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5/24/2016 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING OF 2016 MAY 24,7:02 P.M. BOARD ROOM, EDUCATION CENTRE The Board met in regular session on 2016 May 24 in the Board Room at the Education Centre, meeting in public session at 7:02 p.m. The following were in attendance: TRUSTEES B. McKinnon (Chair) J. Bennett R. Campbell H. Goddeeris C. Goodall G. Hart P. Jaffe Regrets: J. Skinner A. Morell S. Polhill M. Reid (Vice Chair) P. Schuyler S. Suvajac R. Tisdale J. Todd ADMINISTRATION AND OTHERS L. Elliott D. Macpherson (-9 :o5) J. Pratt P. McKenzie (-9 :o5) C. Beal (9:05) M. Moynihan S. Builder (-9:05) S. Powell R. Culhane (-9:05) B. Sonier (-9:05) M. Deman K. Wilkinson K. Edgar K. Bushell L. Griffith -Jones T. Testa (-9:05) B. Williams Guests: L. Abell (-9:05) R. Princis (-7:44) R. Kuiper (-9:05) 1. CALL TO ORDER Board Chair B. McKinnon called the meeting to order at 7:02 p.m. and acknowledged the traditional territory on which the Board meeting is held. 2/3.0 CANADA AND MUSICAL PRESENTATION The appreciation of the Board was extended to Springbank Public School Junior Choir for their performance and to Conductor Shannon Wijnker for leading in the playing of O Canada and two musical selections. 4. APPROVAL OF AGENDA The agenda was approved on motion of Trustee P. Jaffe, seconded by Trustee R. Tisdale and CARRIED. 5. OFFICIAL RECORD B. Williams, Supervisor Corporate Services, read the following official record into the minutes: "We regret to record the deaths of Peter Adamthwaite, a teacher at Aldborough Public School e on Tuesday May 3, 2016; and Mei Alsemgeest, a student at St. George's Public School on Saturday May 14, 2016; and Pam Beale, an occasional teacher on Tuesday May 17, 2016." 6. RECOGNITIONS a. Teacher Recognitions Supt. R. Culhane recognized Steve Revington, a grade five teacher at Emily Carr Public School. S. Revington was the recipient of the Prime Minister's Award for Teaching Excellence presented by Prime Minister J. Trudeau at a ceremony in Ottawa, 2016 May 12. He was described as a dedicated educator for thirty three years. Supt. K. Edgar introduced Elaine Haupt, a Teacher/Librarian at Huron Park Secondary School. E. Haupt was the recipient of the Prime Minister's Certificate of Achievement. Described were the lasting impressions Elaine has made on her students and colleagues by combining exemplary teaching practices with her patient and gentle demeanor. Supt. M. Moynihan introduced Laura Briscoe, a teacher at Oakridge Secondary School. L. Briscoe was the recipient of the Prime Minister's Certificate of Achievement recognizing her outstanding work as a teacher in Canada. Her tireless and extensive involvement to engage students in collaborative community outreach projects, fundraisers, art workshops, the Oakridge Mentorship program, as well as sports teams and clubs were described. 2016 May 24 ... 2 Recipients each expressed their appreciation for the recognition and shared highlights of their career. 7. CONFLICTS OF INTEREST - No conflicts of interest were declared. 8. CHAIR'S ANNOUNCEMENTS - None 9. DIRECTOR'S ANNOUNCEMENTS Director L. Elliott extended congratulations to the three teacher recipients of the prestigious Prime Ministers awards and for their outstanding achievements noting they are a testament to the high quality of teachers within the Thames Valley District School Board. 10. PUBLIC INPUT — none 11. MINUTES OF THE 2016 APRIL 26 REGULAR BOARD MEETING. a. CONFIRMATION OF MINUTES The minutes of the 2016 April 26 Regular Board meeting were adopted on motion of Trustee A. Morell, seconded by Trustee M. Reid and CARRIED. b. BUSINESS ARISING FROM MINUTES - none 12. STUDENT TRUSTEE'S UPDATE Student Trustee S. Suvajac provided the Student Trustee's Update highlighting upcoming events. The Student Trustees will be attending the Ontario Student Trustees' Association- ['Association des e[eves conseillers (OSTA AECO) Annual General Meeting from 2016 May 26 to 29. 2016 May 27 marks the 15th anniversary of OSTA AECO. During the awards gala, students from across the province will be recognized for their achievements in sports, leadership and the arts. Directors, Administrators, Chair's and Trustees from across the Province were invited to attend. The final Student Advisory Council meeting for this academic year is scheduled for 2016 June 1. Discussion regarding interacting and engaging of students will continue and a delegation from the London Youth Advisory Council will attend. The Thames Valley Model United Nations conference will be on 2016 June 3 at the Education Centre. 13. REPORTS FROM THE ADMINISTRATION a. Thames Valley Education Foundation Update Director Elliott announced the retirement of Exec. Director, Thames Valley Education Foundation (TVEF) R. Princis. Exec. Director R. Princis provided the TVEF Update noting the Foundation is 15 years of enhancing learning opportunities for Thames Valley District School Board (TVDSB) students. A report, describing the key activities of the Foundation and the 2015 audited Financial Statements, was provided to Trustees in advance of the meeting. R. Princis described the work of the Foundation highlighting the scholarships provided to students and the impact of the Caring Fund. The success of the `Let It Snow Gala' held on 2015 November 27 was acknowledged. b. Ontario Ministry of Education Adult Education Strategy Update Supt. K. Wilkinson shared the Ontario Ministry of Education Adult Education Strategy Update. The strategy is intended to promote a more collaborative approach through the development of regional partnerships of school boards for adult education. Thames Valley District School Board (TVDSB) will have two representatives on the Executive Committee. A banker board will be identified and a board that will hire the regional coordinator. TVDSB will not be the banker board or hire the regional coordinator. Further information will be provided as the regional partnership is established and the strategic plan is developed. 2016 May 24 ... 3 Administration responded to questions of clarification about the adult education strategy. It was advised that K. Wilkinson and D. Weeden, Principal of Adult, Alternative and Continuing Education will be the TVDSB representatives on the Executive Committee. The funding and goals of the strategy were further discussed noting the focus on strategic planning and capacity building. c. Proposed Southwest London and Colonel Talbot Holding Zones Exec. Officer K. Bushell presented for approval the proposed Southwest London and Colonel Talbot Holding Zones (Item #13.c). It was recommended that areas of new residential development identified become holding zones and the projected students be designated to holding schools at White Oaks Public School and Rick Hansen Public School, until permanent accommodation can be put in place. Information about the study areas enrolment, capacity, residential development and projected student yields were shared. Administration responded to questions of clarification. It was advised that any existing residential structures prior to the development are identified and those students have the option to continue to go to their home school or go to the holding zone school. New students would be in the holding zones. Existing students continue to attend their current school. In response to a question it was noted communication is sent to the City of London Planning Department and a clause is put in the subdivision agreement showing the units in the subdivision are in a holding zone until permanent accommodation can be developed. The following recommendations were moved by Trustee Tisdale, seconded by Trustee J. Bennett and CARRIED: That, effective immediately the Southwest London Holding Zone be expanded to include the area outlined as Area "A" on FIGURE 1 and the Holding Zone be designated to White Oaks Public School as a Holding School. That, effective immediately the area outline in Area "B" shown on FIGURE 1 be designated the Colonel Talbot Holding Zone and the Holding Zone be designated to Rick Hansen Public School as a Holding School. 14. REPORTS OF COMMITTEES a. Chair's Committee, 2016 April 26 Trustee M. Reid referred to the written report of the Chair's Committee, 2016 March 29 (Item 14.a) provided to Trustees in advance of the meeting. The following recommendations were moved by Trustee Reid, seconded by Trustee G. Hart and CARRIED: That Trustee R. Tisdale be appointed as the voting delegate at the OPSBA Annual General Meeting. That Trustee G. Hart be appointed as the alternate voting delegate at the OPSBA Annual General Meeting. That Trustees R. Tisdale and G. Hart be confirmed as representatives of the TVDSB Trustees on the OPSBA Board of Directors and that Trustees M. Reid and J. Skinner be confirmed as the alternates. b. Policy Working Committee, 2016 April 26 Trustee M. Reid referred to the written report of the Policy Working Committee, 2016 April 26 (Item 14.b.) provided to Trustees in advance of the meeting. 2016 May 24 ... 4 The following recommendations were moved by Trustee Reid, seconded by Trustee C. Goodall and CARRIED: That the new Trustee Honoraria Policy be approved. That the Community Use of Buildings, Facilities and Equipment (Rental and Lease Agreements) Policy #4007 be approved. c. Special Education Advisory Committee, 2016 May 3 Trustee R. Tisdale referred to the written report of the Special Education Advisory Committee, 2016 May 3 (item 14.c) provided to Trustees in advance of the meeting. There were no recommendations. d. Program and School Services Advisory Committee, 2016 May 3 Trustee A. Morell referred to the written report of the Program and School Services Advisory Committee, 2016 May 3 (Item 14.d) provided to Trustees in advance of the meeting. There were no recommendations. As a follow up to item #7 in the report, and in response to identified needs of parents who have students with special education needs, the following recommendation was moved by Trustee Reid, seconded by Trustee Tisdale and CARRIED: That the Thames Valley District School Board write the Minister of Health and Long Term Care and the Minister of Education to advocate for increased resources for assessments for students with special needs including but not limited to Occupational Therapist and Physiotherapy assessments. These assessments are currently funded through the local Community Care Access Centre and action is required to address the backlog of assessments for students in need and to prevent caps from being put into place in the future. That this letter be sent to OPSBA and all Public School Boards in Ontario for information. Further, the following recommendation was moved by Trustee Reid, seconded by Trustee Goodall and CARRIED: That the Thames Valley District School Board write the Minister of Education to advocate for a dedicated Professional Development day for all teachers and staff each year focused on Special Education services and emerging needs. That this letter be sent to OPSBA and all Public School Boards in Ontario for information. The following recommendation was moved by Trustee Reid, seconded by Trustee Morell and DEFEATED: That the Thames Valley District School Board write the Minister of Health and Long Term Care and the Minister of Education to advocate for a pilot project for a Provincial Demonstration School that specializes with students facing significant behavioural and mental health concerns and provides the proper medical and educational supports. That this letter be sent to OPSBA and all Public School Boards in Ontario for information. Discussion ensued regarding Provincial Schools and students facing significant behavioural and mental health concerns. It was advised that the Board needs adequate resources and funding to meet the needs of students facing significant behavioural and mental health concerns. e. Committee of the Whole, In -Camera, 2016 May 3 Trustee Reid reported the Committee of the Whole met in -camera from 5:46 p.m.to 6:05 p.m. Personal matters were discussed. No conflicts of interest were declared. 2016 May 24 ... 5 The following recommendation was moved by Trustee Reid, seconded by Trustee J. Todd and CARRIED: That the motions approved at the in -camera session of 2016 May 3 related to personal matters be approved and recorded in the public minutes of the 2016 May 24 Board meeting. f. Audit Committee, 2016 May 10 Trustee R. Tisdale referred to the written report of the Audit Committee, 2016 May 10 (Item 14.f) provided to Trustees in advance of the meeting. The following recommendation was moved by Trustee Tisdale, seconded by Trustee Morell and CARRIED: That the 2015-2016 Financial Audit Plan be approved. g. Planning and Priorities Advisory Committee, 2016 May 10 Trustee Hart referred to the written report of the Planning and Priorities Advisory Committee, 2016 May 10 (Item 14.g) provided to the Trustees in advance of the meeting. There were no recommendations. h. Committee of the Whole, In -Camera, 2016 May 10 Trustee Reid reported the Committee of the Whole met in -camera from 5:45 p.m.to 6:30 p.m. Personal matters were discussed. No conflicts of interest were declared. The following recommendation was moved by Trustee Reid, seconded by Trustee Goodall and CARRIED: That the motions approved at the in -camera session of 2016 May 10 related to personal matters be approved and recorded in the public minutes of the 2016 May 24 Board meeting. i. Thames Valley Parent Involvement Committee, 2016 May 12 Trustee Tisdale referred to the written report of the Thames Valley Parent Involvement Committee (Item 14.i) provided to the Trustees in advance of the meeting. There were no recommendations. j. First Nations Advisory Committee, 2016 May 17 Trustee P. Schuyler referred to the written report of the First Nations Advisory Committee (Item 14.j) provided to the Trustees in advance of the meeting. The following recommendation was moved by Trustee Schuyler, seconded by Trustee Bennett and CARRIED: That Sue Doxtator be reappointed to the First Nations Advisory Committee as representative of the Oneida Nation Of The Thames for the remainder of the 2015- 2018 term. In addition to the report, it was highlighted that the Chippewas of the Thames is holding a children's powwow on 2016 June 3. A community celebration is scheduled for 2016 May 26 in the Thames room at the Thames Valley Education Centre. Everyone is welcome to attend. k. Planning and Priorities Advisory Committee, 2016 May 17 Trustee Hart referred to the written report of the Planning and Priorities Advisory Committee (Item 14.k) provided to the Trustees in advance of the meeting. Trustee Hart advised on the completion of budget discussions noting the preliminary budget will be presented on 2016 May 31. The budget debate and approval will take place at a Special Board meeting on 2016 June 21. Trustees have appreciated the budget process and the depth of the background information provided, as well as the opportunity for discussion at the Advisory Committee meetings. There were no recommendations. I. Chair's Committee, 2016 May 17 Trustee Reid referred to the written report of the Chair's Committee (Item 14.1 provided to the Trustees in advance of the meeting. 2016 May 24 ... 6 The following recommendation was moved by Trustee Reid, seconded by Trustee Hart and CARRIED: That the Chair of the Board be authorized on behalf of the Board to approve personnel changes as required during 2016 July and August. m. Committee of the Whole, 2016 May 24 Trustee Reid reported the Committee of the Whole met in -camera from 5:00 p.m.to 6:10 p.m. and from 9:15 p.m. to 9:41 p.m. Property, negotiations, legal and personal matters were discussed. Trustee Jaffe declared a conflict of interest related to item 7.a citing a personal conflict. The following recommendation was moved by Trustee Reid, seconded by Trustee Morell and CARRIED: That the motions approved at the in -camera session of 2016 May 24 related to property, negotiations, legal and personal matters be approved. 15. TRUSTEE UPDATES FROM EXTERNAL COMMITTEES a. ONTARIO PUBLIC SCHOOL BOARDS' ASSOCIATION Trustee Hart advised that the Ontario Public School Board's Association Annual General Meeting (AGM) will take place in Ottawa the first week of June. 16. COMMUNICATIONS a. Vanier Children's Services Letter Chair McKinnon referred to the correspondence received from Vanier Children's Services in regards to appointment to the Special Education Advisory Committee. The following recommendation was moved by Trustee Todd, seconded by Trustee Reid and CARRIED: That Sandy Dobaczewski be appointed as the Vanier Children's Services representative and Sharon Walker as the backup representative on the Special Education Advisory Committee (SEAC) for the remainder of the term ending 2018 November 30. 17. NOTICE OF MOTION - none 18. MOTION — NOTICE OF WHICH HAS BEEN GIVEN 19. ADDITIONAL ITEMS — none 20. QUESTIONS/COMMENTS BY MEMBERS The Special Board Meeting to receive the preliminary budget has been scheduled for 2016 May 31; the Special Board meeting to debate and approve the budget has been scheduled for 2016 June 21. At 9:05 p.m. a motion to recess was moved by Trustee Todd seconded by Trustee Reid and CARRIED. The committee reconvened in public session at 9:41 p.m. 21. ADJOURNMENT The meeting adjourned at 9:43 p.m. on motion of Trustee Morell, secon d by Trustee Reid. Confirmed: Chairperson U� 2016 May 24 ... 7 SUMMARY OF APPROVED RECOMMENDATIONS OF 2016 MAY 24 That, effective immediately the Southwest London Holding Zone be expanded to include the area outlined as Area "A" on FIGURE 1 and the Holding Zone be designated to White Oaks Public School as a Holding School. That, effective immediately the area outline in Area "B" shown on FIGURE 1 be designated the Colonel Talbot Holding Zone and the Holding Zone be designated to Rick Hansen Public School as a Holding School. That Trustee R. Tisdale be appointed as the voting delegate at the OPSBA Annual General Meeting. That Trustee G. Hart be appointed as the alternate voting delegate at the OPSBA Annual General Meeting. That Trustees R. Tisdale and G. Hart be confirmed as representatives of the TVDSB Trustees on the OPSBA Board of Directors and that Trustees M. Reid and J. Skinner be confirmed as the alternates. That the new Trustee Honoraria Policy be approved. That the Community Use of Buildings, Facilities and Equipment (Rental and Lease Agreements) Policy #4007 be approved. That the Thames Valley District School Board write the Minister of Education to advocate for a dedicated Professional Development day for all teachers and staff focused on Special Education services and emerging needs. That this letter be sent to OPSBA and all Public School Boards in Ontario for information. That the Thames Valley District School Board write the Minister of Health and Long Term Care and the Minister of Education to advocate for increased resources for assessments for students with special needs including but not limited to Occupational Therapist and Physiotherapy assessments. These assessments are currently funded through the local Community Care Access Centre and action is required to address the backlog of assessments for students in need and to prevent caps from being put into place in the future. That this letter be sent to OPSBA and all Public School Boards in Ontario for information. That the motions approved at the in -camera session of 2016 May 3 related to personal matters be approved. That the motions approved at the in -camera session of 2016 May 10 related to personal matters be approved. That the 2015-2016 Financial Audit Plan be approved. That Sue Doxtator be reappointed to the First Nations Advisory Committee as representative of the Oneida Nation Of The Thames for the remainder of the 2015-2018 term. That the Chair of the Board be authorized on behalf of the Board to approve personnel changes as required during 2016 July and August. That Sandy Dobaczewski be appointed as the Vanier Children's Services representative and Sharon Walker as the backup representative on the Special Education Advisory Committee (SEAC) for the remainder of the term ending 2018 November 30. That the motions approved at the in -camera session of 2016 May 24 related to property, negotiations, legal and personal matters be approved. DIS ICT SCHOOL BOARD ❑.: Administrative Council 0 Board 0 PUBLIC 1 'Program and School Services Advisory Committee 13 Policy Working Committee ❑: IN -CAMERA Date of 2016 May 24 Meeting: Item #: 13 . c ❑ Planning and Priorities Advisory Committee TITLE •REPORT: Proposed- Southwest London .and Colonel Talbot Holding Zones PRESENTED - Kevin Bushell, Executive Officer Facility Services and Capital Planning PRESENTED • - 0 Approval 0 - Information ❑ Advice Recommendation(s):. 1.. THAT, effective immediately the Southwest London Holding Zone be expanded to include the area outlined as Area "A" on FIGURE 1 and the Holding Zone be designated to White Oaks Public School as a Holding School. 