11/23/1999 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
AGENDA FOR REGULAR MEETING,1999 NOVEMBER 23
The Board meets in regular session on the above date inthe 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 a public
session at 7:00 p.m.
O"CANADA -ANNANDALE GRADE 9 BAND.TILLSONBURG
PRESENTATION BY ST.THOMAS FIRE DEPARTMENT
OFFICIAL RECORD
103-A CONFLICTS OF INTEREST
CONFIRMATION OF MINUTES
104-A Minutes of the Regular Board meeting,1999 October 26
104-B Minutes of the Board meeting,1999 November 09
REPORTS FROM THE ADMINISTRATION
105-A Director's Announcements
105-B Departmental Updates
1D5>C Business Services-Tendersfor Additions to F. D.Roosevelt,
Masonville,and Oxbow Public Schools
105-D Business Services -1998-99 Rnanclal Projections
105-E Woodstock Elementary School Accommodation
-Phase 2 Restnjcturlng
REPORTS OF COMMITTEES
106-A Special Education Advisory Committee,1999 November 02
106-B Report of the Committee of the Whole,1999 November 09
106-C Report of the Committee of the Whole,1999 November 23
MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN
107-A None at this time
approve separate
approve separate
receive verbal
receive pages 4 - 22
approve pages 23 - 25
receive pages 26 - 29
approve pages 30 - 63
receive pages 64 - 66
approve pages 67 -83
verbal
ADDITIONAL BUSINESS
108-A Ontario PublicSchool Boards' Association - Update receive verbal
COMMUNICATION
109-A The Association for BrightChildren - SEAC Representation approve page 84
NOTICE OF MOTIONS
QUESTIONS BY MEMBERS
GOOD NEWS ITEMS -"Did you know..."
ADJOURNMENT
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING,1999 NOVEMBER 23
The Board meets in regular session on the abovedate inthe Board Room at the
Education Centre, meeting in Committee of the Whole, in camera at 5:00 p.m. on
motion ofBrockand Wice,followed bya public session at 7:00 p.m. The following are
in attendance:
P. Smith,Chairperson J. Hunter
R.Vaughan H.Wice
S.Peters D.Stewart
G. Hart (+6:00)C. Nurse
J.Bennett
also:
J.Laughlin J. Thorpe
P. Askey P.Mennill
P.Gryseels R.Trahan
B. Bryce J. Empringham
B.Greene R.Murray
C. Murphy G. Treble
M.Sereda L.Peck
G.Jazey
Regrets:P.Jaffe
ANNANDALE SCHOOL GRADE 9 BAND,TILLSONBURG
The appreciation ofthe Board isextendedtothe studentsofthe Annandale School
Grade 9 Band,and conductor Kathryn Steer, forleading inthe singingof"0 Canada"
and bringing musical presentations.
ST.THOMAS FIRE DEPARTMENT PRESENTATION
Rre ChiefRoyLyons,and FirePreventionOfficerWayne Dunn,ofthe St.Thomas Fire
Department,presenta limited edition printbyartistBrendaCarter entitled,"Sparkythe
Protector",tothe Board. The presentation ismade tothe Boardforitsinvolvementwith
the pilot program "Risk Watch",which provides elementary students with
comprehensive injury prevention training.
OFFICIAL RECORD
We regret to record the death ofthe following four students:MarkToonders,a 16-year
old student at Glencoe DistrictHighSchool, on 1999 October 27;Kelly Cubberley, a
17-year old student at Ingersoll District Collegiate Institute,on 1999 November 03;
Dennis Dodge,a 15-year oldstudent at West Elgin Secondary School, as a result of
a boatingaccident in1999August;Jason Bissillion,a 15-year old student at Ingersoll
DistrictCollegiate Institute,on 1999 November 19.'
We also regretto recordthe death ofstaffmember, A.Gertrude Jacques,formerHead
Secretary at Sir Winston ChurchillPublicSchool, London, on 1999 November 06.
P.Schuyler (+7:00)
W.Brock
J.Townshend
A.Deathe (+7:00,-8:30)
P.Durin
J.McKenzie
K.Bushell
S.Galati
S.Christie
A. Hogg
S.Lunddgan
1999 November 23...310
103-A.No conflicts of interest are declared.
CONFIRIVIATtON OF IVIINUTES
104^.The minutes ofthe Regular Board meeting,1999 October 26,are approved
on motion of Brocl<and Hart.
104*B.The minutes of the Board meeting,1999 November 09,are approved on
motion of Brock and Hart.
REPORTS FROIWTHE ADR/IINISTRATION
105*A.Director's Announcements
DirectorJ.Laughlin reports that on Saturday,1999 November 20, he had the
honour of lightingthe Trees to Treasure"display at Masonville Mall.This
program,sponsored bythe MayCourt Club,helps support and fund nutrition
programs in local schools.Proceeds from last year's program benefited
forty-eight elementary schools,and ten breakfast programs.
The report is received on motion of Townshend and Stewart.
105-B.Departmental Updates
The Administration present departmental updates on the following issues:
Business Services
- B.Greene appointed to 2 year term withthe Board of Directors of the
Ontario School Boards'Insurance Exchange (OSBIE)
-Met with area MPPs to discuss matters of mutual concern
-MeetingwithCityofficials re:FarquharsonArenaand joint-use agreement
-Continued progress on the Strathroy Multi-Use Project
•Develop a long-term fiscal planning process
-1998/1999 audit by Deloitte&Touche nearing completion
-1999-2000 budget allocations for staff development
-OctoberSI enrolmentcounts being calculatedforrevisedgrantestimates
-Year 2000 compliance for Quicken software packages
- Ongoing effortin Payroll Services to standardize payrolifunctions
-Pay Direct system for retirees'benefit billingsin place
-1998/1999 School Renewal Program Projects completed
-Implementation of 1999-2000 School Renewal Program
>FacilityAudit results incorporated in 1999-2000 School Renewal Program
- Participation in area study committees re: building alterations/additions
-Tender stage completed forOxbow, Roosevelt, and Masonvilleprojects
- Edulog mapping for the Valley;London, and Elgin data completed
- Common bus operator agreement forthe Board being discussed
-Transportation Department awaiting new funding model from Ministry
1999 November 23...311
Director's Services
- The Director continues to visit schools,meeting withstaff and students
-Meetings with Ministry officials on numerous provincial issues
-Chairperson hosted a meeting with local MPPsre:various issues
-Preparations forthe Board Inaugural on 1999 December 14 underway
-System-wide postalissues addressed byCentralRecords
-1999-2000 school audit schedule has commenced
- Intemal Auditinformation sessions given to families of schools
- Internal Audit presentation to new administratorson November23
-Assisting Deloitte and Touche year end financial statement audit
-Woridng on InternalAuditobjectivesfornextseveral years
- Reporttothe Community being distributed and posted onthe website
-Template developed for system brochures
- Revisionsto website progressing, new looklaunched byyear end
-Second issue of"Unto", the monthly newsletter being widelydistributed
-Strategic process of a system-level development activity
- Board participated in Take Our Kidsto Wori<Day"on November 03
- FacilitySen/ices inservicing on Attainment ofthe Vision
-Follow upto EducationQualityand Accountability Office (EOAO)and
assessment at Southdale and Westfield P.S.begins
- Thirty-fourteaching/support staff in Introductionto Leadership session
- New Administrators group focus on problemsolving/decisionmaking
- AdministrativeMentoring Program details given to interested parties
-Communicating with Parents - focus ofnext new teacher inservice
-Teacher sessions on Non Violent Crisis Prevention Interventions held
Human Resource Services
-Directory of School Council Chairs postedonthe weT)site
-Discussions held to promote School Councils for three schools
- School Councilinput on area ofAttainment ofthe Vision and handbook
- Future meetings re: School Councilinput on Secondary School Reform
- Community reps to sit on Grade 10 Reading and Writing Task Force
-Benefits re-enrolment of all staff to Manullfe Financial being completed
- Newpay direct, travel assist cards and wallet certificates being issued
-Infonnation package on new carrier being prepared for retirees
-Occasional Teacher (OT)interviews inboth panels completed
- Currently909 names on OT elementary list,446 on OT secondary list
- OT shortage in some subject areas,v^ll review applications
-Plans underway to use the Apply to Teach Network next year
-Teachers'Joint Occupational Health and Safety Committee has met
- Airtesting of all relocated portables inthe system has been completed
- Principals' input sought on an incident/accident reporting procedure
1999 November 23...312
Operations Services
- PD sessions to improve student learning through school growth plans
-Focus on correlation between EQAO results and school results
-School-based data for October 31 is being summarized
- School renewal projects forthe summer 2000 discussed with schools
• Administration reviewing school accommodation reports
- Approval sought for successful bidders on the school addition tenders
- Strathroy Building Design and Program Coordinating Committee
-Trillium Student Administrative System roll out into elementary schools
- EQAO school summaries shared with parents
-Portable Protocols Committee formed to recommend portable testing
- Safe Schools implementation completed
-Superintendents reviewed all safe arrival procedures for their schools
Program Services
- The Ministry of Education and TVOntarioproducing a video series-
- Provincial Partnership Council established to create jobs for students
- Rrst set of secondary provincial reportcards sent to grade 9 students
- Science &Technology Resource Sample Paci(s distributedto schools
-Ministry licenced geometry software,"Geometer's Sketchpad"
- A new CD of grade 1 • 8 Social Studies resources
- Manual re:Ecosystems Poster,will soon be on the website
-Secondary Subject Associations are meeting regulariy
-Electric Library Canada subscription purchased forallBoardschools
- Grade 10 Test of Reading and Writing System Task Force established
-Foundations for a Caring Learning Community session forstaff
-"Strategies for Success:The lEP Engine" training ongoing
-Three-day workshop held for Itinerant Gifted Program students
- Draftdescriptionon Roleofthe LearningSupport Teacher developed
- Harmonizationof Speech and Language Sen/ices ongoing
- Counselling and Attendance Ser\nces,Social Service Workers
-Year 2000: two emergency preparedness teams established for Board
- Year 2000: contingencyplans formission critical functions identified
- Special Education equipment inventory lists are Year 2000 compliant
-Assessment of Technological Studies equipment is 85%completed
-Removal of Year 2000 non-compliant instructional software in progress
-Wide Area Network installations have 32 sites now on line
- Year 2000 telephone system upgrades completed in 32 schools
The reports are received on motionof Brockand Stewart.
