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HALTON DISTRICT SCHOOL BOARD Meeting will be livestreamed from www.hdsb.ca

J.W. Singleton Education Centre, 2050 Guelph Line, Burlington, ON

Public Session Agenda – Wednesday, October 4, 2017 Public Session: 7 p.m. (Private Session precedes Public Session)

PUBLIC SESSION AGENDA

1.0 Opening 1.1 Welcome, Call to Order and Attendance 1.2 Motion to Move into Private Session 1.3 Rise into Public Session 1.4 Acknowledgement of Traditional Lands

1.4.1 National Day of Action on Missing and Murdered Indigenous Women and Girls 1.5 Approval of the Agenda 1.6 Declarations of Possible Conflict of Interest

2.0 Delegations/Presentations to the Board 2.1 Inspire Award Presentations 2.2 Delegations 2.3 Presentations

2.3.1 Inspire Awards

Brenda Soper-Manning, Public Health Nurse (Clarksdale Public School)

Shauna Cobham, Volunteer (Lakeshore Public School)

Jessica Cadeau, Kindergarten Teacher, Lakeshore Public School

Stephen Henstock, Teacher, Gary Allan High School

Cynthia Snowdon, VP, Eastview Public School

Paul Dawson, VP, White Oaks Secondary School

Aldershot Breakfast Program – Elaine Jutras and Shelley Murray

Henrietta Boahene, Bus Driver, Elliot Coach Lines 2.4 Video Presentation: English Language Learners (T. Salmini) 2.5 Acknowledgement by the Chair of Delegations and Presentations

3.0 Consent Agenda Items 3.1 Approval of Consent Agenda Action Items

3.1.1 Minutes of the Halton District School Board Meeting, September 20, 2017 page 2 3.2 Receipt of Consent Agenda Information Items

3.2.1 Order Paper page 8 3.2.2 Board Report Schedule – Report 17111 – (S. Miller) page 12 3.2.3 Administrative Procedure Update -- Report 17110 – (S. Miller) page 15

4.0 Ratification/Action 4.1 Approval of Business Transacted in Private Session

4.2 For Action: October 4, 2017

5.0 Communication to the Board 5.1 Student Trustee Reports

5.2 For Action: October 18, 2017 5.2.1 Identification of Community Planning and Partnership Opportunities – Report 17108

(D. Renzella, L. Veerman) page 16 (Note: The Student Trustee Policy has been referred to the October 18 meeting)

5.3 For Information: October 4, 2017 5.3.1 Burlington PAR: Project Manager Needs Assessment/Gap Analysis -- Report 17109

(T. Blackwell, S. Miller) page 23

http://www.hdsb.ca/

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HALTON DISTRICT SCHOOL BOARD

Public Session Agenda – Wednesday, October 4, 2017

Page 2

PUBLIC SESSION AGENDA (cont’d)

5.0 Communication to the Board (cont’d) 5.4 Notice(s) of Motion 5.5 Director’s Report 5.6 Communication from the Chair 5.7 Committee Reports 5.8 Trustee Questions and Comments

6.0 Adjournment 6.1 Motion to Adjourn

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Halton District School Board

Public Session: Wednesday, September 20, 2017 – 7 p.m.

Present: K. Amos, A. Collard, D. Danielli, A. Grebenc, T. Ehl Harrison, A. Harvey Hope, J. Gray, K. Graves, J. Oliver, R. Papin, L. Reynolds, D. Metropolitansky

Regrets: M. Mansoor

1 Opening

1.1 Call to Order K. Amos called the meeting to order at 6:02 p.m.

M17-0130 A. Grebenc / J. Gray Be it resolved that the Halton District School Board move into Private Session. Carried Unanimously.

The Board rose from Private Session at 7:14 p.m.

The Chair called the Public Session to order at 7:26 p.m. K. Amos recognized the Board meeting was being held on the traditional territory of the First Peoples.

M17-0131 J. Gray / L. Reynolds Be it resolved that the Halton District School Board approve the agenda as amended. Carried Unanimously.

1.2 Declarations of Possible Conflict of Interest The Chair reminded Trustees of the requirement to declare any potential conflicts of interest.

2 Delegations/Presentations to the Board

2.1 Inspire Award Presentations There were no presentations for this evening’s meeting.

2.2 Delegations There were no delegations for this evening’s meeting.

2.3 Presentations D. Boag, J. Hunt Gibbons and T. Salmini spoke to the 2017 EQAO results reflecting Halton’s success. The team responded to trustee questions.

2.4 Acknowledgement of Delegations and Presentations The Chair thanked the presenters.

3 Consent Agenda Items

3.1 Approval and Receipt of the Consent Agenda Items Trustees requested posed questions regarding the Information Items on the Consent Agenda items regarding the Order Paper and the Capital Update. The Director of Education led a review of the items on the Order Paper. G. Cullen responded to trustee questions regarding the Capital Update pertaining to Dr. Frank J. Hayden Secondary School.

M17-0132 T. Ehl Harrison / A. Grebenc Be it resolved that the Halton District School Board approve and receive the Consent Agenda items for September 20, 2017. Carried Unanimously.

