5/22/2012 - Regular Board MeetingBUDGET ADVISORY COMMITTEE MEETING IN THE BOARD ROOM
4:30 P.M.TO 6:00 P.n/l.
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
2012 MAY 22,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
V-verbal
M •material
1.CALL TO ORDER V
2.O CANADA V
3.SPECIAL MUSICAL PRESENTATION -Northdale Public School Choir,Woodstock V
4.APPROVAL OF AGENDA M
5.OFFICIAL RECORD M
6.RECOGNITIONS -none
7.CONFLICTS OF INTEREST V
8.CHAIR'S ANNOUNCEMENTS V
9.DIRECTOR'S ANNOUNCEMENTS V
10.ADMINISTRATIVE PRESENTATION
a.Proposed New Strathroy Elementary School M
11.MINUTES OF THE 2012 MAY 8 BOARD MEETING M
a.Confirmation of Minutes
b.Business Arising from the Minutes
12.STUDENT TRUSTEES'UPDATE V
13.REPORTS FROM THE ADMINISTRATION
a.Update -Alternative Education Programs in the Thames Valley District School Board M
b.Balanced School Day Report M
14.REPORTS OF COMMITTEES
a.Thames Valley Parent Involvement Committee Update V
b.Naming of Two Elementary Schools in London M
c.Budget Advisory Committee,2012 May 2 M
d.Budget Advisory Committee,2012 May 14 M
e.Chairs'Committee,2012 May 15 M
f.Audit Committee,2012 May 15 (to be distributed)M
g.Committee of the Whole - In Camera,2012 May 22 V
h.Policy Working Committee Re-Appointment M
15.COMMUNICATIONS
a.Ontario Public School Boards'Association -Update V
b.OESC Re Strategic Planning M
16.NOTICE OF MOTION
17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
18.ADDITIONAL ITEMS
19.QUESTIONS/COMMENTS BY MEMBERS
20.ADJOURNMENT
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING,PUBLIC SESSION
2012 MAY 22
The Board met In regular session on 2012 May 22 In the Board Room at the Education Centre,meeting in
pubiic session at 7:00 p.m. to 11:16 p.m.The foiiowing were in attendance:
TRUSTEES
J.Bennett (Chair)
8.Amri (-9:50)
R.Campbell
D.Ciarl<
T.Grant
W.Huff
G.Hart (-9:30)
Regrets:J.Coghiin
P.Jaffe
B.iVlcKinnon
8.Poihiii (7:45)
P.Sattier
W.J.Tai (-9:47)
R.Tisdaie (via
teleconference)
J.Todd
ADMINISTRATION AND
OTHERS
B.Tucker
K.Daiton
M.Sereda
K.Edgar
L.Griffith Jones
S.Hughes
K.Meeson
M.Moynihan
V.NIeisen
M.E.Smith
B.Sonier
P.Tufts
K.Wilkinson
K.Bushell
8.Christie
K.Young
S.Young
K.Aitken
1.CALL TO ORDER
Board Chair Bennett 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 Northdale Public School (Woodstock)for their
performance and Conductors L.Thomas and J.McLeod for leading inthe singing of O Canada and
performing two musical selections and a dance routine.
4.APPROVAL OF AGENDA
The agenda, as revised to move item 13.a to follow Item 10.a, was approved on motion ofT. Grant,
seconded by W. Huff.
5.OFFICIAL RECORD
S. Christie, Supervisor,Corporate Services,read the following official record Into the minutes:
We regret to record the death of Robert Maronets, a teacher at Saunders Secondary School on
2012 May 12.
6.RECOGNITIONS -none
7.CONFLICTS OF INTEREST
Trustee J. Todd declared a conflictofinterest regardingitems 14.c and 14.d,citing spousal employment
with the Board.
8.CHAIR'S ANNOUNCEMENTS
Chair Bennett reminded trustees of the Transportation meeting scheduled for May 23 at 4:45 p.m.
9.DIRECTOR'S ANNOUNCEMENTS
Director Tucker thanked staff for their donations and contributions to Toonie Tuesday held during
Education Week where almost $30,000 was raised.Appreciation and recognition was also extended
to Dr. G.Sloan for his donation of $20,000.
2012 May 22...2
9.DIRECTOR'S ANNOUNCEMENTS -cont'd
Director Tucker noted that the Lawson Awards will be held on 2012 June 12 at 6:30 p.m. Inthe Atrium
at the Education Centre.
10.ADMINISTRATIVE PRESENTATIONS
a.PROPOSED NEW STRATHROY ELEMENTARY SCHOOL
Exec. Officer K. Bushell and Supt.M.Moynlhan presented a report on the proposed new Strathroy
elementary school.They were joined by J.Sheffield of Nicholson Sheffield Architects Incorporated
who provided a detailed description of the proposed site plan via a power point presentation.
Principal D.LoRusso and Parent Representative L.Thompson were also in attendance.