1999 November 23...313
105>C.Business Services -Tenders for Additions to Oxbow,Masonviile,and
F.D.Rooseveit Pubilc Schools
On 1999 October 12,presentations weremadetothe Board forthedesign
ofthe proposed additions and renovations to F.D.Roosevelt,Masonviile,
and Oxbow Public Schools.The Board approved Administration's request
toproceedtotenderatthe 1999October 26 Board meeting and report bacl^
tender results and related recommendations to the Board on 1999
November23. Therecommended pricesIncludethe base bidand applicable
alternate and separate prices forthe projects, excludingGST.
Totalcost ofthe three projectsis$7 246 507whichis $318 818 or4.6%over
the estimated constructionbudget presented to the Board on October 12.
The recommended price for Masonviile P.S. includes a CCTV system,
costing$24500 which will befunded from currentschooloperationbudgets.
Construction to commence on or about 1999 December 01,with substantial
completion by 2000 August 18.
Recommendations:
1.That the tender from Southside Group of Companies for $2 313 621
(excluding GST) for the addition and renovations to Oxbow Public
School be accepted and that the Board enter into a contract with
Southside Group of Companies for the project.
2.That the tender from Southside Group of Companies for $2 558 263
(excluding GST)forthe additionsand renovationsto Masonviile Public
School be accepted and that the Board enter into a contract with
Southside Group of Companies for the project.
3.That the tender from Bronnenco Construction Ltd. for $2 374 623
(excludingGST)forthe additions and renovations to F.D. Roosevelt
PublicSchool be accepted and that the Board enter into a contract with
Bronnenco Construction Ltd.for the project.
The report Isreceived and the recommendations are adopted on motionof Townshend
and Wice.
105>D.Business Services 1998-1999 Financiai Results
The Administration presents the following overview of the 1998-1999
financial results.
1999 November 23...314
The audit of the 1998-1999 financial statements by Deioitte &Touche is
nearing completion. As part of this process,a high levei overview of the
financial results for this past year and an analysis of the variances from
budget is provided. It is intended to provide the Trustees with a
comprehensive budget detailprintoutofour accounts,simliartothat received
duringthe recent budget process.Various Ministry schedules (\.e.variance
analysis) and other financialreport informationwill be expanded upon at the
1999 December 21 meeting, when the external auditors mil make their
presentation to the Board.
The 1998-1999 Statement of Operations for the Board outlines the actual
revenues and expenditures for tlie fiscal period 1998 September 01 to 1999
August 31,as compared to budget (see page 317). The following is an
analysis of the variances for both the revenues and the expenditures,and
focuses on the most significantfactors impacting the Board's revenues and
expenditures during this past year.
Revenue Analysis
Student Focused Funding Grants
Sincethe majority ofourfundingisdetivedfromthe student focused funding
model, our review willlook first to these changes.Compared to budget,
revenues from the student focused funding grants are $4.8 million less than
budgeted.The most significant factor affecting these grants is enrolment.
Since ourregular dayschool enrolment was approximately440 FTE students
lowerthan the originalprojection,the grants were negatively affected by$2.5
million across a number of grant categories.Other grants coming in lower
than projected, included the language grants ($1.4 million),debt charges
($1.2 million)and the one-time funding forretirement gratuities ($0.6 million).
Some good news, however, is that enrolment in continuing education
programs was approximately 470 FTE students greater than originally
projected,generating an additional $0.9 million ingrant revenues.
The impacton the language grants was feltintwo areas;first,the funding for
French language instruction,where lower numbers of students receiving
French language instruction caused a decrease of $0.6 million,and the
second,the fundingforESL where there was a decrease of$0.8 million,due
to the government firming up their choice of source data to be used in the
new model's calculation,subsequent to our original budget estimates.
Although thefunding forthe debt charges was less than originallyanticipated,
the decrease infunding is directlyrelated to the savings on the expenditure
for capital interest. This is one of those situations where the reduced
revenue is offset by the expenditure saving and there is no impact on the
bottom line to the Board.
The one-time funding for retirement gratuities was impacted by the f^inistry
issuing the Board's final approval for this funding subsequent to the budget
estimates being completed.
1999 November 23...315
This funding was intended to support extraordinary expenditures incurred in
1997-1998 as a result of the retirement window announced at that time,it
was notintendedtooffsetcurrentyear expenditures forretirementgratuities.
Prior Years Grant Adjustments
Once again,the Board has been impacted bythe Ministry completing its
review of the former jurisdiction's 1995/1996/1997 financial statement
pacltages.Themostsignificant adjustment inthe totai adjustments of nearly
$1.1 million isforcapital funding,claimed twice byoneofthe former boards,
once as partofthe directcapitalgrant plan and also as partofthe regular
grantsas a claim through the recognized extraordinary grant calculation.
Nowthat the Ministry has reviewed all butthe 1998 stub year statements,we
do not anticipate any large adjustments inthe future.
Other Revenues
There are two significant variances on the report with respect to other
revenues.The first,isthe transportation recoveries fromother boards being
higherthan anticipated by$0.2 million which shouldnotbe viewed in isolation
fromthe fact that our transportation expenditures were over budget,as you
will see later on in this report.
The second variance worth mentioningisthat ofthe miscellaneous revenues
category. Thisgroup of revenues accounts fora $2.7 million increase from
the original budget.The most significant items inthis category Include: an
allocation of close to $1.0 miilion more than anticipated to interest income
because offavourable interest rates forborrowing;capital proceeds fromthe
sale ofvarious properties of$0.6 million whichmust be allocated to reserves
by Ministry regulation;the balance froma varietyof sources including writing
offa liability provision in last year's financial statements originallyset up as
part of the amalgamation process;the settling of various prior period
insurance claims;and,an adjustment to warehouse inventory.
Expenditure Analysis:
Salaries
The salary a^unts have an overalldeficitof $1.4 million whichIsa result of
a varietyoffactors. Withthe Board operating withmultiple teacher collective
agreements forpart ofthis past year,the practice forcallinginan occasional
teacher varied between the former jurisdictions.Withthis complication and
noone approved process forthe 1998>1999 school year,expenditures inthe
supply teaching accounts exceeded budget by $1.0 million.The board also
has a special education funding problem which can be seen Inthe salary
accounts for educational assistants where the deficit for this past year was
$1.6 million.
