, meeting in public session at 7:07 p.m. to 12:10 a.m. The following were in attendance: TRUSTEES ADMINISTRATION AND OTHERS T. Grant (Chair) P. Jaffe B. Tucker B. Sonier J. Bennett B. McKinnon K. Dalton P. Tufts R. Campbell B. Murray L. Elliott K. Wilkinson J. Coghlin S. Polhill (8:10) B. Greene K. Bushell J. Daniels T. Roberts M. Sereda L. Baines G. Hart P. Sattler C. Bourbonnais -MacDonald B. Seto W. Huff R. Tisdale L. Griffith -Jones K. Aitken J. Todd (7:25) M. Moynihan R. Hoffman V. Neilsen D. Rajala K. Meeson 1. CALL TO ORDER. Board Chair T. Grant called the meeting to order at 7:07 p.m. 2.13. O CANADA AND MUSICAL PRESENTATION The appreciation of the Board was extended to the College Avenue Secondary School Senior Band and Conductor Helen Cokerforleading in the singing of O' Canada and performing three musical selections. 4. APPROVAL OF AGENDA The agenda was amended reordering the report of the Policy Working Committee from item 15.a to follow item 13. The agenda, as amended, was adopted on motion of J. Coghlin, seconded by R. Campbell. 5. OFFICIAL RECORD L. Baines, Records Information Management Officer, read the following official record into the minutes: We regret to record the deaths of Andrew Young, a 17 year old student at Clarke Road Secondary School on 2011 March 27; Teresa Tunney, an elementary administrative secretary at Blenheim District Public School on 2011 April 06; and Laurie Vyse, a teacher at C.C. Carrothers Public School on 2011 April 08. 6. RECOGNITIONS Exec. Supt. L. Elliott recognized teachers Jackie Trudeau and Todd Sargeant who received the Ontario Coaching Excellence Award for outstanding coaching and their contribution to both their sport and athletes in Ontario. The annual selection of recipients is based on unique contributions to sport through coaching. - Jackie Trudeau - OFSAA Athletic Award Learning Co-ordinator K. Heard introduced Jackie Trudeau, a teacher at London Central Secondary School, who was the recipient of the Ontario Coaching Excellence Award in the school/sport category. Ms. Trudeau's love of learning continues to make a powerful difference in her community and with her students. She extended her appreciation and honour of being a recipient of the award. - Todd Sargeant - Coaches Association of Ontario Award Learning Supervisor P. McKenzie introduced Todd Sargeant, a teacher at Sir Frederick Banting 1 Secondary School, the Ontario Coaches' Association 2011 Investor's Group Volunteer Sport Administrator award winner. He was recognized for his outstanding contribution and dedication as a coach for the London Blizzard Sledge Hockey Club. 2011 April 12...2 6. RECOGNITIONS - cont'd OSSTF Marion Drysdale Awards Supt. V. Neilsen introduced three students who received the Ontario Secondary School Teachers' Federation Marion Drysdale Awards. She noted thatthe students were challenged to demonstrate how they could become part of a solution by identifying a local or global problem. - Mary Dupuis Mary Dupuis, a student at Strathroy District Collegiate Institute, was the regional winner in the Prose & Poetry in the Grade 9-10 Academic category for her submission Be the Change. - Mellissa Elliott Mellisa Elliott, a student at Strathroy District Collegiate Institute, was the provincial winner of the Prose & Poetry in the Senior Grade 11-12 College/Workplace category for her submission Hall Brothers. - Amy Hanif Amy Hanif, a student at Westminster Secondary School, and was the provincial winner of the Prose & Poetry in the Senior 11-12 University category for her submission Paladins of Change. Both Mellissa Elliott and Amy Hanif were presented with a $1,000.00 award and a certificate presented by Ken Coran, President of the Ontario Secondary School Teachers' Federation and the Honourable Leona Dombrowsky, Minister of Education, at the Ontario Secondary School Teachers' Federation's Annual General Meeting of the Provincial Assembly (AMPA) in Toronto on 2011 March 12. Special thanks was extended to sponsoring teachers Leanne Borho, Jane Hardy and Catherine Leatherdale for their continued support and encouragement. r 7. CONFLICTS OF INTEREST - No conflicts of interest were declared. 8. CHAIR'S ANNOUNCEMENTS Chair Grant reminded trustees that the 2011 April 26 Board meeting will be paperless. She also indicated that the vocational visit scheduled for 2011 April 13 at Strathroy District High School has been cancelled; however, the tours scheduled for 2011 April 15 at College Avenue Secondary School and 2011 April 27 atArthurVoaden Secondary School are still planned. She asked any trustees who have not indicated their intention to participate to do so by contacting Exec. Supt. Elliott as soon as possible. Chair Grant noted that the Administration responded to the request from Ontario Public School Board Association for input to the draft Integrated Accessibly Standards Regulations. The information has been received and will be distributed to trustees. Trustees B. McKinnon and R. Campbell volunteered to review and submit the presentation to the Ontario Public School Board Association. Chair Grant advised that there is a meeting with the Elgin County Council on 2011 April 20 from 2:00- 4:00 p.m., atthe TVDSB Education Centre. All trustees are welcome to attend. It has been confirmed by Warden D. McKay that the Board will meet with Oxford County Council on 2011 May 4. 9. DIRECTOR'S ANNOUNCEMENTS - none 2011 April 12... 3 10. PUBLIC INPUT Public input was received from the following individuals regarding recommendations related to the Norwich accommodation review: Holly Dayman; JoAnn Hanson (Representative of North Norwich Parent Council); Jennifer Fowler (Representative of Otterville Public School Parent Council); Edward Hunt (Representative of Norwich District Chamber of Commerce); Katelyn Gehring; Cynthia Graham; Leslie Butler (Representative of Norwich & District Optimist Club); Warden Don McKay; John Rettie (Representative of Norwich Parent Council); Clair Doan. Concern was raised that the proposed site for the elementary school at the former Norwich District High School is not large enough to house all students as recommended by Senior Administration. Members of the Accommodation Review Committee requested that more time and consideration be provided to consider new information provided. A report and recommendations will be brought to the next Board meeting. 11. ADMINISTRATIVE PRESENTATIONS -none 12. MINUTES OF THE 2011 March 22 BOARD MEETING a. CONFIRMATION OF MINUTES f The minutes of the Regular Board Meeting of 2011 March 22 were adopted on motion of S. Polhill, seconded by J. Coghlin. b. BUSINESS ARISING FROM MINUTES - none 13. STUDENT TRUSTEES' UPDATE Student Trustee B. Murray advised that at the last Student Advisory Council meeting the new Food and Beverage policy was discussed. She noted that students gave positive feedback with respect to healthier alternatives that will be offered in schools commencing 2011 September. She also advised that a meeting was held with the new student trustees for 2011-12 to provide an overview of their pending role and responsibilities. Student Trustee Murray extended an invitation to attend Variety Is on 2011 April 28 at 7:30 p.m., at the John Labatt Centre. 14. REPORTS FROM THE ADMINISTRATION a. REPORT OF THE SHERWOOD FOREST PUBLIC SCHOOL ACCOMMODATION REVIEW COMMITTEE Trustee J. Bennett presented the following report regarding the Sherwood Forest Public School Accommodation Review Committee and thanked the members who served on the committee for their hard work over the past year. The report addressed accommodation at Orchard Park, Sherwood Forest and University Heights Public Schools. Following receipt of the report, Administration will provide a response to the Board within 30 days. Public Input to the Board will be scheduled within a minimum of 60 days following receipt of the Senior Administrations' response after which time there will be a decision of the Board. 2011 April 12... 4 14. REPORTS FROM THE ADMINISTRATION a. REPORT OF THE SHERWOOD FOREST PUBLIC SCHOOL ACCOMMODATION REVIEW COMMITTEE - cont'd Recommendations: In support of the Committee's mandate to respond to the Senior Administrations' recommendation, the Sherwood Forest Accommodation Review Committee (Orchard Park, Sherwood Forest and University Heights Public Schools) approved the following recommendations on 2011 January 27. The Committee recommends: 1. The Board recognize that University Heights is a community and in the best interest of the students and the community that University Heights Public School be JK-8. 2. The Board merge the student populations of Sherwood Forest and Orchard Park Public Schools. 3. In the best interest of the students and community, all three schools remain open as educational facilities and the Board take steps to bolster enrolment. Options should include, but not be limited to, French Immersion, boundary adjustments, holding zones, Adult Education, ESL, full day kindergarten, daycare and special education programs. 