4 Ratification / Action

4.1 Approval of Business Transacted in Private Session

M17-0133 K. Graves / K. Amos Be it resolved that the Halton District School Board appoint the firm of Snyder Architects Inc. as the architect for the transition of educational programs project into Nelson High School and MM Robinson High School as per their response to RFP 17-258. Carried 10-1.

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As the vote was not unanimous, a recorded vote was noted. One dissenting vote was cast by A. Collard.

4.2 For Action: September 20, 2017 4.2.1 Resolution for Corporate Credit Card Services

L. Veerman spoke to Report 17092 and responded to trustees’ questions about the timing and implementation strategies.

M17-0134 A. Grebenc / L. Reynolds Be it resolved that the Halton District School Board Be it resolved that the Halton District School Board (“The Board”) enter into an agreement with the Bank of Montreal to provide the Board with credit by way of a Corporate MasterCard account, under which arrangement employees of the Board may be issued with Corporate Cards on the MasterCard corporate account of the Board with the Bank and the Board shall be responsible for the payment of all amounts, including fees and interest, charged to such corporate account, the whole substantially on the terms and conditions set forth in the draft Corporate MasterCard Account Agreement submitted to and hereby approved by the Board;

Be it resolved the Chair of the Halton District School Board and the Superintendent of Business Services and Treasurer are hereby authorized to sign for and on behalf of the Board a Corporate MasterCard Account Agreement with the Bank of Montreal substantially on the terms and conditions of the draft thereof approved by the Board, with such changes or modifications as the person(s) so signing may in their sole discretion deem appropriate, and to sign such documents and do such other things they in their sole discretion deem appropriate or advisable in connection with or to give effect to such Corporate MasterCard Account Agreement and the program contemplated there under. Carried Unanimously.

5 Communication to the Board

5.1 Student Trustee Reports D. Metropolitansky expressed regrets on behalf of Muqtasid Mansoor who was attending a leadership event and unable to be at the Board meeting. D. Metropolitansky spoke to the upcoming Student Senate meeting slated for Tuesday, September 26. She spoke to Board Committee Chairs, and reiterated the goal of placing student senators on these committees. D. Metropolitansky indicated she would circulate the Student Senate meeting schedule to Trustees.

5.2 For Action: October 4, 2017 5.2.1 Student Trustee Policy

D. Metropolitansky spoke to Report 17100 and responded to trustees’ questions.

5.2.2 2017-18 LTAP Boundary Review D. Renzella and J. Newton spoke to Report 17099 and responded to questions.

M17-0135 D. Danielli / L. Reynolds Be it resolved that the Halton District School Board waive the rules to deal with this matter this evening. Carried Unanimously.

M17-0136 K. Graves / D. Danielli Be it resolved that the Halton District School Board direct the Director of Education to undertake a school boundary review for the new Milton SW #10 ps, with an expected completion date of no later than February 2018. Carried Unanimously.

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5.2.3 Closing the Gap – Information Technology Infrastructure and Roll-Out G. Truffen spoke to Report 17107 and responded to trustees’ questions regarding timing and implementation of this project and the Closing the Gap initiatives. T. Ehl Harrison asked for information about monitoring/testing existing wireless systems.

M17-0137 K. Amos / J. Oliver Be it resolved that the Halton District School Board waive the rules to deal with this matter this evening. Carried 8-3.

As the vote was not unanimous, a recorded vote was noted. Dissenting votes were cast by A. Collard, K. Graves, and T. Ehl Harrison.

M17-0138 A. Grebenc / R. Papin Be it resolved that the Board of Trustees approve a transfer from Accumulated Surplus – Closing the Gap in the amount of $2 541 121 to enhance the Board’s technology infrastructure and computer roll-out. Carried 9-2.

As the vote was not unanimous, a recorded vote was noted. Dissenting votes were cast by A. Collard and T. Ehl Harrison.

5.3 For Information: September 20, 2017 5.3.1 High Performing Students in Elementary Schools

T. Salmini spoke to Report 17101 and responded to trustees’ questions. J. Newton spoke to the program currently operating at WI Dick Public School.

Trustees asked for information regarding the administrators’ guide, needs in other geographic areas of the Board, and communication about the program at WI Dick Public School.

5.4 Notice(s) of Motion There were no Notices of Motion for this meeting.

5.5 Director’s Report S. Miller asked D. McFadden, Executive Officer of Human Resources to speak to the reorganization of staff in schools, resulting from changes to enrolments.

D. Metropolitansky left the meeting at 9:50 p.m.

S. Miller also acknowledged the retirement announcement (December 31, 2017) of Superintendent of Facility Services Gerry Cullen, as he wraps up a 30-year career with the Halton District School Board. K. Amos added her accolades regarding G. Cullen’s career benefitting Halton.

5.6 Communications from the Chair K. Amos referenced communication from the Ministry of Education (appendix) regarding concerns about the submission deadline for capital priorities, and capital funding. Discussion ensued regarding the pressures on north Oakville schools, and timing of construction, funding approvals, and what can be done to expedite the process.

A. Harvey Hope requested the Minister’s letter, read by the Chair, be included with the minutes.

M17-0139 A. Grebenc / Amos / J. Oliver Be it resolved that the Halton District School Board extend the meeting beyond 10 p.m. Carried 9-2.

As the vote was not unanimous, a recorded vote was noted. Dissenting votes were cast by K. Graves and D. Danielli.

