Loading...
9/29/2011 - Special Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD SPECIAL BOARD MEETING 2011 NOVEMBER 29,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER -O'CANADA V 2.APPROVAL OF AGENDA M 3.CONFLICTS OF INTEREST V 4.TVDSB ACCOMMODATION a.Annual Pupil Accommodation Report M b.The Corporation of the City of London (to be distributed)M 5.ADJOURNMENT V THAMES VALLEY DISTRICT SCHOOL BOARD SPECIAL MEETING,PUBLIC SESSION 2011 NOVEMBER 29 The Board met in regular session on 2011 November 29 in the Board Room at the Education Centre,meeting in public session at 7:00 p.m. to 10:51 p.m.The following were in attendance: TRUSTEES ADMINISTRATION AND T.Grant (Chair)P.Jaffe OTHERS B.Sonier J.Bennett B.McKinnon B.Tucker K.Wilkinson R.Campbell B.Murray K.Dalton K.Bushell J.Coghlin 8.Polhill B.Greene S.Christie G.Hart T.Roberts M.Sereda K.Aitken W.Huff P.Battler C.Bourbonnais-MacDonald D.Rajaia J.Todd K.Edgar K.Young S.Hughes C.Bear Regrets:S. Amri K.Meeson J.Pratt W.J.Tai M.Moynihan B.Seto R.Tisdale M.E.Smith B.Moore 1.CALL TO ORDER - O CANADA Board Chair T.Grant called the meeting to order at 7:00 p.m. 2.APPROVAL OF AGENDA The agenda was approved on motion of T Roberts,seconded by S.Polhill. 3.CONFLICTS OF INTEREST -none declared 4.TVDSB ACCOMMODATION Director Tucker provided an overview of accommodation reviews conducted as a result of declining enrolment within the Thames Valley system.He noted that the Administration continues to look at improving facility conditions to enhance student learning. He advised that 70% oftax payers withinthe City ofLondondo notcurrentlyhave childreninthe system buthave indicatedtheirconcern and interest in student achievement. The Board has been able to remove 196 portables from school sites that returned approximately 4500 students toschool buildings.The accommodation reviews have saved tax payers more than $6Mintax payer dollars while allowing the Board to provide maximum program opportunities for a maximum number of students.Director Tucker advjsed that the average age of all facilities is declining with enhancements and improved facility conditions. a.ANNUAL PUPIL ACCOMMODATION REPORT Exec. Supt.K.Dalton presented the following annual PupilAccommodation reportwhichprovided a reviewofchangesinenrolmentfoiiowingtheOctoberSI countdate.The report summarized and highlighted the effects of accommodation changes accomplished through the capital planning process and recommended next steps to address ongoingpupilaccommodation and programming issues. Enrolmeht Enrolment in both the elementary and secondary panels peaked in the 1999-00 school year as indicated in Appendix B-1. 2011 November 29...2 4.TVDSB ACCOMMODATION -cont'd a.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd Sincethen,theelementary Full-Time Equivalent (FIE) enrolmenthas declinedannually until 2011 Octoberwhena slight Increasewas experienced forthe firsttime In the past 12 years. The decline from theelementarypeaktothe 2011-12 schoolyearwas 8030.24or 15%based onthe preliminary October 31 figures submitted by the schools. The current school year showed a very slight increase of8.47 pupils from 2010 October.With the influx ofnewfourand five year oldpupilsdue tothe Full Day Kindergarten (FDK)program,staffis now projecting an annual modest increase in total elementary FTEenrolment until the 2016-17 school year. In terms of the total secondary FTE enrolment, the past years'elementary decline continues to impactthe secondary panel.The majorvariables Impacting the secondary figure are the percentage of Grade 12 students choosing to return for a fifth year and the lower number of Grade 8 students entering secondary school. This year,based on the preliminary data fromthe secondary schools, approximately30% of the 2010-11 Grade 12 students returned for 2011-12 (see Appendix B-2). The decline for the current school year Is 537.73 students.The decline through to 2011-12 has been 3220.19 or 11.3%from the 1999-00 peak. The preliminary projections,as shown on Appendix B-3, Indicatethat the Thames Valley District School Board total system FTE will continue to experience decline untilthe school year 2014-15 at which time the total FTE will begin to increase (using 0.5 per JK and SK pupils). Ifthe effects ofFDK implementation are examined (using 1.0 per JKand SK pupil),based upon the gradual increase in FDK enrolment from 2010 to 2014,and the FTE enrolments are adjusted accordingly as shown on Appendix B-1,the total elementary FTE adjusted enrolment began to increase starting 2010 September and is projected to Increase during the 5-year projection period. In summary,starting 2014 September once FDK has been implemented inall elementary schools, all Early Years pupils will be counted as 1.0 FTE pupils. Student Accommodation The Board continues to operate approximately 1.6U square feet of empty space which corresponds to approximately 14,275 empty pupil places based on the 2011-12 Enrolment vs Capacity report. At the same time,the Board experiences a lack of student accommodation in growth areas and for specific programs.It should be noted that the square footage maintained and the number of empty pupil places have declined this year. The Ministryof Education initiativefor Full Day Kindergarten (FDK) In the second year of a 5-year implementation plan has an impact on excess capacity in elementary schools.FDK is filling unoccupied classrooms requiring renovation of existing classrooms and resulting In the construction of new purpose-built classrooms.It is estimated that 195 additional purpose-built FDK classrooms will be required in our elementary schools to accommodate full implementation of this program. The Board has completed 19 accommodation reviews through established Accommodation Review Committees (ARC) which have impacted a total of 67 schools.These ARCs addressed facility Issues such as growth areas,school organization and excess capacity.As a result of the ARC process to date,the Board has constructed 915,569 additional square feet and has renovated 972,615 square feet of schools.Simultaneously,the closure and consolidation of 33 schools has reduced our building area by 644,586 square feet.The on-the-ground capacity (OTG) of the Board has Increased by 1779 through the capital planning process.This OTG Increase can be attributed to enrolment growth In specific areas,primary class size (PCS),and Full Day Kindergarten (FDK) programs.It should also be noted that through the capital planning process,the Board has reduced Its portable inventory by 196 portables which equates to 150,528 square feet and the accommodation of 4508 students. 