The continuing education instruction budgets had a deficitof$0.6 million,but
this Is offset by the additional revenue'generated from the increased
enrolment inthe program.Non-classroom salary accounts includingschool
administration.Board administration,and school operations (facilitysen^ices)
personnel generated a surplus of $1.3 million.
1999 November 23...316
Benefits
Savings totaiiing $1.5 miiiion were experienced overaii in the benefit
expenditure accounts.Two areas withsignificant savings were a result ofthe
OMERS budget of$2.6 million going untouched,and lowerthan anticipated
expenditures in the Workplace Safety Insurance Board (formerly WCB)
account of $1.0 million.IHowever the Board's cost of health benefits
exceeded the original budget projection by$0.5 million and gratuity payouts
exceeded expectations by $1.6 miiiion,as staff continue to take advantage
of the government's retirement window.
Utilities
The Board continues to experience savings across all utility lines as a result
of ongoing energy management and conservation initiatives.Savings in
1998-1999 amounted close to $1.9 million.
Supplies &Services/Furniture &Equipment
The budgetsurplus accumulated between these two areas amounts to$6.8
millionwith the school accounts making up in excess of $5.5 millionof this
total. It has been the Board's practice in the past,to allowthe schools to
carry forward these unspent budget funds so that the urge to spend their
budgets unwiselybeforeleaving atthe end ofthe school year does notoccur.
As you can see,school administrators have moved away fromthe "spend it
or you'lllose it"practices of years gone by, and are careful to ensure their
spending supports school growth plans and Individual school initiatives.
Transportation
Thetransportationlineis$0.5 million overbudget and can be directlytied to
our "home to school"transportation costs.The Board should keep in mind
that additional revenues as described earlier in this report of $0.2 million
somewhat offset this, leaving a net cost increase of $0.3 million.
Operating Interest/Capital Interest &Debenture Debt
Savingsof$0.5 million and $1.2 million respectivelycan be directlyattributed
to lowerthan predicted borrowing costs.As was described inthe revenue
analysis, the savings on the capital interest line is directly offset by a
reduction inthe Ministry grant forcapital debt charges and therefore there is
no impacton the bottomlineto the Board. The operating interest savings,
however,are tnje savings.
School Renewal
The savings on the school renewal budget line must be put into a pupil
accommodation reserve fund by Ministry regulation.The actual amount
transferred to reserves is the difference between the final grant calculation
and the actual expenditures,thus the sllgtit difference between the surplus
indication on the financial statement and the recommendation for the transfer
to resen/es.
1999 November 23...317
Transfers to Reserves
Administration isrecommendingthe Boardapprove the transfers to resen/es
based on the 1998-1999 financial results.
1998-1999 FINANCIAL STATEMENT OF OPERATIONS
Revised
Budget
Year End
Actuals
%Variance
Surplus/
(Deficit)REVENUE CATEGORIES
MINISTRY OF EDUCATION
^MUNICIPAL:
Student Focused Funding Grants 511 315 077 506 508 451 99.1%(4 806 626)
Capital Project Grants 2 264 176 2 264176 100.0%0
School Board Restructuring
Grants
8 723 391 8 723 391 100.0%0
Prior Year Grant Adjustments 0 (1 061 415)0.0 (1 061 415)
Subtotal 522 302 644 516 434 603 98.9%(5 868 041)
OTHER REVENUES:
Other Federal /Provincial Grants 1 505 096 1 505 096 100.0%0
Tuition Fees -First Nations 1 356 917 1 354 035 99.8%(2 882)
Tuition Fees -Individuals 37 205 42 945 115.4%5 740
Transportation Recoveries -Other
Boards
960 634 1 190140 123.9%229 506
Transfer from Reserves 870 000 870 000 100.0%0
Miscellaneous Revenues 2 734 686 5 409 389 197.8%2 674 703
^Accumulated Surplus -Prior Years 0 4 980 417 0 4 980 417
Subtotal 7 464538 15 352 022 205.7%7 887 484
TOTAL REVENUES 529 767 182 531 786 625 100.4%2 019 443
EXPENDITURE CATEGORIES
Permanent Salaries 355 863 408 355 071 774 99.8%791 634
Non Permanent Salaries 12 956 987
15165 701 117.0%(2208 714)
Benefits 48 007 130 46 545 458 97.0%1 461 672
Utilities 11 750 000 9 870 410 84.0%1 879 590
Supplies &Services 37 280 690 33 015 662 88.6%4 265 028
Furniture &Equipment 11 324 559 8 775 496 77.5%2 549 063
Transportation Contracts 23 192 504 23 697 577 102.2%(505 073)
Operating Interest 725 000 234 855 32.4%490 145
Capital Expenditures 2 264 176 2 264176 100.0%0
Capital Interest &Debenbjre Debt 17 850 823 16 609 950 93.0%1 240 873
School Renewal 8 251 905 7120 715 66.3%1 131 190
Provision for Reserves 300 000 900 000 300.0%(600 000)
TOTAL EXPENDITURES 529 767 182 519 271 774 98.0%10 495 408
1999 November 23...318
REQUIRED TRANSFERS TO RESERVES:
Working Funds -Scliool Budgets (Boardpractice)$511 870
Worldng Funds'General 170 988
PupilAccommodation - School Renewal (Ministry Regulation 446/98) 1 073 780
Capital Proceeds -Sale of Properties (Ministry Regulation 446/98)646 394
Pupil Accommodation-Accumulated Surplus(Boardapproved March 1999)4 980 417
ACCUMULATED SURPLUS I (DEFICIT)131 402
Recommendation:
1. That the following transfers to reserves based on the 1998-1999
financial results,be approved.
Reserve Fund .,.Purpose Amount
Working Fund Reserves School Budgets $5 511 870
Working Fund Reserves Board Surplus 170988
PupilAccommodation School Renewal ^072 780
Proceeds of Disposition .Future Capital Projects 646394
OtherCapital Future Capital Projects 4 980 417
The reportis receivedand the recommendation is adopted on motionofStewart and
Brock.
105-E.Woodstock Elementary School Accommodation •Phase IIRestructuring
When the Board approved the 1999-2000 budget, an amount for school
renewal of $9 196 292 was approved.Atthe 1999 November 09 meeting,
the Boardapproved a school renewal program of$7 450 000. This leaves
a balance of$1 746 292, available inthe pupil accommodation resen/e fund.
The Administration presents the followring reportonthe progress todate, with
respect to restmcturingelementaryschools inWoodstock,as a resultofthe
Area Accommodation Study Committee Report, received by the Board in
1999 April.The Committee'snine recommendations were approved bythe
Board on 1999 June 22.
Amongthe ninerecommendations,the WoodstockElementarySchoolArea
Accommodation Study Committee endorsed the introduction of a JK to
Grade 8 organization model for Eastdale,SouUiside,Oliver Stephens,
Springbank,Hillcrest,D. M. Sutherland, Northdaie, and Central Public
Schools.
1999 November 23...319
It was estimated at the time of tabling the report, that the costs for
renovations would be approximately $500 000; the actual amount is
approximately $611 000.With respect to funding this expenditure,it is
recommended the $611 000 be paidoutofthe pupilaccommodation reserve
fund and thus not require debenturing.
School Projected Cost
D. M.Sutherland P.S.$210 640.80
EastdaleP.S.87 451.40
Hillcrest P.S.94 292.82
Oliver Stephens P.S.107 974.88
Southside P.S.38 217.72
Springbank P.S.72 765.19
Total $611348.81
Fundingforother expenditures related tothe implementationof Phase II will
be paid out of current operational funds.
The majority of the renovations are with respect to JK/SK classrooms,
however, the report also includes a proposal for four new gymnasiums.
Facility Services and Program Sen^ices are worldng together to review
standards for gymnasiums,along with an assessment of the cun'ent status
of gymnasiums In the schools. It is anticipated that this review will be
completed in2000 January,and the status ofthe fourgymnastums proposed
in the Woodstock area will be included in the review.
Recommendation:
1.That$611 348.81 be transferred fromthe pupil accommodation reserve
fund to be used for the renovations related to the Woodstock
Elementary School Accommodation needs.
The report is received and the recommendation Is adopted on motion of Hart and
Stewart.
1999 November 23...320
REPORTS OF COMMITTEES
106-A.Report of the Special Education Advisory Committee
Members
L Stevenson,Chairperson
0.Nurse
J.Bennett
A.Morse
P.Gallin
B.Hurwitz
Q.McGahey
E.Hagar
M.Tucker
J. Worthington
P.Gillis
N.Gooding
L.Vince
1999 November 02
11:45 a.m.-3:20 p.m.
