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12/20/2011 - Regular Board Meetingf i THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2011 DECEMBER 20,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER V 2.O CANADA V 3.SPECIAL MUSICAL PRESENTATION -London Central Secondary School Jazz Band V 4.APPROVAL OF AGENDA M 5.OFFICIAL RECORD 6.RECOGNITIONS a.Diane O'Shea,Medway Secondary School -Adelaide Hoodless Award for Excellence V 7.CONFLICTS OF INTEREST V 8.CHAIR'S ANNOUNCEMENTS V 9.DIRECTOR'S ANNOUNCEMENTS V 10.ADMINISTRATIVE PRESENTATIONS -none 11.MINUTES OF THE 2011 NOVEMBER 22 BOARD MEETING,2011 NOVEMBER 29, DECEMBER 1 AND DECEMBER 13 SPECIAL BOARD MEETINGS M a.Confirmation of Minutes b.Business Arising from the Minutes 12.STUDENT TRUSTEES'UPDATE V 13.REPORTS FROM THE ADMINISTRATION a.Boundaries for Lord Nelson Public School and Prince Charies Public School M b.Boundaries for Adelaide-W.G.Macdonald Public School,Caradoc North Public School, North Meadows Public School,and the New Strathroy Public School M 14.REPORTS OF COMMITTEES a.Policy Working Committee,2011 November 22 M b.Special Education Advisory Committee,2011 December 5 M c.Chairs'Committee,2011 December 14 M d.Committee of the Whole -In Camera,2011 December 20 V 15.COMMUNICATIONS a.Ontario Public School Boards'Association -Update V b.South West Community Care Access Centre M c.Town of Ingersoll M 16.NOTICE OF MOTION > 17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 18.ADDITIONAL ITEMS 19.QUESTIONS/COMMENTS BY MEMBERS 20.ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING,PUBLIC SESSION 2011 DECEMBER 20 The Board met In regular session on 2011 December20 in the Board Room atthe Education Centre,meeting in public session at 7:00 p.m. to 11:11 p.m.The following were in attendance. TRUSTEES ADMINISTRATION AND OTHERS V.Nielsen J.Bennett (Chair)B.McKinnon (-10:00)B.Tucker M.E.Smith S.Amrl (-10:30)S.Polhill K.Dalton B.Sonier R.Campbell T.Roberts L.Elliott P.Tufts J. Coghlin P.Sattler{7:10)M.Sereda K.Wilkinson T.Grant W.J.Tai (-10:30)C.Bourbonnias-MacDonald K.Bushell G.Hart R.Tisdale K.Edgar S.Christie P.Jaffe J.Todd L.Griffith-Jones K.Young S.Hughes B.Seto Regrets:W. Huff M.Moynihan K.Aitken 1.CALL TO ORDER. Board Chair J.Bennett called the meeting to order at 7:00 p.m. 2./3.0 CANADA AND MUSICAL PRESENTATION The appreciation of the Board was extended to the Central Secondary School Jazz Band for their performance and Conductor Linda Wharton for leading in the singing ofO Canada and performing four musical selections. APPROVAL OF AGENDA The agenda was approved on motion of T.Grant seconded by S.Polhill. OFFICIAL RECORD -none RECOGNITIONS a.Diane O'Shea,Medway Secondary School -Adelaide Hoodless Award for Excellence Supt.M. Moynihan introduced Diane O'Shea,recipient of the Adelaide Hoodless Award for Excellence.Ontario Family Studies-Home Economics Educators'Association (GFSHEEA)offers this award in recognition of Adelaide Hoodless,founder of the Women's Institutes that educated women in order to improve the lives of families. She noted that Ms O'Shea,Department Head of Family Studies at Medway High School,has demonstrated teaching excellence in Family Studies and role models the legacy of Adelaide Hoodless. 7.CONFLICTS OF INTEREST -No conflicts of interest were declared. 8.CHAIR'S ANNOUNCEMENTS Chair Bennett advised that she attended a recent meeting with the municipal leaders of Dutton-Dunwich where there was a good exchange of information between the leaders and the Capital Planning team. She noted that the information exchanged will help make better decisions for students in the long run. The next meeting will take place on 2012 January 18 at 1:00 p.m.at the Education Centre with the leaders from West Elgin.She encouraged any trustees that are available to attend to contact T. Levschuk as soon as possible. 2011 December 20...2 8.CHAIR'S ANNOUNCEMENTS -cont'd ChairBennett reminded trustees to contact S. Pullamiftheyare planningtoattend the PEZ conference, as the registration deadline is 2011 December 23.She also reminded trustees to take all confidential materials when leaving the Board Room. 9.DIRECTOR'S ANNOUNCEMENTS Director Tucker advised that the Board has received Year 4 -Full-day Kindergarten (FDK)capital approval from the Ministryof Education.Exec. Officer K. Bushell noted that the Board has received a grant for$14.5Mand will,therefore, begin the design process and prepare projects for 2013. There will be 24 new-build classrooms and renovations to 13 classrooms to accommodate FDK students. A recent article inthe Globe and Mai!regarding credit ratings and the provincialdeficitforthe broader public sector .which may result in higher financing costs,was discussed. In response to a question regarding implications and the Impact on school board projects, Director Tucker advised that the Board is not yet able to determine the implications; however, the Board will continue to move forward and monitorfundingand payments.He noted that Ifthere isa drastic change, trustees will be advised in advance of the budget process. Director Tucker updated trustees on security measures underway at the Education Centre as a result of significant thefts and intruders to the building.He advised that a meeting was held with Education Centre staff to apprise them ofthe new security procedures notingthe intentto mirror safety procedures In place at Thames Valley schools.He asked that trustees sign In and out at the Reception Centre to ensure that all individuals can be accounted for inthe event that ItIs necessary to contact them or to evacuate the building in an emergency. Director Tucker recognized three staff members at South Secondary School who went beyond their responsibilities when sprinklers were set off In the gym causing significant water damage hours prior to the school's Christmas concert.Because of their dedication,quick thinking and hard work,guests to the school were able to enjoy the concert unaware of the emergency that had taken place earlier in the day. He extended appreciation on behalf of the Administration and trustees to K.Perrow,T. Lawrence and K.Dartch. 10.ADMINISTRATIVE PRESENTATIONS -none 11.MINUTES OF THE 2011 NOVEMBER 22 BOARD MEETING, 2011 NOVEMBER 29, DECEMBER 1 AND DECEMBER 13 SPECIAL BOARD MEETINGS a.CONFIRMATION OF MINUTES The minutes of the Regular Board Meeting,2011 November 22 and Special Board Meetings 2011 November 29,December 1 and December 13 were adopted on motion of T.Roberts,seconded by G. Hart. b.BUSINESS ARISING FROM MINUTES i.2011 November 22 Itwas noted that Senior Administration has begun the process ofpreparingthe follow-up report on late school starts and is currentlyreceiving feedback from parents and the community. In response to a question regarding initiatives to attract and retain students at the school level. Itwas noted that schools knowtheircommunities. Therefore, communication has historically been more effective at the school level rather than on a system-wide basis. 2011 December 20...3 11.MINUTES OF THE 2011 NOVEMBER 22 BOARD MEETING,2011 NOVEMBER 29, DECEMBER 1 AND DECEMBER 13 SPECIAL BOARD MEETINGS -cont'd b.BUSINESS ARISING FROM MINUTES -cont'd 11.2011 November 29 A request to extend the due date for receipt of Presenters'Packages to after the Christmas break was discussed. It was noted that a report on Enrolment versus Capacity is distributed annually in January pending Ministry approval. The report is based on the submitted October 31 student enrolment numbers. Responding to a question related to strategies to communicate the accommodation review process with the Board's communities,it was noted that the Board's website and newspapers, as well as correspondence to families at the school level are used.It was suggested that "push"emails be sent out on a go-forward basis.Further suggestions are welcomed by the Capital Planning Committee. 