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1/26/1999 - Regular Board Meetingr THAMES VALLEY DISTRICT SCHOOL BOARD AGENDA FOR REGULAR MEETING,1999 JANUARY 26 The Boardmeets inregularsession onthe above date inthe BoardRoomatthe EducationCentre,moving into Committee of tlie Whole,incamera at 5:00p.m.,on motion of and ,followed bya public session at 7:00 p.m. O'CANADA -LORD ELGIN P.S.CHOIR,LONDON OFFICIAL RECORD 16 -A CONFLICTS OF INTEREST CONFIRMATION OF MINUTES 17 -A Minutes of the regular Board meeting,1998 December 15 17-B Minutesof the Inaugural Board meeting,1999 January 12 17-C Minutesof the Special Board meeting,1999 January 19 REPORTS FROM THE ADMINISTRATION 18 -A Director's Announcement 19-A Establishment of Year 2000 Budget Accounts 20 -A Departmental Updates REPORTS OF COMMITTEES 21-A Report ofthe Special Committee ofthe Whole,1999 January 19 21-B Report ofthe Policy Working Committee,1999 January 12 21-C Report of the Speciai Education Advisory Committee, 1999 January 05 21-D.Report of Ad Hoc Committee on Response to Education Improvement Commission re:Trustee Eiections 21-E. Report on the Ontario Public School Boards'Association MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN approve approve approve receive approve receive approve approve approve receive page 3 separate separate separate verbal page 4 pages 5- 15 page 16 page 20 page 22 verbal 24-A None at this time ADDITIONAL BUSINESS 25-A None at this time COMMUNICATION 26-A Letterfrom David Johnson,Ministerof Education and Training 26-B Letter from Peter C. Moffatt,Director,Grand Erie District School Board 26-C Letter fromTerry Smith, Executive Assistant, Chippewas ofthe Thames Board of Education NOTICE OF MOTIONS QUESTIONS BY MEMBERS GOOD NEWS ITEMS - "Didyou know..." ADJOURNMENT receive receive /support approve page 25 page 25 page 25 / c THAMES VALLEY DISTRICT SCHOOL BOARD AGENDA FOR SPECIAL MEETING,1999 JULY 06 The Board meets in speciair session on the above date in the Board Room at the Education Centre, meeting in Committee of the Whole, in camera at 5:00 p.m. on motion of and followed by public session at 7:00 p.m. OFFICIAL RECORD 78-A.CONFLICTS OF INTEREST REPORTS FROM THE ADMINISTRATION 79-A BusinessServices- CECSouth-Renovations receive page REPORTS OF COMMITTEES 80-A.Committee ofthe Whole,1999 July06 approve page ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING,1999 JANUARY 26 The Board meets in regular session on the above date In the Board Room at the Education Centre, meeting in Committee of the Whole, In camera at 5:00 p.m., on motionof WIceand Vaughan,followed bya public session at 7:15 p.m. The following are in attendance: P. Smith,Chairperson P.Schuyler(+5:10)H.Wice P.Jaffe G. Hart (+5:45)D.Stewart R.Vaughan J.Bennett C.Nurse S.Peters J.Hunter (+7:00)W.Brock also: J. Laughlln J.Thorpe B.White P. Askey R.Trahan K.Wilkinson P.Gryseels G.Treble G.Osinski B.Bryce L.Peck J.McKenzie B.Greene P.Dunn S.Galati C. Murphy B.Beatty P.Thorup A.White C.LInsdell S.Christie R.Murray C.MacKenzle A.Hogg P.Mennill S.Young W.Scott Q.Jazey Regrets:M.Metras LORD ELGIN P.S.CHOIR,LONDON The appreciation of the Board Is extended to the Lord Elgin P.S. Choir (London), conductor Wendy Inch and accompanist Stephen Terpstra,for leading inthe singing of "O Canada"and bringing a musical presentation. OFFICIAL RECORD We regret to record the death ofAmyGarton, a Grade 13 student fromIngersoll District Collegiate Institute, on 1998 December 18. 16-A.No conflicts of interest are declared. CONFIRMATION OF MINUTES 17'A.The minutes ofthe regular Board meeting,1998 December 15,are approved on motion of Brock and WIce. 1999 January 26...16 17-B.The minutes ofthe Inaugural Board meeting,1999 January 12,areapproved on motion of Brock and Wice. 17-C.The minutes ofthe SpecialBoard meeting,1999 January 19,are approved on motion of Brock and Wice. REPORTS FROM THE ADMINISTRATION 18-A.Director's Announcements Director J.Laughlin reportsthat clarification regardinga modified 1999-2000 SchoolYearCalendar isexpected fromthe DeputyMinister ofEducationand Training by the end of this week.Following clarification,recommended calendars wiii be presented tothe Boardat the 1999 February23 meeting. The calendars must be submitted to the Ministerpriorto 1999 March 01. The report is received on motionofJaffe and Hart. Program Services 19^.Establishment of Year 2000 Expenditure Budget Recommendation: That an expenditure budget inthe amount of$2.5 million be established