Administration and Others
P.Askey
B.Merifield
G.Minaker
P.Peterson
R.Salazer
H.Mezcn
0.Laine
W.Scott
Regrets:0.Hawthorne,J.Townshend,R.Teichrob,L.Shainline
Reports:
1.No conflicts of interest were declared.
2.The agenda was confirmed.
3.The minutes of the 1999 October 05 meeting were reviewed.
4. itwas requested that members ofthe MediaSub Committee confirm meeting
dates following today's meeting.
5. In response to SEAC's recommendation of 1999 October 05, a letter was sent
to the Minister of Education from the Chairperson of the Board and the
Executive Superintendent ofProgram Sen/ices,expressing concern regarding
the inadequacies of the funding model In supporting the needs of special
education programs and services across the district,and requesting a review
ofthe Intensive Support Amount (ISA)funding for the year 2000 and beyond.
Copies ofthe letter were distributed.
6. Itwas reported that a letterwas sent fromthe Chairperson ofthe Board and the
Chairperson ofSEACtoLynn Ziraldo,Chairperson,Minister'sAdvisoryCouncil
on Special Education,expressing concern regarding the lack of funding to
support the transportation of students to respite care centres withinour district.
7.Rosine Salazer,Coordinator,Speech and Language,provided an overview of
the restructuring of Speech and Language Services across the district.Copies
of a chart entitled Speech-Language Pathologist/Student Ratios byArea were
distributed.It was reported that the total complement of Speech-Language
Pathologlsts is presently 19.8 with a 0.6 position unfilleduntil 1999 December.
1999 November 23...321
During the discussion,information was requested regarding the number of
students receiving speechand language services inour Board,the number of
students receiving sen/icesatthe Community CareAccess Centre,andthe role
and responsibilities ofthe Communication DisordersAssistants.
8. As a follow-up to the Early Literacy Program presentation provided at the
meetingof 1999 October 05, a video was viewed.
9. Itwas confirmedthat the meeting dates of2000 January 18 and February 15,
are to be additional meetings for SEACto examine identified and emerging
issuesindepth.In ordertoraisetheawarenessofSpecialEducation within the
community,itwasrequestedthatthe Communication Sub Committee consider
a date and venue forconductinga community information night.
Following a discussion regarding an article that appeared in the local
newspaper containing several inaccuracies pertaining to the integration of
special educationstudents Ina regularclassroomsetting,itwas agreed that
SEAC would be best served by having individual Associations respond to the
article witha letter of clarificationto the Editor. The importance of raising the
awareness level ofthe community regarding inclusion was reaffirmed.
10.Patty Gillis,Integration Action Group, provided an oven^iew of Inclusion, a
process inwhich disabled childrenand adults have the opportunitytoparticipate
fully inallcommunityactivitiesofferedto people whodo not have disabilities.
Resource information was distributed.
The importance ofensuring that the professional development initiativesforall
staff include a special education component that recognizes inclusion as part
of the full spectrum of programs and services,was emphasized.
11. A Steering Committee consisting of Linda Vince, Patty Gillis,Becky Hurwitz,
Linda Stevenson and Joyce Bennett was established to develop a woridng plan
for the review of the Special Education Plan. The Steering Committee is to
report at the December meeting.
12. Pat Paterson,Learning Coordinator,Special Education, provided a
comprehensive overview of the new directions for the Elementary and
Secondary Gifted Programs.
Discussion occurred pertaining to expanding programs and services forgifted
students.Concern was expressed withthe percentage of students that are not
being identifiedas gifted. Itwas emphasized that broad-based initiatives need
to be implemented to ensure that students are being identified. It was
suggested that simplifying the Identification process and building the staffs
capacity to accommodate gifted students in their home school would serve to
enhance the program across the district.
1999 November 23...322
13.Areportofthe 1999 SummerSchoolProgramforChildrenwithDevelopmental
Exceptionalities was presented. The Board,inpartnership with Community
Living London, provided this year's summer program. The two thr^e-week
sessions were heldat AshleyOaks P.S., St.George's P.S., BantingS.S., and
Clarke Road S.S.; 47 elementary and 37 secondary students were enrolled.
Parents were responsible forthe transportation to the programs; a number of
families used Aboutown on a fee for service basis.
Itwas reported that funding for summer school programs continues to be a
concern.Following thediscussion,LindaVince,Community Living London,and
Mary Ann Tucker,Thames Valley Childrens'Centre,volunteeredto wori<onthe
committee which will examine an alternative year model for students with
developmental challenges.
14.AlisonMorse,Easter Seals Society,advised that she isa representative on the
HealthSupportServices Task Groupestablished bythe Ministry of Education
to reviewitsPolicyand Program Memorandum No.81 (PPM81).Alison will be
providing updates at subsequent meetings.
15. Informationentitled, "What Is A SEAC?",pertaining to the primary role and
responsibilities ofthe Committee,and the currentmembershipwas distributed.
16.It was reported that a Year 2000 readiness plan for personalized equipment
used byspecial needs students,isbeing addressed bythe Board. An individual
plan is to be in place for each child who has technology-dependent
personalized equipment. Parents will be contacted bythe Principal to discuss
plans forstudents who are dependent on equipment fortheir safety and well
being.
17. It was suggested that subsequent agenda items be prioritized in order of
importance (action/decision/information)andtimedto ensure thatailtopicshave
been addressed withinthe timeframe of the meeting.
18.Itwas confirmedthat the December 07 meeting is to be held at ArthurVoaden
Secondary School in St.Thomas.
19.The meeting adjourned at 3:20 p.m.
The report is received on motionof Bennett and Wice.
L.STEVENSON,
Chairperson
1999 November 23...323
106-B.Report of the Committee of the Whole 1999 Novembei
Members Administration and Others
P. Smith,Chairperson J.Laughlin G.Treble
R.Vaughan (+7:45)P. Askey
J.Neville
S.Peters P.Gryseels K.Bushell
P.Jaffe B. Bryce J.McKenzie
H.Wice (-7:40)
B.Greene P.Everest
G.Hart C. Murphy
D.Mcllmoyle
J.Bennett M.Sereda M.Wistemoff
J.Hunter G.Jazey R.Princis
D.Stewart J.Thorpe K.Nuckowski
C.Nurse P.Mennill G.Owens
W.Brock J. Empringham
S.Galati
J.Townshend R.Murray S.Christie
A.Deathe (+7:00,-8:00)L.Peck A.Hogg
S.Lundrigan
Regrets:P.Schuyler
Reports:
1.No conflicts of interest were declared.
2. The Committee met in camera from 5:00 p.m. to 6:05 p.m., and discussed
confidential propertyand otlier matters. Areportrelated tothe relocationofthe
Community Education CentreEastwas reportedouttothe Boardthatevening.
3. The Committee met in public session from 7:00 p.m. to 9:50 p.m.
4. The Reportfromthe AdHocCommitteeon EducationPartnerships whichmeton
1999 October 28,was received.
a) The Committeewas established withrepresentation fromadministrative
and school staff,parent organizations,and the community. The first
meeting was held on 1998 November 30 and the following mandate was
presented:
Mandate:
To provide input and establish guidelines for the generation of new
revenue,and administration of existing monetary supports (donations,
scholarships,awards,trusts,sponsorship,foundations).
The mandate providedthe Committeewiththe opportunityto engage Ina
very broad discussion on issues impacting the Thames Valley District
School Board inthe development of policies and relationships pertaining
tocommunityinvolvement/support.Thetheme ofschool-level activity and
system-level activity complementing each other In regards to fundraising
and revenue generation,prevailed throughout allCommittee meetings.
1999 November 23...324
The Committee met on several occasions to review several specific areas.
b)Student Awards,Scholarships and Trusts
The Committee provided suggestionsforthedevelopmentofthe Student
Awards Website designed to share information about student awards,
scholarships and bursaries availableto eligible students.The Committee
expressed appreciation forthe generosityofour community and staffin
providing funds to create more than 400 trust accounts with a value of
approximately $2.7 million.
The Committeereviewed other opportunitiesfor fund management and
Investment return ofthe scholarship and bursary funds. This included out
sourcing to other organizations,i.e. banks,London Community
Foundation.Itwas recognizedthat administrative costs tomanage funds
are high.Currently the Boardis absorbing manyofthose costs inorder
that moniesgo directly to benefitstudents. Itwas questionedas to how
much more growth the Board could undertake within the current
administrative cost structure.
