Loading...
4/26/2011 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD �'- REGULAR BOARD MEETING, PUBLIC SESSION 2011 APRIL 26, 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 - Ryerson Public School String Orchestra V 4. APPROVAL OF AGENDA M 5. OFFICIAL RECORD 6. RECOGNITIONS - none 7. CONFLICTS OF INTEREST V 8. CHAIR'S ANNOUNCEMENTS V ' } 9. DIRECTOR'S ANNOUNCEMENTS V 10. ADMINISTRATIVE PRESENTATION a. Thames Valley Education Foundation M 11. MINUTES OF THE 2011 APRIL 12 BOARD MEETING M a. Confirmation of Minutes b. Business Arising from the Minutes 12. STUDENT TRUSTEES' UPDATE V 13. REPORTS FROM THE ADMINISTRATION a. Senior Administration Response to the Sherwood Forest Accommodation Review Committee (Orchard Park, Sherwood Forest, and University Heights Public Schools) M b. Additional Information - Senior Administrative Response to the Norwich Accommodation Review Committee M c. Board Decision Re Norwich Accommodation Review Committee (Norwich, North Norwich and Otterville Public Schools) M d. Proposed Addition and Renovations to Oxbow Public School M 14. REPORTS OF COMMITTEES a. Special Education Advisory Committee, 2011 April 4 M b. Trustee Professional Development Committee, 2011 April 12 M c. Chairs' Committee, 2011 April 20 M d. Policy Working Committee M 1 e. Committee of the Whole - In Camera, 2011 April 26 V 15. COMMUNICATIONS a. Ontario Public School Boards' Association - Update V b. Thames Valley Parent Involvement Committee Update V fi[:- ki[oil 0CH4re]Ad,l:eylN]I 17. MOTION - NOTICE OF WHICH HAS BEEN GIVEN - none 18. ADDITIONAL ITEMS 19. QUESTIONSICOMMENTS BY MEMBERS 20. ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING, PUBLIC SESSION 2011 APRIL 26 The Board met in regular session on 2011 April 26 in the Board Room at the Education Centre, meeting in public session at 7:06 p.m. to 10:13 p.m. The following were in attendance: TRUSTEES ADMINISTRATION AND T. Grant (Chair) P. Jaffe OTHERS V. Neilsen J. Bennett B. McKinnon B. Tucker ME Smith R. Campbell B. Murray K. Dalton B. Sonier J. Daniels S. Polhill B. Greene P. Tufts G. Hart T. Roberts M. Sereda K. Wilkinson W. Huff P. Sattler K. Edgar K. Bushell R. Tisdale L. Griffith -Jones S. Christie J. Todd S. Hughes K. Aitken Regrets: J. Coghlin M. Moynihan D. Rajala K. Young 1. CALL TO ORDER. Board Chair T. Grant called the meeting to order at 7:06 p.m. 2.13. O CANADA AND MUSICAL PRESENTATION The appreciation of the Board was extended to the Ryerson Public School Orchestra for their performance and Conductor D. Bell for leading in the singing of O Canada and performing two musical selections. Principal J. Bruce was in attendance. 4. APPROVAL OF AGENDA The agenda was amended reordering the Ontario Public School Boards' Association - Update from item 15.a to follow item 12. The agenda, as amended, was adopted on motion of R. Tisdale, seconded by P. Jaffe. 5. OFFICIAL RECORD - none 6. RECOGNITIONS - none. 7. CONFLICTS OF INTEREST - no conflicts of interest were declared. 8. CHAIR'S ANNOUNCEMENTS Chair Grant reminded trustees of the upcoming Home and School dinner and asked that those planning to attend to advise S. Pullam as soon as possible. She also requested that trustees attend the kick-off of Education Week on 2011 May 2 at 9.30 a.m., at Wilberforce Public School. Chair Grant advised trustees that the vocational tour scheduled for 2011 April 27 at Arthur Voaden Secondary School has been cancelled. She noted that a successful and productive meeting was held with the Elgin County Council last week and thanked those trustees who attended and met with local municipal officials. Chair Grant extend sincere sympathy on behalf of TVDSB to the family of former Director Bill Bryce. She acknowledged Mr. Bryce's determination and passion for improving student learning and supporting good teaching. She noted that he always acknowledged student and staff accomplishments with personal notes of appreciation. She communicated that through the family's generosity, memorial tributes to the Leam to Read program of the Thames Valley Education Foundation will honour his passion for the importance of reading and benefit Thames Valley students for years to come. 2011 April 26... 2 9. DIRECTOR'S ANNOUNCEMENTS Director Tucker acknowledged the efforts of Thames Valley staff for their efforts in respecting paperless week. He noted that although it presented a challenge, it was a tremendous success. 10. ADMINISTRATIVE PRESENTATIONS a. THAMES VALLEY EDUCATION FOUNDATION R. Princis, Thames Valley Education Foundation Executive Director. advised that on 2011 May 3, the Thames Valley Education Foundation will be celebrating its 10t' anniversary. She was joined by members of the Foundation--M. Snyder, K. Holland and J. Hunter -who recognized the financial and staffing support provided by the TVDSB, including the personal support and assistance received from Director Tucker, and Trustee Jaffe, one of its founding members. Ms. Princis advised that the objective of the Foundation is to enhance learning opportunities for students. To date, $8.5 M in donations and contributions have been received. As a result, more than 4460 students have benefitted from the Foundation through awards and scholarships including 41 students who have received full university/college scholarships. Special recognition was extended to the Curtis Conrade Estate for the extraordinary contribution of $2.9M that set the standard for other donors and success stories within the Foundation. The following examples of programs that have been funded through the Foundation that continue to make a difference for students were given: • Thames Valley Neighbourhood Learning Programs; • Baby Think it Over; • Variety Is; • Childcare Programs; • Breakfast Program; • Science Program; • Supplies for Students Program; • Student Awards/Scholarships, Ms. Princis advised that the Foundation is increasingly being recognized as the charity of choice for memorial donations. In that regard, they are working closely with bereaved families, school staff, funeral homes and the many friends and donors wishing to establish a meaningful legacy during a time of great loss and pain. Notable mention was made of former Director Bill Bryce who established the Learn to Read Fund and recognized the Thames Valley Education Foundation as his charity of choice. She noted that they have received overwhelming support for the Fund from friends and colleagues and are proud that they can continue to support his passion for learning and reading. The Foundation has been successful in supporting schools at their individual level by affording schools the opportunity to apply forthe Learning Enhancement Fund which offers direct program support. In 2009, the Foundation was able to establish the Caring Fund which provided 24 hour response to emergency requests by principals on behalf of students in financial distress throughout the system. The Caring Fundwas established to eliminate barriers to learning for students. To date, the Foundation has been able to respond to 97 emergency requests. Thames Valley Education Foundation is about to launch its first major campaign on 2011 May 3 called "Toonie Tuesdays" that will help to raise monies for the Caring Fund. This campaign will continue to support the many student needs across the community. Trustee Jaffe commended the Foundation for the work accomplished to date. 2011 April 26...3 r' ' 11. MINUTES OF THE 2011 APRIL 12 BOARD MEETING a. CONFIRMATION OF MINUTES The minutes of the Regular Board Meeting of 2011 April 12 were adopted on motion of G. Hart seconded by R. Campbell. b. BUSINESS ARISING FROM MINUTES - none 12. STUDENT TRUSTEES' UPDATE StudentTrustee J. Daniels advised that he and StudentTrustee B. Murray have been working closely with the newly -elected student trustees for 2011-12 to organize the previously postponed Student Council Summit. They were also pleased to help judge the video submission for the We All Belong video contest. It was noted that the top five elementary and top five secondary videos from both TVDSB and the Waterloo Regional District School Board will be available online forvoting shortly. Thewinning videos from TVDSB will be available and brought to an upcoming Board meeting in 2011 May or June. Student Trustee Murray also attended the Equity and Inclusive Education Committee meeting and found it to be very informative. 13. REPORTS FROM THE ADMINISTRATION a. SENIOR ADMINISTRATION RESPONSETO THE SHERWOOD FOREST ACCOMMODATION REVIEW COMMITTEE (ORCHARD PARK, SHERWOOD FOREST, AND UNIVERSITY r HEIGHTS PUBLIC SCHOOLS) Exec. Supt. K. Dalton provided the following report on the Senior Administrative response to the Sherwood Forest Accommodation Review Committee (Orchard Park, Sherwood Forest, and University Heights Public Schools). She was joined by Executive Officer K. Bushell and Supt. P. Tufts who described the recommendations. The Sherwood Forest Accommodation Review Committee (ARC) completed its task to study the accommodation of pupils at Orchard Park, Sherwood Forest, and University Heights 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 March 9, after which the final ARC report was forwarded to the Director of Education for presentation to the Board on 2011 April 12. The Senior Administration can support the first two of the ARC's recommendations. Following are Senior Administration's responses to each of the ARC's recommendation. ARC Recommendation 1. That 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. Senior Administrative Response Senior Administration supports this recommendation (Recommendation 3.0). It supports the original Senior Administrative recommendation to return the grade 7 and 8 students to the University Heights home community and it supports the preferred model of JK - 8 school organization for English language elementary schools as reflected in the Board's Pupil Accommodation Planning Guiding Principles. i In order to accommodate the proposed enrolment and program for a JK - 8 elementary school, it is proposed that an additional FDK classroom and a General Arts classroom be constructed at University Heights Public School, along with minor renovations to create additional classrooms and improve program space. 