8/31/1999 - Special Board Meeting•X
THAMES VALLEY DISTRICT SCHOOL BOARD
AGENDA FOR SPECIAL BOARD MEETING,1999 AUGUST 31
The Board meets in special session on the above date in the Board Room at the Education
Centre,meeting in Committee of the Whole, in ciamera at 5:00 p.m., on motion of and
, followed by a public session at 7:00 p.mi
80-A CONFLtCTS OF INTEREST
REPORTS FROM THE ADMINISTRATION
81-A Director's Announcement receive verbal
81-B Business Services -Request for Proposal-Beverage &Snack approve page 2
Machines
81-C Business Services •Sale of Properties
•CEO East
•Beachville
81-D Business Services •Request for Prpposal - Data Wiring
81-E Program Services •Respite Transportation
REPORTS OF COMMITTEES
82-A Special Committee of the Whole,1999 August 31
I
ADJOURNMENT
receipt page 3
approve page 4
approve page 5
approve verbal
THAMES VALLEY DISTRICT SCHOOL BOARD
SPECIAL BOARD MEETING,1999 AUGUST 31
The Board meets in special 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 ofWiceand Brock,followed bya publicsession at 7:00p.m. The following are
in attendance:
P. Smith,Chairperson J.Bennett W.Brock
S.Peters J. Hunter (+5:38)J.Townshend
P.Schuyler 'H.Wice A.Deathe (+7:00)
G. Hart (+7:00)C.Nurse (+5:15)
also:
J. Laughlin P.Mennill C.Linsdell
P.Askey R.Trahan R.Sims
P.Gryseels J.Empringham G.Osinski
B.Bryce R. Murray ---S.GalatI
B.Greene G.Treble S.Christie
M.Sereda L.Peck P. Thorup
G.Jazey J.McKenzie A. Hogg
J.Thorpe J.Mclntyre
Regrets:P.Jaffe,R.Vaughan,D.Stewart
80-A.No conflicts of interest are declared.
REPORTS FROM THE ADMINISTRATION
81-A Director's Services
a) Director J.Laughlin provided clarification regarding Secondary School
Reform and the information contained in the Bulletin entitled:Information for
Parents of Grade 9 Students,which is to be distributed to the parents of
Grade 9 students in September.Topics include: Our Schools Are Changing;
Why Change;HowAre Schools Preparing forthe Curriculum Changes;What
Other Changes Can We Expect.
b)The Directorreports that the elementary and secondary school calendars for
1999/2000 have been finalized for distribution to parents/guardians when
school opens on 1999 September 07.The calendars also have messages
incorporated,and provides important information frequently requested by
parents/guardians.
1999 August 31...248
c) TheBoardisreadyforschoolopeningonSeptember07,and Principals and
VicePrincipalsmetearliertodaytocompletethe process oflastminute hiring
of new teachers for September.
The report Is received on motion of Tovi/nshend and Brock.
81-B.Business Services •Request for Proposal -Beverage and Snack
Machines
Atthe request of Executive Council, a Request for Proposal was issued to
firms interestedin providing Beverage and Snack Machines. The responses
from vendors were considered by a committee comprised of:
superintendents, support staff, elementary and secondary principals, and
representatives of the Alliance of Home and School Councils.
The committee reviewed the proposal received fromfour vendors.Based on
the evaluation criteria requested In the proposal,the following firms were
recommended for a four-year term.An increase In the schools'present
financial return is based on a larger rebate from service providers. The
machines could be in place by 1999 November 01.
Recommendations:
1.That the proposal received form Pepsl-Cola to rebate 60% on 600 ml
bottles and 40% on 355 ml cans be accepted system-wide for all
vending beverages Inthe Board.
2.That the proposal received form Cara/Beaver Foods to rebate 15%for
all vending snack provision be accepted for the secondary schools.
3.All rebate revenue formvending machines should be returned directly
to the school for use In appropriate student activities.
The report is received and the recommendations,moved by Brock and Wice,are
defeated.
81-C.Business Services -Property Matter:Community Education Centre
East,and Beachvllle Education Centre
Information Is provided to the Board regarding the sale of administrative
buildingsand the disposition offunds fromthe sale.
The CommunityEducation Centre East Office(formerOxfordCounty Board
ofEducation administrativeoffice)had been on the market forapproximately
one year, priorto the $450 000 offer by BOOOunwoody LL.P.
1999 August 31...249
The completion of the sale Is contingent on the purchaser receiving the
necessary zoning to operate their offices.It is anticipated that the zoning
change will receive final approv^by1999 December,andcould be approved
as earlyas 1999 November.There will be a continuing CEC East office
presence.PeterGryseels,ExecutiveStjperintendent ofOperations Services,
is preparing a planforthe relocation ofthe CECEast office to an alternate
site.
The Beachville Education Centre property has been vacant since 1998
September.The property has been offered forsalesince eariy 1999.The
$140000offerbythe Corporation ofthe Countyof Oxford isa straightcash
deal with transfer of ownership expected on 1999 September 30.
Inaccordance with Provincial Regulation446/98,the proceeds fromthe sale
ofthe former Oxford County BoardoflEducation administrative offices,and
the BeachvilleEducation Centre,are to be placed ina reserve fund forfuture
school site, building,and equipment acquisition.
The report Is received on rhotion of Hart and Nurse.
81-D.BusinessServices-RequestforProposal-DataWiring
I
ARequest forProposal for Data Wiring is required in order to upgrade and
installdata cabling in thirtyschools to allowfor connectivity of computer
allocation purchases. Thecabling requirements,because of harmonization
and technology, forthe Board, are wellbeyond the abilityof one cabler to
complete wthin an acceptable time frame.