Itmustbe noted,thatwhilecentralizingthis administrative function provides
increased efficiency,the elimination of providing charitablereceipts at the
school levelwouldresultina significantadded workloadforBoard staff.
Graduation and commencement activitiesat schools (administration and
presentationofstudentawards)generate theneedformassiveand timely
paper flowsin order to offerdonors acceptable levels ofservice. Itwas
recognized thatthecostsforthis staffing will havetobe absorbedbythe
Board. The Committee suggested that the administration ofthe student
awards and scholarship funds remain as a centralized function.
The Committee learned that all student awards^and scholarships
previously administered throughthe former Middlesex CountyBoardof
Education are being administered bythe Middlesex CountyFoundation for
Excellence in Education. If a Thames Valley District School Board
Foundationdevotedtothe management and mailtetingofthese fundswas
being considered, the Committee agreed that the Middlesex County
Foundation for Excellence in Education might senre as an appropriate
'model.The Committee questioned whether there may be some legal
issues regarding the transfemng of existing trusts to a Foundation
established on behalf of the Board.Separate staffing dedicated to the
operation ofa Foundation function and distinct from the Board'soperation
was suggested.Itwas clearly expressed that the overallfocus should
continue to be on maximizingthe benefit to students,while keeping the
funds secure.
1999 November 23...325
c)Revenue Generatlon/Fundraising
School loyalty is a key to the success of many current fundralsing
activities.Future fundralsing,at eitherthe Board or local level,will be
maximized only when this loyalty is acknowledged and celebrated.
Schoolsmust be encouraged to continue with localendeavours and the
development of local contactstosupport both local and Board initiatives.
Fundralsing initiatives werediscussed andthe need toprovidesupportto
communitiesthat may not have resources to participatein these events
was emphasized.Much discussionfocusedon how system-level activity
could support school-level activity.
The Committeefavoured an increase insystem-levelrevenue generation
/fundralsing ifitwereto provide equitybalances and cleariy articulated the
projectsforwhich moneyisused. Theestablishmentofa general "pooling
of resources",to address possible inequities was endorsed.
d)Policies
The committeerevieweddraft policiesrelated to communityinvolvement,
fundralsing, and revenue generation.These included:
•'Student Awards,Scholarships,Bursaries and Loans
•Partnerships and Sponsorships
•Official Donation Receipts for Income Tax purposes
The Board-approved policieson Fund-Raising Projects forSchools, and
Advertising inSchools, as well as the draft policy on Acceptance ofGifts
and Equipment, were also reviewed.
Similarpolicies and processes ofthe four former boards and those ofthe
Niagara, Peel, and Ottawa-Carieton DistrictSchool Boards were reviewed.
Asthe Board isincreasingly being asked to reviewand make decisions on
revenue generating initiatives, the Committee agreed that a strong
strategic framework and a set of clear guidelines as to what we "are" and
"are not' prepared to do, should be inplace. The Committee expressed
appreciation that policies need to be developed froman understanding of
how the Board supports school-ievel or system-levei activity.It is
necessary to clarifywhich level of activityis appropriate and under what
circumstances,and how system and school-level activity can complement
each other.
e)Other School Boards'Best Practices
Information pertainingto the best practices of other school boards was
presented and discussed.
1999 November 23...326
g)
Many school boards have subscribed to the Conference Board of
Canada's Ethical Guidelines in developing their policies regarding
business-education relationships,fundraislng,corporate sponsorship and
advertising, itwas suggested that these guidelinesshouldcontinuetobe
adopted by the Board.
Althougha number ofschool boards across Canada have established a
Foundation,the concept is still relatively newforschool systems.There
does not appear to be a modelthatcan be emulated byallschool boards.
Every Foundation appears to be unique and reflective of the needs of a
particular school board and its community. The enhancement of
educational opportunitiesfor all students (i.e.equity),prevailsas the key
and fundamental principlefor school boards interested in establishing a
Foundation.
Foundation
The Committee received presentations on the following Foundations:
The London Community Foundation
The Monsignor Feeney Foundation
The Middlesex CountyFoundationforExcellencein Education
The Elgin/St.Thomas Fund for Public Education
Tlie Oakridge Secondary School Foundation
For organizations interested in developing system-level revenue
generation, a Foundation is often suggested as the appropriate vehicle.
A Foundation is understood to be a separate legal entity with its own
charitable status.
Thequestion,"Why Establish an Educational Foundation?"wasdiscussed.
Itwas apparent that a rationaleto move the organizationinthis direction
needed to be clearly articulated. For example, if the purpose for
establishing a Foundation istogenerate revenue/fundraise,thenwhatare
we fundraising for?
Itwas suggested that administration wouldneed toworkcloselywithlegal
counsel to define the "objectives"for the Foundation.
On 1999 October 18,following a review of the above information,the
Committee identified several concepts requiringfurther consideration when
establishing guidelines for the generation of new revenue and
administration of existing monetary supports:
•Enhancement of Educational Opportunities for All Students
Equity
•Communications
•School Loyalty
1999 November 23.• •327
• Coordination of Complementary Efforts
•Centralized Management
• Deveiopment,Stewardship
• Donor and Volunteer Recognition
h)The Committee met on October 28and reviewed a chart (attached)which
identified fundraising/revenue generation activity atthe school level,and
compared how this activity might be complemented through the enhanced
support from the system,suchasa Foundation.Two otherchartsentitled:
Enhancementof Education Opportunities forAll Students,and Supporting
Student Initiatives ina Caring Learning Community,were reviewed and
amended to assist in the discussion.
Itwas notedthata presentation regarding Student Awards,Scholarships,
Bursaries, Foundations,Revenue Generations is beingmade to Trustees
at the Information Committee of the Whole meeting to be held on 1999
November 02.
During a lengthydiscussionpenod,severalsuggestionsforexpandingthe
concepts were considered and guidelineswere developed,
(see recommendation 1)
i)The Committee,in conclusion,supported the concept of an enhanced
centralized management unit,or a Foundation,whichwouldcomplement
and buildupon present local and central fundraisingeffortsinsupport of
a caring,learning community.
j) The following chart was produced to Identify fundraising/revenue
generation activity at the school-leveland compare howthis activity might
becomplementedthroughthe enhanced supportfromthe system, such as
a Foundation.
SCHOOLS AND SYSTEM "COMPLEMENTING EACH OTHER"
Issues/Principles School-Level
Activity
System*Level
Activity (Foundation)
Equity •Some schools have
the ability to access
significant resources
while others ^ce
limitations
•These disparities are
unlikelyto change in
the future
• All schools would have
equal opportunity to apply
for funds
•Emphasis would be on
meeting the greatest
needs
1999 November 23...328
Issues/Principles School-Level
Activity
System-Level
Activity (Foundation)
Communications/
Public Relations
for Fundraising/
Revenue
Generation
•School staff could
benefit from ongoing
support and training
•Staff have curent,
established local
contacts with
ongoing relationships
to the schools
•Create an identifiable
access point for
community support
•Provide a consistent
message or theme for the
system
•Foundation would be
blended into Uie Board's
public relations plan
•Improved public
engagement will be the
Foundation's primary
purpose
Revenue
Generation/
Investment
•School staff have
varying levels of
expertise
•Schools generally
hiave access only to
donors in their own
neighbourhood
•Schools have the
best access to local
donors and can be
an access point for
board-wide initiatives
•Capacity to attract larger
donations
•Pooling of funds would
provide greater
investment returns
•Foundation would
become the formal
revenue generating arm
for the system
•Foundation can organize
special fundraising events
and provide support for
school endeavors
Administration •School staff have
varying levels of
expertise
• Ongoing in-service
willbe required
•Schools may lack the
qualified staff to
undertake the tasks
•Staff do not want
legal responsibility
•Software package with
capabilities for fund
accounting,tax receipts,
donorJetters
•Foundation would
manage Uusts and
endowment funds
•Recognition of Foundation
as a distinct means of
donating to education
Development •School staff have
varying levels of
expertise
•Affinity with local
schools may be the
most power^l
development element
•Can expand into other
areas,i.e.Planned giving
•Can co-ordinate a
cohesive set of programs
forthe system.Including
local support and system-
wide campaigns
•Communications -convey
best practices to schools
•Foundation could instill a
philosophy of stewardship
thnsughout the system
1999 November 23...329
Issues/Principles
Recognition
School-Based
plus System-
Based Foundation
School-Level
Activity
Schools provide
varying levels of
recognition Inrelation
to donations
Local donors would
likelyrequire some
forms of local
recognition, not
merely a centralized
program
Schools are
dependent on
volunteers for
professional
expertise
School foundation"
rhember interest may
diminish
proportionate to the
time since one's
student attended the
school
Volunteers offer
unpaid and
committed efforts
which make many
initiatives successful
System-Level
Activity (Foundation)
Assistance and guidelines
could be provide to local
schools
Consistency across
schools may help in
ongoing development
efforts
>Foundation would develop
a fbrwal recogniV'on
strategy to ensure that all
donors were appropriately
recognized
Ongoing pmtessional
expertise would be
provided to the
Foundation i.e.legal,
accounting
The Foundation could
secure and/or manage
donations that were
exclusive to a particular
school as well as attract
Ainds to benefit the whole
system
Amotiondirectingthe Administration to bringa reportbacktothe Committee
of the Whole meeting in2000 January,outlining a strategic process and
timelines as to how the organization proposes to move forward with the
initiative for establishing an enhanced centralized management unit or
Foundation,was supported.