2011 April 26... 4 13. REPORTS FROM THE ADMINISTRATION - cont'd a. SENIOR ADMINISTRATION RESPONSE TO THE SHERWOOD FOREST ACCOMMODATION REVIEW COMMITTEE (ORCHARD PARK, SHERWOOD FOREST, AND UNIVERSITY HEIGHTS PUBLIC SCHOOLS) - cont'd ARC Recommendation 2. The Board merge the student populations of Sherwood Forest and Orchard Park Public Schools. Senior Administrative Response SeniorAdministration supports this recommendation (Recommendation 1.0). Itis consistentwith the original Senior Administrative recommendation to consolidate the students of Sherwood Forest and Orchard Park Public Schools at the Orchard Park Public School facility. The Orchard Park facility can accommodate approximately 100 more students than the Sherwood Forest facility. This increased capacity and the fact that Orchard Park's program spaces are more suited to a JK - 8 student population makes it the better choice for the consolidation of students. At the request of the ARC, the estimated costs of renovations for Orchard Park and Sherwood Forest Public Schools to accommodate the combined student populations were provided by the Capital Planning Coordinating Committee. Theestimated costof renovations at Sherwood Forest Public School to support the consolidated student population was $4.3 M as opposed to $1.5 M at Orchard Park Public School. It is proposed that a learning Resource Centre be constructed at Orchard Park Public School and that the school is renovated to create an additional FDK classroom and an improved administrative area. (Recommendation 2.0) Thus, the Senior Administration agrees with the ARC's recommendation to merge the student populations of Sherwood Forest and Orchard Park Public Schools and recommends that the consolidation occur at the Orchard Park Public School facility. SeniorAdministration's recommendation 5.0 disbands theARC as perthe 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 Sherwood ForestARC recommendations from the Senior Administration. ARC Recommendation 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, FDK, daycare and special education programs. Senior Administrative Response Senior Administration cannot support this recommendation as the OTG of Sherwood Forest Public School (135) is too small to support a large enough population to make this site viable. Although the TVDSB is currently seeking solutions to accommodate its increasing French Immersion population, the Sherwood Forest facility is not large enough, nor does it have facilities that meet the TVDSB program standards. 2011 April 26... 5 13. REPORTS FROM THE ADMINISTRATION - cont'd a. SENIOR ADMINISTRATION RESPONSE TO THE SHERWOOD FOREST ACCOMMODATION REVIEW COMMITTEE (ORCHARD PARK, SHERWOOD FOREST, AND UNIVERSITY HEIGHTS PUBLIC SCHOOLS) - cont'd ARC Recommendation 4. None of the three properties be declared surplus or disposed of. Senior Administrative Response Senior Administration cannot support this recommendation. In reviewing the current and future enrolment projections (Appendix B), it is noted that the populations of the three schools can be accommodated in two JK - 8 facilities. The planned additions, renovations and enhancements will address TVDS13 program standards and accommodation for the FDK initiative. A third site is not required to accommodate the area's student population. School October FTE (2010) OTG Capacity Pupil Places Accommodation Capacity Orchard Park 169 236 -67 71.6% Sherwood Forest 87 135 -48 64.4% University Heights 213 291 -78 73.2% Current Total of All 469 662 -193 70.8% Consolidated at OP and UH 469 527 -58 89.0% ARC Recommendation 5. The Board meet and consult with 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. Senior Administrative Response The "London Strengthening Neighbourhoods Strategy" was an initiative supported by the City of London that gathered over 100 people together in the fall of 2008 to articulate what was desired in London neighbourhoods. The result was a 5-year plan that covered 12 topics. The TVDSI3 Accommodation Review process is a consultative process that charges a Board approved Accommodation Review Committee with the task of consulting with their community over a minimum of four meetings and 90 days regarding their specific neighbourhood and how best to accommodate students to maximize their program opportunities. The Sherwood Forest ARC completed its task in a very comprehensive and complete manner. The members utilized their resources to gather extensive information from their community. The City of London was represented by Municipal Councillor, Nancy Branscombe. At her request, the ARC heard from John Fleming, Director of Land Use Planning far the City of London. At this presentation, discussion items included projected demographic trends in the neighborhoods, new residential developments in the area, Great Near Campus Neighborhoods proposal, Strengthening Neighborhoods Plan, and any issues in the Official Plan that would impact the area neighborhoods in the near and immediate future. Mr. Fleming provided to the ARC the City of London perspective on the neighbourhood that was being studied. 2011 April 26...6 r� 13. REPORTS FROM THE ADMINISTRATION - cont'd a. SENIORADMINISTRATIONRESPONSE TOTHE SHERWOODFOREST ACCOMMODATION REVIEW COMMITTEE (ORCHARD PARK, SHERWOOD FOREST, AND UNIVERSITY HEIGHTS PUBLIC SCHOOLS) - cont'd In addition, the ARC heard from many residents of the area, extending the consultative process well beyond the minimum requirement of the Ministry of Education and TVDSB's Pupil Accommodation and Facility Organization policy and procedure. It should be noted that the City of London "Strengthening Neighbourhood Strategy" centres around the community aspects of neighbourhoods in which public education plays a significant role. It must be stated, however, that our first priority is to deliver program opportunities that maximize student learning, which is our primary focus. Through the legislative process for disposition of surplus property, -the Board is required to offer any surplus property to preferred authorities at fair market value prior to offering it to the public. The City of London, which is a preferred authority will have an opportunity to express an interest at this time, if they feel the Sherwood Forest site could be utilized to fulfill their needs in this area of the city under their "Strengthening Neighbourhood Strategy'. Estimated cost for design and construction for the proposed additions and renovations: University Heights: $ 765,000 (school renewal items not included) Orchard Park: 1,474,000 (school renewal items not included TOTAL ESTIMATED COST: $2,219,000 It should be noted that the proposed capital projects included for this ARC are contingent on r receiving FDK capital funding and the use of TVDSB Energy Management Plan savings. Timeline 2011 May 24 Public Input to the Board 2011 June 28 Board Decision 2011 July - 2013 August Design & Construction of Additions & Renovations 2013 June 30 Closure of Sherwood Forest Public School 2013 September 01 Consolidation of Pupils at Orchard Park and University Heights Public Schools RECOMMENDATIONS: 1. THAT the students of Sherwood Forest Public School be accommodated at Orchard Park Public School; and THAT Sherwood Forest Public School at 7 Annadale Dr., London, ON N6G 2B5 be closed as of 2013 June 30, and declared surplus. 2. THAT additions and renovations to accommodate the projected student enrolment, and enhancements of program space be made to meet TVDSB standards for Orchard Park and University Heights Public Schools, subject to Ministry Capital Funding approval; and THAT a Design Committee be established with the communities affected to assist in the design of the consolidated Orchard Park Public School. 3. THAT University Heights Public School retain their grade 7 students as of September 2012 and grade 8 students as of September 2013 for the gradual expansion to a JK.:8 elementary school. 2011 April 26... 7 i 13. REPORTS FROM THE ADMINISTRATION - cont'd a. SENIOR ADMINISTRATION RESPONSE TO THE SHERWOOD FOREST ACCOMMODATION REVIEW COMMITTEE (ORCHARD PARK, SHERWOOD FOREST, AND UNIVERSITY HEIGHTS PUBLIC SCHOOLS) - cont'd Recommendations - cont'd 4. THAT a Naming Committee be established for the consolidated Orchard Park Public School. 