5.7 Trustee Questions and Comments J. Gray provided an update on this weeks’ Audit Committee.

J. Oliver highlighted this week’s Special Education Review Steering Committee, and indicated the Mental Health Steering Committee has not yet set a meeting date.

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T. Ehl Harrison provided an update on this week’s meeting of the Environmental Management Committee.

L. Reynolds provided a follow-up to the Inspire Award, encouraging promotion of the program.

A. Harvey Hope spoke to her attendance at the recent Health and Safety Committee meeting.

K. Graves provided an update on SEAC discussions including Burlington transitions, the Special Needs Strategy and the Special Education Review, and also highlighted last week’s planning session from Committee of the Whole.

A. Collard spoke to the upcoming OPSBA Director’s meeting, planning for the Public Education Symposium, and encouraged any feedback from her colleagues in advance of the meeting. She reminded trustees of the By-law subcommittee next Wednesday at 11 a.m.

J. Oliver asked for additional information regarding testing of wireless technology to ensure standards are being met within our schools. G. Truffen commented on the third-party study conducted a few years ago, which demonstrated the Board’s systems below the acceptable threshold. He indicated testing can now be done centrally, and made the commitment to ongoing monitoring (10 schools per year). He also indicated vendors are equally committed to safety, and reiterated the Board’s commitment to safety of devices used in our schools.

L. Reynolds asked for information regarding the representation on the integration committees and the Aldershot exploration committee arising from the recent Burlington Secondary School Program and Accommodation Review. T. Blackwell outlined the requirements in the policy, and the steps taken to include community members and school councils.

D. Danielli indicated she would be sharing her notes from her attendance at recent conferences she attended. T. Ehl Harrison also commented on her conference learning, as did K. Graves. A. Collard also indicated her willingness to share her notes, commenting on having shared information from OPSBA events at previous meetings. K. Amos and A. Grebenc commented on their learning experiences, and A. Grebenc suggested trustees co-author a brief report reflecting their learning experiences for future conferences. A. Harvey Hope also offered to share her notes, and reflected on her learnings citing the benefits of networking. J. Gray agreed and added her comments. R. Papin spoke to her attendance at recent conferences, and the learning she garnered at these events.

T. Ehl Harrison and S. Podrebarac spoke to the recent announcement about the Ontario Early Years Centre and Family Centre (OEYCFC) being located at Oakwood Public School to serve the 0-4 years population.

The Board reconvened in Private Session at 10:20 p.m.

M17-0140 A. Grebenc / J. Gray Be it resolved that the Halton District School Board reconvene in Private Session. Carried Unanimously.

The Board reconvened in Public Session at 11:18 p.m.

M17-0141 J. Oliver / A. Harvey Hope

Be it resolved that the Halton District School Board approve the resolutions from the Halton District School Board meeting in Private Session, September 20, 2017, respecting compensation (Report 17106 Revised). Carried Unanimously

6 Adjournment

M17-0142 J. Gray / A. Collard Be it resolved that the Board adjourn at 11:24 p.m. Carried Unanimously.

Recorder’s Signature: Chair’s Signature:

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ORDER PAPER – PUBLIC SESSION

Wednesday, October 4, 2017 (Items shaded/in bold have been completed and will be deleted from the list prior to the next edition.)

Motion # Resolution Responsibility

M12-0204 Be it resolved that…the Board develop a governance process to monitor School Generated Funds including School Council Funds and school businesses, and refer this item to the Policy, By-law & Governance Committee.

Policy, By-law & Governance Committee

M13-0073 Be it resolved that in recognition of the role of SEAC and the motions passed at the SEAC Meeting of April 2, 2013 and conversations at the table this evening, that the HDSB defer the Assessment of Gifted Entry/Gifted Screening Process Review, and that the Board direct the Director to:

1. develop and implement a consultation plan to seek input from SEAC, parents of gifted students, teachers and school staff on improving our gifted assessment process.

Director of Education

M13-0171 Be it resolved that the Halton District School Board approve a structure for Board policy that includes governance policies and framework policies as per the appendices to Report 13083.


M13-0172 Be it resolved that the Halton District School Board approve a structure for admin procedures and supporting guidelines, implementation handbooks, and protocols as contemplated in Report 13083.


M14-0158 Be it resolved that the HDSB consider the following option related to the establishment of a second entry point (Grade 5) for French Immersion: Option C (Defer the decision on second FI entry point): Defer the decision regarding a second FI entry point until we have implemented Primary Core French.


M15-0071 Be it resolved that HDSB support HSTS utilizing a third-party consultant to undertake a bell time analysis study for elementary and secondary schools, in order to find route efficiencies and determine the financial impacts or cost savings, and;

THAT prior to the analysis being undertaken, study parameters will be established jointly by the Halton DSB and the Halton Catholic DSB; and

THAT the cost of undertaking a bell time analysis study be provided to trustees for approval.

SO/Business

M15-0139 Whereas the work of the National Truth and Reconciliation Commission (TRC) regarding residential schools in Canada concluded its work in June 2015, resulting in 94 far reaching Calls to Action, including a number specifically focused on education; Be it resolved that the Halton District School Board: i) Commit that all students graduate with knowledge of residential

schools and their effects on Aboriginal communities in Canada and see themselves as contributors to reconciliation.

ii) (At least) Annually during a Board meeting recognize the history of our area and give respect and honour to its First Peoples, by including in the Chair’s welcome, "We would like to acknowledge that we are on the traditional territory of First Peoples."

