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3/8/2011 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2011 MARCH 08,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER V 2.0 CANADA V 3.SPECIAL MUSICAL PRESENTATION -Sir John A.Macdonald Public School Band V 4.APPROVAL OF AGENDA M 5.OFFICIAL RECORD V 6.RECOGNITIONS -none V 7.CONFLICTS OF INTEREST V 8.CHAIR'S ANNOUNCEMENTS V 9.DIRECTOR'S ANNOUNCEMENTS V 10.PUBLIC INPUT -none 11.ADMINISTRATIVE PRESENTATIONS -none 12.MINUTES OF THE 2011 FEBRUARY 22 BOARD MEETING M a.Confirmation of Minutes b.Business Arising from the Minutes 13.STUDENT TRUSTEES'UPDATE V 14.REPORTS FROM THE ADMINISTRATION a.Equity and Inclusive Education Implementation Update M b.Report of the Churchill Accommodation Review Committee M c.Effectiveness and Efficiency Review Report V (Please bring copy distributed at the 2011 February 22 Board meeting) d.2011-12 Projected Enrolment and Preliminary Teacher Staffing M e.Long-Term Financing Arrangements M f. D.M.Sutherland Public School,Springbank Public School Naming Committees M 15.REPORTS OF COMMITTEES a.Policy Working Committee,2011 February 22 M "n b.BudgetAdvisory Committee,2011 February 23 M ^c.Chairs'Committee,2011 March 02 M d.Committee of the Whole In Camera,2011 March 08 V r"^16.COMMUNICATIONS a.Ontario Public School Boards'Association -Update 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 MARCH 08 The Board met inregular session on 2011 March08 inthe Board Room at the Education Centre, meeting in public session at 7:00 p.m. to 10:04 p.m.The following were in attendance: TRUSTEES ADMINISTRATION AND T.Grant (Chair)B.McKinnon OTHERS M.E.Smith J.Bennett B.Murray B.Tucker P.Tufts R.Campbell S.Polhill K.Dalton K.Bushell J.Coghlin T.Roberts (via teleconference)L.Elliott S.Christie J.Daniels R.Tisdale B.Greene K.Meeson P.Jaffe J.Todd M.Sereda K.Young C.Bourbonnals-MacDonald S.Young Regrets:G.Hart K.Edgar K.Aitken P.Sattler M.Moynihan B.Seto W.Huff V.Neilsen 1.CALL TO ORDER. Board Chair T.Grant called the meeting to order at 7:00 p.m. 2./3.O CANADA AND MUSICAL PRESENTATION The appreciation of the Board was extended to the Sir John A.Macdonaid Public School Band and Conductor Andy Reid for leading inthe singing of 0'Canada and performing two musical selections. 4.APPROVAL OF AGENDA The agenda was approved on motion of R.Tisdale,seconded by J.Todd. 5.OFFICIAL RECORD S.Christie,Supervisor,Corporate Services,read the following official record into the minutes: "We regret to record the death of Sarah Smith,an eight-year-old student at Byron Somerset Public School,on 2011 March 1." 6.RECOGNITIONS -none 7.CONFLICTS OF INTEREST Trustee S.Polhill declared a perceived conflict of interest with respect to item 14.b citing her father's participation as a Municipal Representative on the Sir Winston Churchill Public School Accommodation Review Committee. 8.CHAIR'S ANNOUNCEMENTS Chair Grant commented on the following upcoming events: •April 5,2011 -Trustee in-service regarding Capital Planning and the Learning Agenda; • April6,2011 -Meeting at the London Catholic District School Board; • April28 - Variety Is,secondary musical performance at the John Labatt Centre; • May 5 -Award of Distinction ceremony. 9.DIRECTOR'S ANNOUNCEMENTS Director Tucker expressed his condolences to the familyof student Kayla Maybee.He noted that the Traumatic Events Response Team has been at Ekcoe Central Public School assisting staff and students.He extended his support to Kayla's family,friends and school community. 2011 March 08...2 9.DIRECTOR'S ANNOUNCEMENTS -cont'd Director Tucker updated trustees on the recent Federal cuts to the Settlement Workers in Schools (SWIS)program.Exec.Supt.L.Elliott advisedthatas a result,the Board will be losing three,full-time secondary staff. The schools impacted will be notified directly.She advised that this will also affect some of the elementary schools who,as a result,will have a reduced level of Settlement Workers in Schools support within their school. 10.PUBLIC INPUT -none 11.ADMINISTRATIVE PRESENTATIONS -none 12.MINUTES OF THE 2011 FEBRUARY 22 BOARD MEETING a.CONFIRMATION OF MINUTES The minutes of the Regular Board Meeting,2011 February 22 were adopted on motion of S. Polhill,seconded by R.Tisdaie. b.BUSINESS ARISING FROM MINUTES -none. 13.STUDENT TRUSTEES'UPDATE Student Trustee J. Daniels advised that he was pleased with the results of the Ontario Student Survey which will be shared with secondary students.He will bringthe student feedback tothe Board at a future meeting. Student Trustee Daniels expressed his gratitude to Director Tucker for providing him with the opportunity to attend the Ontario Student Trustees'Association conference in Ottawa last week.The purpose of the conference was to educate students on the processes of government in Canada.It also allowed him to meet with policy makers and learn various processes. Student Trustee Daniels also informed the Board that the next Student Council meeting will be held on 2011 March 30. Chair Grant acknowledged that Student Trustee Daniels was Interviewed on A Channel News earlier that morning and commended him on how well he represented the Board. 