5. THAT the Sherwood Forest Accommodation Review Committee (Orchard Park, Sherwood Forest, and University Heights Public Schools) be disbanded. The following recommendation was approved on motion of J. Bennett, seconded by R. Tisdale: That Recommendations 1 through 4 of the Senior Administrative Response to the Sherwood Forest Accommodation Review Committee be deferred to the 2011 June 28 Board meeting for consideration. Recommendation 5 was approved on motion of J. Todd, seconded by T. Roberts. The Administration responded to trustees' questions. In response to a question regarding what portion of the $2.2 M would be funded through the Energy Management Program, it was noted that funding for Full -Day Kindergarten would be approximately $700,000.00 with the balance funded through the program. The status of the agreement with the City of London, similar to those in place with Oxford, Elgin and Middlesex counties was questioned. Director Tucker advised that he continues to explore partnerships with the City of London; however, he has been disappointed that little interest has been shown by the City over the past months to discuss strategies to strengthen community partnerships. From a planned meeting in this regard, only two Councillors agreed to attend. Since that time, Director Tucker has continued to request that the City move forward with the agreement; however, action has been slow as the City wants to obtain legal counsel in this regard. Director Tucker stressed that he wants to talk about the issues being faced by the board as communities do not want those conversations to occur after the accommodation review process has began. He noted that a meeting is planned for next week with the senior team at City Hall. He assured the trustees and the public that he remains committed to having an opportunity to dialogue with them. He noted thatthe two-year time frame forthe Senior Administration recommendations still allows for communication with the City; however, he cannot subject the Board to unrealistic demands, expectations or commitments. He acknowledged the current leadership at the City of London noting the Board has moved forward in the past six months. b. ADDITIONAL INFORMATION -SENIOR ADMINISTRATIVE RESPONSE TO THE NORWICH ACCOMMODATION REVIEW COMMITTEE Exec. Supt. Dalton provided the following report to provide additional information as it relates to the Norwich Accommodation Review Committee (North Norwich, Norwich, and Otterville Public Schools). A boundary map illustrating the school attendance areas for Otterville, Norwich, North Norwich and East Oxford Public Schools was presented to the Board which contained the five-year enrolment projections for East Oxford Public School. 2011 April 26... 8 13. REPORTS FROM THE ADMINISTRATION - confd C. BOARD DECISION RE NORWICH ACCOMMODATION REVIEW COMMITTEE (NORWICH, NORTH NORWICH AND OTTERVILLE PUBLIC SCHOOLS) Exec. Supt. K. Dalton presented the following Senior Administration response to the Norwich Accommodation Review Committee (Norwich, North Norwich and Otterville Public Schools) report and the Senior Administrative recommendations. She advised trustees that there is a Norwich Accommodation Review Committee (ARC) reference binder available in the Trustees' Conference Room which contains materials and official records with respect to the ARC. She noted that the ARC has completed its task to study the accommodation of pupils at Norwich, North Norwich and Otterville Public Schools as approved by The Thames. Valley District School Board 2009 March 10 and 2009 November 24. A final public input meeting was held on 2011 January 12 after which the final ARC report was forwarded to Director Tucker for presentation to the Board on 2011 January 25. The Senior Administration cannot support theARC's recommendations to keep all schools open or close one school and move the student population into the former Norwich District High School facility with the grade 7 and 8 students from the other two schools. Neither of these options maximize the program opportunities for the elementary students in the area. After considering the alternatives from the ARC, the most advantageous solution for programming for students in the area is to consolidate all three student populations into the former Norwich District High School facility. Details surrounding this consolidation follow in the response to each of the ARC's recommendations. Renovations to meet the Thames Valley District School Board's established standards and convert the secondary facility to accommodate appropriate elementary instructional spaces would be completed at the former Norwich District High School. As well, enhancements are proposed for the student washrooms, change rooms, conversion of lockers to coat and cubbies areas, barrier -free alterations playground improvements and student pick-upldrop-off area. Naming Committees are established to allow the school community to have the opportunity to recommend potential names for the consolidated school to the Board of Trustees for consideration. Recommendation 6.0 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 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 Norwich ARC recommendations from the Senior Administration. ARC Recommendation THAT The Accommodation Review Committee studying the school communities of North Norwich, Norwich and Otterville support the notion of maintaining schools in each of the three school communities. Senior Administrative Response The three Norwich area schools (as of 2010 October 31) have a combined enrolment of 650 students: • Norwich - 279, • North Norwich -193, and • Otterville -178. 2011 April 26...9 i 13. REPORTS FROM THE ADMINISTRATION - confd C. BOARD DECISION RE NORWICH ACCOMMODATION REVIEW COMMITTEE (NORWICH, NORTH NORWICH AND OTTERVILLE PUBLIC SCHOOLS) - confd Projections indicate that this enrolment is quite stable over the next five years with a slight increase of about 35 students. Programming in these three buildings is challenging as small groups of staff in each building are attempting to provide a full range of curricular and extra curricular programming. Consolidating the school communities will allow all of the benefits that result from the collaboration of a large staff within one building. These benefits include factors such as increasing the non -classroom staffing allocations such as library and school administration, to sharing with grade partners and distributing the volunteer workload of providing extra curricular activities. The closure of Norwich District High School has presented this area with a unique opportunity to consolidate the three elementary school communities into one facility that will meet or exceed TVDSB program standards for an elementary school following renovations. If the students from the three area elementary schools were to move to the former Norwich District High School, the students would be provided with the advantage of enhanced program space. These advantages would include: a full size double gymnasium with suspended wood floor and stage, a Learning Resource Centre of 3300 sq ft., a Learning Support Room which exceeds any of the spaces used in any of the three elementary schools, and a tiered General Arts Room with practice rooms. The site itself, which exceeds 17 acres with approximately 14 acres of green space, will be one of TVDSB's largest elementary school sites. Renovations to the current facility, particularly in the areas of purpose-built Kindergarten rooms and instructional classrooms, will be incorporated in the design to create an elementary school t with enhanced programming opportunities that would benefit students from all three school communities. In addition, facility renewal of the existing Norwich District High School would include renovations to student washrooms, change rooms and corridors. As well, barrier -free compliance is proposed for the building. Improvements on the site would include a student pick-up/drop-off area, additional asphalt playground space including basketball court and site fencing. Replacement of the HVAC system, corridor and classroom lighting as well as updating interior finishes are also planned. ARC Recommendation THAT an elementary school remain in each of Otterville, Norwich, and Burgessville communities, to support the Township of Norwich's desire for three faci[ities ... and ... that the backlog of renewal projects and program objective shortfalls for the three existing schools be funded by the sale of the Norwich District High School building and property, and completed. Senior Administrative Response The potential proceeds from the sale of Norwich District High School must be utilized by the Board to invest in capital projects that could enhance the programming opportunities for the maximum number of students possible. The investment in the three current elementary schools will not enhance the programming opportunities for the 650 students that attend the three schools. Consolidating the students into a facility with improved programming spaces and a greater staff allocation will address both facility and programming opportunities for students. 2011 April 26... 