4. None of the three properties be declared surplus or disposed of. 5. The Board meet and consultwith the City of London and the residents of the affected area, in the context of the City of London's "Strengthening Neighbourhoods" Strategy, to consider the current and future needs of the community and potential uses of the properties. Trustee Bennett indicated that the reportwas unique in thatthe Accommodation Review Committee wanted to include the presenter notes from community members. It was noted that Recommendation 2 did not make a specific recommendation as to which facility the emerged population would reside in. Trustee Bennett explained that as . stated in Recommendation 3, the ARC would like all three schools to- remain open with the flexibility to use one of the sites. b. SENIOR ADMINISTRATION RESPONSE TO THE COLBORNE STREET PUBLIC SCHOOL ACCOMMODATION REVIEW COMMITTEE Exec. Supt. K. Dalton provided the following report on the Senior Administrative response to the Colborne Street Accommodation Review Committee (Colborne Street, North Meadows, and Southdale Public Schools). She was joined by Executive Officer K. Bushell and Supt. P. Tufts who described the recommendations. Itwas noted that the Colborne Street Accommodation Review Committee (ARC) has completed its task to study the accommodation of pupils at Colborne Street, North Meadows and Southdale Public Schools as approved by The Thames Valley District School Board 2009 November 24. The ARC completed its process with a final public input meeting held 2011 February 23, after which the final ARC report was forwarded to the Director of Education for presentation to the Board on 2011 March 22. ARC Recommendation 1.0 That Colborne Street Public School be closed. 1.1 Attemptto move as many English and/or French Immersion students as possible together to the new site(s). 2011 April 12... 5 14. REPORTS FROM THE ADMINISTRATION - confd b. SENIOR ADMINISTRATION RESPONSE TO THE COLBORNE STREET PUBLIC SCHOOL ACCOMMODATION REVIEW COMMITTEE - cont'd Senior Administrative Response The Senior Administration supports the ARC's first recommendation. Because of the condition of the Colborne Street facility and the fact that the site will not allow for significant expansion to accommodate the growing French Immersion population, the Senior Administration supports the ARC's recommendation to close Colborne Street Public School. (Recommendation 1.0) To uphold the Board's guiding principle of K to 8 single track French Immersion and to accommodate the growing French Immersion enrolment, the Senior Administration recommends that Southdale Public School be closed and converted to a single track French Immersion Public School. The majority of the Southdale students will be accommodated at the new Strathroy elementary school. (Recommendation 1.0 and 3.0) The Colborne Street French Immersion student population will be accommodated at the Southdale Public School facility and the majority of the English language Colborne Street students will be accommodated at the new Strathroy elementary school. (Recommendations 1.0, 2.0, and 4.0) The number of students moving to the new Strathroy elementary school will be dependent on the location of the new school site and the input from the communiy in the boundary consultation meeting(s). (Recommendation 5.0) ARC Recommendation 2.0 That the outcome of the Colborne ARC ensures the continued viability of Adelaide-W. G. MacDonald, Caradoc North, North Meadows and Southdale Public Schools in the Thames Valley District School Board. and 4.0 Boundary review and catchment areas for all Strathroy area schools. 4.1 Minimize disruption of students through boundary review 4.2 Establish a committee with parent and community representation from each Strathroy area school including Adelaide-W.G. MacDonald Public School and Caradoc North Public School to participate in the boundary review. Senior Administrative Response The Senior Administration supports these two ARC recommendations. As articulated in Recommendation 5.0, all five school communities in the Strathroy area will be consulted in a boundary review. Senior Administration will work with Principals and School Councils to create a process in which a preliminary meeting of School Council representatives will meet with Principals and Senior Administration to discuss potential boundaries and their impact to the five school communities. Following such a meeting, larger public consultation meetings will be held for the five school communities to gain input into the establishment of boundaries for Strathroy. 2011 April 12... 6, 14. REPORTS FROM THE ADMINISTRATION - confd b. SENIOR ADMINISTRATION RESPONSE TO THE COLBORNE STREET PUBLIC SCHOOL ACCOMMODATION REVIEW COMMITTEE - cont'd ARC Recommendation 3.0 North Meadows Public School to receive enhancements which include the addition of learning resource centre, general arts room and two classrooms as well as renovations in accordance with Senior Administration recommendations. In addition thefollowing are being recommended: 3.1 Compliance with AODA standards 3.2 Kiss and drop area to be created to ensure student safety 3.3 Library and Gymnasium enhancements to accommodate the projected growth 3.4 Increase onsite parking for parents to alleviate traffic congestion and ensure student safety (consult with Municipality where appropriate) Senior Administrative Response As reflected in recommendation 1.0, Senior Administration proposes that North Meadows Public School would receive an addition that would include a Library Resource Centre, General Arts rooms, and two classrooms. Renovations to the existing school will be required to create two additional FDK classrooms and to ensure AODA compliance. Site improvements will include improvements to student drop-off/pick-up areas and additional parking spaces. ARC Recommendation 5.1 Option A: a. Construction of a new X to 8 single track English Strathroy School i) School to include Developmental Centre Suite ii) Explore all viable community partnerships/hubs (i.e. Family Literacy, Ontario Early Years Centre, YMCA - before and after school care, indoor pool) .. iii) Naming committee for new school iv) School gym and library to be built to program standards for a school of 600 students v) Kiss and drop area to be created to ensure student safety vi) Onsite parking for parents to alleviate traffic congestion and ensure student safety (consult with Municipality where appropriate) b. Southdale Public School to be designated a single track French Immersion school with renovations and the addition of learning resource centre and classrooms i) Kiss and drop area to be created to ensure student safety ii) Onsite parking for parents to alleviate traffic congestion and ensure student safety (consult with Municipality where appropriate) iii) X French Immersion entry point implemented iv) Extended French entry level to be implemented v) Planning committee to ensure that the least amount of playable green space is used to accommodate the new additions vi) Naming committee for French Immersion school 2011 April 12... 7 14. REPORTS FROM THE ADMINISTRATION - cont'd b. SENIOR ADMINISTRATION RESPONSE TO THE COLBORNE STREET PUBLIC SCHOOL ACCOMMODATION REVIEW COMMITTEE - cont'd Senior Administrative Response The Senior Administration is supporting Option A from the ARC. As reflected in Recommendation 1.0, Senior Administration proposes to construct a new JK-8 English language elementary school to accommodate approximately 500 students. The proposed school will be designed to current TVDSB standards for the projected enrolment. Also, it is proposed that the school would include a Developmental Centre to accommodate the developmentally challenged students from the Strathroy area. Senior Administration proposes that Southdale Public School would receive an addition of a Library Resource Centre and two additional classrooms. Renovations to the existing school would include creating a General Arts classroom and a Learning Resource room. The school would also be reviewed to ensure Accessibility for Ontarians with Disabilities Act compliance. Improvements to the student drop-off/pick-up area and additional parking are proposed. It should be noted that minimal playground area will be utilized for the additions and will be reviewed by the Design Committee. Senior Administration is exploring viable community partnerships and will continue to pursue program partnerships as the capital plans for the town of Strathroy develop. As per current practice, consistent across the TVDSB for French Immersion, the proposed Southdale French Immersion elementary school on the Southdale site will be designed to accommodate SK and grade 1 entry points. After the French Immersion students are settled into their new accommodations on the Southdale site, the West Middlesex catchment area for French Immersion will be surveyed to determine the level of interest in extended French. Should significant interest for the program exist, registration for extended French would open for the following year. Design Committees will be established for the new Strathroy elementary school, the French Immersion Public School on the Southdale site, and North Meadows Public School. (Recommendations 6.0) Naming Committees will be established for the new Strathroy elementary school and for North Meadows Public School (recommendation 7.0). Senior Administration's recommendation 8.0 disbands the ARC as per the Thames Valley District School Board's procedure on "Pupil Accommodation and Facility Organization." Appreciation is extended to the ARC Committee members and the personnel of the Thames Valley District School who provided an invaluable resource to the Committee. The work completed, the time spent, and the careful deliberations of the members contributes to providing the maximum program opportunities for the maximum number of students. It is noted that the ARC gave two potential options to meet the accommodation needs of students in Strathroy. Senior Administration has agreed with the majority of Option A. The rationale for not accepting Option B is noted below. 2011 April 12... 