The Board's Request for Proposal was advertised by mailing,Internet and
the Electronic Tender Netwotlc.Responses were received from thirteen
suppliers. A selection committee assessed each response against the
criteria identified in the Request for Proposal.The submissions were
thoroughly evaluated bythe committee,withthe unanimous recommendation
that the award be granted to the lowest total lifecycle cost bidders.
The total value of this contract is $166 240.47.The contract was divided by
areas withinthe district.The value for each supplier Is:
Meti Communications $50 003.32
Gordon Ruth $66 233.83
Total Network Solution $50 003.32
Costs are based on the number of computer drops at each school.The costs
inthis contract are firmfor one year,vyith second year renewal options.Itis
necessary to begin the process immediately.
1999 August 31 ...250
Recommendation:
Thata contracttoprovideData Wiring be awarded tothe following suppliers:
Met!Communications
Gordon Ruth
Total Networl<Solutions
The report is received and the recommendation isadoptedon motion of Nurse and
Brock.
81-E.Program Services -Respite Transportation
During the 1998-99budget process,ninerecommendations weredeveloped.
Recommendation 9 stated,lhat the transportation Issue related to Respite
Services be referred to the SEAC Transportation Sub Committee to
investigatethe issue,withparticularattention to definingrespite care and
exploring alternative funding with partners such as Community and Social
Sen^ices".
Administration met with representatives from fouragencies,thetrusteechair
oftheSpecial Education Advisory Committee,andthe Ministry of Community
and Social Sen/ices on 1999 June 23, to review the current procedures and
to determine the agencies'requirements and potential of future funding to
help defer some of the Board's transportation costs.
The SEAC Transportation Sub Committee met on 1999 July 19,to develop
interim guidelines for respite transportation that will allow parents and
community partner agencies timeto find long-termfundingsolutionsInorder
to minimizedisruption of this service.On August 05,there was a follow-up
meetingwithcommunity representatives to reviewthe guidelines.
Recommendation:
That the interim guidelines,as set out below, be implemented on 1999
Septemberd fora oneyear periodto accommodate transportationtorespite
centres within the existing 1999-2000 transportation sen^ices budget.
INTERIM GUIDELINES FOR RESPITE TRANSPORTATION
(ALL CONDITIONS MUST BE MET)
1.For transportation purposes respite care shall be defined as follows:
- for recurrent treatment,assessment and intervention for one week
or more;
- forfamilyreliefto one ofthe defined centres for one week or more.
1999 August 31...251
2. For recurrent treatment at CPRI on a regularly scheduled basis the
week-longconditionsmay be waived.
3. Transportation will onlybe providedon an interimbasis to McMaster
Court,Scatchard Children's Centre,Salvation ArmyChildren's Village,
and CPRI.
4.Transportation will only be provided onan interim basistoScatchard
Children's Centre on Friday afternoons for weekend relief.
5.Transportation will only be provided to parents whose child attends
AshleyOaks Public School,St. George's Public School,ClarkeRoad
Secondary School, orSir FrederickBanting Secondary School.
6.Transportation will only be provided where the alternative
transportation will be for one week or longer.
I
7. Under normal circumstances,'transportation department staff will
require a minimumof seven days notice to accommodate requests.
8.Transportation will not be provided for new programs or changes to
existing programs unless such costs are covered by the respite
provider.
The reportis receivedand the recommendation is adopted on motion of Brockand
Bennett.
REPORTS OF COMMITTEES
82-A.Report of the Special Committee of the Whole, 1999 August 31
Reports:
1.No conflicts of interest were declared.
2.Hie Committee met in camera from 5:00 p.m. to 6:10 p.m. and discussed
confidential personnel,property and other matters.
3. The Administration reportedthat the Corporationofthe CityofSt.Thomas has
given60 days notice to vacate the site at 300 South Edgeware Road in St.
Thomas,the current leased space forthe AdultLearning Centre inSt.Thomas.
Several alternative propertieswere investigated andtheFanshaweCollegesite
in St.Thomas is being considered for the short term.
Recommendations:
1. That the Board's full group benefits program (Extended Health, Dental,Life,
Accidental Death and Dismemberment,and LongTerm Disability)be placed
with Manulife Rnancial,effective 1999 November 01.
1999 August 31...252
2. Thatthe motion approved atthe in-camera sessionon 1999August 31 related
to a personnel matter on termination,be approved.
P.JAFFE,
Chairperson
The report is received andthe recommendations areadoptedon motion ofTownshend
and Brocl<.
82>B.Report Of the Chairs'Committee
In accordance withthe Board Policy,Student Representation on the Board,
approvedbytheBoardon 1999 March 30,afocus meeting washeldon 1999
May27,toelectone non-voting studentrepresentativetoserveontheBoard
for a term of one academic school year.
Ashley Deathe,a Grade 11 honours student at South Secondary School,
London,was the successful candidate and will bejoiningthe Board, effective
1999 September 01.
The responsibilities ofthe student representative includethe following:
to regularly attend Board meetings (except the Committee of the
Whole in camera sessions);
tobe knowledgeable about, and willing tocomply with.Board Bylaws
and Rules of Procedure;
to serve as a student liaison representative for the Board at various
events;
to consult with,and to keep,student councils informed about Board
Issues of Interest and concern to students;
to declare a conflictof interest In matters that have a direct pecuniary
interest to the student or members of the student's immediate family
(e.g. father,mother,sister,brother).
Eventhough the student representative isa non-voting member ofthe Board,
he/she will have the same opportunityfor participation at public meetings of
the Boardand at publicmeetings ofcommittees ofthe Board as granted to
elected Board members.
The report is received on motion of Wice and Peters.
ADJOURNMENT
The meeting adjournsat8:20p.m.on jj]otion of Brock andTownshend.
CONFIRMED:^
Chairperson
.m.on motion of Brock and T(