12.STUDENT TRUSTEES'UPDATE -none 13.REPORTS FROM THE ADMINISTRATION a.Boundaries for Lord Nelson Public School and Prince Charles Public School Exec. Supt.K.Dalton introduced the following report to establish the attendance areas for Lord Nelson Public School and Prince Charles Public School to be effective 2012 September 01,as a resultof the closure of Sir Winston Churchill Public School in June 2012.She was joined by Supt. P. Tufts,Supt.M. Moynihan and Planning Officer B.Seto. The Board, at its meeting of 2011 June 14,approved the following motions: THAT the students of Sir Winston Churchill Public School be accommodated at Prince Charles and Lord Nelson Public Schools; THAT Sir Winston Churchill Public School at 1837 Churchill Ave,London,N5W 2L3,be closed as of 2012 June 30,and declared surplus. THATa community input meeting be planned forthe Fall of 2011 to consult regarding the new boundaries for Prince Charles and Lord Nelson Public Schools,effective September 2012. Following the approval of the recommendations,the Board began consultation.Parent representatives from Lord Nelson, Prince Charles and Sir Winston Churchill Public Schools, selected by their respective School Councils, formed a Focus Group and met with the area Superintendent of Education, and the Planning Officer on 2011 November 10 at Sir Winston Churchill Public School.An overview was provided which included: i.The decision of the Board of Trustees to close Sir Winston Churchill Public School as of 2012 June 30. ii.The purpose ofthe boundary review process was togather inputregardingthe designationof the students from Sir Winston Churchill Public School to Lord Nelson Public School and/or Prince Charles Public School from the families of the three school communities. 2011 December 20...4 13.REPORTS FROM THE ADMINISTRATION -cont'd a.Boundaries for Lord Nelson Public School and Prince Charles Public School -cont'd iii.Areviewofcurrent attendance area maps forthe three schools including the currentstudent enrolment of Lord Nelson Public School, Prince Charles Public School, and four different geographical zones ofSir Winston Churchill Public School. Adiscussionofpossibleboundary scenarios and the advantages of each scenario were noted bythe Focus Group members. iv.The understandingthat the placement ofsystem level classes was determined byProgram Services upon reviewing student enrolmentand space availability inschools. Afterdiscussion, itwas decided by the Focus Group members that seven potential boundary scenarios would betakentoa Parent Community iWeeting wherethey would bediscussed, adjusted as appropriate,and finalized for inclusion in input forms to be distributed to the three school communities. The 2011 November 23 Parent Community Meeting was held at Sir Winston Churchill Public School. Attendees were advised ofthe purpose ofthe meeting-to discuss and adjust boundary scenarios and determine those that would be included inthe input forms to be distributed to each family in the Lord Nelson,Prince Charles and Sir Winston Churchill Public Schools.After considerable dialogue, itwas agreed that all seven boundary scenarios would be distributed to families inthe three schools in order to seek their input. The Input forms were distributed to the families of Lord Nelson,Prince Charles and Sir Winston Churchill Public Schools,asking parents for their input Into the seven boundary scenarios that would designate students from Sir Winston Churchill Public School to Lord Nelson Public School and/or Prince Charles Public School. Attached to the surveywas a backgrounder,outlining the Board decision to seek input into new school boundaries.Written descriptions of the seven boundary scenarios including advantages/concerns of each as provided by Focus Group members, resulting enrolments for each proposed boundary scenario (Appendix B),and a map to assist in illustrating the seven scenarios were provided.Descriptors of the boundary scenarios for Lord Nelson and Prince Charles Public Schools,based on 2011 October 31 enrolment are summarized below: Scenario #1 Scenario #1 would move the entire student population (regular programming)of Sir Winston Churchill Public School to Prince Charles Public School. Scenario #2 Scenario #2 would move the entire student population (regular programming) of Sir Winston Churchill Public School to Lord Nelson Public School. Scenario #3 Scenario #3 would move Zone AofSirWinston ChurchillPS to Prince Charles PublicSchool, and Zones B, C,and D of Sir Winston Churchill Public School to Lord Nelson Public School. Scenario #4 Scenario #4 would move Zones A and B of Sir Winston Churchill Public School to Prince Charles Public School,and Zones C and D of Sir Winston Churchill Public School to Lord Nelson Public School. 2011 December 20...S 13.REPORTS FROM THE ADMINISTRATION -cont'd a.Boundaries for Lord Nelson Public School and Prince Charles Public School -cont'd Scenario #5 Scenario #5 would move Zones A, B,and C of Sir Winston Churchill Public School to Prince Charles Public School,and Zone D of Sir Winston Churchill Public School to Lord Nelson Public School. Scenario #6 Scenario #6 would move Zones A and D of Sir Winston Churchill Public School to Prince Charles Public School,and Zones B and C of Sir Winston Churchill Public School to Lord Nelson Public School. Scenario #7 Scenario #7 would move Zone D of Sir Winston Churchill Public School to Prince Charles Public School,and Zones A, B and C of Sir Winston Churchill Public School to Lord Nelson Public School. Giventhe similar preferences for scenarios #3 and #4 fromthe three combinedschool communities (Appendix C)coupled with the overall low response rate (157 of 838 families),Senior Administration recommends scenario #4 as noted on the first page of this report.Scenario #4 allows for a balanced school enrolment in the two resultant schools.As well,approved Full Day Kindergarten Capital Funding will allow for purpose-built classrooms to be constructed at Prince Charles Public School which will increase the capacity ofthe school to accommodate students fromthe designated area. RECOMMENDATIONS: 1.That the attendance area for Lord Nelson Public School effective 2012 September 01 be as follows: The current Lord Nelson Public School attendance area plus Zones C and Dof the current Sir Winston Churchill Public School attendance area as illustrated on the attached map {Appendix A),such that: "Beginning at the intersection of Beatrice Street and Dundas Street,thence proceeding in an easterly direction along the centre line of Dundas Street until its intersection with the virtual extension of Speight Boulevard,thence proceeding in a northerly direction until its intersection with the back of the lots fronting onto the north side of Oxford Street,thence proceeding inan easterly direction along the back of the lots frontingonto the north side of Oxford Street until its Intersection with Crumlin Road,thence proceeding in a northerly directionalong the centre lineofCrumlinRoad untilits intersection withHuron Street,thence proceeding in an easterly direction along the virtual extension of Huron Street until its intersection with the point which Is midway between Creamery Road and Nissourl Road, thence proceeding ina southerly direction untilits intersection with Dundas Street,thence proceeding in an easterly direction along the centre line of Dundas Street until its intersection with a point which is midway between Crumlin Road and Shaw Road,thence proceeding ina southerly direction untilits intersection withthe point that ismidway between Gore Road and Trafalgar Street,thence proceeding in a westerly direction until its intersection withthe east municipal boundary of the Cityof London,thence proceeding in a southerly direction along the easterly boundary of the Cityof London until its intersection withthe back of the lots fronting onto the south side of Gore Road,thence proceeding ina westerly directionalong the back ofthe lots fronting onto the south side ofGore Road until its intersection with the east municipal boundary limits of the City of London, 2011 December 20...6 13.REPORTS FROM