2011 November 29...3 4.TVDSB ACCOMMODATION -cont'd a.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd Capital Fundino The Board has been successful in accessing $219.5I\/I of Ministry of Education Capital Funding to complete Board approved projects for new schools,as well as major additions and renovations, since 2006 February. Amendments to the Education Act,passed 2010 April 27,gave school boards the legal responsibility to implement FullDay Kindergarten for4 and 5-year-oIds,withfull implementation by the 2014-15 school year.This Initiative required significant capital funds to construct and renovate FDK classrooms to accommodate this program.As a result,the provincial capital funds available for school boards'priorities,other than FDK,have been reduced from $500M to $200M per year. This adjustment to capital funding reduces the capital funds the Board can access for the ongoing capital plan. The Ministryof Education also made an adjustment to the allocation of capital funds.It created a three-year rolling capital grant funded at $200M per year for a total of $600M. This three-year window allows school boards to better plan and make commitments to communities rather than waiting for a yearly announcement to complete a capital project the following year. The Board will continue to utilize the annual School Renewal Grant,where applicable and approved by the Ministry,to address renewal issues in major addition and renovation projects. Funding through all Ministry capital such as Growth Schools,Enrolment Pressure,and Prohibitiveto Repair will be requested for proposed projects.The Board will also utilize the proceeds from the sale of surplus schools and properties to assist Infunding the capital plan.With the reduction in capital funding from the Ministry,the Board is faced with a funding shortfall to fully Implement all capital planning priorities. A potential source of funding for capital projects not funded by the Ministry is the annual Energy Management Program savings which will be re-paid as of 2011-12.The annual savings available from this program are $5.4M,commencing in 2012-13.This funding could be used for the following capital needs emerging for the Board; •ARC Recommendations; •French Immersion Accommodation; Secondary Technological Education Renewal; •Other Accommodation Needs. The need to prioritize these capital requirements with reduced capital funding will be a challenge for the Board as It moves fonvard with accommodation planning for the future. School Renewal The Board has Invested significant capital dollars into the renewal of building components and systems inits schools using the annual School Renewal Grant, Energy EfficientSchools (EES) and Good Places to Learn (GPL) funding.Since 2005-06, the Board has invested $119.7M into its schools'infrastructures.It should be noted that EES and GPL funding programs are now complete and that the Ministry has introduced a new three-year funding program,"School Condition Improvemenf,inwhich TVDSB was granted $4.8Mforschool renewal. The Board must continue to strategically utilize School Renewal Funding for the renewal of its existing facilities. 2011 November 29...4 4.TVDSB ACCOMMODATION -cont'd a.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd School Renewal -cont'd The consolidation of schools and the construction of new and renovated facilities has allowed the Board to address 34% of its operating space.As stated in previous Annual Pupil Accommodation reports, the Board continues to improvethe average age of its facilities by 14 years from 1955 in 2006 to 1969 at present. This is a significantimprovement to facilities (approximately46% ofthe component life),since it is estimated that most building systems or components have an operational lifeof 30 years. Program Enhancements/Excellence Through capital planning initiatives,program enhancement has created a positive impact on the learning environment of approximately 36,500 students.Through the capital planning process,the Board has expanded and accommodated the Instrumental Music Program,improved Library Resource Centres,Gymnasium/Activityrooms, and introduced General Arts rooms in all new or renovated elementary schools. Using the Board's approved Program Standards,all new or renovated schools now meet this standard which has provided equity of programming to all schools that have been involved in an ARC or were involved in a major capital project. The Board has also improved programming in secondary school facilitieswhich have been involved inan ARCor Ina major capital project. It undertook the renewal of secondary school science labs and has now begun a renewal program for technology shops which will include not onlyrenewal of shop areas but also functional space and equipment to meet the standards developed by the Technology Review Committee. French Immersion Accommodation Challenges Following the Board's approval to close and convert Westdale and Hillcrest Public Schools to French Immersion as of 2011 June 30,boundary reviews were completed with the Jeanne Sauv6 and Tollgate Central French Immersion school communities.As a result of these boundary consultations,the Board approved,as of 2011 September 01,a new French Immersion attendance area for the Westdale school site and relocated the elementary French Immersion population in Oxford County from the Tollgate Central school site to the larger Hillcrest school site. Through two Naming Committees,the Board approved the new names of West Oaks and Roch Carrier French Immersion Public Schools for Westdale and Hillcrest Public Schools respectively. The new attendance area of West Oaks French Immersion Public School included 150 students and relieved temporarily the accommodation pressures at Jeanne Sauv^French Immersion Public School.A survey will be carried out this winter to determine the interest in extended Grade 7 French programming In Oxford County.Should Grade 7 be offered in Oxford County for 2012 September 01,additional portables will be added to the Roch Carrier site. At its meeting of 2011 June 28,the Board approved the recommendation to close and convert Southdale Public School in Strathroy to the preferred model of a single track French Immersion elementary school as of 2013 September 01.This will relieve the French Immersion accommodation pressures in West Middlesex County and move the program from its current location at Colborne Street Public School to the Southdale school site.All recommendations from the Colborne Street ARC are contingent on Ministryof Education capital funding ($19.7M). Other TVDSB French Immersion elementary schools experienced accommodation pressures for the 2011-12 school year.Portables were added this year to Kensal Park,Lord Roberts,Pierre Elliott Trudeau,and Roch Carrier French Immersion Public Schools. 