14.REPORTS FROM THE ADMINISTRATION a.Equity and Inclusive Education Implementation Update Exec.Supt.Elliott presented the Equity and Inclusive Education Implementation update to the Board which provided information about the implementation of the Equity and Inclusive Education strategy. She noted that the Board's Equity and Inclusive Education policy #2022,referenced under 2.0, 'an Equity and Inclusive Education Action Plan to be reviewed annually'.This Action Plan,as attached,was developed by the Equity and Inclusive Education Board Committee and reviewed by Administrative Council and various departments.It will hold all departments and schools accountable for the achievement of specific goals and targets,and will be brought fon/vard to the Board annually. The goals stated within the Board Action Plan are identified within the Ministryof Education Equity and Inclusive Education Strategy,to be achieved over the years 2008 -2012.Discussions regarding funding for specific actions are on-going.This year,the Ministry provided $12,000.00 to support Equity and Inclusive Education initiatives. The timelinefor implementation isongoing. The committee will be bringingthe plan annually to the Board for feedback and to speak to its accomplishments 2011 March 08...3 14.REPORTS FROM THE ADMINISTRATION -cont'd a.Equity and Inclusive Education Implementation Update -cont'd Trustee Tisdale inquired about parentai involvement with respect to the Equity and Inclusive Education Implementation.Exec.Supt.Elliott advised that consultation around strategy was discussed last spring and the results were posted on the Board's website.The committee would like to involve the Thames Valley Parent Involvement Committee,provide updates,and Invite parent representative to learn more about Equity and Inclusive Education. b.Report of the Churchill Accommodation Review Committee Trustee Polhill left her seat at the Board table declaring a perceived conflictof interest related to her father's participation on the Churchill Accommodation Review Committee.ARC Chair Trustee P.Jaffe Introduced the report of the Committee.He welcomed and introduced several members from the communities of F.D.Roosevelt Public School,Sir Winston Churchill Public School,Prince Charles Public School and Lord Nelson Public School.He noted that the report is the result of the work by the Churchill Accommodation Review Committee,addressing accommodation at SirWinston Churchill,F.D.Roosevelt,Lord Nelson and Prince Charles Public Schools.The background area of the report illustrates the various meetings that were held cumulating in this document. The timeline following receipt ofthe report,Senior Administration will provide its response to the Board within30 days.Public input to the Board of Trustees will be scheduled withina minimum of60 days following receipt ofthe Senior Administration's response after which time there will be a decision of the Board. Recommendations In support ofthe Committee's mandate to respond tothe Senior Administration recommendation, the Churchill Accommodation Review Committee:SirWinston Churchill,F.D.Roosevelt,Lord Nelson and Prince Charles Public Schools Accommodation Review Committee approved the following recommendations on 2011 February 01. The Committee recommends: 1.That Sir Winston Churchill,F.D.Roosevelt,Lord Nelson and Prince Charles Public Schools remain open as they currently exist. 2.That the Board discuss with the City of London Department of Social Services possible alternative uses of available space withinSir Winston Churchill Public School. 3.Should the Board of Trustees decide to close Sir Winston Churchill Public School,the Committee recommends: 3.1 THAT the entire current Sir Winston Churchill Public School boundary be assigned to Prince Charles Public School and that all current Sir Winston Churchill Public School students and Special Education classes be transferred to Prince Charles Public School,effective 2012 September 01. 3.2 THAT additional administrative staff and financial resources be provided to Prince Charles Public School to support the transition of Sir Winston Churchill Public School students. 3.3 THATall appropriate physical resources be transferred from Sir Winston Churchill Public School to Prince Charles Public School,including Smart Boards and the Early Literacy Program resources (ensure a Smart Board in every classroom). 2011 March 08...4 14.REPORTS FROM THE ADMINISTRATION -cont'd a.Equity and Inclusive Education Implementation Update -cont'd 3.4 THAT,ifallSpecial Education classes currentlyoperating at Sir Winston Churchill Public School cannot be accommodated at Prince Charles Public School,then all Special Education classes be moved as a group toa single alternate school location. 3.5 THAT the Board establish a Naming Committee to consider renaming Prince Charles Public School to ensure a new beginning for the school including a new mascot,coat of arms,etc... 3.6 THATthe Board provide appropriate release time for staff to develop an Inclusion program for staff and students. 3.7 THAT the Board provide a fulltime school support councillor for a minimum of three years and enhanced attendance councillor services. 3.8 THATthe Board ensure that Prince Charles Public School provide a breakfast and lunch program, awarm clothingcollection program, a Safe Schools and Anti-builying program and a Before and After School program. 3.9 THAT, if busing is required,buses arrive in time to accommodate a breakfast program. 3.10 THATall necessary and appropriate physical plant enhancements to accommodate an increased population be completed at Prince Charles Public School for 2012 September 01, including repainting and any other cosmetic enhancements to classroom areas to provide a welcoming environment for all students. 