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2/8/2011 - Regular Board Meeting•"A 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2011 FEBRUARY 08,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA CALL TO ORDER O CANADA SPECIAL MUSICAL PRESENTATION APPROVAL OF AGENDA OFFICIAL RECORD RECOGNITIONS CONFLICTS OF INTEREST CHAIR'S ANNOUNCEMENTS DIRECTOR'S ANNOUNCEMENTS PUBLIC INPUT ADMINISTRATIVE PRESENTATIONS MINUTES OF THE 2011 JANUARY 25 BOARD MEETING a.Confirmation of Minutes b.Business Arising from the Minutes STUDENT TRUSTEES'UPDATE a.Student Voice Conference REPORTS FROM THE ADMINISTRATION a.Norwich Accommodation Review Committee Administrative Response b.Secondary Enrolment Projections REPORTS OF COMMITTEES a.Policy Working Committee,2011 January 25 b.Chairs'Committee,2011 February 02 c.Information Committee of the Whole,2011 February 01 d.Committee of the Whole in Camera,2011 January 25 COMMUNICATIONS a.Ontario Public School Boards'Association -Update V-verbal M -material V V V M K V V V M M M M M M V 17.NOTICE OF MOTION 18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 19.ADDITIONAL ITEMS 20.QUESTIONS/COMMENTS BY MEMBERS 21.ADJOURNMENT /"THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING,PUBLIC SESSION 2011 February 08 The Board met inregular session on 2011 February 08 inthe Board Roomat the Education Centre, meeting in public session at 7:00 p.m. to 10:02 p.m.The foilowing were in attendance: TRUSTEES ADMINISTRATION AND T.Grant B.McKinnon OTHERS (Chair)B. Murray B.Tucker V.Neilsen J.Bennett S.Polhill K.Dalton B.Sonier R.Campbell T.Roberts (via teleconference)L.Elliott P.Tufts J.Coghlin P.Sattler B.Greene K.Bushel! J.Daniels R.Tisdale M.Sereda 8.Christie G.Hart J.Todd C.Bourbonnais-MacDonald D.Rajala P.Jaffe K.Edgar K.Young L.Griffith-Jones K.Aitken Absent:S.Hughes B.Seto W.Huff M. Moynihan J.Neville 1.CALL TO ORDER. Board Chair T.Grant called the meeting to order at 7:06 p.m. 2./3.O CANADA AND MUSICAL PRESENTATION The appreciation ofthe Board was extended to the H.B.Beal Guitar Ensemble and Conductor Andy Parr for leading in the singing of O'Canada and performing two musical selections. 4.APPROVAL OF AGENDA The agenda was approved on motion of P. Jaffe,seconded by 8.Polhill. 5.OFFICIAL RECORD -none 6.RECOGNITIONS -none 7.CONFLICTS OF INTEREST Trustee B. McKinnon declared a conflict of Interest with respect to item 14.b as a Tollgate Central French Immersion Public School parent. 8.CHAIR'S ANNOUNCEMENTS Chair Grant thanked the trustees who responded regarding the meeting scheduled for 2011 April 6 with the London District Catholic School Board.She asked the trustees who have not yet replied to contact S.Pullam in the Trustees'office as soon as possible. 9.DIRECTOR'S ANNOUNCEMENTS DirectorB.Tucker announced thatthe United Way cheque presentation was heldearlierInthe Atrium of the Education Centre in the amount of $331,400.00.The funds were raised for the 2010 United Way campaign across the District.He expressed his appreciation for the work of all employee groups. DirectorTucker called upon Exec. Officer K.Bushellto providean update on the status ofthe solar installs. Exec. Officer Bushell advised that they are currently looking to move forward with pilot projects from the Ministry of Education for rooftop solarand panel Installs.Todate, the Board has receivedapprovalfor7 projects which include3 roofmounts and 4 groundmountsfora totalcost of $1,635,000.00. 2011 February 08...2 9.DIRECTOR'S ANNOUNCEMENTS -cont'd These installs will generate 114.7 kilowatts and will be placed at the following schools: East Oxford Public School Clarke Road Secondary School College Avenue Secondary School Parkside Collegiate Institute Sir Frederick Banting Secondary School West Elgin Secondary School Westmount Public School The contracts for installation must be signed by 2011 March 15 and must be commissioned and operational by 2011 August 31.One requirement of the pilot project is that real time data must be collected and displayed for the students.Therefore,a part of the Tender Program will ensure that monitors are set up in the main lobby of the schools,or at a location that is best suited for that school to show what electricity is being generated.They are also required to apply through the FIT Program to feed the grid.However,the Ministry has indicated that if they are unsuccessful with the FIT Program,they would prefer that the Board is able to power a portion of the school.Mr.Bushell indicated that they are very pleased with this project as It is a worthwhile initiative with respect to green energy and it can be Incorporated into the learning environment specifically for the secondary program involving solar technology. The Board has been successful in securing a geothermal heating and cooling ventilation system at Summers'Corners Public School.However,the approval came late in 2011 January and the contracts must be signed by contractors by 2011 March 15 which is difficult for engineering and tendering to be completed bythis time.The Board has requested an extension from the Ministry and Is waiting for a response. Trustee P.Sattler inquired as to how soon after the Installation of the panels could they expect to see them operational.Mr.Bushell advised that they should be functional at the above-noted schools within the next school year. 10.PUBLICINPUT -none 11.ADMINISTRATIVE PRESENTATIONS •none 12.MINUTES OF THE 2011 JANUARY 25 BOARD MEETING a.CONFIRMATION OF MINUTES The minutes of the Regular Board Meeting,2011 January 25 were adopted on motion of P. Sattler,seconded by G. Hart. b.BUSINESS ARISING FROM MINUTES -none 13.STUDENT TRUSTEES'UPDATE a.Student Voice Conference Exec. Supt.L.Elliott introduced the report on the Student Voice Conference.Student Trustees B.Murray and J. Daniels,and FrankGalizia,LearningSupervisor,Student Pathwaysfor Success; and E.Pilkington,Minister's Student Advisory Council Representative, presented the following report. On 2010 December 1,Student Pathways for Success hosted the Student Voice Conference on the topic "Assessment and Evaluation".The conference provided students with an opportunity to express their views and ideas about how their work is assessed and evaluated.Student 2011 February 08...3 13.STUDENT TRUSTEES'UPDATE -cont'd a.Student Voice Conference -cont'd Overview Student Pathways for Success hosted the TVDSB Student Voice Conference on Assessment on 2010 December 1 at the Four Points by Sheraton in London. The conference was aimed at giving students an opportunity to offer their ideas about and experiences around assessment. Approximately 100 students,staff, and TVDSBofficials attended the event. TVDSB Student Trustees B. Murray and J. Daniels, and E. Pilkington acted as emcees for the day.Students in grades 7-12 from 11 schools across Thames Valley participated with their teachers in a team building activity and three sessions facilitated by Program Services staff. Students were able to share their reflections on the three areas of the assessment policy that boards were required to develop-a mark below 50%, cheating and plagiarism, and late and missed assignments.As well,students were introduced to the fundamental principles of the Growing Success document,and asked to share their experiences as they relate to current practice,as well as their ideas for ideal practice, and the steps needed to reach that Ideal practice.Finally,students were asked to complete the following sentences:"I wish..." and "I will..."as they relate to assessment.Many students shared these publicly withthe group. Anecdotal reports from students and staff were excellent and many students considered the day to be a highlight oftheirtime Inschool. This report contains a briefoutlineof each ofthe activities that the students took part In throughout the day,and some of the more poignant comments that they made. A full listof comments collected fromthe students isavailable inthe appendices.As well,the day was recorded on videowiththe footage edited Into two videos-2 Vz minutes and 26 minutes in length. Both videos are to be made available through the TVDSB website and employee portal. Reflections This was the second conference that has been hosted (the first TVDSB Student Voice Conference was during education week in 2010 May).Following the session,Program Services staff who had helped to support the day gathered to reflect on it,to celebrate successes and to look for ways to improve the next conference In 2011 May. They were very excited with the willingness of the students to share their thoughts and experiences.The qualityof Insightand articulationoftheir pointsfar exceeded the expectations. Theyare so proudofthe students in Thames Valley.Assessment can be a veryabstract topic butthe students were engaged and on task forthe entireday.The levelof debate and discussion at the tables was superb. From the debrief session there are several Ideas for future Student Voice activities: More Students Voices - More opportunities need to be given to students to speak their opinionsand Ideas publicly.This includes formal opportunities such as the Student Voice Conference or Principal's Student Advisory groups,and informal opportunities in the classroom and around the community. •Increased Student Ownership - This needs to take place through many groups -Student Trustees,MinistryStudentAdvisoryCouncil{MSAC)reps,student councils,clubsand teams. •Follow Through - The words ofthe students need to translate intoactions at various levels ofthe education system,and students and schools need towork together to planand act on good and viable Ideas. 