THE ADMINISTRATION -cont'd a.Boundaries for Lord Nelson Public School and Prince Charles Public School -cont'd Recommendations'cont'd thence proceeding Ina southerly direction along the east municipal boundary limitof the Cityof London untilits Intersection withthe Thames River,thence proceeding ina westerly direction along the Thames River until the virtual Intersection with Crumlin Road,thence proceeding ina northerly direction along the centre lineofCrumlin Road untilits intersection with Trafalgar Street,thence proceeding in a northerly direction along the back of the lots along the west side of Crumlin Road until its intersection with Dundas Street,thence proceeding along the centre line of Dundas Street until its intersection with Carlyle Drive, thence proceeding in a southerly direction along the centre line of Carlyle Drive until its virtual extension of Trafalgar Street,thence proceeding in a westerly direction along the centre lineof Trafalgar Street untilits intersection with Clarke Road,thence proceeding in a southerly direction along the centre line of Clarke Road until its intersection with the CN railway line,thence proceeding in a westerly direction along the CN railway line until its intersection with the centre line of Falcon Street,thence proceeding in a northerly direction along the centre line of Falcon Street and Atkinson Boulevard until its intersection with Wavell Street,thence proceeding In a westerly direction along the centre line of Wavell Street untilits intersection with Edmonton Street,thence proceeding Ina northerly direction along the centre line of Edmonton Street until its intersection with Walkway 5/Churchill Street,thence proceeding in an easterly direction along the centre line of Walkway 5/Churchill Street until the point in line with the back of the lots fronting onto the east side of Hilton Avenue,thence ,proceeding in a northerly direction along the back of the lots fronting onto the east side of Hilton Avenue until its intersection with Dundas Street." 2.That the attendance area for Prince Charles Public School effective 2012 September 01 be as follows: The current Prince Charles Public School attendance area plus Zones A and B of the current Sir Winston Churchill Public School attendance area as illustrated on the attached map (Appendix A),such that: "Beginning at the intersection ofthe CN railwaylineand Egerton Street (south of Margaret Street),thence proceeding in an easterly direction along the CN railway line until its intersection with the CP railway line,thence proceeding ina northerly direction along the CP railway line until its intersection with Dundas Street,thence proceeding in an easterly direction along the centre line of Dundas Street until its intersection with Beatrice Street, thence proceeding ina southerly direction along the back of the lots fronting onto the east side of Hilton Avenue until its intersection with Walkthrough 5/Churchill Street,thence proceeding in a westerly direction along the centre line of Walkthrough 5/Churchill Street untilits intersection with Edmonton Street,thence proceeding ina southerly direction along the centre line of Edmonton Street until its intersection with Wavell Street,thence proceeding in an easterly direction along the centre line of Wavell Street until its intersection withAtkinson Boulevard,thence proceeding in a southerly direction along the centre line ofAtkinsonBoulevardand Falcon Street until itsintersectionwiththe CN railway line,thence proceeding ina westerly directionalong the CN railwayline until itsIntersection withEgerton Street (south ofBrydges Street),thence proceeding ina northerlydirection along the centre line of Egerton Street until its intersection with the CN railway line (south of Margaret Street)." 3.That a decision regarding the boundaries for Lord Nelson Public School and Prince Charles PublicSchool be deferred to 2012 January 24 to allowforthe receipt of publicinputat the 2012 January 10 Board meeting. 2011 December 20...7 13.REPORTS FROM THE ADMINISTRATION -cont'd a.Boundaries for Lord Nelson Public School and Prince Charles Public School -cont'd Exec. Supt. Dalton requested that Recommendations 1 and 2 be deferred to the 2012 January 24 Board meeting.Recommendations 1 and 2 were moved by P. Jaffe,seconded by R.Tisdale. The Administration responded to questions from trustees regarding deadlines for public input on the boundary reviews.Concern was raised regardingthe timelineforpublicinputandwhether 2011 December 31 would allow for the community to respond during the holiday season.It was suggested that an exception be made fromthe Board Bylawswhichrequirethat requests forinput be received eight working days prior to the Board meeting at which it will be received. Itwas queried whythe return rate of surveys fromthe community was low. Supt. P.Tufts noted that every effort was made at the school level to get the information to families seeking their Input. It was noted that the Edulog program is not able to provide a breakdown offamilies by zone. Exec. Supt. Dalton spoke to the impact on delayingthe issue further.She reminded members of the time lines in place including the transition and naming committees,as well as the scheduled opening of the new school for September 2012 which requires that the boundary process be completed.Director Tucker also noted that the Board must consider that the community is anxious to know where their children will be attending school in the Fall and any further delay may cause further uncertainty. Aftera lengthy discussion,the following motion was moved by P. Jaffe,seconded byJ. Todd: That public input on the Lord Nelson and Prince Charies Public Schools boundary review be received by noon on January 6,2012. The following amendment was moved by P.Sattler,seconded by R.Tisdale and rejected: That public input on the Lord Nelson and Prince Charles Public Schools boundary review be received by 4:00 p.m. on January 10,2012. The main motion carried. Recommendation 3 was approved on motion of S.Polhill,seconded by R. Campbell: That a decision regarding the boundaries for Lord Nelson PublicSchool and Prince Charies Public School be deferred to 2012 January 24 to allowforthe receipt ofpublicinputat the 2012 January 10 Board meeting. b.Boundaries for Adelaide-W.G.Macdonald Public School,Caradoc North Public School, North Meadows Public School,and the Nevir Strathroy Public School Exec. Supt.Dalton presented the following reportseeking to establish the attendance areas for Adelaide-W.G.MacDonald Public School,Caradoc North Public School,North Meadows Public Schooland the newStrathroy PublicSchool. The areas wouldbe effective 2013 September 01and are the result of the closure of Southdale Public School and Colborne Street Public School in June 2013. 2011 December 20...8 13.REPORTS FROM THE ADMINISTRATION -cont'd b.Boundaries for Adelaide-W.G.Macdonald Public School,Caradoc North Public School, North Meadows Public School,and the New Strathroy Public School -cont'd The Board,at its meeting of 2011 June 28,approved the following motions: That subject to Ministryof Education approval for Capital Funding,that Colborne Street Public School at 25 Colborne St.,Strathroy,ON N7G 2M1 be closed as of 2013 June 30 and declared surplus; That Southdale Public School at 248 Keefer St., Strathroy, ON N7G 1E2 be closed as of 2013 June 30; That a new JK - 8 English language elementary school in Strathroy be constructed to current Board standards; That a permanent addition,renovations and enhancements of program space be made to meet TVDSB standards for North Meadows Public School. That the English program students at Colborne Street Public School be accommodated at the new Strathroy elementary school and North Meadows Public School. That the students of Southdale Public School be accommodated at the new Strathroy elementary school and North Meadows Public Schools. That Senior Administration consult with Adelaide-W.G.MacDonald,Caradoc North,Colborne Street,North Meadows