10 13. REPORTS FROM THE ADMINISTRATION - cont'd C. BOARD DECISION RE NORWICH ACCOMMODATION REVIEW COMMITTEE (NORWICH, NORTH NORWICH AND OTTERVILLE PUBLIC SCHOOLS) - cont'd ARC Recommendation THAT if the TVDSB Trustees reject the first recommendation of the ARC committee, an alternative solution to maintaining schools in each of the three school communities be considered. One option may be elementary schools in Norwich, Otterville, and Burgessville in their current state, we recommend that the senior administration review the possibility of having a JK-6 school at Otterville and Burgessville, and a JK-8 at Norwich in the renovated former NDHS building, with the grade 7 and 8 students in Otterville and Burgessville attending grades 7 and 8 in Norwich. Senior Administrative Response This solution does not support the TVDSB's Pupil Accommodation Planning Guiding Principles of the preferred JK to 8 model for elementary schools. By removing the grade 7 and 8 students from Otterville and North Norwich Public Schools, it further erodesthe staffing complement. This loss of students will decrease further the allocation of non -classroom teachers; will not provide increased number of grade partners for the K-6 teachers to collaborate with within their building, and will result in fewer staff to contribute to the volunteer extra -curricular activities. The only benefit to this recommendation would be the elimination of some of the portable classrooms at North Norwich and Otterville Public Schools. In addition, it would decrease the Board's facility inventory by 259 pupil places (Norwich Public School) and increase it by 674 pupil places (former Norwich District High School facility). This would only benefit the Norwich Public School students (279) and the grade 7 and 8 students from North Norwich and Otterville (65) for a total of 344 students in the superior facility. In summary, this alternative increases the Board's facility space by 415 pupil places. But more importantly, it would only benefit the intermediate students (grade 7 and 8) and those from Norwich Public School (344 in total) in a facility with enhanced program opportunities, while it disadvantages the 306 students remaining in the two current elementary facilities with fewer programming resources for the 153 students remaining at North Norwich and Otterville Public Schools. Enrolments as of 2010 October 31: School.. Total• _ North Norwich 193 40 153 Otterville 178 25 153 Norwich 279 North Norwich, Otterville grade 7 &8 65 Norwich + Gr 7 & 8 344 ARC Recommendation THAT a formal process be initiated by the Thames Valley District School Board for community partnerships to be evaluated in each of the three communities, whereby the schools remain as central learning hubs for the community. These partnerships may include ideas such as a joint library facility in Burgessville and Community Hall in Otterville. 2011 April 26... 11_ 13. REPORTS FROM THE ADMINISTRATION - cont'd C. BOARD DECISION RE NORWICH ACCOMMODATION REVIEW COMMITTEE (NORWICH, NORTH NORWICH AND OTTERVILLE PUBLIC SCHOOLS) - cont'd Senior Administrative Response The Thames Valley District School Board has established a formal process and supports community partnerships to utilize empty pupil spaces in a manner that will complement the educational experiences of students. However, the issue in the three Norwich Township school communities is not how to utilize empty pupil spaces (there are no empty pupil places at Otterville and only 17 and 5.5 empty pupil places at North Norwich and Norwich respectively), but to examine ways in which programming opportunities for students can be improved. Operating schools with limited staff poses challenges that we seek to overcome when the opportunity is available. Establishing community partnerships may assist with the sustaining of facilities that have excess space but does not improve the programming for students in those facilities. We realize many programming advantages when we are able to consolidate student populations which results in enhanced resources. ARC Recommendation THAT if the TVDSB Trustees decide to close the three elementary schools in Otterville, Norwich and Burgessvilie, and open an elementary school at the former NDHS site, we recommend that the board commit to the funding required to complete a demolition and the replacement of the classroom portions of the building, keeping the south wing including existing gym, music room and library intact as is. Senior Administrative Response The partial demolition and reconstruction of the existing Norwich District High School to create the proposed elementary schools would be costly and likely not be funded by the Ministry of Education due to the fact that Prohibitive to Repair status has not been assigned to it. Since all of the major elementary school program space will remain (ie.., Gymnasium, Library Resource Centre), the renovation to the existing school is straight forward and cost effective. The renovations to create the kindergarten rooms is the most complicated renovation for the existing school but can be accommodated easily compared to the demolition and reconstruction for that space. The proposed facility renewal of this space including HVAC and interior finishes will create a facility similar to our recently renovated schools. ARC Recommendation THAT full day kindergarten be implemented as soon as the new elementary school is opened. Senior Administrative Response The capital funding application to the Ministry (to create the purpose-built kindergarten spaces) would be co-ordinated with the proposed opening date of the consolidated facility. The application for capital funds for purpose-built space for Norwich is anticipated for phase 4 or 2013 September startup. The Phase 3 or 2012 September FDK startups have already been applied for to the Ministry. The consolidated school would be opened for one year prior to FDK implementation in order to enhance a smooth start. ARC Recommendation THAT the outdoor spaces are oriented to provide a safe environment for all children at the school, where recess breaks are separated between primary and intermediate students. Senior Administrative Response Student safety and supervision is a priority within all schools of the Thames Valley District School Board and is the responsibility of the school Principal. The school Principal in consultation with �• the Vice -Principal and the school staffing committee design supervision schedules solelywith the safety of students in mind. Decisions regarding the division of recess times would take into account many factors including the impact on leadership opportunities for senior students and the ability to schedule intramural and club activities during recess times. 2011 A rll 26...72 13. REPORTS FROM THE ADMINISTRATION - cont'd C. BOARD DECISION RE NORWICH ACCOMMODATION REVIEW COMMITTEE (NORWICH, NORTH NORWICH AND OTTERVILLE PUBLIC SCHOOLS) - cont'd ARC Recommendation THAT a formal transportation study be conducted, prior to the final decision of school closures in accordance with 2.2.2(f) 1) f) from the Pupil Accommodation Policy. Such analysis should include projecting bussing routes, including individual times that each child can expect to spend on the bus so that this study avoids the use of average riding times. The results of such study should be made public prior to any decisions being finalized. Senior Administrative Response A formal transportation study would be conducted by Southwestern Transportation Services (STS)to design routes that would be most effective and efficient for the population patterns involved. This information would be available to parents the summer prior to the consolidated school opening. Senior Administration will meet with staff of STS to discuss how to minimize bus travel times and information regarding that meeting could be communicated through each School Council. ARC Recommendation THAT enhanced programming for special needs children, including those with physical and mental disabilities, be provided at the new elementary school, including keeping the current level of three staff allocated to special needs, and including the provision of at least one "Safe" room, and that the staff and teachers at the new school be trained on the use of "Safe" rooms. Senior Administrative Response The creation of special education classes is decided by the Superintendent of Education in charge of Special Education in conjunction with the Learning Supervisor and Learning Co- Ordinators within this department. Decisions are made based on the identified pupils' needs within the geographic area and where they can best be accommodated. Space for special education programming is indeed reviewed with each consolidation of schools, and the space required is established, by the Capital Planning Co-Ordinating Committee with information provided by the Superintendent of Education in charge of Special Education. These space requirements are incorporated into renovation plans. Specialized space requirements and the training of staff is determined by Central Office staff based on the needs of the students in each location. ARC Recommendation In light of how the previous ARC (closure of NDHS), this ARC and the community has experienced accommodation reviews within TVDSB jurisdiction, we recommend a more open and transparent venue for expected exploration of best options. Senior Administrative Response The Thames Valley District School Board has explored ways in which it can create a more open and transparent process for the Accommodation Review process. During this past year, Senior Administration and Trustees have explored an additional step thatwould involve a discussion with Municipal and Township officials regarding accommodation issues in their region. As a result the Thames Valley District School Board now has agreements with the County of Middlesex, the County of Oxford and the County of Elgin. It is anticipated that this discussion will be informative and assist the Senior Administration in formulating its Annual Pupil Accommodation Plan. 2011 April 26... 