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THAMES VALLEY DISTRICT SCHOOL BOARD
SPECIAL BOARD MEETING
2013 NOVEMBER 19,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
CALL TO ORDER - O CANADA
APPROVAL OF AGENDA
CONFLICTS OF INTEREST
ADMINISTRATIVE PRESENTATION
a.The Pledge
ANNUAL PUPIL ACCOMMODATION REPORT
REPORTS FROM COMMITTEES
a.Audit Committee,2013 November 12
ADJOURNMENT
V-verbal
M -material
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THAMES VALLEY DISTRICT SCHOOL BOARD
SPECIAL MEETING,PUBLIC SESSION
2013 NOVEMBER 19
The Board met in special session on 2013 November 19 in the Board Room at the Education Centre,
meeting in public session from 7:07 p.m. to 9:20 p.m.The following were In attendance.
TRUSTEES ADMINISTRATION AND OTHERS
J.Bennett (Chair) B. McKlnnon (via L.Elliott B.Sonler
R.Campbell teleconference)(-9:10)J.Pratt K.Wilkinson
D.Clark S.Polhlll C.Bourbonnais-K.Bushell
J.Coghlin M.Reid MacDonald B.Williams
T.Grant C.Tully (-8:55)R.Culhane R.Hoffman
G.Hart L.Griffith-Jones K.Aitken (-8:55)
D.Idlbe (-8:55)D.MacPherson L. Hnidi (-8:45)
K.Meeson D. Kettle (-8:45)
Regrets:W. Huff Absent:J.Todd M.Moynihan B.Moore (-8:45)
P.Jaffe V.Nielsen N. Mitchell (-8:45)
R.TIsdale S.Powell
1.CALL TO ORDER - O CANADA
Board Chair Bennett called the meeting to order at 7:07 p.m.The meeting was opened with the
playing of O Canada.
2.APPROVAL OF AGENDA
The agenda was approved,as amended to add Item 6.b -Report of the Committee of the Whole - In
Camera,2013 November 19 on motion of D.Clark,seconded by J.Coghlin.
3.CONFLICTS OF INTEREST -none
4.ADMINISTRATIVE PRESENTATION
a.The Pledge
Director L. Elliott noted that on 2013 November 18 Thames Valley staff and students took The
Pledge to end bullying.She commented on how proud she feels knowing that the Thames Valley
District School Board is a founding partner in the initiative.
5.ANNUAL PUPIL ACCOMMODATION REPORT
Exec. Officer K.Bushell presented the following annual Pupil Accommodation report to fulfill the
Board's requirement that Administration provide a report annually on pupil accommodation,in keeping
withthe Board's Pupil Accommodation Planning Guiding Principles. This report is Intended to provide
a yearly review for Trustees of changes in enrolment, to summarize and highlight the effects of
accommodation changes accomplished through the capital planning process,to recommend next
steps to address ongoing pupil accommodation and programming Issues,and to publicly announce
potential opportunities for facility partnerships .He was joined bythe Capital Planning Committee.
CAPITAL PLANNING INITIATIVES
Since February 2006, through Capital Planning initiatives,approximately 53,788 students at 127
TVDSB schools have/or will have realized program enhancements,upgraded accommodations,
construction of purpose-built space for FDK students,and general improvements to their educational
facilities.
2013 November 19...2
5.ANNUAL PUPIL ACCOMIUIODATiON REPORT -cont'd
These initiatives include;
• 9 new schools;
• 51 additions and/or renovations to existing facilities;
•19 FDK additions;
• 9 conversion of schools;
•38 school closures;and
• 221 portable reductions.
To accomplish these initiatives, the Board has undertaken 27 Area Accommodation Review
Committees (ARCs) which involved 94 schools.The London Central Elementary ARC decision has
been deferred until 2013 November 26.Three ARCs are currently underway and will be completed
during the 2013-14 school year. To date, $289.9M (not including 2013-14 Capital Priorities Funding -
to be announced)has been expended to fund these initiativesand has resulted in consolidation savings
ofapproximately $9.2M per year.These savings are generated from Board savings.Ministry savings,
and staff redeployment savings.
ENROLMENT
Introduction
The Thames Valley District School Board services an area over 7,000 square kilometres including the
cities of London,Woodstock and St.Thomas,as well as the counties of Elgin,Middlesex and Oxford
and their associated populations.While the population of these areas is expected to increase,the
TVDSB continues to experience an overall decline in enrolment due to a general trend toward fewer
children per family (Ministry of Finance,2012;Statistics Canada,2011).
This decline in enrolment has not been evenly distributed across the TVDSB.Some suburban
communities,especially in London, St.Thomas and Woodstock,have had significant growth In their
population of school age children resulting in some schools with over-capacity issues and other schools
with under-capacity issues.These issue as well as the potential impact of the implementation of Full
Day (FDK)in French Immersion schools,scheduled for 2014-2015,and the Ministry of Education's 34
Credit Threshold present new challenges to the enrolment projection process.