(see recommendation 3)
5.Reports of the Area Accommodation Study Committees
a) The reportofthe DorchesterAreaAccommodationStudyCommitteewas
presented by Committee Chairperson W.Brock.The mandate of the
Committee was to deal with student accommodation for elementary and
secondary students inthe Dorchester area.Following the presentation,
the Committee and Administration responded to questions forclarification.
1999 November 23...330
b) Committee Chairperson J.Bennett presented the report from the Area
Accommodation Study Committee for the Northbrae community. The
mandate of the Committee was to deal with student accommodation for
elementary and secondary schools in the Northbrae community.The
study was to include Northbrae P.S., Sir George Ross S.S., and Thames
S.S.Following the presentation,the Committee and Administration
responded to questions for clarification.
c)The St.Thomas and Area School Accommodation Study Committee
Report was presented by Committee Chair D.Stewart.The mandate of
the Committee was to recommend a long-term configuration of schools
that will maximize the use and efficient operation of the facilities while
remaining consistent with the Board's commitment to quality educational
programs.Following the presentation,the Committee and Administration
responded to questions for clarification.
d)The report of the Woodstock Secondary School Area Accommodation
Study Committee was presented byCommittee Chairperson G. Hart. The
mandate of the Committee was to review secondary school
accommodation in Woodstock and the surrounding area.Following the
presentation,the Committee and Administration responded to questions
for clarification.
Aletter fromthe CityofWoodstock Mayor,expressing the Council's support of
the Area Accommodation Study Committee's recommendation that all three
Woodstock high schools remain open,was received.
A motion to receive the four reports and refer them to the Committee of the
Whole meeting on 1999 December 07,was supported.
(see recommendation 4)
6.The Report of the Native Advisory Committee,which met on 1999 October 12,
was received.
7.The Report of the Policy Working Committee,which met on 1999 October 26,
was received.
a) The draft policyon Secondary School Registration of Students Age 21 or
Over was reviewed and supported,(see recommendation 5)
b) The Administration presented a summary of the input received from the
communityand schools on the draftpolicyand procedures for Acceptance
of Giftsand Equipment, and responded.to questions forclarification.
1999 November 23...331
The draft policy and procedures were reviewed andtheCommittee agreed
to support the policy in principle.The expectation is that the policy will be
consistent with the information to be presented to the Information
Committeeofthe Wholeon 1999 November02,regarding studenf awards,
scholarships,bursaries,foundations,and revenue generation.
The Committee will confirm their support of the policy at the 1999
November 23 meeting.
c) A review of former Board policies and procedures is cun'ently being
undertaken bythe Administration anditishopeda list will be available for
the nextmeeting recommending policies tobe superseded or withdrawn.
d)In responseto a trustee request for the Administration to review the
processforhearing suspensionappeals,the Board,atits meeting on 1999
September 28,referred the Suspension Policy to the Policy Review
Committee for review of the appeal process.
Theprocess was reviewed and itwas notedan appeal does notstay the
suspensionand,if thesuspensionexpiresbefore theappealisheard,the
committee shall determine whether the suspension should be confirmed
orwhether the record ofthe suspension should be removed or modified.
Inorderto facilitate trustees,allfuture suspension appeal hearings will be
held at the Education Centre, London,on the first Tuesday of each month,
usually at 5:00 p.m.
e) Atthe Committee ofthe Whole meeting on 1999 October 12,a motion to
amend the Transportation Policy by adding that a Trustee sit on the
Transportation Appeals Committee,was referredto the Policy Working
Committee for consideration.
Discussion ensued regarding the steps a parent could take to appeal a
decision on transportation.At issue was the lackof trustee involvementon
the Transportation Appeals Committee. The Administration outlinedthe
process followed by this committee when considering appeals for non-
eligible students.The process followed by the Transportation Safety
Committeewhen consideringsafety issues and temporary transportation
was also outlined, along withthe review process forother transportation
issues,such as bus stop changes.
f)At the Committee meeting on 1999 February23,the Administration agreed
to facilitate the implementationof an editing process to ensure that all
Board policies and procedures are consistent In style and contain
standardized wording.
1999 November 23...332
The Committeeconfirmedthe continuation of this process and agreed that
housekeeping changes wouldbe made to previously approved policiesto
ensure they start with "It is the policy of the Board ...",where deemed
appropriate, and copies forwarded to the Board for information.'
g)Chairperson Peters agreed to poll Committee members and anive at a
consensus for future Committee meeting dates and times.
8.The Report of the Information Committee of the Whole, which met on 1999
November 02,was received.
a) The Administration provided an oven/iew of the Education Quality and
AccountabilityOffice (EQAO)Grade 3 and Grade 6 results, and reported
that students in the Thames Valley District School Board did well in the
provincial assessment.
The presentation included information regarding:demographic data;
--overall achievement;performance at each level;gender differences; ESL
students;release of school results;how assessment results are used;and
the next steps to be taken.
In comparison to the provincial results,Grade 3 students were above in
reading, noticeably above In mathematics,and slightlybelow inwriting.As
well,this year's results for Grade 3 students showed improvement in all
areas compared to last year's results.Grade 6 students were above
provincialresults inreading and mathematics,and slightlybelowinwriting.
Teachers will use the information to help interpret how their students
performed, and to plan howthey instructand assess students intheirown
classrooms.Schools and school boards will use the information to review
their reading,writing,and mathematics programs,and to develop
appropriate action plans for continued Improvement.Additional data from
EQAO,as well as planning at the school and system level will provide us
with a basis for action to Improve student learning.
School results will be available to parents and other interested members
ofthe school community in late November.
b) The Administration presented a multi-faceted overview on the current
organization of Student Awards,Scholarships,Bursaries, Foundations,
and Revenue Generations withinthe Board. Abrief report was given by
the Chairperson of the Ad Hoc Committee on Education Partnerships
commenting that the Committee supported the concept of an enhanced
centralized management unitor a Foundation which would complement
and build upon present local and central fundralslng efforts in support of
a caring, learning community.
1999 November23...333
The legal perspective onthe implications surrounding the establishment
ofa Foundation was offered by representatives from Harrison Pensa.
Background and historical Information on Foundations In place in the
United States and Canadian schools,was outlined. A question and
answer period followed.
The following sections were highlighted:
Student Awards,Scholarships,and Bursaries
•Scholarship trustfunds as at 1999 August 31 total approximately $2.7
million
•Three categories were noted:
• Awards exclusive to students at a particular school
•Awards exclusive to students at schools within the former boards
•Awards opento all Thames Valley District School Board students
•Opportunities related to marketing new initiatives anddonorbase for
future development activity
Ad Hoc Committee on Education Partnerships
•Mandate -to provide input and establish guidelines forthe generation
of new revenues and administration of existing monetary supports.
• CommitteeConclusion(the Committeereport will be presented tothe
Committee of the Whole on 1999 November 09).
Legai Perspective on Foundations
V^at is a Foundation?
