8/29/2000 - Special Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
AGENDA FOR SPECIAL BOARD MEETING,2000 AUGUST 29
The Board meets In special session on the above date in the Board Room at the
Education Centre,meeting in camera at 5:00 p.m., on motion of and ,
followed by a public session at 7:00 p.m.
73-A.CONFLICTS OF INTEREST
REPORTS FROM THE ADMINISTRATION
74-A.Trustee Determination and Distribution for 2000 Election
74-B.Bell Nexxia (Canada)Centrex Telephone System Service Contract
REPORTS OF COMMITTEES
75-A.Committee of the Whole, 2000 August 29
ADJOURNMENT
THAMES VALLEY DISTRICT SCHOOL BOARD
SPECIAL BOARD MEETING,2000 AUGUST 29
The Board meets in special session on the above date in the Board Room at the
Education Centre, meeting in camera at 5:00 p.m., on motion of Brock and Peters,
followedby a public session at 7:00 p.m. The following are in attendance:
P.Jaffe,Chairperson {-8:32,
D.Stewart
S.Peters
P.Schuyler
G.Hart
also:
J.Laughlin
P.Askey
B. Bryce
B.Greene
P.Gryseels
M.Sereda
G.Jazey
J.Thorpe
P.Mennill
Regrets:R.Vaughan
+9:25)J.Bennett
J.Hunter
A.Sutherland
P.Smith
L.Robertson
J.Empringham
R. Murray
G.Treble
L.Peck
J.McKenzie
K.Bushell
B.Beatty
B.Strong
C.Nurse
W.Brock
J.Townshend
P.Doelman (+7:00 - 8:00)
G.Owens
G.OsinskI
P.Taylor
R.Barnes
H.Mutsaers
W.Baer
S.Galati
S.Christie
A.Hogg
73-A. Conflicts of interest are declared as recorded inthe Report ofthe Committee
of the Whole,item 75-A.
REPORTS FROM THE ADMINISTRATION
74-A.Trustee Oetermination and Distribution for 2000 Electron
As a result of a poll conducted with Trustees in July 2000,regarding the
Trustee Determination and Distribution Regulation,received on 2000 July 01,
which requires the Board to pass a resolution related to low density areas by
2000 July 14,the following recommendation was supported:
That no areas of low population be designated for the jurisdiction
of the Thames Valley District School Board for the purpose of
increasing the electoral quotients beyond what would result from
the application of a strict representation-by-population for the
election of 2000."
A copy of the Final Report submitted by Jeff A.Malpass,Deputy City
Manager &CityClerkforthe Cityof London, is provided for information. This
report represents the unanimous determination by the Clerks ofthe Cities of
London, St.Thomas and Woodstock concerning the size of the Thames
Valley District School Board and the distribution of member positions on the
District School Board for the 2000 regular election.
2000 August 29 ...301
The following report related to the revised regulation by the Ministry of
Education on Trustee Determination and Distribution,was presented to
trustees July, 2000 for consideration when responding .to the
recommendation.
The Ministry of Education on 2000 June 30 issued the revised
regulation with respect to Trustee Determination and Distribution
(0.Reg 412/00).
This regulation which is similar to the regulation for the 1997
eiection sets out the procedures for determining the number of
trustees and the distributionofthe positions within the Board. As in
the past the numberoftrustees is based primarily on population,
with the potential ofa supplemented number oftrustees through a
calculation ondensity(the ratio of population toarea). Thetables
thatareusedfor population anddensityare exactlythesame as in
1997.As was the case inthe 1997 regulationthe distribution of
trustees process Includes electoral quotients for wards and
municipalities and the allocation of trustees to these areas.The
Board approved a motion on 1999 January 26 dealing with this
aspect of the number and distribution for the election in 2000.
The one new provision of the regulation requires all Boards to
"passa resolution stating thattheyhave considered designating
low population areas and increasing the electoral quotients of
these municipalities beyondwhat would resultfrom the application
ofa strict representation-by-population".In the previous regulation
(1997 election)Boards could consider potential areas of low
population but were not required to pass a specific motion
Indicating thattheywerenottakinganyaction.Thememo from the
Ministry states "there is,however,no requirement that they
designate lowpopulation areas".