8 14. REPORTS FROM THE ADMINISTRATION - cont'd b. SENIOR ADMINISTRATION RESPONSE TO THE COLBORNE STREET PUBLIC SCHOOL ACCOMMODATION REVIEW COMMITTEE - cont'd ARC Recommendation 5.2 Option B: a. Construction of a new Dual Track Strathroy School i) Built on new location not Colborne site ii) School to include Developmental Centre Suite iii) Explore all viable community partnerships/hubs (i.e. Family Literacy, Ontario Early Years Centre, YMCA - before and after school care, indoor pool) iv) Naming committee for new school v) School gym and library to be built to program standards for a school of 600 students vi) Kiss and drop area to be created to ensure student safety vii) Onsite parking for parents to alleviate traffic congestion and ensure student safety (consult with Municipality where appropriate) viii) Balanced number of students for each track ix) JK French Immersion entry point implemented x) Extended French entry level to be implemented b. Southdale Public School remain Single Track English School i) Kiss and drop area to be created to ensure student safety 11) Onsite parking for parents to alleviate traffic congestion and ensure student safety (consult with Municipality where appropriate) Senior Administrative Response Although this option does address the condition of Colborne Street Public School and moves the present population of the school to the new school in Strathroy, maintaining the dual track nature of Colborne Street does not support the Board's guiding principle of K - 8 single track French Immersion. By closing Colborne Street Public School and moving the majority of English language program students from Southdale and Colborne Street Public Schools to the new Strathroy elementary school site, the opportunity is present to move the French Immersion students to the Southdale site, thus creating a single track French Immersion school forthe West Middlesex region. Estimated cost for design and construction of the projects: New School: $14,367,000 North Meadows Public School Addition: $ 2,054,000 (school renewal items not included) Southdale Public School Addition: $ 1,699,000 (school renewal items not included) TOTAL ESTIMATED COST: $18,120,000 It should be noted that the proposed capital projects included for this ARC are subject to receiving Ministry of Education capital funding approval. Timeline 2011 May 24 Public Input to the Board 2011 June 28 Board Decision July 2011 to August 2013 Design and Construction of Capital Projects 2013 June 30 Closure of Colborne Street and Southdale Public Schools 2013 September 01 Consolidation of Pupils at Southdale French Immersion, North Meadows and new Strathroy Public Schools 2011 April 12... 9 14. REPORTS FROM THE ADMINISTRATION - cont'd b. SENIOR ADMINISTRATION RESPONSE TO THE COLBORNE STREET PUBLIC SCHOOL ACCOMMODATION REVIEW COMMITTEE - cont'd RECOMMENDATIONS: 1. Subject to Ministry of Education Approval for Capital Funding, That:: 1.1 Colborne Street Public School at 25 Colborne St., Strathroy, ON N7G 2M1 be closed as of 2013 June 30 and declared surplus; and 1.2 Southdale Public School at 248 Keefer St., Strathroy, ON N7G 1 E2 be closed as of 2013 June 30; and 1.3 A new JK - 8 English language elementary school in Strathroy be constructed to current Board standards; and 1.4 Southdale Public School be converted to a single-track French Immersion school site, effective 2013 September and receive an addition to accommodate increased enrolment and enhanced program space; and 1.5 A permanent addition, renovations and enhancements of program space be made to meet TVDSB standards for North Meadows Public School. 2. THAT the English program students at Colborne Street Public School be accommodated at the new Strathroy elementary school and North Meadows Public School. 3. THAT the students of Southdale Public School be accommodated at the new Strathroy elementary school and North Meadows Public Schools. 4. THAT the French Immersion program students at Colborne Street Public School be accommodated at the Southdale Public School site. 5. THAT Senior Administration consult with Adelaide- W. G. MacDonald, Carodoc North, Colborne Street, North Meadows and Southdale Public School communities on the boundaries for North Meadows Public School and the proposed Strathroy elementary school. 6. THAT a Design Committee be established with the school communities affected to assist in the design of the new Strathroy elementary school and additions to North Meadows and Southdale Public Schools. 7. THAT a Naming Committee be established for the new Strathroy elementary school and the new French Immersion Public School on the Southdale site. 8. THAT the Colborne Street Accommodation Review Committee (Colborne Street, North Meadows and Southdale Public Schools) be disbanded. Recommendations 1-8 were moved by J. Coghlin, seconded by J. Todd. The following motion was approved on motion of J. Coghlin, seconded by S. Polhill: That Recommendations 1 through 7 of the Senior Administrative Response to the Colborne Street Accommodation Review Committee be deferred to the 2011 June 24 Board meeting for consideration. Recommendation 8 was approved on motion of J. Coghlin, seconded by J. Todd. 2011 April 12... 10 14. REPORTS FROM THE ADMINISTRATION - cont'd b. SENIOR ADMINISTRATION RESPONSE TO THE COLBORNE STREET PUBLIC SCHOOL ACCOMMODATION REVIEW COMMITTEE - confd It was questioned as to where the new school would be built. Exec. Supt. Dalton advised that the Senior Administration is looking for a location and have several options for the potential site. It was questioned if a dual track school would cost less as opposed to the recommended single track. Exec. Officer Bushell advised that Senior Administration looked at the. OTG (on the ground capacity) of 800 versus 500 pupil places at a cost of $17 - $18M to build that size of a school using the benchmark formula in accordance with the Ministry. Therefore, Option B would be less expensive. Clarification was requested on the Ministry of Education approval and the timing with respect to the pending election questioning the time frame for closure of 2013 June to allow for the Ministry to get through Capital Funding announcements. Exec. Officer Bushell advised that all projects are contingent upon Ministry funding noting that the Ministry announced that there is $600M in Grants for Student Needs (GSNs) over the next three years and that this accommodation is a number one priority. The Board generally receives four to six percent of the funding from the province, approximately $25-$30M. It is not expected that the election will preclude the Board from starting the design discussion and moving forward. c. SENIOR ADMINISTRATIVE RESPONSE TO THE LORD ELGIN ACCOMMODATION REVIEW COMMITTEE (HILLCREST, KNOLLWOOD PARK, LORD ELGIN, NORTHBRAE AND SIR JOHN A. MACDONALD PUBLIC SCHOOLS Exec. Supt. Dalton provided the following report on the Senior Administrative response to the Lord Elgin Accommodation Review Committee (ARC) (Hillcrest, Knollwood Park, Lord Elgin, Northbrae, and Sir John A. Macdonald Public Schools). She was joined by Exec. Officer K. Bushell and Supt. C. Bourbonnais -MacDonald who described the recommendations. Exec. Supt. Dalton indicated thatthe Lord Elgin ARC completed its task to studythe accommodation of pupils at Hillcrest, Knollwood Park, Lord Elgin, Northbrae and Sir John A. Macdonald Public Schools as approved by The Thames Valley District School Board 2009 November24. It completed its process with a final public input meeting held 2011 February 17, afterwhich the final ARC report was forwarded to the Director of Education for presentation to the Board on 2011 March 22. The Senior Administration cannot support the ARC's recommendation "to keep all five schools within the ARC open as English program schools." With over 700 empty pupil places within the five facilities, the students can be accommodated in four sites. As reported to the Board at its 2011 January 25 meeting, based on the 2010 October 31 enrolments and On The Ground (OTG) capacities, the five schools in the review area have empty pupil places as illustrated in the chart below. It should be noted that the empty pupil places have been decreased at Northbrae Public School as a result of the City of London Community Hub operating, and at Sir John A. Macdonald Public School due to the Best Start Daycare program. These two community partnerships serve the communities in the review area and have reduced the empty pupil places in the two facilities based on the space utilized by each program. The closure of one school would still leave space for the implementation of Full Day Kindergarten r- 2011 April 12... 11 t 14. REPORTS FROM THE ADMINISTRATION - confd c. SENIOR ADMINISTRATIVE RESPONSE TO THE LORD ELGIN ACCOMMODATION REVIEW COMMITTEE (HILLCREST, KNOLLWOOD PARK, LORD ELGIN, NORTHBRAEAND SIRJOHN A. MACDONALD PUBLIC SCHOOLS - cont'd School October FTE (2010) OTG Capacity Pupil Places Accommodation Capacity Hillcrest 298.5 325 -26.5 91.85% Northbrae 298 402 -104 74.12% Knollwood 205 393 -188 52.16% Lord Elgin 254 428 -173.5 59.46% Sir John A. Macdonald 314.5 550 -235.5 57.18% Total i 1370 2098 -728 65.30% ARC Recommendation If the Board must close one of the schools: 2.1 That the Committee strongly believes that Lord Elgin Public School should not be the school to close based upon supportive information provided to the ARC and that the supportive information be reviewed in full detail. Senior Administrative Response The Senior Administration can support these recommendations from the ARC. As noted in the chart above, it is the three school communities of Knollwood Park, Lord Elgin and Sir John A. Macdonald Public Schools that have the majority of the empty pupil places (597 of 728 empty pupil places). Geographically and based on the enrolments and capacities of these three buildings, the students in these three schools can be accommodated in two of the sites. Sir John A. Macdonald is the largest facility and hosts the Best Start Daycare program for this community and, therefore, should not be considered for closure. The Knollwood Park and Lord Elgin facilities are comparable in size and condition. The students from either community could be accommodated in the other two. Thus, Senior Administration is agreeable to the ARC's recommendation to not close Lord Elgin Public School and, therefore, recommends closing Knollwood Park Public School (Recommendation 1.0). As reflected in the Senior Administrations's Recommendation 2.0, the resulting boundaries of Lord Elgin and Sir John A. Macdonald Public Schools would be confirmed by the Board of Trustees following a community consultation meeting during the fall of 2011. At this meeting, Senior Administration would seek input from the communities regarding the designation of pupils from Knollwood Park to Lord Elgin and Sir John A. Macdonald Public Schools. ARC Recommendation If the Board must close one of the schools: 2.2 That the Thames.Valley District School Board consider reopening the closed facility for complementary programming such as Arts, French, Business, Adult Education, Trades, etc. 2011 April 12... 