2011 November 29...5 4.TVDSB ACCOMMODATION -cont'd a.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd French Immersion Accommodation Challenges -cont'd Despite the above measures to accommodate the French Immersion enrolment,it continues to be a significant challenge facing the Board. At the present rate of growth, with the continuation of the two entry points of SK and Grade 1 throughout the Board, the implementation of Full Day Kindergarten for the SK students and the continuing expansion of Grade 7 and 8 Extended French by the year 2014-15,there will be approximately 1,000 additional students enrolled in French Immersion programming.Because of extreme accommodation issues and capital funding restraints,the Senior Administration believes that the only Early Years entry point for French Immersion remains at SK, in accordance with current practice. It will continue to be a priority over the coming months to Investigate means of accommodating students wishing to participate in French Immersion programming.The range of options could include portables,portapaks,school additions,conversion of a school,and/or boundary adjustments.Finding an additional 1,000 pupil places to accommodate French Immersion students will be an ongoing challenge.The existence of empty pupil places in the TVDSB results in the Ministryof Education being reluctant to fund capital construction projects for French Immersion. Thus,the Board will be required tofind alternative sources offunding to resolve the accommodation pressures. Thames Valley District School Board has three immediate French Immersion accommodation issues: 1.meeting the annual accommodation challenges as enrolment grows; 2.determining ifthere is sufficient demand for Grade 7 extended French programming inOxford County:and 3.accommodating SK students in fullday kindergarten programming by 2014-15. Enrolment caps are nota desired solution; provincialcapital dollars are decreasing and the Ministry of Education's capital dollars will only be available for kindergarten purpose-built space in the French Immersion schools.As a result,the Capital Planning Coordinating Committee will be utilizing temporary accommodation and be seeking opportunities to decrease empty pupil places and convert facilities for French Immersion programming to address French Immersion accommodation issues. Status of Vocational and Technolocicai Education Reviews The Ross/Thames ARC was disbanded on 2009 December 15 to allow the Vocational Education Reviewand Technological Education Reviewreports to be completed and presented to the Board priortomakinganydecisions regardingthe futureofthe Ross and Thames secondary students and the facilities.These two reports were presented to the Board on 2011 February 01. The Vocational Education Review indicated that status quo inthe Cityof London was nota prudent option for the delivery of school-to-work technology programs.Awider range of students should be serviced by such programs inLondon as they are inMiddlesex, Oxfordand Elgin Counties.The Technological Education Review identified three types of schools in relation to technology (Introductory,Focus and Emphasis), and established standards for each type ofschool regarding programming,facilities and equipment (Appendix C). The renewal oftechnological facilities and equipment will be a majorfocus ofthe Capital Planning Coordinating Committee and the Program Department over the next several years. 2011 November 29...6 4.TVDSB ACCOMMODATION -cont'd a.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd Full Day Kindergarten fFDK) Itis the goal ofthe Ministry of Education to implement FDK in all schools across the provinceby 2014 September. This five-year implementation plan allovi/s Boardstowork with their community partners, hire staff,Introduce new curriculum,analyse enrolment projections and facility requirements,plan andconstructcapital needs and monitor the financial implications.Listed below is the five-yearCapital Plan forthe implementation of FDK. Year #of Schools FDK Enrolment Existing Purpose- Built Classrooms New Purpose- Built Classrooms Renovated Purpose- Built Classroom s Capital Funding 2010-11 19 Actual: 1337 29 34 3 $3.7M 2011-12 6 Actual: 583 10 13 4 $3.9M 2012-13 36 Projected: 2523 73 16 22 $11.7M 2013-14 35 Projected: 2357 59 26 22 $14.5M 2014-15 36 Projected: 2640 75 45 10 $21.7M Total 132 9440 246 134 61 $55.5M NOTE:Year 4 and 5 capital requests for FDK accommodation needs have been submitted to the l\/linistry of Education;aliocations have not yet been approved. Municipal Accommodation Discussions In the fall of 2010,the Board signed agreements with the Counties of Middlesex,Elgin and Oxford to take part in discussions concerning accommodation planning of the Thames Valley District School Board. During the spring of 2011,the Capital Planning Coordinating Committee and trustees met with municipal mayors,councillors and officials from Elgin,Middlesex and Oxford Counties to share information regarding accommodation and program challenges facing the Thames Valley District School Board in each of the three regions.This dialogue allowed for Information sharing and provided a forum for questions and responses.The feedback from each of these meetings indicated that they were productive and the opportunity for Information and dialogue was appreciated.The Board continues to pursue agreements withthe Cityof Londonand the CityofSt. Thomas.This community consultation process replaces the former Capita! Plan Advisory Committee (CPAC)meetings. 2011 November 29...7 4.TVDSB ACCOMMODATION -cont'd a.