Trustees were advised that the Board approved on 2011 June 28 for Administration to plan a new
Strathroy elementary school and report back to the Board with respect to detailed plans, funding and
an estimated cost/budget.
After the Board received the Colborne Street Public School Accommodation Review Committee
report, the Board approved a recommendation to begin the design process for the new Strathroy
elementary school. As recommended in the ARC report, a design committee was formed
comprised of community representatives from Colborne Street PublicSchool EnglishTrack and
Southdale PublicSchool, the Superintendent of Education forthe area,the Colborne Street Public
School Principal,teaching staff from both schools, the Executive Officerof Facility Services and
Capital Planning , and the Project Coordinator.The Committeeworked with Nicholson Sheffield
Architects Incorporated to develop the proposed plan.
During the past four months.DesignCommittee meetings were heldto receive inputand refinethe
proposed design.Itwas presented tothe schoolcommunities on 2012 May10.The reception from
the school communities has been excellent.The process to date has been very beneficial and has
resulted ina plan that meets the needs of students,staff and the community.
The new school will be constructed at 123 Carroll Street as previously approved by the Board.
PROJECT OVERVIEW
Project Synopsis:
The objective of this projectis to create a newJK-8Elementary School to accommodate pupils as
designated inthe ARCReport. The Design Committee utilized program standards developed by
Board administration in the design.
The on-the-ground capacity (OTG)will be 634 (FDK classrooms loaded at 26). This capacity
matches the enrolment projection for the proposed school including FDK.
The proposed school would be a two storey facility of approximately 55,940 FP and would include
17 classrooms,4 JK/SK classrooms,General Arts Room,Gymnasium,Activity Room,Stage,
Library Resource Centre,Developmental Centre, LearningSupport Roomand administrative areas.
Site Development:
The site will include 61 parking spaces,a bus and student drop-off area,as well as asphalt and
grass playing surfaces.
2012 May 22...3
10.ADWIINISTERATIVE PRESENTATIONS -cont'd
a.PROPOSED NEW STRATHROY ELEMENTARY SCHOOL -confd
Energy Efficiency Measures:
The new school incorporates a number of measures to address sustainability and the efficient use
of energy,including:
• high quality window systems,which reduce heat gain and loss while providing natural light
throughout:
upgraded insulation factors in walls and roof;
an energy efficient water source heat pump which allows "free heating"of the perimeter of the
building areas using energy obtained from cooling the building core areas;
• the use of energy recovery wheels which pre-heat ventilation air Inthe winter using waste heat
from the exhaust air system,and pre-cool ventilation air inthe summer by rejecting heat into
the exhaust air system;
ultra efficient condensing hot water heating and domestic boilers;
low flow plumbing fixtures;
occupancy sensors to turn lights off and set back temperature setpoints when rooms are
unoccupied;and
• the building will be a LEED school silver equivalent in keeping with l\/linistry of Education
expectations.
MINISTRY OF EDUCATION PUPIL ACCOMMODATION GRANT
The funding ofthisprojectiscontingenton receiving a Ministry ofEducation Pupil Accommodation
Grant. This projectwas submittedtothe Ministry for funding approvalunder the Capital Priorities
and we are optimisticthat fundingforthis project will be approved inthe near future.
APPROVAL PROCESS
Board Approval of Tender
Arecommendationforthe award ofthe constructioncontract will be presented tothe Boardat the
completion of the tendering process.
Ministry of Education Proiect Approval
As detailed in Ministry of Education Memo SB-12,dated 2008 April 28, the Boardis requiredto
receive Ministry approval when utilizing any Pupil Accommodation Grants or transfer of Reserve
Funds fora Capitalprojectpriortoawardingthe construction contract. The appropriate submission
to the Ministry will be completed once tender results and Board approval has been finalized.
ESTIMATED COST/BUDGET
i) Site Purchase and Development $870,000
ii)Design and Construction $9,674,133
iii)Disbursements including permits $100,000
2012 May 22...4
iv) Furniture &Equipment
Notes:
TOTAL
$460.000
$11,104,133
1.2.5% constructioncontingency aiiowance carried in estimated cost fordesign and construction
section.
2.All costs are net HST.
FUNDING
i) MOE Site Purchase Grant
(received 2011 December 07)
$870,000
11)MOE Capital Priorities Grant $10,234,133
TOTAL $11,104,133
TENTATIVE SCHEDULE fPendina MOE Fundinal
Administrative Council Review 2012 May 07
Community Meeting 2012 May 10
Presentation to the Board 2012 May 22
MinistryApproval 2012 June
Tender Period 2012 June/July
Board Approval to Award Construction
Contract
2012 June/July
Construction to Commence 2012 July/August
Substantial Completion 2013 August 01
Commissioning of Project 2013 August
School Set-up 2013 August
School Occupancy 2013 September
RECOMMENDATIONS:
1.That the Board approve the attached design,budget,and tentative schedule for the proposed
new Strathroy elementary school.