2011 February 08...4 13.STUDENT TRUSTEES'UPDATE -cont'd a.Student Voice Conference -cont'd Reflections >cont'd As a result of these ideas,the Student Voice Conference in 2011 May will host more students than ever,and the idea of a multi-site conference is in development.Students will be asked to create an action plan at the conference to share with their Principal.As well,the Student Trustees,the MSAC rep,and student liaisons from student councils,leadership classes,and school clubs and teams will help lead the conference.They are very excited to see what they can achieve together with students and staff as a learning community! In response to a question,it was noted that the Growing Success document has recently come back from public input and will be discussed at the upcoming Policy Working Committee.It is expected to come back to the Board some time in 2011 March. In response to a question of what students thought of providing input to a policy and procedure, it was noted that students liked the idea of having the policy in front of them as it also helped them to put forward new ideas.It was agreed to provide the written student input to trustees upon request. Student Trustee Murray advised that she will be discussing Late Start Times and the Food and Beverage policy with other students at the next Student Council meeting. Student Trustee Daniels thanked Director Tucker for the opportunity to attend the Youth Opportunity Unlimited breakfast. 14.REPORTS FROiW THE ADMINISTRATiON a.Senior Administrative Response to the Norwich Accommodation Review Committee (Norwich,North Norwich and Otterviiie Public Schools) Exec.Supt.K. Dalton presented the following Senior Administration response to the Nonwich Accommodation Review Committee (Nonwich,North Norwich and OtterviiiePublic Schools)report and the Senior Administrative recommendations. Exec Supt.Dalton advised trustees that there is a Nonwich 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 ARChas completed its task tostudy the accommodation ofpupilsat Norwich, North NonA/ich and OtterviiiePublic Schools as approved by The Thames Valley DistrictSchool Board 2009 March 10 and 2009 November 24. Afinal public input meeting was held on 2011 January 12 after which the finalARC report was forwarded to Director Tucker for presentation to the Board on 2011 January 25. The Senior Administration cannot support the ARC'S recommendations to keep all schools open or close one school and movethe student populationintothe former Norwich DistrictHigh School facility with the grade 7 and 8 students from the other twoschools. Neitherof these options maximize the program opportunities forthe elementary students In the area. Afterconsidering the alternatives fromthe ARC,the most advantageous solutionforprogramming for students in the area is to consolidate all three student populations into the former Norwich District High School facility.Details surrounding this consolidation followinthe response to each ofthe ARC'S recommendations. 2011 February 08...5 14.REPORTS FROM THE ADMINISTRATION -cont'd a.Senior Administrative Response to the Norwich Accommodation Review Committee (Norwich,North Norwich and Ottervllle Public Schools)-cont'd 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 NorwichDistrictHighSchool. As well,enhancements are proposed forthe student washrooms,change rooms,conversion of lockers to coat and cubbies areas,barrier-free alterations playground Improvements and student pick-up/drop-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 "PupilAccommodation and FacilityOrganization." Appreciation is extended tothe ARC members and the personnel ofthe Thames ValleyDistrict 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 Nonwich ARC recommendations from the Senior Administration. ARC Recommendation THAT The Accommodation Review Committee studying the school communities of North Norwich, Norwich and Ottervllle 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 Non/vich -193,and Ottervllle -178. Projections Indicate that this enrolment Isquite stable over the next five years witha 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 currlcularand 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 NorwichDistrict 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 with enhanced programming opportunities that would benefit students from all three school communities. 2011 February 08...6 14.REPORTS FROM THE ADMINISTRATION -cont'd a.Senior Administrative Response to the Norwich Accommodation Review Committee (Norwich,North Norwich and Ottervllie Public Schools)- cont'd Senior Administrative Response -cont'd In addition, facility renewal of the existing Norwich District IHigh School would include renovations to student washrooms,change rooms and corridors.As well,barrier-free compliance is proposed forthe 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 THATan elementary school remain In each of Ottervllie,Norwich,and Burgessville communities, to support the Township of Norwich's desire for three facilities ...and...that the backlog of renewal projects and program objective shortfalls forthe three existing schools be funded bythe 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. ARC Recommendation THAT if the TVDSB Trustees reject the first recommendation of the ARC committee,an alternative solution to maintaining schools in each ofthe three school communities be considered.One option may be elementary schools in Norwich, Ottervllie,and Burgessville in their current state,we recommend that the senior administration reviewthe possibilityof having a JK>6 school at Ottervllie and Burgessville, and a JK-8 at NorwichInthe renovated former NDHS building,withthe grade 7 and 8 students inOttervllieand Burgessville attending grades 7 and 8 in Non/vich. Senior Administrative Response This solution does not support the TVDSB's Pupil Accommodation Planning Guiding Principles ofthe preferred JK to 8 model for elementary schools.Byremoving the grade 7and 8 students from Ottervllieand North NorwichPublic Schools,itfurther erodes the staffing complement.This loss of students will decrease further the allocation of non-classroom teachers;will not provide increased number of grade partners forthe K-6 teachers to collaborate withwithintheir 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 Nonvich and Ottervllie Public Schools. In addition, itwould decrease the Board's facility Inventory by 259 pupil places (Norwich Public School)and increase itby674 pupil places (former Norwich District High School facility).This would only benefit the Norwich PublicSchool students (279)and the grade 7 and 8 students from North Non/vich and Otterville (65) for a total of 344 students inthe superior facility. In summary,this alternative increases the Board's facility space by 415 pupil places.But more importantly,itwouldonlybenefitthe intermediate students (grade 7and 8) and those from Norwich PublicSchool (344 intotal)Ina facility with enhanced program opportunities,whileit disadvantages the 306 students remaining in the two current elementary facilities with fewer programming resources for the 153 students remaining at North Nonwich and Otterville Public Schools./"A 2011 February 08...7 14.REPORTS FROM THE ADMINISTRATION -cont'd a.Senior Administrative Response to the Norwich Accommodation Review Committee (Norwich,North Norwich and Otterville Public Schools)-cont'd Senior Administrative Response -cont'd Enrolments as of 2010 October 31: School:....•»-Total:..