13 13. REPORTS FROM THE ADMINISTRATION - cont'd C. BOARD DECISION RE NORWICH ACCOMMODATION REVIEW COMMITTEE (NORWICH, NORTH NORWICH AND OTTERVILLE PUBLIC SCHOOLS) - cont'd ARC Recommendation If the Trustees accept the Senior Administration recommendations as written, and a Design Review Committee is formed to develop and implement the renovations to the NDHS building and property, we recommend the following for their review and consideration, based on community input and consultation, and research undertaken by the Accommodation Review Committee. Senior Administrative Response Of the recommendations made by the ARC it is indeed within the purview of the Design Committee to consider the landscaping of the exterior, request that the architect maximize the window space, and recommend that the exterior be kept as historical as possible. The Thames Valley District School Board, in the consolidation of its schools, assumes the responsibility for moving any playground equipment that meets current CSA standards and is desired by the committee to be transferred to the new school site. Smartboards are re -installed at the new site and security systems including Closed Circuit Television are provided by the Board at the consolidated site. An inventory of all furniture and equipment is completed and any items that can be used and pass pertinent safety inspections are transported to the new site. This includes musical instruments and physical education equipment. The Thames Valley District School Board, in the consolidation of its schools, does provide for new signage on the face of the building but does not provide for outdoor electric signs or new playgrounds. Thus the purchase and installation of an outdoor electric sign and a "natural playground" would be the decision of the new School Council to consider and fund. The estimated cost for the proposed enhancements, renovations and renewal are as follows: 1. Program Enhancement & Renovations: $1,325,000 2. School/Facility Renewal: 4,832,000 3. Disbursements/HST: 251,000 TOTAL: $6,408,000 Funding will be dependent on approval of Ministry Capital Priorities and/or the allocation of Board funds. This project has been submitted to the Ministry of Education through the Capital Priorities Template. The Board also has the option to fund this project using a combination of the annual School Renewal Grant, FDK Capital Funding, and energy savings. Timelines 2011 April 12 Input to Senior Administration's Response to the ARC Report to Board 2011 April 26 Decision by the Board 2011 May to 2012 August Design and Renovations to Norwich District High School (pending Capital Funding Approval) 2012 June 30 Closure of Norwich, North Norwich and Otterville Public Schools (pending Capital Funding Approval) 2012 September 01 Consolidation of Pupils at the site of the former Norwich District High School (pending Capital Funding Approval) 2011 April 26...14 13. REPORTS FROM THE ADMINISTRATION - cont'd C. BOARD DECISION RE NORWICH ACCOMMODATION REVIEW COMMITTEE (NORWICH, NORTH NORWICH AND OTTERVILLE PUBLIC SCHOOLS) - cont'd RECOMMENDATIONS: 1. That the students of Norwich, North Norwich and Otterville Public Schools be accommodated at the former Norwich District High School sites as of 2012 September 01; That Norwich Public School at 8 Elgin St., Box 327, Norwich NOJ 1 PO, be closed as of 2012 June 30, and declared surplus; That North Norwich Public School at 640 Main St. S., Box 40, Burgessville, NOJ 1CO, be closed as of 2012 June 30, and declared surplus; and That Ofterville Public School at 318 Main St. W., Otterville, NOJ 1 RO, be closed as of 2012 June 30, and declared surplus; 2. That renovations and program enhancements occur at the former Norwich District High School for the conversion to an elementary school to meet TVDSB standards. 3. That a boundary review be completed and the opportunity for input be given to the Norwich, North Norwich and Otterverville school communities. 4. That a Design Committee be established to give input into the design process. 5. That a Naming Committee be established to provide potential names to the Board of Trustees for its consideration. I - The following amendment to Recommendation No. 1 was moved by G. Hart, seconded by R. Tisdale and carried: That the students of Norwich, North Norwich and Ofterville Public Schools be accommodated at the former Norwich District High School and East Oxford Public School sites as of 2012 September 01; The following amendment to Recommendation No. 3 was moved by G. Hart, seconded by R. Tisdale and carried: That a boundary review be completed and the opportunity for input be given to the Norwich, North Norwich, Otterverville and East Oxford school communities. The following amendment to Recommendation No. 4 was moved by R. Tisdale, seconded by S. Polhill and carried: That a Design Committee be established for the consolidated Norwich elementary school to give input into the design process. The following amendment to Recommendation No. 5 was moved by R. Tisdale, seconded by S. Polhill and carried: That a Naming Committee for the consolidated Norwich eiementa school be established to provide potential names to the Board of Trustees for its consideration. The Administration responded to trustees' questions. 2011 April 26... 15 13. REPORTS FROM THE ADMINISTRATION - confd c. BOARD DECISION RE NORWICH ACCOMMODATION REVIEW COMMITTEE (NORWICH, NORTH NORWICH AND OTTERVILLE PUBLIC SCHOOLS) - cont'd Trustee Hart, in his capacity of Chair of the Norwich Accommodation Review Committee (ARC) provided additional comments, as well as expressed his concern about the number of students that would be accommodated at the new site and that the ARC would like to see that number minimized. He advised that he would like to afford the community the opportunity to decide where boundaries are drawn to ensure that students are accommodated at both East Oxford Central Public School and the new site. Trustee McKinnon asked the trustees to consider the communities' request for two schools of equal size which would include the new site and East Oxford Central Public School should the Board close Norwich, North Norwich and Otterville Public Schools. He inquired as to whether East Oxford Central would receive enhancements to meet program standards. Executive Officer K. Bushell noted that factors including current program space, a boundary review and the capacity of students to accommodate at each site would need to be finalized prior to making a final determination. He indicated that the Board can petition for Capital Funding through the Ministry of Education, if required, for necessary renovations. Trustee Hart sought clarification as to whether the boundary review process would be completed by the end of the 2010-11 school year. Exec. Supt. Dalton advised that a first meeting could be arranged with school councils prior to then; however, surveying the community would follow an initial meeting which could potentially result in a minor delay. The SeniorAdministration will make every effort to move the process along. Exec. Officer Bushell added that they would like to see the Design Committee begin the initial process this summer to allow for tenders to be called. A motion to Cali the Question was moved by G. Hart, seconded by J. Todd and carried. Recommendations 1-5 were adopted on a Poll Vote as follows: 1. THAT the students of Norwich, North Norwich and Otterville Public Schools be accommodated at the former Norwich District High School site and East Oxford Central Public School as of 2012 September 01; THAT Norwich Public School at 8 Elgin Streeet, Box 327, Norwich NOJ 1 PO, be closed as of 2012 June 30, and declared surplus; THAT North Norwich Public School at 640 Main Street S., Box 40, Burgessville, NOJ 1CO, be closed as of 2012 June 30, and declared surplus; and THAT Otterville Public School at 318 Main Street W., Otterville, NOJ 1 RO, be closed as of 2012 June 30, and declared surplus; 2. THAT renovations and program enhancements occur at the former Norwich District High School for the conversion to an elementary school to meet TVDSB standards. 3. THAT a boundary review be completed and the opportunity for input be given to the Norwich, North Norwich, Otierverville and East Oxford Central school communities. 4. THAT a Design Committee for the consolidated Norwich elementary school be established to give input into the design process. 5. THAT a Naming Committee be established for the consolidated Norwich elementary school to provide potential names to the Board of Trustees for its consideration. 2011 April 26... 