2.That Administration proceed to tender the proposed new Strathroy elementary school,pending
receipt of Ministry of Education approval to construct the project.
Recommendations 1 and 2 were approved on motion of R.Campbell,seconded by T.Grant.
2012 May 22...S
10.ADMINISTRATIVE PRESENTATIONS -confd
a.PROPOSED NEW STRATHROY ELEMENTARY SCHOOL -cont'd
The Administration responded to questions related to community use,security,general purpose
and access to washrooms.The potential addition of four additional classrooms and maximized use
of space Includingwindows and lighting inthe east and west end of the building was discussed.
Exec.Officer Bushell advised that the size of the site Is 6.65 acres which meets the criteria in terms
of size.He noted that the site is on a comer lotwhich will maximize green space.It was confirmed
that the building will be steel construction.The Township has confirmed the advancement of the
site plan allowing the schedule to advance as Indicated.
11.MINUTES OF THE 2012 MAY 8 BOARD MEETING
a.CONFIRMATION OF MINUTES
The minutes ofthe Regular Board Meetingof2012 May8were adopted on motionofR.Campbell,
seconded by T.Grant.
b.BUSINESS ARISING FROM MINUTES
Trustee Grant referred to Item10 and the current roleof filtering ofWIFI inschools. Itwas noted
that there is full blocking enabled on non-Board equipment and if filtering Is enabled,itwould be
easier to look for anomalies.
Trustee R. Campbell moved the following motion,seconded byJ. Todd:
That the Boardadopt Intemetscreening on all TVDSB school computers and referthe issue
to the Budget Advisoryand PolicyWorking Committees.
The Director requested further clarification of the motion noting the Board must consider each
option philosophically before forwarding costs to the Budget Advisory Committee and seeking
amendments tothe existing procedure through the PolicyWorkingCommittee. Amotionto recess
was moved by T. Grant,seconded by D.Clark at 9:30 p.,m. to consider the matter. Once
reconvened at 9:47 p.m., the motion was rejected.
The following motion was moved by D.Clark,seconded byR.Campbelland carried:
That the matter of Intemet filtering be deferred to the June 12 Board meeting and that the
Senior Administration bring a report regarding principals'reports on incidents,how other
Boards are handling the filtering issue and at that time consider Options 2 and 3 and the
timeline for Implementation.
12.STUDENT TRUSTEES'UPDATE
Student Trustee Amri notedthat the Student GovernmentSummitisscheduled for2012 May30 from
9:00a.m. to4:00 p.m.In the Cafeteriaat the Education Centre. The nextStudent Advisory Committee
meeting is scheduled for 2012 June 6.
13.REPORTS FROM THE ADMINISTRATION
a.UPDATE -ALTERNATIVE EDUCATION PROGRAMS IN THE THAMES VALLEY DISTRICT
Supt.S.Hughes provided the following update on the Board's Alternative Education programs.He
was joined bykey members of the ArbeitSchule Program who provided background Information
to Its establishment.Students shared their personal experiences In the program.
2012 May 22...6
13.REPORTS FROM THE ADMINISTRATION -cont'd
a.UPDATE -ALTERNATIVE EDUCATION PROGRAMS IN THE THAMES VALLEY DISTRICT-
cont'd
The report contained an amalgamation oftwo slide presentations,one ofwhich was presented to
the Ministry of Education in Toronto on 2012 April 24. The presentation to the Ministry gives a
general overview of TVDSBAltemative Education programs (with accompanying statistics).The
other was prepared bythe staff ofArbeit SchQie,specificallyto highlightthe Arbeit Schule Program
In Rural Elgin- ASPIRE. On 2012 March 23,East Elgin Secondary School hosted a networking
session withsix district school boards and presented this information.The presentation was also
given on 2012 April13 to Trustees from various regions through OPSBA.
Arbeit SchQie is an Alternative Education program which was implemented in September 2011 in
order to engage our Low-German speaking Mennonite students.The Arbeit SchGle operates out
of Summers'Corners Public School.
Director Tucker thanked participants for attending and the efforts of both staff and students In the
program.He noted his appreciation for the parental support.
in response to a question,it was noted that students are facilitated through technology,when
available,and are able to connect to the program while In Mexico over the winter months.This has
been instrumental for students in completing their courses while developing many of the
fundamental skills necessary for success.This has resulted in a positive impact for both the
students and their families.
Supt.Hughes and Vice Principal Wimmer responded to trustees'questions noting 10%of students
in alternative education programs are on Individual Education Plans.It was noted that many
students In Alternative Education face challenges attending school which result in barriers to
learning. However, learning about culture and applying cultural aspects to learning has resulted
In more success inthe program and positive feedback from these communities.
It was also noted that Alternative Education is a part-time program that is shared with home
schooling.There is no waiting listand there is one Itinerant teacher.