2.. THAT, effective immediately the area outlined as Area "B" shown on FIGURE 1 be designated the Colonel Talbot Holding Zone and the Holding Zone be designated to Rick Hansen Public School as a Holding School. Purpose: To create holding zones and designate holding schools in an area of pending residential development due to the anticipated influx of students from that area, -which will exceed the program and operational capacity of the designated school of Lambeth Public School. Content: The proposed holding zones illustrated as Area A and Area B on Figure 1 are currently within the Lambeth. Public School attendance area. However, Lambeth Public School is currently at 98% capacity and the enrolment continues to grow: The residential developments slated for the proposed holding zones would significantly impact the student accommodation at Lambeth Public School, -thus exceeding the program and operational capacity. Therefore the Capital Planning - Coordinating Committee recommends that these areas of new residential development become holding zones and the projected -students be designated to holding schools at White Oaks Public School and Rick Hansen Public School, until permanent accommodation can be put in place. More information about the study areas enrolment, -capacity,- residential development and projected student yields can be found on Appendix A (Planning Area: PE09). Also, please be advised that there are currently no Thames Valley elementary students residing in the proposed holding zone areas. We build each student's tomorrow, every day FIGURE 1- Proposed Southwest_ London and Colonel Talbot Holding Zones. . w., Mal 'ill v� it hl Ih rax x�r�}� U it Z kebl I 'r�, a; 7Fhil1 p �, W -0w �i .wyt a• a i[ .e _ r 'k v,A,9r "' .J t �";"""ff�� . - q+ x ( $SETiL�eMEN �TaP`vG�M` ; m Lt'*r ✓ *, u dJ t +. a S,,, i».e'.» •k#(k -_ JE", ,fit& �•t 1�F'a, r • . Y ry,l��h�l�t y kl,°fir a °z` a (PACK RDS° -u Ik III '' •_ 6621 f +• PROPOSED TO. -BE INCLUDED IN Jt;, f.= - AREA A ;.r Pack'Rd� f, SOUTHWEST LONDON _HOLDING AT WHITE,OAKS' PS' gill ; _3680 Colon` el' �• ;Bostw .�i•c••k••Rd r . Tdlbot.Rd AB01IT AREA BP{gPosEuCoIO 13700 C009el HOLDING ATR[C iQ[SENPSHAM o Talbot Rd ; DFIAN CRES-�' , ; -} ; i 4 rs ax s 41 a sit .ca a .d ud ■ 1 „o .e ei 1. a�-.w -- _ P, w µ, n, b? x } '•a. "id ytei,hf'V -PTM,, vq�Nphlirrr h. ',a' 'fir' a''•%7i' ,,y,,d 111 .,I' - I'M Ir �1P,r d, q F711{ �'��R ,171 t,i,lag, *,F vi"I�,Ukxlt,`�J+�•r,``s,'"�rl��u �l�'iJliMhiJ`'S'TM'§ .,.,ril x�y l�{UJ1._3_. hlgi,,,;ls;p i v M{ 6 "'t �; } a,"�1. '',i 's°' N{ • I ` q. a ?: C r+r k;r,�.hit i,'� *t' fr,4^xv 7 x# * ' �rky �,v'Jr 4 t •i`" ' r• ,MJF , a - _ x,u _ �..' m� - 77 fir° ��Sr a �w r N y r�i� a� - a htfb, t, a IirPxa iso Y � DR.pr F xW - a F, ; •r�' -t 11 ' I _ x. I wr ,~"r 5 I J I �i' t � 4rd I f'' dt- a d 'i s a ie c, x 5, 7 �k !`.', x h•n x'rx ",. r, x "ht I.' v itr'�'' r r •r i I Id I,aY °_ sof/,xj Jl rr h 1 x 6 fV Igl�l h lh w q) r II h itdgs. ' F h hlh.r J RhJI Y I:PrN= TI l f�rzti„�,,,1= ,t'idi' JI �6 V f,"'` -w i.� ��,1.+;:w..,... '1:• a aur'l `n rr 1 �f�� ,,,'.,�.„.ir# w:.`.."•`..w.kM" KILBOURNE RD��.-•- r , � t � H�J t �� 41� ',� , � hfl r 1�4 4 +, _ tyk l ti� st�,gGk n,p �I�IXIih' 'tiI7_.��{'WI FIv,+IH¢«tv,' r#, � 7 �xrl't6ll,'l I'J''trI`t. h i ,x' , a "•:�• m” , i k'r�9e 1xli�„M .4 s "^", ..,. tti.,,,4„ti .I,uprd�;•q n4i1 r -F iq.�_.-x^ -•y— a r 1 r xiiy,a§%�±x> _ J*pdI ,� , I✓h�, 4 s gp Y ; x e ' � ' , G , , tl( AG+� ,� •--'»`�'aw. t � 1,, 9 � a *E'h Ay, FIJ Ip t�s1 x_ r eF lu't�rx 's t Ph C y '; ;"' J, 6 'J'h7 .e-- �, 4 �- t J�,a' t• 4V-x,� 1� a iF, fw- _- �,ua 1 -' 1 LambethPS �p WALK j `s •+, \�, -" y a r tC3y1 fT1:` L •3 �E crq Ise' IIID,aM^�etixgl„Williqll+�lr„'�?,; i; •I"� gyylr�i;lir .,,�.,i ^'.tit:"vii'9TF7,' �ahr,��,'�.. e hf JG u l h l l 4l JAMS e £•k hl,�lr:''IIh'�,�rl`t r'- �'4' y'Ikt'r�ly ..1;�' ,xK�'�.�=e,'w,,�" =»i t (� �•�iji'.LL{:-j� �{- ',I,;y, � =tY��I�',,, E�L1.fi�,al~�1...,4 v k',3t 4 7�.c._... 1 ;.fry Itil 1 ,t`� ��►� R=°4 Kilometres. tr? sT.7 i€1Cfi-7. Current Holding Zones l'' °Fi Lambeth PS Attendance Area Sourm 5af2Dtu&mS'' , �b..%.� 3� Date Sourto:62019 Ducana paha. Cay of orlon, C4_0 St TMmaa; Orlutl CoV" Southwest London Holding at Proposed Holding Zones ' �' Mme■��nn•Elpnco mY. g P g +Runlr✓ea'ItY of cental EFgh 2015,M rig>oe rea M, ; .. White Oaks PS Proposed to=be included in Southwest London Holding O Torafml Entetpnaea Ina,"It avpp%w - M rV41 ror.IW. Nat a pian Wew"Y Talbot Village Phase 2 Holding at at White Oaks PS '"'� nds” �phaaQ`°"`°'�P°"`° ' n D gane+al dMaipGon d lha ■ W. Sherwood Fox PS ® Proposed, Colonel Talbot Holding at Rick Handsen.PS Cost/Savings: Timeline: I Effective Immediately Communications: I Residential Developers and School Principals will be notified of the changes. Appendices: I Appendix A — Planning Area:PE09 Form Revised: January 2016 Relation to Commitments: ❑ Putting students first. ❑ Actively engaging our students, staff, families and communities. ❑ Recognizing and encouraging leadership in all its forms. ❑ Being inclusive, fair, and equitable. ❑x Ensuring safe, positive learning and working environments. ❑ Inspiring new ideas and promoting innovation. ❑x Taking responsibility for the students and resources entrusted to our care. APPENDIX A . • i �.r t ��"�:. �,.rF, ,_„`_ - -. -�,'_�,,1 •. - � <y':-'-§°� 115. ' .v,•kY'A`.. `•.�"n $1 . %9i �,�--+Ye";) .:i.1fl'P�1r1lc1th�o.0nl' aPS4rS:=aF•M1I,i,'O�;,, Vluikvt�onP"Sryt�. I �YV Y� • 1. ` .f �Gr AM u�r�`�';�k��1'}'i��l Kiri r'f. ,', ms �$ t ,,,,,.•,i ,�^'n"`"'f ,. wtnAk •fir 'I t, I trr � k y � .a;¢ Y }r ,`ikyM1 aaar3ata� ta _ kP'E' ;'x,ia,tr,t•in�� K,{,^II"I ryI.,i 4."�i i 5i-f't;islor„f C�tl; ut PB V:.7 ['1 i' "y,"...'...... All Y f •-�,_-.,..:...:,.ril .C�' b�r� I:" i • tri al' a �i tiger � , ,.. • j � � � ;� pp�' i -_ _-- x.r -'dam. � Y - -- :; K¢ •`” � �l'�.Gy r. It .1.25 Ashley Oaks PS Lambeth PS Rick Hansen PS White Oaks PS Longwoods Holding at White Oaks PS Talbot Village Phase2 Holding at W. Sherwood Fox PS Southwest London Holding at White Oaks PS Bostwick Holding at Sir Isaac Brock PS APPENDIX A PE09: Status Quo - Attendance Areas - Elementary:Attendance Areas•. :Holding Zones,::' �-:Southwest-Area Study,:" c�iA��rzb,e�ry:z5 .. -- . Dnw 6ource:rDRblSOueonsPrintnr, H $Ashley.0aks.PS Bostwick•HoldingatSirlsaaoBrockPS atrbrdGNW.caymstYboma%00dco;mv., 'tdtdOtR98% ceunriRtbin coon%, . . ;A1Yr9aWIYry Or CtMrd elfin; 8619:N)fiphtstfJSEf'tl. Lambeth.PS longwoods,Holding atlNhit@Oaks,PS Trr.t,ndxrymnpnns6npr«peed ',y . r. .• . '+' .. •• . •. ,:.ro Muvic�oaponetiA dosutptlon: ;. _',;' Rick`Hansen PS.'=Southwest .t.ondon Holding at. While, OAS crdroaderxtancean • ..;..: •`: A dorn obmerd mese :White.0aks•PS;:_ ,' _Talbot Village. Phase 2 Holding at W. Sherwood,Fox'PS:.. = ':.nxureneo�e►cnealu•.. PE09: Status -Quo Summary • PE09 has experienced steady growth in population over the last decade: increasing 4% between 2001 and 2006, and an additional 9%, increase between 2006 and 2011. (Statistics Canada Census) • Lambeth PS will exceed its OTG capacity in the 2016-17 school year and will continue to have enrolment pressure from the existing community and new development. • Lambeth PS does not have the capacity to accommodate the projected enrolment from this planning area. • There are currently (4) Board approved Holding Zones with the PE09. study area.which are: Bostwick Holding (at Sir Isaac Brock PS), Longwoods Holding (at White Oaks PS), Southwest London Holding (at White Oaks PS) and Talbot Village PH2 Holding (at W. Sherwood Fox PS). PE09: Recommendation approved 2014 November 25th IT IS RECOMMENDED 1. That, effective immediately, a Holding Zone be created for subdivision plan 39T-14504, the Richardson Lands Initial Proposal Report, and the 3614/3630 Colonel Talbot Road Initial Proposal Report, identified'as development numbers 13, 14 and 15 on FIGURE PE09-1, and the Holding Zone be designated to White Oaks Public School as a Holding School. 05/2016 1 of 10 APPENDIX A PE09: Status Quo -Enrolment and Capacity Summary Projected Enrolment oje ', ti O In C C14 (14 O N N N c. Attendance Area aTG w .. a U. cn,.. ' .• a.a ..: o N 0 N 0 N .t !i' vri in~ uN';^Area:,: Sc oofs. th St y. Ashley-Aaks :PS, ' . 577 .529' 92% 48 "0 520 497. 492 . 'Y :'.. , Lamkieth °PS 628 6;15 9$%' 13 1 688 917 1237 Rick,Hansen.l?S ..,,,.. 484,.,,.,' ';:: 389;:;:: 80%:':: 95'.: Q :.:..,. 367 331 279 White>Qaks ,PS.:'`: ;, "m :;:'i'; ,': ' : :' 829:::::::::: 711 86% _ 148 0 710 790 1003 a.. ,.. r s oA d -S hoots-• _ s crate. c °.'. Str.Jsaac•:Brock PS . �� .' . ,•, .. ,. :.349 = ;,397.,.,, J 114/0 ' 48 3 407 410 418 W :SherwoodF, , 9o 373 431 510 Current•.BoardA��r vrv'd"Holdin�'Zories- • �,t'r J. p Qe 1 p«. . h,.,,•'• :.�.,,. .- •�ti; Hifi.. Bosfwrck,Holdrng ; 64181 153 205 (at Srr`Isaac Brock�'pS) : g.... .. g., _ ..... .......:..:.......:. - Tw 116 �u 112 268 435 (at�:liVhrte Oaks PS) � „ 3 , i Southwest London Holding `(at 0 . 0 122 302 White::0aks PS) ,i3S. Taibo`f Villa a PH2 Wo/din ;, • (at;W �;She►wood�F,ox PS): in <9 75 131 Notes: Enrolment projections include development 2 Enrolment projections from Holding Schools are included in "Schools within Study Area" and "Associated Schools" projections 4000 35nn 3000 2500 .2000' 1500 1000 500 0 PE09: Status Quo -Enrolment and Capacity (2011-2025) titi ,yo AV00 ,yotidoti� NY ti� odoyotiddy ,yo ,yo M Capacity ® Holding ■ New Development " ® Existing Community ■ Historical Community 05/2016 2 of 10 APPENDIX A PE09: Active Development - Plans and Growth Areas c�a:u�anaarriauv�naaawesnraua :-�7VI{�I�I�j_LVfICS•'.. - •- :;._�� •r••�u`••,��•.•;••ypw~••" .. '9c��iaee030roC BIZ', . -AshleyOaks PS ema ra u�nePoMm1 Bostwick Holding at Sit Isaac 8rock PS • , D®V@iOpIllQnt Phin.StatuS cya�omcn cares+ +,o.+aaca�nx, (� �;-:Lambath,0S• Longwoods Holding al White'Oaks PS; MUd r�4s9ata Ce CIO,," "roaAn�reaarvel. L�.Crc6lated:(5,-7,y t,..mewemm�nne.e11,A" eo1- ., Rick Hansen P,.S :Soulhwest'London Hotding,at:White.0aks.PS. SDjd°"=°ap�0 afaoserypn Orait,Approved°:(a•5Yre)., . WIaa81t9adea�ad ; .�'� • ,,.. • - , . ' , ao�oropmaat areae: Whltet0aksPS' �y.d',;Talbbt'Villago:Phase2;Holdingat'W.SheniroodFoxP.3; ,:; .;UndefcOnStfUction,(Present), . - r`rtA"tllOYd""0°t'� PE09: Development Notes: • The Southwest London Area Plan draft report for public review dated May 5th 2010 states that - 19,200 units of mixed Single Family, Medium Density and High Rise units are projected. 05%2016 3 of 10 APPENDIX A PE09: Active Development - Plans and Growth Breakdown .......... 61: Nil &TV/DSB-, Aff"I'll" p., s ng ;:�!��i�i,!I�i!!;!!�i!:!:'divisibli:�plah;�� De 'velopmeiltSUb DM' ':':::'TV -:-NUMqr' ;Number; _Phasjngii:ii:�::�� h! Type ;;��4 'Unbuilt 1:91ts-1 �'Studehts: IM: 1 Z-8111 2017 SF 0 4 4 1 NO 2 39T-09503 2015-2016 SF 0 17 17 4, NO 5 39T-00514 2015=2016. SF 33 33 22 YES 6 39T-13504 2016-2020 SF 0 80 80 21 NO 7 39T-07501 2015-2016 SF, HD '372 241 613 14 YES 39T-06511 2015-2018 SD 0 88 88 18 NO 9 3635 Settlement Trail 2019 -2020 HD 0 184 184 5 NO 11 3080 Bostwick Road '2019 - HD 0 1578 1578 64 NO .12 39T-12503 2016-2.024 SF, SD .0 1695 1695 197 NO 13 39T-14.502 2017-20.23 SF, MD 0 631 631 .109 NO 14 39T-07507 2015 - 2017 SF- 0 52 62 14 NO 15 39CD-14509 2016-2017 MD 0 47 47 9 NO IFIR-311 L;olonel 25 Talbott 3645 Bostwick 2017-2018 SF, MD 0 1600 0 300 NO iS ow 0-0- Pi 10 J 39T-1450.6 2016,2024 1 SF, TH 0 534 534 134 NO 3 39T-14504 2016-2023 SF, MD, HD 0 .394 394 98 NO 3614/3630 Colonel 4, 2018-2023 SF, MD, HD 0 207 207 49 NO Talbot Rd 16 39T-15501 2018- SF,MD 0 1701 1701 456 NO go '4 -23 .39T-065022016-2018 SF, TH 0_ 81 81 19 NO 24 39T-02502-1 2014-2017 SF 0 91 91 24 YES V,X 00 "FN 17 39CD-1 3514 2015-2017 CDM 55 59 114 6 YES .18 89CDA 3502 2015-2016 TH 15 15 30 1 YES 19 39CD-14521 2016-2018 TH 56 56 0 10 NO '20 .:39CD-14610 2015-2019 TH 63 43 20 13 NO 21 39T-0550.9 201.5-2025 SF, TH 26 465 491 66 YES 22 39T-08508 2018-2022 SF,TH 413 13 478 60 YES Note:- - - Unit Type: HD = High Density SF = Single Family * Unit Counts are estimates only CDM = Condominium SD= Semi-detached TH = Townhouse 05/2016 4 of 10 O O L m 0 N LO 0 x : dle°c. c . Oc, a d�0 :2. 0 t eele ' S ECL yN�wR�If11�RAR#IF5 oc- _ C�� B7 oc- ■ a�Q,- t E E r0z , °cO 6$ V (/i OD IL x: x 0 o U. .k. ; r �o� > B c E d V CO) 76 k;K4kY,1`5. Or or �r° vx- c ,. 0C, 6j,, 9 _ r°c. u OCN w I __ eras eon U a O O O O O O O z, N O GOO (D z CN ZT oe r roc- ■ ter° Ln ■ 0 I 5 §va . �. o 0 c u `r°c. °t E '1 �� t 6r°� 0 H N OP -W% r °c- E a rr°z a y r 'U rOC. O O y 8rIL oo . .�. o O O H O O O O O O ter° Op. Y - M N O Z eMA O prOC-W0w,, R r OC.® �M 9r°c. W r 'o .c -0 I C, ea •0 0 E CD 0 0 0 0 al O to v Cl) N 0c V U) c(pOe a$ o r°z = I rro ■ . Cl O O O O O O O m i VO' N O GOO co IT N m N O N r O N v O �0 x Iql� �� 2r r�°C o CO uj C� �r & IL a .. _ 8r m O i2� ��._ °C c E x r°" V m W Q - _' Q`..�''' r srp o z R A, aroc ■ V pro CL CL rr°r CD o I ! I O O o o O o O O O o W i N (00 w 'IT N IL " O O L m 0 N LO 0 x : dle°c. M ^� Oc, a d�0 :2. 0 t eele S F�°C yN�wR�If11�RAR#IF5 oc- _ C�� B7 oc- ■ t E E r0z , °cO 6$ V (/i OD IL x: x 0 o U. .k. ; r �o� �$ 920 SrC' oe B c E d V CO) 76 k;K4kY,1`5. Or or �r° vx- c ■ 6j,, 9 _ r°c. u OCN w I __ eras troy U a O O O O O O O V N O GOO (D CN ZT O O L m 0 N LO 0 x : dle°c. M ^� Oc, a 0 t eele F�°C oc- ' oc- ■ r0z �Iloc o r �o� k;K4kY,1`5. X or E E 6j,, u OCN w __ eras °C, m W ZT oe ter° Ln ■ 0 5 §va . o ea u `r°c. : 1 '1 �� 9r E H s OP -W% r °c- E rr°z a y r 'U rOC. O O O O .�. o O O H O O O O O O ter° ° O - M N O Z eMA O r OC.® �M N r 'o -0 I C, ea •0 0 CD CD 0 0 0 0 0 to v Cl) N H U) O O L m 0 N LO 0 x : ' GC S M ^� Oc, a bl t eele oc- oc- r0z �Iloc o 0� m k;K4kY,1`5. X or 6j,, OCN w '1 ZT oe 9I E °r E brp `o ar trr01- -2t �r0e rr°z a r 'U rOC. O O O O O O m O V O O O O O O O V (00 U) � - M N O O O L m 0 N LO 0 111-1 o M ^� S eele 0 c r0z E °�tw k;K4kY,1`5. i�„i'hN <: O1 C G roe x W aror ■ 9I E °r E brp `o N trr01- -2t .01 BT rr°z a O O O O O O m O V 0 Ln CDim tt M N -f O O L m 0 N LO 0 APPENDIX A PE09: Proposed Solution - Attendance Area Elementary Attendance Areas Holding•Zories Proposed.to.beincluded.inSouthwest London -Holding cwtOntmd120ionoNs }_e > at White. Oaks PS odtasoweg.. aaaem PriN1 Ashley Oaks PS . Bostwick Holding at Sir lsaao Brock PS aymLondoa,caydStTmn,a+,oe«dCW", ProposedCotonelTalbot'Holding � T 6WsosdsCoany,EhIjOCamy, +',i �,,, X? ;. MdNdednq'm ceras Qg�+, :ot5,Al1 nphb iesanred. a� Lambeth PS. Congivoode Holding at White Oaks PS' at Rick Handsen PS ThIStcU*dW=PhNWon orepmd . mWOV40:0gcndmlditWPn r Rick Hansen PS. Southwest London.Holding atWhite Oaks Ps' `Potential New'Southwest- London;PS attendance area • dNd dd6rtdancd and a at W,Sherwood•Fox PS a,ayecow 'iawai�a°A'i .,'White Oaks: PS ��,Talbot Villa9 • Phase 2 Holding 05/2016 6 of 10 APPENDIX A PE09: Proposed Solution - Summary Attendance Area Solution Summary 1 shoo s,w . ;r IthiStud Bostvuck�; Ho_Idi_n,9:�°..�_`:== ::.,:: �.:. Status Quo = An attendance area review will be required for Lambeth PS, Bostwick Holding Zone =- (at Sir Isaac Brock PS), Talbot Village PH2 Holding Zone (at W. Sherwood Fox PS), Lambeth`` PS ` `;:•: `,=:`;: : '' Longwoods Holding Zone (at White Oaks PS) and Southwest London Holding Zone :{ (at White Oaks PS) in order to create the attendance area for the New Southwest . Soufh west: Londori:��Holding:,��• London PS and harmonize capacity at surrounding schools. Rick_;Han'sen'_"PS. _; : ;::-, .. Status Quo. Potential Holding School. White; Oaks PS , To continue holding students from Longwoods Holding Zone and part of the ". VllageLPH2:;Hol,dirig; Southwest London Holding Zone after the opening of the Southwest London PS. As soy ated:=School - ;.;;_ Si'r lsaac,Brock To continue holding students from Bostwick Holding Zone until the opening of the harmonize capacity at surrounding schools. new Southwest London PS. Future Holding School. 1N:.Slaerwood To continue holding students from Talbot Village Phase 2 Holding Zone until the opening of the new Southwest London PS. Future Holding School. 05/2016 7 of 10 Continues to hold at Sir Isaac Brock PS. An attendance area review will be required Bostvuck�; Ho_Idi_n,9:�°..�_`:== ::.,:: �.:. in order to create the attendance area for the new Southwest London PS and af,SirIsaac PC ( ) :harmonize harmonize capacity at surrounding schools. =- Continues to hold at White Oaks PS. An attendance area review will be required in L ...... :ocls Holding.:.., :.: :: >,; ,.- (at Whlte'' Qaks P3) order to create the attendance area for the new Southwest London PS and „ harmonize capacity at surrounding schools. Soufh west: Londori:��Holding:,��• Continues to hold at White Oaks PS. An attendance area review will be required in. - order to create the attendance area'for the new Southwest London PS and at:INh'iteQaks harmonize capacity at surrounding schools. ". VllageLPH2:;Hol,dirig; Continues to hold at Sir Isaac Brock PS. An attendance area review will be required Talb'of : W` Sherwood in order to create the attendance area for the new Southwest London. PS and ;(at Fox;PS) ,L jp harmonize capacity at surrounding schools. '' .� , i,ui ', .. ,,,� 'd !I iH{, a- ;,. ,-{, ..yn7,F�,,i �''Iir ,',a, l itl , : _ ,:a 'a •.,, V 9 . I°', dLJ -:'" d-��%�" 9 h,,,3 ,], ' � -, .':�.I ProprQsed;N,ew schools vuith� i Study, qua ��' An attendance area review will be required for. Lambeth PS, Bostwick Holding �� •-� '� •��'�� ``:-°,�'':,,, Zone(at Sir Isaac Brock PS), Talbot Village PH2 Holding Zone(at W. Sherwood FoxPropo sedNewSouthstwe -. °,., PS), Longwoods Holding Zone(at White Oaks PS) and Southwest London Holding OM `Q ;<i.;., ,:, :::r.,..: .,r Zone(at White Oaks PS) in order to create the attendance area for the New i 4 dk Southwest London PS and harmonize capacity at surrounding schools. Fropose&Nevi' SouthWbst "';' A second new school will be required to accommodate projected students from the LondonE:PS 2 :,,; '' ,,., : :! residential growth within the Southwest London Area Plan. 05/2016 7 of 10 05/2016 8 -of 10 APPENDIX A PE09: Proposed Solution (2011-2024) - Enrolment and Capacity Schools within Study Area Lambeth PS Rick Hansen PS 900 600 800. 500 700 6003�y:;- ., i'a 4 .� 'liN y N� � • >d 400fi %?: p' d' i+R N •%' Fa'°'l«: f ir'`¢ t 500 400 37`" 300 - 300 !Nil� , sb �• 200 200 5g s, �•�� j'. „ F ; x� ai rtt 100 100 a a 01, yti yti y3 ya yh do y1 y� yo yo ,yti .yti .y3 ,ya otiti otiti otia otia otiti otio oti1 otia oti°' oti° otiti otiti otia otia ti ti ti . ti ti ti ti. ti ti ti ti ti ti . ti ,yo ,yo ,yo ,yo ,yo ,yo ,yo ,yo . ,yo ,yo do ,yo ,yo ,yo 0 Capacity ■ Historical Community ® Existing Community ■ New Development 0 Capacity ■ Historical Community ■ Existing Community 0 Holding New Southwest London PS White Oaks PS 1000 900 900800-T....,.,.,r. 800 700 '� ice- '� `4" Y•µ .., 700. 600, , 600 " 500• 500 Y 'y" f •kid, c x, C 3' J' ;, s i i4"'i f3`< .. . :"i .. E�'�� 400 400 - t 4, 300 Y. 300 xr, 44 200 r ,, r." �y 200 _ 100 100 0 titi a 1oa a' otiti oti1 otia ti ti ti tititititititiy41 '0 o° otiti oti1 otia oya otiti oti1 otiaaa'oy1 &1b octi'aoa' tititititititi oti° otiti otiti otia oya ti ti ti ti ti ti ti M Capacity ■ Historical Community ■ Existing Community ■ New Development M Capacity ■ Historical Community ■ Existing Community 0 Holding Associated Schools Sir Isaac Brock PS W. Sherwood Fox PS .500 .. 600 450 500 400x 350 .h "� n•�, •� <. .�",csrr.*: �, �,. r3 400 300 .�rd � �::, ��: `kir. `' t 250 � 2• ' ' " ; �` ��' " titi; �� V.;' s �� .� 5 r C _ 3OO ,' n.4 u : 150w 200 'r 100 d' x' 50 L t .+ j 3, Px%�, e" - _ .. 100 0 titi . ti3 tia tih y� til.. ti� y� ,�o titi titi tia ,yo 10 4 ,�0 10 1p ,yo ,yo ,yo ,yo 10 ,yo ,yo do 4Y 4Y 0 otiti otia otia otia otia' otio oti1 otia otia oti° otia otiti otia otia ti ti ti ti ti ti ti ti ti ti ti ti ti ti U, Capacity E3 Historical Community a Existing Community 12 Holding 6 Capacity ■ Historical Community ® Existing Community ® Holding Ashley Oaks enrolment remains Status Quo 05/2016 8 -of 10 APPENDIX -A PE09: Interim Solution - Proposed Holding Zones FIGURE PE09-1 — PROPOSED HOLDING ZONES GSouthwestAreaStudy Elementary Attendance Areas Holding -Zones p„,lfl rdAma $oNrce: W 2t1t6 Queens Printer , Development Plan Status a :,`;'i Ashley Oaks PS ' Southwest London-Hotding at'White Oaks P5 "r. wry.e+Laeon.cmi�+ctrtwmna,o:rwoccenty, w�feAddlAt87 Caunb. L9 in,Cad ,Circulated (5 -7 -yrs) ! Lambeth PS fid. Talbot Village Phase 2 Holding at;W.-Sherwood Fox'P5 tirepov� rete.�*�GaT.zpia,apn ;�rAae,wa.. - m'TAtAMt �itlmtefie8 tnc, 8M0 tt,Nptlligt8. ®. Draft Approved (2-5 yrs) [ Rick Hansen PS Proposed.to be Included In Southwest London Holding Tn�roRmAtttw rytaocwed ponde- at White -Oaks PS ooenera dance ppoA of the . Under Construction (Present). White Oaks PSProposed Colonel Talbot Holding at Rick Handsen PS Holding School Criteria Holding School ;1Nh#te.0aks PS Ruk #arisen yRS ,y Development Number on Map 4 25 Program Suitable Program Space ( YES YES Buildi'n' Washroom Capacity YES YES Site: _ Proximity to Holding Zone YES YES Accommodation of bus loading/unloading YES YES Student drop off/pick up facility YES YES Suitable Site Area YES YES Adequate parking YES YES 05/2016 9 of 10 APPENDIX A PE09: Interim Solution - Holding Designations Dev # Dev Start Students Projected Current School Proposed Holding on Map Year Present Students (Actual or Holding) School Proposed Solution New Southwest 4 2018 NO 49 Lambeth PS White Oaks London PS New Southwest 25 2017 NO 300 Lambeth PS Rick Hansen PS London PS 2 PE09: Interim Solution .1. . THAT. effective immediately,- the added parcel arcel 6621- Pack Road which was included in the re -circulated Initial Proposal Report known as the Colonel Ta''Ibot Lands, previously circulated as the Initial Proposal Report 3614 &:3630 Colonel Talbot Road which was approved as a holding zone on 2014 November 25th, be included in the Southwest London Holding Zone, including any new circulated developments -within the area shown.on FIGURE PE09-1 and. the Holding Zone be designated to White Oaks Public School as a Holding School. -2. THAT, effective immediately,'the Colonel Talbot Holding Zone be created for the Initial Proposal Report 3700 Colonel Talbot Road and 3.645 Bostwick Road, identified as development number 25, including any new circulated developments within the area shown on FIGURE PE09-1, and the Holding Zone be designated to Rick Hansen Public School as a Holding School. Future Action Required: • An Attendance Area Review will be required for Lambeth PS, Bostwick Holding Zone (at Sir Isaac Brock PS), Talbot Village Holding Zone (at W. Sherwood Fox PS) and the proposed new Southwest London Holding Zone (at White Oaks PS) to create'a new attendance area for the New Southwest London PS and Lambeth PS. • Construction of New Southwest London PS • Continue to monitor development and Secondary plans within PE09. 