-..Grade7 &''8l..,J North Norwich 193 40 153 Otterville 178 25 153 Norwich 279 North Non/vlch,Otterville grade 7 &8 65 Norwich +Gr 7 & 8 344 ARC Recommendation THATa formal process be Initiated by the Thames Valley DistrictSchool 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 facilityin Burgessville and Community Hallin Otterville. Senior Administrative Response The Thames Valley DistrictSchool 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 NorwichTownship school communities is not howto utilize empty pupil spaces (there are no empty pupil places at Ottervilleand only 17 and 5.5 empty pupil places at North Non/vich and Norwich respectively), but to examine ways Inwhich programming opportunities for students can be improved.Operating schools withlimited staff poses challenges that we seek to overcome when the opportunity is available. Establishing community partnerships may assist withthe sustaining offacilitiesthat 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 THATIfthe TVDSB Trustees decide to close the three elementary schools In Otterville,Norwichand Burgessville,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 ofthe building, keeping the south wing includingexisting gym,music room and library intact as is. Senior Administrative Response The partial demolition and reconstruction of the existing Nonvich District High School to create the proposed elementary schools would be costly and likely not be funded bythe 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 (le...Gymnasium,Library Resource Centre),the renovation to the existing school Is straight fonvard 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. 2011 February 08...8 14.REPORTS FROM THE ADMINISTRATION -cont'd a.Senior Administrative Respo to the Norwich Accommodation Review Committee (Norwich, North Norwich and Ottervilie Public Schools)-cont'd Senior Administrative Response -cont'd ARC Recommendation THAT fuii day l<lndergarten be implemented as soon as the new elementary school is opened. Senior Administrative Response The capital funding application to the l\/Iinistry (to create the purpose-built l<indergarten spaces) would be co-ordinated withthe 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 prioritywithin 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 solely with the safety of students inmind.Decisions regarding the divisionof 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. ARC Recommendation THAT a formal transportation study be conducted,prior to the final decision of school closures in accordance with 2.2.2(f)I) 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 Aformaltransportation studywouldbe 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 priorto 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 ofspecial education classes is decided bythe Superintendent of Education in charge of Special Education inconjunction withthe 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 bythe Capital Planning Co-OrdinatIng Committee with information provided by the Superintendent of Education in charge of Special Education. 2011 February 08...9 14.REPORTS FROM THE ADMINISTRATION -cont'd a.Senior Administrative Response to the Norwich Accommodation Review Committee (Norwich,North Norwich and Otterville Public Schools)-cont'd Senior Administrative Response-cont'd These space requirements are incorporated into renovation plans.Specialized space requirements and the training of staff is detenmined by Central Office staff based on the needs of the students in each location. ARC Recommendation In lightof 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 inwhich 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 that would 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 withthe County of Middlesex, the CountyofOxfordand the County of Elgin.Itis anticipated that this discussion will be informativeand assist the Senior Administration in formulating its Annual Pupil Accommodation Plan. ARC Recommendation Ifthe Trustees accept the Senior Administration recommendations as written, and a Design Review Committee isformed to develop and implement the renovations to the NDHSbuildingand 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 Ofthe recommendations made bythe ARC itis indeed withinthe purviewof 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 responsibilityformovingany 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 2011 February 08...10 14.REPORTS FROM THE ADWIINISTRATION -confd a.Senior Administrative Response to the Norwich Accommodation Review Committee (Norwich,North Norwich and Otterville Public Schools)-cont'd Senior Administrative Response -cont'd 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 April26 Decision by the Board 2011 May to 2012August Designand Renovationsto 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 Nonvich District High School (pending Capital Funding Approval) RECOMMENDATIONS: 1.That the students of Norwich,North Norwich and Otterville Public Schools be accommodated at the former Norwich District High School site as of 2012 September 01. ThatNon/vich Public School at 8 ElginSt., Box327, Norwich NOJ IPO,be closed as of 2012 June 30,and declared surplus. That North Norwich Public School at 640 Main St. S., Box 40,Burgessville,NOJ1CO,be closed as of 2012 June 30,and declared surplus. That Otterville Public School at 318 Main St. W.,Otterville,NOJ 1RO,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 Nonvich,North Norwich and Otterville 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. 6.That the NonArich Accommodation Review Committee (Norwich,North Norwich and Otterville Public Schools)be disbanded. 2011 February 08...11 14.REPORTS FROM THE ADMINISTRATION -cont'd a.Senior Administrative Response to the Norwich Accommodation Review Committee (Norwich,North Norwich and Otterville Public Schools)-cont'd Senior Administrative Response-cont'd The following motion was approved on motion of P. Jaffe,seconded by J. Bennett. That Recommendations 1through 5 ofthe Senior Administrative Response to the Norwich Accommodation ReviewCommittee (Norwich,North Norwich and Otterville PublicSchools) be deferred to the 2011 April26 Board meeting for consideration. Recommendation 6 was approved on motion of G. Hart,seconded by J. Todd. Exec. Supt. Dalton reminded the Board that a 60-day period is required priorto providing a response to the Senior Administration's recommendations.It will come back to the Board on 2011 April 26 where trustees will vote on recommendations 1 through 5 of the ARC.Inputfrom the communityiswelcome at the 2011 April 12 regular Board meeting.Acompleted Presenters' Package must be submitted to S. Christie,Supervisor -Corporate Services,8 days priorto the scheduled Board meeting in order to be added to the agenda. Chair Grant extended a special thank you to Supt.M.E.Smith who provided excellent resources and N.Moulton for keeping an accurate official record with respect to the ARC. Director Tucker was asked to comment on the transparent venue for expected exploration of best options for the Accommodation Review Committee.He indicated to the Board that there were three agreements withthe various countycouncils across the Districtthat were signed inthe fall. The agreements were signed on a "go forward"basis and are inthe final stages offirming up a meeting date withthe CountyofOxford. The document will providean opportunityfor meetings to occur and information to be shared at the front end of the process. Trustee J. Todd commented that the people within the community who came to the meetings did not see the accommodation as an opportunity rather, they did not want to see the proposed changes take place within their community.Exec. Supt. Dalton explained that there is the Accommodation Review Committee who has the difficultsituation of listening to a community that comes from an emotional standpoint where the small communities pressure them to keep their schools open. This makes it difficult forthe Accommodation ReviewCommittee to be objective of the benefits that may result forthe students.It is also difficult to project forward benefits to a communitywhen they have not experienced orwere involved in these types of accommodations. For this reason,the Senior Administration takes a global objective viewand brings forward their experience to the Norwich ARC. Exec. Supt. Daltonadvised that an informal study was conducted with respect tothe benefits of a school that holds 600 or greater students.They canvassed principals of schools with600 or greater students to Identifysignificant advantages and disadvantages. The study revealed the following advantages: more exposure; break students up that should not be together; •greater variety of staff; more male female role models; greater mass of parent volunteers; bigger facilityfor community use; gym/library/rooms for offices and meeting spaces; •professional learning community -teachers working together. 