16 13. REPORTS FROM THE ADMINISTRATION - cont'd c. BOARD DECISION RE NORWICH ACCOMMODATION REVIEW COMMITTEE (NORWICH, NORTH NORWICH AND OTTERVILLE PUBLIC SCHOOLS) - cont'd Poll Vote: YEAS: T. Grant, J. Bennett, R. Campbell, G. Hart, W. Huff, P. Jaffe, B. McKinnon, S. Polhill, P. Sattler, T. Roberts, R. Tisdale, J. Todd NAYS: none ABSTENTIONS: J. Coghlin Student Trustee Daniels yea Student Trustee Murray yea d. PROPOSED ADDITION AND RENOVATIONS TO OXBOW PUBLIC SCHOOL Exec. Supt. Dalton introduced a report on the proposed addition and renovations to Oxbow Public School. Manager K. Bushell provided and overview of the report noting the purpose of this report was to inform the Board on the proposed addition at the school to accommodate the increased enrolment and Full -Day Kindergarten (FDK) Initiatives. The Ministry of Education (MOE) has approved an additional 119.25 New Pupil Places, which equates to $1,862,840 in capital funding for Oxbow Pubic School. The MOE has also approved a FDK Capital Grant to construct two additional Full Day Kindergarten classrooms, which equates to $869,169. Both grants, along with a portion of 2011-12 School Renewal Grant, will be used to fund the proposed addition for Oxbow Public School. The proposed addition will be ready for occupancy in 2012-13. Since the proposed addition is a simple FDK and classroom addition, a School Design Committee was not utilized. Facility Services is working with Dickson Partnership Incorporated Architects, the Principal, and Superintendent to determine the best location for the addition on the site and the minor renovations that are planned. The Board standard design for FDK suites and General Arts classrooms will be used for the proposed'addition. The Executive Officerof Facility Services and Capital Planning, Project Coordinatorand Architect has -attended a School Council Meeting and discussed the proposed plans, schedule and answered questions from the school community. PROJECT OVERVIEW Addition A one storey addition will be constructed on the west side of the school. The addition will include 4 FDK classrooms, General Arts room, 5 classrooms and student washrooms. Renovations to the existing JKISK rooms to create 2 classrooms and a Learning Support room. Additional Parking and playground asphalt will be added to the site. Budget Design, Construction and Disbursements $3,000,000 Funding Enrolment Pressure Grant $1,862,840 FDK Capital Funding $ 869,169 School Renewal Grant $ 267,991 $3, 000, 000 2011 April 26... 17 13. FI!F REPORTS FROM THE ADMINISTRATION - cont'd d. PROPOSED ADDITION AND RENOVATIONS TO OXBOW PUBLIC SCHOOL) - cont'd Timeline SCHEDULE School Council Meeting Tender Period Construction Substantial Completion Addition Occupancy REPORTS OF COMMITTEES 2011 April 13 2011 May 2011 July - 2012 August 2012 August 2012 September a. REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE 2011 APRIL 4 6:40 p.m. - 8:30 p.m. EMBERS ADMINISTRATION AND OTHERS J. Bennett (Chair), Trustee L. Carswell, Elementary Principal M. Barbeau, Voice for Hearing Impaired Children K. Edgar, Superintendent of Education, R. Campbell, Trustee Special Education M. Cvetkovich, Children's Aid Society of London & N. Fader, Secondary Principal Middlesex J. Johnston, Learning Supervisor, C. Haskett, Association for Bright Children Special Education T. Fawdry, Learning Disabilities Association of V. Towell, Secondary Vice -Principal Ontario T. Grant (Trustee) T. Green, Vanier Children's Centre J. Gdtzan, Thames Valley Children's Centre B. Harvey, Epilepsy Support Centre (-8:22) . Morse, Easter Seal Society J. Schaefer, VIEWS S. Wilson, Community Living Education Committee Judy Wright, Autism Society Ontario Guests: J. McDowell, Learning Coordinator, Gifted D. Giffels, Learning Coordinator, Developmental K. Masson, Learning Coordinator, Developmental Regrets: T. Ashby, FASD E.L.M.O. R. Culhane, Elementary Principal D. Ensing, Association for Bright Children 1. CALL TO ORDER The meeting was called to order at 6:40 p.m. in the London Room at the Education Centre by Chair Bennett. 2. CONFIRMATION OF AGENDA The agenda was amended to add Ontario College of Teachers Special Education Feedback Request and Appointment of SEAC member to Equity and Inclusive Education Community Advisory Committee to follow item 11. The agenda was approved as amended. ��: 3. CONFLICTS OF INTEREST - none 2011 April 26... 18 14. REPORTS OF COMMITTEES - cont'd a. REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE - cont'd 4. GIFTED CONFERENCE UPDATE J. Johnston, Learning Supervisor Special Education, introduced J. McDowell, Learning Coordinator -Gifted, who presented an overview of a recent conference held at Sir George Ross Secondary School for gifted elementary girls. The conference was appropriately held on International Women's Day. Guest speakers included Cheryl Miller, PC Candidate for London Fanshawe, and Megan Walker, Executive Director of London Abused Women's Centre. The conference focussed on using passion and motivation to guide one through life, who you are, where to go and how to overcome obstacles. There were presentations from community members, students who spoke of a leadership course and a psychologist who addressed anxiety and stress. Ms. McDowell noted that there is an upcoming conference scheduled for 2011 May 4 -5 for secondary gifted students at King's College. King's College has been verygenerous in offering their facility and services to accommodate this event. The conference will focus on emotional intelligence with keynote speaker Matt Tod, Institute for Health and Human Potential and over 80 workshops. Approximately 500 gifted students are expected to attend. 5. DEVELOPMENTAL DVD'S K. Edgar, Superintendent of Special Education introduced Learning Coordinators - Developmental D. Giffels and K. Masson who presented a DVD video resource/tool on developmental self-contained programs. This is a valuable tool for Learning Support Teachers (LST's) to use while meeting with parents to demonstrate a self-contained class as one of the placement options for their child. This communication tool shows what a self- contained program looks like without disrupting an actual class in progress. It was noted that the LST's review all placement options with parents. 6. MINUTES OF MEETING FROM 2011 MARCH 01 -The minutes were approved as printed. 7. BUSINESS ARISING FROM THE MINUTES OF 2011 MARCH 01 Introductions were made by all members. A. Morse provided a template for member presentations to be presented at upcoming SEAC meetings. The first two presentations will occur at the 2011 May 02 SEAC meeting by the Easter Seal Society and Voice for Hearing Impaired Children. Supt. Edgar noted that the Mental Health and Wellness Strategic Plan was presented to the Board of Trustees in March. The media printed an article which shed the TVDSB in a very good light. The article denoted a correlation between mental health and bullying, however, it was explained that although there is some correlation, there is no scientific evidence to form a direct link between the two. B. Evans, M. Ferdinand and M. Gilpin, members of the Mental Health and Wellness sub- committee attended a recent conference in Florida on mental health and presented TVDSB's Teacher Survey and Mental Health and Wellness Strategic Plan. The same group has been invited to present in South Carolina in September 2011 at an educational mental health conference. 8. DVD PRODUCTION SUB -COMMITTEE UPDATE A. Morse made a suggestion to assign a TVDSB staff liaison to organize the sub -committee meetings. J. Johnston will select a learning coordinator as the liaison. The sub -committee will hold a meeting prior to the 2011 May 02 SEAC meeting and provide an update at that time. 2011 April 26-19 14. REPORTS OF COMMITTEES - cont'd a. REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE - cont'd 9. SEAS (SPECIAL EDUCATION ADMINISTRATIVE SYSTEM) IEP (INDIVIDUAL EDUCATION PLAN) STATISTICS - DEFERRED FROM 2011 MARCH 01 J. Johnston, Learning Supervisor Special Education provided a handout and reviewed the statistics generated from the IEP software. It was noted that the number of male students show a higher percentage than female students in every IEP category. Statistics reviewed were: number of students by exceptionality and grade, number of students by exceptionality and gender, number of students with multiple exceptionalities. There are 10,091 students identified with exceptional ities which represents approximately 14% of TVDSB student enrolment which is in Iinewith the Ministry average. It was noted that many developmental students attend to age 21. 10. CLASS MOVES AND CHANGES (DEFERRED FROM 2011 MARCH 01) AND SPECIAL EDUCATION STAFFING Supt. Edgar explained the following class moves and changes: two developmental classes from Harris Heights Public School and the single class at Oliver Stephens Public School will move into the new Ingersoll Public School, Intensive Support Class from Beachville Public School, which is closing, will be located at Harris Heights Public School, STEPS class from Scott Street Public School, which is closing, moves to Edward Street Public School. In the City of London, there are 18 developmental students leaving the secondary panel with r 49 developmental students coming into grade 9. These classes have a Ministry cap size restriction of 10 students, therefore a new class will be located at Medway High School and a new class will be located at Sir Wilfrid Laurier Secondary School to accommodate developmental students. The elementary developmental class at Annandale School, which only has four students will close with three of the students entering secondary school and one student will be placed at another site in the east. Also closing is a class of four students at Westminster Central Public School and those students will be placed at London sites. The TVDSB has availability for224 Intensive Support Class (ISC) places with only 154 actual placements this year, therefore two 1SC's are closing (one junior and one intermediate in London). This will leave two ISC classes (one junior and one intermediate) in each county, and 12 classes in total. Approval will be requested for two additional mental health teachers for a total of four. Schools can apply for collaboration funds to release classroom teachers for a half day to collaborate with the mental health teachers for programming needs for children with mental health issues. Students do not need a formal diagnosis for mental health issues for a school to access the collaboration funds. Community supportslagencies such as CAS, Vanier, CPRI, and TVCC may also be invited to the collaboration meeting(s). An additional half time teacher'will be allocated to East Elgin to increase the half time developmental class to a full time class. There will be a reduction of one Gifted Itinerant program teacher, however Itinerant support to students will not change. TVDSB has set aside a special budget line out of the total Mental Health budget for collaboration funds. Similar collaboration funds are also used to support Autism Spectrum Disorders in many schools. 