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd Facility Partnerships The Ministry of Education released l\/lemo 2010:B1 "Encouraging Facility Partnerships"(2010 February 11).This memorandum required the Board to approve a policyand procedure for facility partnerships and provide guidelines on how to develop these partnerships.The Thames Valley District School Board developed and approved its policy and procedure as of 2011 May 08 (Appendix D). The Board is required,as per its procedure,to hold an annual public meeting to exchange informationwith interested community partners regarding available space and/or potential co-build projects.This public meeting may be held as part ofa regular Board meeting which iswhyitis now included in the Annual Pupil Accommodation Report. The Ministry Guideline states that the Board should make space available in schools where the facilities have less than 60%utilized space or 200 unused pupil places.Considerations also need to be made regarding space requirements forexisting educational programs and Board initiatives. The Board isto provide information on proposed capital construction projects for new schools and major additions;therefore,included in this report are the proposed capital construction projects approved by the Board. Community partners interested in any sites listed below are to refer to the Board's "Encouraging Facility Partnerships"policy and procedure with respect to criteria and process. Available Space in Existlnc Schools (using 2010-11 School Caoacitv Report) Elementary %Utilized Westminster Central Public School 33 Port Stanley Public School 40 Trafalgar Public School 44 Sir John A.Macdonald 51 Public School Knollwood Park Public School 52 Ealing Public School 56 Victoria Public School 59 Lord Elgin Public School 59 Secondary Glencoe District High School Arthur Voaden Secondary School North Middlesex District High School.* %Utilized 59 64 68 Surplus Pupil Places 171 181 216 235 188 153 124 174 Surplus Pupil Places 214 386 135 2011 November 29...8 4.TVDSB ACCOMMODATION -cont'd a.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd Facility Partnerships -cont'd •AlthoughNorthMiddlesexDistrictHigh School does not meet the less than 60%utilizedspace northe200surpluspupilplaces criteria,TVDSB is investigating potential Facility Partnerships at this site. Potential Capital Construction Projects • New Strathroy Elementary School North Meadows Public School Addition •Orchard Park Public School Addition •Southdale Public School Addition PROPOSED ACCOMMODATION REVIEW COMMITTEE (ARC)RECOMMENDATIONS Since 2006 February 26,accommodation review recommendations have been presented to the Board for consideration.To date,20 of the 22 recommended ARCs have been initiated and 19 have been completed (see Appendix E). The followingfour ARCs are proposed for immediate initiation. London Secondarv Vocational and Technology Program ARC The Senior Administration believes that all secondary school students inthe Cityof London should have access to enhanced vocational and technology programming offered in Emphasis Schools which have a full range of technology programming.The Technology Education Review identified standards for technology programming,facilities,and equipment for all TVDSB students. The Vocational Education Review determined that status quo for school-to-work programs in the Cityof London does not meet the future programming needs of students.Based on the above,it Is recommended that an ARC be initiated to review alternative accommodation for Sir George Ross and Thames Secondary School students.It is the Senior Administration's recommendation that an ARC be formulated to review the accommodation of Ross and Thames students infull Emphasis Schools in the City of London. After examining the enrolment patterns of the current students attending Sir George Ross and Thames Secondary Schools,the projected secondary enrolments and the current technological facilities in the London secondary schools,it is proposed that Sir George Ross and Thames Secondary Schools close and that Clarke Road,Montcalm and Saunders Secondary Schools be enhanced to the standards of Emphasis Technology Schools.These three schools would offer a full range of programming including the technologies of an Emphasis school. It Is proposed that Clarke Road,H. B.Beal,Montcalm,Saunders,Sir George Ross,and Thames Secondary Schools be represented on this Accommodation Review Committee. Central London Elementary ARC Projected future pupil enrolment and available capacity suggests that a review of Bishop Townshend,Lome Avenue and St.George's Public Schools is warranted at this time.Lome Avenue Public School has the lowest enrolment vs capacity at 27% inthe system which equates to 598 empty pupil places based on the 2010-11 capacity report.Senior Administration recommends that an ARC be initiated to study the accommodation of elementary students at Bishop Townshend,Lome Avenue, and St.George's Public Schools.It is proposed that Lome Avenue Public School would close and the students would be consolidated at Bishop Townshend and St.George's PublicSchools,witha potentialadditionand enhancements to BishopTownshend PublicSchool. ThisARC has been reviewedand was not recommended bythe Capital Planning Advisory Committee on 2008 January 21. 2011 November 29...9 4.TVDSB ACCOMMODATION -cont'd a.ANNUAL PUPIL ACCOMIUIODATION REPORT -cont'd PROPOSED ACCOMMODATION REVIEWCOMMITTEE (ARC)RECOMMENDATIONS -cont'd Tillsonbura Elementary ARC The current organizational model,projected enrolment,available capacity,program facilities and facility conditions suggest that a reviewofAnnandale, MapleLane,Rolph Street and South Ridge Public Schools be initiated.The Senior Administration recommends that an ARC be initiated to study the accommodation of students at Annandale,Maple Lane, Rolph Street,and South Ridge Public Schools.Itis proposed that Maple Lane and Rolph Street Public Schools would close,a new school would be builton the west side of Tillsonburg and students would be consolidated into JK - 8 organizations at the Annandale and South Ridge Public Schools and the new school site. Enhancements would be necessary at Annandale Public School with a potential addition and enhancements at South Ridge Public School. Western Elgin Elementary ARC The current organizational model suggests that a reviewofAldborough and Dunwich-DuttonPublic Schools,and West Elgin Senior Elementary School be conducted.Senior Administration recommends that an ARC be Initiatedto study the accommodation of students at Aldborough and Dunwich-Dutton PublicSchool and West Elgin Senior Elementary School. Itis proposed that West Elgin Senior Elementary School wouldclose and the Grade 7and 8 students wouldremain intheir home communities of Aldborough and Dunwich-Dutton.Potential additions and enhancements may be necessary at Aldborough and Dunwich-Dutton Public Schools. Three ARCs