05/2016 10 of 10 14.a REPORT OF THE CHAIR'S COMMITTEE MEMBERS G. Hart B. McKinnon (Chair) A. Morell M. Reid R. Tisdale 1. APPROVAL OF AGENDA The agenda was approved by motion. 2016 April 26 12:12 p.m. —1:45 p.m. ADMINISTRATION AND OTHERS L. Elliott B. Williams L. Griffith -Jones (+12:30, -12:55) J. Pratt (+12:30,-12:55) C. Beal (+12:30,-12:55) D. Giesbrecht (+1:08, -1:21) 2. CONFLICTS OF INTEREST — none declared 3. REVIEW AND APPROVAL OF ADVISORY COMMITTEE AGENDAS The agendas for the 2016 May 3 Program and School Services Advisory Committee and the 2016 May 10 and 17 Planning and Priorities Advisory Committee were reviewed and discussed. The process for identifying, debating, and approving capital funding priorities was discussed. 4. REVISED SCHEDULE OF BOARD MEETINGS The revised 2015-2016 schedule of Board meetings was reviewed (CC -1) and will be posted to the website. The in -camera agendas for 2016 May 3 and 10 were reviewed. 5. CORRESPONDENCE - none 6. UPCOMING EVENTS/INITIATIVES Upcoming system events and initiatives are as follows: • Joint TVDSB-LDCSB Municipal Meetings: o Oxford County — May 19 (completed) o Middlesex County — June 1 (12:30- 3 p.m.) o Elgin County — June 29 (9-11 a.m.) o City of St. Thomas — June 29 (12:30- 3 p.m.) • Lawson Awards — June 14 (6:30 p.m.) • Community Planning and Facility Collaboration Opportunities Meetings: o London Municipalities — June 15 (9-10:30 a.m.) o London Community Organizations — June 15 (11-12:30 p.m.) o Middlesex Municipalities — June 15 (1-2:30 p.m.) o Middlesex Community Organizations — June 15 (3-4:30 p.m.) o Elgin Municipalities — June 16 (9-10:30 a.m.) o Elgin Community Organizations — June 16 (11-12:30 p.m.) o Oxford Municipalities — June 16 (1-2:30 p.m.) o Oxford Community Organizations — June 16 (3-4:30 p.m.) • System Retirement Dinner — September 28 7. CONFIRMATION OF VOTING DELEGATES FOR THE ONTARIO PUBLIC SCHOOL BOARDS' ASSOCIATION (OPSBA) AGM The following recommendations were moved and carried: That Trustee R. Tisdale be appointed as the voting delegate at the OPSBA Annual General Meeting. That Trustee G. Hart be appointed as the alternate voting delegate at the OPSBA Annual General Meeting. That Trustees R. Tisdale and G. Hart be confirmed as representatives of the TVDSB Trustees on the OPSBA Board of Directors and that Trustees M. Reid and J. Skinner be confirmed as the alternates. 8. IN -CAMERA On motion, the Committee moved in -camera at 12:30 p.m. to discuss personal matters reconvening in public session at 12:55 p.m. 9. TRUSTEES PROFESSIONAL DEVELOPMENT a. Budget Review The trustee budget for professional development was reviewed. Administrative Assistant D. Giesbrecht joined the meeting. It was determined a full review of the trustee budget be completed at a future meeting. There was a request that Trustees submit mileage expenses monthly. b. Student Trustee Applications for OSTA Conference A request by the student trustees to attend the OSTA AGM May 26-29 was considered. The following motion was moved and carried: That, pending receipt of appropriate documentation, the two current student trustees and the incoming student trustee to be elected 2016 April 28 be approved to attend the Ontario Student Trustees Association Annual General Meeting the weekend of May 26- 29,2016. c. Team Assessment The Team Assessment results were received noting 11 trustees completed the survey. The results will be shared with trustees and will be used in preparing for the team building session. 10. OTHER BUSINESS a. East Elgin Co -Op Education An update was provided on Co -Op Education at East Elgin; Director Elliott advised communication will go out to all trustees. 11. DATE AND TIME OF NEXT MEETING The schedule of future Chair's Committee Meetings was confirmed as follows: May 17, 12 p.m. May 24, 12 p.m. June 21, 12 p.m. August 30, 3 p.m. 12. ADJOURNMENT The meeting adjourned at 1:45 p.m. by motion. RECOMMENDATIONS: That Trustee R. Tisdale be appointed as the voting delegate at the OPSBA Annual General Meeting. That Trustee G. Hart be appointed as the alternate voting delegate at the OPSBA Annual General Meeting. That Trustees R. Tisdale and G. Hart be confirmed as representatives of the TVDSB Trustees on the OPSBA Board of Directors and that Trustees M. Reid and J. Skinner be confirmed as the alternates. BILL MCKINNON Chairperson CC -1 v .c:......-ate nxxtt__.van�,:na.:a. 2016 April 26 THAMES VALLEY DISTRICT SCHOOL BOARD Schedule of Regular Board Meeting Dates 2015 December 1 to'2016.November 30 DATE* 7:00 p.m. TIME -BOARDLCOMMITTEE 2015 December 1 7:00 p.m. Special Board Meeting — Board Elections In -camera and Regular Board Meetings _.8 7:00 p.m.._..__.._.__...__ -.....____._........,..Inaugural Meeting_.____._.___._.__...�..___.._..__...__.�W.__....�._.w.....� 25 15 __._.,.._.....,._.._._.,...... ...... 15:00 p.m. and 7:00 pm . In -camera and Regular Board .Meetings 2016 January 12 .m. and 7:00 pm Special Board Meeting 26 5:00 p.m. and 7:00 pm In -camera and Regular Board Meetings February ._..._........___...ui....___.._.__.___........_-._........... 23 ..... ...... _..._._._.... _____.._.._._. ; 5:00 p.m. and 7:00 pm _.._.......... ... _...-..._.,....,_._.__............._......_,._.._......... _..__._... ...... .___.,.... _........... ...... ,..._..___...___.......__....___. In -camera and Regular -Board Meetings March.- _,... _............ ..29.._,... 5,:00 p.m. and 7:00 pm_ In -camera and Regular Board.,Meetings April 26 5:00 p.m. and 7:00 pm In' -camera and Regular Board Meetings May June September October November 3 5:45 p.m. In -camera Meeting 10 5:45 p.m. In -camera Meeting 24 5:00 p.m. and 7:00 pm In -camera and Regular Board Meetings 31 7:00 p.m. Special Board Meeting 21 '7:00 p.m. Special Board Meeting 28 5:00 p.m. and 7:00 pm In -camera and Regular Board Meetings 27 5:00 .... ......... ................._. p.m. and 7:00 pm __...._.,__ ............................,-. ........._._. ...... ........._. ....... . In -camera and Regular Board Meetings 25 5:00 p.m. and 7:00 pm In -camera and Regular Board Meetings 22 5:00 p.m. and 7:00 pm In -camera and Regular Board Meetings 14.b REPORT OF THE POLICY WORKING COMMITTEE 2016 April 26 3:00 p.m. — 4:50 p.m. MEMBERS ADMINISTRATION AND OTHERS M. Reid (Chair) L. Elliott L. Abell J. Bennett S. Polhill C. Goodall J. Skinner GUESTS GUESTS J. Knight (+3:05,-3:) P. Amaral (+3:15,-3:58) A. Morell C. Beal (+3:05,-3: ) J. Neville (+3:15,-3:58) R. Tisdale D. Macpherson (+3:59,-4:45) K. Bushell (+3:15,-3:58) 1. APPROVAL OF AGENDA — The agenda, as amended was approved on motion. 2. CONFLICTS OF INTEREST - none 3. COMMITTEE REPORT OF 2016 MARCH 29 AND 2016 APRIL 26 TRACKING SHEET The 2016 March 29 Committee Report was provided for information and the 2016 April 26 tracking sheet was reviewed and discussed. Upon request, the Fraud Prevention and Management Policy and Procedure was added to the tracking sheet under New Policies/Procedures under Development. 4. EXISTING POLICY/PROCEDURE UNDER REVISION - none 5. POLICY/PROCEDURE FOLLOWING PUBLIC INPUT a. Trustee Honoraria Policy and Procedure C. Beal, Superintendent of Business and J. Knight, Manager, Business Services joined the meeting to advise that no public input was received for the Trustee Honoraria Policy and Procedure. J. Knight noted the suggested revisions to the policy and procedure. The following motion was moved and carried: That the Trustee Honoraria Policy be brought forward to the 2016 May 24 Board meeting for approval. That the Trustee Honoraria Procedure be approved by the Policy Working Committee and go to the 2016 May 24 Board meeting for information. b. Community Use of Buildings, Facilities and Equipment (Rental and Lease Agreements) Policy and Procedure Supervisor P. Amaral, Manager J. Neville and Executive Officer K. Bushell joined the meeting to share the public input received for the Community Use of Buildings, Facilities and Equipment (Rental and Lease Agreements) Policy and Procedure. Questions of clarification were addressed. P. Amaral noted the revisions to be made to the policy and procedure. The new process for public input was discussed noting each individual is now acknowledged for their input. Potential edits to the thank you message were considered. Further discussion was deferred to the next Policy Working Committee meeting. The following motion was moved and carried: That the Community Use of Buildings, Facilities and Equipment (Rental and Lease Agreements) Policy be brought forward to the 2016 May 24 Board meeting for approval. That the Community Use of Buildings, Facilities and Equipment (Rental and Lease Agreements) Procedure be approved by the Policy Working Committee and be brought forward to the 2016 May 24 Board meeting for information. 6. IN -CAMERA On motion, the Committee moved in -camera at 3:59 p.m. to discuss personal matters. It reconvened in public session at 4:05 p.m. 7. NEW DRAFT POLICIES/PROCEDURES a. Asthma Management Policy and Procedure D. Macpherson, Superintendent of Student Achievement joined the meeting to share the draft Asthma Management Policy and Procedure. D. Macpherson responded to questions of clarification. Revisions to the policy and procedure were discussed and noted by D. Macpherson. The policy and procedure with suggested amendments will be posted for 45 days public input. The following motion was moved and carried: That the Asthma Policy and Procedure be posted to the Board website for 45 days public input. 8. POLICY/PROCEDURE REQUIRING ADDITIONAL CONSIDERATION (before public input) - none 9. OTHER BUSINESS - none 10. DATE AND TIME OF NEXT MEETING The next meeting is scheduled for 2016 May 24, in the Governor Simcoe Room. 11. ADJOURNMENT The meeting adjourned by motion at 4:50 p.m. RECOMMENDATIONS: That the Trustee Honoraria Policy be brought forward to the 2016 May 24 Board meeting for approval. That the Community Use of Buildings, Facilities and Equipment (Rental and Lease Agreements) Policy be brought forward to the 2016 May 24 Board meeting for approval. MATT REID Committee Chair Thames Valley District School Board POLICY Title TRUSTEE HONORARIA Policy No. Department BUSINESS SERVICES Reference(s) - Procedure: Trustee Honoraria Effective Date Ontario Regulation 357/06 - Ontario Regulation 7/07 - Public Sector Compensation Restraint to Protect Public Services Act, 2010 It is the policy of the Board that it will pay an honorarium to its trustees in accordance with the provisions of the Education Act and any associated regulations. Prior to October 15 of the calendar year in which the term of office of the Board begins, the Board's honorarium shall be reviewed. Administered By Amendment Date(s) ORGANIZATIONAL Board Resolution No. SUPPORT SERVICES (BUSINESS SERVICES) Amendment Resolution No. Page 1 of 1 Thames Valley District School Board Title Department Reference(s) TRUSTEE HONORARIA BUSINESS SERVICES - Policy: Trustee Honoraria - Ontario Regulation 357/06 PROCEDURE II - Ontario Regulation 7/07 - Public Sector Compensation Restraint to Protect Public Services Act, 2010 Policy No. Effective Date The intent of this procedure is to pay an honorarium to trustees of the Board for carrying out their responsibilities representing the interests of students, the Board, and the public. The procedure is in accordance with the provisions of the Education Act and any associated regulations. The honorarium amounts detailed below may be modified subject to future Ministry of Education Acts and Regulations. Prior to October 15 of the calendar year in which the term of office of the Board begins, how the Board's honorarium is calculated per the procedure below shall be reviewed. 1.0 Non -Student Trustee Components For non -student trustees, the honorarium shall be calculated in accordance with O. Reg. 357/06. The honorarium shall be composed of the following components: i) the base amount for the year; ii) the enrolment amount for the year; iii) the attendance amount for the year; iv) the distance amounts payable for the year. 1.1 Base Amount The annual trustee base amount shall be $5,900. The chair shall receive an additional $5,000 above the annual trustee base amount. The vice -chair shall receive an additional $2,500 above the annual trustee base amount. Unless otherwise stipulated by the Ministry of Education, the annual base amount will be increased by the Ontario Consumer Price Index as published by Statistics Canada for the period of change between July 1 of the prior year and June 30 of the current year. Administered by: Organizational Support Services (Business Services) Amendment Date(s) Page 1 of 2 1.2 Enrolment Amount The trustees shall receive 100% of the allowable enrolment amount. The year's enrolment shall be the Board's day school average daily enrolment as established for the Original Budget Estimates for the most recent fiscal year ended for the current term of office. 1.3 Attendance Amount The attendance amount, not to exceed $50, may be paid to trustees for their attendance of any committee meeting of the Board that is established by the Act for attending any meeting of a committee of the Board that is required to be established by an Act or a regulation made under an Act. The Board has chosen to not incorporate the attendance amount in the calculation of the trustee honoraria. 1.4 Distance Amount The distance amount, not to exceed $50, may be paid to trustees if the following criteria are met: i) The area of the Board is greater than 9,000 square kilometers, as set out in Table 1 of Ontario Regulation 412/00 (the Thames Valley District School Board's area is 7,278 square kilometers and therefore this criteria does not apply) ii) A dispersal factor of greater than 25, as set out in Table 5 of Ontario Regulation 412/00 (the Thames Valley District School Board's dispersal factor is 0 and therefore this criteria does not apply) iii) The distance between the trustee's residence and the place where the meeting is held is greater than 200 kilometers, on the day of the meeting. The Board has chosen to not incorporate the distance amount in the calculation of the trustee honoraria. 2.0 Student Trustees Student Trustees shall be paid in accordance with O. Reg. 7/07 s. 9. A student trustee who holds office for the complete term of office shall receive an honorarium of $2,500. If the student trustee does not hold office for a complete term, the student trustee shall be paid based on the prorated length of service rendered. 3.0 Annual Recalculation of Enrolment Amount The enrolment amount shall be recalculated annually to reflect the enrolment from the estimates of the most recent fiscal year end. Page 2of2 Thames Valley District School* Board �I POLICY Title COMMUNITY USE OF BUILDINGS, Policy No. 4007 FACILITIES AND EQUIPMENT (RENTAL PERMITS) Department FACILITY SERVICES Reference(s) Procedure: Community Use of Buildings, Facilities Effective Date 1999 Jan. 26 and Equipment (Rental Permits) It is the policy of Thames Valley District School Board (TVDSB) to ensure usage is fair, reasonable and equitable. Generally school facilities are rented as a place to come together, build skills, access community program's and become physical ctive. The Board .is committed to making available to the (TVDSB) community; ' F chools, facilities and equipment. This availability will be made with the provisio a ere is no additional cost to the Board. The use of such facilities should not impact r e regu chool program or the security/ maintenance of its properties. All school -re -11 d functions . II have priority over rentals. All rentals will be arranged through the C unirlse of Facilities office. It is the intent of the. Board to provide subs organizations in accordance with guideline Education. ized re Administered By COMMUNITY USE OF FACILITIES Amendment Date(s) TBD es to not-for-profit (NFP) ivided for by the Ministry of Page.1 of 10 Title Department Reference(s) Thames Valley District School Board COMMUNITY USE OF BILDINGS, FACILITIES AND EQUIPMENT_ (RENTAL PERMITS) FACILITY SERVICES www.TVDSB.ca/communityuse 1:0 Rental Revenue II PROCEDURE II Procedure No. 4007a EffectiveDate Net rental revenue from Community Use of Facilities permits will be shared using the following formula: 50% to the school, 40% to Facility Services, and 10% to Central Administration of the Board. Net rental revenue from equipment will be reimbursed 0% to the school/site. Net rental revenue from the administrative fee will be reimburse % to Central Administration of the Board.ML 2.0 Subsidized Rates Subsidized rates are applicable to Not -for -Profit-( ps B, C, -and D. Refer to the Community Use of School Fac' ebsit current subsidized rates. 2.1 GROUP CLASSIFICATIONS When required, -the Community of F ilities o fice will request proof of not -for profit status; such as and not limited to, letter oration or audited financial statements. Permits must be in the na -0 thup administering the program and handling the registration fees and apps ion p cel, The following shall be a%'b stere y Community Use of -School Facilities office. The priority availability in, : hall be generally: Group A School/Board Related - Meetings and fund-raising activities of student associations; School Councils, Thames Valley Parent Involvement Committee and evening or weekend events organized by. the school or a TVDSB department. Thames Valley Regional Athletics, Ontario Federation of School Athletic Association and other events that involve Thames Valley District School Board students as well as other publicly funded school boards. Meetings and workshops organized by TVDSB for its staff on evenings and weekends. Group A(1) Parent Related - Meetings and school fund-raising activities of the Thames Valley Council of Home and School Associations and other parent groups. Page 2 of 10 Group B Not -For -Profit Youth -Related Community Groups - run by local youth groups such as Boy Scouts, Girl Guides, 4H Clubs, Cadets and Bible.Clubs are local youth groups where the activities are intended for participants under the age of 18 (or under the age 28, if participants have a disability). Group C Not -For -Profit Recognized Youth Sport and Recreation Service Providers - Recreation committees and sports organizations that are members or affiliates of a provincial, municipal or accredited camping organization and groups whose sole purpose is to function as a youth sports organization . The activities are intended for participants under the age of 18 (or under the age 28, if participants have a disability). Group D Other Not -For -Profit or Charitable Groups - Groups such as local service clubs; community health associations, senior -groups, registered faith based and creed groups as determined by the Thames Valley District School Board. Registered faith based and creed groups holding se " es on Saturday or Sunday are not eligible for the provincial subsidy, regard of charitable status. Group E Not -For -Profit Childcare Operations - Gro s invol •with before/after, extended day and day care childcare programs deli ed by eligib • perators (as per the Child Care and Early Years Act), and T SB aproved operators on non - instructional days. Group F Youth Camps/Programs and A e s t out Charitable or NFP Status - Functions organized by individuals, g 'zap • s that do not have charitable or -NFP status and may have an i, ion ge, participation cost or fee. i.e. karate clubs, dance schools/recitals, p rt c ps, letic groups, fundraisers, theatre performances. Group G For Profit - Fun • rg ized by Industry/Businesses for profit-making purposes i.e. trade sh , publi nc 3.0 Facility Booking Space can be rented on operating school days Monday -Friday 6:00 PM to 10:00 PM-. Saturday and Sundays may be available; on the condition custodial coverage can be arranged. All use of buildings, facilities and equipment must be recorded with the appropriate forms and permit process. This ensures accurate tracking of facility use by the various community groups regardless -of whether fees have been subsidized. Under exceptional circumstances a NFP group may be approved by the school Principal and Superintendent to utilize facilities prior to 6:00 PM but must also comply with the permit process. Refer to Appendix "A". Page 3 of .10 3.1 School Scheduling Schools are required to submit all known internal events for the upcoming school year by June 15th. This includes confirmed and reoccurring school, School Council and TVDSB organized meetings, programs,,and events after 6:00 PM on. school days and all hours during. weekends, TVDSB designated holidays and school break periods. Otherwise, 10 business days are required to displace any community group for a School/TVDSB organized event. In such circumstances, the Community Use of Facilities Department will strive to find a suitable alternate date -or issue a credit or refund if applicable. 3.2 Alternate School Usage for School Organized Bookings Schools should use the Online -Reservation System to submit requests for facility usage between TVDSB sites. 