Director Tucker recalled his system-wide message on 2012 April in which he stressed that no
student is to be denied registration at a TVDSB school regardless of their ability.
b.BALANCED SCHOOL DAY REPORT
Exec.Supt.Dalton presented the following report on the Balanced School Day per the 2011
October 25 request from trustees.She was joined by Learning Supervisor E. Gibling.
Trustees were advised that the Balanced School Day schedule divides the elementary school day
into three,large instructional periods separated by two nutrition and activity periods.The day is
"balanced"with 300 instructional minutes broken up bytwo breaks,one at !east40 minutes and one
at least 50 minutes.A minimum of 20 minutes for nutrition is allocated in each break.
Sample Daily Schedule:
8:55 a.m.Warning Bell
9:00 a.m.Entrance Bell
9:00 -10:40 a.m.Instructional Block #1 (100 minutes)
10:40 -11:30 a.m.Nutritional Break /Recess (25 min. in class / 25 min.outside -50 minutes)
11:30 -1:10 p.m.Instructional Block #2 (100 minutes)
1:10-1:50 p.m. Nutritional Break /Recess (20 min. in class/20 min.outside-40 minutes)
2012 May 22...7
13.REPORTS FROM THE ADMINISTRATION -cont'd
b.BALANCED SCHOOL DAY REPORT -cont'd
1:50 -3:30 p.m.Instructional Block #3 {100 minutes)
3:30 p.m.Dismissal
In the 2012-13 school year,67 of 134 elementary schools will be scheduled on a balanced day
timetable.The following is a breakdown by region.
Balanced Day 2012-2013
Elgin 14 schools
London 23 schools
Middlesex (outside London)14 schools
Oxford 15 schools
Schools which currently followa traditional schedule withtwo,short recesses and a longer lunch
period may investigate whether they wish to switch to a balanced day schedule.The process they
follow includes consultation with stakeholders,surveying the school community, submitting a
proposal through the Superintendent of Education to Operations Council,conducting a short-term
pilot balanced day schedule,re-surveyingthe school communityand submittinga recommendation
through the Superintendent of Education to Operations Council for approval to continue or
discontinue.
In response to a question,it was noted that the program is not mandated as there has been no
evidence of improved student achievement and there is nocorrelationfactor in improvement.Ms.
Gibling researched areas In both Canada and North America and was not able to find concrete
written evidence.
The issue of intramural and extra-curricular activities was discussed,it was noted that a Balanced
Daywould increase time for practices and student participation.
The expectation of students goinghome forlunchremains the same even though the second break
would change from 60 minutes to 50 minutes and the walking distance forstudents may need to
be reviewed by families. Two nutritional breaks and nutrition was also discussed.
14.REPORTS OF COMMITTEES
a.THAMES VALLEY PARENT INVOLVEMENT COMMITTEE (TVPIC)UPDATE - deleted
b.NAMING OF TWO ELEMENTARY SCHOOLS IN LONDON
E. Gibling presented a report recommending names for the current Prince Charles Public School
and Lord Nelson Public School sites which are consolidating with Sir Winston Churchill Public
School.She advised that in accordance withthe Board's Policyand Procedures regarding Naming
ofSchools, two Committees were established to review submissions received fromthe publicand
to recommend a name for each of the two schools.
On2012 April 24,the Boardapproved the Committee membership forthe twoNamingCommittees.
Submissions of names were received from the public bythe SupervisorofCorporateServices by
the 2012 April 27 deadline. Details concerning the historical background and/or significance of
proposed names were provided forthe two Committees.Committee members were not provided
with the names of the individuals who submitted suggestions.
2012 May 22...8
14.REPORTS OF COMIWITTEES -cont'd
b.NAMING OF TWO ELEMENTARY SCHOOLS IN LONDON -cont'd
Prince Charles Naming Committee
Dawn Foster,Parent,Prince Charles Public School
Deb Meiller,Parent,Prince Charles Public School
Dawn Doxtator,Parent,Sir Winston Churchill Public School
Jessica Odjik,Parent,Sir Winston Churchill Public School
Peggy Sattler,Trustee London
Joyce Bennett,Chair, TVDSB
Paul Tufts,Superintendent of Education
The Naming Committee met on 2012 May 02 to consider a total of 125 submissions received.As
a result of its deliberations,the Committee recommended that the name of "Prince Charles Public
School"be considered for selection by the Board.
Significance of Proposed School Name:
Prince Charles Public School,proposed for the current Prince Charles school site, Is the name that
the school has had since it opened.The name is historicallysignificant to the school community
and the community is attached to the name.
Lord Nelson Naming Committee
Darla-Lynn Doucette-McKay,Parent,Lord Nelson Public School
Anita Logie,Parent,Lord Nelson Public School
Amanda Duncan,Parent,Sir Winston Churchill Public School
Lesia McLachlan,Parent,Sir Winston Churchill Public School
Peggy Sattler,Trustee London
Joyce Bennett,Chair, TVDSB
Paul Tufts,Superintendent of Education
The Naming Committee met on 2012 May 02 to consider a total of 85 submissions received.As
a result of its deliberations,the Committee recommended that the name "Lord Nelson Public
School"be considered for selection by the Board.