TVDSB's continued use of Geographic Information Systems (GIS),Canadian census data,live birth
numbers and the use of School Planning Software (SPS)provides the TVDSB with a comprehensive
range of tools for enrolment projections,the tracking of development,and the analysis of population
trends.
Elementary
Elementary Full Time Equivalent (FTE) in the TVDSB has declined annually from 53,509.50 in 1999-00
to 45,470.79 In the 2010-11 school year.Elementary FTE experienced a marginal increase in
2011-12 at 45,479.26 and again in 2012-2013 at 45,492.50 and has Increased to 45,676.50 for this
school year (2013-14),according to the preliminary October 31®^student count as submitted by
schools.One of the components contributing to this occurrence is the growth in junior kindergarten
and senior kindergarten intake since the start of FDK.This growth,however,has been offset,to a
degree,by the larger number of pupils in intermediate grades leaving the elementary system.
Projections for the elementary panel indicate an increase of FTE enrolment at 46,126.50 for 2014-15
and small increases continuing until the 2018-19 school year.
2013 November 19...3
5.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd
Secondary
Secondary FTE enrolment In the TVDSB has declined from 28,279.57 in the 1999-00 school year to
24,623.28 in the 2012-13 school year.The preliminary October 31®'student count indicates a further
reduction in FTE to 23,690.84 for 2013-14.This trend is projected to continue for the 2014-15 school
year at 22,983.23 FTE and through to 2018-19.The major factor behind this reduction is the past
decline in elementary FTE enrolment.
Summary
Overall, the preliminary projections indicate that the TVDSB will continue to experience a decline intotal
FTE enrolment untilthe 2018-19 school year.These projections will continue to be analyzed by the
Capital Planning Co-ordinating Committee (CPCC)as they represent the changes and challenges
facing the TVDSB in the upcoming school years.One of these challenges is new suburban
development in selected areas across TVDSB resulting inthe need for new Holding Zones until capital
funding can be provided for new schools.Increases in student enrolment from these areas are offset
bydecline inFTE enrolment in some of its urban core and rural elementary schools. To secure capital
funding for these growth areas,the TVDSB is actively tracking new development by working closely
with iViunicipalities,their planners and developers to secure accurate forecasts required for the
completion of business cases to the Ministry.
STUDENT ACCOMMODATION
Surplus Accommodation
The Board continues to operate approximately 1.3 million square feet of empty space,which
corresponds to 12,138 empty pupil places based on the 2012-13 Enrolment vs.Capacity Report.It
should be noted that the number of schools at less than 100%has been reduced by 8,the excess
square footage has been reduced by 183,780,and the empty pupil places has been reduced by 1,679,
from the 2011-12 numbers.At the same time,the Board has continued to experience the challenge of
a lack of accommodation ingrowth areas and for specific programs.The continued decline of students
in the urban core as well as rural areas of the Board has resulted in surplus accommodation.
Excess Capacity and Space bv Region
Schools at Less than 100
#of Empty
, ,Schools Pupili •Excess Square
Region at <100%Places Footage
'Elementary:-
Elgin 14 929 96,988
London 51 5,277 550,919
Middlesex 14 718 74,959
Oxford 16 848 88,531
Total 95 1,112 811,397
iSecondarv:
Elgin 4 106 91,780
London 6 2,043 265,590
Middlesex 5 824 107,120
Oxford 5 793 103,090
Total 20 4,366 567,580
2013 November 19...4
Total Elementary &Secondary ,
Elgin 18 1,635 188,768
London 57 7,320 816,509
Middlesex 19 1,542 182,079
Oxford 21 1,641 191,621
Total 115 12,138 1,378,977
Note: This data is based on the 2012-13 Enrolment vs.Capacity Report and include the reduction of
square feet or empty pupil places as a result of the following completed Accommodation Reviews:
London Secondary Technological and Vocational Program,Tiilsonburg Elementary,and Western Elgin
Elementary.
CAPITAL FUNDING
The Board has been successful in accessing $289.9M of Ministry of Education Capital Funding to
complete Board approved projects for new schools,major additions and renovations since 2006
February.
Amendments to the Education Act,passed 2010 April 27,gave Boards the legal responsibility to
implement Full Day Kindergarten (FDK)for 4 and 5 year olds,with total implementation by the 2014-15
school year.This initiative required significant capital funds to construct and renovate FDK
classrooms to accommodate the program.As a result,the provincial capital funds available for Board
priorities,other than FDK,have been reduced from $500M to $200M per year.The Ministry of
Education has now allocated all capital funding for FDK accommodations which are to be complete by
September 2014.The Ministry has not indicated a return to the capital funding of $500M per year after
this date.
The Ministry is now working with a 3-year rolling capital grant fund of $200M per year for a total of
$600M. This 3-year window allows school Boards to plan and make commitments to communities,
rather than waiting for a yearly announcement to complete a capital project the following year.
The Ministry has announced that all capital funding will be released through the Capital Priorities
Template with school Boards prioritizing their capital requests.Ministry grants,such as Growth
Schools,Enrolment Pressures and Prohibitive to Repair are no longer available.