3.3 TVDSB Organized ,Bookings The host school is required to ensure all TVDSB organized rams, meetings and events after 6:00 PM on school days and all hours duringweek SB designated holidays and school break periods are submitted. Departments ma a the p . 'c application process to submit facility usage requests for programs at TVD = ites. 3:4 Thames :Valley Council'of Home and School o iations and Other Parent Group Organized Meetings and Events In support of school activities;.Thames.Valle ou ome and School Associations and other parent groups wishing to use. sc for meetings, events or fundraisers on weeknights after school hours, o DS - design ted holidays or on weekends are required to register online through the Publ' ese S = em and submit all known dates by June 15 ".:Otherwise, 10 business. day : r equi o displace'any community group for such events. Community Use, ' 'es. {� ff will ensure the group is in good standing for liability purposes or -work with schoo inc' �„� I to determine the liability coverage. Permits in this regard fall within Groupi. 1). 4.0 Permit Approval All community use permits will be sent electronically to the school administration for approval. In order to meet customer service turnaround times, when deemed appropriate the Community Use of Facilities office may approve a permit on behalf of the school. Events at Board offices and non -regular day school facilities will require the approval of the Supervisor - Corporate Services or Community Use of School Facilities Supervisor, as appropriate. Page 4 of 10 4.1 Ineligible Activities High-risk activities as determined by Thames Valley District School Board, will not be permitted on school property, such as and not limited to; discharge or use of weapons, activities involving use of board -owned equipment by unqualified individuals, activities involving unauthorized fireworks, other pyrotechnical devices and inflatable amusement devices (e.g. bouncy castles). Generally school facilities are rented as a place to come together, build skills, access community programs and become physically active. Any facility rental requests, outside such normal operations as determined by TVDSB, such as and not limited to; filming, magazine or commercial back drops, public concerts and corporate trade shows will not be permitted unless written approval is obtained from the Community Use of Facilities office. 4.2 Authorized Firework Displays Upon approval of the school Principal and Facility Services, au rized firework displays must be regulated by the municipal fireworks bylaw. Copies of a rized permits from the Fire Chief will be requested along with increased liability insu ce less than $57million dollars, naming the Board as an Additional Insured, with resp e to the 07, f the premises. In the absence of a fireworks bylaw in the community, ref = ce must be de to the Cit of London Y Y� Y fireworks bylaw. 5.0 Permit Renewal Returning groups in good standing will gener. . v- consideration for equivalent space. and allotted time slots, as long as a Ali ions submitted according to the deadline posted on the website. Additional space a d ti reqis must be submitted separately for consideration. It is the mandat o TVD y r re usage is fair, reasonable and equitable. Changes may be made at anytim quire y TVDSB. 5.1 School Closures Groups with historical pe statu 'n a school slated for closure will have first consideration in the consolidated school, if av, ti ,fe. TVDSB is committed to making all efforts to fulfill the accommodation at a new loca n. In all instances, priority availability will be determined based on group classifications, where Group A has -the highest priority. 6.0 Payments and Receipts The Community Use of School Facilities office will receive payment for the rental, issue receipts as required and forward cheques payable to the Thames Valley District School Board,: to Business Services, Education Centre. Harmonized Sales Tax shall be charged where applicable. All payments for rentals must be made 10 days prior to the event or cancellation may be invoked or alternate rental may be entered into by the School/Board. Page 5 of 10 6.1 Cancellations, Revisions, No Shows and Refunds Cancellations, revisions and no shows are subject to additional fees per occurrence. Refunds Will be issued for amounts valued over $50.00; otherwise a credit will be applied on account. 6.2 Inclement Weather and Strikes All use of schools by outside user groups shall be automatically cancelled when schools are closed due to inclement weather, strikes, -or any other causes beyond the control of TVDSB. Permit holders should refer to the urgent news area on the TVDSB website for information pertaining to school closures. 7.0 Liability, Losses and Damages The rental permit will include the obligation of the rental representative and association to be responsible for all losses and damages to property and equipment which occur during or as a result of the rental by the permit holder. With the exception of reasonable wear and tear, permit `e ill be held responsible for any damages to the property and/or equipment which, in t pinion • VDSB, result from the use of facilities by the. permitted. group. Proof of comprehensive general, liability insurance i = mount of $2 -million (naming TVDSB as additionally insured) is required with res - to the R of the premises. Groups without insurance may be able to pu •- a} arty insurance available through TVDSB, as long. as the activities are • rive • he. insurance provider. 8.0 Keys and Access to Build" and _ 4111 'ems No keys or access codes r t 'u to permit holders. 9.0 Outdoor Areas - Organized outdoor events r • : booked through.the Community Use of School Facilities office for use after school hou , on holidays, or week -ends when the area is not being used for' school purposes. The frequency of activities may be limited in order to protect grassed areas. 9.1 Sports Field Start Date Thames Valley District School Board sports fields will be assessed early in the spring in order for the access date to be determined by Facility Services based on site condition. Page 6 of 10 9.2 Soccer/Football/Baseball Fields Rain Out Procedures Whenever inclement weather occurs, the user group must evaluate the field conditions. If there is presence of standing water or conditions deteriorate due to rainfall during the use, the group should not play on the field as footing conditions may be unsafe and extensive damage may be caused to the field. The permit holder will be responsible for all damages to the field. TVDSB reserves the right to close any field at any time due to construction, maintenance, adverse weather conditions or any other reason deemed necessary. Subject to field availability, the Community Use of School Facilities office can be contacted to re -schedule the event. No revision/cancellation fees will be applied. 10.0 Custodial Services When Custodians are regularly on duty, no custodial charge related to the use of the facility shall be levied unless additional help is required for set-up, su ision, and/or clean-up. When a Custodian is called out for duty, a minimum of (3) three haat , at overtime rates, charge is levied. This cost will be added to cost of the rental permi todial hourly fee will be subsidized for Groups B, C and D. Operational requirements of facilities require that todi overage must be arranged for all community permits. To ensure appropriate c Permit for Use of Board Current rates and applic website. 11.0 School Breaks an Schools may permit red Holiday, March Break, E arrangement and provid luired must be identified on the B Community Use of Facilities not limited to Christmas holidays by special Schools may permit rentals during custodial hours over the summer months of July and August with the exception of the last two weeks of August in order to facilitate necessary preparations. for the upcoming school year. 12.0 Supervision The event supervisor listed on the permit is responsible to ensure all participants and spectators adhere to the permit Terms and Conditions included with the permit. Proper supervision is required at all times by the permitted group. Page 7 of 10 13.0 Security If any event requires school security as deemed by'the Board, the permit holder will be required. to engage security personnel approved by Thames Valley District School Board. 14.0 Special Occasion Permits Special Occasion Permits include any permit in which activities include but are not -limited to presence or consumption of alcohol and games of- chance, such as lotteries, gambling, -bingo, 50/50 draw, etc. Proof of purchase of a liquor licence will be required for the presence of alcohol and proof of purchase of a gaming licence will be required if games of chance are planned. School Principals have final approval of all Special Occasion Permits and may stipulate any additional rules or requirements to be added to the permit. Once approved, proof of licence purchase (gaming and/or alcohol) must be submitted 15 working days prior to the event. 15.0 Smoking Smoking is prohibited on all Board property. 16.0 Facility and Equipment Rental Costs 16.1 Administration Fee $25.00 Administration Fee is applicable to al A r pt Group A, Group A(1) and Groups E. 16.2 Air Conditioning Fees Outside of regular schools s u s, the air conditioning is not operational. Groups requesting air ditioni W or _ it rental will be required to pay an hourly rate to cover the additional ,costs in ed by th - oard. The Air Conditioning fee does not apply to Group A, Group A(1) and Groups The Community Use of Facilitieoffice must be notified at least five (5) business days in advance to cancel any air conditioning 'services. 16.3 Facility Fee Schedule Committee The facility fee rates shall be reviewed annually by a committee consisting of a representative from the Community Use of Schools Department, Facilities Services, Financial Services and a Trustee. The Community Use'of Facilities committee shall review and update facility -rates annually. Current rates and applicable subsidies are posted on the TVDSB Community Use of .Facilities website. Page 8 of 10 16.4 Equipment - Loans and Rentals The rental of school equipment is at the discretion of the Principal. The on-line table represents the equipment rental rates but is not inclusive of all potential items. Arrangements for use should be made at the time the rental application is completed. The equipment rental rates shall be reviewed annually by the Facility Fee Schedule Committee. Current rates and applicable subsidies are posted on the TVDSB Community Use of Facilities website. 17.0 Animals Animals are not permitted during any Community Use of Facility bookings with the exception. of service animals. 18.0 Parking Lots Outside school hours,. parking spaces are available odppcartici pants - spectators that have an approved permit for the use of the facility only. ' arki paces cannot be guaranteed. Due to liability and safety risks, parking lots will not be p d to other groups and businesses for parking lot purposes. Page 9 of 10 COMMUNITY USE OF BUILDINGS, FACILITIES AND EQUIPMENT (RENTAL PERMITS) Appendix "A" Groups providing valuable support services to TVDSB students after school and before 6:00 PM may be granted a permit by the Principal based on the following criteria: • Must be a registered not-for-profit group • Must be a free activity or service provided only to TVDSB students Must comply with the Community Use of Facilities permit process Must be supervised by school staff In cases where the activity is not supervised by school staff, th xception must be considered by the school Superintendent and. in .some cases approved bg ministrative Council. If approved, any pamphlets, forms or correspondence mus ' de the following disclaimer: -This is nota program endorsed, offered or su ervise - the scho b the Thames Valle p g p y Y Y District School Board. We send out and collect then per i sion for s as a courtesy only. Any questions pertaining to: this program, transportation : ements or supervision of students should be directed to (name of group contac at ,(pho umber of group contact). Thames Valley District School Board staff do not su e s nts or the program. Page 10 of 10 14.c REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE 2016 May 3 12:15 p.m. to 2:30 p.m. MEMBERS ADMINISTRATION AND OTHERS FASD E.L.M.O., T. Grant (Chair) Association for Bright Children, C. Thammagonsva Children's Aid Society of London and Middlesex, M. Cvetkovich Chippewas of the Thames, C. Dendias Community Living Education Committee, S. Wilson Easter Seals, A. Morse Epilepsy Support Centre, B. Harvey Learning Disabilities Association of Ontario (LDAO), P. Cook Trustee J. Bennett Vanier Children's Services, B. Montminy Voice for Hearing Impaired Children, M. Barbeau Thames Valley Children's Centre, J. Gritzan Thames Valley Council of Home and School, J. Nuyens Regrets: VIEWS, J. Schaeffer OPACC, T. Smith Trustee R. Tisdale Trustee C. Goodall Autism Ontario, S. Young Learning Disabilities Association of Ontario (LDAO), B. Wludyka S. Builder, Superintendent of Special Education A. Leatham, Learning Supervisor T. Birch, Secondary Principal (12:55) D. Clarke, Secondary Principal R. Lee, Elementary Principal M. Chevalier, Elementary Principal L. Abell, Corporate Services Assistant Guests: C. Stager, Research and Assessment Associate (+12:19, -1:00) A.. Legwegoh, Research and Assessment Associate (+12:19, -1:00) 1. CALL TO ORDER Chair T. Grant called the meeting to order at 12:15 p.m. in the London Room at the Education Centre. 2. CONFIRMATION OF AGENDA The agenda was approved on motion and carried. 3. CONFLICTS OF INTEREST — none 4. MINUTES OF THE MEETINGS FROM 2016 April 5 The minutes were approved as printed. 5. BUSINESS ARISING FROM THE MINUTES OF 2016 April 5 6. OSSLT Response Presentation C. Stager and A. Legwegoh, Research and Assessment Associates, shared the OSSLT Response Presentation. Members had the opportunity to ask questions during the presentation. Supt. S. Builder provided a description of the Empower program noting that it is a pilot project only for students at B. Davison Secondary School. Individualized programming is in place for students with Individual Education Plans (IEP). Decisions to offer the Empower program in other schools for September have not been made. The standards for identifying exceptional ities were explained advising that the Ministry has an approved list of categories and definitions of exceptionalities. The Speech and Language department offer speech camps in the summer and The Learning Disabilities Association of London run many summer camps. A presentation at this meeting provided more information about the summer camps. It was requested that a copy of the OSSLT Response Presentation be attached with the minutes. 7. MODIFIED DAY DATA Supt. Builder provided information relating to the Modified Day Data. The draft Elementary Guidelines: Modified Day handout was distributed to the members prior to the meeting. There were 124 students in Junior Kindergarten to grade 8 on a modified day schedule as defined by the new definition and guidelines as of the beginning of May; this number will fluctuate as students begin to attend full-time and others may begin to have their day modified. Not included in the count are FDK students that do not attend every day at the decision of the parents. The committee representation that reviewed the Modified Day Guidelines included Principals, Learning Coordinators, Learning Supervisors and Supt. S. Builder. The intent is to have the new guidelines in place by the fall of 2016. A memo will accompany the guidelines when communicated to Administrators and a process for implementation will be discussed. Revisions to the guidelines were suggested and noted by Administration. A discussion took place around formal and informal suspensions. These guidelines are to include a plan and a review date for the PDT to recovene. The modified day should not be used unless interventions have been tried. Parents have to be involved in the discussion at the PDT. Next year will be a pilot year. These guidelines are for the elementary panel only. 8. BUDGET PRIORITIES Supt. Builder shared the Budget Priorities advising that the preliminary budget proposals have begun. A team from Finance will share the Special Education budget proposals at the May 301h SEAC meeting. Supt. Builder outlined some of the areas that are being considered in the budget process. There is an increased number of newcomer students requiring additional staff support. In addition, students returning from IBI are also being considered for staffing needs for 2016-17. Supt. Builder shared that she is also monitoring the number of students with a Learning Disability within the system and supporting these students as per PPM 8. Special Incidence Portion (SIP) applications are determined based on the individual needs of the student. A number of SIP students are graduating but the number of SIP students is expected to remain the same for 2016-17. SIP information will be included in the May 301h finance presentation. 9. SPECIAL EDUCATION ADVISORY COMMITTEE PRIORITIES Special Education Plan Subcommittee Update S. Builder advised that the subcommittee continues to work on the Standards in preparation for submission to the Ministry of Education in July. Standard 17 was provided and discussed. Revisions to standard 17 were noted by Administration. 10. SPECIAL NEEDS STRATEGY UPDATE A. Morse provided the Special Needs Strategy update. A Coordinating Services Planning meeting is scheduled for 2016 May 13. The Coordinating Services Planning Committee has prepared a presentation for the Ministry. 11. CORRESPONDENCE —none 12. NEW BUSINESS Supt. Builder provided comments about her first year as the Supt. of Student Achievement in Special Education. There has been a lot to learn and she appreciates the knowledge and experience around the SEAC table. She shared her appreciation for the collaborative approach to issues around Special Education that, occur amongst associations present at the SEAC table and hopes this continues into next year. Supt. Builder shared that the board has received funding through the Renewed Math Strategy. More information will follow with respect to students with special needs, particularly those with Learning Disabilities that was included in the Ministry's Renewed Math Strategy memo. 13. ASSOCIATION PRESENTATION: LDAO-LONDON P. Cook, Learning Disabilities Association of Ontario shared the Association Presentation. 14. FORUM: ASSOCIATION UPDATES a. Easter Seals — no report. b. Epilepsy Support Centre - no report c. Association for Bright Children will hold its annual conference in Toronto on May 7. Further information is available at www.abcontario.ca. d. Award of Distinction — Thursday, 2016 May 5. Congratulations to A. Morse who will be receiving an Award of Distinction. 15. MEETING DATES It was noted that meetings usually start at 6:30 p.m. Supt. Builder will check with K. Aitken regarding the start time of the meetings. 2015-2016 Meeting Dates- London Room Monday, May 30 6:00 pm Monday, June 13 6:00 pm 2016-2017 Meeting Dates — London Room Monday, September 12 6:00pm Tuesday, October 11 12:15pm (Elgin Room) Monday, November 7 6:00pm Tuesday, January 10 12:15pm Tuesday, February 7 12:15pm Monday, March 6 6:00pm Tuesday, April 4 12:15pm Monday, May 1 6:00pm Tuesday, May 30 12:15pm (Dundas Room) Monday, June 5 6:00pm 16. FUTURE AGENDA ITEMS • Early Identification Needs (October) • Budget (May 30) • Special Education Plan (June 13) • Mental Health Literacy Kits (June 13) • IEP Report Summary (October/March) • Creating a Survey for Gifted Program (D. Ensing) • SEAC membership vacancies (Fall 2016) 13. ADJOURNMENT The meeting adjourned at 2:30 p.m. by motion. TRACY GRANT CHAIRPERSON 3 Motion Goals• - Presentation Data sharing and reflections .related to: 1. Achievement Data z.' Demographic. Considerations 3. Student. Considerations 4. Organizational Considerations The deeper we go.,.._, ':tom �e - wy:, .!a•`�, t� 2016-05-18 6.0 How can this data inform our: *utilization of resources? *programming for students? A Hupu Muga! Marks a 4rnUiti Philosophy in Montreal p:« . +�w» �:+a•,••«+ a r .j p!: *:: « m ,;d ar,•+ w pK�aVi. Isq•vr*ifur N.+wN.•m Mahar fed<H!/). 5 aAaloal aV.f.ksu `4 � v,rxfaCly: !w•.h•y, .iw'w,.•.y •adypa.li,.... � a_.maf e.e�ta.:.aAMt'rnM off .,'>x>r �Y«ar rau.dn� EL yvya s4�mxn msati•. ar»l�Ainwr, a �nrM b«wnd,+rya. rr/xri»a6 �! v..da�,aa-..�. ..•.�t«ar .d,u.�. r . >�a..:a�:o::.,�,,. ,, �..�;r,,..�..: ,.r_.t� :; r .tea t 9 w<_ x.• .Y.. , . �d x .»» taL V+,»N•+•e..�a+r3µ.1 .«.ar.rNrwroaK;m ,.a:v. wddru,V'adiV V,_+a. ,u,. s. _........ars. .�,aepr' m p«4:,.psr ! W:fi«i a.waat+en'aut+e / .av::z. o�rereNamar. Mxaa �.ar�rfa.�.;,, .T, nf.wna,a•aaar;»:...«ra � e ro.aa.a E. w_.a.,..a.;..,.,... • k•.1er5un ! V.w.na•x'u A.�i y<;1Nrr.> ' :.' aV+:._6.'f 9-.Vv,a'..r;od/afr M>r a.r � •Se.:k+n.c>.w:a�rrw *+i t arnwd ;c w!a>ru,h �J. �e+ H4aM»r.a. s'w..a•.a«ar .v.t.au A. d.w.tiy,/ 'rYtar r""1a1 . �yic�yu�+ tmed4rJRdJ '_ :af' hw.l Tl Mraa tirbaArllpl..gs!rat f i•*+��MµtaY. t a.rwam��«rnrr,NfrararM1�++/ i ..evwdyraa'ya:u 1 OSSLT Success Rate for All Fully o o Students 100 —.-_ ....................... . ........................... _......--. .......... 90 80-- 70 — — — — — _ -- 50 --- _.------------------..------ 40 30 20 10 0 2010.2011 2011-2012 2012-2013 2013-2014 2014-2015 —P-110. —HWDSB —OCDSB —IVDSB --Province - Spec Ed—•HWDSB-Spec Ed — -OCDSB-Spec Ed — -TVDSB-Spec Ed �:371 ee • eo n :mpro10 )mo lqx ronroU �r.