Significance of Proposed School Name:
Lord Nelson Public School,proposed for the current Lord Nelson school site,is the name that the
school has had since it opened.The school Is located in the Nelson Park neighbourhood.Several
of the surrounding streets have names with ties to Lord Nelson.The name is historically significant
to the school community and the community is attached to the name.
RECOMMENDATIONS:
1.That Prince Charles Public School maintain Its name.
2.That Lord Nelson Public School maintain its name.
Recommendations 1 and 2 were approved on motion of P.Sattler,seconded by D. Clark.
—
2012 May 22...9
14.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE BUDGET ADVISORY COMMITTEE,2012 MAY 2 9:15 a.m.-11:07 a.m.
MEMBERS PRESENT ADMINISTRATION AND OTHERS
J.Bennett
G. Hart (Chair)
W.Huff
R.Tisdaie
Regrets:J.Coghiin,J.Todd
B.Tucker
K.IVleeson
S.Macey
P.Hearse
L.Elliott
8.Christie
K.Young
J.Berkin
K.Busheil
1. APPROVALOF AGENDA-The agenda was approved by motion.
2.CONFLICTS OF INTEREST -none declared
3.ELECTION OF 2012 COMMITTEE CHAIR
Supt.K.Meeson presided over the election of the 2012 Committee Chair position recently
vacated.Trustee G. Hartwas nominated and appointed byacclamation.
4.2012-13 BUDGET CALENDAR
Supt.K.Meeson presentedadraft Budget calendar for May and June, 2012,noting thatspecial
Boardmeetings have been scheduled for May 29and June 19.She advised that the required
financial program from the Ministry of Education (MOE)is not complete. Inthe interim,the
department has prepared preliminary figuresto assist in the developmentofthe draftBudget.
5.2012-13 BUDGET STATUS UPDATE
Director Tucker described plans fordeveloping the 2012-13 Budget. He advised that the Board
has little flexibility indevelopingthis year's budget and re-affirmedthe need todevelopa budget
that will notrequire use ofthe accumulated surplus but working within the operations lines. He
notedthat the MOE will notfundprogram enhancements throughthe capital priorities request
for French Immersion or technology.
He described discussions with the MOErelated use of the accumulated surplus and the 1%
compliance ceiling. The plan provides for using budget funds and consolidated savings for
operation expenses (including fuli-day kindergarten) and the accumulated surplus for future
amortization of Board-supported capital projects.
Itwas noted thatthe capital priorities template must be submitted tothe MOEbyMay 31.2012.
The MOE will require confirmation of Board commitment priorto giving its approval to start
capital projects.It was agreed that Board-supported capital priorities will be discussed at the
May22 Budget AdvisoryCommittee meeting withBoard approval to be sought inthe fall.
Director Tucker indicated that a funding source will be required to address accessibility
requirements in the future.
6.BUDGET COMMUNICATION PLAN
Manager K.Young distributed a draft budget communication plan and associated costs
The issue of seeking publicinputon the Budget was discussed.Itwas agreed that input will
be invited through the Board's website as in previous years.A prominent invitation will be
posted to the front page of the website inviting submissions for trustees'consideration.
2012 May 22...1Q
14.REPORTS OF COWIWIITTEES -cont'd
c.REPORT OF THE BUDGET ADVISORY COMWIITTEE,2012 MAY2-cont'd
7.OTHER BUSINESS
a.In-camera -Negotiations and Legal
The Committee moved in camera at 9:17 a.m. to discuss negotiation and legal budget
matters.It reconvened in public session at 9:38 a.m.
8.DATES AND TIME OF FUTURE MEETINGS
The following meetings were scheduled:
Monday, May 14,3:30-5:30 p.m.;
•Tuesday,May22,4:30-6:00 p.m.;
•Tuesday,June 5,5:00-7:00 p.m.(tentative).
9.ADJOURNMENT
A motion to adjourn was moved and carried at 11:07 a.m.
RECOMMENDATIONS:none
GRAHAM HART
Chairperson
d.REPORT OF THE BUDGET ADVISORY COMMITTEE,2012 MAY 14 3:30 p.m.-4:49 p.m.
MEMBERS PRESENT ADMINISTRATION AND OTHERS
J.Bennett {ex Officio) W. Huff B.Tucker S.Macey
G. Hart (Chair)J.Todd K.Meeson K.Young
J.Pratt J.Berkin
Regrets:J. Coghlin, R.Tisdale P.Hearse R. Hoffman
K.Altken K.Dalton
Trustee Visitor:B.McKinnon
1.APPROVAL OF AGENDA -The agenda was approved by motion.