3.11 THAT the Board monitor the progress of students and impact on the families affected by any school consolidation following this Accommodation Review Committee process to inform the future practice of the Board. Background The Thames Valley District School Board approved the following motion on 2009 November 24. That the Administration be authorized to proceed withthe following anrjended Accommodation Review Committees (ARC),reviewed by the Capital Planning Advisory Committee 2008January 21. F. D.Roosevelt.Lord Nelson,Prince Charles,Sir Winston Churchill Public Schools. Note;The scope of the Accommodation Review Committee was amended in review of the projected future enrolment within the originally named F.D.Roosevelt,Prince Charles and Sir Winston Churchill Public Schools Accommodation Review Committee,that the addition of Lord Nelson PublicSchool was necessary to consolidate these schools.Administration recommends closingSirWinston Churchill PublicSchool, completinga boundary review,and accommodating the pupils at the remaining three schools. The 10 Committee members,representing four school communities,met on the following dates: 2010 April7 -Organizational Meeting 2010 May 13 -Public Consultation 2010 June 17 -Public Consultation 2010 September 16 -Public Consultation 2010 October 28 -Public Consultation 2010 November 16 - Draft Report 2011 February 01-Public Input into the Draft Report 2011 March 08...5 14.REPORTS FROM THE ADMINISTRATION -cont'd b.Report of the Churchill Accommodation Review Committee -cont'd Public Consuitatlon was received from one organization and four individuals. The Committee compiled their draft recommendations on Tuesday,2010 November 16.Public Input to the draft report from two individuals and one organization was received byCommittee members on Tuesday,2011 February 01.The amended Reportofthe Churchill Accommodation Review Committee was approved by unanimous vote of the members at the meeting held Tuesday,2011 February 01. Representatives of the Thames ValleyDistrictSchool Board included Trustee Peter Jaffe and Trustee Terry Roberts who presided over the meetings.Administrative support was providedby John Thorpe, Executive Member; Brian Greene,Executive Superintendent of Business and Treasurer;Karen Dalton, Executive Superintendent of Operation Services;Karen Edgar, Superintendent of Education,Special Education;Teresa Muscat, Administrative Assistant;Cathy Bear, Administrative Assistant;Gil Owens,Planning Officer; Bob Seto,Planning Officer;Kevin Bushell, Executive Officer,Capital Planning; and Principals Diana Goodwinand Barb Lawson, F.D. Roosevelt PublicSchool; Sheryl Cooke-Sawyer,Lord Nelson PublicSchool; Anne Martin, Prince Charles Public School; and Chris Cooper,Sir Winston Churchill Public School. The Committee received and/or examined: Policyand Procedure - Pupil Accommodation and FacilityOrganization; Pre-Valuation templates for each school involved; Accommodation Review Committee (ARC)Template Definitions/Parameters/Component Value Factor Guidelines; Boundary Maps for the schools involved Inthe Accommodation ReviewCommittee; Historical enrolment data for each of the schools Involved in the Accommodation Review Committee: Presentation by Gil Owens regarding Thames ValleyDistrict School Board Enrolment forthe areas included In the Accommodation Review Committee:Actual Enrollment 1997-98 to 2009-10 (FTE) and Projected Enrolment 2010-11 to 2015-16; Presentation by Karen Edgar,Superintendent of Education, on Special Education class assignments; Presentation by Kevin Bushell,reviewing the pre and post valuation templates and costs associated with the recommendation; •Tours of each ofthe schools involved were arranged priorto the start of meetings.Meetings were rotated among the four schools. Post-Analvsis Senior Administration's Recommendations The draft capital plan Identified a number of accommodation issues In the Cityof Londonwhich merit review. Projected declining future pupilenrolment Inthis catchment area and available capacity suggested that a review is warranted. Senior Administration recommends that Sir Winston Churchill Public School be closed as of 2012 June 30 and declared surplus.Once a boundary review is completed,the Sir Winston Churchill Public School catchment area would be accommodated In the remaining schools for 2012 September 01. Estimated Costing Breakdown for Senior Administration's Recommendations: No additions or renovations at F.D.Roosevelt Public School,Lord Nelson Public School or Prince Charles Public School are required to accommodate the area population,other than those required for Full Day Kindergarten. 