—r —nIM —1Cr �..r.,.x•. anNO,J aol,JOW u d 30CtMr010,0 MH MrvN1i roc-xM)mp aoV mer �pn:v�. Yw,fn ,.-,y��y��prrnn �IxnM �M1n+a.+y�x¢(J—INlt6.M1»x(d Board: Demo - raohic Profile LZI A" covered 7,278 kmhz z,8o6 km km 2 x by boards s: .. e =Student; Population.•• . -74 000: 73000, 46 343 ' 7 N.` mb' r of`" OSSLT Special • • C — 100 90 °•U 80 ti °7 70 T A 6o A tL 5 0 0 y� (U 40 41"0 30 20 a a to 0 All students All Spec ED (excluding gifted) ■ Province ■ NDSB ■ OCDSB ■ HWDSB 20161-05-18, Withoutlncomeor)esstlianS178x5 St%5'' 4ti7 Sob 10 No Nocertificate, diploma or degree.•�.M1 .13:6=,- ^•'--9.1.18.9'••. 6achree,. eo S eg Masters-` nd Doctorate Urieiitp�oymentrete' 'i v;' o.,.:," ": :. i,...w..,..'.•k.3ww«-'w{....,...e,w..,>c...m,++vw.»e:�t:+.•.�,....: e..:,-.'�{�o�..w�. � - '>:eiuw,--:iGd:%:,iJ::�,.1 2 ®j5pecia]Wucation2015, to L w Do—loo 90 80 70 aM 60' ■Province LL L 50 6 40 .. NDSB d 30 20 VLA 10 n o' d" IEPonly Autism ' Behaviour LD Less than to students participating for: DHH, Blind of Low Vislon, Developmental Disability, Multiple Exceptionalities, Speech Impairment, MID, Physical Disability, Language Impairment. 2016-05-18 Proportion of •e Special • Y • • 30 _ ..............._._....__._...._ ........ . .......{y..... �. 25 _......... _..... _ 21 20 '— 17— Com... + ®'` 19 15 17 30 5-..................................._...._...___..-......................... ............ _.... .._......................................... p- 2011 2012 2013 2014 2015 —TVDSB —HWDSB —OCDSB —Province VVho are. the Grade �o students with Special Educafiion Needs? Noi inciudn gifted , •w7+tW' orf ',,: SAutism 9 Blind and Low Vidon0 Deaf and Hard of Headng III Developmental Disability 8 Learning Disability OM[ld Intellectual DisabilityL ; e".scrONO EXCeptlonalfty(NOUPFC-d) Reflections other boards may be identifying a higher proportion of students as having special education needs, so they may be serving (and reporting on the assessment of) different populations of students k Specific populations to.target may include students with LDs as well as students with no identified exceptionality 3 2016-05-18, Reflection- History of self-contained classes at OCDSB for,students with' LD and LI, but that is changing 3(4) ..4 Secondary De dicatedL'ines, s . dol e 1. Achievement Data: This discrepancy begins long before Grade to OSSLT * Moving to earlier identification and intervention 2. Demographic Considerations: Differences beqveen boards extend into * Moving to better identify Language Impaired students communities in terms of education, socio-economic status, and employment Revisioning of supports for students with LDs- 3. Student Considerations: Other boards may be identi fyinga higher increasing congregated classes, increasing specialized proportion of studentsas having special education needs, so they maybe serving (and reporting on the assessment oD different populations of programming, professional learning for educators high stdents. Specific populations to target may include students with LDs as Secondary Literacy Initiative — pilot programs in z well as students with no identified exceptionality schools, educator awareness, increased collaboration between the special education and literacy portfolios 4. Organizational Considerations: Greater number o fself-contained classes at OCDSB for students with Learningand Language Disabilities, but this is under review What are the _Tple= Education Needs of Fully participating students? Province NDSB •o.as.e.a, o�«•n v' � •�r�7N_k' •a<...�a .ea...ey •u7u.t.Ww.n. u'i�N • �.YM•m. —1— 0.m •.at.m-4ry(.«•.Cq 4 u u ce .n . ma. 9eF_ I�D'e'af`andHard:bfHearrn` Fsur;doeo'wvrsioH .0'4; ':' ;o°`~:,5,;'°�.::a:;?. Milddintellectual�.�isabll[ky,C � '' '`4 >;i' -' , �? �,: • "" DeyelopmentalDlsatiflity: w�MulkrpleExcepttanalitles„y-_;��,- .�,;,;� I•,'-•;.',:?° •' Physical DisabI Ity '. �,''¢Peech impafrm"e'gt�`�ir�3'��,�;u, o', ., ..,F • 'o:� = -6:• a i {j' �,'�i.';'t,'- ' �� Language+ImpaGment' - 7t i.•�: �'�;, .a;�, -;; , ^n:^n„�,"r,;.,�,",�iiq�mm,' �.^�^-^,','�''�,,,,rT,i;';,m�,,_ F�cceptioha'� iaii ,j tr' .,.:r45kdyiIN"I �i i ,i } ',y4 l i �.':v •", p,M,m1w..u, tl dr a - What exceptlonalities account for what percentage of Fully Participating Students? 2016-05-18 5 REPORT OF THE PROGRAM AND SCHOOL SERVICES ADVISORY COMMITTEE 2016 May 3 6:07 p.m. — 8:55 p.m. Members: Trustee J. Bennett, Trustee R. Campbell, Trustee G. Hart, Trustee B. McKinnon (-6:41), Trustee A. Morell, Trustee S. Polhill, Trustee M. Reid, Trustee P. Schuyler, Trustee J. Skinner, Trustee R. Tisdale, Student Trustee H. Goddeeris Regrets: Trustee P. Jaffe, Trustee C. Goodall, Trustee J. Todd, Student Trustee S. Suvajac Administration: L. Elliott (Director), V. Nielsen (Associate Director), S. Builder (Superintendent) (+6:00,- 8:34), M. Moynihan (Superintendent) (+6:00,-8:45), P. McKenzie (Superintendent) (+6:00,-6:45), D. Macpherson (Superintendent) (+6:00, -7:37), C. Beal (Superintendent) (+6:00,-6:45), M. Deman (Superintendent) (+6:00, -6:45), K. Wilkinson (Superintendent) (+6:45, -7:37), D. Weeden, (Principal G.A.Wheable), (+6:45,-7:37) 1. APPROVAL OF AGENDA — The agenda was approved on motion. 2. CONFLICTS OF INTEREST — none declared 3. MINUTES OF PREVIOUS MEETING (2016 April 5) — provided for information 4. BUSINESS ARISING - none 5. FIRST ROBOTICS (H.B. BEAL S.S.) M. Deman introduced representatives of the H.B. Beal Secondary School First Robotics Team noting there are over 60 students from all grade levels on the team. The students shared a presentation and demonstrated their robot. Information provided included the benefits to students of belonging to the First Robotics team, the funding model, and required teacher support. 6. ADULT EDUCATION (2016 April 5, Item #13) K. Wilkinson and D. Weeden shared an update regarding the graduation ceremonies in Adult Education noting the graduation ceremony is an inclusive celebration for students from all of the adult learning centres. Discussion considered the change in format from having smaller local graduation events to having one larger central graduation ceremony held at Wheable, in London. It was noted that concerns regarding student transportation from the county to the event have been addressed. Trustees requested for a review of the format change be completed and information shared with trustees following this year's graduation. Administration responded to questions of clarification about the terms and classes in adult education. It was advised that the reporting periods and credit requirements are set by the Ministry of Education. Students requiring credits for late entry post -secondary entry have various options including self - study courses, night school. Students on Employment Insurance can access Prior Learning Assessment and Recognition (PLAR) and career guidance counselling is available for students. Discussion centered on the structure change from having five terms to having four terms and the impact on student entering post -secondary studies in January. The rationale for the change and the importance for students to plan in advance were described. Information was provided on the various programs available through Adult Education. 7. SPECIAL EDUCATION RESOURCES S. Builder joined the meeting to review the Special Education resources now posted to the website under Programs, Special Education. The documents were described as excellent resources for parents and staff. Learning Support Teachers (LST) will be trained on the resources. Administration responded to questions of clarification. It was noted that each school received one package of the information; additional packages may be ordered through the webstore. Consideration has been given to translating the resources to the most prevalent languages in the Board. S. Builder offered she will look into the potential of using a Parent Reaching out Grant to assist with printing the resources. The need for a Professional Development day focused on Special Education was expressed. The Special Education department provides several learning opportunities for staff including sunrise sessions and Learning for All. 8. MASS COMMUNICATIONS/SYNREVOICE Supt. M. Moynihan provided a description of the Mass Comm u nications/Synervoice system being piloted in nine schools. The implementation will begin after Thanksgiving so that schools have time to enter the student information in Trillium. 9. TRUSTEE COMMITTEE REPORTS Trustee Bennett shared an update from the Community and Safety Crime Prevention Committee noting school zone speeds have been the topic of discussion. The committee is in support of the initiative. The Safety Village is holding their Birthday Party on 2016 June 5, 12:00 p.m. to 4:00 p.m. Events include a bicycle helmet exchange, jeep and car rides, finger painting and picture taking. 10. OTHER BUSINESS -none 11. NEXT MEETING The next meeting was scheduled for Tuesday, 2016 June 7 at 6:00 p.m. in the Board Room. 12. FUTURE AGENDA ITEMS • Community Collaborations (2016 April 5, Item #13) • Supports to schools provided through the Urban and Priority High Schools special purpose grant (Planning and Priorities, 2016 April 19, Item #3.a) • SEAC 13. ADJOURNMENT On motion, the committee adjourned at 8:55 p.m. RECOMMENDATIONS: None A. MORELL Chairperson 14.f REPORT OF THE AUDIT COMMITTEE MEMBERS PRESENT A. Morell M. Reid. (via teleconference) Regrets: , R. Kent R. Robertson R. Tisdale (Chair) B. McKinnon (ex officio) 1. CALL TO ORDER The meeting was called to order by Chair Tisdale.. 2 APPROVAL OF AGENDA The agenda was approved by motion. 3 CONFLICTS OF INTEREST - none declared 4 REPORT OF 2016 APRIL 12 MEETING For information only. 2016 May 10 3:30 -- 4:03 p.m. ADMINISTRATION AND OTHERS C. Beal J. Berkin L. Elliott. (+142) C. Temple S. Macey C. Dowding (via teleconference) S 'ANNUAL AUDIT PLAN Chris. Dowding of Deloitte. LLP introduced the 2016 Audit Service Plan (attached). Curtis Temple, Deloitte, highlighted the audit scope, terms of engagement and materiality. It was confirmed that corrected and uncorrected misstatements will be brought forward to the Committee. The significant risk dashboard was reviewed, and the audit approach was, discussed. A reliance on Information Technology controls was underscored. Communication requirements, such as GAAS responsibilities, were noted. Manager Temple confirmed Deloitte's independence. 6 MAT STATUS UPDATE Superintendent Beal described the progress made by PwC and the two members of the Regional Internal Audit Team. She advised that fieldwork and testing has begun for the Data Management Backup audit. The Attendance Support audit is expected to begin over the next few weeks. PwC will provide the Data Management and Backup audit report at the June meeting, along with a status report on the Attendance Support audit. Supt, Beal will provide the status of all RIAT audits, completed and in progress, at the next meeting. Members were asked to consider potential audits for the 2016-17 audit plan, which will be discussed at the June meeting. Value realized by the Ministry of Education regional internal audit model was questioned. Discussion followed. 7 ADDITIONAL ITEMS The Committee moved in -camera at 3:59 p.m. It reconvened in public session at 4:02 p.m. i 8 FUTURE MEETING DATES AND TIMES The next meeting is scheduled for 2016 June 14 at 3:30 p.m. 9 ADJOURNMENT A motion to adjourn was approved at 4.*03 p.m. RECOMMENDATIONS: none ;,�a'�k�:" ® � e °°~ v^ „�'.,`:`«_- y .,��_ c'`3 _�-t"��y'"�C��{� �� Wit, � fes, y ••,c: f� ,� Nils`,. _ + �'�"tar�r.3+.,: F'v. >.. r�`kxG'R!'�'`z�• ft �y;�t n'� i. ; .�, a •" {�,; f : ' ,.6i '�t� T'r � a ` .-�. s4t'. aro .0 t1` .0 fw• '..v4a°.t.o€.. `., y7 ,�:R'•, w'- ,,-. • �� °» `?t:. `�� 'C ut � `SCC , ", "�;i17, �. Spr4y�. lSt.i'•-`'�; '� - r r�^- �'�' tib: • •-t,, �i� 'iJ^•^� .�'f`- •t ' r �� s." y ��.• r�_.<r-{( �,r " .. �-ir '� !r' �" � a s t ' >�Cp�� •• - ,4 s-y • u y� � � ",� `aY r'' _„�."` +•;, `•c� .. 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Qistrict.School Board Dear Audit Committee Mem ers 2016 Audit service plant We ace .pleased #o provide you _witli:':aus Audi# service plan for.Thames Valley :District School Board: ("tl a Board"} for the year ending August 31, 2016. This dacurrient describes the key features of our plan including our audit scope and approach', our planned communica#ions. avi#i you; our #eain:and an estima#e of our: #ees. Our commitrnerit to you is st<aiglitforward - we will provide you wi#h ouis#and'ii�g professional services delivered. by an experienced and ded ca#ed #eam of `spectatists. Our professionals :will continue. providing you with :hest practices -arid insightsto face theincreasingly ccimplex array. of issues. and challenges encountered by school boards. vita took forward to discussing our audit service plan with you and ansWedng.anyquestions you may have. yours very truly; Chartered Professional Accountants Licensed Pub.Iic.Accountants Our audit explained Audit scope and terms of engagement We have been asked to perform an auditof the Board's- financial statements (the 'financial statemenW) in accordance with Canadian public sector accounting standards ("PSW) as at and for the year ending August 31, 2016.0uraudit will be conducted in accordance with Canadian generally accepted auditing standards ("Canadian GRAS"). The terms and conditions tions of our engagement, including our responsibilities for any additional audit -related services you have asked us to provide,' are described in the master service agreement, which will be sent separately in the near future. Our master service agreement. should be signed on behalf of the board and management. Materiality Sighifitc,cint.au.dit risks We are -responsible for providing reasonable assurance that your financial staternents as a whole are free from Through our or6iiminary risk assessment process, we have 9 tena Materiality levels are determined on the basis of expenses. Our preliminary estimate of materiality for the year material misstatement. identified - ntified the significant audit risks. Thes�ci risks of ma misstatement and related audit responses are discussed in ending August 31. 2016 has been set at $20,500,000 (2015, M,500,000). the Significant audit risks section bf this report - We will inform the Audit Committee of all uncorrected misstatements greater than a clearly trivial amount of 5% of materiality and any misstatements that are, in our judgment, qualitatively material. In accordance with Canadian GAAS, we will ask that any misstatements be ,corrected. 0 Deloitte LLP and ofated entfies. Thmes Va . Bey Disirla$crtool Board — 2016 Audit Service Plan Fraud risk Complete engagement reporting We will develop our audit strategy, to address the assessed risks of material misstatement due to -fraud. f %� _ `� > i>.. # t<. Determining this strategy wilt invoEve: Under Canadian GRAS, we,are required to, communicate certain matters 1. . Asking people ihvolved,in the financial reporting process about inappropriate or unusual activity. to the Audit Committee. The primary reports and formal communications 2.: Testing a sample ti#journal. entries throughout the period as well as adjustments made at the end of the through-�vrfich we will address these matters are: repoiling "period_ + This Audit Service Plan; = 3. Identifying -and obtaining an understanding of the business rationale for significant or, unusual transactions Year End Communication; and that areoutside the normal course of business, 4. Evaluating whether your accounting policies anay'bo indicative of fraudulent financial reporting resulting Our auditor's Deport on the financial statements; frorn. manag"ement's-effort to manage eamings. 5. Evaluatirig whethee the judgements and decisions related to m6nagement estimates indicate a possible s bIve vuil4 provide you with insights into the condition of your business and bias. z offer meaningful suggestions for improvement. 6. Incorporating an elernent of unpredictability in selecting our audit procedures. j t We will also ask the Audit Cornrriittee for their views about the risk of fraud, whether they know of any actual or suspected fraud affecting the Board. and their role in the oversight of managements- antifraud programs i If we, suspect fraud involving rhanagement, we will immediately iriform the Audit Conirnittee of our suspicions s and. discuss,.the nature; timing, and extent. -of audit procedures; necessary to complete the audit.. .S,A ;.'sew �b'*y1'.4..`.�+'.i§'..'�'r�-"-�.%s.d,+i'. .y�^.5;'�?: ,Y'��%`M_ rig{ �i`,�.""...5`�"-".Yix-,.>,,',�:;%T.^,:::�rt'a.:''ti'`.>.•^`m., �,... .- � r: `».:s � �i..:yd?::?rd'>u.Rs'u ti ,`�. "„�. 'dam$�«�^'.s.`..v&wa"^�`F/'�"n\+..+ti�.l:'w=rio...i w1,h4 "`.�'"�`- 1 S 6`-xu:�'rw%S.'`."�,.�.;`v.m'��.'`":+,...:«W�.•'ww.r..w. , . ..E°:'" ,:.� - - Reliance on, service 4r ant . � . � �, "Potions Audit fees "tile. Board. employs .these third party service organizations in outsourcing arrangements that impact The fee estimate proposed below is preliminary and maybe adjusted financial reporting information: based on the final audit scope and our final determination of the audit pro�cediires that we consider, necessary to enable us to express -an +Ceridian Canada. Ltd, Payroll Production Environment opinion on the financial statements. «' School Board`s Co -Operative Inc.,, Actuarial Report on Employee Future- Benefits _ We intend to rely on the reports issued by the independent auditors or actuaries of thessr third party service Estimated fees (arnounts in dollars) Current-Yeat Prior Year organizations. Audit engagement $57,000 559.250 If our. assessment does not provide us with sufficient apprcipriate.audit evidence, we wilt need to perform 7 month specified procedure engagement V,100 S7.,100 additional, audit procedures to address the risks of material misstatements in the financial statements. Ontario Youth Apprenticeship Pr6grarff S3,500 53,500 engagement Literacy and Basic Skills engagement: .S5,500 55,500 0 Deloitte LLP and affiliated entities. Thames Vapey oistrict School Board — 2016 Audit SerAce Plan 2 1 Significant audit risks During our risk assessment, we identified some significant audit risks that will require special audit consideration. These risks, together with our planned responses, are described below. The following tables set out the significant I cant audit risks that we identified during our preliminary planning -activities, including our proposed response to each risk. Our planned audit response' is based o n our -assessment . . of the likelihood of a risk's- occurrence, the significance should -a misstatement occur, our determination of materiality and our prior knowledge of the Board. Significant risk dashboard 5 gg va N M4 —PiR 5� LIM 3i M M W-1 Will -beaddressed during the audit © Deloitte LLP and affiliated entities. Not applicable Thames Valley Distnct School Board L— 2016 AUCfit Service Plan Manaernent-�ierride 'o# cot�vls 1,:Audit risk -cona �vifi i ' ilowr°< ovemde`:iitemal.�trols :Nana` emerrt'�s��n a�:.un`igiie_. o .tat. .,,. coot' resi ntfinancai :sfaiements: manpua+on'c#the.axou`rtin .records'tiia#,- . d. it t �irii " ciw _ 'ria t estate ttaiare:.mate `:. a "dit :fi u ri "r:tt ` 20 Ths'ie -resents a:fraiud skfio . e. '.. Schoot` cash -'receipt Risk identified Revenge; f o lfints#ryQ .:Edtitian an Vtun c pai G:ou#nt"nt Expense Reports, Cut-off of expenses �i Risk identified, ..that" e. bt,, enteredih,Ihd". Oper d�oyjh h ft mes-sepoft k period: Del oitte's audit approach is a systematic methodology: that enables unto tailor our audit,scope and.plan to.'address the unique 'issues facing the Board. The folioyiiing steps. are not necessarily sequential not are they mutually exclusive.- For example; once we.have developed our audit pian and the audit is being performed, we may'beeame aware of a risk that was not identified,.during the planning' plisse. Based on that new information, we -would reassess our planning activities and adjust the audit pian accordingly: I. tnitial` planning; The Deloitte audit approach begins with an extensive planning process that includes: • Assessing- your current -organization and operating conditions • Understanding the composition and structure of your organization • Understanding your accounting processes and internal controls •, Understanding pour information technology systems •: Identifying potential engagement. risks • Planning.the scope and timing of internal control -and substantive testing. that take into account the specific identified engagement risks, - I. Assessing and iesponding-to engagament risk Our Audit approach combines,A'' ongoing identify 'bon of risks with: the flexibility to .adjust our approach when additional risks are identified: Since these asks may impact our audit objectives, we consider materiality' in our plarining to. focus on those risks that could be significant to your financial reporting. Gansidera ion'-otttie risk of�rauci When weidentify a'misstatement or control deficiency; we consider, whetherit may be indicative of fraud and what the implications of fraud'and significant error are in relation to other- aspects of the audit, particularly the reliability of -management .representations... 