In consultation with the City Clerk it was determined that this
particular calculation of low population does not apply to the
Thames Valley District School Board and is designed to meet
unique needs in areas such as northern Boards. However,as a
result of these discussions,as well as discussions with the Chair
ofthe Board, Inorder to meet the requirements and Intentofthe
revised regulation the Board is required to pass a motion with
respect to the consideration of low population areas.The
recommendationwouldmeet this requirement.
The report is received anda motion by Brock and Bennett that the action taken by the
Trustees during July,2000be confirmed,is adopted.
2000 August 29 ...302
74-B. Bell Nexxia (Canada)Centrex Telephone System Service Contract
The current five year service contract withBellCanada forCentrex telephone
service expires on 2000 September 30 withan optionto renew forupto three
years. The Administration wish to extend the current agreement for an
additional three years at the current rate. If Canadian Radio Television and
TelecommunicationsCommission (CRTC)approvalcannot be obtained for
current rates the Administration are seeking approval to extend forfive years
in order to maintain the five year rate.
In 1995 the former Board of Education forthe Cityof London entered into a
five year agreement with Bell Canada to provide Centrex Sen/Ice after a
thorough evaluation of Request for Proposals.Upon amalgamation the
service under this contract was extended to the schools in the former Elgin,
Middlesex and Oxford Boards.This agreement allowed for renewal for an
additional three years at the end of the contract.The cost for a three year
agreement is higher than the current costs.
The rates for this service are governed by the CRTC. If we cannot be
granted approval by the CRTC forthe three year renewal at the current rates,
we are seeking approval to extend the agreement forfive years in order to
maintainthe lowerfive-year rates. Atthe present timewe feel itis inthe best
interest of the Board to negotiate with this supplier to provide equitable
service across the valley.
Given the current rate structure approved by the CRTC, the costs to renew
the current agreement as follows:
- Five Year Rate -$25.05 per month per line
Ifcontract Is renewed at the three year rate, the costs are:
-Three Year Rate -$25.75 per month per line
Savings by renewing at the Five year rate -$134,631.00 over three years.
Funding will be from both instructional and administrative voice
communications budget lines.
Recommendation:
That permission be granted to enter into negotiations with Bell Nexxia to
extend the service contract for an additional five years to guarantee existing
rates and service.
The report is received and the recommendation Is adopted on motion of Bennett and
Stewart.
2000 August 29 ...303
REPORTS OF COMMITTEES
75-A.Report of the Committee of the Whole 2000 August 29
Reports:
1.Chairperson Jaffa declared a conflictof interest with respect to negotiations,
and absented himselfduring discussion of same.
2. The Committee met in camera from5:00 p.m. to 6:15 p.m., and from8:00 p.m.
to9:25 p.m.,and discussed confidentialproperty,legaland negotiation matters.
3. The Administration presented a report on tlie Strathroy Secondary Schools
Multi-Use Project.
The Board at its meeting on 1999 November 23,approved recommendations
related to the site selection and acquisition ofthe property for this project.
Atitsmeeting on 2C00 June 27,the Board approved recommendations relating
to the tender for the secondary street infrastructuredevelopment and cost
sharing; the partner memorandum of understanding;and the architectural
program and conceptual design of Strathroy Secondary Schoois Multi-Use
Project together withthe site development plan.
The Project Steering Committee forthe Strathroy Secondary Schools Multi-Use
Project meton 2000 August 17 to undertake discussions with respect totwokey
development components for this project in order to move it forward on
schedule,and recommendations were prepared for presentation to the Thames
Valley Distnct School Board and the London District Catholic School Board:
approval ofthe tender forthe site development program, and
authorityto proceed withthe detailed design ofthe project,
(see recommendation 1(a))
4. A Request for Proposal (RFP) was issued on 2000 June 26 to provide Driver
Education at specific school locations.The RFP was issued to 17 vendors as
well as being advertised in local newspapers,on the Board's Web Site and via
the provincialElectronicTendering Network. Four proposals were received.