To access capital funding through the template,the Board is required to prepare a comprehensive
business case for each project.The Ministry has indicated that its priorityfor capital funding willbe for
growth,building condition,school consolidation,as well as joint capital projects between coterminous
Boards.
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.The Board will also
utilize the proceeds from the sale of surplus schools and properties to assist in funding capital projects.
In 2012-13,the Board allocated $5.4M in the budget (prior Energy Management Savings)for Board
Supported Capital Funding.To utilize this funding, with MOE approval,the Board must realize surplus
from the previous year's budget.This funding can be utilized for the following potential capital projects
not funded by the Ministry through the Capital Priority Program:
•French Immersion accommodation:
•ARC recommendations;and
•Other accommodation needs.
2013 November 19...5
5.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd
The need to prioritize capital projects with reduced capital funding will be a challenge for the Board as
they move forward with accommodation planning for the future.
SCHOOL RENEWAL
The Board has invested significant capital dollars into the renewal of building components and systems
in its schools using the annual School Renewal Grant, Energy Efficient Schools (EES) and Good
Places to Learn (GPL) funding.Since 2005-06,the Board has invested $146.8M intothe infrastructure
of its schools.
The Ministry has continued the School Condition Grant; the third year of this grant will be 2013-14 and
the TVDSB allocation is $4.5M.
The Board will continue to strategically utilize School Renewal funding for renewal of its existing
facilities.
The consolidation of schools,and the construction of new and renovated facilities have allowed the
Board to address a significant percentage of its operating space.As stated in previous Annual Pupil
Accommodation Reports,the Board continues to improve the average age of its facilities by 18 years
from 1955 in 2006 to 1973 at present.This is a significant improvement to its facilities (approximately
60%of the component life)since it is estimated that most building systems or components have an
operational lifeof 30 years.
PROGRAM ENHANCEMENTS/EXCELLENCE
Program enhancements,through capital planning initiatives,have created a positive impact on the
learning environment of approximately 53,788 students.
Elementary Panel:
Through the capital planning process,the Board has expanded and accommodated the Instrumental
Music Programs,improved Library Resource Centre's and Gymnasia/Activity Rooms,and introduced
General Arts rooms inall 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 inARCs or were involved ina major capital project.
It should be noted that Administration has maximized the use of FDK accommodation funding to
improve program space where possible by converting existing space to FDK classrooms and
constructing new specialized program space such as Learning Resource Centres,gymnasia,
Developmental Education Centres,etc.
Secondary Panel:
The Board has improved programming in secondary school facilities which have been involved in an
ARCor ina major capital construction project. The Board also embarked on the renewal of secondary
school science labs and a renewal program for technology spaces.In 2012-13,Emphasis Technology
Schools were created in the City of London at Montcalm,Clarke Road and Saunders Secondary
Schools to allow the same access to these programs for all secondary students within the City of
London as is afforded to students in the counties of TVDSB.
In 2013-14,the CPCC proposes to continue the science lab renewal at the remaining secondary
schools not renewed to date.
2013 November 19...6
5.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd
FRENCH IMMERSION
The Thames Valley District School Board is proud to be able to offer French Immersion (Fl)as an
optional program to all TVDSB students.Currently,eleven elementary schools and five secondary
schools situated across the TVDSB offer the single track or dual track Fl program option.The program
provides entry for students in both senior kindergarten and Grade 1,and also Grade 7 for the Extended
French Immersion program.
The TVDSB, while experiencing an overall decline in enrolment,continues to show growth in enrolment
in the French Immersion program in both the elementary and secondary panels.
The demand for Fl programming has placed pressures on TVDSB facilities resulting in a number of
accommodation strategies,including:the use of Portable Classrooms and Portapaks,the use of
closed schools and conversions,additions and renovations at existing sites,attendance area
modification,and program model modifications.The continued popularity of the program combined
with the implementation of the Full Day Kindergarten (FDK)program for Fl SK classes scheduled for
2014-15 is expected to cause further accommodation pressures requiring the need for a complete
review and analysis of the Fl program space in order to meet growth projections and prepare for the
future.To fulfill this need.Senior Administration prepared the French Immersion Accommodation Plan
which was presented to the Board on 2013 October 8.
The proposed French Immersion Accommodation Plan,if approved,will ensure that TVDSB provides
Fl programming space for the projected number of students in a variety of locations that will meet the
needs of students today and into the future. This innovative plan addresses the over-capacity issue
within French Immersion,and sets out recommendations and timelines for each catchment area that
ensures the long-term sustainability of the program for its students.
FULL-DAY KINDERGARTEN (FDK)
It Is the goal of the IVIinistry of Education to implement FDK in,all schools across the province by
September 2014.This 5-year implementation plan allows Boards to work with their community
partners,hire staff,introduce curriculum,analyze enrolment projections and facility requirements,plan
and construct capital needs,and monitor the financial implications.TVDSB currently has 7,219
students enrolled in FDK.Year 5 FDK Capital Funding has been allocated for all schools.