2011 March 08...6 14.REPORTS FROM THE ADMINISTRATION -cont'd b.Report of the Churchill Accommodation Review Committee -cont'd Trustee J.Bennett inquired about enrollment numbers and whether the Committee considered an alternate school for closure aside from Sir Winston Churchill Public School.Trustee Jaffe advised that the Accommodation Review Committee had to logically consider this particular school based on declining enrolment.As such,no other school in that area was considered. Exec. Supt. Dalton explained the procedure that will followthe report ofthe ChurchillARC.She reviewedthe new process and,specifically,the next steps.She indicated that the report will go to the Capital Planning Co-ordinating Committee and the Administrative Council who will determine which recommendations outlined In that report can be supported.The Administrative Response will be brought to the March 22 Board meeting with the list of recommendations. Following submission to the Board, public input will be invited on the presentations of the ARC and the Senior Administration.Following a minimum60 days from the Administrative response, the Board will make its decision. c.Effectiveness and Efficiency Review Report Exec.Supt.B.Greene presented the Effectiveness and Efficiency Review Report which detailed a reviewofthe Southwestern Ontario Student Transportation Services bya team selected bythe Ministry of Education.The review evaluated the following areas of performance: Consortium Management; •Policies and Practices; Routing and Technology;and •Contracting. Exec Supt.Greene noted that the Board received the second highest rating possible-Moderate High. He thanked the Consortium staff for their work inachieving this successful rating noting that,as a result of the review,the Board will receive an additional $959,873,000 in permanent funding which can be built into the base funding for transportation. He advised that a follow-up review will take place in the next 12 to 18 months at which time,the Ministrywill determine if the Board acted upon its recommendations which were minor in nature. He noted that the issue of declining enrolment will have to be addressed and commented that this is the first time since the amalgamation in 1998 that all transportation costs will be funded 100 percent. d.2011-12 Projected Enrolment and Preliminary Teacher Staffing Exec.Supts.Dalton and Greene and K.Meeson,Finance Manager presented the following report to the Board.The report provided the enrolment projections for the 2011-12 to 2014-15 school years,as well as the preliminary elementary and secondary staffing in order that Human Resource Services can begin the in-school staffing process. Trustees were advised that the Ministry of Education memorandum 2010:SB50,dated 2010 October 25,requires the submission of enrolment projections for 2011-12 to 2014-15.The Executive Superintendent of Operations Services is responsible for the preparation of enrolment projections for submission to the Ministry of Education which are used forthe 2011-12 budget and determiningstaffinglevels.Full DayKindergarten (FDK)staffingis based ona class size cap of 24 with progression.There are an estimated 19 schools with SK/Gr.l combined classes. 2011 March 08...7 14.REPORTS FROM THE ADMINISTRATION -cont'd d.2011-12 Projected Enrolment and Preliminary Teacher Staffing -cont'd For purposes of the 2011-12 preliminary budget,the following enrolment data will be used: (ADE)2010-11 2011-12 Increase/ Approved Budget Projected (Decrease) JK/SK FDK 588.25 941.50 +353.25 JK/SK (no FDK)3,861.75 3,665.00 (196.75) Grades 1 - 3 14,614.50 14,798.00 +183.50 Grades 4-8 26.063.50 25.909.00 n 54.50^ Elementary 45,128.00 45,313.50 185.50 Secondary 24.955.80 24.275.76 'f680.041 Total 70.083.80 69.589.26 f494.541 The timeline is subject to staffing provisions of the collective agreements. Manager Meeson reviewed the 2011 - 2012 preliminary elementary and secondary staffing reports in detail to provide the Trustees with a better understanding on Board funding and how staffing numbers are generated. It was noted that based on secondary projections of a reduction of 31.68 teachers,it will be necessary to reduce the number of courses offered to secondary students and there will be less flexibility in program decisions.Exec. Supt.M.Sereda indicated that the 2011-2012 school year will be difficult for secondary schools as they may offer 6-10 less courses at each school; however, principals will have an opportunity to identifytheir individual school needs. e.Long-Term Financing Arrangements Exec.Supt.Greene introducedthe reporton Long-TermFinancing Arrangements whichprovided authority for the transition from the current short-term financing arrangement for the capital expenditures outlined belowtothe long-term financing arrangement withthe Province of Ontario. He noted that itis also Intended for other school boards to participate in the provincial long-term financing arrangement through the Ontario Financing Authority (OFA). On 2010 November 09, the Ministry released Memorandum 2010:SB 53 "Long-Term Financing Arrangements for Good Places to Learn Capital Projects",announcing the intent to permanently finance allGood Places to Learn projects underway at 2010 August 31,as well as any Prohibitive to Repair, and Primary Class Size orCapitalPrioritiesprojects substantially complete as of 2010 August 31 through an Ontario Financing Authority debt issue in March 2011. Thames Valley District School Board's participation in the long-term financing arrangement through the Ontario Financing Authority(OFA)consists of: Good Places to Learn Prohibitive to Repair Blenheim District Public School Wilberforce Public School West Nissouri Public School Caradoc Public School 8,967,168 5,360,536 7,528,540 8,667,924 3,232,875 2011 March 08...8 14.REPORTS FROM THE ADMINISTRATION -cont'd e.Long-Term Financing Arrangements - cont'd Primary Class Size Blenheim District Public School 1,138,031 Pierre Elliott Trudeau Public School 1,174,332 Wiiberforce Public School 493,952 Northrldge Public School 1,109,218 Caradoc Public School 420,307 Capital Priorities Stoney Creek Public School 12.186.796 Total Long-Term Financing $50.279.679 The funding