Director of Education / School Operations

M16-0045 Be it resolved that the Halton District School Board authorize staff to work with the City of Burlington and Nelson User Group to develop a fundraising plan as outlined in the HDSB Community Funding of Facility Enhancements Administrative Procedure regarding proposed enhancements to the sports facilities at Nelson High School.

SO/ Facility Services

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M16-0097 Be it resolved that the Halton District School Board create an ad hoc committee to create a public awareness campaign, “Fix the Finances”, to raise awareness about how the HDSB is financed and repercussions of funding reductions and create an action plan to return to the Board for approval by the October 19 Board meeting.

Chair, Trustees Deferred to November 2016

M16-0099 Be it resolved that Halton District School Board refer to the Policy, By-law and Governance Committee, the creation of a policy that incorporates the concepts regarding internal processes and public concerns identified in the administrative procedure.


M16-0111 1. Be it resolved that the Halton District School Board adopt Option 6,

Grade 2 Entry to the French Immersion program at 100% intensity in existing single & dual track schools, as outlined in Report 16096.

2. Be it resolved that this model begin in Grade 2 of school year 2018/19. Entry into Grade 1 of our current FI model will cease after the 2016/17 school year and the 2017/18 Grade 1 cohort will be English program only.

3. Be it resolved that students enrolled in our current FI model be grand-parented and allowed to complete elementary school in the current model.


M16-0132 Be it resolved that the HDSB appoint the architectural firm of Hossack and Associates Architects Inc. to prepare the design and tender documents for the proposed new elementary school, ERA 118 (Oakville NE #2 PS) to be built in the Oakville area for September 2018. In the event Ministry approval is not received for this project all expenses incurred for design and development of tender documents be funded through Close the Gap.

Facility Services

M16-0133 Be it resolved that the Halton District School Board appoint the architectural firm of Hossack and Associates Architects Inc. to prepare the design and tender documents for the proposed new secondary school, SRA 104 (Milton SW #1 HS) to be built in Milton area for September 2019. In the event Ministry approval is not received for this project, all expenses incurred for design and development of tender documents be funded through Close the Gap.

Facility Services

M17-0021 Be it resolved that the HDSB undertake a review of the existing Executive Limitations, Governance Process and Board-Director Relationship policies with a view to rescinding or revising them under the current governance structure, and THAT the HDSB reformat and direct the Board’s existing policies under either the “Framework” or “Governance” categories of the current governance structure.

Chair/Trustees

M17-0059 Be it resolved that the Board of Trustees obtain a written legal opinion from Miller Thomson regarding the proposed changes to the Director’s Job Description, and Executive Limitations and Delegation of Authority Policies and that Miller Thomson be provided with copies of the current and proposed Director’s Job Description, and Executive Limitations and Delegation of Authority Policies, and the Director of Education's Contract, and be given the opportunity to confer with the Board of Trustees to discuss their findings. Be it further resolved that the decision regarding the changes to the Director’s Job Description, and Executive Limitations and Delegation of Authority Policies be deferred until such time as the legal opinion has been obtained and any recommendations resulting from it have been discussed by the Board of Trustees and the Director of Education.

Chair of the Board

M17-0088 Be it resolved that the Halton District School Board close Robert Bateman High School, effective June 30, 2020. a) Effective September 1, 2019, the Halton District School Board

revise the existing catchment area for Robert Bateman HS to redirect English program students entering Grade 9 to Nelson HS;


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b) Effective September 1, 2020, the HDSB revise the existing catchment area for Robert Bateman HS to redirect the Grade 10, 11 and 12 English program students to Nelson HS.

M17-0091 Be it resolved that the Halton District School Board close Lester B. Pearson High School, effective June 30, 2018. a) Effective September 1, 2018, the Halton District School Board revise

the existing catchment area for Lester B. Pearson High School to redirect students to M.M. Robinson High School.


M17-0092 Be it resolved that, effective September 1, 2018, the HDSB revise the existing Dr. Frank J. Hayden Secondary School French Immersion program boundary, to redirect students entering Grade 9 French Immersion to MM Robinson HS. Grade 10, 11, and12 FI students will be grandparented at Dr. Frank J. Hayden Secondary School until graduation.


M17-0094 Be it resolved that, effective September 1, 2018, the Halton District School Board designate the English and French Immersion catchment areas for the “Evergreen Community” to M.M. Robinson High School.


M17-0097 Be it resolved that, as part of implementation of any PAR-related changes,

the Board direct the Director that the responsible Superintendent develop

and deliver a consultation and communications plan to engage with affected and interested stakeholders in an early and ongoing way


M17-0103 Be it resolved that the Halton District School Board authorize staff to proceed with the selection process for an architectural firm(s) to prepare the design details and project manage the facility modifications needed to address the Burlington Secondary Program and Accommodation Review (PAR) outcomes for MM Robinson and Nelson High Schools.