12 14. REPORTS FROM THE ADMINISTRATION - cont'd c. SENIOR ADMINISTRATIVE RESPONSE TO THE LORD ELGIN ACCOMMODATION REVIEW COMMITTEE (HILLCREST, KNOLLWOOD PARK, LORD ELGIN, NORTHBRAE AND SIR JOHN A. MACDONALD PUBLIC SCHOOLS - cont'd Senior Administrative Response As articulated in recommendation 3.0, Senior Administration agrees with the ARC's recommendation. In light of the accommodation pressures with the Thames Valley District School Board's increasing French Immersion population, this suggestion is supported and reflected in the recommendation to consider Knollwood Park Public School as a future French Immersion site. Without the use of Knollwood Park Public School as a host of multiple self-contained special education classes, the capacity of the facility would increase from 393 to 443 and would be an excellent facility for French Immersion. ARC Recommendation If the Board must close one of the schools: 2.3 That the Thames Valley District School Board be sensitive to the needs of the community and consider partnerships prior to the disposition of surplus property, to ensure that the closed facility will continue to be used to support students and families in the affected areas. Senior Administrative Response In regards to the ARC's third recommendation to consider partnerships before closing any school, by utilizing Knollwood Park Public School for French Immersion the facility would not be available for such partnerships due to the lack of available space. As noted earlier in this report, the Thames Valley District School Board has already partnered with the City of London in constructing and implementing a Best Start Daycare program at Sir John A. Macdonald Public School and a Community Hub at Northbrae Public School. Senior Administration's recommendation 4.0 disbands the ARC as per the Thames Valley District School Board's procedure on "Pupil Accommodation and Facility Organization." Appreciation is extended to the ARC Committee members and the personnel of the Thames Valley District School who provided an invaluable resource to the Committee. The work completed, the time spent, and the careful deliberations of the members contributes to providing the maximum program opportunities for the maximum number of students. The following are the responses to the remaining Lord Elgin ARC recommendations from the Senior Administration. ARC Recommendation That the Thames Valley District School Board actively pursue Facility Partnerships with education, health care, social service providers, and the City of London to support students and families, to make efficient use of available space within the five schools and to offset operational costs. Senior Administrative Response The Senior Administration has already pursued Facility Partnerships with the City of London which has resulted in the construction and implementation of the Community Hub and Best Start Daycare programs at Northbrae and Sir John A. Macdonald Public Schools- respectively. Following the boundary consultation with the school communities, and the placement of the self contained special education classes, the projected future enrolments of Sir John A. Macdonald and Lord Elgin Public Schools will be determined. If there is space remaining in the schools, the Thames Valley District School Board would be open to suggestions from the city regarding use of surplus space. 2011 April 12... 13 14. REPORTS FROM THE ADMINISTRATION - cont'd c. SENIOR ADMINISTRATIVE RESPONSE TO THE LORD ELGIN ACCOMMODATION REVIEW COMMITTEE (HILLCREST, KNOLLWOOD PARK, LORD ELGIN, NORTHBRAE AND SiR JOHN A. MACDONALD PUBLIC SCHOOLS - confd After hours programs such as LUSO's Homework Support and Literacy Booster program, Girl Guides, Boy Scouts, London Parks and Recreation Department activities, Soccer Clubs, Investing in Children Literacy Programs, UWO's Learning it Together, Ontario Early Years program, YMCA's Girls' and Boys' night programs, and Childreach Parent Support Group are examples of community groups utilizing the schools during this school year. ARC Recommendation In recognition of the unique needs across the area of Northeast London served by the five ARC schools, that the Thames Valley District School Board seek expert opinion on the relationship between such factors as social diversity, poverty, academic success and students' special learning needs as part of future program planning. Senior Administrative Response Currently the Senior Administration has utilized research in this area as research is a comer stone in the implementation of program and the direction of the Board's School Improvement Plan. In the book, "Visible Learning, A Synthesis of over800 Meta -Analysis Relating toAchievement"(Routledge 2009), John Hattie explains in his chapter entitled "The Contributions from the Nome"that, "itislikely that the effects from socioeconomic resources are more influential during the pre-school and early years of schooling. " (pg. 62) This is illustrated in the Ministry of Education's five-year implementation plan and emphasis on its expansion to Full Day Kindergarten. The Thames Valley District School Board's efforts to connect with the school community prior to Early Years enrolment through its TVNELP (Thames Valley Neighbourhood Early Learning Program) programming also supports this notion as do Literacy and Numeracy nights, classroom newsletters hometo parents of primary children, and information nights in conjunction with Parent committees. These types of initiatives should be encouraged to continue and expand into the future. John Hattie also claims that "parental aspirations and expectations for children's educational achievement has the strongest relationship with achievement. Parents need to hold high aspirations and expectations for their children, and schools need to work in partnership with parents to make theirexpectations appropriately high and challenging, and then work in partnership with children and the home to realize, and even surpass, these expectations. " He goes on to say that, "parents should be educated in the language of schooling" (pg. 70). This speaks to the continual need to find ways of increasing parents' comfort level to enterthe school building and engage in conversation with their child's teachers and the school administration, and to provide volunteer services if the opportunity arises and time permits. Lastly, Hattie claims that, "Social economic status is more important at the school than at the individual level, and for the parents more than forthe students. This raises the question of the notion of adequacy of funding at the school level - that is, the sufficiency of resources for optimal academic achievement rather than equity, which usually means smoothing the differential resources at the student or family level but not acknowledging the increased level of problems and issues faced by schools teaching students from poorer backgrounds" (pg. 63). The Thames Valley District School Board continues to analyze census and achievement data to differentiate academic and social emotional resources at the school level. These additional supports take the form of Learning Support Teachers, Reading Support Teachers, Literacy Coaches, School Support Counsellors, Psychologists/Psychometrists, Attendance Counsellors/Social Workers, Speech and Language Pathologists, First Nations, Metis and Inuit programs and English as a Second Language Teachers. 2011 April 12... 14 14. REPORTS FROM THE ADMINISTRATION - cont'd c. SENIOR ADMINISTRATIVE RESPONSE TO THE LORD ELGIN ACCOMMODATION REVIEW COMMITTEE (HILLCREST, KNOLLWOOD PARK, LORD ELGIN, NORTHBRAE AND SIRJOHN A. MACDONALD PUBLIC SCHOOLS - cont'd Each of these specialized personnel provide a support to the learning of individual children as a result of the school's data. In addition, specialized programs such as Grade 1 Summer Literacy, Tutoring/After School, Homework Clubs and the Museum School, are provided where the need is greatest. ARC Recommendation That the Thames Valley District School Board leverage grant and project funding to pilot and evaluate models of education, funding strategies, effective community oriented schools, and the value of small schools as examples in the research by Dr. Ken Leithwood, and that Northeast London be considered as a pilot project following children through small elementary schools into and graduating from secondary school. Senior Administrative Response The issue in these five schools is not the value of small schools. All of these schools were built to accommodate over 300 and up to 600 students. The issue within this Accommodation Review is the amount of empty pupil places (in excess of 700) due to declining enrolment in this area over the past 10 years. (Appendix B) ARC Recommendation Should children need to be bused to schools within this ARC area, that the Thames Valley District School Board provide targeted resources to facilitate the full engagement of the communities in school activities, such as bus transportation for sporting events, literacy evenings, and parentlteacher interviews. Senior Administrative Response Although this is not a standard part of school funding, this could indeed be a consideration for the school administration and staff, the School Council and the Superintendent to encourage community involvement. Currently, Sir John A. Macdonald Public School utilizes such a strategy to facilitate the inclusion of the bused families to events such as an ESL night, Literacy night, Meet the Teacher night and the Christmas Concert. ARC Recommendation That the Thames Valley District School Board work with the City of London to ensure that sidewalks to provide walking access to each of the ARC schools are available and well -maintained for the safety of students, parents and community members. Senior Administrative Response The Senior Administration will communicate these concerns to appropriate officials with the City of London. In addition, the School Councils could be influential in any decisions the City of London may make in regards to walking access and safety in this area. Timeline 2011 May 10 Public Input to the Board 2011 June 14 Board Decision 2012 June 30 Closure of Knollwood Park Public School 2012 September 01 Consolidation of Pupils at Lord Elgin and Sir John A. Macdonald Public Schools �` 2011 April 12... 