to cover on-going costs associated with the Year 2000 compliance requirements. Report: In 1998 December,the Senior Administration provided Informationto the Boardconcerning activitiesbeing coordinated bythe Year2000 Coordinating Committee and Year 2000 initiatives that have occurred to date.The Board authorized the hiringofupto nineadditional computer technical staffto begin the conversion of allinstructional and administrative computers and to begin the analysis of Year 2000 compliance with instructional software. The estimated cost of these activities is $600 000. Itis anticipated that hardware compliance will be completed by 1999 June. The Board has more recentlyheard fromitssolicitorregarding potential areas tobe addressed from a legalperspective.These include issues such as third party assessment contracts, insurance coverages,protection of records, purchasing and leasing contracts, in-bound and out-bound enquiries and dispute resolution. 1999 January 26...17 The Year 2000 Coordinating Committee believes that the Board wouldbe well-servedto engage the services ofitssolicitorfora formalLegal Review as outlinedbythe solicitor.The cost forthe LegalReviewIsestimated to be $20 000. Over the next six months, a number of projects and purchases will be required in order to meet the impending Year 2000 deadline. The establishment ofan account wouldsignificantlyassist the timelyundertaking of Year 2000 activities. Atthis pointIntime, itis not known If funding will be forthcoming from the provinceto assist with the Year 2000 expenses.Presently, the Ministry of Education and Training is conducting an assessment of the needs and challenges being faced by school boards. In December, the Board participated in a Year 2000 readiness sun/ey which consisted of two basic areas.The first area Included "Mission Critical Systems"and "Business Critical Systems" as defined bythe Ministry.These included systems that gather and feed essential informationto the Ministry's Student Information System (SIS) and General Legislative Grants System (GLG). The second area reviewed bythe Ministry comprised of Building and Facilitysystems and their embedded software technologies.Ministry staff made site visits to 20 board facilities to conduct this aspect of the survey. The Ministry's team Is currently assessing the informationcollected for all school boards and is scheduled to make recommendations to the Management Board in late January.In effect, a decision on Year 2000 funding from the province to school boards is likelyto be some time away. The establishment of a Year 2000 budget for the necessary remediation is essential at this time,in order to complete adjustments prior to the end of 1999 December.Itishoped that the province will providefundingtooffsetthe costs Incurred.In the event that this supplemental funding does not occur, the expenditures would have to be covered locallythrough reserve funds. The estimated costs for Year 2000 compliance are $2 500 000 which includes the $600 000 previouslyapproved bythe Boardforcompliance of instructional and administrative computer hardware and software.Major activities must be aligned by 1999 December 31. The report is received and the recommendation is adopted on motion of Brock and Peters. A motion by Vaughan and Hart that the amount of $2.5 million be amended to read $600 000 was defeated. 1999 January 26...18 .—^ 20-A.Departmental Updates The Administration presents departmentaiupdates onthe following issues: Business Services - Capital debt related Issues -Develop draftreporton Education Funding -collaborative initiative - Workwith ServiceMaster to implement new Sen/Ice Agreement -Implementation planfor "Designing an Integrated Sen^ices Model" -1998-99 Estimates pacl<age completed and filed with Ministry -Financial Accounting System (BAS)updated -1998-99 approved budget - Finalize 1998 stub year audit - Developmentofcommonapproach for administration ofTrust Funds -Integrated Payroll system -Facility Sen/ices staff -numerous weather-related issues • Pilot project with Ontario Hydro "Pay One" - Transportation issues - bus delays/cancellations/school closures -Supply Management department Human Resource Services - Elementary Collective Agreement - finalvetting • Benefits update -Safety issues -Disability Management - Implement common absence reporting •Occasional Teachers -Teacher Recruitment -Human Resources/Payroll -Supen/ision Policy -harmonization -Promotional Practices -Principal/Vice Principal