Types of Foundations
Advantagesand Disadvantagesof Establishing a Foundation
Implication of Education Act
Procedures to Establish and Register a Charitable Foundation
Objects of a Foundation
Govemance
Relationship to Thames Valley DistrictSchool Board
School Creating Own Foundation
Middlesex County Foundation for Excellence in Education
Exploring System-Level Deveiopment Opportunity at the Board
Fundraisingat school-levelwellestablished
Increasingfocusatsystem-leveltoconsiderdevelopment opportunities
Comparisons to the hospiteU sector and U.S.school system
Foundation seen as more than a revenue-generation arm but as a
vehicleforenhancing relationswiththe publicand building commitment
and support forthe affiliated school board's goals and mission
Why establish a Foundation?
• To enhance and enrich the delivery of public education for students
across the system
• To provide an appropriate vehicle for system-level development
efforts to enhance school-level activities
1999 November 23...334
• To providean approach to meet needs ina climate of risingfiscal
pressure
• To provide a clear focus forgiving
• Toenhancethe Board's identity inthebroader community'
• To attract grants or matching funds for which school boards are
ineligible
• To manage endowmentfunds (scholarships, trusts)
• To provide an effective way of dealing with the legal and tax
implicationof donations
• To ensure appropriate and comprehensive stewardship for all
donations
• To capitalize on what we anticipate to be pronounced spirit of
philanthropy
Next Steps
•Research
• Analysisofpracticesinother boards, sectors and howthey mightapply
in the Tliames Valley District School Board
• Gauginghow system-level activity likely tobe receivedinthe broader
community
•Relationship Building
•Ability to nurturerelationships backbone ofdevelopment effort
•Building greater understanding,supportfortheBoard's mission both
internallyand externally
• Developmentas one way to builda caring learningcommunity
• Donation as manifestation of engagement and commitment
• Policy Framework
•Clarifying how school-based effortsand an enhanced system-level
activity can complement each other
•Reviewing existing policies on business-education relationships,
fundraising,corporate sponsorship and advertising
Concluding Comments
•Broadening our circle of influence by identifying innovative creative
solutions withoutcompromising our principles
•Maintaining focus on our visionand missioninallwe do.
9. The Administration presented a report on the 1999-2000 School Renewal
Program.
The school renewal grant is based on the student enrolment for elementary,
secondary and adulteducation panels using the follovnng fomiula:
Grant =Enrolment x Benchmark Area per Student x Benchmark Cost per sq. ft.
1999 November 23...335
Benchmark area is 100 square feet per student for elementary and adult
education,and 130 square feet per secondary student.Benchmark costis
basedontheweighted average ofbetween $0.64 and$0.96 persquarefoot with
the weights reflecting the area of schools under and over 20 years ofage
respectively.
The Board weighted average for the elementary panel Is $0.89 persquarefoot
with 81%ofourelementary school areas older than 20 years andthe weighted
average for the secondary and adult education panels is $0.94 persquare foot
with94% of secondary school areas older than 20 years.
The Ministry is also allocating an additional $1007 511,as top-up allocation for
the School Renewal Grant for 1999-2000.
The estimated 1999-2000 school renewal grant forthe Boardis $9196 292.
Asnotedabove,with the majority ofourschools beingolderthan 20years, itIs
important thattheschool renewal grantbe used for the renewal ofthe Board's
existing facilities.The technical audit presently being completed forourschools
thatexaminesall facility components,will allow Facility Servicestofocusonthe
systemneeds andconcerns.Also,the renewal grantmaybe usedfor funding
new pupilaccommodations as wellas program enhancement.
Itshould also be noted that most majorcomponents ofour facilities have a life
expectancy of approximately 30 years and with 191 schools, the renewal
program mustaddress majorbuilding componentreplacementsat approximately
6 schools per year.
The 1999-2000 School Renewal Program for the Board js divided into 17
sections,listed below.
Fire and Life Safety Upgrades
Theschoolrenewalgrant will be usedforfire and life safetyupgradesto existing
schools. These upgrades will include fire separations, standpipe and sprinkler
systems,exiting,etc. Thissectionofthe SchoolRenewalProgramwill alsofund
the completion ofthe schoolauditstudy. Schools will be inspectedannuallyfor
applicable modifications to ensure compliance with applicable codes and to
correct any unsafe conditions.
proposed budget -$500 000
Program Enhancement
School renewal grant will be used by the Superintendents of Education for
program enhancement in their schools. This will be the only access to the
renewal grant by the schools and must be approved by their superintendent.
SchoolOperationswill beassigned $500000,tobe usedatthesuperintendent's
discretion in consultation with Facility Sen/ices for program enhancement,
proposed budget - $500 000
1999 November 23...336
Health and Safety Allowance
The school renewal grant will beusedin consultation with the Health and Safety
Department toaddress concerns as they develop In thecourseofthe y^ar.This
budgetwill also beusedforasbestosabatementand minor air quality concerns,
proposed budget •$100 000
BaiTier*Free Access
The school renewal grant will be used to renovate schools to accommodate
special needs students InconsultationwithProgram. Alsoschools will bealtered
to allowfor barrier-free access where practical.
proposed budget •$300 000
Septic Systems and Municipal Services
The school renewal grant will be used for replacement ofseptic systems and
associated costs of municipal service connections. The Boardshould replace
one septicsystem per year and connectto any municipal services as soon as
they are available.
proposed budget - $600 000
Roof Restoration and Repladement
Theschoolrenewalgrantwill be usedformajorroofrestoration andreplacement.
Life expectancyofmost roofing Isbetween25 and 30 years. The Boardowns
approximately 10 million square feet of roof.A replacement program of
approximately 300 000 square feet per year is required.
proposed budget • $2 500 000
Boiler and Heating System Replacement
The school renewal grant will be used for the replacement of boilers and
associated equipmenttoheat ourschools.Life expectancies ofmostboilersare
approximately 30years,ifmaintained properly.Thereplacementof6boilersper
year is required.
proposed budget -$350 000
Heating, Ventilation and Air Conditioning Systems (HVAC)
Theschoolrenewalgrant will be used forreplacementof HVAC equipmenton
an as needed basis and also the installation ofnew systems as required. This
budget will vary each year depending on Board standards and Identified needs,
proposed budget •$500 000
Electrical Services Distribution and Equipment Replacement
The school renewal grant will be used for the testing and replacement of
electrical services distribution and major electricalequipment forthe schools
suchas transformers orswitch gears.Most buried ele(^rical services should be
replaced if they are older than 30 years and this program will allowfor the
replacement of a number of sen/ices per year.
proposed budget -$250 000
•N
1999 November 23...337
Fire Alarm Replacement
The school renewal grantwill beusedfor replacement of6 fire alarmsperyear,
so that all systems will be continuallyupgraded.
proposed budget •$200 000
Intercom and Security System Replacement
The school renewal grant will be used for the replacement of intercom and
security systemsso that all systems will be continually upgraded.
proposed budget •$150 000
Window Replacement
Theschoolrenewalgrant will be used forthe replacementof wndow and door
systems. Thisbudget would allow for approximately 2 to3 schools per year to
be retrofitted with new window and door systems.
proposed budget - $400 000
Grounds and Asphalt Repair
Theschoolrenewalgrantwill beusedforrepairstogroundsandthereplacement
of asphalt areas such as playgrounds or parking lots.
proposed budget -$350 000
Masonry and Concrete Restoration
The school renewal grant would be used for major masonry restoraUonand
concrete sidewalk and stair replacement.
proposed budget •$200 000
Energy Management Allowance
The school renewal grant would be used as an allowance for energy
management upgrades or studies to improve the energy efficiency of our
schools.
proposed budget • $100 000
Portable Classroom Replacement
The school renewal grant would be used to purchase 10 new portable
classrooms per year to replace older portable classrooms. The life expectancy
of a portable classroom Is approximately 25 years.
proposed budget • $400 000
Contingency Allowance
The school renewal grant will be used as an allowance for major unexpected
emergency repairsor replacements to our facilities.Ifthe allowanceIsnotused,
it can be carried forward into the next budget year.
proposed budget - $50 000
Total 1999-2000 School Renewal Budget - $7 450 000
Funding of Capital Building Projects
The Ministry does not requireallofthe funds Inthe school renewal grant to be
spent on school renewal.
1999 November 23...338
The above program allowsfor approximate!/$2 million ofschool renewal grant
to be used to fund Capital Building Projects to solve Board accommodation
issues.
10.The Monthly Financial Statements as at 1999 October 31 were received.