2.CONFLICTS OF INTEREST -No conflicts of interest were declared.
3.2012-2013 BUDGET STATUS UPDATE
Supt.K.Meeson distributed a draft document providing a high level view of the potential deficit,
budget compliance requirement and potential solutions for trustee consideration.She strongly
cautioned that the figures given were estimates only and that final numbers were not yet
available.Director Tucker noted that several of the Potential Solutions/Trustee Considerations
outlined on the report are items that trustees approved in previous budgets.
Supt.Meeson provided an explanation ofthe amounts detailed in the projected 2012/13 budget
deficit.She highlighted the PSAB impact on budget compliance and reviewed the rules
surrounding Capital Amortization,Retirement Gratuities and Vacation.She noted that the
Retirement Gratuities amount is based at August 31,2012 and that Financial Services staff are
awaiting confirmation on the recognition of this figure in the operating budget.
2012 May 22...11
14.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE BUDGET ADVISORY COMMITTEE,2012 MAY 14-cont'd
3.2012-2013 BUDGET STATUS UPDATE -cont'd
Director Tucker introduced the Potential Solutions/Trustee Considerations noting there exists
$3.8M worth of potential solutions to address the projected deficit. Supt.Meeson gave a brief
description of each Identified solution.Administration responded to trustees'questions and
provided clarification.Itwas noted that the Internally Appropriated Balances were not restricted
by the Ministry of Education.
A discussion was held regarding operating efficiencies and the difficultyin estimating a future
variance.Director Tucker clarified that the items listed as potential solutions did not necessarily
represent Senior Administration recommendations,but were available options for trustee
consideration.He noted that the 2012-13 Budget was likelyto be the first of a number of
difficult budget years to follow.
Committee members discussed the use of surplus funds for trustee priorities. Administration
confirmed that many of the balances shown represent surpluses accumulated over a number
of years.Committee members suggested that trustee dialogue and evaluation should take
place regarding a number of the considerations listed,and it was subsequently agreed that all
trustees would be encouraged to attend the next Budget Advisory Committee meeting
scheduled for Tuesday,May 22,at 4;30 p.m.in the Board Room.
DirectorTucker provided a reviewofthe draft document "Budget Pressures".He described the
10 items listed noting legal requirements and compliance with Ministry orders regarding health
and safety and environmental practices.Administration responded to trustees'questions of
clarification and provided further comments on matters such as the importance of accurate
enrolment projections and value of Joint Workplace In-Servlce.
Administration confirmed that additional staffing above Ministryfunding does not exist in the
secondary panel and Exec.Supt.K. Dalton highlighted the emphasis being placed on grade
nine and ten compulsory courses when staffing at the secondary level.
4.OTHER BUSINESS-none
5.NEXT MEETING
The next meeting was scheduled for May22, 2012, at 4:30 p.m. inthe Board Room.
6.ADJOURNMENT
A motion to adjourn was moved and carried at 4:49 p.m.
RECOMMENDATIONS:none
GRAHAM HART
Chairperson
0.REPORT OF THE CHAIRS'COMMITTEE,2012 MAY 15 12:26 p.m.-2:06 p.m.
MEMBERS ADMINISTRATION AND OTHERS
J.Bennett (Chair)G.Hart (12:37)B.Tucker S.Christie
T.Grant R.Tisdale
2012 May 22...12
14.REPORTS OF COMMITTEES -cont'd
e.REPORT OF THE CHAIRS' COMMITTEE,2012 MAY 15 -cont'd
1.APPROVAL OF AGENDA
The agenda was approved by motion.
2.CONFLICTS OF INTEREST -none declared
3.REVIEW OF 2012 MAY 22 BOARD AGENDA
The agendas for the in-camera and public Board meetings of 2012 May22 were discussed and
updated.The issue of content filtering was discussed.The matter will be considered under
"Business Arising" in response to the public input received at the May 8 Board meeting.
4.CORRESPONDENCE
A letter from the Ontario Education Service's Corporation (OESC)regarding assistance to
boards with the development and implementation of their Multi-Year Strategic Plan has been
added to the May 22 Board agenda under "Communications".
5.CHANGES TO ARCHERY FUNDING
Chair Bennett described correspondence received by trustees regarding changes to archery
team funding.It was agreed that Director Tucker will investigate the matter and report back
at the next meeting.He will also determine if other teams have been similarly affected.
6.MAY 22 ADMINISTRATIVE PRESENTATION -NEW STRATHROY SCHOOL DESIGN
Director Tucker advised that a report will be presented at the May 22 Board meeting related
to the design and site plan of the new Strathroy school.
Exec.Officer K.Bushell joined the meeting to update the Committee on the meeting with the
Township on May 14 to discuss the site plan. He noted that the meeting with the community
was held last week,it was requested that trustees be advised offuture meetings in this regard.