2011 February 08...12 14.REPORTS FROM THE ADMINISTRATION -cont'd a.Senior Administrative Response to the Norwich Accommodation Review Committee (Norwich,North Norwich and Ottervllie Public Schools)-cont'd Recommendations -cont'd The study suggested the following disadvantages: •greater effort to staff to know all families; •managerial demands on school administration; •parent not knowing all teachers personally or well. Director Tucker noted the advantages of students attending larger schools.He advised extra curricular activities are available for students as the larger schools have larger fields,double gymnasium,etc.,which are able to house tournaments.Community use of the facility is also greater,a considerable benefit for both students and the community. Trustee G. Hart commented on the size of the school and whether there Is some expectation that the consolidated school may be decreased by moving other students to schools in Tillsonburg or Woodstock.The Senior Administration noted that there has been no recommendation from the Accommodation Review Committee regarding those boundaries.They will consult with the community regarding any areas that should be looked at and considered before the final design phase. The issue of busing times was raised and it was confirmed that the current policy restricts travel one way to 70 minutes.The longest ride to the new site would be approximately 52 minutes.Late busing will not be available at the new site for extra curricular activities for elementary students as it is currently not offered in the system. It was questioned if there is concern over capital funding and if the proposed start dates could be moved or delayed.It was noted that there could be delays since the Capital Planning Co-ordinating Committee iswaiting to hear from the Province;however,capital funding has been successful thus far. Alternatively,ifthey are required to look at another route, the Board has options available for funding in other ways such as a renewal grant or through the Interview Management Program that is currently wrapping up with savings in excess of $5,000,000.00. In response to a question,it was noted that the Capital Planning Co-ordinating Committee would recommend that this project take priority if the Ministry does not provide the funding.The Committee would then make a case to have the project funded through other options that are available. b.Accommodation of Tollgate Central French Immersion Public School Students The following report was presented byExec Supt. Dalton regarding the accommodation ofTollgate Central French Immersion Public School students to address the expanding enrolment. Forthe 2010-11 school year, a 10th portable was added to the Tollgate Central French Immersion site in order to accommodate the school enrolment.At the present time,there are five classrooms inside the building and ten classrooms in portables for a total of 301 students as of 2010 October 31. As of the 2011-12 school year,the Thames Valley District School Board will not have sufficient space at the Tollgate site and will not be allowed by the Oxford County Board of Health to add another portable due to the septic system capacity. 2011 February 08...13 14.REPORTS FROM THE ADMINISTRATION -confd b.Accommodation of Tollgate Central French Immersion Public School Students -cont'd On 2011 January 11, a public meeting was held with the School Council and parents of Tollgate Central French Immersion Public School.Three options were presented to address the accommodation issue for 2011 September: Option 1 Move the full enrolment to the Hillcrest Public School site. Option 2 Movethe SKto Grade 3 students to the HillcrestPublic School site and keep the Grade 4 to Grade 8 students at Tollgate. Option 3 Movethe Grade 4 to Grade 8 students to the HillcrestPublic School site and keep the SKto Grade 3 students at Tollgate. At the meeting,there was unanimous support for Option 1-move the full enrolment to the Hillcrest Public School site.School Council wrote a letter of support for this option.One survey was sent to each family,resulting in200 surveys being distributed to homes and 133 surveys were returned (67%) indicating the following response: Option 1-128 survey responses (96%) Option 2 - no responses Option 3-5 survey responses (4%) The Capital Planning Co-ordinating Committee has reviewed the three options and recommends Option 1 as: It keeps the student population together and maintains the school spirit that has developed over time; itallows for more effective deployment ofstaff; • it reduces time on buses as students will not have to switch at a hub in order to get to their grade-appropriate locations; staff who teach in one division but coach or facilitate a club In another division will be on site with the students they serve; there will be only one site to supervise and maintain. While the use ofthe HillcrestPublic School site will require portables for accommodation,splitting the population would result inthe need for continued use of portables at the Tollgate site without the benefit of having the students together. It Is anticipated that an additional portable will be required at Hillcrest Public School to accommodate the projected enrolment from Tollgate.As well,the existing furniture and equipment, SmartBoards and playground equipment currently located at Tollgate will be relocated to Hillcrest. The Tollgate site is recommended to be retained by the Board for future use or development. Costs Relocation of portable classroom -$10,000 (estimated) Moving costs -$50,000 (estimated) Timeline Transition students into the Hillcrest Public School site for 2011 September. 2011 February 08...14 14.REPORTS FROM THE ADMINISTRATION -confd b.Accommodation of Tollgate Central French Immersion Public School Students -cont'd Recommendations -cont'd RECOMMENDATIONS: 1.That the Tollgate Central French Immersion PublicSchool students be accommodated at the Hillcrest Public School site commencing 2011 September 01; 2.That a naming committee be established for Tollgate Central French Immersion Public School;and 3.That a survey be conducted inOxfordCountyduring the 2011-2012 school year to determine the interest in extended french. The Recommendations were approved on motion of G. Hart,seconded byJ. Bennett. Special thanks was extended tothe Tollgate Central French Immersion Public School community fortheirinputand support.Trustee G. Hartinquired as towhyfurther renovations were not being carried out at the Hillcrest school site.He was advised that there is no funding currently available for renovations;however,Capital Planning willlook at replacing the heating system. A concern regarding accommodation of school buses delivering students was raised.It was noted that there will be 12 buses at the school.Levies will be constructed on both sides of the streets to accommodate them. Trustee G. Hart Inquired ifit was possible to move forward with an extended French program and whether a survey can be done to aid in a prompt start time.The Senior Administration explained that theywouldliketo see the students transitionintotheir newschool priorto offering the extended French program. From past experience,it is best to Introduce the possibility to parents and students early in the fall the year before commencement to allow the community time to think about whether or not they would like to have an extended French program at the school. Trustee P.Sattler questioned if there is room for growth at Hillcrest Public School in terms of adding portables. Ifspace is needed, upto8 portables could be added inthe absence offunding keeping in mind the required washroom facilities for students.The issue will continue to be monitored. c.2010 Drinking Water Lead Sampling Results Exec.Supt.B.Greene provided an update regarding drinking water lead sampling results.Exec. Officer Bushell advised that all schools and education facilities operated by the Thames Valley District School Board have passed Provincial legislative standards for qualify with respect to lead content In drinking water. Amendments to Ontario Reg.243/07 were made in 2009 December 2009 that extended the testing period for lead in water and as a result, during the period from 2010 May 1 to October 31, testing was carried out and ail schools and education facilities recorded lead levels below the maximum allowable concentration (MAC)set by Ontario Safe Drinking Water Act. Conformance will continue to be managed using daily/weekly water flushing protocol at all schools and education facilities prior to the start of each school day to ensure drinking water systems do not exceed maximum allowable levels of 10 parts per billion (ppb). 