Listed below is the 5-year Capital Plan for Implementation of FDK:
Year
#of
Schools
FDK Enrolment Purpose-Built Classrooms
Capital
Funding
(Millions)
Yrs:1.2,3.4
,(2013 Actuals)
Yr5
(2014 Projected)
Submitted for
Capita]Funding Existing:New Renovated
2010-11 19 1,586 1,328 29 34 3 $3.7
2011-12 6 609 467 10 13 4 S3.9
2012-13 36 2,816 2,523 110 20 24 $11.7
2013-14 31 2,208 2.194 59 9 40 $16.4
2014-15 36 3,180 2,640 75 29 37 $21.6
TOTAL 128 10,399 9,152 283 105 108 $57.3
2013 November 19...7
5.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd
Note:
•Enrolment numbers are based on Trillium extracts from October 31 and are not audited.
•Year 5 FDK projects are presently in design or construction phase.
• FDK capital funding included in total for Ekcoe Central, Mosa Central and A.J.Baker Public
Sctiools.Final FDK accommodations pending ARC decisions.
Number of schools includes only those schools offering Kindergarten and does not include Board approved
schools to be closed.
STATUS OF ACCOMMODATION REVIEW COMMITTEES (ARCs)
Since 2006 February 26,Accommodation Review recommendations have been presented to the Board
of Trustees for consideration.To date,27 of the 30 recommended ARCs have been initiated,23 have
been compieted (one is awaiting the decision of the Board)and three are ongoing.At this time, no
ARCs are proposed for 2013-14.
Phase IV ARCs
Of the four ARCs involved Phase IV,three have been completed:Tillsonburg Elementary,Western
Elgin Elementary,and London Secondary Vocational and Technology Program.
The Board of Trustees have approved the following recommendations for the Tillsonburg Elementary
ARC:Rolph Street and Maple Lane Public Schools will close;Annandale Public School will receive
renovations and be converted to JK-S;South Ridge Public School will receive an addition and
renovation,and be converted to JK-8; a new JK-8 elementary school will be built on Board owned
property on the west side of Tillsonburg.
Trustees have approved the following recommendations forthe Western Elgin Elementary ARC:West
Elgin Senior Elementary will close;Aldborough Public School will receive an addition and renovation,
and be converted to JK-8;Dunwich-Dutton Public School will receive renovations and be converted to
JK-8.
Capital Priorities funding has been requested from the Ministry of Education for the Tillsonburg and
Western Elgin ARC recommendations.
The Central London Elementary ARC decision has been deferred to 2013 November 26.
Phase V ARCs
There are currently three ARCs, which began in the spring of 2013, in progress:North-West Oxford
Elementary,South-Central London Elementary,and South-West Middlesex.
Each of the ARCs has held three meetings to date:the Organizational meeting and 2 public
consultation meetings. At the first public consultation meeting.School Information Profiles (SIPs).
status quo attendance areas and projected enrolment for each school were shared withthe ARCs.In
the second public consultation meeting, the SIP,attendance areas,and projected enrolment were
reviewed and discussed in detail,and the Senior Administrative recommendations were presented to
the ARCs. At the third and upcoming meeting,the ARCs will revisit the proposed attendance areas,
transportation, and program benefits ofa largerschool. The ARCs will formatthe reportto the Board
In the fourth and fifth publicconsultation meeting. The completion of the ongoing Phase V ARCs is
anticipated for spring 2014.
2013 November 19...8
5.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd
MUNICIPAL ACCOMMODATION DISCUSSIONS
In the fall of 2010,the Board signed agreements with the Counties of Elgin, Middlesex, and Oxford to
take part in discussions concerning TVDSB accommodation planning.Since that time,agreements
have also been signed with the Cities of St.Thomas and London.
During the past year, CPCC and the Trustees met with various Municipal Mayors, Councillors and
officials from Municipalities within TVDSB to discuss student accommodation issues within their
Municipalities.The Board also held a special meeting 2013 October 2,all Municipal leaders were
invited to receive information on the French Immersion Accommodation Report,as well as the
proposed attendance area reviews and Holding Zones proposed to take place in 2013-14.
The Municipal leaders from each of these meetings indicated that the meetings were productive, they
facilitated more open discussion among individuals following the meetings,and the opportunity for
information and dialogue was appreciated.
Itis proposed that CPCC schedule annual meetings with all Municipal leaders in the spring of each year
to allowfor dialogue to occur priorto finalizing planned initiatives.
GROWTH
As stated previously in the Introduction to the Enrolment section,the TVDSB is continuing to
experience an overall decline in enrolment.This decline in enrolment has not been evenly distributed
across the TVDSB.Some areas of the TVDSB contain pockets of newer developments consisting of
single family dwellings and medium-density housing that cater to young families.These
concentrations of young families and the popularity of the Full Day Kindergarten program have created
pockets of elementary enrolment growth and schools with significant over-capacity issues.At the
same time,many urban and rural elementary schools continue to struggle with under-capacity issues
and declining enrolment.As such,the TVDSB continues to operate with 7,772 empty pupil places in
the elementary panel as per the Excess Capacity and Space by Region.Secondary schools,with their
larger attendance areas encompass numerous elementary school attendance areas and as such,have
not exhibited the issue to the same degree.