and Southdale Public School communities on the boundaries for North Meadows Public School and the proposed Strathroy elementary school. Following approval of the recommendations,the Board began consultation.Parent representatives from Adelaide-W.G.MacDonald,Caradoc North,Colborne Street,North Meadows, and Southdale Public Schools,selected by their respective School Councils, formed a Focus Group and met with a trustee, the area Superintendent of Education, and the Planning Officer on 2011 November 07 at North Meadows Public School. An overview was provided which included; i.The decision of the Board of Trustees to close Colborne Street and Southdale Public Schools as of 2013 June 30. ii.The purpose ofthe boundary review process was to gather inputregarding the designation of the students from Southdale Public School and Colborne Street Public School to North Meadows Public School and/or the New Strathroy Public School. The review process was to involve consultation with the five school communities of Adelaide-W.G.MacDonald,Caradoc North,Colborne Street,North Meadows,and Southdale Public Schools. iii.The current attendance area maps and projected enrolments for the five schools were reviewed. As well,enrolment data regarding students currentlyresidingon the peripheryofthe Colborne Street,North Meadows,and Southdale Public Schools attendance areas were provided. A discussion of possible boundary scenarios and the advantages of each scenario were noted by the Focus Group members. 2011 December 20...9 13.REPORTS FROM THE ADMINISTRATION -cont'd b.Boundaries for Adelaide-W.G.Macdonald Public School,Caradoc North Public School, North Meadows Public School,and the New Strathroy Public School -cont'd iv.The understanding that the placement of system level classes was determined by Program Services upon reviewing student enrolment and space availability in schools.Through the Accommodation Review Process,it was determined that the New Strathroy Public School would contain a Special EducationSuite intowhich the self-contained classes at Adelaide-W.G. MacDonald and Colborne Street would transfer. After discussion,the Focus Group requested additional information including the breakdown of students in each attendance area by English and French Immersion programming,as well as new subdivision development projections. The 2011 November 14 Parent Community Meeting was held at Southdale Public School. Attendees were advised of the purpose of the meeting - to discuss and adjust boundary scenarios and determine those that would be included in the input forms to be distributed to each family in the Adelaide-W.G.MacDonald,Caradoc North,Colborne Street,North Meadows,and Southdale Public Schools.Attendees were provided with maps of the current attendance areas for each of the participating schools,current enrolment by school illustrating English and French Immersion students,and a map illustrating the development locations and enrolment estimates by school.A summary of the possible scenarios discussed with Focus Group members,including resulting enrolment,was reviewed. After considerable dialogue, itwas requested by audience members that Focus Group members re-convene and give consideration to re-drawing the boundaries for all schools involved in the boundary review process. On 2011 November 24,the Focus Group members re-convened with two trustees,the area Superintendent of Education, and the Planning Officer at North Meadows Public School. Information provided to the participants included;a Strathroy area map illustrating existing attendance areas and various geographical zones with enrolment data, a map illustrating Strathroy subdivision development and enrolment estimates,a map which illustrated current locations of students attending Adelaide-W.G.MacDonald and Caradoc North Public Schools,and estimated enrolment projections for each of the schools involved inthe process.Aftera lengthy discussion, the Focus Group parent representatives developed two boundary scenarios which they believed would provide long-term viabilityto all five schools. The input forms were distributed to the families of Adelaide-W.G. MacDonald,Caradoc North, Colborne Street,North Meadows,and Southdale Public Schools,asking parents for their input into the two boundary scenarios developed bythe Focus Group members.Attached to the inputform was a backgrounder,outlining the Board decision to seek input into school boundaries for North Meadows and the New Strathroy Public Schools. Written descriptions of the two boundary scenarios including the rationale for each as provided by Focus Group members,resulting enrolments for each proposed boundary scenario (AppendixC), and maps to assist in Illustrating the two scenarios were provided. Descriptors ofthe boundary scenarios for schools Involved inthe process,based on 2011 October 31 enrolment,are summarized below; Scenario #1 Scenario #1 is illustrated on 2 separate maps,one which illustrates the town of Strathroy and the second which illustrates the current attendance areas for all four schools. 2011 December 20...10 13.REPORTS FROM THE ADMINISTRATION -cont'd b.Boundaries for Adelaide-W.G.Macdonald Public School,Caradoc North Public School, North Meadows Public School,and the New Strathroy Public School -cont'd Focus Group Rationale decreases the number of portables required at Caradoc North Public School accounts for the projected enrolment growth northwest of Carroll Street between the current Colborne Street and Southdale boundaries ensures the viabilityof Adelaide-W.G.MacDonald Public School ensures that the community of Adelaide-Metcalfe stays together n summary,scenario #1 would result in the following: current Colborne Street Public School {English Programming)would attend the New Strathroy school; current Southdale Public School would attend the New Strathroy school; students on the south side of Carroll Street,adjacent to the Southdale boundary,would attend the New Strathroy school; students residing to the southwest of the Southdale boundary (i.e.,Bridlepath and new subdivision area)would attend the New Strathroy school; the North Meadows Public School attendance area would be expanded north to the 402 and west of Drury Lane;and students residing in the Adelaide-iVletcalfe area,as illustrated on the second map,would attend Adelaide-W.G.MacDonald Public School. Scenario #2 Scenario #2 as illustrated on one map. Focus Group Rationale bolsters Adelaide-W.G.MacDonald Public School enrolment to ensure the viability of the school divides student populations by the main arteries in Strathroy moving the Bridlepath and adjacent new subdivision to the New Strathroy school decreases overcrowding at Caradoc North Public School In summary,scenario #2 would result in the following: •current Southdale Public School would attend the New Strathroy school; students on the south side ofCarroll Street,adjacent to the Southdale boundary, would attend the New Strathroy school; students residing to the southwest of the Southdale boundary (I.e., Bridlepath and new subdivision area)would attend the New Strathroy school; students residing in the area bordered by Centre Road,Panneii Lane, Drury Lane,and Saulsbury Street would attend Adelaide-W.G.MacDonald Public School;and •current Colborne Street PublicSchool (English Programming)would be divided,along Metcalfe Street and the railwaytracks,between the New Strathroy school and North Meadows Public School. Senior Administration supports the recommendations as illustratedon page 1ofthis reportforthe following reasons: 'both the ARC Report and the Senior Administrative Response to the ARC supported minimizing the disruption of students through a boundary review; 2011 December 20...11 13.REPORTS FROM THE ADMINISTRATION -cont'd b.Boundaries for Adelaide-W.G.Macdonald Public School,Caradoc North Public School, North Meadows Public School,and the New Strathroy Public School -cont'd • input collected from parents (Appendix D) clearly indicates that those families