2011 February 08...15 14.REPORTS FROM THE ADMINISTRATION -cont'd c. 2010 Drinking Water Lead Sampling Results -cont'd As a result of this years testing, 24 schoois have reverted to weel^iy flushing from daiiy. Gonverseiy,9 schools that previouslywere flushed on a weekly basis are required to implement dailyflushing. As well,adjustments to the flushing schedule and school closures have resulted in a net reduction of 1422 hours of water flushing, 7.4 M litres of water being flushed and a savings of approximately $12,000.00 in water costs. 1.1.11.1.1.11.1.1.21.1.1.3 15.REPORTS OF COMMITTEES a.REPORT OF THE POLICY WORKING COMMITTEE 2011 JANUARY 25 3:04 p.m.-4:30 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS G.Hart (Chair)T.Roberts B.Tucker S.Christie J.Bennett R.Tisdale M.Sereda K.Aitken T.Grant J.Cuddle K.Young B.Strong P.Amaral Regrets:W. Huff B.Wallace Visitor:C.Cannon 1.APPROVAL OF AGENDA -The agenda was approved by motion. 2.CONFLICTS OF INTEREST-none declared 3.COMMITTEE REPORT OF 2010 NOVEMBER 23 AND 2011 JANUARY 25 TRACKING SHEET The report of 2010 November 23 and the updated tracking sheet were provided for information.The status of outstanding documents were discussed. 4.POLICY/PROCEDURE-TO COMMITTEE FOLLOWING PUBLIC INPUT a.Footwear Independent Procedure Exec. Supt.M.Sereda joined the meeting to speak to the publicinput received on the new Footwear independent procedure.He noted that it is the result of a number of Ministry of Labour (MOL)orders received and staff disability claims arising from inappropriate footwear injuries.Copies ofinput received fromthe federations and unions were provided. Exec. Supt.Sereda advised that the majorityof changes reflect public input that was received and noted that a section on "Medical Accommodation"has been added to the procedure. Concern was raised that staff are not being treated as professionals in determining their footwear and the requirements of the procedure is not consistent with the practices in other school boards.Director Tucker indicated that itisthe expectation ofthe MOL that staff be apprised ofthe appropriate footwear to be worn as the onus is on the Boardto take reasonable precautions.The independent procedure meets the MOL expectations. It was suggested that the wording of Regulation 851 related to developing a "policy"be reflected in the procedure's preamble. 2011 February 08...16 15.REPORTS OF COWIMITTEES -cont'd a.REPORT OF THE POLICY WORKING COMMITTEE -cont'd 4.Policy/Procedure-to Committee Following Public input -cont'd Footwear Independent Procedure -cont'd Exec.Supt.Sereda described amendments to the document related to appropriate footwear to be worn In various areas of schools,e.g.gymnasium,technical shops,science labs,etc., and outside on school property.He responded to members'questions emphasizing the document has been written to provide for staff safety and guidelines as to appropriate footwear.He clarified that the procedure applies to all Board employees while on duty in their role,whether on or off Board property,except employees within the Facility Services department who are covered by a separate departmental procedure. The following motion was moved and carried: That the Footwear independent procedure be forwarded to the 2011 February 8, Board meeting for information. The full package will be provided to Trustees. 5.NEW POLICIES/PROCEDURES UNDER DEVELOPMENT -none 6.DRAFT POLICY/PROCEDURE REQUIRING ADDITIONAL CONSIDERATION -none 7.POLICIES/PROCEDURES UNDER REVISION a.Supervision of Support Staff Procedure Exec.Supt.Sereda described amendments to the Supervision of Support Staff procedure and advised that currently,performance appraisals are conducted every two years for support staff.Feedback was divided on this issue.While several felttwo years was appropriate,several also felt that five years was too long.The majority felt two to three years would be appropriate.The document was changed to reflect the duration to be from two to three years. The probationary period for CUPE 4222B was changed from 45 to 80 days worked to reflect collectively bargained changes.The job classifications listed for CUPE 4222D in Appendices F and G were changed to Include the new job classifications of Early Childhood Educators and Parenting and Literacy Facilitators. Exec.Supt.Sereda responded to members'questions.He noted that a list of staff requiring a performance appraisal is sent to principals and supervisors as they become due. The following motion was moved and carried: That the revised Supervision of Support Staff procedure be forwarded to the 2011 February 8,Board meeting for Information. b.Asbestos Procedures,Asbestos Management Program Exec.Supt.Sereda described revisions to the Asbestos Procedures and the Asbestos Management Program noting the documents have been updated to comply with the Occupational Health and Safety Act Regulation 278/05 -Asbestos in Construction Projects and in Buildingsand Repair Operations.It was agreed that public input is not required as it is a compliance document. 2011 February 08...17 15.REPORTS OF COIUIWIITTEES -cont'd a.REPORT OF THE POLICY WORKING COMMITTEE -cont'd 7.POLICIES/PROCEDURES UNDER REVISION -cont'd b.Asbestos Procedures,Asbestos Management Program -cont'd The following motion was moved and carried: That the revised Asbestos Procedure and Asbestos Management Program be forwarded to the 2011 February 8,Board meeting for information. 8.DRAFT/APPROVED POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION a.Community Use of Facilities Policy &Procedure Manager K.Youngand Supervisor P.Amaraljoinedthe meeting tobringfurtherrevisions to the CommunityUse ofFacilities policy and procedure as requested bythe Committee. Manager Young advised that publicinput has been sought on the documents. She noted that it was not necessary to charge parent groups for custodial time as they are subsidized through Community Use funding.The fee structure has been removed from the procedure to allow the fees to be amended as required.A Community Use of Facilities Committee will be struck to annually consider the fees and equipment rental rates, and address issues as they emerge.A trustee representative to sit on the Committee was invited. Manager Young and Supervisor Amaral responded to members' questions. It was suggested that Group H "Parent Related" be renumbered "Group B".Following discussion, itwas agreed to include itinGroup A"School Related" and be identified as "A2".This will include it in the Community Use program. The process for reserving space at schools was described and confirmed that fees paid by Group H users,e.g. TVPIC,Home and School,School Councils, during the 2010-11 school year to date will be reimbursed. Any such users will be contacted inthis regard. Itwas questioned if the work of the Community Use of Facilities Committee will be brought tothe Board for approval and determined that Board approval is not required. It was agreed to delete the reference to the review ofequipment rates inAugust. The review will be conducted annually. The following motion was moved and carried: That the revised Community Use of Facilities Policy be forwarded to the 2011 February8, Boardmeetingforapprovaland the procedure for information. 9.OTHER BUSINESS a.Paperless Meeting Pilot Trustee Grant raised the issue of piloting a meeting where the material would be accessed electronically rather than printing hard copyformembers.It was agreed to invite IT ManagerS.Young toattenda future meeting todiscuss and demonstratehow such a meeting could be conducted.It was noted that itmay be necessary to provide members with equipmentthat will allow them to access the documents and topurchase a programto allow the user to post comments from pdf format. b. Board Meeting Material Itwas suggested that members bring theircopies ofthe documents to the February 8 Boardmeeting.Because ofthe number ofrevisions,It was agreed to printnewcopies for all trustees. 2011 February 08...18 15.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE POLICY WORKING COMMITTEE -cont'd 10.DATE AND TIME OF NEXT MEETING The next meeting was scheduled for Tuesday,February 22, in the Governor SImcoe Room. The time of the meeting will be determined based on the number of agenda Items. 11.ADJOURNMENT The meeting adjourned by motion at 4:30 p.m.by motion. RECOMMENDATION That the revised Community Use of Facilities policy be approved. GRAHAM HART Chairperson The Recommendation was approved on motion of G. Hart,seconded by 8.Polhill. Director Tucker noted that additional input has been received regarding the Footwear Independent Procedure.The document was withdrawn as revisions will be brought back through the Policy Working Committee. It was agreed that Group A (1)of the Community Use of Facilities procedure would reflect the followingwording: Parent Related - Meeting and school fund-raising activities of Thames Valley Parent Involvement Committee,School Councils,Home and School Associations and other parent associations. b.REPORT OF THE CHAIRS'COMMITTEE 2011 FEBRUARYS 9:00 a.m.