To address these concerns.Senior Administration proposes the harmonization of enrolment with
school capacity through the creation of Holding Zones,the designation of Holding Schools,the
construction of new schools,and the realignment of attendance areas as per the procedures outlined
within the TVDSB School Holding Zones Independent Procedure No.(9050).Please note that as per
the Pupil Accommodation and Facility Organization Procedure No.(4015a),a Holding School is defined
as a "school,approved by Board motion,accommodating students residing outside its defined
attendance area."A Holding Zone is "the defined area from which students are accommodated in
Hoiding Schoois."As well, a designated school is "the schooi to which students are assigned based
upon their home residence and/or program."
Holding Zones
The creation of Holding Zones in areas of new development will relieve projected enrolment pressure at
the designated school by re-directing enrolment to a Holding School with more capacity until such time
that a new school and attendance area can be established in the community.All proposed Holding
Zones,in the recommendations below,are proposed for areas where development has not yet
commenced (as of October 2013)to ensure that students are not relocated from their current
attendance areas.
2013 November 19...9
5.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd
Anypre-existing students currentlyresiding inthe proposed Holding Zones and that are nota part ofthe
new residentiai deveiopment wiii be grandfathered to their current school untii such time as permanent
accommodation can be established.
Immediate action is urged for these IHoiding Zone recommendations due to imminent accommodation
issues and prior to the construction of new residential development
Attendance Area Reviews
Elementary Attendance Area Reviews are also being recommended at this time in four areas of the
Board:
•Northeast London;
•Northwest London;
•Northeast Woodstock;and
•Strathroy.
Revisingcurrent attendance areas will allowthe Board to utilize existing capacities in schools adjacent
to growth areas and develop new attendance areas for new schools and future additions. These
attendance area reviews will commence inearly 2014 and will include public consultation.
The following 18 recommendations address existing and future accommodation pressure.Senior
Administration proposes using both attendance area reviews and Holding Zones as strategies to
manage current developments and plan for future residential growth.
RECOMMENDATIONS:
1.THAT,effective immediately,a Holding Zone be created for Subdivision Plan numbers
39T-02509,39T-05512 and 39T-05511,development numbers 5,10 and 11,as per FIGURE
PE01-1 and designated to Wilfrid Jury Public School as a Holding School.
2. THAT,effective immediately,a Holding Zone be created for Subdivision Plan numbers
39T-04510 and 39T-11503 development numbers 12 and 14,as per FIGURE PE01-1,and
designated to Ryerson Public School as a Holding School.
3. THAT an attendance area review be conducted to revise Emily Carr Public School,
Masonvllle Public School,Fox Hollow Holding Zone and Sunningdale Holding Zone,and
create an attendance area for the New Northwest London Elementary School,as per
FIGURE PE01-2.
4. THAT,effective immediately,a Holding Zone be created for Subdivision Plan numbers
39T-04512 and 39T-07502,development numbers 15 and 17,as per FIGURE PE02-1,and
designated to Chippewa Public School as a Holding School.
5. THAT,effective immediately,a Holding Zone be created for Subdivision Plan numbers
39T-10501 and 39T-11502,development numbers 18 and 20,as per FIGURE PE02-1 and
designated to Stoneybrook Public School as a Holding School.
6. THAT,effective Immediately,a Holding Zone be created for Subdivision Plan numbers
39T-06503-phase 2 (33M-632)and all new circulated plans to the east,development
number 16(Ph2),as per FIGURE PE02-1 and designated to Stoneybrook Public School as
a Holding School.
2013 November 19...10
5.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd
RECOMMENDATIONS -cont'd
7.THAT an attendance area review be conducted to revise the attendance area of
Northridge Public School and Stoney Creek Public School,and create an attendance area
for the New Northeast London Elementary School,as per FIGURE PE02-2.
8. THAT,effective immediately,a Holding Zone be created for Subdivision Plan numbers
39T-03511,39T-08506,and 39T-04507,development numbers 4,5,and 6,as per FIGURE
PE08-1 and designated to Byron Somerset Public School as a Holding School.
9. THAT,effective immediately,a Holding Zone be created for Subdivision Plan numbers
39T-08507 and 39T-00519 development numbers 10 and 11,as per FIGURE PE08-1 and
designated to Byron Somerset Public School as a Holding School.
10.THAT,effective immediately,a Holding Zone be created for the Riverbend South
Secondary Plan and all uncirculated development within the Byron Holding Zone as per
FIGURE PE08-1 and designated to Byron Somerset Public School as a Holding School.
11.THAT,effective immediately,a Holding Zone be created for north of Pack Road,west of
Bostwick Road,known as the Taibot Village Phase 2,and all new circulated plans
within development number 10,as per FIGURE PE09-1,and designated to W.Sherwood
Fox Public School as a Holding School.