Selection - Operations Services -School improvement -Teacher Staffing •preparation of projected enrolment -New Administrators sessions -School Administrators'meeting -1999 February 11 -Professional Development - Vice Principals -Student Administration System -Research and Assessment -Planning -School Accommodation -Emergency School Closure -Procedures 1999 January 26...19 Program Services -Citizenship and IHeritage Weel< - Volunteer Reading Program -Math Action Team -Science and Technoiogy Implementation Team Workshops -The Arts •Physical Education Task Force -Student Services - EQAO Grade 3/6 Assessment -inservice/Training - Information Technology Inservice -Wide Area Network and Year 2000 -Harmonization of Special Education Services The reports are received on motion of Stewart and Hunter. REPORTS OF COMMITTEES 21-A.Report of the Special Committee of the Whole 1999 January 19 Members Administration and Others P. Smith,Chairperson P.Jaffe S.Peters G.Hart J.Bennett J.Hunter D.Stewart (->-5:15) C.Nurse W.Brock M.Metras Regrets: Absent: R.Vaughan,H. Wice P.Schuyler J.Laughlin P. Askey P.Gryseels B.Bryce B.Greene G.Jazey J.Thorpe P.Mennill R.Trahan J.Empringham R.Murray G.Treble L.Peck B.Beatty S.Galati S.Spence K.Wilkinson 0.Williams S.Christie A. Hogg Reports: 1.No conflicts of interest were declared. 2.The Committee met in camera from 5:00 p.m. to 6:10 p.m.and discussed confidential legal and personnel matters.An administrative transferwas reported in the 1999 January 19 minutes. 3.The Committee met in public session from 7:00 p.m. to 9:25 p.m. 1999 January 26...2Q 4. The Administration presented a comprehensiveoverview oftheYear2000,and identified criticai problemsandtheBoard'spreparationsto minimize disruptions. The foiiowing problems were identified: • personaicomputers(PCs)will notoperate properiy - software wili notoperate, e.g. Lotus1-2-3,Windows3.1 -data wiii not ioad - machines with embeddedchipsand programmable logic controllers may malfunction Various areas that may be at riskwere reviewed: -hardware -PCs,servers,mainframes - machines with "embedded chips", e.g., VCRs, fax, elevators, clocks, HVAC,alarms,security systems operating systems -commercial application software - "homegrown"software -databases and historical data The scope ofthe project was emphasized: 189 schools -225 servers -instructional software (over1 000) - 7 500 instructional PCs 114 custom administrative products 195 -1600 administrativePCs local area networks -Facilities infrastructure 120 routers/50 switches -telecommunications The Administrationoutlined the following seven elements of a comprehensive planthat every Boardshould consider as essential forYear2000 preparations: i) Assign a Senior Executiveand Corporate Year 2000 Implementation Work Group -completed; ii)Designate a Steering Committee - completed; ill)Conductan awareness campaign - ongoing; iv)Prepare an inventoryofsoftware and hardware and assign priority; -administration mission critical inventories completed: e.g.Integrated Personnel PayrollSystem; BudgetaryAccounting System; Warehouse Inventory System;Student Administration; Inventory Software/Hardware and Assign Priority 1999 January 26...21 v)Prepare plan for conversion of: - Integrated Personnel Payroll System -1998 November - Budgetary Accounting System -1999 January -Student System -1999 January - 2000 September vi)Preparedness of Key Partners -Insurance coverage clarification sought - Fall,1997 - Letters sent to keyadministration,software suppliers -1997 - ongoing -Supplierssoftware/hardware compliance status - checks made via company websites 'Facilities/embedded chips equipment - ongoing vii)Implement the Systems Modifications -Requirements reviewed with Director's Council -1998 March . $426 000 financial assistance sought via transition grants -1998 May - Administration Hardware/OS upgraded •Summer 1998 - Facilities Compliance -January •June 1999 -Instructional/PC checking -January -June 1999 The following timelines were noted: -School inventory -1999 January 29 - Thirdparty software compliance -1999 August -Custom Software -1999 August -PCs tested and compliant -1999 August - Networks,routers,switches -1999 August Facilities made compliant -1999 August - Office Equipment -1999 August The Administration responded to questions forclarification.