Facility Services

M17-0133 Be it resolved that the Halton District School Board appoint the firm of Snyder Architects Inc. as the architect for the transition of educational programs project into Nelson High School and MM Robinson High School as per their response to RFP-17-258

Facility Services

M17-0134 Be it resolved that the Halton District School Board (“The Board”) enter into an agreement with the Bank of Montreal to provide the Board with credit by way of a Corporate MasterCard account, under which arrangement employees of the Board may be issued with Corporate Cards on the MasterCard corporate account of the Board with the Bank and the Board shall be responsible for the payment of all amounts, including fees and interest, charged to such corporate account, the whole substantially on the terms and conditions set forth in the draft Corporate MasterCard Account Agreement submitted to and hereby approved by the Board; Be it resolved the Chair of the Halton District School Board and the Superintendent of Business Services and Treasurer are hereby authorized to sign for and on behalf of the Board a Corporate MasterCard Account Agreement with the Bank of Montreal substantially on the terms and conditions of the draft thereof approved by the Board, with such changes or modifications as the person(s) so signing may in their sole discretion deem appropriate, and to sign such documents and do such other things they in their sole discretion deem appropriate or advisable in connection with or to give effect to such Corporate MasterCard Account Agreement and the program contemplated there under.

Business Services

M17-0136 Be it resolved that the Halton District School Board direct the Director of Education to undertake a school boundary review for the new Milton SW #10 ps, with an expected completion date of no later than February 2018.


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M17-0138 Be it resolved that the Board of Trustees approve a transfer from Accumulated Surplus – Closing the Gap in the amount of $2 541 121 to enhance the Board’s technology infrastructure and computer roll-out.

Superintendent of Education (IT)

PENDING REPORTS – October 4, 2017 Motion & Date Resolution Presentation Date

M12-0088 Be it resolved that the HSDB direct the Director to provide a full and complete list of all policies and administrative procedures noting : a) whether or not the policy/administrative procedure has been adopted by board motion, b) the date that the policy/admin procedure was last reviewed, c) the date that the policy/administrative procedure is next scheduled to be reviewed and d) whether or not the policy/admin procedure suggests an impact to roles and/or responsibilities of trustees or board of trustees (directly or through referenced policy/admin procedure).

June / Sept. 2012 Review of policies undertaken (on-going)

M16-0112 Be it resolved that an annual report be added to the report schedule (starting in 2018), outlining the percentage/number of Gr.1 students in each elementary school registered for French Immersion or English programs for the following year, and that this report highlight any schools where fewer than 20 students have registered for the Gr.2 English program and any schools where registration percentages for FI have increased from prior years, and provide an action plan to address the enrolment in those schools. This report will be brought to the Board of Trustees prior to staffing deadlines.

2018

Interim report proposed February/March 2017

M17-0096 Be it resolved that the Halton District School Board investigate and explore a range of opportunities for Aldershot High School, including but not limited to, a magnet school, a themed school, an alternative school, and/or an incubator school with a report brought back to the Board of Trustees no later than February 2018.

February 2018

M17-0098 Be it resolved, that the Director conduct a needs assessment or a gap analysis to determine the need for a project manager in support of the Superintendent of Education who will lead the PAR implementation; and that the Director report back to the Board of Trustees no later than October 2017.

October 2017

M17-0116 Be it resolved that the Director be directed to contact the Indigenous Education Advisory Council with the intention to consult with them regarding the potential use of indigenous flags on board premises with a report including any recommendations to be brought to the Board in the Fall of 2017.

November 2017


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Report Number: 17111 Date: September 27, 2017

FOR INFORMATION

TO: The Chair and Members of the Halton District School Board

FROM: S. Miller, Director of Education

RE: Board Report Update

Background: First introduced in September 2014, this monthly report outlines reports scheduled to come to the Board during the current school year.

The report schedule outlines the planned dates for 2017-18, and will be updated at regular intervals to keep Trustees apprised of what reports have been presented, completed, and/or have had to have timelines revised.

Respectfully submitted,

S. Miller Director of Education

STAFF INITIATED BOARD REPORTS – 2017-18 (September 26, 2017)

REPORT SUBJECT DATE: RESPONSIBILITY COMMENTS

Admin Procedure Update ongoing Stuart Miller Info

SEAC Membership as required Mark Zonneveld Info

Admin Centre Update as required Gerry Cullen Info

Capital Update – Summer 2017 September 6 Gerry Cullen completed Info

Banking Resolutions September 6 Lucy Veerman completed Action

“Technology and You” September 6 Gord Truffen completed Info

PAR Update September 6 Terri Blackwell completed Info

Director’s Summer Authority September 6 Stuart Miller completed Info

High Performance Programs September 20 David Boag/Tina Salmini completed Info

Capital Updates September 20 Gerry Cullen completed Info

Ombudsman Report September 20 David Boag completed Info

PAR Architect Appointment September 20 Gerry Cullen completed Action

EQAO September 20 David Boag, Program completed Info

Summer Learning Initiatives September 20 David Boag completed Info

Boundary Review (Boyne) September 20 Jacquie Newton/Dom Renzella completed Action