12.THAT an attendance area review be conducted to revise Mary Wright Public School and
Caradoc North Public School as per FIGURE PE14-1.
13.THAT,effective immediately,a Holding Zone be created for Subdivision Plan number
39T-MC0401,development number 3,as per FIGURE PE16-1 and designated to
Valleyvlew Central Public School as a Holding School.
14. THAT,effective immediately,a Holding Zone be created for Subdivision Plan number
39T-08003,development number 5 (Ph2)on FIGURE PE19-1 and designated to
Winchester Street Public School as a Holding School.
15. THAT an attendance area review be conducted to revise Sprlngbank Public School and
Springbank Holding Zone,as per FIGURE PE19-2.
16. THAT,effective immediately,a Holding Zone be created for Subdivision Plan number,SB
10-02-8,32T-08004,and 32T-07009 development numbers 8, 9,and 11 on FIGURE PE20-1,
and designated to Central Public School as a Holding School.
17.THAT,effective immediately,a Holding Zone be created for Subdivision Plan numbers
39T-08d05,development number 7 (Ph3),and all new circulated plans to the east as
per FIGURE PE20-1 and designated to Central Public School as a Holding School.
18.THAT,effective immediately,a Holding Zone be created for Subdivision Plan number
34T-11502-2,34T-13501,development numbers 8,and 12,and all new circulated plans
to the east,as per FIGURE PE29-1,be designated to Port Stanley Public School as a
Holding School.
2013 November 19...11
5.ANNUAL PUPIL ACCOMMODATION REPORT -cont'd
RECOMMENDATIONS -cont'd
19. THAT the schools listed for potential Facility Partnerships be approved:
•Knollwood Park,Lord Elgin,Sir John A.Macdonald Public Schools;
•Arthur Voaden,Westminster,College Avenue Secondary Schools,Ingersoll District
Collegiate Institute,and North Middlesex District IHIgh School.
20.THAT the potential co-build capital construction projects be approved:
•New Northeast London Elementary School;
•New Northwest London Elementary School;
•Masonvllle Public School -Addition &Renovation.
The recommendations were moved by G. Hart,seconded by M. Reid and carried.
The CPCC responded to questions of clarification on the following recommendations.
Recommendations 1.2 & 3
•There are no existing students In the proposed Holding Zones.
•There Is potential growth and development in these two areas and the Holding Zones would be
created to accommodate future students until permanent attendance areas are approved.
•Attendance areas were discussed and It was noted that a report will be brought forward Inthe early
New Year on attendance area reviews and how public input will be sought.
Recommendations 4.5.6 & 7
• Busing distances from Holding Zones to both Chippewa Public School (4.8km) and Stoneybrook
Public School (3.1km)were noted.
• It was noted that the northwest and northeast elementary schools were submitted to the Ministry as
capital priorities.
•Dual track enrolment was removed from Centennial Public School.
Recommendation 11
•There is an anticipated growth of approximately 280 students in the area.
Recommendation 13
••Arheeting withthe Mayorand developer revealed ambitious growth plans and they understood the
need to develop Holding Zones for llderton.
Recommendations 18
• The busing distances from the Holding Zone to Port Stanley Public School is 15km.
Recommendation 20
• Encouraging facility partnerships can include preferred entities such as the co-terminus Boards, the
Cityof London,Western University and Fanshawe College.
6.REPORTS OF COMMITTEES
a.Report of the Audit Committee,2013 November 12
Trustee Grant referred to the written report of the 2013 November 12 Audit Committee meeting as
attached (Item A) and provided to the Trustees in advance of the Board meeting.
2013 November 19...12
6.REPORT OF COWIMITTEES -cont'd
a.Report of the Audit Committee,2013 November 12 -cont'd
The following recommendations were moved byT. Grant,seconded byG. Hart and carried:
That the appropriations of accumulated surplus for compliance purposes of
$40,139,766 as outlined in the attached report be approved.
That the 2012-2013 Audited Financial Statements be approved.
It was noted that the attachments as referred to in the motions were provided in advance to
Trustees.
Poll Vote
Yeas J. Bennett, R. Campbell, D. Clark, J.Coghlin,T. Grant, G. Hart,
B.McKinnon,S.Polhill,M.Reid
Nays none
Absent W. Huff, P.Jaffe,R.Tisdale,J.Todd
Student Trustee D.Idibe -yea
Student Trustee C.Tully -yea
At8:55 p.m., a motion to move in-camera was moved by D. Clark,seconded by M.Reid and carried.
The committee reconvened in public session at 9:17 p.m.
b.Report of the Committee of the Whoie •In Camera,2013 November 19
Chair Bennett reported that the committee met in-camera from 8:55 p.m. to 9:17 p.m.The
committee discussed confidential personal matters.
Confirmed:
hairperson
2013 November 19...13
SUMMARY OF APPROVED RECOMMENDATIONS OF 2013 NOVEMBER 19
That,effective immediately,a Holding Zone be created for Subdivision Plan numbers 39T-02509,
39T-05512 and 39T-05511,development numbers 5,10 and 11,as per FIGURE PE01-1 and designated to
Wilfrid Jury Public School as a Holding School.