7.STRATEGIC PLANNING-NEXT STEPS
It was noted that the next community meeting to discuss development ofthe Board's Strategic
Plan is scheduled forMay 31,2012,at 7:00 p.m. inthe Thames Room ofthe TVDSB Education
Centre.It was suggested that information about the meeting be sent to the system through
a push email.Director Tucker will followup.
8.TRANSPORTATION ISSUES
Chair Bennett indicated that four trustees will be attending the transportation information
meeting on May 23 at 4:45 p.m. A reminder will be sent to all trustees as well as seeking
additional agenda topics.
It was suggested that draft amendments to the Transportation policy and procedure be brought
to the Policy Working Committee in September.
Chair Bennett reported on the request from the London District Catholic School Board to meet
to discuss mutual transportation issues.She is working with the LDCSB to identify a date.
9.MINISTRY FUNDRAISING GUIDELINES
Chair Bennett inquired as to whether the Ministry Fundraising Guidelines would be referred to
the PolicyWorking Committee.Director Tucker confirmed that they have been examined and
noted there are gaps to be addressed.
2012 May 22...13
14.REPORTS OF COIWWIITTEES -cont'd
e.REPORT OF THE CHAIRS'COMMITTEE,2012 MAY 15 -cont'd
9.MINISTRY FUNDRAISING GUIDELINES -cont'd
Concern was raised that the guidelines affect local parent groups* ability to determine
fundraising priorities at their schools.Information will be provided to principals at their August
meeting.
10.REPORT ON INCIDENTS OF STUDENTS VIEWING INAPPROPRIATE WEBSITES
Director Tucker advised that the issue of incidents where students have viewed inappropriate
websites will be discussed with principals at their Community of Schools meetings.As a result,
data will not be available at the May 22 Board meeting.
11.2012/2013 BOARD MEETING SCHEDULE
The draft Board meeting schedule for 2012-13 was discussed.The following motion was
moved and carried and will be attached to the report:
That the 2012-2013 Board meeting schedule be approved.
12.OTHER BUSINESS
a.Agendas for Meetings with the Municipalities
Additional discussion topics for meetings with the Chief Administrative Officers of the
municipalities were considered.Itwas noted that the purpose ofthe meetings isto discuss
school accommodation.Discussion offull-day kindergarten program was suggested.
13.FUTURE MEETINGS
The following Committee meetings were scheduled:
June 5 (3:00-5:00 p.m.);and
•June 20 (9:00 a.m.-12:00 p.m.).
14.ADJOURNMENT
The meeting adjourned at 2:05 p.m. by motion.
RECOMMENDATION:
1. That the 2012-2013 Board meeting schedule be approved.
J.BENNETT
Chairperson
The Recommendation was approved on motion of T. Grant,seconded byJ. Todd.
Information related to Item 5 on who makes a decision on a "club" or "team"designation will be
investigated further and brought back to Chairs'Committee for review.
2012 May 22...14
14.REPORTS OF COMMITTEES -cont'd V
f.REPORT OF THE AUDIT COMMITTEE,2012 MAY 15 3:05 p.m.- 3:50p.m.
MEMBERS PRESENT ADMINISTRATION AND OTHERS
T.Grant R.Robertson B.Tucker S.Christie
G.Hart K.Aranha K.Meeson J.Nicolle
R.Tisdale (Chair)J.Pratt
1.APPROVAL OF AGENDA
The agenda was approved by motion.
2.CONFLICTS OF INTEREST -none declared
3.2011-12 INTERIM FINANCIAL REPORT OF 2012 MARCH 31
Supt.K.Meeson Introduced the 2011-12 Interim Financial report for the seven months ending
2012 March 31.
Finance Manager Pratt provided an overview of the financial dashboard developed using the
October 31 count dates for enrolment and staffing. He noted that there are no quantifiable
risks in revenue or expenses.
Supt.Meeson responded to members'questions.It was noted that the annual budget is built
for approval by the end of June based on unknowns related to enrolment and final grant figures
because of the Ministryof Education October 31 enrolment count date.The attached report
will be discussed with trustees at the May 22,2012,Board meeting.
4.REGIONAL INTERNAL AUDIT UPDATE
Supt.Meeson provided an update on the departmental regional risk assessment conducted.
It is anticipated that itwill be completed by the end of this fiscal year.The internal audit related
to retirements and resignations will be conducted in July. A full report will be brought to the
Committee at its October meeting.
It was confirmed that on resignation/retirement of staff,a process is In place to retrieve Board
provided equipment and P-cards.
5.FUTURE AGENDA ITEMS DISCUSSED AT MARCH MEETING
Supt.Meeson sought direction and specifics In bringing items identified for discussion at future
meetings,e.g.transportation and fog liability policy. It was suggested that the outcome/results
of the Regional Internal Audit risk assessment be reviewed as a next step (to be finalized in
the calendar year).Director Tucker advised that it will be necessary to discuss hazardous
waste management.It was agreed to add school audits,audits prepared byDeloltte,hazardous
waste and the operational review results to the June 19 meeting agenda.