1 Deloitte LLP ant{ aifilsated entities. Thames Vapep Disvid School Board — 2016 Audit Service Pian 6 S In determining our audit strategy to address the assessed risks of material missiatement.due to fraud, we Will: • Assign and supervise personnel, taking into account the knowledge, skill and ability of individuals With'significant engagement responsibilities and our assessment of the risks of material misstatement due to fraud for the engagement. • Evaluate whether the Board's selection and application of accounting policies, particularly those related to subjective measurements and complex transactions, may be indicative of fraudulent financial reporting resulting from managements effort to manage earnings. • Incorporate an element of unpredictability when seledting the nature, timing and extent of our audit procedures. We will inquire directly of the Audit Committee regarding: * its views about the risk of fraud, • whether it has knowledge of any actual or suspected fraud affecting the Board and • the role it exercises in the oversight of fraud risk assessment and the e-4tablishme'rit of mitigating controls. We will also inquire if the Audit Committee is aware of bps or complaints regarding the Board's financial reporting and, if so. the Audit Committee's responses to such tips and complaints and whether it is aware of matters relevant to the audit, including, but not limited to, violations or possible violations of laws or regulations. If we suspect fraud involving management we Will communicate these suspicions to the Audit Committee and discuss the nature, timing, and extent of audit procedures necessary to complete the audit. Information technology An important part of our audit planning process involves gaining an understanding of 1. The importance of the computer environment relative to the risks to financial reporting 2. The way in Which that environment supports the control procedures we intend to rely on when conducting our audit and 3. The computer-based information that supports our substantive procedures. The objective of our review of computer controls is to identify potential areas' of risk and assess the relevance, reliability, accuracy and completeness 'of the data produced by the systems. We also assess the operating effectiveness of, the computer environment and determine the reliability of the financial information used to 'generate the financial statements. To accomplish this, we gain an u ourunderstanding. p -to -O ptei undeirstandiho'bf your organization's computer processing environment and o' of the relevant genera computer controls. We then conduct tests to support our conclusion on. the operating effectiveness of controls considered relevant to the audit 1 Developing and executing the audit plan The .performance of an audit includes evaluating the design and determining the. implementation of internal- controls relevant to the audit testing the operational effectiveness Of the' cohtrolswe intend to rely on, and performing substantive audit procedures.' 0 Deloitte It and affiliated entities- Thames Valley District School Board - 2016 Audit Service Plan 7 de+du Audit "trciies The timingof. our audit procedures is dependent upon a number of factors including the` need to, coordinate with rinanagement.for the provision of supporting .analysis and other documentation. Generally, we perform our audit procedures to allow us sufficient, time -to identify significant issues early, thereby: allowing more time for analysis and resolution. rests .oaf �oritrols As part of our audit; we will review and evaluate. certain aspects of the.systems of internal control over..finanetal reporting to the extent we consider necessary in accordance . . with Canadian. GRAS. The main objective, of our review:is to enable us'to determine the nature; extent and timing of our audii tests and establish the degree of reliance: -that, We can -place on, selected controls., An audit of the financial statements is not designed to determine whether internal controls were- adequate for management's purposes or to provide assurance on. the design or,operational ,effectiveness of internal: control. over financial reporting., The extent" to which deficiencies ininternal control may be identified.through. an audit of financial statements is influenced° by a- variety 'of -factors including our assessment of materiality, our preliminary assessment of the risks of material misstatement, our audit -approach, and the nature,, timing and extent of the.auditing procedures that we conduct. Accordingly, we gain only a limited understanding of controls as a result of the procedures: that we conduct during an audit of financial statements. We will, inform the Audit Committee and management of any significant deficiencies that are identified in the course of conducting,the, audit. Substantive audit Procedures Our substantive audit procedures consist of a tailored combination of analytical procedures and detailed tests of.transactions and.balances. These procedures take into account the results of our controls. tests and, are designed to enable us to obtain reasonable assurance that the financial statements are free from material misstatements. To obtain this assurance, misstatements that we- identify while performing substantive auditing procedures will be considered in relation to the financial statements as a whole. Any misstatements that we identify, other than those that are clearly trivial (the threshold has been set. at 50/6 of'�materiality), will be reported, to management and the Audit Committee: In accordance. with Canadian GARS; we will request that misstatements be corrected. 4. Reporting and assessing perfoririance Perform post-engegemeint Activitles We will`analyzetiie. results of tte.:autttprocedures performed throughout the year and, prior to rendering our report, we will conclude whether • The scope of the audit was sufficient to support our opinion, and o The misstatements identified during the audit do not result in the financial statements being materially misstated: Independerice We have developed important safeguards and procedures to protect our independence and objectivity. if, during"the year,: we identify a breach of independence,, we will . communicate ,it to you in writing: Our communication will describe the signiti nce. of the breach, including its nature and duration, the action :taken or proposed to betaken, and our conclusion as to whether or not the action will satisfactorily address the consequences of thebreach and have any impact on our ability to serve. as independent auditor to the Board. We -are independent of the Board and we'will reconfirm our independence in our final report'to the Audit Committee. 0 Detoitie LLP and affiliated entities: Thames valley Distdc t School Board — 2016 Audit Service Plan 8 Appendix 2 —Communication -requirements cd�Au is .P aerv� e.n 1. Our responsibilities under Canadian GARS, including forming and expressing an opinion on the financial statements CAS' 260.14 2. An overview of the overall- audit strategy, addressing: CAS 260.15 a) Timing of the audit b) Significant risks, including fraud risks c) Nature and extent of specialized skill or knowledge needed to perform the'planned audit procedures related to significant risk d) Names, -locations, and planned responsibilities of other independent public accounting firms. or others that perform audit procedures in the audit 3. Significant transactions outside tside of -,the normal course: of business, including related party transactions CAS 260 App. 2, CAS 550.27 Enquinw4. Ahb 9 'o rnance 4. How those charged withgovemance, exercise oversight over -man -a ementidentifying and responding to s process for, idehtif n the risk V , CAS 2240.200 of fraud and the- internal control. that management, has established to rnit!gaie-thiaserisks - -5. Any know' n-s'uspe'atedaralleged traudaffecting ,the Board CAS 24021 6 W40thd rthe-' Board, is_ in compliance with. laws and regulations CAS 250.14 ea Y rfithu, n-WMI6n-: 7. Fraud or possible fraud identified through the audit Ptor.6ss CAS 240.40-.42 8. Significant accounting policies., practices, unusual usual transactions, and our related conclusions CAS -260.16'.a. 9. Alternative treatments for accounting policies and practices that have been, discussed with managetneht during the current CAS 260.16 a. audit period 101. MattersMattersTela,ted, to going concern CAS 570.23 11. Mah6dernept jq0grhen% ond,,oce-ounting estimates CA$ 260..16 p. CAS: Canadian AUditing'Stafid*ds —CAS. are issued by the AuditingandAssurance. ttandards 8 oard of'CPA Canada communication Reference 77 .__ 12: tig'hifiicant-di . ffi culties if any, encountered n , coUhtered du'ri the audit CAS 260t..16 0. 13. gemp W us, Mpludin managementsepreisentatibn lette Mateftal written po m6nicatioris between mane nt. and, 9 C. 14. Othor,mattett that .-'are signifitaht to the oversight of the, fJ r ianclal reporting process CAS 206. 16d. 15. Modifications to our.o , inions} CAS -260.A auditing matters for:w I hich management consulted with other 1 . 6,. Our views of signifi accounting or tit contu accountants and about CAS 260:A19 wh!6h we have concerns 1T Sighifid6ftmi 6 rs . dis6ussid management CAS. 26 18. Matters ihvplVih no6-pompliance With to pur,attenti laws-and r6gulati-6ns that come ion CAS..250.23.- -19. Sign . ificarit defid the audit of tfi:6� ancial Statements tencies in int!� I j�bntrbl, if a identified by us in the donduct-of 0, n ny 'CAS265 6 disclosure 10, Uncorrected: misstatements and disclo CAS :r scope 21 Limitationsplaced, onour. CAS 260.A44 22. Any.si -iftaritmatteirsadsing during the audit n connedbon With theBoard's related parties CAS 55p:27 bDeloitte l-t-Pand affiliated entities. thames'valley District School Board— 2016 Audit Service Plan 10 Appendix 3 . —Deloitte resources a click away At Deloitte, we are devoted to excellence in, the provision of professional services and advice, always focused on client service. We have developed a series of resources', which contain relevant and timely information. 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Thames valley District SchoolSwd —2016 Audit Service Plan 11 `��ary,6Y £OtitppJ�p - � O , [airada's Top Emp[ows zoo Delo, itt.' Deloitte: one of Canada`s leading professional services firms; provides audit, tax; consulting, and.finandial advisory services. Deloitte LLP, an Ontario limited liability partnership; is the Cahadiari inemWe firm of Deloitte Touche Tohmatsu Limited.' Deloitte refers to one or more of Deloitte Touche Tohmatsu. Limited, a UK private, company limited:by guarantee; and its netwot of member firms,. each of which is a legally separate acid independent entity. Please see vuuvw:i3etoiite,comlabout for a detailed description of the legal structure 'of Deloitte Teuche Toi:rriatsu 1_imited and: its member firms, p Deloitte LLP and -affiliated entities: t. Y v C f. } t `��ary,6Y £OtitppJ�p - � O , [airada's Top Emp[ows zoo Delo, itt.' Deloitte: one of Canada`s leading professional services firms; provides audit, tax; consulting, and.finandial advisory services. Deloitte LLP, an Ontario limited liability partnership; is the Cahadiari inemWe firm of Deloitte Touche Tohmatsu Limited.' Deloitte refers to one or more of Deloitte Touche Tohmatsu. Limited, a UK private, company limited:by guarantee; and its netwot of member firms,. each of which is a legally separate acid independent entity. Please see vuuvw:i3etoiite,comlabout for a detailed description of the legal structure 'of Deloitte Teuche Toi:rriatsu 1_imited and: its member firms, p Deloitte LLP and -affiliated entities: 14.g REPORT OF THE PLANNING AND PRIORITIES ADVISORY COMMITTEE 2016 May 10 6:34 p.m. — 9:45 p.m. Members: Trustee J. Bennett, Trustee R. Campbell, Student Trustee H. Goddeeris, Trustee Goodall, Trustee G. Hart, Trustee P. Jaffe, Trustee B. McKinnon, Trustee A. Morell, Trustee S. Polhill, Trustee M. Reid, Trustee J. Skinner, Student Trustee S. Suvajac (-9:00), Trustee R. Tisdale, Trustee J. Todd (-8:30) Regrets: Trustee P. Schuyler Administration: C. Beal (Superintendent, -8:50), K. Bushell (Executive Officer), L. Elliott (Director), J. Pratt (Associate Director), V. Nielsen (Associate Director, -7:17), R. Culhane (Superintendent, -7:17), S. Macey (Manager, -8:50), D. Munroe (Manager, -8:50), E. Ng (Financial Analyst, -8:50), R. Kuiper (Learning Supervisor, -7:17), H. Gerrits (Learning Supervisor, -7:17), B. Williams (Supervisor) 1. APPROVAL OF AGENDA — The agenda was approved on motion. 2. CONFLICTS OF INTEREST — none declared 3. MINUTES OF THE PREVIOUS MEETING 2016 APRIL 12 AND 2016 APRIL 19 - provided for information. 4. BUSINESS ARISING - none 5. PROPOSED NEW NORTHWEST LONDON ELEMENTARY SCHOOL K. Bushell presented for information the proposed construction plan of the new Northwest London Elementary School. It was noted the Attendance Area in the Appendix may not reflect the correct attendance area. As a follow up to the meeting the document was revised (PP -1). Questions of clarification were addressed. 6. BUDGET DISCUSSION a. 2016-17 Preliminary Budget - Grants for Student Needs (GSN) S. Macey described items supported by the GSN including funding for classrooms, specific education priorities, schools, and the funding for a locally managed system. The 2016-17 Preliminary Budget — GSN was reviewed; year over year estimates were outlined for student enrolment and grant allocations for operating purposes. There was a request for further information on the reduction in the 2016-2017 allocation for the Adult, Continuing Education, and Summer School Grant. b. Restricted Grants The preliminary 2016-2017 budget for restricted grants was reviewed and compared to the amounts estimated for 2015-2016. Included in the information were allocated amounts to Education Programs Other (EPOs) and Restricted Grants included in the GSN. Changes in EPO funding relative to the previous year were highlighted and noting those EPOs now included in the GSN. C. Special Education Grant D. Munroe described the preliminary 2016-2017 grant allocation for Special Education; information included comparators to the amounts estimated for 2015-2016. The calculation of the Differentiated Special Education Needs Amount (DSENA; formally known as the High Needs Amount) was described. d. School Operations Grant D. Munroe presented the School Operations Grant report noting it is funding to school boards to cover the costs of operating school facilities, specifically heating, lighting, maintenance, and cleaning. The new funding model was described highlighting the impact on TVDSB. e. School Foundation Grant The preliminary 2016-2017 budget for the school foundation grant was reviewed and compared to the amounts estimated for 2015-2016. The grant generates funding for school principal, vice-principal, and secretarial staffing, as well as for school supplies. The grant is a component of the School Board Efficiencies and Modernization (SBEM) strategy. The new funding method was described noting it shifts funding away from very small schools that are not isolated while investing in schools that are larger. The impact of the new model on TVDSB was explained. Staffing S. Macey reviewed the preliminary budget for elementary and secondary staffing outlining changes in 2016-2017 compared to 2015-2016. It was noted that staffing for proposed budget initiatives were included in the budget. g. 2016-2017 Budget Discussion Template R. Culhane and H. Gerrits presented for information an additional 2016-2017 budget request. The request was for funding to support the ECE Mentorship Program and the FDK Early Years Collaboration with Family Centres. The rationale for the request was described. h. 2016-2017 Budget: Public Input from Website Public input received through the website, to date and since the previous report, was reviewed. 7. PROPOSED ADDITION AND RENOVATIONS TO STONEY CREEK PUBLIC SCHOOL K. Bushell presented for information the proposed addition and renovation to Stoney Creek Public School noting it is in response to accommodation needs at the school. It is anticipated it will be ready for occupancy March 2017. The addition and renovations were described noting costs were funded through the existing Build Capacity budget and approved by the Ministry of Education. 8. PROPOSED SOUTHWEST LONDON AND COLONEL TALBOT HOLDING ZONES K. Bushell presented for feedback the creation of holding zones in southwest London and designate holding schools at White Oaks Public School and Rick Hansen Public School. The rationale for the proposed holding zones and designate holding schools was described noting the holding zones are in the attendance area for Lambeth Public School which is at 98% capacity. Currently the holding zones are in an area of pending residential development; no Thames Valley elementary students currently reside in these holding zone areas. The report and recommendations from Administration move forward to the 2016 May 24 meeting of the Board. Discussion centred on the planning process for new school development. 9. OTHER BUSINESS K. Bushell provided an overview of the capital improvements planned for the Education Centre. The committee moved in -camera at 9:28 p.m. to discuss personal matters, reconvening in public session at 9:45 p.m. 10. DATE AND TIME OF NEXT MEETING The next meeting was scheduled for Tuesday, May 17, 2016 at 6:00 p.m. 11. FUTURE AGENDA ITEMS - no discussion 12. ADJOURNMENT On motion, the meeting adjourned at 9:45 p.m. RECOMMENDATIONS: None G. HART Committee Chair * DISTRICT SCHOOL BOARD ❑ Administrative Council ❑ Board 9 PUBLIC 13 Program and School Services Advisory Committee ❑ Policy Working Committee ❑ IN -CAMERA Date of 2016 May 10 Meeting: Item #: 5 Planning and Priorities Advisory Committee TITLEOFREPORT:PROPOSED NEW NORTHWEST LONDON ELEMENTARY SCHOOL, PRESENTED BY: Kevin Bushell, Executive Officer, Facility Services and Capital Planning ❑ Approval ❑x Information ❑ Advice Recommendation(s): PP -1 Purpose: To inform the Board regarding the plan to construct the new Northwest London Elementary School, specifically: i) Design ii) Funding iii) Estimated cost/budget iv) Schedule Content: The Board approved the opening of the new Northwest Elementary School on 2014 April 22, contingent upon Ministry of Education funding. Once capital funding was approved by the Ministry of Education on 2015 November 09, administration commenced the design process for the new Northwest London Elementary School. A design committee was formed, comprised of parent representatives from Centennial Central and Emily Carr Public Schools, Learning Supervisor, Learning Coach, area Trustees, the Executive Officer of Facility Services and Capital Planning and Project Coordinator. The committee worked with Cornerstone Architecture Incorporated to develop the proposed plan. During the past six months, design committee meetings were convened to receive input and refine the proposed design. The proposed design was presented to the proposed- school community on 2016 May 02. The process to date has been very beneficial and has resulted in a plan that meets the needs of students, staff and the community. The new school is proposed to be constructed at .2435 Buroak Drive, property -purchased by the Board after receiving funding approval from the Ministry of Education on 2014 December 03. In addition to the capital grant to construct the school, the Board received funding from the Ministry of Education .to incorporate a Child Care Centre in the design. The Board also- approved a request from the City of London to. construct a Family Centre within'the project. -All associated costs for the design and construction of the Family Centre will be the responsibility of the City of London. We build each student's tomorrow, every day - PROJECT OVERVIEW Proiect Svnor)sis: The objective of this project is to create a new X — 8 elementary school, to accommodate pupils designated within that attendance area, which the Board approved on 2014 April 22 (see Appendix A). The design committee utilized program standards developed by Board administration in the design. The On -The -Ground (OTG) will be 533. This capacity matches the enrolment projected for the proposed school. Also included in the plan is an 88 place Child Care Centre, as well as a City of London Family Centre. The proposed facility will be two storey building, approximately 66,660 FT and will include 16 classrooms, 5 FDK classrooms, General Arts Room, Gymnasium, Activity Room, Stage, Learning Commons, Learning Support Room and administrative areas. The Child Care Centre will include 1 infant, 2 toddler and 2 pre-school rooms. The Family Centre will include a general purpose and meeting room, as well as support facilities within their area. Site Development: The site will include 99 parking spaces, (30 dedicated to the Family Centre), bus and student drop- off area, as well as asphalt and grass playing surfaces. Enerav Efficiencv 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 • Upgrade insulation factors in walls and roof • Energy efficient water source heat pump which allows "free heating" of the perimeter of the building areas using energy obtaining for cooling the building core areas • Variable speed pumping system circulating water to heat pumps • The use of energy recovery wheels which pre -heat ventilation air in the winter using waste heat from the exhaust air system, and pre -cool ventilation air in the summer by rejecting heat into the exhaust air system • Interior/Exterior LED (Light Emitting Diode) lighting used to lower energy consumption, reduce maintenance requirements • Ultra -efficient condensing hot water heating and domestic boilers • Low flow plumbing fixtures • DLM System (Digital Lighting Management), installed to control multi-level lighting system in classrooms and set back temperature set points when rooms are unoccupied • The building will be a LEED school silver equivalent in keeping with Ministry of Education expectations. MINISTRY OF EDUCATION PUPIL ACCOMMMODATION GRANT The funding of this project has been approved by the Ministry of Education through pupil accommodation grants, comprised of the following components: 1. Site Development 2. Capital Priorities 3. FDK 4. Child Care APPROVAL PROCESS Ministry of Education Proiect Approval As detailed in Ministry of Education 208:SB 12 Memo, the Board is required to received Ministry approval when utilizing any pupil accommodation grants or transfer of Reserve Funds for a Capital project prior to awarding the construction contract. The appropriate submission to the Ministry will be competed once tender results have been finalized. Cost/Savings: ESTIMATED COST/BUDGET i) Design and Construction ii) Disbursements including permits iii) Furniture & Equipment Timeline: Communications: TOTAL $13,089,015 $491,351 $721.015 $14,301,381 Notes: 1. 