Financial Statement -1999 October 31
Approved Budget 1999 June 22 $512 600 808
Add:Miscellaneous Revenue Items
Registrations - Workshops and Seminars 250
Madeline Hardy Casual Salaries and Supplies 30 611
Allocation
30 861
Revised Expenditure Budget -1999 October 31 $512 631 669
Revised Revenue Budget -1999 October 31 $512 631 669
Recommendations:
1. That, should the Board support the concept of an enhanced centralized
management unit or a Foundation which would complement and build upon
present localand central fundraising effortsinsupport ofa caring and learning
community,the following guidelines for the generation of new revenue and
administration ofexistingmonetarysupports, be approved:
•Educational Opportunities •that the enhancement of educational
opportunities for all students prevail as the fundamental principle in all
existing and new revenue generating efforts;
• Equity - that a system-level development effort provide opportunity for
schools with additional needs and or limited abilities to generate
supplementary funds;
•Communications - that strong and consistent intemal and external
communications be recognized as the foundation for an effective
development effort;and that communications clearlyarticulate the reasons
for which funds are being raised, and for how these funds are mailing a
difference in enhancing opportunities for students across the system;
•School Loyalty - that system-level development efforts recognize and
support that families and alumnigenerally demonstrate firstloyaltyto their
neighbourhood schools;
1999 November 23...339
• Coordination of Complementary Efforts - that a development strategy
recognize that school-level and system-level initiatives needto complement
each other;
• Centralized Management - that a centralized management structure be
supported for the generation of new revenue and administration of existing
monetary supports toensure maximum efficiencies and accountability (i.e.,
legal responsibilities,Revenue Canada);
•Development,Stewardship - that all staff appreciate the Importance of
building and nurturing relationships with our community;
• Donor/VolunteerRecognition - that a recognition programbe developed
that appropriately acknowledges the contributions ofindividuals,community
groups, corporate donors, and volunteers.
2. That the Ad Hoc Committee on Education Partnerships be disbanded.
3. That the Administration bringa report back to the Committee ofthe Wholeon
2000 January 11,outlining a strategic process and timelines as to how the
organization proposes to move fonvard withthe initiative for establishing an
enhanced centralized management unitor Foundation.
4. Thatthefourreportsfromthe following AreaAccommodationStudyCommittees
be received and referred to the Committee of the Whole meeting on 1999
December 07 forfurther consideration ofthe reports and recommendations.
•Dorchester Area
• Northbrae P. S., Sir George Ross 8.S.,Thames S. S.
•St.Thomas and Area
•Woodstock and Area
5. That the policyon Secondary School Registration of Students Age 21 or Over
(see page 343),be approved.
P.SMITH
Chairperson
The report is received and the recommendations are adopted on motion of Wice and
Townshend.
106-C.Report of the Committee of the Whole 1999 November 23
Reports;
1.No conflicts of interest were declared.
2. The Committee met from5:00 p.m.to 6:15 p.m.,and from8:45 p.m to 9:33 p.m.,
to discuss confidential property,legal,personnel and other issues.
1999 November 23...340
Recommendations:
1.Thatthe motions approvedattheincamerasession on November 23,relatedto
two property matters,a negotiation matter,and a financial issue, be approved.
2. That the resignationto retirementforthe following elementary school teachers
be accepted under the mutual consent clause, effective dates as indicated.
Ann Pavlic 1999 November 30
MaryWilson . 2000 February 29
3.TTiat the resignation for the following teacher be accepted under the mutual
consent clause,effective date as Indicated:
John Gambie 1999 November 23
4. Thatthe following teachers beappointedpermanent,effective dates as indicated.
Name Effective Date
Elementary
Julie Allison 2000 01 03
Fraser Allen 2000 02 29
Shauna Bondy 2000 01 24
Trish Dagnone 2000 01 03
Judith Dees 2000 01 18
Larry Dempsey 2000 01 31
Jing Jing Ding
2000 01 17
Dina Farrow Peters 2000 01 17
Roseanne Ferrara 19991216
Amy Ford
2000 01 24
Dorothy-Ann Foster 2000 01 11
Andrea Hanke 2000 01 21
Cheryl Harper 2000 01 03
Jadwiga Houston 2000 04 re
Shelley Jacobson-Lee 2000 01 14
Mary Johnston 2000 01 03
Corene Jovichevich 2000 01 21
Robin Kamphuis 2000 01 17
Christopher Lalonde 2000 01 03
Donna Lapp-Stevenson 2000 0518
Pamela Mahoney 2000 01 03
Pamela McLean 2000 0218
Humberto Melo 2000 01 03
Michael Morrow 2000 01 03
Dale Napier
2000 01 03
Sarah (Lorrie)Pritchard 2000 01 03
Judy Rhodes 199912 31
Donna Ross 2000 02 01
Cheryl Scruton 2000 03 31
Matthew Sharrard 2000 03 21
Simon Sherbourne 2000 01 03
1999 November 23...341
Debbie Spina 2000 01 12
Lori Steeper 2000 02 23
Sharon Sterling 2000 02 01
Andrea Tiffin 2000 01 20
Lynn VanRosetel 2000 01 03
Tracey Watson-Leyshon 2000 01 03
bena Wood 2000 01 06
Patricia Wormington 2000 01 19
Laurie Young
2000 01 03
Secondary
Brian Barta 2000 02 03
William Bennett 2000 02 21
John Budge 2000 02 04
Allan Campbell 2000 01 04
Margaret Chipchase 2000 0215
David Clowes 2000 02 03
Stephanie Cook 2000 02 03
Andrew Dager 2000 01 04
Sam Dalai 2000 01 05
Kerri Foster 2000 01 04
Katherine Fox 2000 02 28
Marina Haloulos 2000 01 04
Donna Hanright 2000 02 02
Shawn Harding 2000 02 03
Uly Hopcroft 2000 02 03
Ann Jacobson 2000 02 03
Cynthia Kelly 2000 01 04
Richard Koudijs 2000 02 03
Christine Kovacs '2000 01 18
Gillian Lawrence 2000 02 03
Judy Lawrence 2000 01 D4
Joseph Leckie 2000 02 20
Peter Macvoy 2000 02 03
Suzanne McCullough 199912 28
Cynthia McDowell 2000 02 27
Laurie McLennan 2000 02 03
Diane O'Shea 2000 02 02
Veronika Pahic 2000 02 03
Michael Pizzuti 2000 01 04
Ramona Snyders 2000 02 02
Susan Stevens 2000 02 02
Catherine Stefanidis 2000 01 31
Daisy Thorpe 2000 02 07
Cynthia Townsend 2000 02 20
Christine Vitsentzatos 2000 02 20
P.SMITH.
Chairperson
The reportis received and the recommendations are adopted on motionofVaughan
and Bennett.
1999 November23.,.342
MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN
107-A.None at this time
ADDITIONAL BUSINESS
108>A.Ontario Public School Boards'Association (OPSBA)•Update
Trustee Brock provided an OPSBA update noting thatthe Board of Directors
meeting is thisweek,and that an invitation was issued to all tmstees to
attend the 1999 December 04 workshop being held at the Board offices,
focusing on children's issues.
The reportis receivedon motion ofBennettand Brock.
COMMUNICATIONS
109-A.The Association for Bright Children •SEAC Representation
Received 1999 October 22, from ViolaWeilfor The Association for Bright
Children London/Middlesex Chapter and Elgin CountyChapter, nominating
Rebecca Hurwitz as theirrepresentativeontheSpecial Education Advisory
Committee,effective immediately,replacing Colin Lainewhoresigned 1999
June 30.Patricia Toogood,will continueas the aiternate representative.
Approved on motionof Brockand Hart.
ADJOURNMENT
The meetingadjourns at 9:35 p.m.,on motionofStewart and Vaughan.
CONFIRMED:^
Chairperson
1999 November 23...343
Thames Valley DistrictSchool Board
POUGY
Title SECONDARY SCHOOLREGISTRATIONOF STUDENTSAGE
21 OR OVER
Policy No.
Department OPERATIONS SERVICES Status
Reference(s)Education Act33 (1),49-1,234
Reaulation 285
Effective Date
It is the policy of the Board that procedures regarding Secondary School registration of
students in Adult and Continuing Education courses shall be in accordance with aPP''cable
sections of the Education Act and regulations.Exceptions to registration in Adult and
Continuing Education courses in favour of registration in regular day school courses will be
made through the office of the Superintendent of Education responsible for the student s
area ofresidenceand throughOperations Council.
Administered By Principals,
Superintendents of
Education
Board Resolution
Date
Date of Last
Amendment