15 14. REPORTS FROM THE ADMINISTRATION - cont'd c. SENIOR ADMINISTRATIVE RESPONSE TO THE LORD ELGIN ACCOMMODATION REVIEW COMMITTEE (HILLCREST, KNOLLWOOD PARK, LORD ELGIN, NORTHBRAE AND SIR JOHN A. MACDONALD PUBLIC SCHOOLS - cont'd RECOMMENDATIONS: 1. THAT the students of Knollwood Park Public School be accommodated at Lord Elgin and Sir John A. Macdonald Public Schools; and THAT Knollwood Park Public School at 70 Gammage St., London, N5Y 2B1 be closed as of 2012 June 30. 2. THAT a community input meeting involving Knollwood Park, Lord Elgin and Sir John A. Macdonald Public School communities be planned for the fall of 2011 to consult regarding the new boundaries for Lord Elgin and Sir John A. Macdonald Public Schools, effective September 2012. 3. THAT Knollwood Park Public School be considered as a future French Immersion school site. 4. THAT the Lord Elgin Accommodation Review Committee (Hillcrest, Knollwood Park, Lord Elgin, Northbrae and Sir John A. Macdonald Public Schools) be disbanded. Recommendations 1-4 were moved by R. Tisdale, seconded by P. Jaffe. The following was motion was approved on motion of R. Tisdale, seconded by J. Todd: That Recommendations 1 through 3 of the Senior Administrative Response to the Lord Elgin Accommodation Review Committee be deferred to the 2011 June 14 Board meeting for consideration. Recommendation 4 was approved on motion of R. Tisdale, seconded by P. Jaffe. Exec. Supt Dalton stressed that this accommodation study was specific to empty pupil places. Concern was expressed over plans for French Immersion. Clarification was sought on whether the Board has a sense of how many students currently attend the french Immersion program. Exec. Supt. Dalton advised that Huron Heights Public School has an overlapping boundary with Princess Anne and that Huron Heights has eight portables on site. It was questioned if the Board has empty pupil places as a result of offering French Immersion. It was noted that it is expensive as a Board and a community to close dual track schools to allow for single track French Immersion schools. Concern was raised over the merit of the educational philosophy. An overview of plans for the French Immersion program was requested including busing and boundary issues.. Director Tucker noted that French Immersion information that was previously distributed will be brought back with refinements based on available space however, he does not want the decision of the accommodation to be based on French Immersion as the issue surrounding the accommodation is based on surplus space. d. MEMBERSHIP OF TEN NAMING COMMITTEES FOR TVDSB ELEMENTARY SCHOOLS P. Tufts presented the Membership of Ten Naming Committees for TVDSB Elementary Schools. The purpose was to provide names of individuals who have agreed to participate in the process to name the ten schools. t In accordance with the Board's policy and procedures regarding Naming of Schools, requests were made for individuals to serve. 2011 April 12... 16 14. REPORTS FROM THE ADMINISTRATION - cont'd d. MEMBERSHIP OFTEN NAMING COMMITTEES FOR TVDSB ELEMENTARY SCHOOLS-cont'd RECOMMENDATION: That the Board consider approval of the Naming Committee Membership for the following schools: • the new school being built in the north Ingersoll area;. • Princess Anne Public School, Ingersoll • Harris Heights Public School, Ingersoll • Locke's Public School, St. Thomas • Edward Street Public School, St. Thomas • D. M. Sutherland Public School, Woodstock • Springbank Public School, Woodstock • Riverside Public School, London • Tollgate French Immersion Public School, Woodstock • Westdale French Immersion Public School, Woodstock The recommendation was approved on motion of T. Roberts, seconded by R. Tisdale. e. APPOINTMENT TO FIRST NATIONS ADVISORY COMMITTEE AND SPECIAL EDUCATION ADVISORY COMMITTEE Exec. Supt. Elliott presented the following report for Board approval of the Chippewas of the Thames appointments to the First Nations Advisory Committee and the Special Education Advisory Committee effective immediately. The Board has received confirmation that Joann Henry and Terry Smith have been appointed by the Chippewas of the Thames as representatives on the Board's First Nations Advisory Committee and Cathy Kechego on the Special Education Advisory Committee. RECOMMENDATION: That the following Chippewas of the Thames appointments be made to the First Nations Advisory Committee and the Special Education Advisory Committee: First Nations Advisory Committee - Joann Henry, Terry Smith; Special Education Advisory Committee - Cathy Kechego The recommendation was approved on motion by W. Huff, seconded by R. Tisdale. f. THAMES VALLEY COUNCIL OF HOME AND SCHOOL ASSOCIATIONS SPECIAL EDUCATION ADVISORY COMMITTEE APPOINTMENT Exec. Supt. Elliot presented the following report for Board approval for the appointment of the Thames Valley Council of Home and School Associations Special Education Advisory Committee effective immediately. The Thames Valley Council of Home and School Associations seat on th Board's Special Education Advisory Committee has recently been vacated. Approval is sought to appoint Arlene Morell as the Council's representative on the Committee. RECOMMENDATION: ThatArlene Morell be appointed to the Board's Special Education Advisory Committee representing. �~ the Thames Valley Council of Home and School Association. The recommendation was approved on motion by R. Tisdale, seconded by S. Polhill. 2011 April 12... 17 15. REPORTS OF COMMITTEES a. REPORT OF THE POLICY WORKING COMMITTEE MEMBERS G. Hart (Chair) T. Grant J. Bennett R. Tisdale (2:51) W. Huff Regrets. T. Roberts 2011 MARCH 22 2:00-4:39 p.m. ADMINISTRATION AND OTHERS B. Tucker (-3:36) J. Robinson C. Bourbonnais -MacDonald M. Sereda D. Goodwin B. Strong L. Elliott P. Tufts L. Pressey S. Christie P. Martin K. Aitken Guest: C. Cannon 1. APPROVAL OF AGENDA - The agenda was approved by motion. 2. CONFLICTS OF INTEREST- none declared 3. COMMITTEE REPORT OF 2011 FEBRUARY 22 AND TRACKING SHEET The report of 2011 February 22 and the updated tracking sheet were provided for information. The status of outstanding documents was discussed. 4. POLICY/PROCEDURE- TO COMMITTEE FOLLOWING PUBLIC INPUT - none 5. DRAFT POLICIES/PROCEDURES a. Portable and Fixed Ladder Procedure Exec. Supt. M. Sereda and Manager B. Strong joined the meeting to speak to the Portable and Fixed Ladder procedure. The draft procedure was developed from the Ministry of Labour inspection in 2010 May in which the MOL visited six Thames Valley sites with a hazard specific focus on slips, trips and falls, and working from heights. The document addresses the procedural deficiency identified by the Ministry of Labour. Input was received from Facility Services Department and the Board's Main Joint Health and Safety Committees. Storage ladders will be examined directly by Facility Services for compliance. The following motion was moved and carried: That the draft Portable and Fixed Ladder procedure be posted to the Board's website for 30 days for public input. b. Homework Guidelines Independent Procedure Exec. Supt. L. Elliott and L. Pressey joined the meeting to discuss the Homework Guidelines independent procedure. The procedure was as a result of the TVDSB partnering with the London District Catholic School Board to develop joint parent, student and teacher surveys on the topic of homework. A web -based survey was posted to the boards' websites with, more than 1000 parents, 830 students and 728 teachers responding to each of the applicable surveys. In the fall of 2009, a Homework Committee was established with the mandate of i developing a revised guideline. Current educational research on homework, theTVDSB f survey results, and a review of homework guidelines and policies from other Ontario boards provided key information content for the TVDSB Homework Guideline. 