~ 5. Ateam from IBM joinedthe meeting and presented an overviewof IBM's total solutionfor education.The team comprised ofMikeEast,IBM Country Manager for K-12 Education, Fred Jennings,IBM Manager for Emerging Educational Technologies, and Jim Keegan,IBM ClientManager for K-12 Education. An overviewofthe following topics was presented: - IBM Educational Division -organization structure 'Goals of Educational Technology - improve student learning -enhance teaching effectiveness - minimize total cost of ownership and support 1999 January 26...22 Components Required for Enhancing Teaching and Learning -solutions developed for K-12 •technology -designedto minimize costs overthe life ofthe hardware -services and support •know-how EducationalTechnologyMethodsand Objectives -true integrationoftechnologyinteaching process for all subject areas - network-basedtechnologyinclassroom, at pointof Instruction - a tool for the teacher (not In place of) - different learning styies and paces - facilitate cooperation learning - learning as an experience ofdaily life -learner focused experience -cross-curriculum integration - problemsolvingand higherorder thinking skills - active, challenging curriculum (hands on) - inquiry,exploration, discovery, simulations -communication,collaboration -limitless resources and information sources -appropriate assessment PC Total Cost of Ownership -14%administration - procurement,asset management, security, legal -14%capital -hardware,software, options -17%technicalsupport - installation/changes, helpdesk, repairs, etc. - 55% end user operations - formaltraining,casual learning, problem determination,peer support, re-creating lost data Trends in Successful Educational Technology Initiatives In Canada •partnership vs vendor relationships - leasing increasing dramatically -total cost of ownership adopted - learning and teaching focused Kawartha Pine Ridge Study -Grade 3 Mathematics Review 1996-1998 - In April 1996 and 1998, all grade 3 students in the former Northumberiand and Clarington School Board participated in a mathematics review -Independent variables between 1996-1998 - 4-5 computers introducedIneach classroom to assist withmath -introduction ofcomputer softwaredesigned to assist teaching math - board inservicing of teachers on computerto assist teaching math 1999 January 26...23 - Key Rndings -Student Achievement • 60% of participating schools showed improvement in overall mathematic scores -mean increase in school scores for student achievement was 10.7% - significantimprovement occurred Inall5 strands and inall4 levels of performance,problem solving. 6. Rob Baldoc and Car!Kelly,representatives from Cisco Systems Canada Company, providedan overhead presentation entitled Network Evolution.The presentation focused on local area networks and wide area networks, and the relationshipbetween networksand educational resources.Trustees and the administration were alerted to accept accelerated change in network capacity and complexity, and the Board noted that future services such as video teleconferencing and distributed multi media'are now becoming cost-effective. P.SMITH, Chairperson The report is received on motion of Brock and Stewart. 21*B.Report of the Policy Working Committee Members C.Nurse,Chairperson W.Brock S.Peters J.Bennett (+2:35) R.Vaughan (+2:45) Reports: 1.No conflicts of interest were declared. 1999 January 12 2:30 p.m.-4:55 p.m. Administration and Others R.Murray J.Thorpe G.Treble A.White Q.Jazey J.McCullough M.Smith A. Hogg W.Scott 2. R.Murray,Superintendent of Education,chaired the meetingforthe election of the CommitteeChairperson. Trustee Nurse was elected Chairperson for 1999. 1999 January 26...24 3. The Committee discussed draft policies on Home Instruction,Pupil Representation on Board,Attendance/Safe Arrival of Students,Medical/Health Support for Students,and will report atthe Committee ofthe Whole meeting on February 09. 4. The Board at itsmeetingon 1998 October27,referred the policy on Community UseofBuildings,Facilities and Equipment (Rental andLease Agreements),back to the Committee for further consideration. The policy was reviewed and amended to reflect the discussion, (see recommendation 1) Recommendation: 1.Thatthe policy on Community Useof Buildings,Facilities and Equipment(Rental and Lease Agreements),(see page 31), be approved. C.NURSE, Chairperson The report is received and the recommendation is adopted on motionof Nurse and Brock. 21 -C.Report of the Special Education Advisory Committee Members J.Bennett,Chairperson C.Nurse J. Worthington (-2:45) H. Mezon (-2:20) C.Laine (+12:30) M.Tucker (-2:24) lil.Crawford (-2:30) P.Giliis P.Gallin N.Gooding C.Hawthorne L.Stevenson J.Dorssers 1999 January 05 12:15p.m.