previously reviewed by Capital Planning Advisory Committees (CPACs)have not yet been approved bythe Boardforimplementation. Priorto any of these ARCs being recommended, they would be discussed in meetings with Municipal representatives as per Board agreements. Those ARCs include: Glencoe District High School,Strathroy District Collegiate Institute,and West Elgin Secondary Schools; Arthur Voaden,Central Elgin,and Parkside Secondary Schools;and •East Williams, McGillivray Central,and Parkhill West-Williams Public Schools. Two ARCs previously approved by the Board will not be recommended for initiation at this time. Those ARCs include: • A.J.Baker,Thamesford and Zorra Highland Park Public Schools;and Belmont: RiverHeights, Northdale Central,South Dorchester and Westminster Central Public Schools. RECOMMENDATIONS: 1.That Administration be authorized to proceed with the following Accommodation Review Committees (ARCs): • London Secondary Vocational and Technology Program ARC:Clarke Road,H.B.Beal, Montcalm,Saunders,Sir George Ross,and Thames Secondary Schools; • Central London Elementary ARC: Bishop Townshend,Lome Avenue and St.George's Public Schools; • Tillsonburg Elementary ARC:Annandale, Maple Lane, Rolph Street and South Ridge Public Schools; Western Elgin Elementary ARC:Aldborough and Dunwich-Dutton PublicSchools, and West Elgin Senior Elementary School. 2011 November 29...10 4.TVDSB ACCOMMODATION -cont'd a.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd PROPOSED ACCOMMODATIONREVIEWCOMMITTEE(ARC)RECOMMENDATIONS-cont'd 2.That the Board approve the schools listed for potential Facility Partnerships: Baling,Knollwood Park,Lord Elgin,Port Stanley, Sir John A. Macdonald, Trafalgar, Victoria,and Westminster Central Public Schools; • Arthur Voaden Secondary School,Glencoe District High School, and North Middlesex District High School. 3.That the Board approve the potential capital construction projects as possible co-build projects with community partners: • New Strathroy Elementary School •Additions to Orchard Park,North Meadows,and Southdale Public Schools Trustee Bennett requested that Recommendation 1 be separated out.Recommendations 1 through 3 were moved by J.Bennett,seconded by G. Hart. Administrative staff responded to questions posed by members.Trustee Jaffe inquired about Recommendation 3, using Orchard Park Public School as an example.He noted that no decision has been made about the boundary and requested specifics on what members are being asked to approve.Director Tucker confirmed that there have been no decisions regarding boundaries but that there is a Ministry requirement that any type of renovation additions must flow through the process and regardless of the boundary outcome,there is a commitment by the Senior Administration and the Board that a resource centre would be added to Orchard Park Public School to accommodate new students from Sherwood Forest Public School. Exec. Officer Bushell noted that the Ministry guidelines provide an opportunity for a co-build; however,the Board still has an opportunity to decide whether itis practical and appropriate to have a co-build. He clarified that FDK projects are not required to be included in the co-build because of rapid implementation.Executive Officer Bushell advised that a co-build is a co-operative venture in building facilities. In terms of process and a pending Board decision in January,Trustee Jaffe requested that the Orchard Park section of Recommendation 3 be separated out and the item be deferred until that time as there is no explanation in the report that the recommendation flows from the ARC dealing with the resource centre. It was noted from the description of Recommendation 3 that the Board is required to comply with the Ministry expectation to explore the projects,not to build them. In response to a question regarding Recommendation 2 and the funding implicationsfor facility partnerships,it was noted that partners are required to pay per square footage including the cost of any improvements or upgrades.Boards are also able to reduce the OTG by 50% when there is a community partnership which would allow the Ministry to reduce the top-up funding for the school. 2011 November 29...11 4.TVDSB ACCOMMODATION -cont'd a.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd Questioned iftiie Board was tied to tiie iistof partnershiips pending approval and whether the Board could proceed withan ARC, Director Tucker confirmed that it does not limit the Board's abilityto name an ARC for any of the schools listed in Recommendation 2.It was noted that Ministry guidelines allowthe Board to entertain both public and private sector partners.The Board would want to look at any external partner that would compliment the students and the function of the school. Trustee Jaffe requested an addition to the report on page 9 as to what the Capital Planning Advisory Committee (CPAC)considers when making a recommendation for implementation.Exec. Supt.Dalton advised that CPAC considers the following issues prior to making a recommendation to the Board for approval and implementation: the highest priorities of the Board; what is the highest priority; the potential sources of funding; gains that will be received from an ARC; program advantages; enrollment data; capacity report. She noted that the ARCs outlined on page 9 of the report are not high priorities at this time.The Board must be strategic in the way itprioritizes the use of capital dollars and consider what is most important to the Board at this time. Of the four ARCs that are recommended,Tillsonburg will be a significant capital venture and a business case for the Ministry.The Tillsonburg ARC is considered to be a high prioritybut also has a high cost.Because there are limited funds available, the Board must decide where it can best use them. Trustee Jaffe requested that the above be noted in the report because the Board is communicating with various city councils and municipalities. He felt that someone reading the report will want to know why the ARCs are not included.He noted that it is a tremendous undertaking to look at system-wide needs but it is also important for the Board to communicate to its partners why something that was recommended is no longer on the table for consideration. Trustee Hart raised the issue of French Immersion and the reluctance of the Ministryto fund the program. He noted that in most situations,when a student is admitted to French Immersion, an empty pupil place is created.He questioned when the Board would address this issue.It was noted that the Ministry of Education has Indicated that no funds will be allocated for French Immersion because ofthe surplus space inthe Cityof London.The Board must lookat the results ofARCs as they evolve and what facilities are available, either as an outcome of accommodation reviews or current surplus and maximize that space. Exec. Officer Bushell advised that the Board would qualifyfor a pressure grant where a school is over capacity by 100 students over two consecutive years and there is no school capacity within eight kilometres. Going forward, other buildings will potentially be used as the Board moves through the ARC process for French Immersion. 