2011 April 12...18 15. REPORTS OF COMMITTEES - confd a. REPORT OF THE POLICY WORKING COMMITTEE, 2011 MARCH 22 - cont'd 5. DRAFT POLICIESIPROCEDURES - cont'd b. Homework Guidelines Independent Procedure - cont'd A draft guideline was presented for information and input. The committee also created a brochure in "parent -friendly" language for distribution to school communities. Discussion followed review of the procedure and the brochure, "A Guide to Homework". Itwas recommended that the brochure be ready and accessible to principals to use as a reference and to include it in the school handbook/agendas for the 2011-2012 school year. Some minor revisions were suggested. It was noted that it would be beneficial for the procedure and the brochure to be available for viewing on the Board's website and that a push email go forward as soon as possible so that principals, teachers, parents and students 'could familiarize themselves with it. The following motion was moved and carried: That the draft Homework Guidelines independent procedure be forwarded to the 2011 April 12 Board for information and that it be posted for public input for 60 days. c. Religious and Faith -Based Accommodation of Student Procedure Exec. Supt. Elliott, J. Robinson, Learning Co-ordinator and D. Goodwin, Learning Supervisor spoke to the Religious and Faith -Based Accommodation of Student procedure. Theprocedure will accompany the Policy Program Memorandum #119 - Developing and Implementing Equity and Inclusive Education Policies in Ontario schools which requires school boards to develop religious accommodation guidelines. The policy directs that religious accommodation must be r� in accordance with the Ontario Human Rights Code. Accordingly, boards are expected to take appropriate steps to provide religious accommodation for students and staff. Itwas recommended that a new advisory committee be formed and in -services be scheduled some time in the early fall for school administration, student and parents. A 60-day public input period was requested to allow for consultation with community members and receiving their feedback. Trustee W. Huff indicated that he would provide a names of First Nations leaders/groups that may be interested in reviewing the document and provide their comments. The following motion was moved and carried: That the draft Religious and Faith -Based Accommodation of Student procedure to be posted to the Board's website for 60 days for public input. 6. DRAFT POLICY/PROCEDURE REQUIRING ADDITIONAL CONSIDERATION - none 7. POLICIES/PROCEDURES UNDER REVISION a. Revised English as a Second Language - English Literacy Development Teacher Staffing Allocations Independent Procedure #9027 Exec. Supt. Elliott and Learning Co-ordinator J. Robinson described the revised English as a Second Language- English Literacy Development Teacher Staffing Allocation independent procedure. The ESUELD Teacher Staffing Allocations Independent Procedure #9027 was revised based on a new method to allocate staff based on student learning needs. The current procedure does not appropriately distribute teacher allocations based on student learning needs. While the Ministry provides targeted funding to support ESUELD staffing ` based on the length of time a student has been in Canada, the method to allocate staff is not consistent with student needs. Some minor revisions were suggested. 2011 April 12... 19 E 15. REPORTS OF COMMITTEES - cont'd a. REPORT OF THE POLICY WORKING COMMITTEE, 2011 MARCH 22 - cont'd 7. POLICIESIPROCEDURES UNDER REVISION - cont'd a. Revised English as a Second Language - English Literacy Development Teacher Staffing Allocations Independent Procedure #9027 - cont'd The following motion was moved and carried: That the Revised English as a Second Language - English Literacy Development Teacher Staffing Allocations Independent Procedure be posted to the Board's website for public input for 30 days. b. Revised French as a Second Language Core French - Elementary Independent Procedure #9040 Exec. Supt. Elliott, Supt. C. Bourbonnais -MacDonald and Learning Supervisor L. Pressey described the Revised French as a Second Language Core French - Elementary independent procedure. It was noted that in 2010 June, a review of the French as a Second Language Core - French - Elementary Independent Procedure #9040 was initiated. While the Ministry of Education is revising the Core French, Grades 1-8 curriculum, the expected date of release of the new curriculum is 2013. It will represent a more holistic approach to teaching French and an integration of the strands, as well as providing an emphasis on oral language skills. It was apparent that principals were exempting elementary students from Core French and that exemptions were being provided far too frequently. Ministry policy allows for accommodations and modifications to curriculum expectations but does not allow boards or J schools to exempt a student from an entire curriculum. It was stressed that it is the Board's responsibility to ensure that all students have an opportunity to learn French. The process will require that a uRequest for Exemption" be completed, along with a copy of the student's Individual Educational Plan and report card including an explanation and rationale for the request. It will then be determined if the student qualifies for exemption. The parentlguardian signature will be added to the "Request for Exemption" form. L. Pressey advised that Native language can still be substituted for French. It was determined that students who are currently exempt from Grade 415 French this year will be placed back in the French program and their progress will be reviewed annually to ensure accommodation and modifications, if required, are in place. The following motion was moved and carried: That the Revised French as a Second Language Core French - Elementary Independent Procedure be forwarded to the 2011 April 26 Board meeting for information and that it be posted to the Board's website for 30 days for public input. 8. DRAFTIAPPROVED POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION a. Attendance Support Program Procedure Exec. Supt. Sereda and Manager P. Martin joined the meeting to discuss the Attendance Support Program procedure. He was joined by Manager P. Martin. The procedure was revised as a result of its implementation and further inquiries by employee groups and administrative teams. The following three revisions were made: l i) a longer period of time between phases, (was three to four months, now six months) to improve attendance; 2011 April 12... 20 15. REPORTS OF COMMITTEES - contd a. REPORT OF THE POLICY WORKING COMMITTEE, 2011 MARCH 22 - cont'd 8. DRAFTIAPPROVED POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION -contd a. Attendance Support Program Procedure - cont'd ii) phase 2 and phase 3 notification will be by letters from Human Resource Services and not meetings; and iii) an opportunity to provide medical evidence of a chronic condition that may have had an impact on an employee's attendance level. This information will be reviewed by the Disability Management Officer and held in strict confidence with their medical file. Exec. Supt. Sereda indicated that they are trying help people manage and support persons with chronic conditions. The following motion was moved and carried: That the Attendance Support Program Procedure be posted to the Board's website for 30 days for public input. b. Footwear Procedure Exec. Supt. Sereda and Manager B. Strong described further revisions to the Footwear procedure resulting from additional feedback from employee groups. The following changes were made: i) provision to wear open toed shoes in regular classroom settings; ii) re-orderand amend guidelinesto reflect employee judgment in selecting footwear consistent with guidelines and assigned duties; iii) addition of provisions for special education programs; and iv) clarification for science and chemical laboratory classrooms. It was noted that employees must maintain compliance with Ministry of Labour orders. Exec. Supt. Sereda noted that the onus was on employees to take appropriate steps and precautions. The following motion was moved and carried: That the Footwear Procedure be forwarded to the 2011 April 12 Board meeting for information. c. Naming of Schools Supt. P. Tufts and N. Fader joined the meeting to discuss revisions to the Naming of Schools procedure following the public input period. Supt. Tufts indicated that no input was received. He advised that the criteria for naming of schools needed further revision in order to better meet the unique circumstances where consideration for a name change may be given to an existing school. The following motion was moved and carried: That the Naming of Schools Procedure be forwarded to the 2011 April 12 Board meeting for information. 9. OTHER BUSINESS - none 10. DATE AND TIME OF NEXT MEETING The next meeting was scheduled for Tuesday, April 26, 2011, in the Governor Simcoe Room 2011_ April 12... 2_1_ 15. REPORTS OF COMMITTEES - confd a. REPORT OF THE POLICY WORKING COMMITTEE, 2011 MARCH 22 - cont'd 11. ADJOURNMENT The meeting adjourned by motion at 4:39 p.m. RECOMMENDATIONS: none G. HART Chairperson b. REPORT OF THE AUDIT COMMITTEE MEMBERS PRESENT T. Grant R. Robertson G. Hart R. Tisdale (Chair) T. van Pinxteren 1. APPROVAL OF AGENDA The agenda was approved by motion. 2. CONFLICTS OF INTEREST - none declared. 2011 APRIL 5 2:00 - 4:25 p.m. ADMINISTRATION AND OTHERS B. Greene P. Hearse (-3:12 p.m.) K. Meeson B. Hester (-3:12 p.m.) B. Tucker J. Berkin D. Gurnham 3. 2010-2011 INTERIM FINANCIAL REPORTING Exec. Supt. Greene advised that the Ministry of Education Operational Review resulted in a recommendation that school board financial reporting provide more information to the user. Ministry Memorandum 2009:SB38, Interim Financial Reporting, highlighted common findings with respect to financial reporting and was previously presented to the Committee and is now in the implementation stage. Manager Meeson reviewed the 2010-2011 Interim Financial Summary noting that the document provides an indication of what took place at the time of the revised estimates. She explained the increases and decreases in enrolment, noting that an actual count is taken October 31 and that enrolment is projected for March 31. She reviewed the funding for Full Day Kindergarten noting that the program is not completely funded due to a maximum enrolment defined in the restricted grant. She also noted an over expenditure in the Special Education per pupil amount forspecial equipment. She advised that a projected deficit of $5.7M existed as of 2011 February 28. Exec, Supt. Greene spoke of additional funds to be received as a result of the Ministry's E&E review and assistance with the OMERS increase in employer contributions. He estimated that approximately $1.6M will be received. Manager Meeson reviewed the 2010-2011 Interim Financial Report (Dashboard) for the Period Ending 2011 February 28. She explained that the report compared the approved budgetwith results at 2011 February28. She highlighted the two key financial indicators as being enrolment and staffing. She explained changes resulting from PSAB and noted that items such as carry forwards are now reflected as accumulated surplus instead of reserves. Discussion took place on whether or not a Board motion would be required to access the accumulated surplus, noting the Trustees intent to internally restrict funds such as the multipurpose account. The Committee agreed clarification would be sought. The Committee commended Financial Services staff on the new format of the report and suggested minor revisions such as a notation on capital funds. Itwas suggested that the focus should compare the prior year enrolment to the revised enrolment rather then budget enrolment to revised enrolment. 