-10:44 a.m. MEMBERS ADMINISTRATION AND OTHERS T.Grant (Chair)G.Hart J.Bennett (9:06)T.Roberts (via B.Tucker S.Christie teleconference)K.Dalton K.Bushell 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared 3.ACCOMMODATION REVIEW COMMITTEE (ARC)PROCESSES Exec.Supt.K.Dalton and Exec.Officer K. Bushell joined the meeting to discuss a process to bring motions to the Board outside of that recommended by the Administration and ARC. Exec.Supt.Dalton sought a timeline and vehicle to introduce a new concept or alternative to the Board. The matter of howto incorporatefurther Input based on the administrative response was discussed inordertobe consistent'with the ARC process. 2011 February 08...19 15.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE CHAIRS'COMMITTEE -cont'd 4.REVIEW AND APPROVAL OF 2011 FEBRUARY 08 BOARD AGENDAS The agenda forthe 2011 Februarys,Board meeting was discussed.The in-camera meeting was cancelled to allow trustees an opportunity to attend the United Way cheque presentation at 6:30 p.m. in the Atrium prior to the Board meeting. 5.CORRESPONDENCE-none 6.SPRING PRINCIPAUVICE-PRINCIPAL INTERVIEWS ChalrGrant advised that the names of trustees available forthe spring principal/vice-principal interviews have been received.The following motion was moved and carried; That the following trustees be asked to participate in the upcoming principal/vice-principal interviews: • March 23 - J.Bennett,R.Campbell • April 20 - T.Roberts,J.Coghlin 7.STRATEGIC PLANNING Chair Grant sought input on trustees participating in developing the Board's strategic planning process.Director Tucker suggested that an external facilitator be hired through an RFP to lead the process with trustees providing input into the type of data to be gathered.The facilitator will gather the statistics and present a draft report for Board consideration.Director Tucker will research sample strategic plans for discussion at the next meeting. Trustee Hart suggested,and it was agreed,that the Board focus on the Trustees'and Senior Administration leadership In the short-term.The matter will be discussed further at the February 8,2011,Board meeting.At that time,direction will be given to the Director. The following motion was moved and carried: That a Trustee PD session be held on 2011 April 5, to update Trustees on the capital plan. 8.STAFFING REVIEW-In-camera The Committee moved in-camera at 10:30 a.m.to discuss a personal item in accordance with the Education Act It reconvened in public session at 10:43 a.m. 9.OSTA {SUPERVISION &FINANCIALS) The financial statements of the Ontario Student Trustees'Association were discussed.A copy will be made available to trustees in the Trustee Conference Room and provided to the student trustees. 10.MPP MEETINGS Chair Grant indicated that meetings have been scheduled to speak with areas MPPs about issues affecting the Board.Trustee Roberts indicated that he has discussed full-day kindergarten with three MPPs who have agreed to speak with the Minister regarding FDK funding.Trustees Hart and McKinnon are meeting with MPP E.Hardeman.Chair Grant will co-ordinate with Trustee Todd a meeting with MPP S.Peters. 11.PRESENTERS'PACKAGE A request to present to the Board from Concerned Parents from Huron Heights French Immersion PS regarding a personnel matter was discussed.The Director will meet with the School Council Chair regarding issues raised.The presenter will be invited to contact Director Tucker. 2011 February 08...20 15.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE CHAIRS'COMMITTEE -cont'd 12.OTHER BUSINESS a. FDK -Request for Special Board Meeting Director Tucl<er requested that a special Board meeting be scheduledfor February 15 at 7:00 p.m. to present options forfuture direction on full-day kindergarten.The discussions will be held in-camera in accordance with the Education Act b.Negotiations Advisory Committee Resignations It was noted that two resignations have been received from the Negotiations Advisory Committee.Interested trustees will be asked to contact Chair Grant in order that a recommendation for appointment to the Committee can be brought to a future Board meeting. 13.DATE AND TIME OF FUTURE MEETINGS The following future meetings were scheduled for 9:00 a.m.: •February 16; •March 2,9; • April 6,20; • May 4,19; •June 8,22. 14.ADJOURNMENT The meeting adjourned at by 10:44 a.m.by motion. RECOMMENDATION That a Trustee PD session be held on 2011 April 5, to update Trustees on the capital plan. T.GRANT Chairperson The Recommendation was approved on motion of J.Bennett,seconded by P.Jaffe. Student Trustee Daniels inquired about the possible renewal of membership with the Ontario Student Trustees'Association.Director Tucker Indicated that once the accounting system that is more defined in terms of expenditures is in place and the supervision aspect is satisfied,he will be pleased to support the membership.He has been in touch with the Ontario Student Trustee's Association President on two occasions and is confident that she is working hard to address those concerns.Trustee G.Hart explained that his understanding was that without paying the monies,the Board would still benefit from the reports,etc.Even if monies are not paid,this will not lessen the Board's involvement.Director Tucker indicated that financial membership provides additional benefits to the Student Trustees. Trustee P.Sattler questioned whether OESC provided facilitation around strategic planning and where other Directors are in terms of using it.Director Tucker advised that he is canvassing Directors and that there is a wide variance on how they proceeded.They are included in the options being reviewed. 2011 February 08...21 15.REPORTS OF COMMITTEES -cont'd 0.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE 2011 FEBRUARY 01 7:04 P.M.-9:27 p.m. MEMBERS ADMINISTRATION AND OTHERS G.Hart (Chair)B.McKinnon B.Tucker V.Nielsen J.Bennett B.Murray K.Dalton M.E.Smith R.Campbell P.Sattler L.Elliott B.Sonier J.Coghlin R.Tisdale B.Greene P.Tufts J.Daniels J.Todd M.Sereda K.Wilkinson G.Hart C.Bourbonnais-K.Bushell MacDonald S.Christie Regrets:Absent:K.Edgar K.Young T.Grant.W.S.Polhill L.Griffith-Jones K.Aitken Huff, P.Jaffe,S.Hughes B.Seto T.Roberts M.Moynihan 1.APPROVAL OF AGENDA The agenda was approved on motion of R.Tisdale. 2.CONFLICTS OF INTEREST -No conflicts of interest were declared. 3.VOCATIONAL EDUCATION PROGRAM REVIEW Exec.Supt L. Elliott provided an overview and history of the Vocational Education Program Review noting that the Accommodation Review Committee (ARC)11 involvingSir George Ross Secondary School and Thames Secondary School provided the impetus for a review of "vocational programming"(now known as School-to-Work or Workplace Pathways)by the Program Services Department. Acommittee ofProgram'Services staffand secondary principalsand vice-principals was formed to assist in the review. In addition,extensive consultation with various groups of stakeholders was completed. C.Davidson,Vice-Principal at Strathroy District Collegiate Institute (SDCI),advised that the focus at SDCI is on the students'workplace destination and the transition from high school to the workplace.She reported that some students go into apprenticeship programs following high school while others carry on to post-secondary education where they enter a certificate program. She indicated thatStrathroy District Collegiate Institute works closely with Lambton College inthis regard.The Vocational Education Program allows the school to offer many options to students and a school within a school atmosphere where they are able to participate in programs with other students from their home school. The programs provide students with an opportunity to be placed more or less in their home community,an area which they are familiar with,thus able to set roots in that area.Upon completion of high school,all students in the Vocational Education Program leave witha portfolio for their final destination in the workplace.Students are also able to participate in extra-curricular activities and use those skills in their post-secondary education. E.Roes,Teacher and Student Success Counselor at Strathroy District Collegiate Institute,Is the lead on Student-to-work placements.She commented that the Vocational Education Program prepares the students for the workplace and helps them achieve their full potential.Her role is to assist students to be successful and monitor how they are doing both academically and socially.They visit students in grade 8 to determine their interests to help prepare for their post- secondary education,and to provide credit recovery opportunities for those students who are struggling and falling behind in their studies. 