That,effective immediately,a Holding Zone be created for Subdivision Plan numbers 39T-04510 and
39T-11503 development numbers 12 and 14,as per FIGURE PE01-1,and designated to Ryerson Public
School as a Holding School.
That an attendance area review be conducted to revise Emily Carr Public School,Masonville Public School,
Fox Hollow Holding Zone and Sunningdale Holding Zone,and create an attendance area for the New
Northwest London Elementary School,as per FIGURE PE01-2.
That,effective immediately,a Holding Zone be created for Subdivision Plan numbers 39T-04512 and
39T-07502,development numbers 15 and 17,as per FIGURE PE02-1,and designated to Chlppewa Public
School as a Holding School.
That, effective immediately, a Holding Zone be created for Subdivision Plan numbers 39T-10501 and
39T-11502,development numbers 18 and 20,as per FIGURE PE02-1 and designated to Stoneybrook
Public School as a Holding School.
That,effective immediately,a Holding Zone be created for Subdivision Plan numbers 39T-06503-phase 2
(33M-632)and all new circulated plans to the east,development number 16{Ph2),as per FIGURE PE02-1
and designated to Stoneybrook Public School as a Holding School.
That an attendance area review be conducted to revise the attendance area of Northridge Public School
and Stoney Creek Public School, and create an attendance area forthe New Northeast London Elementary
School,as per FIGURE PE02-2.
That, effective Immediately, a Holding Zone be created for Subdivision Plan numbers 39T-03511,
39T-08506,and 39T-04507,development numbers 4, 5,and 6,as per FIGURE PE08-1 and designated to
Byron Somerset Public School as a Holding School.
That,effective immediately,a Holding Zone be created for Subdivision Plan numbers 39T-08507 and
39T-00519 development numbers 10 and 11,as per FIGURE PE08-1 and designated to Byron Somerset
Public School as a Holding School.
That, effective immediately, a Holding Zone be created for the Riverbend South Secondary Plan and all
uncirculated development withinthe Byron Holding Zone as per FIGURE PE08-1 and designated to Byron
Somerset Public School as a Holding School.
That, effective immediately, a Holding Zone be created for north of Pack Road,west of Bostwick Road,
known as the Talbot Village Phase 2, and all new circulated plans within development number 10,as per
FIGURE PE09-1, and designated to W.Shen/vood Fox Public School as a HoldingSchool.
That an attendance area review be conducted to revise Mary Wright Public School and Caradoc North
Public School as per FIGURE PE14-1.
That, effective immediately, a Holding Zone be created forSubdivision Plan number 39T-MC0401,
development number 3,as per FIGUREPE16-1 and designated to Valleyview Central PublicSchool as a
Holding School.
2013 November 19...14
That, effective Immediately, a Holding Zone be created for Subdivision Plan number 39T-08003,
development number 5 (Ph2) on FIGURE PE19-1 and designated to Winchester Street PublicSchool as a
Holding School.
That an attendance area review be conducted to revise Sprlngbank Public School and Sprlngbank Holding
Zone,as per FIGURE PE19-2.
That,effective immediately,a Holding Zone be created for Subdivision Plan number,SB 10-02-8,
32T-08004,and 32T-07009 development numbers 8, 9,and 11 on FIGURE PE20-1,and designated to
Central Public School as a Holding School.
That, effective immediately, a Holding Zone be created for Subdivision Plan numbers 39T-08005,
development number 7 (Ph3), and all new circulated plans to the east as per FIGURE PE20-1 and
designated to Central Public School as a Holding School.
That,effective immediately,a Holding Zone be created for Subdivision Plan number 34T-11502-2,
34T-13501,development numbers 8,and 12,and all new circulated plans to the east,as per FIGURE
PE29-1, be designated to Port Stanley PublicSchool as a Holding School.
That the schools listed for potential Facility Partnerships be approved:
• Knollwood Park,Lord Elgin, Sir John A.Macdonald Public Schools;
• Arthur Voaden,Westminster,College Avenue Secondary Schools,Ingersoll District Collegiate Institute,
and North Middlesex District High School.
That the potential co-build capital construction projects be approved:
• New Northeast London Elementary School;
•New Northwest London Elementary School;
•Masonville Public School -Addition &Renovation.
That the appropriations of accumulated surplus for compliance purposes of $40,139,766 as outlined In the
attached report be approved.
That the 2012-2013 Audited Financial Statements be approved.
REPORT OF THE AUDIT COMMITTEE 2013 November 12
2:00-4:02 p.m.
MEMBERS ADMINISTRATION AND OTHERS
PRESENT
T.Grant K.Aranha L.Elliott M.Clements
G. Hart R.Robertson (+3:00 p.m.) K.Meeson J.Berkin
R.Tisdale (Chair)J.Pratt D.Gilbert
8.Macey C.Dowding
P.Hearse
1.APPROVAL OF AGENDA
The agenda was approved by motion.