-2:50 p.m. Administration and Others P. Askey B.Greene B.Merifield L.Silvert J.Arnold S.Hurley J.McKenzle W.Scott Regrets:G. Hart, B.Giuiiano,E. Hager, A.Morse, R.Teichrob, L.Shainline Reports: 1.No conflicts of interest were declared. 1999 January 26...25 2.Chairperson Joyce Bennett introduced and welcomed everyone to the first meeting for 1999. 3. The minutes of the 1998 December 01 meeting were reviewed. 4.Chairperson Bennett advised that the SEAC Communication Sub Committee is to meet with Sam Galati,Communications Manager,later in January. 5. it was reported that Paul Mennill,Associate Superintendent,and Becky Menzles, Learning Supervisor,have been invitedto the February meeting to present Information pertaining to Secondary School Reform. 6.Chairperson Bennett introduced and welcomed Peter Askey.She advised that Peter has assumed the portfolio of Executive Superintendent of Program Services,as a result of the restructuring of the Administration. 7. Linda Stevenson,Learning Disabilities Association,presented an update from the SEAC Steering Committee.The committee is currently preparing a draft plan that contains recommendations pertaining to programs,services and placements for exceptional students for presentation at the February meeting of SEAC.The ciiterla for the formal identification for the category of mildly intellectually disabled (Generalized Learning Difficulties),was revised in accordance withthe Ministry's definitions and categories.The next meeting of the Steering Committee is to be held Wednesday,January 13. The revisions ofthe criteriaforformalidentificationforthe category ofthe mildly intellectually disabled studentwere reviewed,discussed,and supported.Itwas suggested that this matter be reviewed again at the February meeting for the benefit of absent members. (see recommendation 1) 8.Judy Arnold and Sandra Hurley,Learning Supervisors,provided an overview of the new Provincial Report Card Grades 1 • 8,as it relates to special needs students.The procedural guidelines used for addressing special needs for formally and informallyidentified students were reviewed. A question and answer period followed. Itwas noted that inservice sessions for the new Provincial Report Card (Grades 1-8)will be ongoing to provide principals and teachers with clear guidelines during the implementation process. 1999 January 26...26 It was emphasized thatthe involvement of parents is essential to ensuring a clear understanding ofthe expectations ofthe grading definitions.Members were invited tosubmit any further suggestions/input to Judy Arnold (452-2531) orSandra Hurley (452-2322).Itwassuggested thatany individual Associations wishing to have a presentation ofthe new Provincial Report Card should contact eitherJudy Arnold or Sandra Hurley,ProgramServices. 9.Brian Greene,Executive Superintendent of Business Sen/Ices, and Jim McKenzle,Managerof Finance,provided a review ofthe Special Education component ofthe 1998/99 Budget. Alengthy discussion period followed. 10.The Parent SurveyAnalysiswas tabled tothe 1999 February 04 meeting. 11.Inresponse to a discussion pertaining tothe specialeducationcomponentof the Secondary School Reform,Linda Stevenson,Learning Disabilities Association,suggestedthat she is considering gatheringgrassroots information for presentationat a subsequent meeting. Itwas agreed that Paul Mennill, Associate Superintendent, be informed ofany actionorrecommendations that SEAC may suggest. 12.The Committee met in Forum. Recommendation: 1.That the criteria for formal identification for the category of mildlyintellectually disabled,as set out below,be approved. Mildly Intellectually Disabled(Generalized Learning Difficulties) cognitive functioning within the range of1or2standard deviationsbelow the mean,and; academicachievementthatisgenerallyconsistent orbelowwhatwouldbe predicted based on an assessed levelofcognitive functioning.