6.IN-CAMERA SESSION -LEGAL &PERSONAL
The Committee moved in-camera at 3:33 p.m. to discuss legal and personal matters.It
reconvened in public session at 3:47 p.m.
7.OTHER BUSINESS -none
2012 May 22...15
14.REPORTS OF COMIWITTEES -cont'd
f.REPORT OF THE AUDIT COMMITTEE,2012 MAY 15-cont'd
8.DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for June 19,2012.Chair Tisdale indicated her regrets for the
meeting.
9.ADJOURNMENT
A motion to adjourn was approved at 3:50 p.m.
RECOMMENDATIONS:none
RUTH TISDALE
Chairperson
g.REPORT OF THE COMMITTEE OF THE WHOLE -IN CAMERA,2012 MAY 22
MEMBERS PRESENT ADMINISTRATION AND OTHERS
J.Bennett (Acting B.McKinnon B.Tucker M. Moynihan
Chair)S.Polhill K.Dalton V.Nielsen
R.Campbell P.Sattler M.Sereda M.E.Smith
D.Clark R.Tisdale (via C.Bourbonnais-B.Sonier
T.Grant teleconference)MacDonald P.Tufts
W.Huff J.Todd K.Edgar K.Wilkinson
L.Griffith-Jones K.Bushell
Regrets:S. Amri S.Hughes S.Christie
J. Coghlin K.Meeson K.Young
G.Hart
P.Jaffe
W.J.Tai
The Committee met In camera from 10:35 to 11:15 p.m.
1.APPROVAL OF AGENDA-The agenda was approved bymotion.
2.CONFLICTS OF INTEREST
A conflict of interest was declared by Trustee J. Todd related to item 8.a citing spousal
employment with the Board.
3.Confidential personal matters were discussed.
4.RISE AND REPORT
A motion to rise and report was moved and carried at 11:15 p.m.
RECOMMENDATION:
That the motion approved at the in-camera session of May 22, 2012,related to naming a new
school be approved.
JOYCE BENNETT
Acting Chairperson
2012 May 22...16
14.REPORTS OF COWinfllTTEES -cont'd
h.POLICY WORKING COIWn/llTTEE RE-APPOINTWIENT
Trustee Tisdale presented a request to approve the re-appointment of Trustee James Todd to the
Policy Working Committee.
As Ithas been necessary forTrustee James Todd to be absent forthe February28, March27 and
April 24 meetings of the Policy Working Committee, he has requested reinstatement to the
Committee In accordance with Board Bylaws,s. 11.0.
RECOMMENDATION:
That Trustee James Todd be re-appointed to the PolicyWorkingCommittee.
The recommendation was moved byT. Grant,seconded by R. Campbell.
15.COMMUNICATIONS
a.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION -UPDATE
Trustee Sattler advised that the Annual General Meeting of the Ontario Public School Boards'
Association will be held the first week of June.
b.OESC RE STRATEGIC PLANNING
The Board received correspondence from the Executive Director of the Ontario Education Services
Corporation and the Executive Director of the Ontario Public School Boards'Association regarding
funds received to assist Boards to implement effective Strategic Planning processes through the
Centre for Governance Excellence.
At 10:35 p.m. a motion to move in-camera to discuss personal matters (Item 14.g)was moved by R.
Campbell,seconded by T.Grant and carried.The public session reconvened at 11:16 p.m.
16.NOTICE OF MOTION -none
17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
18.ADDITIONAL ITEMS -none
19.QUESTIONS/COMMENTS BY MEMBERS
The TVDSB homepage on the Board's website was highlighted noting there are many school
celebrations and events taking place this week.Mr.Roch Carrier will attend the grand opening of Roch
Carrier French Immersion Public School in Woodstock on 2012 May31 at2:00 p.m. Mr.Carrier will also
host a creative writing seminar that evening at 6:00 p.m.
20.ADJOURNMENT
The meeting adjourned at 11:17 p.m. on motion of J.Todd,seconded by W. Huff.
Confirmed:
harperson
2012 May 22...17
SUIUIIWARY OF APPROVED RECOMMENDATIONS OF 2012 MAY22
Thatthe Board approve the attached Design,Budget,and Tentative Schedule for the proposed new
Strathroy elementary school.
That Administration proceed totenderthe proposed new Strathroy elementary school,pending receipt
of Ministry of Educationapprovalto construct the project.
That the matter of internet filtering be deferred to the June 12 Board meeting and that the Senior
Administration bring a report regarding principals'reports on incidents,how other Boards are handling
the filtering issue and at thattimeconsider options two and three and the timeline for implementation.
That Prince Charles Public School maintain its name.
That Lord Nelson Public School maintain its name.
That the 2012-2013 Board meeting schedule be approved.
That Trustee James Todd be re-appointed to the PolicyWorkingCommittee.