September Staffing Adjustments October 4 Debra McFadden Info

Gap Analysis re: PAR Implementation October 4 Stuart Miller Info

Close the Gap Update October 18 G. Cullen, L. Veerman Info

Special Education Review October 18 Mark Zonneveld Info

Community Planning and Partnerships October 18 Lucy Veerman Info

Capital Update October 18 Gerry Cullen with financials Info

Operational Plan Progress Report October 18 David Boag Info

Award of Tender (New Elem./Milton) November Gerry Cullen Action

PAR Update November 1 Terri Blackwell Info

Annual Water Testing November 1 Gerry Cullen Info

School Ground Enhancement Report November 1 Gerry Cullen Inco

Capital Update November 15 Gerry Cullen Info

P/VP Placements/Transfer November 15 Jacquie Newton Info

Financial Statements November 15 Lucy Veerman Action

Renewal/School Condition Index November 15 Gerry Cullen Info

Indigenous Flags November 15 Rob Eatough Info

Trustee Honoraria (Sched.1) November 15 L. Veerman Action

Trustee Distribution/Representation December 6 Stuart Miller Action

Milton Secondary School Tender December 6 Gerry Cullen Action

Banking Resolutions December 6 L. Veerman Action

Annual Report: Food & Beverage Sales December 6 Gerry Cullen Info

Disposition of Property/Acquisitions as required Lucy Veerman Action

Cmty Funding Facility Enhancements as required G. Cullen, L. Veerman Info

Capital Update December 6 Lucy Veerman with financials Info

Director’s Annual Report December 6 Stuart Miller Info

PAR Update January 10 Terri Blackwell Info

Striking Committee/ Appointments January 10 Striking Committee Action

HLF Fundraising Plan January 10 Stuart Miller Info

Revised Estimates January 24 Lucy Veerman Action

REPORT SUBJECT DATE: RESPONSIBILITY COMMENTS

Budget Schedule January 24 Lucy Veerman Budget timelines: February to June Info

Milton Boundaries (Boyne) January 24 Jacquie Newton Action

School Generated Funds February 7 S. Miller, L. Veerman Info

Welcome Centre Update February 7 Gord Truffen Info

Capital Update February 21 Gerry Cullen with financials Info

EDC By-law Timelines February 21 Lucy Veerman Info

Spec Ed Review Report w/ recmd’tns February 21 Stuart Miller Info

PAR Update: Aldershot Exploration February 21 Terri Blackwell Info

Primary Core French Update February 21 D. Boag, T. Salmini Info

PVC Implementation Update February 21 David Boag Info

Spec Ed Review/ February 21 Mark Zonneveld reflects new critical path timelines Action

Annual Portable Inspection Update March 7 Gerry Cullen Info

Operational Plan Update March 7 David Boag Info

Innovation Update March 7 Jacquie Newton Info

PAR Update March 7 Terri Blackwell Info

Draft Op Plan Targets/Strategies March 21 Stuart Miller reflects new critical path timelines Action

Draft Special Education Plan March 21 Mark Zonneveld Info

Gifted Screening March 21 Mark Zonneveld Info

Capital Update March 21 Gerry Cullen Info

Annual Salary Disclosure Report March 21 Debra McFadden Info

Rental Rates April 4 Gerry Cullen Info

Centre -Skills Dev. & Training Report April 4 Stuart Miller Info

School Year Calendar April 4 Stuart Miller Action

P/VP Placements/Transfer April 18 Jacquie Newton Info

Capital Update April 18 Gerry Cullen Info

HLF Annual Report April 18 Stuart Miller Info

School Bell Time Change Requests May 2 Lucy Veerman Info

EDC By-law May 2 Lucy Veerman Action

LTAP May 2 Lucy Veerman Action

Community Partnership Report (LTAP) May 2 Lucy Veerman Action

Cmty Funding - Facility Enhancements May 2 G. Cullen, L. Veerman Info

Transportation/Policy Exemptions May 16 Lucy Veerman Info

Capital Update May 16 Gerry Cullen with financials Info

PAR Update May 16 Terri Blackwell Info

Budget June 6 Lucy Veerman Action

Teachers Redundant to Board if required Debra McFadden Info

Truth & Reconciliation/FNMI Update June 6 Rob Eatough Info

Special Education Plan June 6 Mark Zonneveld Action

Operational Plan Targets/Strategies June 6 Stuart Miller Action

Community Partnership Report June 6 Lucy Veerman Info

Capital Update June 6 Gerry Cullen Info

Capital Plans / Priorities June 6 Gerry Cullen Action

EDC By-law June 6 Lucy Veerman p Action


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FOR INFORMATION


FROM: Stuart Miller, Director of Education

RE: Administrative Procedure Update

Warrant This report is the next regular update of Administrative Council’s ongoing review of all administrative procedures.

Admin Procedure Name Revisions / Additional Information

Working Alone Date change (revision date added)

Capital Renewal Date change (revision date added)

Door Locking System Date change (revision date added)

Election Use of Schools Date change (revision date added)

Lead in Drinking Water Date change (revision date added)

Assignment of Architect Consulting Firms (VOR) Date change (revision date added)


Stuart Miller Director of Education


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FOR DECISION


FROM: G. Cullen, Superintendent of Facility Services L. Veerman, Superintendent of Business Stuart Miller, Director of Education

RE: Identification of Community Planning and Partnership Opportunities

Rationale At its October 21, 2015 meeting, the Halton District School Board approved the Community Planning and Partnerships policy. This policy implemented the Community Planning and Partnerships Guidelines released by the Ministry of Education on March 26, 2015 to support partnership opportunities in open and operating schools, co-build opportunities for proposed schools, underutilized schools that may be impacted by closure, and sites that may be considered for future disposition.