residing in the Adelaide-Metcalfe area and attending Caradoc North Public School have a strong preference for not relocating,given that redesignation occurred as of 2010 September; •similar response rates were received for scenarios #1 and #2 from the five combined school communities (Appendix D); •there was an overall low response rate (288 of 1102 families);and •enrolment projections (AppendixF)support boththe ARCReport and the Senior Administrative Response to the ARC recommended the continued viability of Adelaide-W.G.MacDonald, Caradoc North,North Meadows and Southdale Public Schools. RECOMMENDATIONS: 1.That the attendance area for Adelaide-W.G.MacDonald Public School effective 2013 September 01 be as follows: The current Adelaide-W.G.MacDonald Public School attendance area. 2.That the attendance area for Caradoc North Public School effective 2013 September 01 be as follows: The current Caradoc North Public School attendance area minus the south side of Carroll Street adjacent to the current Southdale attendance area. 3.That the attendance area for North Meadows Public School effective 2013 September 01 be as follows: The current North Meadows Public School attendance area. 4.That the attendance area for the new Strathroy public school,subject to Ministryof Education capital funding approval,effective 2013 September 01 be as follows: The current Colborne Street Public School attendance area for English Programming,the current Southdale Public School attendance area,and the south side of Carroll Street adjacent to the current Southdale attendance area. "Beginning at a point which is the intersection of Melbourne Road and the west limitof the Strathroy Municipal Cemetery,thence proceeding ina northerly direction to its Intersection with the Sydenham River,thence proceeding in an easterly direction along the Sydenham River to a point which intersects with the virtual extension of the back of the lots along the east side of Parkview Drive,thence proceeding ina southerly direction to its intersection with HickoryDrive,thence proceeding ina westerly direction along the centre lineof HickoryDrive to its intersection with the back of the lots fronting onto to east side of Metcalfe Terrace, thence proceeding Ina south-easterly direction along a virtual extension of the back of the lots fronting onto the east side of Parkview Drive,Hemlock Boulevard and Willow Crescent to its intersection with Glengyle Drive,thence proceeding ina southwesterly direction to its intersection with the Railway line,thence proceeding ina westerly direction along the Railway lineuntilits intersection with Caradoc Street South,thence proceeding ina southerly direction along the centre lineof Caradoc Street South until its intersection withCarroll Street,thence proceeding ina southwesterly direction along the back ofthe lotsfrontingonto the south side of Carroll Street/Calvert Drive until its intersection with Park Street, 2011 December 20...12 13.REPORTS FROM THE ADMINISTRATION -contM b.Boundaries for Adelaide-W.G.Macdonald Public School,Caradoc North Public School, North Meadows Public School,and the New Strathroy Public School -cont'd RECOMMENDATIONS -cont'd thence proceeding ina northerlydirection along the back ofthe lots frontingonto the west side of Park Street continuing to include the back ofthe lotsfrontingonto the west side ofSouthfield Drive plus all homes fronting onto Sharpe Drive and VineAvenue, eventually intersecting with the centre lineof Melbourne Road,thence proceeding ina westerly direction along the centre line of Melbourne Road until its intersection with the west limit of the Strathroy Municipal Cemetery." 5.That a decision regarding the boundaries for Adelaide-W.G.MacDonald Public School, Caradoc North Public School, North Meadows Public School,and the new Strathroy public school be deferred to 2012 January 24 to allow for the receipt of public input at the 2012 January 10 board meeting. Recommendations 1 through 4 were moved by J. Coghlin,seconded by B. McKinnon. The Administration responded to questions by trustees.The issue of subdivisions currently under development was discussed,including their potential boundaries. Clarification was sought regarding enrolment projections for the boundary recommendation for Caradoc North. Specifically,whether the numbers that the Focus Group used differed from the numbers that were included in the survey.Supt.Moynihan explained that when the numbers are drawn at the Focus Group meeting,according to the boundary area,the lines are adjusted on the drawing. However,they cannot capture precisely the number of students at that time.The actual number is generated using the Edulog software.Those numbers were then shared with the Focus Group allowing itto use the information to make recommendations related to the various scenarios. Itwas noted that the Southwestern Ontario StudentTransportation Service (STS)has notyet drawn the boundary forthe new school; however, itis expected that the majorityofthe Colborne area will be outside of the 1.6km range. The Focus Group expressed its concern over process,deviated time lines and the discrepancies in the numbers when,plus or minus 10 or more students,could make a difference in terms of the OTG of a school. In response to a question,it was noted that special education students will be moved to the new school where a DC site will be constructed to provide the necessary accommodation to special needs students. Recommendation 5 was approved on motion of R. Campbell,seconded by G. Hart: That a decision regarding the boundaries for Adelaide-W.G.Macdonald Public School,Caradoc North Public School, North Meadows Public School, and the new Strathroy Public School be deferred to 2012 January 24 to allow forthe receipt of public inputat the 2012 January 10 Board meeting. Trustee Coglin requested that the deadline forpublicinputbe extended forthe boundary reviewfor Adelaide-W.G.MacDonald Public School,Caradoc North Public School,North Meadows Public School and the new Strathroy Public School. The following motion was moved by J.Coghlin, seconded by T.Grant and carried: 2011 December 20...13 13.REPORTS FROM THE ADMINISTRATION -cont'd b.Boundaries for Adelaide-W.G.Macdonald Public School,Caradoc North Public School, North Meadows Public School,and the New Strathroy Public School -cont'd RECOMMENDATIONS -cont'd That public input on the Adelaide-W.G.MacDonald Public School,Caradoc North Public School,North Meadows Public School and the new Strathroy Public School boundary review be received by 12:00 p.m. on January 6,2012. In response to a question,it was confirmed that the community was made aware that public input would be received on 2012 January 10. Trustee McKinnon left the meeting at 10:00 p.m. 14.REPORTS OF COMMITTEES a.REPORT OF THE POLICY WORKING COMMITTEE 2011 November 22 MEMBERS PRESENT ADMINISTRATION AND OTHERS G. Hart (Chair)L.Elliott K.Aitken J.Bennett T.Roberts M.Sereda P.MacKenzie T.Grant R.Tisdale K.Edgar C.Johnston (+2:48)L.Griffith-Jones S.Christie B.Strong Absent::W.Huff 1.APPROVAL OF AGENDA -The agenda was approved by motion. 2.CONFLICTS OF INTEREST-none declared. 3.COMMITTEE REPORT OF AND TRACKING SHEET The Attendance Areas for Students policyand procedure was added to the tracking sheet as it was referred back to the Administration in May,2010, for further consideration.Chair Hart expressed concern regarding community confusion over boundary reviews and attendance areas.He noted that there has not been a defined way of selecting committees to review school boundaries and asked that this issue be addressed.The following recommendation was approved by motion: That a draft Boundary Review policy and procedure be developed. It was also noted that since the Transportation consortium has been formed, the Board has not reviewed its policy or interpretation ofthe issues.The following motionwas approved: That the current Transportation policy and procedure be broughtforwardforreviewbythe Policy Working Committee. 