for Long-Term Financing Arrangements will be provided bythe Ministry ofEducation Grants. Timeline; •Board approval by 2011 March 08 •2011 March 11 -Funds flowfrom Ontario Financing Authority It was noted that the interest rate for the loan from the Ontario Financing Authority is at 4.3 percent. RECOMMENDATION: That the Board Approve By-law#12 to Authorize a Loan from the Ontario Financing Authority (OFA)inthe PrincipalAmountof $50,279,679.00 Pursuant to a Loan Agreement under Section 7 of Ontario Regulation 41/10. A pollvote was approved on motion of P. Jaffe,seconded by R. Tisdale. Poll Vote: Yeas -Bennett,Campbell,Coghlin,Grant,Jaffe,McKinnon, Polhill,Roberts,Tisdale,Todd Nays - 0 Absent - Hart, Huff,Sattler Yeas -Student Trustee Daniels Student Trustee Murray f.D.M.Sutherland Public School,Sprlngbank Public School Naming Committees Exec.Supt.Dalton described the reportonthe D.M.Sutheriand PublicSchool, Springbank Public School Naming Committees and sought Board approval to establish two naming committees. She advised that past practice suggests that a naming committee be established as a result of striking a Design Committee.Although this was not a recommendation of the Accommodation Review Committee,Senior Administration believes that a naming committee is warranted. Trustee Bennett inquired about the timeline for completion and was advised that advertisements would be placed in local newspapers later In theweek and that the Issue would be broughtback tothe Boardforapproval in April/May.Submissions are tobe receivedbyS.Christie,Corporate Services by April15,2011. 2011 March 08...9 14.REPORTS FROM THE ADMINISTRATION -cont'd f. D.M.Sutherland Public School,Sprlngbank Public School Naming Committees RECOMMENDATION: That naming committees be established to consider renaming of D.M.Sutherland and Sprlngbank Public Schools. A poll vote was approved on motion of S.Polhill,seconded by P. Jaffe. Poll Vote: Yeas - Bennett, Campbell, Coghlln, Grant, Jaffe,McKinnon,Polhill,Roberts,Tisdale,Todd Nays - 0 Absent - Hart, Huff,Sattler Yeas -Student Trustee Daniels,Student Trustee Murray 15.REPORTS OF COMMITTEES a.REPORT OF THE POLICYWORKING COMMITTEE,2011 FEBRUARY22 3:09 p.m.-4:32 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS G. Hart (Chair) T.Roberts (3:11)B.Tucker L.Pressey T.Grant R.Tisdale L.Elliott P.Tufts N.Fader S.Christie F.Galizia K.Aitken Regrets:J.Bennett,W. Huff Visitors:C.Canon 1.APPROVAL OF AGENDA -The agenda was approved by motion. 2.CONFLICTS OF INTEREST-none declared 3.COMMITTEE REPORT OF 2011 JANUARY 25 AND 2011 FEBRUARY22TRACKINGSHEET The report of 2011 January 25 and the updated tracking sheet were provided for Information. The status of outstanding documents was discussed.Director Tucker indicated that the Transportation policy will be broughtforwardtoan upcomingmeeting. The Food and Beverage procedure will be added to the tracking sheet as a new document inthe writing stage. 4.POLICY/PROCEDURE-TO COMMITTEE FOLLOWING PUBLIC INPUT a.Assessment and Evaluation Policy and Procedure Exec. Supt.L.Elliott joined the meeting to speak to the Assessment and Evaluation policy and procedure.She was joined byF.Galiziaand L.Pressey.Exec. Supt.Elliott advised that the documents are intended to ensure that the policyis clear and consistent,and that every student benefits from the same high quality process for assessing,evaluating and reporting student achievement. As a result of postingthe draft policy and procedure forstaff and publicinput,the majority of comments received were focused on implementation issues.Changes were made to the draft procedure based on the Inputreceived. There were no changes under the policy itself. The most discussion was In relation to missed and late assignments in the procedure. 2011 March 08...10 15.REPORTS OF COMMITTEES-cont'd a. REPORTOF THE POLICY WORKING COMMITTEE,2011 FEBRUARY 22 - cont'd 4.POLICY/PROCEDURE-TO COMMITTEE FOLLOWING PUBLIC INPUT -cont'd a.Assessment and Evaluation Policy and Procedure - cont'd Exec.Supt.Elliott indicated thatthe policy and procedure will take effect 2011 September 01. She stressed that the goal is to ensure that principals,teachers,students and the community worktogether to comply with the Board's expectations. Itwas noted that the Board will provide a communication insert to accompany school newsletters beginning in March or April outlining the changes that will take effect In 2011 September. It was recommended that principals ensure that they have strategies inplace at that time. Exec. Supt.Elliott described changes to the procedure.She noted that the deduction of marksand the assignmentofzero on a majorassignment will occur rarelyand only after other interventions havebeenusedand documented (Appendix C:Intervention Strategies Form).Trustee T. Roberts commended the initiative put forward by the senior administration including the Growing Success document.Exec.Supt.Elliott reported that course outlines are to be ready and available to students bythe end of June which outline all assignments so students can prepare and prioritize what expectations are requiredof them forthe following school year.Eight sessions will be scheduled for this spring for principalsand aworkplace steward to discuss the expectations of student assessment and evaluation. The roles and responsibilitiesof parents as outlinedinthe procedure were questioned and howthe Board can ensure that they are made aware ofthe upcoming changes.Director