2011 April 12...22 15. REPORTS OF COMMITTEES - cont'd b. REPORT OF THE AUDIT COMMITTEE, 2011 APRIL 5 - cont'd 3. 2010-2011 INTERIM FINANCIAL REPORTING - cont'd Manager Meeson reviewed the Revenue and Expense Summaries and Financial Services staff responded to Committee questions and provided clarification. The Committee provided feedback on the format of the reports and it was agreed that the revised reports will be distributed to the members. 4. REGIONAL INTERNAL AUDIT UPDATE Exec. Supt. Greene advised that the RFP for a contract for a firm to provide assistance in completing the required Ministry risk assessment is closing shortly and thatthe results will be presented at the next Board meeting. The results of the risk assessment will be reported to .the Audit Committee in September. The Committee discussed possible concerns raised by some of the member Boards. D. Gurnham, Auditor, recommended thatthe confidentiality of reporting the results be built intothe contract in order to provide clarity. 5. REPORT OF THE IN -CAMERA MEETING OF 2011 APRIL 05 A motion to move in -camera was approved at 3:22 p.m. The Committee met in -camera to discuss personnel and legal issues. The Ministry of Education Memorandum 2011:SB06, "Closed Sessions for Audit Committee Meetings," 2011 March 18 was discussed. The Committee received a report of school based internal audits and resulting communications and processes implemented. At the conclusion of each school audit, a letter of recommendations is presented to each Principal with copies sent to the applicable Superintendent of Schools, the Executive Superintendent of Operations and the Director. The Principal responds to the letter of recommendations indicating corrective action taken. There are then subsequent meetings with the Director, the Superintendent, the Executive Superintendent of Operations and the Principal to ensure that the corrective action indicated by the Principal has been implemented and is effective. The Committee reconvened in public session at 4:22 p.m. 6. NEXT MEETING - 2011 May 17 7. ADJOURNMENT A motion to adjourn was moved and carried at 4:25 p.m. RECOMMENDATIONS: none RUTH TISDALE Chairperson Exec. Supt. Greene noted that there were many suggestions given on how to improve and adjustments have been made. The report will be taken back to the next Audit Committee meeting. c. REPORT OF THE CHAIRS' COMMITTEE 2011 APRIL 6 9:00 a.m. -11:15 pm. MEMBERS ADMINISTRATION AND OTHERS T. Grant (Chair) G. Hart J. Bennett T. Roberts B. Tucker S. Pullam APPROVAL OF AGENDA The following items were added to the agenda • Transportation Policy: • Regional Municipal Meetings. The agenda was discussed, updated and approved by motion. r� 2011 April 12... 23 15. REPORTS OF COMMITTEES - confd c. REPORT OF THE CHAIRS' COMMITTEE - cont'd 2. CONFLICTS OF INTEREST - none declared 3. REVIEW OF 2011 APRIL 12 BOARD AGENDAS The agendas for the in -camera and public Board meetings of 2011 April 12, were discussed and updated. There was discussion on scheduling additional Board meetings in May and June. This will be reviewed at the next Chairs' Committee meeting. It was agreed that the in -camera meeting will be scheduled to follow the public Board agenda of 2011 April 12. A chart with the current planned Accommodation Review Committee (ARC) reporting dates is attached. Director Tucker will ask superintendents to advise the Principals of the Sherwood Forest, Colborne Street and Lord Elgin ARCs that the reports from Administration would not be presented before 8:30 pm on April 12. 4. CORRESPONDENCE A copy of the letter from the Ottawa Carleton D.S.B. to the Ministry of Citizenship regarding the cuts to Language Instruction and Settlement Services for Immigrant Children, Youth and their families will be placed in the Trustee Conference Room. A copy of the letter from Ontario Public School Boards' Association to the Minister of Education regarding the funding shortfalls due to class size caps was received and will be placed in the Trustee Conference Room. A letter from the Ministry of Education to the Director regarding Amendments to the Ontario Reg. 7/07-Student Trustees was received and will be referred to the Policy Working Committee for amendments to be made to our Policy in order to reflect the required changes. 5. STUDENT TRUSTEE NOMINATIONS FOR 2011-2012 The Chairs' Committee was advised that two applications for student trustees for the 2011-2012 school year were received by the deadline of March 25. They will be acclaimed. 6. TRUSTEE REPRESENTATIVE FOR EQUITYAND INCLUSIVE EDUCATION COMMUNITY ADVISORY COMMITTEE A trustee was sought to serve on the Equity and Inclusive Education Community Advisory Committee. The following motion was moved and carried: That Trustee W. Huff be an additional trustee representative on the Equity and Inclusive Education Community Advisory Committee. 7. VOCATIONAL REVIEW -SCHOOL VISITS An email will be sent to trustees from the Chairs' Office to provide dates for vocational school visits and request them to advise their availability. Trustees will be asked to contact Sue Pullam by Friday, April 08 to advise of their availability to attend the proposed visits. The dates and details are attached. STRATEGIC PLAN UPDATE Suggested dates for our Strategic Planning Session were Friday afternoon, August 26 and all day Saturday August 27; or Thursday afternoon Sept. 8 and all day Friday Sept. 9; or Friday afternoon Sept. 9 and all day Saturday, Sept.10. It is essential that all trustees are committed to attend both proposed dates. Trustees are required to advise Sue Pullam of the dates which they are available to attend by Friday, April 15. 9. GSN'S A report regarding the GSN's will be forthcoming from the Budget Advisory Committee. 2011 April 12... 24 15. REPORTS OF COMMITTEES - cont'd c. REPORT OF THE CHAIRS' COMMITTEE, 2011 APRIL 6 - cont'd 10. RELIGIOUS ACCOMMODATION PROCESS Director Tucker advised that a policy on Religious Accommodations for staff is currently in the development stage and that a meeting to consult with local religious leaders is being planned by Administration. 11. EVENTS PLANNED FOR APRIL 28, 2011 Several events including Variety Is are scheduled on April 28. It is hoped that trustees will be available to attend. 12. JUNE 8 CHAIRS' COMMITTEE The June 08 Chairs' Committee meeting was changed to Tuesday June 7 from 3:00 p.m. - 4:30 p.m. 13. OTHER BUSINESS a. Regional Municipal Meetings Chair Grant and Trustee R. Campbell attended a well received, informative meeting with several Middlesex municipal leaders. It was suggested that all trustees be invited to attend future such meetings. Specific dates can be provided to local trustees and future dates can be published to give all trustees the opportunity to attend. We are hoping to have signed agreements with all municipalities as soon as possible. The Director is prepared to develop other strategies to address communication, dialogue and input with all municipalities as necessary. b. Transportation Policy % In preparation for the Transportation policy review, Director Tucker will advise trustees and Administration of plans for the April 12 discussion. Trustees were' asked to review the Transportation policy and E&E review to prepare for the discussion. c. Future Board Agenda items It was agreed that "FDK funding and Related Issues" will be added to future Board agendas. 12. FUTURE MEETINGS The following Committee meetings were scheduled for 9:00 a.m.: • April20; • May 4, 19; • June 22. The June 7 meeting was scheduled for 3 pm. 13. ADJOURNMENT The meeting adjourned at 11:15 a.m. by motion. RECOMMENDATION: That Trustee W. Huff be an additional trustee representative on the Equity and Inclusive Education Community Advisory Committee. T. GRANT Chairperson The recommendation was approved on motion of J. Bennett, seconded by R. Tisdale: Trustee Roberts noted the important dates for the Strategic Planning session and asked that trustees take note of those dates and advise S. Pullam of their availability by 2011 April 15. 2011 April 12... 25 15. REPORTS OF COMMITTEES - cont'd d. REPORT OF THE BUDGET ADVISORY COMMITTEE MEMBERS PRESENT J. Coghlin T. Roberts (Chair) T. Grant (ex officio) W. Huff Regrets: J. Todd, R. Tisdale Trustee Visitor: J. Bennett 2011 APRIL 11 3:30 - 4:32 p.m. ADMINISTRATION AND OTHERS B. Greene B. Tucker B. Hester K. Young K. Meeson J. Berkin 1. APPROVAL OF AGENDA -The agenda was approved by motion. 2. CONFLICTS OF INTEREST - No conflicts of interest were declared. 3. REPORT OF 2011 FEBRUARY 23 MEETING - Previously approved by Board. 