4.POLICY/PROCEDURE-TO COMMITTEE FOLLOWING PUBLIC INPUT a.Electronic Meetings Policy and Procedure Corporate Services Supervisor S. Christiejoinedthe meetingto advise that no public input had been received regardingthe ElectronicMeetings policy and procedure duringthe posting period. She noted that at the September 25 meeting, approval was given to post draft revisions to the policy and procedure emanating from revisions to the Education Act. 2011 December 20...14 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE POLICY WORKING COMMITTEE -cont'd 4.POLICY/PROCEDURE-TO COMMITTEE FOLLOWING PUBLIC INPUT -cont'd a.Electronic Meetings Policy and Procedure -cont'd The following motion was moved and carried: That the revised Electronic Meetings policybe forwarded to the December 20,2011, Board meeting for approval and the procedure for information. Concern was raised over electronic capabilities and conduct during such meetings that may include the use ofTwitter,Facebook,etc. It was agreed that this is a new technology area that will require further investigation. b.Student Trustees on the Board Policy Trustee Grant presented revisions to the Student Trustees on the Board policyto comply with Ontario Regulation 7/07 of the Education Act (Student Trustees)which came into effect on 2011 March 1. At the September 25 meeting,approval was given to post draft revisions to the policy for public input. No public input was received. The following motion was moved and carried: That the revised Student Trustees on the Board policy be forwarded to the December 20,2011,Board meeting for approval. c.Domestic Violence Procedure Exec. Supt.M.Seredaand Manager B.Strong joined the meeting to advise that public input was received on the Domestic Violence procedure during the posting period. Exec. Supt. Sereda advised that modifications were made to address the issues raised; however, they did not change the procedure in a substantive way. The committee reviewed the revised procedure and minor revisions were suggested, specifically, the use of "TVDSB"referencing the trustees and/or the District. It was noted that the change can be referenced in the preamble and throughout the document to refer to "employer". Exec. Supt.Sereda described an upcomingmodulethat staff will be requiredtoview as part of staff development and training on domestic abuse.He advised that the 15-minute video sends a very powerful message and suggested that itbe presented at a Board meeting in January or February,2012. The following motion was moved and carried: That the Domestic Violence in the Workplace procedure be forwarded to the December 20,2011,Board meeting for Information. d.Procedures for the Supervision of Principals and Vice-Principals Procedure Supt.L.Griffith-Jonesjoined the meeting toadvise that no publicinputwas received on the revised Procedures for the Supervision of Principals and Vice-Principals procedure.She noted that the revisions align the procedure with the Principals and Vice-Principals Performance Appraisal (PPA)Regulation 234/10 that came intoeffect 2010 September. During the posting period, no public input was received. 2011 December 20...15 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE POLICY WORKING COMMITTEE •cont'd 4.POLICY/PROCEDURE-TO COMMITTEE FOLLOWING PUBLIC INPUT -cont'd d.Procedures for the Supervision of Principals and Vice-Principals Procedure -cont'd The procedure has been piloted since 2008 and the Administration has sought inputfrom principals withan in-service held last year for both principals and vice-principals. Itwas noted that the document aligns with the School Improvement Plans. The following motion was moved and carried: That the Procedures for the Supervision of Principals and Vice-Principals procedure be forwarded to the December 20,2011,Board meeting for information. e.Response to Risk of Suicide Independent Procedure Supt.K.Edgar and PrincipalC.Johnston joinedthe meeting to discuss publicinputreceived on the Response to Risk of Suicide independent procedure.Supt.Edgar advised that the document was written to support schools in responding appropriately to students who are identified as potentially being at risk to harm themselves or who have attempted to harm themselves.Duringthe posting period,one communication was received froman individual; however,no changes were made to the document. It was agreed to post the document on the Board's website under Suicide -See Response to Risk of Student Suicide and to provide information to principals to be inserted in the student planners for September along with a linkto the website. The following motion was moved and carried: That the Response to Risk of Suicide independent procedure be forwarded to the December 20,2011,Board meeting for information. f.Food and Beverages In Our Schools Policy and Procedure Exec. Supt.L.Elliott and Learning Supervisor P. MacKenzie presented the draft Food and Beverages InOur School policywrittento be in compliance withthe nutrition standards for food and beverages sold in all Thames Valley elementary and secondary schools.No responses were received during the public input process. Exec. Supt.Elliott advised that the existing independent procedure #9019 "Food in Our Schools"was revised to align withnew legislative requirements and was presented to the committee on 2011 June 28. As a result of posting the draft policyfor staff and public input,sixwritten responses were received.Concerns were addressed and minorrevisions made. The following motion was moved and carried: That the Food and Beverages InOur Schools policy be forwardedtothe December 20, 2011,Board meeting for approval and the procedure for information. 5.DRAFT POLICIES/PROCEDURES -none 6.DRAFT POLICY/PROCEDURE REQUIRING ADDITIONAL CONSIDERATION -none 7.POLICIES/PROCEDURES UNDER REVISION -none 2011 December 20...16 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE POLICY WORKING COIUIWIITTEE -cont'd 8.DRAFT/APPROVED POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION - none 9.OTHER BUSINESS Trustee Grant extended her appreciation on behalf of the committee to Chair Hart for his leadership of the Committee over the past year. 10.DATE AND TIME OF NEXT MEETING The first meeting of the new committee was scheduled for Tuesday,January 24, in the Governor Simcoe Room. 11. ADJOURNMENT -The meeting adjourned by motion at 3:54 p.m. RECOMMENDATIONS: 1.That a draft Boundary Review policy and procedure be developed. 2.That the revised Electronic Meetings policy be approved. 3.That the revised Student Trustees on the Board policy be approved. 4.That the Food and Beverages In Our Schools policy be approved. GRAHAM HART Chairperson Recommendations 1 through 4 were approved on motion of G. Hart,seconded byT. Roberts. Student Trustees Amri and Tai left the meeting at 10:30 p.m. b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE 2011 December 5 6:40 p.m.-8:50 p.m. Members Administration and Others Trustee Joyce Bennett, Chair Elementary Principal,R. Culhane Chippewas ofthe Thames,C. Dendias LearningSupervisor, J.Johnston Community Living London, S. Wilson Secondary Principal, N.Fader Easter Seal Society,A.Morse Secondary Vice-Principal,V.Towell Epilepsy Support Centre,B. Harvey Superintendent of Education, FASD E.L.M.O.,P.Schuck Special Education,K.Edgar Learning Disabilities Association of Ontario, B.Wludyka Thames Valley Children's Centre,J. Gritzan (Vice-Chair) Thames Valley Council of Home and School Associations, C.McCarty Trustee R.Campbell Trustee T.Grant 2011 December 20...17 14.