Tucker indicatedthat the onus ison the principal tomake parents aware ofthe changes and together communicate their expectations to the students.Information will be Included in the On Your Own documentforgrade 9students during the first orsecond weekofschool. Parents will be encouraged to watch for this document The following motion was moved and carried: That the revised Assessment and Evaluation policybe fonvarded to the 2011 March 8 Boardmeeting forapproval and the procedure for information.The policy and procedure will take effect on 2011 September 01. b. Naming of Schools Supt. P. Tuftsjoined the meeting to speak to the public inputreceived on the Naming of Schools procedure. The amended procedure provided further clarification regarding the guidelines surrounding the review of suggested names,necessary contact with family members ofa name suggested and the roleofthe trustee and superintendent.He noted that no input was received surrounding the proposed amendments. Itwas noted that any reconsideration of naming will be taken back to the communitybefore a decision is made.Supt. Tufts described amendments to the procedure. The following motion was moved and carried; That the Namingof Schools procedure be forwardedtothe 2011 March8, Boardmeeting for information. 5.NEW POLICIES/PROCEDURES UNDER DEVELOPMENT -none 6.DRAFT POLICY/PROCEDURE REQUIRING ADDITIONAL CONSIDERATION -none 7.POLICIES/PROCEDURES UNDER REVISION -none /" 2011 March 08...11 15.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE POLICY WORKING COMMITTEE,2011 FEBRUARY 22 -cont'd 8.DRAFT/APPROVED POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION - none 9.OTHER BUSINESS-none 10.DATE AND TIME OF NEXT MEETING The next meeting was scheduled for Tuesday,2011 March 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 4:32 p.m. by motion. RECOMMENDATION: That the revised Assessment and Evaluation policybe approved and take effect 2011 September 01. GRAHAM HART Chairperson Trustee Tisdale described the report and noted that the naming of Schools procedure,Item No.4.b, was withdrawn pending further review. A pollvote was approved on motion of R.Tisdale,seconded by S.Polhlll. Poll Vote: Yeas - Bennett, Campbell, Coghlin, Grant, Jaffe,McKinnon,Polhill,Roberts,Tisdale,Todd Nays - 0 Absent -Hart,Huff,Sattler Yeas -Student Trustee Daniels Student Trustee Murray was absent for the vote. b.REPORT OF THE BUDGET ADVISORY COMMITTEE,2011 FEBRUARY 23 3:30 p.m.-5:15 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS J. Coghlin J. Todd (3:42)B.Greene B.Tucker T.Grant {ex offlcio)• B.Hester K.Young T.Roberts (Chair)K.Meeson J. Berkin Regrets:W. Huff, R.Tisdale 1.APPROVAL OF AGENDA -The agenda was approved by motion. 2.CONFLICTS OF INTEREST -No conflicts of Interest were declared. 3.GUIDING PRINCIPLES Exec. Supt.Greene reviewed the document Guiding Principles for the Development of the Thames Valley DistrictSchool Board Multi-Year Budget. The Comniiittee discussed a required revision. 2011 March 08...12 15.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE BUDGET ADVISORY COMMITTEE,2011 FEBRUARY 23 -cont'd 3.GUIDING PRINCIPLES -cont'd The following motion was moved and carried: That the Budget Advisory Committee recommend tothe Board that the attached revised Guiding Principles forthe Development ofthe Thames ValleyDistrict School Board Multi- Year Budget be approved. 4.ASSUMPTIONS AND PROCESS Exec. Supt.Greene reviewed the document 2011-12 PreliminaryBudget Assumptions and Process.Administration responded to questions from members of the Committee. The Committee sought information regarding the effect of Full Day Kindergarten (FDK)on TVDSB'senrolment. Manager K.Meeson advised that enrolment projections will be brought forwardtothe BoardinMarch.She clarified that the fundingreceived forFDKflowsthrough both the GSN's and Educational Program-Other (EPO)grants.The Committee discussed the impact of declining enrolment on the 2011 -12 Budget.Exec.Supt.Greene described the impact as it relates to salaries and benefits versus fixed costs such as facilities and utilities. Exec. Supt.Greene advised that salaries and benefits represent approximately 83% ofthe TVDSB budget.Administration provided information regarding revenue generated fromthe transportation Effectiveness and Efficiency(E&E) review.DirectorTucker emphasized the impact and relationship ofthe TVDSB transportation policyand E &E review process on the Board's budget. Manager Meeson provided two examples of cost pressures referred to in the Expenditure section ofthe document.She noted an OMERSemployer contribution increase and changes to the grant calculation for special education equipment.Trustee Roberts advised that OPSBA has requested the Ministry of Education give both of these items further consideration. The Committee discussed the required revisions related to the Board Improvement Plan. The revised 2011-12 Preliminary Budget Assumptions and Process will be brought fonvard at the next meeting. 5.GSN -WHAT WE KNOW Manager Meeson distributed the attached document Budget AdvisoryComrriittee,Grants for Student Needs (GSN's), February 23,2011.She highlighted the GSN information already known to the Board such as the salary benchmark increases defined by the Provincial Framework Agreement.Manager Meeson described increases in the funding related to computer funding and the Learning Opportunities Grant.She advised of decreases in GSN funding In the areas ofSchool Operations and Renewal, top-up fundingfornew schools and Board and Administration. 