2011 February 08...22 15.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 4.REPORT OF THE TECHNOLOGICAL EDUCATION REVIEW COMMITTEE ExecSupt.Dalton presented the following reportprepared bythe Technological Education Review Committee regarding the progress of the Committee.She advised that the current technological education facilities within the Thames Valley District School Board represent a largerangeof conditions.Atsome sites, thereare modern,newly-constructed instructional spaces while at others there is a great need to improve the conditionswhere technological education Is delivered. Rationale Thecurrent technological education facilities within the Thames Valley District School Board represent a large range of conditions.Atsome sites, there are modern,newly constructed Instructional spaces while at others, there Isa great need to Improve the conditionsofthe instructional spaces where technological education is delivered. Inpreparationfora Thames Valley District School Board technological education renewal initiative,the recommendations from thisTechnological Education Review provide a planning toolthat ensures consistent facilities whichcan provide equitable programming for students across TVDSB. Purpose 1.Facility Renewal; To complete a thorough reviewof the current facilities and from this review,identify facility configurationsthat meet current needs and provide alternatives for future initiatives;and 2. Program Renewal;To ensure that the equipment and the delivery of technological education programs in Thames Valley District School Boardalign with the appropriate Ministryof Education curricula. Committee Membership and Commitment The individuals onthis(TERC)committee representTrustees,Senior Administration;School Principals, Program Services and Technological Education Specialist Teachers.This committee met 11 times from January.2010,to May,2010,and has hadthe opportunity to bring their beliefs,experience, perspective and skills to the process. The report is a culmination of this committee process. The following individuals participated on the Committee; Graham Hart,Trustee,Thames Valley District School Board Paul Tufts,Supervisory Officer,Operations Services Kevin Bushell,Executive Officer,Facility Services&Capital Planning Frank Gallzia,LearningSupervisor, Program Services DrewCook,Principal,IngersollDistrictCollegiate Institute Paul Panayl,Principal,College Avenue Secondary School Mel Moniz,Vice-Principal,Glencoe District High School ChrisTye,Learning Coordinator,Technological Educationand Experiential Learning Harold Dyvestyn,Department Head,Technical Education,Ingersoll District Collegiate Institute Bob Fularski,Department Head,Technical Education,Huron ParkSecondary School Ted Hayward,Department Head,Technical Education,North Middlesex Secondary School (Retired) RussJones,Department Head,Technical Education,Sir Wilfrid Laurier Secondary School Bob Neubauer,Department Head,Technical Education,HB Beal Secondary School Peter Rochus,Department Head,Technical Education,East Elgin SecondarySchool 2011 February 08...23 15.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd Committee Membership and Commitment -cont'd George Zammit,Department Head,Technical Education, Arthur Voaden Secondary School Karin Lawrence,Assistant Department Head,Technical Education,Saunders Secondary School Committee Guiding Principles The following three guiding principles have been developed by the members of the Committee. They articulate their beliefs about Technological Education in the Thames Valley District School Board. Credibility: To provide the Thames Valley District School Board with Technological Education models that provide relevant attainment of transferable knowledge and skills that are reflective of post secondary pathways,sector changes,emerging technologies and community needs. Accessibility: To develop safe,reasonable,accessible and inclusive Technological Education program opportunities for all Thames Valley District School Board students. Sustainability:To provide the Thames Valley District School Board with a long range plan for Technological Education that is consistent with curriculum and community needs;has long term support and vision,and Is adaptable to technological Innovation and change. Part A: Facility Renewal Technological Education Review Process 1.Formation of the TERC committee (see committee membership) 2.Development of Guiding Principles 3.Development of potential Program Models (see Appendix A) 4.Review of current technological program offerings across the Thames Valley District School Board (see map and course legend,Appendix B) 5.Conduct tours of Technological facilities (Medway High School,Strathroy District Collegiate institute,H.B.Beal Secondary School,Saunders Secondary.School,College Avenue Secondary School,South Collegiate Institute and AB Lucas Secondary School) 6.Specific program specifications are being developed collaboratlvely with Program Services and Facilities Services staff (presently in progress). Recommendations for Facilitv Renewal 1.For the purpose of technological renewal,schools will need to be categorized according to the program model template.It may be possible for a school to be categorized under a certain model while not meeting all of the model criteria,as outlined on this template.For example,North Middlesex DHSwould be categorized as a focus school because it does offer Transportation and Manufacturing,but does not offer Hospitality and Tourism (see Appendix A). The program model template should be used as a guide during the planning process for the renewal of technological education facilities.This template provides the base line for technological education renewal (Meets Guiding Principles;Credibility,Accessibility, Sustainability). Prior to the start of the renewal initiative, a prioritized list of schools will be developed collaboratlvely with Program Sen/ices and Facility Sen/ices staff. 2011 February 08...24 15.REPORTS OF COMiWITTEES -cont'd c.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd Recommendation for Facility Renewal >cont'd 2. When planning a new facility or renewing an existing space,priority should be given to constructinga multi-use technological instruction area. Thistypeofadaptable facility provides secondary schools inthe Thames Valley District SchoolBoard with the ability torespondtonew curriculum initiatives,technological innovations,Industrial sector changes,and community needs Ina timely manner. 3. As well,such a facility can accommodate grade 9 and 10 broad-based course offerings, emphasis course offerings,multiple course sections and the introduction of new emerging technologies, e.g.,green Industries, health care, power generation (see AppendixA).(Meets Guiding Principle;Credibility) 4. Students in all schools should have the opportunity to access emphasis programming opportunities at other school locations within a reasonable distance,while maintaining enrollment at their designated school. (Meets Guiding Principle;Accessibility). 5.All recommendations resulting from this Technology Program Review should be considered in combination with the Vocational Education Program Review that is currently being conducted. Part B:Program Renewal Technological Education Program Renewal:2010/2011 School Year The second phase ofthis technological education Initiative will bethe developmentofa process for the renewal andmaintenanceof stationary powerequipmentandthesustainable currlcular support fortechnological education within the Thames Valley District School Board. Technological education Is ideal for students who prefer to learn by doing.A technological education course ofstudy offers rich opportunities for practical knowledgeand skills attainment whilepreparing students for opportunities inallfour post secondary pathways. In addition to facility renewala process ofequipmentmaintenance,upgrading,and replacement will be initiated. A Suggested Eguioment Assessment Process 1.Initiate a preventative maintenance check/assessment by qualified technicians,forall stationary power equipment. 2.Maintenance and upgrading of all equipment. 3.Replacement of redundant, obsolete,damaged or unflxableequipment. 4.Introduction of new equipment to facilitate new curriculum expectation requirements and emerging technologies. The Curriculum Support Process Technological Education Subject Associations are working with Program Servicesstaffto develop curriculum templatesand curriculum walkthroughs forcourse delivery.The information included on these templates will be;equipment requirements to meet curriculum expectations,teaching methodology requirements,resources,health and safety requirements and professional development needs. These documents will provide a plannihg templateand guidefor teachers. Department HeadsandSchool Administrators and would becomepartofa program specification. /• 2011 February 08...25 V ->• 15.