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd Regrets:Association for Bright Children, D.Ensing,0.Haskett Autism Ontario,J.Wright,S.Fiddes Children's Aid Society of London &Middlesex,M.Cvetkovich Elementary Principal, L.Carswell Vanier Children's Services,B.Montminy,T.Green Absent: Voice for Hearing Impaired Children,M.Barbeau,J. Worthington Guests:S.Killip,Manager,Research and Assessment,Thames ValleyDistrictSchool Board S. Nugent,Learning Coordinator,SpecialEducation,Thames ValleyDistrict School Board C.Stager,Speech and Language Pathologist,Thames Valley DistrictSchool Board 1.CALL TO ORDER The meeting was called to order at 6:40 p.m. at the Education Centre inthe LondonRoom by Chair J.Bennett.Introductions were made. 2.EQAO SPECIAL EDUCATION DATA RESULTS S.Killip,Ph.D,Manager,Research,Assessment and Accountability and C.Stager,Speech and Language Pathologist presented the committee with the special education EQAO results from June 2011 and use of assistive technology accommodations on EQAO. 3.ASSISTIVE TECHNOLOGY UPDATES S. Nugent, LearningCoordinator, Special Education presented the committee withan update to demonstrate the benefit of assistive technology for special education students.She presented an actual case study ofa Thames Valley District School Board student.It was also noted that trials are done as part of the Board's SEA application process on assistive technology to ensure the proper assistive technology Is implemented to meet the students' needs. 4.CONFIRMATION OF AGENDA The agenda was amended to add Superintendent Comments and Number of Students by Exceptionality with Ministry Funded Equipment. The amended agenda was confirmed. 5.CONFLICTS OF INTEREST -none 6.MINUTES OF THE MEETING FROM 2011 NOVEMBER 07 The minutes were approved as printed. 7.BUSINESS ARISING FROM THE MINUTES OF 2011 NOVEMBER 07 The feedback received from the Open Doors Agency Fair (item 12)was very positive.There were 31 agencies represented at the event which was held at the Education Centre. Approximately 150 people attended with seminars held on Developmental Services Ontario (DSO), family estate planning and transition planning. T. Grant provided the committee with a handout on questions and answers from MACSE {Minister's Advisory Council on Special Education)regarding the MCYS/MCSS Provincial Transition Planning Framework forYoung People withDevelopmental Disabilities. 8.MEMBER PRESENTATION J. Gritzan,Thames ValleyChildren's Centre presented highlights about the organization as part of SEAC's action plan. 2011 December 20...18 14.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 9.NEW BUSINESS Number of Students by Exceptionality with Ministry Funded Equipment K.Edgar,Superintendent providedthe committee witha handout demonstrating the Number of Students by Exceptionality with Ministry Funded Equipment. It was noted Ministry Funded Equipment includes such items as lifts,chairs,walkers etc. Superintendent Comments K.Edgar,Superintendent thanked J.Bennett for her dedication and service to SEAC and her leadership role as Chair of SEAC for the past year. 10.FORUM;ASSOCIATION UPDATES T. Grant noted that J. Bennett has been elected as the Chairofthe Boardforthe upcoming year. 11.FUTURE MEETING DATES Day Time Location Tuesday,January 10,2012 11:45 am-03:00 pm Thames Room,Education Centre Tuesday,February 07,2012 11:45 am-03:00 pm Ross Secondary School Tuesday,March 06,2012 11:45 am-03:00 pm Thames Room,Education Centre Monday,April 02,2012 06:30 pm-09:30 pm London Room,Education Centre Monday,May 07,2012 06:30 pm-09:30 pm London Room,Education Centre 41064 11:45 am-03:00 pm Dundas Room,Education Centre 12.FUTURE AGENDA ITEMS Fiveminute member Presentations (Chippewa of the Thames (January),TVCHSA,Vanier) Fetal Alcohol Spectrum Disorder Board Improvement Plan for Student Achievement Planning SEAC Learning Website (after Fall update) Learning Disabilities Association LondonRegion update on Girl Talk program Developmental Services Ontario (DSO)Organizations Presentation Special Education "In a Perfect World" Election of the Chair of SEAC 13. ADJOURNMENT- The meeting adjourned at 8:50 p.m. RECOMMENDATIONS:none J.BENNETT Chairperson 2011 December 20...19 14.REPORTS OF COMMITTEES-cont'd c.REPORT OF THE CHAIRS'COMMITTEE 2011 December 14 10:35 a.m.-12:55 p.m. MEMBERS ADMINISTRATION AND OTHERS J.Bennett (Chair) G. Hart T.Grant B.Tucker S.Christie Regrets:R.Tisdale 1.APPROVAL OF AGENDA Items 15. a and b were added to the agenda.The agenda,as amended,was approved by motion. 2.CONFLICTS OF INTEREST -none declared 3.REVIEW OF 2011 DECEMBER 20 AND 2012 JANUARY 10 BOARD AGENDAS The agendas forthe in-camera and public Boardmeetings of 2011 December 20 and 2012 January 10 were discussed and updated. Itwas noted that the administrative report regarding the Clara Brenton, Eagle Heights, Orchard Park and Shen/vood Forest boundary areas will be brought to the January 10 Board meeting. Publicinputwas deferred to the January 24 Board meeting witha decision to be made at the February 7 Board meeting. 4.CORRESPONDENCE The following correspondence has been received and was added to the December 20 Board agenda under "Communications": •South West Community Care Access Centre regarding provision of services; Town of Ingersoll regarding the Pledge. 5.OPSBA BOARD STANDING COMMITTEE Further to the discussion from the September 7 Chairs' Committee meeting regarding establishing a committee to discuss issues under consideration by the OPSBA Board of Directors,the following motion was moved and carried: That an OPSBA Board Committee be established as a standing committee to support the workof,and provide inputto, the OPSBADirectorsand representatives to enhance the Board's voice at the provincial level. 6.STRATEGIC PLANNING -UPCOMING SESSIONS Director Tucker advised thatStrategic Planning sessions have been scheduled forJanuary 17 and 31 from1:00-8:00 p.m.Itwas agreed to holda pre-meeting discussion on 2012 January 10 at5:00p.m.prior toan in-camerasession If called.ChairBennettwill asktrustees to provide suggested stakeholder groups to attend the planning sessions. 7.PROVINCIAL STRATEGIC LEADERSHIP CONFERENCE DirectorTucker advised that the provincial Strategic Leadership conference will be held on January 19 and 20, 2012. Chair Bennett,Vice-Chair Hart,Director Tucker and Supt.K. Wilkinson will attend. 2011 December 20...20 14.REPORTS OF COMMITTEES-cont'd c.REPORT OF THE CHAIRS'COMMITTEE -cont'd 8.2012 TRUSTEE COMMITTEE MEMBERSHIP The list of Board and community committee membersliips for 2012 was discussed. Consideration was given to adding a student trustee to the Education Weel<Committee.Chair Bennett will follow up with the student trustees. The following motion was moved and carried: That the list of Committees of the Board and community representation for 2012 be approved to 2012 November 30. 9.ACCOMMODATIONREVIEWCOMMITTEEORGANIZATIONALMEETINGSCHEDULEAND TRUSTEE CHAIRS FOR UPCOMING ARCS Trustee Chair appointments to the four ARC Phase 4 Accommodation Review Committees established at the November 29 special Board meeting were discussed.The following motion was moved and carried: That the following trustees be appointed chairs of the Accommodation Review Committees as indicated: Central London Elementary ARC -Trustee Peter Jaffe London Secondary Vocational &Technology Program ARC -Trustee Ruth Tisdale Town of Tillsonburg ARC -Trustee Bill McKlnnon Western Elgin Elementary ARC -Trustee Tracy Grant Director Tucker distributed a list of possible dates for ARC in-service sessions and organizational meetings for the senior administration and trustees and suggested holding a debriefing of the ARC process.Itwas noted that it will be necessary to review the guiding principles and amend them as appropriate.It was agreed to schedule the in-service session for January 11 from 5:00-7:00p.m. ChairBennett will contactthe proposed ARCChairsand past ARC Chairs inthis regard. Dates forthe ARCorganizational meetings were considered.Itwas agreed that the ARC Chairs will speak with the superintendents responsible for the ARCs to determine appropriate dates. 10.ADDITIONAL BUDGET IN-SERVICE SESSIONS Director Tucker suggested that the next budget Information session be held as a Budget Advisory Committeemeeting.Itwas requested that a regular meeting scheduled be established and that this issue be discussed at the firstBudget Advisory Committee meeting. 