2011 November 29...12 4.TVDSB ACCOMMODATION -cont'd a.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd With respect to the projection of 1000 additional students in French Immersion withinthe next few years,it was noted that itis a combination of FDKand choice of programs.Senior Kindergarten and Grade 1entrypointsare steadiiy increasing.It is expected that within the next three years the Board wiii be looking at adding an extended Grade 7 and Grade 8 class inOxfordand Middlesex Counties. Director Tucker advised that discussions are ongoing with the City of London administration regarding its involvement at Lome Avenue Public School. He noted that this does not preclude discussions with municipal representatives priorto the ARC starting.Regarding Western Elgin, he advised that has been unable to discuss the matter with the municipality since the first meeting. He noted that the Board may defer that portionofthe recommendation at itsdiscretion. He advised that itisanticipated that the Board will move forwardon a Letterof Agreement with Elgin County inthe spring. However,It was emphasized that there is no advantage to deferring the ARCs as a number of meetings will take place as the accommodation process moves forward. Capiitaldollars for FDKwill end in 2014;therefore,combining sources offunding must be maximized for program enhancements. Trustee Huff indicated that there are currently two tuition agreements that include three of the schools named inthe ARC. He noted that these agreements are outside of the ARC process and must be kept separate.Director Tucker confirmed that the Senior Administration must ensure that the First Nations communities have a voice during the process and that It will commit to exploring how this can be accomplished. Trustee Jaffe requested clarificationon technological facilities and equipment as a major focus. He noted that trustees are receiving emails concerned over the unique needs of students at Ross and Thames Secondary Schools and whether the student needs would continue to be addressed. He questioned whether there should be additional Information in the report to reassure parents that during the transition,students who currently receive additional help will not be lost by attending Saunders,Montcalm or Clarke Road Secondary School programs.Director Tucker advised that it is hoped that these types of questions will be addressed in the ARC process.There would be a plan for gradual transition and not a sudden departure or change.Trustee Jaffe requested that the discussion be included in the report as it is an area of sensitivity.Addressing itearly in the ARC process,may reassure parents and students. The followingmotion related to Recommendation 1 was moved by P.Sattler,seconded by P.Jaffe: That the following motion be deferred to the February 21,2012,Board meeting for further consideration: 1.That the Administration be authorized to proceed with the following Accommodation Review Committee (ARC): 1.London Secondary Vocational and Technology Program ARC:Clarke Road,H.B.Beal, Montcalm,Saunders,Sir George Ross,and Thames Secondary Schools. Trustee Sattler spoke in support of the deferral noting that the recently elected trustees may not be aware of the previous process.She clarified that, in the past,the annual Pupil Accommodation report came to the Board in November where there would be a motion to refer Itto the CPAC who would consider the recommendations and report back to trustees.This would allow them to make an informed decision on the establishment of an ARC. However, the Capital Planning Advisory Committee has been disbanded to get broader community input. 2011 November 29...13 4.TVDSB ACCOMMODATION -cont'd a.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd Trustee Sattler advised that this would give the Board an opportunity to discuss the ARC with First Nations members and the Special Education Advisory Committee in advance of moving forward and creating the ARC. Some members spol<e against the motion to defer noting that the length of time to get an actual agreement with the City of London could delay the ARC process.It was also suggested that the Board move forward with the ARC and continue consultation during the process. The motion to defer was rejected and the main motion carried. In consideration of Recommendation No.1.11: 1.That Administration be authorized to proceed with the following Accommodation Review Committees (ARCs): •Central London Elementary ARC:BishopTownshend,Lome Avenue and St.George's Public Schools; Trustee Jaffe indicated that Lome Avenue Public School is a busy school and does not look as though itis 73%empty.He suggested that this be included in the report to give credit to the issues faced at the school. Director Tucker confirmed that if one was to walk down the halls at Lome Avenue Public School, itwould be difficultto find an empty classroom.There is adult ESL, ESL Adult Daycare,the SKIP Program,Cooking for Kids and two classrooms are used by the YMCAfor childcare and there are many vibrant partnerships in the community. He noted that it is unfortunate that the types of partnerships currently at Lome Avenue Public School do not qualify under the Ministry empty pupil space guidelines.On paper,according to the Ministry,the school is at 27%capacity. Exec.Officer Bushell advised that the capacity issue is the OTG versus the PTE at the school and the only partnership that qualifies at Lome Avenue isthe Best Start partnership withthe YMCA.The Board is,therefore,able to reduce the OTG for those two classrooms.The other programs currently operating at the school do not have a formal agreement. It was noted that Lord Roberts Public School was not included in the ARC because it is overpopulated with eight portables on site. St.George's and Bishop Townshend Public Schools have spaces to accommodate some ofthe Lome Avenue Public School students.It would not be feasible to move students from Lord Roberts Public School to Lome Avenue Public School because there is no bus access. The following recommendation was approved on motion byJ. Bennett,seconded byG. Hart: 1.That the Administration be authorized to proceed with the following Accommodation Review Committee (ARC): • Central London Elementary ARC:BishopTownshend,Lome Avenue and St.George's Public Schools. 