- DevelopmentallyDisabled cognitive functioning lowerthan 2 standard deviations belowthe mean; academic achievement that is generally consistent with what would be predicted based on assessed level ofcognitivefunctioning; significant wea)<nesses in areas ofadaptive function (i.e.limitations Intwo or moreofthe following critical adaptive areas:communication,self-care, home living,social skills,community use, self-direction,health and safety, functional academics,leisure,and work). A 1999 January 26...27 Include also:for some students whose IntellectualfunctioningIswithinthe lower part ofthe borderlinerange and who have significant weaknesses in areas of adaptive function,the category "Developmentally Disabled"maybe deemed to be most appropriate. J.BENNETT, Chairperson The report is received and the recommendation is adopted on motionof Brockand Hart. 21*D.Report of Ad Hoc Committee on Response to Education Improvement Commission re:Trustee Elections Recommendation: That the following be forwardedtothe EducationImprovementCommission in response to theirMemorandumonTrustee Elections: (I)from within the CityofLondon, two trustees be elected ineach of(a) Wards 1 &7; (b)Wards 2 &3; (c)Wards 4,5 &6, recognizingfuture growth; (II)the representation from Elgin,Oxford,and Middlesex remain unchanged. Report: A Memorandum dated 1998 December 18 was received from the Education Improvement Commission (EIC)Informing boardsthatjhe Commission is conductinga focussed reviewofthe 1997 provincial trustee electionwitha viewto providingadvice tothe MinisterofEducation and Trainingforthe year 2000 election. Giventhe magnitude of changes that affected school boards over the last few years, the Commission Is providing boards with an opportunity to provideinput. In 1999 January, the EICwill holdconsultations with interested school boards and provincial stakeholder associations to discuss these Issues.Recommendations will be submitted to the Minister bythe end of 1999 February. The review will focus on two areas: - Are there any minor anomalies inthe current trustee distributionthat could be overcome to address representational inequities? Were there operational problems with the last trustee election that should and could be addressed for the next election? 1999 January 26...28 Asa follow-up tothe Memorandum,an informal meeting washeldonJanuary 19,to review the distribution oftrustees in London for future elections.A report prepared bythe Planning Officer,outlining the population oftheseven wards in London and the associated family of schools, was reviewed. A survey ontrustee representation from major Ontario cities wasalsoreviewed. The Committee meton 1999 January 26,and TrusteeJaffewas elected as Chairperson.The Committee reviewed the information provided and concluded that it would be better to have schools,parents and taxpayers relateto specific trustees In their ward,ratherthan having the six London trustees represent the entireCityof London. It was agreed to disband the Committee now that its work has been completed. P.JAFFE, Chairperson The report is received andthe recommendation Isadoptedona poll voteas follows: YES Jaffe,Peters, Schuyler,Hart,Bennett,Hunter,Wice,Stewart,Brock NO Vaughan,Nurse 21-E.Report on the Ontario Public School Boards'Association (OPSBA) Trustee Wicereportsthatthe OntarioPublicSchool Boards' Association will be conducting a Public Education Symposium on 1999 January28-30atthe Sheraton Centre HotelinToronto. AFunding Model paper isto be distributed and issues surrounding Year 2000 compliance,SecondarySchool Reform and teacher shortages are to be discussed. The report is received on motionofWice and Nurse. 21-F.Report of the Committee of the Whole 1999 January 26 Reports: 1.No conflicts of interest were declared. 2. The Committee met in-camera from 5:00 p.m; to 6:25 p.m. and from 9:20 p.m. to 10:07 p.m.and discussed confidential personnel,compensation, and other matters. 1999 January 26...29 Recommendations: 1.That the motionsapproved at the in-camera session 1999 January 26, related to(a)an administrative appointment and(b)awidearea network contractaward, be adopted and reported Inthe 1999 January 26 minutes (see below). (a) That In accordance withthe Interim PromotionalPractices: Selection Procedures and Appointmentof Principalsand Vice Principals,the following candidate be approved to be added to the "pool"for appointment to the position, Vice-Principal,Elementary Schoois: Cathy Johnston (b) That the Board enter intocontract negotiationswith Bell Canada for the provision of Wide Area Network connectivity consistentwith Bell's response to the Board's Request for Proposal. 