6.COMMUNICATIONS In response to a question on how the Board can compensate for declining enrolment,the Committee discussed potential methods ofpromoting the system.Director Tucker noted the need for strategic planning with community consultation and an opportunity for Trustee dialogue.It was agreed that the matter will be referred to the Communications and Public Relations Committee.Manager Young will bring examples and their associated costs to the next meeting. 2011 March 08...13 15.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE BUDGET ADVISORY COMMITTEE,2011 FEBRUARY 23 -cont'd 6.COMMUNICATIONS -cont'd The Committee discussed the format for sharing budget informationtothe community viathe TVDSB website.The difficulty inobtaining publicinputin previous years was noted.Manager Young will have the Chair's message from Trustee Roberts added to the 2011-12 Budget section of the website. 7.OTHER BUSINESS Trustee Roberts sought feedback regarding the Committee meeting format and budget process.Director Tucker noted the positive feedback received regarding the discussion- based approach taken with last year's budget. 8.DATE AND TIME OF NEXT MEETING The next meeting was scheduledfor Monday,2011 April 11"^at 3:30 p.m. 9.ADJOURNMENT A motion to adjourn was moved and carried at 5:15 p.m. RECOMMENDATION: That the revised Guiding Principles for the Development of the Thames ValleyDistrict School Board Multi-Year Budget,as attached,be approved. TERRY ROBERTS Chairperson Trustee Coghlin described the report. Exec. Supt.Greene indicatedthatthe 2011-12 Preliminary Budget Assumptions and Process were available,as well,for Board approval. The following motion was moved by J. Coghlin,seconded by R.Tisdale: That the 2011-12 Preliminary Budget Assumptions and Process be approved as attached. The following amendment was moved by R. Tisdale,seconded by J. Bennett and carried: That the PreliminaryBudget Assumptions and Process be amended to includethe Guiding Principals for the Development of the TVDSB Multi-Year Budget as Appendix A and the Boarcf Improvement Plan -2010-2011 be added as Appendix B. A poll votewas approvedon motion ofJ.Coghlin,seconded byR.TisdaleforRecommendations 1 and 2. Poll Vote: Yeas - Bennett, Campbell,Coghlin,Grant, Jaffe,McKlnnon,Polhill,Roberts, Tisdale, Todd Nays - 0 Absent -Hart,Huff,Sattler Yeas -Student Trustee Daniels,Student Trustee Murray 2011 March 08...14 15.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE CHAIRS'COMMITTEE,2011 MARCH 02 10:09 a.m.-11:35 a.m. MEMBERS ADMINISTRATION AND OTHERS T.Grant (Chair)G.Hart J.Bennett T.Roberts (via teleconference)L.Elliott S.Christie 1.APPROVAL OF AGENDA The following items were added to the agenda: Ontario Public School Board Association Request; Award of Distinction; Environmental Education Paperless Week; National Assembly Chief Fontaine Visitto Saunders Secondary School; Vocational Education School Tours. The agenda was approved,as amended,by motion. 2.CONFLICTS OF INTEREST -none declared 3.REVIEW OF 2011 MARCH 8 BOARD AGENDA The agendas for the in-cameraand public Board meetings of 2011 March 8 were discussed and updated.It was agreed that the in-camera meeting will be rescheduled to follow the public Board agenda. A request to present from a Program vendor related to the Days of Courage program will be referred to the Safe Schools Committee for consideration. 4.CORRESPONDENCE -none 5.EQUITY AND INCLUSIVE EDUCATION COMMUNITY ADVISORY COMMITTEE REPRESENTATIVE Itwas noted that the Equityand Inclusive Education Community Advisory Committee is seeking a trustee representative to serve on the Committee,per the attached request.Trustee Roberts suggested revisions to the Guiding Principles. It was agreed that ChairGrant will seek interested trustees and bring names to the next meeting for consideration.It was suggested that an alternate also be identified. 6.INVITATIONS TO TRUSTEES Chair Grant spoke to requests received from the public to host events.Exec. Supt. Elliott will speak with the Equityand InclusiveEducationCommitteeabout hostingthe Intercultural Dialogue Instituteof London "Noah's Pudding"presentation to celebrate the common heritage of Judaism, Christianity and Islam. Itwas suggested that an event mightbe held at a secondary school. 7.BOARD BYLAW PROCEDURES Chair Grant advised that the discussion procedures at Board meetings as outlined in Board Bylaws has been questioned.Itis anticipated that a Bylaw ReviewAd Hoc Committee will be convened in future and will consider the issues raised. itwas suggested that time be set aside following each Board meeting for trustees to reflect on the meeting process. 