2011 November 29...14 4.TVDSB ACCOMMODATION -cont'd a.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd With respect to Recommendation liii: 1.That Administration be authorized to proceed withthe following Accommodation Review Committees (ARCs): • Tillsonburg Elementary ARC:Annandale,Maple Lane,Rolph Street and South Ridge Public Schools; Trustee McKinnon spoke in support of the motion notingthat this ARC is a win/win for Tillsonburg that will realignthe schools. He noted that hewas pleased withthe results in Ingersoll and the work of the Senior Administration and applauded their foresight. The recommendation was approved on motion of J.Bennett,seconded by G. Hart. Clarification was sought regarding Recommendation 1.iv and howthe agreement withthe County would Influence how the Board organizes the ARC. It was confirmed that there is no requirement in the written agreement that would prevent the Board from proceeding with the ARC. Director Tucker advised that there may be hope and/or an expectation that there would be one more level of discussion:however, that dialogue has notyet occurred but Itis hoped that an arrangement can be made in January,2012. Trustee Hart spoke In support of a motion to defer the Recommendation 1. iv. The following deferral motion was moved by G. Hart,seconded by J.Bennett: That the following motion be deferred to the February 21,2012 Board meeting for further consideration: 1.That the Administration be authorized to proceed with the following Accommodation Review Committee (ARC): •Western Elgin Elementary ARC: Aldboroughand Dunwich-DuttonPublic Schools,and West Elgin Senior Elementary School. Trustee Hart felt that the motion was straight forward and he did not think that the delay would have the same implications discussed earlier.He was hopeful that some of the behind-the-scenes work could be completed by the second board meeting in February. It was questioned why the deferral was not a double standard for other community groups.Trustee Hart advised that he felt the difference is there is an agreement in place and there Is an expectation from that agreement that a meeting be held prior to the ARC moving forward.He did,however, note that he supported all recommendations moving forward because it may be interpreted that the trustees are in favour of some aspects of the accommodation review where in fact it is only because of timeline challenges.The motion to defer was rejected and the main motion carried. Clarification was sought on Recommendation 2: 2.That the Board approve the schools listed for potential Facility Partnerships: Ealing,Knollwood Park, Lord Elgin,Port Stanley, Sir John A. Macdonald, Trafalgar, Victoria,and Westminster Central Public Schools; •Arthur Voaden Secondary School,Glencoe District High School,and North Middlesex District High School. 2011 November 29...15 4.TVDSB ACCOMMODATION -cont'd a.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd It was questioned whether the schools listed were the only schools that are not Inan ARC and meet the requirement for a partnership.Exec. Officer Bushell advised that there is no restriction on any community partner approaching the Board for a possible partnership or to engage in discussions at any site.Rather,the Board must be In compliance with the Ministryof Education directive. He advised that some sites were taken offthe listforARC or technological renewals.Otherwise, Ifthe site met the criteria,It was placed on the list. Director Tucker advised that, historically,through the Association of Municipalities of Ontario,there was great pressure on the Ministryof Education to recognize partnerships that were embedded In school facilities.The Ministry,therefore,indicated that it would develop a process where if there are formal agreements and partners take responsibility for funding,the Ministry will recognize any space that they occupy at 50%.Another Important factor Is that the OTG Is then reduced. The following amendment to Recommendation 2 was moved by J. Todd,seconded by P.Sattler and carried: That the words "exploration of and "for the following schools"be added. Recommendation 2,as amended,was approved; That the Board approve the exploration of potential Facility partnerships for the following schools; Ealing,Knollwood Park, Lord Elgin,Port Stanley,Sir John A. MacDonald, Trafalgar, Victoria and Westminister Central Public Schools. • Arthur Voaden Secondary School,Glencoe District High School,and North Middlesex District High School. In consideration of Recommendation 3,Trustee Jaffe requested that each section of the motion be separated out and that Orchard Park PS be separated from the second section. Exec. Officer Bushell provided further clarification on a co-build. He noted that the policy Indicates, and the Ministry requests,advance notification to the community,either private or public, for potential partnerships. In response to a question.Director Tucker advised that the Board seeks partners on a regular basis across the District.He noted that this isa compliance motionthat is being brought forward and that notice must be given to the broader sector about capital improvements. The following amendmentto Recommendation 3 was moved by G. Hart,seconded by J.Todd and carried: That the words "exploration of and "forthe following schools"be added to each section of Recommendation 3. 2011 November 29...16 4.TVDSB ACCOMMODATION -cont'd a.