2. That the resignation to retirementfor GloriaHales, an elementary teacher, be accepted under the mutual consent clause, effective 1999 March22. P.JAFFE, Chairperson The report is received and the recommendations are adopted on motion ofJaffe and Bennett. MOTIONS •NOTICE OF WHICH HAS BEEN GIVEN 22-A.None at this time ADDITIONAL BUSINESS 23-A.None at this time COMMUNICATION: 24-A.Received 1998 December 23 from David Johnson,Minister of Education and Training,responding tothe Board's letterregarding average class sizes and exclusion of Junior Kindergarten and Kindergarten classes from the aggregate class size count. Received on motion of Brock and Wice. 1999 January 26...30 24-B.Received 1999 January 07 from Peter Moffatt,Director of Education,Grand Erie District SchoolBoard,asl<ing the Board'ssupportofhisletterto Premier Mike Harris regarding a resolution passed at its meeting of1998 D@cember 14,requesting thata rural school funding modelbe developed recognizing the unique nature ofruralschoois inOntario. Received on motion of Brock and Wice. 24-C.Dated 1999 January 14 fromTerry Smith, Executive Assistant,Chippewas of the Thames Board of Education, advising that Gina McGahey has been nominated as their representative on the Special Education Advisory Committee for the remainder of the three-year term. Approved on motionof Brockand Wice. ADJOURNMENT The meeting adjourns at 10:09 p.m. on motionof Brockand Vaughan. ):CONFIRMED: Chairperson 1999 January 26...31 ITEM21-B. Thames Valley District School Board POUOY. Title COMMUNITY USE OF Policy No. BUILDINGS, FACILITIES AND EQUIPMENT (RENTAL AND LEASE AGREEMENTS) Department OPERATIONS SERVICES Status APPROVED Reference(s)Effective Date 1999 01 26 The Board will make available to the residents of the Thames Valie/DistrictSchool Board its schools,facilities and equipment.This availability will be made with the provision thatthereisno additional costtothe Board.Theuse ofsuch facilities should notimpactthe regularschool programor the security/maintenance ofitsproperties.All school related functionsshall have priority over rentals. Anyrentals or leases will be arranged through the school. Where an organization wishes to rent more than one site, such arrangements should be made through the Community EducationCentre. The Board does not support the consumption ofalcohol when under age students are present. Any application fora specialoccasion permit musthavethe approvalofthe Principal, in consultation with the local School Council.Students are not permitted to be a part of the event or in the area covered by the permit. However,students under the supervisionofparents or with parentalapproval,are permittedtoparticipateinthe area or during the hours covered by the permit. Events at Boardofficesand non-regularday school facilities will requirethe approval ofthe Executive Secretary ofthe Board or office supervisor,as appropriate. CLASSIFICATIONS: The following shallbe administeredbythe Principalfor schoolsites, bythe Office ofthe Executive Secretary forthe Board Office (Education Centre), and bythe appropriate Office Supervisor forother non-school sites. The priority availability ofbookings shall be generally: GroupA SCHOOL RELATED,School Council,Home and School or similar associations and local community groups directly related to the co- curricularprovisionsofschool activitiesor students ofthe school. 1999 January 26...32 Group B STUDENT RELATED COMMUNITY GROUPS involving or run by local community members involved v^ith youth groups,Boy Scouts/Girl Guides, 4H Clubs,Cadetsand Bible Schools or similar groups.Thiswould include Day Care,Before and After School Programs and Nonprofit Organizations, such as Cancer Society,Health Unit. Group C LOCAL STAFF/PARENT COMMUNITY INFORMAL GROUPS which may havea reasonable admission/participation chargepaidbythe participants. This would Include groups ofparents orlocal community members who are associated with the local school or schools. Group D COMMUNITY AT LARGE GROUPS AND FUNCTIONS which may have an admission charge,a participation costorfee,orare funded byagencies which include rentalof facilities intheir planning.Included by similarity would be Rate Payers Groups,Cultural or Athletic Groups if local tothe school area.Church groups.Provincial Associations, Federal/Provincial/Municipal Government DepartmentsorAgencies. Group E COMMERCIAL functions sponsored ormanaged bycommunity members orgroups who are running the function to raise money or charging afee with intent to fund this organization.In this category examples would be public concerts,non-Board training,leadership or educational programs run by non-Thames Valley District School Board directions and municipal events. Administered By PRINCIPALS,Board Resolution 21-B(1) EXECUTIVE SECRETARY,Date 1999 01 26 OFFICE SUPERVISOR Date of Last Amendment