11.LETTERS OF AGREEMENT Director Tucker advisedthata draftletterof agreement has been sent tothe City ofSt.Thomas for consideration.He noted that a meeting has been scheduled with the City of London on January 11, 2012, to pursue a letter of agreement. 12.SCHOOL OPENINGS.CLOSINGS,REDEDICATIONS Trustee Grantspoketotheneedfor providing anearly invitation totrusteesforschool openings, closing and rededications.The importance of maintaining thetrusteecalendar regarding dates and cancellations was stressed. 2011 December 2Q...21 14.REPORTS OF COMMITTEES-cont'd 0.REPORT OF THE CHAIRS'COMMITTEE -cont'd 13.TRUSTEE NETBOOKS Director Tucker advised that two netbook training dates for trustees is being sought.IHe provided suggested dates,it was agreed to tentatively schedule January 10 from 3:00-5:00 p.m.Director Tucker will speak with Supt.Nielsen regarding an additional January evening date for trustees who are unable to attend on the 10th. 14.EDUCATION CENTRE RENOVATIONS Director Tucker advised that a meeting of Education Centre staff has been held regarding building security.He will update trustees under "Director's Announcements"at the December 20 Board meeting.The need for trustees to sign inat the Reception Centre when attending meetings in the building was stressed. 15.OTHER BUSINESS a.Board Room Seating Plan Chair Bennett described a revised trustee seating plan for the Board Room.She will speak with the trustees involved. b.Transportation Trustee Hart advised that a survey of boards regarding the involvement of trustees on the transportation consortia indicated 17 of 34 boards had trustees Involvement. It was noted that the taskforce report is to be released in December.OPSBAwill take a position based on what comes from the taskforce.Trustee Hart suggested that a communication process be established with the consortium and regular updates provided to trustees. DirectorTucker suggested that an informal meeting be held with trustees to discuss the Transportation policy and procedure before being presented to the Policy Working Committee.He asked that the London District Catholic School Board be apprised of any Board discussions regarding STS to keep them up-to-date.Trustee Grant raised concern over the lack of transparency in STS policy setting and the lack of parental input. It was agreed to schedule a meeting with trustees on February 7,2012,from 5:00-7:00 p.m. to discuss transportation issues and the transportation budget. 16.POSSIBLE TIME CHANGE FOR FEBRUARY 08.2012,CHAIRS'MEETING -deleted from agenda 17.FUTURE MEETING DATES The following meetings were scheduled for 9:00 a.m.: December 21,2011; January 18,2012; February 1,15,29; March 21; April 4,18; May 2, 16; June 6,20. 2011 December 20...22 14.REPORTS OF COMMITTEES-cont'd c.REPORT OF THE CHAIRS'COMMITTEE -cont'd 18.ADJOURNMENT -The meeting adjourned at 12:55 p.m. by motion. RECOMMENDATIONS: 1.Tliat an OPSBA Board Committee be established as a standing committee to support the work of,and provide Input to,OPSBA Directors and representatives to enhance the Board's voice at the provincial level. 2.That the list of Committees of the Board and community representation for 2012 be approved to 2012 November 30,as attached. 3.That the following trustees be appointed chairs of the Accommodation Review Committees as indicated: Central London Elementary-Trustee Peter Jaffe London Secondary Vocational &Technology Program -Trustee Ruth Tisdale Town of Tillsonburg -Trustee Bill McKlnnon Western Elgin -Trustee Tracy Grant JOYCE BENNETT Chairperson Recommendations 1 through 3 were approved on motion of G. Hart,seconded by T.Grant. Amotionto sit past 11:00 p.m. to 11:15 p.m.was approved on motionofS.Polhill,seconded byR.Tisdale. d.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2011 December 20 MEMBERS PRESENT ADMINISTRATION AND OTHERS S.Amri P.Jaffe B.Tucker K.Meeson J.Bennett B.McKlnnon K.Dalton M. Moynlhan R.Campbell S.Polhill L.Elliott V.Nielsen J.Coghlin T.Roberts M.Sereda M.E.Smith T.Grant W.J.Tal C.Bourbonnais-B.Sonier G.Hart (Chair)R.Tisdale MacDonald P.Tufts J.Todd K.Edgar K.Bushell Regrets:W. Huff L.Griffith-Jones S.Christie Absent:P.Sattler S.Hughes K.Young The Committee met in camera from 5:00 p.m.to 5:15.p.m. 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -No conflicts of interest were declared. 2011 December 20...23 14.REPORTS OF COIUIMITTEES -cont'd d.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA -cont'd 3.Confidential property and personal matters were discussed. 4.RISE AND REPORT A motionto rise and report was moved and carried at 5:15 p.m. RECOMMENDATION: That the motionrelated to a resignation to retirement bymutual consent be approved. GRAHAM HART Chairperson The recommendation was approved on motionof G. Hart,seconded byT. Grant. 15.COMMUNICATIONS a.Ontario Public School Boards'Association (OPSBA) -Update Trustee Roberts distributed an email regarding the extension to receive comments on the working draft Code of Conduct policyby2012 January 23. He asked that trustees review the material and provide any feedback to OPSBA. b.South West Community Care Access Centre Chair Bennett referred trustees to the correspondence received from the South West Community Care Access Centre concerning solutions to provide healthcare services to ensure that children with health needs are able to attend and fully participate in school. c.Town of ingersoii Chair Bennett noted that the Board has received a letter fromthe Town of ingersoii regarding Its full support for Bullying Awareness and Prevention Week. 16.NOTICE OF MOTION -none 17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 18.ADDITIONAL ITEMS Trustee Roberts distributed copies of the brochure regarding the successful Together We Stand Up! program held on 2011 December 2 at Alumni Hall. He noted that 1200 Grade 6 students attended In response to the Board's Safe School initiative.The University of Western Ontario welcomed the students and staff members and extended special thanks to T.Wilson and S.Dale for organizing the event. 19.QUESTIONS/COMMENTS BY MEMBERS -none 20.ADJOURNMENT The meeting adjourned at 11:11 p.m. on motion of P.Jaffe,seconded by R.Tisdale. Confirmed:C^t Jrson 2011 December 20...24 SUMMARY OF APPROVED RECOMMENDATIONS OF 2011 DECEMBER 20 That public input on the Lord Nelson Public School and Prince Charles Public School boundary review be received by 12:00 p.m. on January 6,2012. That a decision regarding the boundaries for Lord Nelson Public School and Prince Charles Public School be deferred to 2012 January 24 to allow for the receipt of public input at the 2012 January 10 Board meeting. That a decision regarding the boundaries for Adelaide-W.G.Macdonald Public School,Caradoc North Public School,North Meadows Public School,and the new Strathroy Public School be deferred to 2012 January 24 to allow for the receipt of public input at the 2012 January 10 board meeting. That public input on the Adelaide-W.G.MacDonald Public School,Caradoc North Public School,North Meadows Public School and the new Strathroy PublicSchool boundary reviewbe received by 12:00 p.m. on January 6,2012. That a draft Boundary Review policy and procedure be developed. That the revised Electronic Meetings policy be approved. That the revised Student Trustees on the Board policy be approved. That the Food and Beverages In Our Schools policybe approved. That an OPSBA Board Committee be established as a standing committee to support the work of,and provide input to,OPSBA Directors and representatives to enhance the Board's voice at the provincial level. That the list of Committees of the Board and community representation for 2012 be approved to 2012 November 30,as attached. That the following trustees be appointed chairs of the Accommodation Review Committees as indicated: Central London Elementary -Trustee Peter Jaffe London Secondary Vocational &Technology Program -Trustee Ruth TIsdale Town of Tillsonburg -Trustee Bill McKinnon Western Elgin -Trustee Tracy Grant That the motion related to a resignation to retirement by mutual consent be approved.