2011 March 08-15 15.REPORTS OF COMMITTEES -cont'd 0.REPORT OF THE CHAIRS'COMMITTEE,2011 MARCH 02 -cont'd 8.OTHER BUSINESS a.Ontario Public School Board Association Request Chair Grant indicated that Ontario Public School Board Association has requested that boards pass a motion supporting the Coalition for Children and Youth Mental Health statement of intent. Itis hoped that,through the Ontario Public School Board Association report to the Board,consideration will be given to supporting the issue.Copies of the report will be provided to trustees at the 2011 March 22 Board meeting. b.Award of Distinction The Committee discussed the Award of Distinction selection process.Discussion will continue at the next meeting. c.Environmental Education Paperless Week Exec. Supt.Elliott described an initiativeof the Environmental Education Committee for the system to participate ina paperless week during April 26-29.The Committee is preparing suggestions for staff inthis regard.The matter will be discussed further at the next meeting. Chair Grant requested that USB sticks be made available to the trustees.Exec. Supt.Elliott will speak with IT staff to confirm Board Room connectivity. d. National Assembly Chief Fontaine Visitto Saunders Secondary School Exec. Supt.Elliott advised the Committee that former National Assembly Chief Phil Fontaine will visit Saunders Secondary School on March 3 from 12:00-1:00 p.m. First Nations Advisory Committee members have been invitedto attend.Trustee Hart will represent Chair Grant. e.Vocational Ed School Tours Exec. Supt.Elliott advised that vocational education school tours have been planned for April 1 at Arthur Voaden Secondary School and Strathroy District Collegiate Institute, and on April 15 at CollegeAvenue Secondary School.All trustees are Invited to attend.She asked that numbers be confirmed In order to plan transportation. Trustee availabilitywill be confirmed at the 2011 March 8 Board meeting. Exec. Supt.Elliott will determine if alternate dates are possible. 9.FUTURE MEETINGS The following meetings were scheduled for 9:00 a.m. •March 9; • April6,20; • May 4,19; Junes,22. 10.ADJOURNMENT The meeting adjourned at 11:35 a.m.by motion. RECOMMENDATIONS:none T.GRANT Chairperson 2011 March 08...16 15.REPORTS OF COMMITTEES -confd c.REPORT OF THE CHAIRS'COMMITTEE,2011 MARCH 02 -cont'd Trustee Bennett requested that trustees advise 8.Pullam if they will be able to attend the Vocational Education tours that have been arranged and to indicate their interest in serving on the Equity and Inclusive Education Community Advisory Committee. d.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA,2011 MARCH 08 MEMBERS PRESENT ADMINISTRATION AND OTHERS J.Bennett (Chair)B.McKinnon B.Tucker K.Bushell R.Campbell S.Polhill K.Dalton S.Christie J. Coghlin R.Tisdale K.Young T.Grant J.Todd P.Jaffe Regrets:G. Hart W.Huff P.Sattler J.Daniels B.Murray T.Roberts The Committee met in camera from 9:45 p.m.to 10:00 p.m. 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -No conflicts of interest were declared. 3.Confidential personal matters were discussed. 4.RISE AND REPORT A motion to rise and report was moved and carried. RECOMMENDATIONS:none JOYCE BENNETT Chairperson 16.COMMUNICATIONS a.Ontario Public School Boards'Association Update -none 17.NOTICE OF MOTION -none 18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 19.ADDITIONAL ITEMS -none 2011 March 08...17 20.QUESTIONS/COMMENTS BY MEMBERS ChairGrantcommented on her visittothe HarrisHeightsPS Full-Day Kindergarten program noting how much she enjoyed visiting with the children. Trustee Bennett Inquired about Information received from the Ministry regarding Phase 3 Full-Day Kindergarten funding.She asked Director Tucker to comment on the plan goingforward and howthe Board intends to accommodate that knowing that there is a funding shortfall. Director Tucker Indicated that the original proposal for $11.3 million forcapital expenditures submitted for purposeful classrooms,specifically, Full-DayKindergarten, had changed.However, it was determined that the capital expenditure of $7.8 million would be sufficient from a facility perspective. Exec. Officer K.Bushell explained that the initial figures were submitted under the Ministry'scriteria of a hard cap of 26 students per classroom and when the student registered,the school would be required to create another classroom.He explained that the Ministry did not intend to fund the program that way but needed a starting point.Since then,a decision has been made on how to load classrooms and in review of the $7.8 million Infunding, it has been determined that there will be sufficient capital to accommodate ail ofthe Phase 3 Full-DayKindergarten programs.However, the concern remains that in Phase 1 where the Board did not have enough capital and not enough spaces to create,it has left some classes in Phase 1 still not accommodated appropriately. Trustee Bennett requested that a summary of the issue containing both the Director's and Exec. Officer Bushell's comments be prepared for trustees'Information. A motion to move in camera was moved by J. Coghlin,seconded by P.Jaffe at 9:45 p.m. It reconvened in public session at 10:00 p.m. 21.ADJOURNMENT The meeting adjourned at 10:04 p.m. on motion of B. McKinnon,seconded by P.Jaffe. Confirmed: Chairpe 2011 March 08...18 SUMMARY OF APPROVED RECOMMENDATIONS OF 2011 MARCH 08 That the Board Approve By-law #12 to Authorize a Loan from the Ontario Financing Authority (OFA) In the Principal Amount of $50,279,679.00 Pursuant to a Loan Agreement under Section 7 of Ontario Regulation 41/10. That naming committees be established to consider renaming of D.M.Sutherland and Springbank Public Schools. That the revised Assessment and Evaluation policy be approved and take effect 2011 September 01. That the revised Guiding Principles for the Development of the Thames Valley District School Board Multi-Year Budget be approved That the Preliminary BudgetAssumptions and Process be amended to Include the Guiding Principals for the for the Development of the TVDSB Multi-Year Budget as Appendix A and the Board ImpnDvement Plan -2010-2011 be added as Appendix B.