3.0% construction contingency allowance carried in estimated cost for design and construction section. 2. All costs for the Family Centre will be proportioned from the percentage of the total facility area and percentage of the parking spaces. FUNDING Ministry of Education Grants: • Site Development Grant $276,475 • Capital Priorities $9,373,821 • FDK $1,260,424 • Child Care $2,471,420 Other Funding: • City of London Family Centre Funding $919.241 TOTAL $14,301,381 TENTATIVE SCHEDULE Administrative Council Review 2016 May 02 Community Meeting 2016 May 02 Presentation to Planning and Priorities Committee 2016 May 10 Tender Period 2016 June Ministry Approval 2016 June Construction to Commence 2016 July Substantial Completion 2017 July 31 Project Commissioning 2017 August School Set-up 2017 August Occupancy 2017 September 05 Appendices: Attendance Area - REVISED Site Plan Ground Floor Plan Second Floor Plan Relation to Commitments: ❑x Putting students first. ❑ Recognizing and encouraging leadership in all its forms. Form Revised: January 2016 ❑x Actively engaging our students, staff, families and communities. ❑ Being inclusive, fair, and equitable. ❑x Ensuring safe, positive learning and working environments. ❑ Inspiring new ideas and promoting innovation. © Taking responsibility for the students and resources entrusted to our care. We build each student's tomorrow, every day MEDWAY RD 2014 April 22 Board Approved New NW London PS Attendance Area, l: CROs,,,,,, �R G� d - Y r,�l`'y'!✓' jf' F"Nnv//,�+, wu yy _u��y4�r44x,gyFr "�' c ,i /rh a v �r N fr �. { ' � 'irk`✓ � aye `� > wr .� t{,�.� � -y s "'i'/�,`°"��"''� ,� � a"e� p ys��,u�"°�� r � X y✓k`•^V'°-'�"�'s~ ,�y.yF y Mei u, r , 4✓'", r0` u, ( rid $V /b�/F! ' ° r9 1, /C D . „,,r"J�t °+� ✓l, m F�'�,i'S:_',x'��,�,,,"6q a {` ��s GO 7 v �1. dry s r w u /✓ts/'' (' �'F"rSii., i .w yF, /`Yy ?n ' „ '?r,'r.;, �S!iCV,�TG� L. 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PRINCIPAL ,rJRK � 16 M2 14 M2 19 M2 13 M2 175 FT2 154 FT2 201 FT2 141 FT I STAFF RM - 77 M2 834 FT2 �r--�--r� L WATER VEST. [ COMMONS OMNS-11 0 M2 RECEP COMMONS O 106 FT2 280 M2 GEN. OFFICE/ y 14 WORK RM 3009 FT2 ® MAKER GENERAL ARTS ------------ ECRETARY 149 FT2 EA TI 32 M2 a SPACE 33 M2 7 343 FT2 111 m2 356 F72 1 FT- 702 FT2 ELEC. 1193 SO. FT. ATRIUM W F 14 M2 115 m2 REAT TIVE 153 FT2 1238 S0 FT SPACE SPACE 11 M2 14 M2 UP 113 FT2 151 FT2 GROUND FLOOR PLAN 1 F Y1 1 EST. ICHAIN GIE IRM STOR GIRL'S 1 OY5 21 m2R zz1 s0 Fr. zz zz Mz 2 ° 232 F12 CHANGE IRM LAN KINDERGARTEN 22 M2 112 m2 237 FT2 UNI _ ; 0 0 SO STAGE KINDERGARTEN ST. OFFICE 112 m2 70 m2 10 m2 757 SO. FT. 108 SO. FT. STOR. 10 m2 109 SCL GYM STOR. 44 M2 477 FT2 KINDERGARTEN 112 m2 1203 SC FT. KINDER RTEN 115 1241 SO. FT. ® CHILD CARE CENTRE ® FAMILY CENTRE ®SHARED CHILD CARE/FAMILY CENTRE SPACES NEW NORTHWEST PUBLIC SCHOOL CORNERSTONE A R C H I T E C T U R E 12 APRIL 2016 @ 2016 Comerstone Architecture bmrpomted. All Rights Relined. ATRIUM BELOW fVI�IIIfIIjII �/ �♦m} • DN CLASSROOM 70 m2 756 SQ. FT. CLASSROOM 70 m2 756 SO. FT. CLASSROOM 73 m2 766 SO. Fr. 0 SECOND FLOOR PLAN CLASSROOMI CLASSROOM f I CLASSROOM 70 m2 70 m2 I 70 m2 756 SO. FT. 756 SQ. FT_ 756 SQ. FT. i LEARNING COMMONS BELOW CLASSROOM CLASSROOM 70 m2 I I 70 m2 756 SO. FT. 756 SO. FT. I ML FN ELEV. MAC ~ ITINERANT TOR MECHANICAL 155 M2 1672 SO. FT. GYM / STAGE BELOW OFFICE WORK RM 25.2 19 m2 270 SO. FT. 206 FT2 M2 Q. CUST. 10 m2 108 SQ. FT. STOR. 10M2 107 SQ. STOR 41 M2 445 FT2 WR WR 120 , 20 M2 17 217 FT2 Lr CLASSROOM LAN 35 m2 I 73 M2 378 SO. FT. 782 FT2 CLASSROOM 70M2 756 SO. FT. CLASSROOM 70 m2 756 SO. FT. I im \ �i S 0~ CLASSROOM i 73 M2 DN 781 FT2 CLASSROOM CLASSROOM CLASSROOM CLASSROOMCLASSROOM 70 m2 70 m2 0756 SQ. Fr. � I 70 m2 70 m2 70 M2 756 SQ. FT. 756 SQ. FT. I 756 SQ. FT. I I 756 SQ. FT. 0 NEW NORTHWEST PUBLIC SCHOOL .: ME 12 APRIL 2016 A/pR� CORNERSTONE A R C H I T E C T U R E 2016 Cornerstone Architecture incorporated. All RIgMs Reserved 14J REPORT OF THE THAMES VALLEY PARENT INVOLVEMENT COMMITTEE MEMBERS C. Blokker, Parent Member S. Gowdey, Co -Chair C. Cordes, Thames Valley Administrator's Committee Elementary S. Davis, Thames Valley Council of Home & School Associations L. Honsinger, Parent Member D. Parsons, Co -Chair C. Schouw, Parent Member L. Stephenson, Parent Member R. Tisdale, Trustee M. Flumerfelt, Thames Valley Secondary School Administrators' Council A. Willsher, Parent Member Regrets: T. Logtenberg, Parent Member S. Thomson, Thames Valley Council of Home & School Associations 2016 May 12 6:33 p.m. to 8:25 p.m. ADMINISTRATION AND OTHERS L. Abell, Corporate Services S. Kilbourn, Administrative Assistant P. McKenzie, Superintendent 1. CALL TO ORDER Co -Chair D. Parsons called the meeting to order at 6:33 p.m. in the Middlesex Room of the Education Centre. 2. CONFIRMATION OF AGENDA The agenda was approved, as amended by motion. 3. CONFLICTS OF INTEREST — No conflicts of interest were declared. 4. MINUTES OF THE MEETING FROM 2016 April 14 - provided for information 5. BUSINESS ARISING FROM THE MINUTES OF 2016 April 14 a. Parent Resource Guide Item #8.0 A. Willsher reviewed the Parent Resource Guide and submitted comments to J. McCallum. It was summarized as a good resource tool noting it is distributed to schools through the TVDSB Distribution Centre. b. Annual Report Item #11.b P. McKenzie shared the two page draft Annual Report that was distributed to members at the meeting. Further corrections and amendments were captured and will be provided to Graphic Services. c. Parent to Parent Resource Guide Item #11.c P. McKenzie provided positive comments about the Parent to Parent Resource Guide that was developed at Woodstock Collegiate Institute. It is a great template to show other schools as a sample. The development and collaboration going into the document is as important as the document itself. TVPIC could support with surplus funds to print the resource. d. TVPIC Volunteer Recognition Item #9.a (2016 March 3) The TVPIC Volunteer award was discussed. TYPIC will support the schools to put the names on the plagues. A reminder will be sent out to Principals through the LSS newsletter and to parents through the TVPIC newsletter. 6. MEMBER UPDATE FROM TVDSB REPRESENTATIVES a. Director of Education Supt. P. McKenzie shared the Director of Education update. The Senior Team is working on the Strategic Priorities, in particular the Math strategy. Mathematics supports will be a focal point at elementary and secondary schools. Supt. Culhane will be invited to a TVPIC meeting in the fall to share the Mathematics Strategic Priority. A suggestion was made to hold math sessions for parents. Strategic Priority #3 — Rethink Secondary Learning was highlighted. Various stakeholders attended sessions and an online survey was conducted. Research and Assessment is compiling the results of the survey to be put in a report. The report will be shared at the 2016 June 7, Program and School Services Advisory Committee meeting. Supt. McKenzie advised that the budget process has started. A letter was shared from the Ministry of Education regarding Fresh from the Farm: Healthy Fundraising for Ontario Schools. It was described as an excellent program. The National Exhibit, 100 Years of Loss is showcased for the next week in the Atrium at the Education Centre. A ceremony was held for residential school survivors and their families. Students from various classes across the Board have engaged in workshops. The Ministry has made FNMI a priority. There is a large role for parent engagement. Various schools have events planned to celebrate FNMI communities and students. b. Trustee Trustee R. Tisdale advised the Board currently is focused on the 2016-2017 budget. A Special Board meeting is scheduled for 2016 May 31 to receive the budget. The new committee structure does seem to be working well but will be evaluated. Extra committee meetings are scheduled in May and June. Trustee Tisdale further advised the following statement will be read at the beginning of all Board meetings: 'At this time, I would like to acknowledge the Indigenous peoples of this traditional territory on which we have gathered here today. • The Anishinaabe Peoples • The Haudenosaunee Peoples • The Leni-Lunaape Peoples' 7. MEMBERSHIP D. Parsons shared the Membership update advising the committee is seeking two new members from Oxford and one from Middlesex. 8. CORRESPONDENCE Members were invited to sign up to receive the TYPIC newsletter through the Board's website. The newsletter goes out in the fall, winter and spring. Current issues with the TVPIC email were described and discussed. S. Gowdey advised schools have been invited to share information about their events with the TVPIC co -Chairs so that information may be shared at meetings. 9. FINANCE a. TVPIC Financial Statement D. Parson shared the TVPIC Financial Statement that was distributed to members prior to the meeting. b. Financial Tip Sheet — Parent Engagement The draft Financial Tip Sheet — Parent Engagement was discussed. The document was prepared by Finance. TVPIC is working very closely with A. Sodawater, Financial Analyst. Suggestions are to be emailed to S. Gowdey and D. Parsons. It was noted that receipts need to be submitted by June 301h if possible. 10. THAMES VALLEY PARENT INVOLVEMENT COMMITTEE EVENTS S. Gowdey provided an update of Thames Valley Parent Involvement Committee Events. The Connecting Families for Mental Health and Well-being symposium held at King's University on 2016 April 30 was a success. Facilitators went above and beyond. The following motion was moved and carried: That TVPIC supports the application of a regional Parent Reaching Out Grant for Connecting Families for Mental Health and Well -Being. 11. NEW BUSINESS a. Strategic Planning 2016-2017 Supt. P. McKenzie proposed the categories of communication; resources and supports; engagement events; and other as a framework for strategic planning for 2016-2017. Members were asked to put their ideas on post it notes and bring those to the 2016 June 9 meeting. An email reminder will be sent out with the agenda. Members were asked to consider the why and how it will support student achievement, to be purposeful with intent to make improvement and to bring suggestions for implementation, ideas and next steps. A suggestion was made to also take time in July or August for Strategic Planning. S. Gowdey offered to conduct a survey to determine dates of availability in the summer. b. Start of Year Help for School Councils - deferred to 2016 June 9. c. Regional Parent Involvement Committee Conference 2016 April 16 S. Gowdey shared the Regional Parent Involvement Committee Conference, 2016 April 16 summary. The following motion was moved and carried: That TVPIC supports the application of a regional Parent Reaching Out Grant in collaboration with Parent Involvement Committees in Southwestern Ontario to develop parent resources for student achievement and well-being. d. Approved 2016-2017 Calendars S. Gowdey advised the approved 2016-2017 calendars were included in the package. e. 2016-2017 TVPIC Meeting Dates The 2016-2017 TVPIC meeting dates were shared. 12. COMMUNITY INVOLVEMENT UPDATES a. Award of Distinction D. Parsons reviewed the 2016 Award of Distinction Nominees list that was included in the agenda package. b. Active & Safe Routes to School - No report. c. Community Partners — No report. d. Education Week — No report. e. Environmental Education Management The Environmental Education Management will have certification at schools on May 28 f. Communications Advisory Committee The Communications Advisory Committee met for the first time this year; the minutes of the meeting were shared. It was noted quarterly meetings will be held. T. Testa, Manager Communications is working on a parent engagement piece with TVPIC Co -Chairs. g. Think About It — No report. h. Thames Valley Administrators' Committee — Elementary C. Cordes shared the Thames Valley Administrators' Committee Elementary report. Information was provided on the elementary learning networks, the renewed focus on math and the EQAO dates, May 25 to June 8. She noted schools are in the midst of organizing class and staff assignments for the fall. Members were invited to check school websites for information on upcoming school events. Thames Valley Secondary School Administrators' Council M. Flummerfelt provided the Thames Valley Secondary School Administrators' Council update. International students and the Renewed Math Strategy were topics of discussion. j. Thames Valley Council of Home and School Associations S. Davis shared the Thames Valley Council of Home and School update noting the Ontario Federations celebrated its 100th Anniversary. The provincial conference was held in Brantford April 16-17. The Thames Valley Annual General Meeting was on 2016 May 9. It was a great night of celebration and recognizing volunteers. The conference will be in London next year. A request has been submitted to host it at the Stoneridge Inn, 2017 April 28-30. 13. FUTURE MEETING DATES All meetings will be held in the Middlesex Room at the Education Centre. Thursday, June 9 06:30pm-08:25 pm 14. FUTURE AGENDA ITEMS • Fundraising FAA's (May 2014) • Internal Audits (May 2013) • Copyright • Webinar (Future) • Endorsement Policy (2015 June 11, item #5.a) • Sub -Committee for Parent Sessions to Start the Second Week of October (Future) • Parent Resource Guide Funding (Future) 15. ADJOURNMENT The meeting adjourned at 8:25 p.m. by motion. 16. RECOMMENDATIONS: None S.GOWDEY & D. PARSONS CO-CHAIRS REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE (FNAC) MEETING MEMBERS P. Schuyler (Chair) J. Bennett, Trustee A. Morell, Trustee (+3:25) M. Fisher, Munsee- Delaware Nation D. Grosbeck, Chippewas of the Thames C. Kechego, Chippewa of the Thames B. Summers, Oneida Nation of the Thames Absent: C. Doxtator, Oneida Nation of the Thames G. Forrest, Munsee-Delaware Nation 2016 May 17 3:03 p.m. to 4:33 p.m. ADMINISTRATION AND OTHERS P. McKenzie, Superintendent of Student Achievement P. Skinner, FNMI Learning Supervisor S. McGahey -Albert, FNMI Education Advisor L. Abell, Corporate Services Assistant M. Ferdinand, Coordinator School Counselling & Social Work Services M. Macdonald, Principal S.D.C.I. M. Deeb, Principal H.B.Beal S.S. D. Chisholm, Vice -Principal Saunders S.S. R. Oakley -Law, Principal Delaware Central P.S. L. Williams, Principal Lambeth P.S. Guests: T. Smith, Dual Credit Coordinator (-3:21) S. Miller, Attendance Counsellor (-3:21) L. McLaughlin, Secondary Teacher (-3:21) C. Camillo, Secondary Teacher R. Tisdale, Trustee D. Dolson, Chippewa Secondary School Counsellor 1. CALL TO ORDER The meeting convened at 3:03 p.m. at Oneida Nation of the Thames, Oneida Fairgrounds Hall, 1826 Fairgrounds Road. 2. APPROVAL OF AGENDA — The agenda was approved on motion. 3. CONFLICTS OF INTEREST — none declared 4. REPORT OF MEETING- 2016 MARCH 22 — provided for information. 6. BUSINESS ARISING- FROM MINUTES a. Item #7.a: Business Services Presentation Supt. P. McKenzie advised that Thames Valley District School Board does not have a means to track the number of First Nations employees. Other School Boards were consulted and it was noted that the Toronto District School Board has a mechanism in place for tracking the number of self -identified employees. 6. PROGRAM SPOTLIGHT a. First Nations, Metis, and Inuit (FNMI) School Within A College(SWAC) T. Smith, Dual Credit Coordinator; S. Miller, FNMI Attendance Counsellor (SWAC) and L. McLaughlin, (SWAC) Secondary Teacher shared information about the First Nations, Metis, and Inuit (FNMI) School Within A College (SWAC). The graduation status and post -secondary status of FNMI students were shared. It was noted the feedback from college instructors has been positive. Interviews will be conducted over the next few weeks for candidates to participate in the program for the 2016-17 school year. 7. LEARNING SUPPORT SERVICES UPDATE a. Native Cultural Funds - Expenditures P. Skinner shared the Native Cultural Funds -Expenditures, April 1, 2016 to May 17, 2016. b. Board Action Plan (BAP) Updates S. McGahey -Albert, FNMI Education Advisor shared the Board Action Plan (BAP) Updates. The updates were provided to members in advance of the meeting. c. Board Action Plan (BAP) Reflections and Feedback P. McKenzie opened The Board Action Plan (BAP) Reflections and Feedback discussion. The Committee formed groups to discuss the 2015-16 Board Action Plan in regards to First Nation, Metis, and Inuit Education. The feedback will be reviewed and shared at a later date. Feedback will continue to be collected at the 2016 June 22 FNAC meeting. 8. PRINCIPALS' UPDATE a. B. Davison Secondary School The written report as attached (FNMI 1) was provided to the Committee in advance of the meeting. b. Delaware Central Public School Principal R. Oakley -Law referred to the written report as attached (FNMI 2) and provided to the Committee in advance of the meeting. c. H.B. Beal Secondary School Principal M. Deeb referred to the written report as attached (FNMI 3) and provided to the Committee in advance of the meeting. d. Lambeth Public School Principal L. Williams referred to the written report as attached (FNMI 4) and provided to the Committee in advance of the meeting. In addition it was highlighted that the grade 6 class attended the "100 Years of Loss" exhibit at the Education Centre. e. Saunders Secondary School Vice -Principal D. Chisholm referred to the written report as attached (FNMI 5) and provided to the Committee in advance of the meeting. It was advised that the Doxtator family has raised $4,000.00 for the Saunders S.S. Cancer Campaign Initiative f. Strathroy District Collegiate Institute Principal M. Macdonald referred to the written report as attached (FNMI 6) and provided to the Committee in advance of the meeting. 9. COMMUNITY UPDATE a. Chippewas of the Thames First Nation D. Grosbeck provided the Chippewas of the Thames First Nation Community Update. The Chippewas of the Thames First Nation 37th Annual Pow -Wow is scheduled for August 15 and 16. A Chippewas of the Thames hockey player participated in the World Selects Invitational International hockey tournament. b. Munsee-Delaware Nation M. Fisher provided the Munsee-Delaware Nation Community Update. An Education Coordinator position has been posted and an education committee is started. c. Oneida Nation of the Thames B. Summers shared the Oneida Nation of the Thames update. The need for Mental Health Support has been recognized. A posting is out for a Counsellor as a two year pilot project. This was identified as a priority. The location of this meeting is where the fall fair is held. Artwork and exhibits from students of all three communities are displayed. Horse races, dance competitions, bands, vendors and fireworks are some of the activities at the fall fair. Everyone was encouraged to attend the event. 10. ADDITIONAL ITEMS a. A.C. Askew Native Bursary The A.C. Askew Native Bursary information was shared with the Committee. Two applications have come forward for the A.C. Askew Native Bursary. One representative from each community will stay after the meeting to review the applications. One applicant will be selected. b. Mnaasged Child and Family Services Deferred to the next meeting. c. Ministry of Education Memorandum P. McKenzie shared the Ministry of Education Memorandum regarding Grants for Student Needs changes for 2015-16 and 2016-17. The memorandum demonstrates the Ministry commitment provincially to make budget priorities around First Nation, Metis and Inuit students in Ontario. This item will be added to the June agenda for further discussion. d. Membership The absence from three meetings requires the member to be reinstated. S. Doxtator, Oneida Nation of the Thames representative has missed three consecutive meetings due to a conflict with her present position. The following recommendation was moved and carried: That Sue Doxtator be reappointed to the First Nations Advisory Committee as representative of the Oneida Nation Of The Thames for the remainder of the 2016- 2018 term. e. 2016-2017 Draft First Nations Advisory Committee Meeting Schedule/Locations The 2016-2017 First Nations Advisory Committee Meeting Schedule was reviewed. The following motion was moved and carried: That the 2016-2017 First Nations Advisory Committee Meeting Schedule be approved. 