One of the goals of the program is to provide courses throughout the district
whereby the students are offered similar tn-class and in-car programs at the
same rate for each student.All students inthe district will pay $365.00.Itwas
noted that, forthe past several years,the London schools have been offeredan
in-house program while the schools within Oxford, Elgin, and Middlesex
counties have been offeredan out-sourced program. The competitivebidwas
to seek vendors forthe out-sourced portion ofthe Driver Education program,
(see recommendation 2)
2000 August 29 ...304
5. ARequestforProposal (RFP)was issued to provide a system-wide Employee
Assistance Program. The RFPwas Issued to 10 interested firms as well as
being advertised on the Board's Web Site and via the provincial Electronic
Tendering Network.Five proposals were received.
The goals ofthe program are to provide counselling and referralservices to
approximately 7000 Boardemployeesand theirdependents, to include:
Abuse -Financial Concerns
Adolescent Problems -Grief and Loss
Aging Parent Concerns -Job Stress
Alcoholand Drug Concerns - Marriage Problems
Child Raising -Personal Concerns
Chronic Pain Management - Relationship Issues
- Family Difficulties -Separation and Divorce
These are similar to the services provided by three of the four predecessor
Boards. Elgindid not have a plan priorto amalgamation,
(see recommendation 3)
6. ARequestforProposal (RFP)was issued on 2000July26to provide leased
vehiclesforthe use of facilities personnel. The RFPwas issued to 14 vendors
as wellas beingadvertised inlocal newspapers,on the Board's Web Site and
viathe provincial Electronic Tendering Network.Eight vendors responded.
Goals of the committee are
- to provide vehiclesthat allow movementamongthevariousdefinedwork
areas (e.g.Electrician)with the ability to retrofit the proper shelving,
racking,etc. to each unitand to convert each vehicleto natural gas;
- to provide for scheduled repairs under one umbrella and to have a
provider of breakdown service ina timely manner;
to seek a leasing term that allowedfora timelyrotationofvehicles over
either a four or five year plan;
- to prepare a contract where vehicles can be stationed at four specific
locations.
(see recommendation 4)
Recommendations:
1.Thatthe motions approvedat the incamera session, 2000August29, related
to (a) propertymatters, and (b)negotiations,be adopted and reportedinthe
August 29 minutes.
(a)(i)ThatthetenderofVanBree Drainage Limited for site work onthe
Strathroy Secondary Schools Multi-Use Project,be approved at
a price of $1 928 000. +GST
(li)Thatthe Board'sshare ofthe abovetender Is$634 036.+GST.
2000 August 29 ...305
(iii)That the architects be instructed to proceed with the detailed
design of the Strathro/Secondary Schools facility based on the
concept design that Includes a lecture halland fourthgymnasium
(b) That,pending ratification by the Association of Administrative,
Professional and Support Personnel (AAPSP), the terms and condition
of employment reached by the parties on 2000 August 25, for the period
fromthe Date of Ratificationto 2002 August 31, be approved.
Secretary's Note:The AAPSP ratified the agreement on 2000 September 08.
2. That the Request for Proposal received fromthe followingvendors be accepted
for the provision of Driver Education at specific schools.
Findley's Driver Education Services Inc.
Oxford School of Safe Driving
Sadler DrivingTraining
Wards New Drivers of Canada
3. That the Request for Proposal received from WestBridge Associates Employee
Assistance Sen/ices,Inc. be accepted for the provision of an Employee
Assistance Program for eligible employees and their dependents.
4 That the Request for Proposal received from McMaster Chevroiet Oldsmobile
Cadillac Limitedbe accepted for the provision ofsixty-nine leased vehicles.
5 That the tentative settlement with CUPE Local4222A reached bythe parties on
2000 July 07, and ratifiedby CUPE on 2000 August 19,forthe period fromthe
Date of Ratification to 2001 December 31,be ratified.
D.STEWART
Chairperson
The report isreceived and the recommendations are adopted on motionofStewart and
Brocl<.
ADJOURNMENT
The meeting adjourns at 9:30 p.m. on motionofSmith and Peters
CONFIRMED
Chainoerso