2.CONFLICTS OF INTEREST -none declared.
3.REVIEW OF THE AUDIT FOR THE FISCAL YEAR ENDED 2013 AUGUST 31
Chris Dowding,Partner with Deloitte,began by thanking the Finance staff for their hard work in
preparing for the audit.He advised that,In their opinion,the Thames Valley District School Board
consolidated financial statements for the year ended 2013 August 31 are prepared in accordance
with GAAS and Ministry of Education accounting requirements.He reviewed minor changes in the
presentation of the statement of operations and highlighted reduction in liabilities related to
retirement and other employee fyture benefits due to actuarial determination.Implementation of the
Full Day Kindergarten program accounted for significant activity related to tangible capital assets.
Donna Gilbert, Deloitte,advised that a materiality level of $16,200,000 was determined,on the
basis of expenditures,and that there were no changes to the audit scope.She highlighted the
involvement of the Board's Internal Audit Analyst and spoke of improvements seen at the school
level as a result of continued training.Deloitte's use of new computer aided software was
described.It was confirmed that there were no corrected misstatements.
D. Gilbert described the three areas of significant risk and areas of audit focus.Audit work on
school cash receipts concluded satisfactory results.All internal audit reports are discussed with
the Internal Audit Analyst and all testing was satisfactory.Revenue from the Ministry of Education
and Municipal Government concluded satisfactory results.Detailed analytical testing was
described,Including confirmation of tax revenue,and no issues were identified.Expense revenue
was reviewed with focus on the operating effectiveness of controls. Deloitte was also very pleased
to report that their IT Department did not identify any related deficiencies.The Committee
discussed the determination of value and amortization of tangible capital assets.
4.2012-2013 AUDITED FINANCIAL STATEMENTS
Supt.Meeson reviewed the consolidated financial statements.She reminded members that the
consolidated statement of financial position includes Thames Valley Education Foundation,
Southwestern Ontario Student Transportation Services,Thames Valley District School Board and
School Generated funds.Supt.Meeson highlighted the balance in cash and cash equivalents,
contractual obligations and changes made to retirement and sick leave plans.Supervisor Hearse
provided an explanation ofthe Ministry of Education supported debt. Areview of the notes to the
consolidated financial statements was given,noting the effect of Bill 115 and the various
Memorandums of Understanding.Discussion regarding school generated funds took place and
Supt. Meeson advised that Business Services is planning a reviewof the Non-Board Funds policy.
Associate Director Pratt described plans for communication with school councils and the Thames
Valley Parent Involvement Committee with respect to the review of this policy.
IN-CAMERA SESSION
The committee moved in-camera at 3:11 p.m., withTVDSB administration absent from the session,
to discuss personal matters.It reconvened in public session at 3:20 p.m.
Manager Macey distributed the report2012-2013 Audited Financial Statements.,She reviewedthe
accumulated surplus appropriations, notinga significantin-year change due to operating surplus.
She described three amounts: Availablefor Compliance - InternallyAppropriated, Amounts to be
BroughtForwardOnlyby Board Motion Including the Multi-Purpose fund and Committed Capital
Projects fund,Amountsto be BroughtForward as Revised Budget comprising ofStaff
Development,Classroom Expendituresand OntarioParent Involvement funds, and Amountstobe
BroughtForward as Revised Budget Only as Required Including Safe Schools,Secondary
Athletics,and other funds designated forvery specific use.Manager Macey proceeded to review
those balances Unavailablefor Compliance, such as Employee Future Benefits and School
Generated Funds.Administration responded to members questions of clarification.
The following motions were moved and carried:
That the Audit Committee recommend to the Board the appropriations of accumulated
surplus forcompliance purposes of $40,139,766 as outlined in this report be approved.
That the Audit Committee recommend to the Board the 2012-2013 Audited Financial
Statements be approved.
Manager Macey reviewed the Deferred Revenue Schedule and Administration responded to
questions from members.
5 OTHER BUSINESS
Per Regulation 361/10 of the Education Act, a member who is not a Board member vacates his or
her position on the Audit Committee ifhe or she is absent frorritwo consecutive regular meetings of
the Committee and the Committee has not authorized those absences by a resolution at the first
regular meeting of the Committee that follows the second absence.
The following motion was moved and carried:
That the September and October Committee meeting absences of R.Robertson be
authorized.
Supt.Meeson expressed her appreciation for the hard work of the Finance Department and the
Deloitte team.Chair Tisdale extended appreciation to Supt.Meeson for her work with the
Committee over the past years.
6.DATE AND TIME OF NEXT MEETING
The next meeting is scheduled for 2013 December 17,at 3:00 p.m.
7.ADJOURNMENT
A motion to adjourn was approved at 4:02 p.m.
RECOMMENDATIONS:
That the appropriations of accumulated surplus for compliance purposes of $40,139,766
as outlined in the attached report be approved.
That the 2012-2013 Audited Financial Statements be approved.
RUTH TISDALE
Chairperson