This report identifies schools within the Board that present suitable opportunities for community partnerships, based on criteria indicated in the Community Planning and Partnerships policy.

RECOMMENDATION:

Be it resolved that the Halton District School Board approve the list of schools for community partnerships; and,

THAT staff be directed to notify community partners of opportunities for sharing of space and undertake the annual Community Planning and Partnerships meeting.

Background On March 26, 2015, the Ministry of Education circulated memorandum 2015:B09 “Release of New Pupil Accommodation Review Guideline and Community Planning and Partnerships Guideline”. The Ministry required all schools boards in Ontario to amend their existing policies to reflect the changes in the new guidelines. The revisions to the guidelines support sharing of planning information between school boards and community partners on a regular basis, and enhances opportunities to share underutilized school space and space in new buildings, as well as greenspace/parkland. The shared use of facilities has the potential to reduce facility costs; enhance programs and services to students and the wider community; as well as strengthen relationships with community partners. In addition, it will ensure a strong, vibrant and sustainable publically-funded education system in Halton.

To implement the revised Ministry guidelines, Halton District School Board adopted a new Community Planning and Partnerships policy on October 21, 2015, along with a new Program and Accommodation Review policy on February 17, 2016. The CPP policy outlines the procedure with respect to partnership opportunities in open and operating schools, co-build opportunities for proposed schools, underutilized schools that may be impacted by closure, and sites that may be considered for future disposition. Partnerships will be managed using a cost recovery model, as stated in Section 3.6 of the Board policy.

Planning information is shared with community partners through the annually released Long Term Accommodation Plan (LTAP). The LTAP provides enrolment projections for a 10 year forecast period, i.e. 2017 to 2026, for each Elementary and Secondary Review Area (ERA and SRA) in the Board as well as for each elementary and secondary school within the system. In addition, it lists where and when new schools will be needed based on enrolment projections, schools that will remain well-utilized, as well as open and operating schools with unused space.


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All community partners identified in Appendix 1 of the Board’s Community Planning and Partnerships Policy are notified once the LTAP is approved. On June 23, 2017, Trustees approved the LTAP. Community partners listed in the Board policy, including all municipalities and the Region of Halton, have been notified of its approval and invited to review its content for potential partnerships. Through the LTAP feedback process and notification of LTAP approval, community partners have been provided with sufficient time to review its content with respect to potential partnerships.

The LTAP is also used by the Board to identify facilities suitable for community partnerships. For unused space in schools that are not declared surplus, the Board policy outlines criteria for selecting schools for community partnerships. Surplus space identified and offered for sale or lease will continue to follow the circulation process outlined in Ontario Regulation 444/98.

Community Planning and Partnerships since June 22, 2016 Public Meeting On June 22, 2016, the Board held a public meeting at J.W. Singleton Education Centre to provide community partners and members of the public, a list of schools available for community partnerships. As a result the Board entered into one formal community partnership. The Golden Hawks Air Cadets Parent Support Association entered into a lease agreement with the Board regarding the utilization of approximately 191 square feet of storage space, which did not impact classroom space or the reduction of the OTG. No other formal expressions of interests have been submitted to the Board.

As part of the 2016 Capital Priorities joint submission with the Region of Halton, the Board did receive approval from the Ministry of Education for a two-room child and family program centre (Ontario Early Years Child and Family Centre) at Oakwood PS to be operated by the Oakville Parent-Child Centre (OPCC). As well, the Board received Capital Priorities funding for a child care (5 rooms) and child and family program centre (2 rooms) that will be included as part of the Milton #10 ps project and be operated by Milton Community Resource Centre.

The Board also received Community Hubs funding for a two room retrofit going into Harrison PS for the expansion of the Woodview program. This retrofit will provide for office space and parent support space. This project is expected to be completed by June of 2018.

Opportunities for Sharing Unused Space in Schools In determining suitable facilities for community partnerships, the following criteria was applied, as stated in Section 3.5 of the Community Planning and Partnerships policy:

a) Projected 200 or more excess pupil places and/or 60% utilization or less for 2 years; b) Ability to identify and create distinct and contiguous space within a facility, separate from students; c) Space not required for Board programming or other uses; \ d) Appropriate access to space; e) Parking availability; f) Zoning and site use restrictions; g) Facility condition; and, h) Other criteria as appropriate.

An analysis was conducted based on data from the recently approved LTAP and the application of the above mentioned criteria to identify open and operating schools with unused space that present opportunities for community partnerships. Based on the criteria, five elementary schools and two secondary schools are suitable for community partnerships. These schools are listed below with the year of availability indicated in parentheses. Additional details are provided in Appendix 1.

Elementary Schools:

Aldershot School (2017). The secondary portion does not meet Criteria a.

Frontenac PS (2017)

Oakwood PS (2017)

Ryerson PS (2017)

Tecumseh PS (2017)


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Secondary Schools:

T.A. Blakelock HS (2017)

Acton DHS (2017)

Expressions of interest will be received by the Board and evaluated based on the Partner Selection Criteria outlined in Section 3.6 of the Board policy.

Surplus Space in Schools Schools with surplus space being offered for sale or lease follow the circulation process outlined in O. Reg. 444/98. At this time, no schools have been identified to have surplus space.