2011 April 26... 20 14. REPORTS OF COMMITTEES - cont'd a. REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE - cont'd 11. INPUT FOR GRANTS FOR STUDENT NEEDS (GSN'S) Supt. Edgar noted that GSN information has not been received as yet. K. Meeson, Manager Finance will attend a SEAC meeting in May to provide an update on the GSN's and the budget. 12. APPOINTMENT OF SEAC MEMBER TO EIE COMMUNITY ADVISORY COMMITTEE The Board is currently developing an Equity and Inclusive Education (EIE) Community Advisory Committee and would appreciate a member of SEAC sitting on the committee. The mandate of the committee is to advise the Board on matters regarding the implementation of the EIE policy and action plan. The committee will assist in the continuing development of an inclusive environment for students, staff and community members. There are many diverse members invited to the committee including representatives from special education, First Nations, trustees, teachers, administrators and community leaders. There are two upcoming meetings: 2011 April 11 and 2011 May24 at 1:15 to 2:30 with future meeting dates to be determined. J. Gritzan volunteered to attend the 2011 April 11 and 2011 May 24 meetings. 13. ONTARIO COLLEGE OF TEACHERS (OCT) SPECIAL EDUCATION FEEDBACK REQUEST The OCT has commenced a review of Schedule D: Special Education Part I, II and Specialist Additional Qualification (AQ) course guidelines. They have requested feedback from SEAC by 2011 April 30 on the course guidelines. Members were previously provided with the OCT course guidelines and provided the following input: • Part I should be a compulsory requirement for all teachers as most teachers will ultimately teach at least one special education student; • OCT should pressure Faculties regarding pre -service; • role of Learning 4 All and Education for All - course content is week on assistivE technology, universal design, differentiated instruction; • assistive technology; • transition planning - student resiliency; • collaboration with school team; • OCT should ensure teachers maintain special education PD on an ongoing basis; • multi -disciplinary teams. SEAC members are asked to provide any additional feedback using the OCT Additional Qualification Course Guideline Schedule D: Special Education Part I, lI and Specialist - Feedback Form by Thursday 2011 April 21 to J. Johnston and include comments regarding including in pre -service. 14. FORUM: ASSOCIATION UPDATES A copy of a letter sent to the Minister of Transportation from Trillium Lakelands DSB regarding safeT harnesses on school bases was received and distributed to SEAC members. J. Gritzan noted that A. Morse was featured in an article from the College of Audiologist and Speech Language Pathologists. T. Fawdry announced a free Family Literacy Conference on 2011 April 28. The conference will be in two sessions: daytime - presentations and discussion for school professionals and community service providers; evening - active family literacy activities for parents and their school aged children. The event will be held at Fanshawe College. 2011 April 26... 21 14. REPORTS OF COMMITTEES - cont'd a. REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE - cont'd 14. FORUM: ASSOCIATION UPDATES - cont'd V. Towell noted that there are a number of schools involved in Restorative Practices and a free to public event will be held on 2011 April 12 at 7:00 p.m. The event is titled Walking After Midnight, Restoring Relationships in Difficult Times. T. Grant attended the first Ontario Symposium on FASD and noted itwas very well attended. 15. FUTURE MEETING DATES Monday 2011 May 02 (6:30 p.m. - 9:30 p.m.) Tuesday 2011 May 17 (10:00 a.m. -12:00 p.m.) Additional Meeting Tuesday 2011 June 07 (11:45 a.m. - 3:00 p.m.) 16. FUTURE AGENDA ITEMS Before and After Example of Student Improvement Fetal Alcohol Spectrum Disorder DVD Production Sub -committee Update (May 02) Five Minute Member Presentations (two/three groups in May & June) Special Education Report Updates (May) Budget and GSN Update (K. Meeson May 02) EIE Update (J. Gritzan May 02) Student Re -engagement Statistics Update (June) 17. ADJOURNMENT The meeting adjourned at 8:30 p.m. RECOMMENDATIONS: none J. BENNETT Chair b. REPORT OF THE TRUSTEE PROFESSIONAL DEVELOPMENT COMMITTEE 2011 APRIL 12 3:00 o.m. - 3:55 D.M. MEMBERS ADMINISTRATION & OTHERS B. McKinnon S. Pullam T. Grant T. Roberts 1. APPROVAL OF AGENDA The Agenda was approved. 2. ELECTION OF CHAIR Trustee B. McKinnon was elected as Chair of the Committee. 3. UPDATE ON 2010-2011 P.D. BUDGET The current PD budget and trustee PD expenses to date were reviewed. Each trustee is allocated approximately $1944 for PD opportunities up to April 01, 2011. Eight trustees attended the OPSBA Public Education Symposium in January. The expenses for the four new trustees who attended were charged to the PD New Trustee line as this is used for new trustee PD following a municipal election. Two trustees also attended the OPSBA Labour Relations Symposium in March. 2011 April 26...22 r-- 14. REPORTS OF COMMITTEES - cont'd b. REPORT OF THE TRUSTEE PROFESSIONAL DEVELOPMENT COMMITTEE - cont'd 3. UPDATE ON 2010-2011 P.D. BUDGET - cont'd There was discussion regarding the public reporting of trustee expenses. It was decided that due to changes in reporting requirements, that B. Greene or his designate be invited to an upcoming meeting to discuss and clarify this issue. 4. P.D. COMMITMENTS AFTER APRIL 01 To date, three (3) P.D. request forms requiring approval of funds from the P.D. monies pooled after April 01 for P.D. opportunities were received from two PD committee members. It was determined that there are adequate funds remaining to cover the cost of these requests. Both PD committee members refrained from approving their requests. It was recommended that approval for release of those funds be given as there are adequate funds available. The following recommendation was moved and carried: That since there will be adequate funds available in the Trustee PD account, the three requests submitted forfunds from the pooled PD money after2011 April 01 be approved. An email will be sent to trustees from the Chair of the PD Committee to remind them that any additional requests will be accepted, reviewed and considered at the next PD Committee meeting. The request forms should be completed and submitted to the Trustees' Office, c/o S. Pullam by April 29. Trustees are expected to complete a Professional Learning Session Reflection sheet when they return from their PD session. The form can be obtained from S. Pullam either in hard copy or electronically. Funds remaining in the PD. line after2011 August 31 would be brought forward to the next budget year and deposited in the PD. - New Trustee line as per Board motion to a maximum of $15,000.00. 5. OTHER BUSINESS It was agreed that the PD Committee thoroughly investigate and review the use of the OPSBA Professional Development Modules and how they are available. OPSBA will be asked to forward the trustees their passwords again to ensure everyone has access to them. It was suggested that some of the modules could be used and discussed in trustee groups to further dialogue. 6. NEXT MEETING The next meeting is scheduled for Monday, May 02 at 3:30 pm. 7. ADJOURNMENT The meeting was adjourned at 3:55 pm. B. MAC KINNON Chair RECOMMENDATION: That since there will be adequate funds available in the Trustee PD account, the three requests submitted for funds from the pooled PD money after 2011 April 01 be approved. The recommendation was approved on motion of B. McKinnon, seconded by T. Roberts. 2011 April 26... 23 14. REPORTS OF COMMITTEES - cont'd c. REPORT OF THE CHAIRS' COMMITTEE 2011 APRIL 20 9:15 a.m. -11:26 a.m. MEMBERS ADMINISTRATION AND OTHERS T. Grant (Chair) G. Hart B. Tucker S. Christie J. Bennett T. Roberts 1. APPROVAL OF AGENDA Items 10 a and b were added to the agenda. It was approved, as amended, by motion. 2. CONFLICTS OF INTEREST - none declared 3. REVIEW OF 2011 APRIL 26 BOARD AGENDA The agendas for the in -camera and public Board meetings of 2011 April 26, were updated. Public input related to the Norwich Accommodation Review Committee was discussed. IT Manager S. Young joined the meeting to update the Committee on plans to nun the Board meeting paperless. Netbooks with the Board material downloaded will be provided to trustees at the meeting and USB drives of the Board material will be provided to trustees in their Board packages. Manager Young will be available at 4:45 p.m., prior to the in -camera meeting, to assist trustees in setting up their netbooks. Chair Grant will apprise the trustees of the meeting arrangements. Material for the April 26 Policy Working Committee meeting will also be downloaded. The meeting will be held in the Board Room at 3:30 p.m. 4. CORRESPONDENCE - none 5. STRATEGIC PLAN Trustee responses regarding proposed dates to discuss the Board's Strategic Plan were considered. It was agreed to tentatively schedule Friday, August 26 in the p.m. and all day Saturday, August 27. Chair Grant will contact the trustees who were unable to attend on these dates. An RFP to secure the services of a facilitatorwill be prepared and brought to the Committee at a future meeting. 