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd The following motions related to Recommendation 3,as amended,were moved by J. Bennett, seconded by G. Hart and carried: That the Board approve the exploration ofpotential capital construction projects as possible co- build projects with communitypartners forthe following schools: • New Strathroy Elementary School. Thatthe Boardapprove the explorationofpotentialcapitalconstruction projects as possible co- build projects withcommunity partners for the following schools: Additions to North Meadows,and Southdale Public Schools. Trustee Jaffe noted that from the discussion on boundaries,there are many different outcomes and some may involveEagle Heights PublicSchool and the FDK program. Itwas noted that Eagle Heights Public School was not included inthe report as it was not a Board-approved project. Exec. Officer Bushell advised that untilEagle Heights has direction other than the FDKportion, it could be listed. He noted that the list is prepared once a year and some projects move forward faster than others.When preparing the report,the Administration included approved projects. UniversityHeights Public School was listed because it was one of the FDKprojects. It was noted that Appendix F includes FDK renovations to 2013 and Eagle Heights Public School renovations will be undertaken in 2014.Trustee Jaffe requested that this information be reflected In the report. Director Tucker acknowledged the sensitivity and the perceptions of the community and confirmed that the discussion would be included in the minutes of the meeting. He advised that the Board still owns the process and,as such,the terms "explore,potential and possible"were used inthe motionto communicate that itis not a certainty in terms ofany co-build. The recommendation is purposeful in its vagueness because the Board does not want to restrict any possibilities or the options that community partners may bring to the table. The following motion from Recommendation 3,as amended,was moved by J.Bennett,seconded by G. Hart and carried: That the Board approve the exploration of potential capital construction projects as a possible co-build with community partners at Orchard Park Public School. b.THE CORPORATION OF THE CITY OF LONDON Chair Grant described a meeting recently held with the City of London on 2011 September 23 regarding municipal agreements and the establishment of a committee to address a potential partnership.Members discussed in detail the motion brought forward by the City of London. DIrectorTucker confirmed that Senior Administration has met and will continue to meet with the City of London Administration on an ongoing basis regarding matters of mutual interest.He noted that the motion being presented is intended to formalize the process.The agreement is a two-part process that includes the political process with a Liaison Committee as well as an administrative component. 2011 November 29...17 4.TVDSB ACCOMMODATION -cont'd b.THE CORPORATION OF THE CITY OF LONDON -cont'd Director Tucker advised that itwill be necessary to draft a Terms of Reference between the City of London and the Board and brought back to the Board for approval. The Terms of Reference should be permissive and used as an operating reference for the Liaison Committee. The following motion was moved by P.Sattler,seconded by P.Jaffe and carried: That the following actions be taken with respect to establishing a forum for collaboration and discussion relative to matters of common interest to The Corporation of the Cityof London and the Thames Valley District School Board: a. a City/TVDSB Liaison Committee be established,comprised of representatives of the Municipal Council and the Board of Trustees; b.the City Clerk, in liaison wit the Civic Administration and the TVDSB Administration,be directed to develop draft terms of reference for the Liaison Committee noted in (a),above for report back to and approval of the Municipal Council and the TVDSB Trustees;it being noted that the term of reference should provide for the appropriate administrative support; and c.the Civic Administration and the TVDSB Administration be requested to meet on a regular basis to discuss matters of mutual Interest and to provide regular updates to the Community Services Committee with respect to those discussions. Trustee Todd requested that the record show a unanimous vote by all members. 5.ADJOURNMENT The meeting adjourned at 10:51 p.m. on motion of S.Polhill,seconded by P. Sattler. Conflrme arson 2011 November 29...18 RECOMMENDATIONS APPROVED AT THE 2011 NOVEMBER 29 SPECIAL BOARD MEETING That Administration be authorizedto proceed with the following Accommodation Review Committees (ARCs); London SecondaryVocational and Technology Program ARC:Clarke Road,H.B.Beal,Montcalm, Saunders,Sir George Ross,and Thames Secondary Schools Central London Elementary ARC:Bishop Townshend, Lome Avenue and St. George's Public Schools Tillsonburg Elementary ARC:Annandale,Maple Lane,Rolph Street and South Ridge Public Schools Western Elgin ElementaryARC:Aldborough and Dunwich-Dutton Public Schools,and West Elgin Senior Elementary School That the Board approve the exploration of potential Facility Partnerships forthe following schools: Ealing,KnoIIwood Park,Lord Elgin,Port Stanley, SirJohn A.MacDonald,Trafalgar,Victoria and Westminister Central Public Schools. Arthur Voaden Secondary School,Glencoe DistrictHighSchool, and NorthMiddlesex DistrictHigh School. That the Board approve the exploration of potential capital construction projects as possible co-build projects with community partners for the following schools: New Strathroy Elementary School. That the Board approve the exploration of potential capital construction projects as possible co-build projects with community partners for the following schools: Additions to North Meadows,and Southdale Public Schools. That the Board approve the exploration of potential capital construction projects as possible co-build : projects with community partners atOrchard Park Public School. That the following actions be taken with respect to establishing a forum for collaboration and discussion relative to matters of common interest to The Corporation of the Cityof London and the Thames Valley District School Board: a. a City/TVDSBLiaison Committee be established,comprised of representatives of the Municipal Council and the Board of Trustees; b.the City Clerk,in liaison wit the Civic Administration and the TVDSB Administration,be directed to develop draftterms of reference forthe Liaison Committee noted in (a), above forreport back to and approval of the MunicipalCouncil and the TVDSB Trustees;it being noted that the term of reference should provide for the appropriate administrative support;and c.the Civic Administration and the TVDSB Administration be requested to meet on a regular basis to discuss matters ofmutual Interest and to provide regular updates tothe Community Services Committee with respect to those discussions.