11. FUTURE MEETING DATES Wednesday, 2016 June 22 Strathroy District Collegiate Institute 12. ADJOURNMENT The meeting adjourned at 4:33 p.m. by motion. Recommendations: That Sue Doxtator be reappointed to the First Nations Advisory Committee as representative of the Oneida Nation Of The Thames for the remainder of the 2015- 2018 term. P. Schuyler Committee Chair FNMI 1 << B. Davison Secondary School 785 Trafalgar Street, London, Ontario N5Z 1 E6 Telephone: (519) 452-2880 Fax: (519) 452-2899 Web site: www.tvdsb.on.ca/davison Report to First Nations Advisory Council Date: Tuesday. May 17, 2016 - - Transition Meetings and Timelines: • All transition meetings for incoming grade 9 students are completed.- Our LST and Student Success Teacher are meeting to individualize transition plans by mid-June. Initiatives to Support Students in their Learning: • Credit improvement week is schedule for June 22-27 • Credit Rescue is ongoing to assist students that failed a subject last year/semester Cultural Initiatives: • Carrie Rogers attended the Reconciliation through Culturally Appropriate Child Welfare Practices Conference hosted by Mnaasged Child. and Family Services from Apr 26-28. • Students from Davison attended the Beal Indigenous Basketball tournament. • "Come Pow -Wow with Me" sessions will be starting in May with Summer Bressette from SOAHAC with the girls Phys -Ed class. • At the end of April two classes attended.the Circle R -Ranch for Mindfulness activities. Importance Dates: • Work Experience Celebration Assembly May 18. We had 98 of 131 students out. on placement. A few of the remaining students took part with an in -school placement working in our various shops, or maintain our school grounds. • Annual Plant/Technology Project sale. Friday, June27 (2:30 p.m. to 5:30 p.m.), Saturday, (9:00 a.m. to 12:00 p.m.). - Thames Valley District School Board Laura Elliott, Director of Education and Secretary FNMI 2 ...:DELAWARE, CENTRAL PUBLIC SCHOOL IOsborne Street, . . P.0, Box 3.6, Delaware', ON' NOL 1EO (519) 652=5371 www.tvdsb.ca/DelawareCentral,.dm :Delaware Central FNAC;.Report : May,2016 Transition Meetings. and']. Timelines . • Transition activities are: being'-planned:for-our new s-udentsfrom Standing Stoner Weare in the .process o:f:getting permission for Standing Stone students -to come to=Delaware for classroom visits and':participating in: Cooking Club. Initiatives to -Support Students'in:Their. Learning: • Rhonda Doxtator and :Meagan: Van..Hoist,,,(.Delaware ,LST.)'held meetings. with grade 8.0neida stud ents:to review their report cards and�help,prepare-for. high school. • Fa: mi.fyMath:Night'(May:S) was a. bigsuccess.. This yea:r.;::ali classroom teacher 'participated—and we found: 1 -corn munity-sp.o.nsors-Ito donate prizes.:Parent Involvernlent funds covered the -cost. of pizza:andabout-28 families attended: -Cultural initiatives' • Aaron Dolson has been continuing.his-cultural teachings,with the hand drums. Our grade 6, stu'donts:w.ill'be;performing at: Beal on June.3.: We'�have invited -:our, new.incoming:students from: Standing'Sto:ne. . • Our entire: schoot.will be: atteOng:the, Antler River'Pow :Wow on June 3 -'hopefully- with new Standing.,Stone Students. Calendar of.:Events • May-10—Track and Field • May:2t -June $; IQAO (Primary and Junior) • June 3 Antler River Pow Wow Thames Val ley District School:.Board Each student, emery day www:tvdsti:ca ' : � ••• a •-•• •••-•,"�'"lYYYYI MYM eiB _..'�•,— :wia'dYJYYI—JLa "�.1• ivluW.uu! - -=.,,. _ __ _ _ '3ttai�iL4'.i,_"s�-�i!�k 1n-0 ea 191 - 20,12 00 A century of education and training FNM1 3 H.B. Beal Secondary School. 525 Dundas Street Phone: 519-452-2700 www.tvdsb:ca/beal.cfm London, Ontario Fax: 519-452-2729 Email: beat &tvdsb.on.ca N6B 1 W5 Mr. Michael Deeb, B.L.S., H.B.A., M.A-, Principal Mr. Matthew Bradacs, B.A., B.Ed., M.Ed., Vice -Principal Mr. Michael Barry, B.A., B.Comm., B.Ed., Vice=Principal Ms. Tammy Vacante, B.A., B.Ed., M.A., Vice -Principal Report to First Nations Advisory Council May 2016 TRANSITION MEETINGS AND TIMELINES We are now meeting with the Learning Support Teachers from elementaryschools to discuss entry plans for students who need additional supports. We are also continuing to offer tours and transition activities to students who have registered to Beal for the 2016-2017 school year. INITIATIVES TO SUPPORT STUDENTS IN THEIR LEARNING We are now reflecting on the data from the Semester II mid-term grades. We will determine our students that need supports to assist with their credits and skill building. We are also holding a session for our FNMI graduates on what to expect in post=secondary'school. Our FNMI SST team met in April to discuss plans for students. Action items were developed along with timelines to ensure they are:completed. CULTURAL INITIATIVES On April 22nd Beal hosted an FNMI basketball tournament where 6 schools from TVDSB participated in a day of community building and fun. In addition to FNMI students participating in the day, we had Beal SHSM athletic students help organize and -facilitate the tournament; as well as two staff who volunteered to referee all games that day; lunch was provided to all the participants involved. On April 26th a group of Beal students went to Stratford to see a performance of A Chorus Line. Urban Funding was used to purchase the tickets and transportation for the day, and snacks for the bus (students bought their own lunch). It was a great day and was nice to provide an experience to our FNMI students who may not have had the opportunity to experience this otherwise. On Tuesday May 3rd to Friday May 6th, Beal students and three staff participated in the London West Region First Nation, Metis and Inuit Camp at Tim Horton Onondaga Farms near Brantford. The property is an unbelievable learning and teaching outdoor classroom. A lot of team building and goal setting activities took place. ON-GOING INITIATVES Lunch and Learn continues to be hosted by Rhonda Doxtator.twice a month. FUTURE DATES May 19 School Council -Meeting June 1 Performing Arts Showcase June 3 Leadership Awards Assembly THAMES VALLEY DISTRICT SCHOOL BOARD LAURA ELLIOTT, DIRECTOR OF EDUCATION AND SECRETARY FNMI 4 0 AWAUMV Ali Report to First Nations Advisory Council -.May, 2016 Transition Meetinas and Timelines: ➢ Grade 610117 transition •.. Grade.6 Activity Day- Building a Culture of Community (Team Building Activities, Lunch and Outdoor Play) - May 9, . 2016 ➢ Grade 8 to 9 transition • FNMI Bridging Group- Saunders Gr. 9 Orientation Program May 11,: 2016.• Initiatives to Support Students in their Learninq ➢ FNMI Collaborative Inquiry- Learning Sessions and Team Review • Well -Being from an Indigenous Perspective (Professor Malcom Saulis, Wilfred Laurier University) • Integrating FNMI Histories, Cultures and Perspectives, into the curriculum (Troy Maracle, FNMI Education Coordinator, Hastings Prince Edward DSB) • Understanding the "T" in Truth and Reconciliation (David Bouchard) Cultural Initiatives ➢ Fourth R continues...... ➢ Cultural Initiatives- Curriculum Connections (FNMI Collaborative Team resource review and gap analysis for the school, staff and the students) SAUNDERS SECONDARY SCHOOL 941 Viscount Road,. London, Ontario N6K 1 H5 Telephone: (519)'452-2770 • Fax: (5'19) 452-2799 Website: wwwJvdsb.ca/Saunders.cfm FNMI 5 REPORT to FIRST NATIONS ADVISORY COUNCIL Saunders Secondary School May 17,.2016 = TRANSITION MEETINGS AND TIME LINES • FNMI ' Bridging Groups On Wednesday, May 11th, we hosted a .FN'MIBridging Group Session for our. 35 incom.ing..Gr. 9 students. The students participated -in -some cultural: activities and participated in a scavenger hunt to become more familiar with the school. The second session is scheduled for Wednesday, June 1,' 2016. INITIATIVES TO SUPPORT STUDENTS IN THEIR LEARNING • SST Meeting Our Saunders Student Success Team is -met on May 4th to review the status. of all the students who are working on credit recovery. courses: One of -the topics- of discussion included the possibility of offering a FNMI-focussed Civics and Career Studies class next year. • FNSST .Meeting A .FNSST meeting was held at Saunders.-S.S. on Thursday, May 12th to. -create .action plans for students of concern. following, the,, release of the mid=term marks and..to review the potential candidates for the School -Within -A -College (SWAG) program for next year and the summer school program at the alternative education site on Oneida. Thames Valley District School Board We build each student's tomorrow, every day. Weusite, ww,w.tvdsb.c4 SAUNDERS SECONDARY 941Viscount Road, .London, Ontario N6K:1 H5 Telephone: (51.9) 452-2770 ..Fax: (519) 452-2799 Website: www.tvdsb.:ca/Saunders.cfm CULTURAL INITIATIVES • Paul -Martin -Accounting Mentoring Program 0 -n -:Friday, May 13t", the mentors and students got an 'opportunity 'to reconnect' as they .. watched a :matinee showing of. "Grease`'. • �FNMI Leadership Camp Three staff members:and ten, students from -Saunders .S.S. participated in the FNMI Leadership Camp on.�May 34" They enjoyed the experience .very, much. • :Saunders S.S., Cancer Campaign, 1nitiative On Friday; May 13t", the Doxtator Family completed a 25 km walk from. Oneida. to Saunders .S.S.' in memory of a grandparent who- lost their battle with cancer: and to help raise ,money and awareness. The family raised .approximately $1,000 for the campaign. IMPORTANT DATES:. May 17/16 - Closin-g C.eremony,of the Saunders S:S.: Cancer Campaign May 23116 Victoria Day May 25/16 - :Music Night June, 1 16 School Co.uncif Meeting. June 2--3/16 - :Dance. Show June ,9/`16 - Commencement Thames Valley District School Board We build each studerit's, tomorrow, every eBay. website: www:tvdsb.ca Report to First Nations Advisory Council Strathroy District Collegiate Institute 2016 May 17 Initiatives to Support Students in their Learning • Based on our mid -semester report marks, 9 of our 16 grade 9 students are on track to earn all 4 credits at the end of this semester. • Our FNMI.Student Success teacher (working with o.ur other Student Success teachers and staff as well), has identified those students who are not being successful in one or more courses, and will be implementing support'. programs to strengthen their achievement. • We have 2 students who are experiencing serious challenges with attendance, and we are pursuing individual programing options for them. In one case this may mean a strategic approach that focuses on fewer credits and a different delivery model. Cultural Initiatives • SDCI had 16 students and 2 staff members participate in the Cultural Leadership Camp in May. This was a very busy 4 days, with the drum making activity viewed as one of the highlights. We were pleased to see students stepping out beyond their past experiences and getting more involved. • Our FNMI students organized Hearts for Attawapiskat as the lead activity on the Monday of our building -wide Mental Health and Wellness Week. Students and staff from SDCI and HCC wrote messages of hope and caring on red and yellow paper hearts., that we will forward to the young people of Attawapiskat. 361 Second St., Tel: 519-245-2680 Fax: 519-245-5498 Strathroy, ON N7G 4.18 Email: strathroy@tvdsb.on.ca We build each student's tomorrow, every day. 191 REPORT OF THE PLANNING AND PRIORITIES ADVISORY COMMITTEE 2016 May 17 6:03 p.m. — 9:00 p.m. Members: Trustee J. Bennett, Trustee R. Campbell, Student Trustee H. Goddeeris, Trustee G. Hart, Trustee B. McKinnon, Trustee A. Morell, Trustee S. Polhill, Trustee M. Reid, Trustee P. Schuyler, Student Trustee S. Suvajac, Trustee R. Tisdale, Trustee J. Todd Regrets: Trustee P. Jaffe, Trustee C. Goodall, Trustee J. Skinner Administration: C. Beal (Superintendent), L. Elliott (Director), J. Pratt (Associate Director), S. Macey (Manager), D. Munroe (Supervisor), E. Ng (Financial Analyst), J. Knight (Manager), S. Builder (Superintendent, -6:41), L. Abell (Corporate Services Assistant) 1. APPROVAL OF AGENDA — The agenda was approved on motion. 2. CONFLICTS OF INTEREST — none declared 3. MINUTES OF THE PREVIOUS MEETING 2016 MAY 10 - provided for information. 4. BUSINESS ARISING - #5 — Proposed New Northwest London Elementary School Appendix PP -1. It was noted that the Appendix was updated and corrected. An email went out with the corrected version. S. BUDGET DISCUSSION a. 2016-2017 Preliminary Budget C. Beal and J. Pratt introduced the 2016-2017 Preliminary Budget. Supervisor, D. Munroe, Managers S. Macey and J. Knight explained the schedules that were distributed at the meeting. b. Special Education Revenue and Expense Schedules, Special Education Staffing S. Macey explained the Special Education Revenue Schedule and Special Education Expense Schedule. S. Builder shared the 2016-2017 Special Education Staffing Report. Staffing increases to meet the greater and more complex needs of students were described. Questions of clarification were addressed. J. Knight highlighted the subsequent impact on the Special Education budget and the contributing factors to the deficit. C. Beal advised that the 2016-2017 Preliminary Special Education budget will go to the Special Education Advisory Committee (SEAC) on 2016 May 30. C. Projected Surplus / (Deficit) C. Beal reviewed the Projected Surplus/ (Deficit) components. Discussion considered the impact of salary increments, utilities costs and additional pressures the Board is incurring outside of Ministry funding. d. Annual Approvals and Budget Initiatives S. Macey described the 2016-2017 Annual Approvals and Budget Initiatives, both one-time and ongoing, noting they have been incorporated into the proposed budget. The Board Supported Capital requires a separate motion to go to the Board. One time initiatives and ongoing initiatives were explained. Director Elliott noted the compliance around Materials Management -Clean and Safe Schools and the disposal of hazardous waste as ongoing. Discussion considered the reporting of staffing under new Budget Initiatives rather than under the staffing sheets. e. Commitment to System Priorities S. Macey highlighted the Commitment to System Priorities. The Musical Instrument Initiative was discussed. f. Casual Accounts S. Macey explained the Casual Accounts budget. A discussion took place around absences and casual salaries. g. Transportation C. Beal presented the 2016-2017 Preliminary Budget for Transportation. Contributing factors to the proposed deficit and the antiquated fair funding formula were discussed. The increase in number of students being bussed was outlined. It was noted the STS Conditional Bussing Work Group will bring forward a report to the Planning and Priorities Advisory Committee at a future meeting. h. Accumulated Surplus Balances at August 31, 2015 S. Macey described the Accumulated Surplus Balances at August 31, 2015 noting the Education Act is followed in terms of investment strategies. i. Capital Surplus / (Deficit) History and Forecast S. Macey detailed the Capital Surplus / (Deficit) History and Forecast graph. j. Public Input Public input received through the website since the last meeting was reviewed. k. Budget Discussion Template The 2016-2017 Budget Discussion Template was distributed and discussed. The Trustee initiative for First Robotic Competition (FRC) Teams in Thames Valley District School Board schools to expand and ensure sustainability was described and discussed. A discussion revolved around the initiative noting it will be discussed on 2016 May 31 at the Special Board meeting. Trustee Skinner will be present to address the changes made to the initiative. The format of the Budget binder was discussed. An electronic version would be a cost saving in time and materials. It was determined that the traditional binder is preferred. 6. OTHER BUSINESS - none 7. DATE AND TIME OF NEXT MEETING The next meeting was scheduled for Tuesday, June 14, 2016 at 6:00 p.m. in the Board Room. 8. FUTURE AGENDA ITEMS • Report of the STS Conditional Bussing Work Group (Trustee Hart) 9. ADJOURNMENT On motion, the meeting adjourned at 9:00 p.m. RECOMMENDATIONS: None G. HART Committee Chair 14.1 REPORT OF THE CHAIR'S COMMITTEE MEMBERS G. Hart B. McKinnon (Chair) A. Morell M. Reid R. Tisdale (+12:17) 2016 May 17 12:00 p.m. — 2:34 p.m. ADMINISTRATION AND OTHERS L. Elliott D. Giesbrecht T. Testa (+12:28,-1:17) 1. APPROVAL OF AGENDA The agenda was approved by motion. 2. CONFLICTS OF INTEREST — none declared 3. REVIEW AND APPROVAL OF THE 2016 MAY 24 BOARD MEETING AGENDAS The in -camera and public Board meeting agendas for 2016 May 24 and May 31 were reviewed and discussed. 4. CORRESPONDENCE — Vanier Children's Services Letter — New SEAC Representatives 5. MEDIA RELEASES As discussed under item #7. 6. COMMUNICATIONS Communications Manager T. Testa joined the meeting. Discussion considered the appropriate use of media releases. T. Testa offered that media releases are issued to build goodwill (i.e., Syrian students), to provide newsworthy information, to positively impact the TVDSB brand, and to provide information on a timely basis. It is important to be selective and to recognize other modes of communication that are happening daily through social media channels. The importance of connecting with the Communications department and/or Chair in advance of any trustee interview with the media was emphasized. The rationale included ensuring information to be shared is correct; ensuring the messaging reflects the TVDSB brand; and determining whether it is appropriate for the message to come from the individual trustee or from the Director and/or Chair weighing the importance/scope of the issue. The Trustee Communication Guidelines and use of media releases were discussed; suggestions for future news releases were offered. Discussion considered strategies for capturing trending issues trustees may be dealing with in their constituencies. 7. TRUSTEE CONFERENCE ROOM RENOVATIONS Administrative Assistant, D. Giesbrecht, addressed the issue of needed repairs to the kitchenette in the Trustees' Conference Room noting plans are underway to complete minor renovations over the summer. The following motion was moved and carried: That $1000.00 be transferred to the furniture and equipment line item from the supplies and services budget line to purchase a fridge. It was noted the printer in the Trustee conference room was not functioning; it will be addressed. 8. FOOD AT MEETINGS Discussion considered the food being served at board and advisory meetings. A survey will be sent to Senior Administration and Trustees for input to determine next steps. 9. RECOGNITIONS Discussion considered the recognition of three teaching staff members who recently received the Prime Minister's Award for Teaching Excellence and Prime Minister's Award of Achievement. It was determined the teachers would be recognized at the 2016 May 24 board meeting. Cards from the Director and the Chair also will be sent to each recipient acknowledging their achievement. 10. ADVISORY COMMITTEE MEETING ROOM L. Elliott requested that all Advisory Committee meetings be moved to the London Room. A sign will be displayed in the front foyer on an easel directing the public to the London Room. Following a discussion, it was determined that the purchase of a teleconferencing system with a voice recording option would be investigated for the London Room. 11. FNMI SMUDGING Smudging ceremony was discussed as per the by-laws section 4.8; a tentative date was proposed. 12. TRUSTEE TEAM BUILDING The Trustee team building session was scheduled for Saturday, August 20, 2016 from 9:00 a.m. — 12:00 p.m. Trustee Morell and Chair McKinnon together with the Director will meet with the facilitator to plan the session. Details will be communicated once confirmed. 13. MUNICIPAL MEETINGS — CO CHAIRS The draft agenda for the meetings, which had input from all parties involved, was shared. 14. SUMMER AUTHORIZATIONS Each year the Board authorizes the Chair to approve personnel changes in July and August. The following recommendation was moved and carried: That the Chair of the Board be authorized on behalf of the Board to approve personnel changes as required during 2016 July and August. 15. DIRECTOR'S PERFORMANCE REVIEW It was determined that Chair McKinnon and Past Chair Tisdale will work with Director Elliott to develop the framework for her performance review. 16. UPCOMING EVENTS/INITIATIVES Upcoming system events and initiatives have been scheduled as follows: • Joint TVDSB-LDCSB Municipal Meetings: o Oxford County — May 19 (completed) o Middlesex County — June 1 (12:30- 3 p.m.) o Elgin County— June 29 (9-11 a.m.) o City of St. Thomas — June 29 (12:30- 3 p.m.) • Lawson Awards — June 14 (6:30 p.m.) • Community Planning and Facility Collaboration Opportunities Meetings: o London Municipalities — June 15 (9-10:30 a.m.) o London Community Organizations — June 15 (11-12:30 p.m.) o Middlesex Municipalities — June 15 (1-2:30 p.m.) o Middlesex Community Organizations — June 15 (3-4:30 p.m.) o Elgin Municipalities — June 16 (9-10:30 a.m.) o Elgin Community Organizations — June 16 (11-12:30 p.m.) o Oxford Municipalities — June 16 (1-2:30 p.m.) o Oxford Community Organizations — June 16 (3-4:30 p.m.) • System Retirement Dinner — September 28 0 25 Year Employee Recognition — November 7 17. TRUSTEES' BUDGET The five year comparative budget summary was discussed. The item was deferred to the 2016 May 24 Meeting; Finance staff will be invited to the meeting. 18. OTHER BUSINESS - none 19. DATE AND TIME OF NEXT MEETING The schedule of future Chair's Committee Meetings was confirmed as follows: May 24, 12 p.m. June 21, 12 p.m. August 30, 3 p.m. 20. ADJOURNMENT The meeting adjourned at 2:34 p.m. by motion. RECOMMENDATIONS: That the Chair of the Board be authorized on behalf of the Board to approve personnel changes as required during 2016 July and August. BILL MCKINNON Chairperson