6. MEETING/EVENT SCHEDULING Chair Grant asked that trustees be apprised as soon as possible of upcoming events and meetings to determine their availability. Concern was raised over the number of presentations scheduled for upcoming Board meetings. Trustees are asked to be prepared for adjustments to timing of agendas and will be encouraged to hold May 17 open for a potential special Board meeting. 7. OPSBA - BILL 173 INPUT Chair Grant sought input for OPSBA related to Bill 173, an Act respecting 2011 Budget measures, interim appropriations and other matters. Highlights of the proposed amendments include Code of Conduct and Full -day Kindergarten. The Bill is available on the OPSBA website under Fast Reports. 8. FRENCH IMMERSION UPDATE An overview of French Immersion plans across the system was requested. Itwas suggested that a trustee in-service be scheduled to discuss the program and its structure. 2011 April 26...24 ,f- -�` 14. REPORTS OF COMMITTEES - cont'd c. REPORT OF THE CHAIRS' COMMITTEE - cont'd 9. TRIBUTE TO FORMER DIRECTOR OF EDUCATION BILL BRYCE Chair Grant will offer a tribute in memory of former Thames Valley Director of Education Director Bill Bryce at the April 26 Board meeting and recognize the Learn to Read Fund which he established. 10. OTHER BUSINESS a. First Nations Advisory Committee Director Tucker suggested that a discussion be held with trustees regarding the First Nations program and student achievement. b. Vocational Education Tours Committee members commented on the success of the vocational education tour for trustees held at College Avenue Secondary School in Woodstock. The next tour is scheduled for April 27 at Arthur Voaden Secondary School in St. Thomas. 11. FUTURE MEETINGS The following committee meetings were scheduled for 9:00 a.m.: — May 4, 19; — June 22. The meeting scheduled for June 7 will be held at 3:00 p.m. 12. ADJOURNMENT The meeting adjourned at 11:26 a.m. by motion. RECOMMENDATIONS: none T. GRANT Chairperson The following motion was moved by P. Jaffe, seconded by J. Todd: That the 2011 May 10 Board meeting commence at 5:00 p.m. Trustee Roberts suggested that the trustees consider regular Board business at 5:00 p.m. at the - May 10 Board meeting and that they be flexible in organizing the agenda. d. POLICY WORKING COMMITTEE Trustee Hart brought forward the Revised French as a Second Language Core French - Elementary Independent Procedure for information. 2011 April 26... 26 `-" 14. REPORTS OF COMMITTEES - confd e. REPORT OF THE COMMITTEE OF THE WHOLE -IN CAMERA 2011 APRIL 26 5.00 n_m_ to 6,15 n_m_ MEMBERS PRESENT ADMINISTRATION AND OTHERS J. Bennett (Chair) B. McKinnon B. Tucker V. Nielsen R. Campbell B. Murray L. Elliott K. Bushell J. Daniels S. Polhill B. Greene S. Christie T. Grant T. Roberts M. Sereda D. Rajala G. Hart P. Sattler (5:05) C. Bourbonnais- K. Young W. Huff R. Tisdale (5:15) MacDonald P. Jaffe J. Todd L. Griffith -Jones Regrets: J. Coghlin The Committee met in camera from 5:00 p.m. to 6:15 p.m. 1. APPROVAL OF AGENDA The agenda was approved by motion. 2. CONFLICTS OF INTEREST - No conflicts of interest were declared. 3. Confidential legal, negotiation and personal matters were discussed. 4. RISE AND REPORT A motion to rise and report was moved and carried at 6:15 p.m. RECOMMENDATIONS: 1. That the motion approved at the 2011 April 26, in -camera session related to Phase 4 and 5 Full -day Kindergarten sites be approved. 2. That, in accordance with the independent procedure - Promotional Practices: Selection Procedures and Appointment of Principals and Vice -Principals, the following people be appointed to the pool of candidates ready for appointment to the position of Vice -Principal, Elementary Schools: Candidates Present Assignment Auckland, Kevin Acting Vice -Principal, Summer's Corners PS Mallory, Cindy John Wise PS Neal, Niki Ashley Oaks, PS Pinder, Sheila Tweedsmuir PS Shoukri, Lynn Pierre Elliott Trudeau French Immersion PS JOYCE BENNETT Chairperson The recommendations were approved on motion of J. Bennett, seconded by R. Tisdale. 2011 April 26... 26 15. COMMUNICATIONS a. ONTARIO PUBLIC SCHOOL BOARDS' ASSOCIATION - UPDATE It was noted that Trustees Sattler and Hart will attend the Board of Directors meeting in Toronto to discuss Grants for Student Needs. The agenda for the 2011 June 2 summit on Children and Youth Mental Health is now available. Copies have been placed in the Trustee Conference Room. Trustee Sattler noted that the summit will also include a presentation on Kids Help Phone. b. THAMES VALLEY PARENT INVOLVEMENT COMMITTEE UPDATE Cindy McCutcheon, Chair of Wilton Grove Public School Student Council and President of the Thames Valley Parent Involvement Committee, provided an update on the work of the Committee. She advised that it is putting the finishing touches and looking forward to the Rhetoric to Reality conference commencing on 2011 April 29. She noted that they are also in the process of advertising and assisting schools in applying for the Parent Reaching Out Grant for $1,000.00 that is available to each school to help promote parent engagement. The deadline for applications is 2011 May 13, C. McCutcheon advised that the Committee is in the process of forwarding the draft Fundraising Guidelines to all school council members to request feedback on the current draft guidelines. 16. NOTICE OF MOTION Trustee Todd presented the following motion: Whereas limiting paper use and cost by implementing information technologies at Board meetings; Whereas Thames Valley District School Board has successfully launched paperless week in order to demonstrate the potential for reducing the use of paper; and Whereas the Board's collective experience during paperless week has provided us with valuable insight into the opportunities and challenges; and Whereas the Council of the County of Elgin has successfully implemented a paperless method for handling decision -support documents, using iPad technology to distribute documents and use them during formal council meetings; and Whereas notable cost savings have been identified in the County of Elgin that recovers the implementation costs; and Be it resolved that the administration of the Thames Valley District School Board assess the costs and strategy for implementing digital document handling for all Board affairs, including such technology tools as the iPad and Netbooks, and report the results with recommendations to a Board meeting. 17. MOTION - NOTICE OF WHICH HAS BEEN GIVEN - none 18. ADDITIONAL ITEMS - none 19. QUESTIONS/COMMENTS BY MEMBERS Trustee Hart suggested that the Policy Working Committee be the first to implement a paperless format as close to 100 pages of paper per committee member were not printed for the Apd] 26 meeting as a result of Paperless Week. 2011 April 26... 27 20. ADJOURNMENT The meeting adjourned at 10:13 p.m. on motion of S. Polhill, seconded by J. Todd. Confirmed: 2011 April 26... 28 SUMMARY OF APPROVED RECOMMENDATIONS OF 2011 APRIL 26 That Recommendations 1 through 4 of the Senior Administrative Response to the Sherwood Forest Accommodation Review Committee be deferred to the 2011 June 28 Board meeting for consideration. Thatthe Sherwood Forest Accommodation Review Committee (Orchard Park, Sherwood Forest, and University Heights Public Schools) be disbanded. - That the students of Norwich, North Norwich and Otterville Public Schools be accommodated at the former Norwich District High School and East Oxford Central Public School sites as of 2012 September 01. That Norwich Public School at 8 Elgin Street, Box 327, Norwich, NOJ 1 PO, be closed as of 2012 June 30, and declared surplus. - That North Norwich Public School at 640 Main Street S., Box 40, Burgessville, NOJ 1 CO, be closed as of 2012 June 30, and declared surplus. That Otterville Public School at 318 Main Street W., Otterville, NOJ 1 RO, be closed as of 2012 June 30, and declared surplus. That renovations and program enhancements occur at the former Norwich District High School for the conversion to an elementary school to meet TVDSB standards. - That a boundary review be completed and the opportunity for input be given to the Norwich, North Norwich, Otterville and East Oxford Centralschool communities. - Thata Design Committee be established forthe consolidated Norwich elementary school to give input into the design process. - Thata Naming Committee be established for the consolidated Norwich elementary school to provide potential names to the Board of Trustees for its consideration. - THAT since there will be adequate funds available, the three requests submitted for funds from the pooled PD money after April 01, 2011 be approved. That the motion approved at the 2011 April 26 in -camera session related to Phase 4 and 5 Full -day Kindergarten sites be approved. - That, in accordance with the independent procedure - Promotional Practices: Selection Procedures and Appointment of Principals and Vice -Principals, the following people be appointed to the pool of candidates ready for appointment to the position of Vice -Principal, Elementary Schools: Candidates Present Assignment Auckland, Kevin Acting Vice -Principal, Summer's Corners PS Mallory, Cindy John Wise PS Neal, Niki Ashley Oaks, PS Pinder, Sheila Tweedsmuir PS Shoukri, Lynn Pierre Elliott Trudeau French Immersion PS That the 2011 May 10 Board meeting commence at 5:00 p.m.