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd Next steps: 1.Conduct a gap analysis to determine a prioritized list of schools for renewal. 2.Support of equipment 3.In-service for teachers of new curriculum. 4.Provide principals with appropriate Iook-for*s to support their classroom walk-throughs in Tech education. Trustee R.Tisdale inquired if schools offer courses that are not listed inAppendix and ifnot, is it the intention to discontinue the courses.It was indicated that some of the courses not listed fall under the heading "Transportation".The Appendix is a shortened version.The full report includes all courses by school.Supt.P.Tufts explained that potential changes to traditional offerings are subject to sustainabillty and the number of students who enrol in a course determines if it will be offered. 5.SECONDARY ENROLMENT PROJECTIONS Exec Supt.Dalton presented the following report on the 5-year historical secondary enrolment information,2006-10 inclusive,as well as secondary enrolment projections,2011 -15.She noted that the data illustrates student body count and not full-time equivalent. She advised that this is the first report that has been generated using the new software program SPS,provided by Paradigm Shift.The Paradigm program is a planning report.The numbers generated are not used for finance,budgeting or staffing but to represent the actual number of students In a school. Exec.Supt.Dalton advised that all feeder schools are in the program and it gives a factor for every feeder school.It then calculates the retention rate which includes the "Unknown"category. The program generates the numbers which Indicate what space is needed to bring School-to- Work pupils in and/or to determine which facilities could be renovated to accommodate vocational and technological programs. In response to questions the following information was provided to Trustees. •In addition to compulsory courses,the Province does not dictate what optional programs are to be offered in schools.The choices are set out in the curriculum and teachers and principals look at which program offerings they want to implement depending on the demand for a program. • In terms of the extent of plans for economic development in a region,consideration is given for employment opportunity rates for students entering the workforce according to statistics in the region. Currently,the programs offered show that they all fallwithin the growth area. •Director B.Tucker advised that the Board Is In regular contact with P.White who identifies areas of industries that are being brought to the region. •The main difference between a vocational and technological program is that technological programs service pathways that are geared for students who plan to attend any of the four pathways.Vocational programs lead students to the world of work. 2011 February 08...26 15.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd It was observed that TVDSB has a lower number of specialists even though more technical studies courses are offered.Therefore,schools must offer co-operative education for students for workplace readiness Ina chosen field. •The Strathroy DistrictCollegiate Institute will begin a tracking process to provide statistics on how many students are successful coming out of the Workplace program,where the students are ending up post-secondary and how successful they are. •The new software is able to track students with an Individual Education Plan. If students have taken courses that are not applicable for college entry,they are able to return to high school to pick up the prerequisite courses needed. •Schools are encouraged to offer all pathways;however,not every school has the facilities necessary to offer a full range of programs because they do not have the physical structure. As a result,many bi-level courses are offered. Eighty percent of Ross Secondary School and Thames Secondary School vocational students are currently on an Independent Educational Plan. • A philosophical discussion cannot be carried out without program implications. •Vocational (school to work pathways)courses are offered in many secondary schools, however,some programs are limited due to low enrolments.Schools are working hard to providing more school to work/workplace destination courses available Inall areas of the board that would allow for Increased student access. • Work,apprenticeship,college and university pathways should all be treated with the same degree of importance. Director Tucker encouraged trustees to visit schools who offer Technological and Vocational programs and advised that tours can be arranged for that purpose. Chair Hart noted that the Technological Review is not yet completed as the Committee needs program standards for all 10 technological areas.It has now been tumed over to the Capital Planning Co-ordinating Committee for direction and support. Two schools are operating as "technical"schools.Trustees must determine philosophically,in designing programs,whether two vocational schools are the best to meet the needs of students or if specialized technology should be offered In multiple centres in London.Once determined, itwill be necessary to consider how the Board can make it happen and consider school sites. 6.ADJOURNMENT -The meeting adjourned at 9:27 p.m. by motion. GRAHAM HART Chairperson Trustee TIsdale sought next steps and timelines.Director Tucker indicated that the Trustees have requested a picture of what the program willlook like and assurances around acceptance of students In the program.The issue will be taken back to Administrative Council and Capital Planning to determine the framework.He is looking to have the review done sequentially and logically,as well as being time sensitive regarding the Thames/Ross ARC.Proposals will be brought back through the Administration regarding time frames,process and tools. 2011 February 08...27 15.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd Trustee Hart inquired ofthe timelines for trustees to tour the vocational and technological school sites with respect to the education program reviews presented at the 2011 February 01 meeting noting the need to move forward as the numbers for schools considered for closure may increase.He asked that the tours be a priority withvisits scheduled in April,Mayand June to accommodate the significant number anticipated.Itwas confirmed that the Senior Administration will arrange the tours and possible dates will be considered bythe Administrative Council. 16.COMMUNICATIONS a.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION -UPDATE Chair Grant advised that she was pleased that so many members were able to attend the Public Education Symposium.Trustee Sattler advised that there are several certified school board governance trainees who attended and she was hopeful that the new Trustees found Ithelpful as well.She noted that a regional meeting for western school boards is scheduled for Saturday, 2011 March 26.There may be a tour arranged at a LEADS certified school. A Board of Directors meeting Is scheduled for 2011 February 25 and 26. Anemail has been sent to all trustees regarding the new provincial initiatives,the supply chain and the Accessibility for Ontarians with Disabilities Act provisions. 17.NOTICE OF MOTION -none 18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 19.ADDITIONAL ITEMS -none 20.QUESTIONS/COMMENTS BY MEMBERS -none 21.ADJOURNMENT The meeting adjourned at 10:02 p.m. on motion of R.Tisdale,seconded by G. Hart. Confirmed: 2011 February 08...28 SUMMARY OF APPROVED RECOMMENDATIONS OF 2011 FEBRUARY 08 -That Recommendations 1 through 5 of the SeniorAdministrative response to the Norwich Accommodation Review Committee (Norwich, North Norwich and Otterviiie Public Schools)be deferred to the 2011 April 26 Board meeting for consideration. -That the Norwich Accommodation Review Committee (Norwich, North Nonvich and Otterviiie Public Schools)be disbanded. -That the Tollgate Central French Immersion Public School students be accommodated at the Hillcrest Public School site commencing 2011 September 01. -That a naming committee be established for Tollgate Central French Immersion Public School. -That a survey be conducted inOxford County during the 2011 -2012 school year to determine the Interest in Extended French. -That the revised Conlmunity Use of Facilities policy be approved. -That a Trustee PD session be held on 2011 April5 to update trustees on the capital plan.