4 2011-12 BUDGET CALENDAR The 2011-12 Budget Calendarwas reviewed. The Committee discussed and scheduled future dates for Budget Advisory Committee meetings and the required budget presentations to Board. Manager Young described a recent survey she had conducted and noted that many Boards expressed similar challenges in obtaining public input into their budgets. The Committee agreed to schedule two dates: June 07 and 14, for public input. Director Tucker discussed the positive feedback he received from School Administrators and Managers following the budget inputsession held lastyear. Itwas agreed that a similar voluntary meeting would be held this year, May 09 from 4:00 - 6:00 PM, with Trustees invited to attend. The following motion was moved and carved: That the Budget Advisory Committee recommend to the Board that the revised 2011-12 Budget Calendar be approved. 5. GSN ANNOUNCEMENT Manager Meeson distributed and reviewed the attached summary of the Grants for Student Needs (GSN) 2011-2012. She described the Province's commitments to supportthe Provincial Discussion Table Agreements (PDT's) and highlighted additional funding for teachers in various areas including Grades 4 to 8. Additional funding to improve working conditions for education assistants is also included. Manager Meeson advised that the previously announced increases for the 2011-2013 annual employer contribution rates to the Ontario Municipal Employees Retirement Savings (OMERS) will be funded retroactive to January 2011. She advised of additional funding for projected increases in electricity, but noted that specific details of allocations are not known at this time. A two percent increase to transportation cost benchmarks was noted. Exec. Supt. Greene advised that the Ministry of Education Effectiveness and Efficiency Review is expected to provide the Thames Valley District School Boards with approximately $1.5M in additional funding for 2011-12. Manager Meeson proceeded to describe changes to the GSN and responded to questions from the Committee. She advised that students enrolled in full-time Supervised Alternative Learning (SAL) courses will only be funded as .5 FTE and that a new allocation for capital expenditure funding through school renewal was forthcoming. The funding for classroom computers is extended for a third year and funding for staff development is once again reduced from the Pupil Foundation Grant 2011 April 12... 26 15. REPORTS OF COMMITTEES - confd d. REPORT OF THE BUDGET ADVISORY COMMITTEE, 2011 APRIL 11 - cont'd f 5. GSN ANNOUNCEMENT - cont'd Director Tucker advised that further clarification on the required 10% reduction under the Executive Office Cost Restraint is being sought. The effect of the Public Sector Compensation Restraint to Protect Public Services Act, 2010 on the 2011-12 budget was also discussed and Director Tucker confirmed that there would be minimal impact at the classroom level. 6. COMMUNICATIONS PLAN Manager Young advised that the Communications and Public Relations Committee would be meeting this week to discuss potential methods of promoting the system. She described the current budget content available on the Board website and noted advertising will occur for public input into the budget. 7. OTHER BUSINESS Director Tucker described a recent meeting with Administrative Council to discuss 2011-12 budget planning. He noted a preference not to utilize accumulated surplus, however spoke of the need for a long range financial road map to be developed. He advised that there is recognition by staff that the current budget will not require employee layoffs, but may involve attrition through means such as retirement. DirectorTucker spoke of key system priorities and a strategic approach going forward in order to balance the budget and have minimal impact on staff. 8. NEXT MEETING The following meeting dates and times were scheduled for Budget Advisory Committee: Monday, May 09 at 6:30 PM Thursday, May 19 at 3:30 PM Thursday, June 16 at 3:30 PM 9. ADJOURNMENT A motion to adjourn was moved and carried at 4:32 p.m. RECOMMENDATION: That the revised 2011-12 Budget Calendar be approved. TERRY ROBERTS Chairperson The recommendation was approved on motion of T. Roberts, seconded by J. Coghlin. e. REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2011 APRIL 12 11:30 p.m. to 12:08 a.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS J. Bennett (Chair) P. Jaffe B. Tucker R. Campbell S. Polhill L. Elliott J. Coghlin T. Roberts B. Greene T. Grant P. Sattler M. Sereda G. Hart R. Tisdale L. Griffith -Jones W. Huff J. Todd M. Moynihan K. Wilkinson Regrets: J. Daniels, L. Baines B. McKinnon, B. Murray 2011 April 12... 27 15. REPORTS OF COMMITTEES - cont'd - e. REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA, 2011 APRIL 12 - cont'd The Committee met in camera from 11:30 p.m. to 12:08 a.m. 1. APPROVAL OF AGENDA The agenda was approved by motion. 2. CONFLICTS OF INTEREST - No conflicts of interest were declared. 3. Confidential legal and personal matters were discussed. 4. RISE AND REPORT A motion to rise and report was moved and carried at 12:08 a.m. RECOMMENDATIONS: 1. That the Thames Valley District School Board enter into a five-year contract for the period 2011 September 1 to 2016 August 31 with Toshiba of Canada to provide photocopiers to all schools and administrative sites within the Board and with Ricoh Canada to provide production copy equipment to the Board's Printing Services department. 2. That the Thames Valley District School Board enter into a contract with Deloitte & Touche LLP to provide the Risk Assessment Services from April 2011 until October 2011 for the Regional Internal Audit initiative. 3. That, in accordance with the independent procedure - Promotional Practices: Selection Procedure and Appointment of Principals and Vice -Principals, the following people be appointed to the pool of candidates ready for appointment to the position of Principal, Elementary Schools: Candidates Present Assignment Kelli Gough Vice -Principal, Westmount Public School Dale Mitchell Acting Vice -Principal, Delaware Central Pubic School Joyce Tanner Acting Vice -Principal, Masonville Public School Charlotte Wall Vice -Principal, Oliver Stephens Public School Patti Westaway Acting Vice -Principal, Southdale Public School JOYCE BENNETT Chairperson The recommendations were approved on motion of J. Bennett, seconded by J. Coghlin. 16. COMMUNICATIONS a. ONTARIO PUBLIC. SCHOOL BOARDS' ASSOCIATION UPDATE -none b. THE NEIGHBOURS, FRIENDS AND FAMILIES WORKPLACE CHAMPION AWARD Director Tucker advised that the Board received a Certificate of Acknowledgment as a 2011 Honoured Recipient of The NeighboLIrs, Friends & Families Workplace Champion Award. 17. NOTICE OF MOTION - none 18. MOTION - NOTICE OF WHICH HAS BEEN GIVEN - none 19. ADDITIONAL ITEMS - none 20. QUESTIONS/COMMENTS BY MEMBERS -none 2011 April 12... 28 21. ADJOURNMENT The meeting adjourned at 12:10 a.m. on motion of R. Tisdale, seconded by J. Todd. 2011 APTil 12... 29 SUMMARY OF APPROVED RECOMMENDATIONS OF 2011 APRIL 12 - That Recommendations 1 through 7 of the Senior Administrative Response to the Colborne Street Accommodation Review Committee be deferred to the 2011 June 24 Board meeting for consideration. - That the Colborne Street Accommodation Review Committee (Colborne Street, North Meadows and Southdale Public Schools) be disbanded. - That Recommendations 1 through 3 of the Senior Administrative Response to the Colborne Street Accommodation Review Committee be deferred to the 2011 June 14 Board meeting for consideration. - That the Lord Elgin Accommodation Review Committee (Hillcrest, Knollwood Park, Lord Elgin, Northbrae and Sir John A. Macdonald Public Schools) be disbanded. - That the following Chippewas of the Thames appointments be made to the First Nations Advisory Committee and the Special Education Advisory Committee: First Nations Advisory Committee - Joann Henry, Terry Smith; Special Education Advisory Committee - Cathy Kechego - That Arlene Morell be appointed to the Board's Special Education Advisory Committee representing the Thames Valley Council of Home and School Association. - That Trustee W. Huff be an additional trustee representative on the Equity and Inclusive Education Community Advisory Committee. - That the revised 2011-12 Budget Calendar be approved. - That the Board consider approval of the Naming Committee Membership for the following schools: • the new school being built in the north Ingersoll area; • Princess Anne Public School, Ingersoll • Harris Heights Public School, Ingersoll • Locke's Public School, St. Thomas • Edward Street Public School, St. Thomas • D. M. Sutherland Public School, Woodstock • Springbank Public School, Woodstock Riverside Public School, London • Tollgate French Immersion Public School, Woodstock • Westdale French Immersion Public School, Woodstock That the Thames Valley District School Board enter into a five-year contract for the period 2011 September 1 to 2016 August 31 with Toshiba of Canada to provide photocopiers to all schools and administrative sites within the Board and with Ricoh Canada to provide production copy equipment to the Board's Printing Services department. That the Thames Valley District School Board enter into a contract with Deloitte & Touche LLP to provide the Risk Assessment Services from April 2011 until October 2011 for the Regional Internal Audit initiative. That, in accordance with the independent procedure - Promotional Practices: Selection Procedure and Appointment of Principals and Vice -Principals, the following people be appointed to the pool of candidates ready for appointment to the position of Principal, Elementary Schools: Candidates Present Assignment Kelli Gough Vice -Principal, Westmount Public School Dale Mitchell Acting Vive-Principal, Delaware Central Pubic School Joyce Tonner Acting Vive-Principal, Masonville Public School Charlotte Wall Vice -Principal, Oliver Stephens Public School Patti Westaway Acting Vive-Principal, Southdale Public School