Co-build Opportunities In addition to unused space in open and operating schools, opportunities exist for community partnerships in the form of co-builds for new schools as well as schools expected to undergo additions and significant renovations. The 2016/2017 LTAP proposes 5 capital projects in Halton from 2018 to 2020. The proposed capital projects are all new schools and listed below with the year of impact in parentheses. Details of the capital projects are presented in Appendix 2. It should be noted that timing of these capital projects are contingent on Ministry funding, site acquisition and issuance of municipal approvals and building permits.

Elementary Schools:

Oakville NE #2 ps includes Region of Halton supported 88 childcare spaces

Milton SW #11 ps includes Region of Halton supported 88 childcare spaces

Oakville SW #1 ps (Subject to a Program and Accommodation Review)

Secondary Schools:

Milton SW #1 hs , funding approved, still in design stage

Oakville NE #1 hs

Another co-build opportunity is with respect to a proposed new Board Administrative Centre, which is currently being studied. The projected size of the new facility is approximately 95,000 sq .ft , while the timing is still to be determined.

As per the Community Planning and Partnerships Policy, the Board will notify interested partners 1-3 years prior to the potential construction start date of a new school or significant addition. This will also be supported by a Board resolution inviting expressions of interest, as stated in Section 3.4 of the Board policy. In addition, any deadlines relating to student accommodation needs or funding parameters will be made clear to community partners as information becomes available.

Conclusion During the years, the Board has entered into community partnerships with a number of agencies and groups. Appendix 3 identifies those partnerships, but does not include those community groups that use our school facilities for before and after school hour use.

Based on the 2016/2017 LTAP, five new projects have been identified in Halton from 2018 to 2020. As well, the proposed new Board Administrative Centre is another project identified as a co-build opportunity. Eligible partners can express interest in co-building partnerships to the Board, by way of a letter to the Director of Education. Co-build opportunities with eligible partners will be evaluated on a case-by-case basis. In addition, the Board encourages community partners to provide notification to the Board regarding proposals or plans to build their own new facilities.

Five (5) elementary schools and two (2) secondary schools were identified as suitable for community partnerships due to unused space in schools through the criteria stated in the Board’s policy.

The annual Community Planning and Partnerships meeting is scheduled to take place on Wednesday, November 8, 2017 (7 pm), where partners and the public will be notified of the list of schools and proposed capital projects, and potential opportunities discussed.


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With the approval of the identified schools suitable for community partnerships, notifications regarding the date of the Community Planning and Partnerships meeting will be circulated to all identified community partners, and it will also be posted in local newspapers and the Board website.


Lucy Veerman Superintendent of Business Services

Gerry Cullen Superintendent of Facility Services


Appendix 1 – Unused Space in Schools for Community Partnerships

Elementary Schools

School Review Area

Municipality School Org.

OTG Excess Pupil

Places/ Low Util.

Max. No. of Rooms Avail.

Year Avail.

Physical Sep. of Space

Space Req. for

Prog.

Access to

Space

Parking Avail.

Zoning 1

Aldershot School (Elementary)

ERA100 Burlington 7-82 460 Y 9 Y N Y Y R2.1

Frontenac PS ERA103 Burlington JK-8 777 3 Y 12 Y N Y Y R3.2

Oakwood PS ERA112 Oakville JK-5 337 4 Y 5 Y N Y Y CU

Ryerson PS ERA102 Burlington JK-6 527 Y 7 Y N Y Y R3.2

Tecumseh PS ERA102 Burlington JK-8 442 Y 8 Y N Y Y R3.1

Secondary Schools

School Review Area

Municipality School Org.

OTG Excess Pupil

Places (2016)

Util. Rate

(2016)

Year Avail.

Physical Sep. of Space

Space Req. for

Prog.

Access to

Space

Parking Avail.

Zoning 1

Acton District HS SRA107 Halton Hills 9-12 654 208 68% Y I

T.A. Blakelock HS SRA102 Oakville 9-12 1335 226 83% Y N Y Y CU

Notes

1 See respective municipal zoning by-laws for site use restrictions at each school site. 2 Aldershot School contain a Grades 7-8 elementary portion and Grades 9-12 secondary portion within the same building. Only the portion indicated meets the criteria for 200

or more excess pupil places and/or 60% or less utilization. The OTG indicated only applies to the respective portions of the building. It should be noted that elementary and

secondary portions of the school are not physically separated within the building; thus, the potential of using areas within other parts of the school for CPP exists. 3Frontenac OTG has the possibility to decrease from 777 to 685 if 4 rooms loaded at 23 are renovated to Child Care. 4 Oakwood OTG reduced by 23 from 2016-2017 LTAP due to Child Care space renovations.

Appendix 2 – Proposed Capital Projects Available for Community Partnerships

Capital Project Type of Capital Project School Configuration Review Area Municipality Year of Potential Impact

Oakville NE #2 ps New School Elementary ERA118 Oakville 2019/2020

Milton SW #1 hs New School Secondary SRA104 Milton 2019/2020

Milton SW #11 ps New School Elementary ERA127 Milton 2020/2021

Oakville NE #1 hs New School Secondary SRA108 Oakville 2020/2021

Oakville SW #1 ps New School Elementary ERA111 Oakville TBD 1

New Board Administrative Centre New Building 2 N/A N/A TBD TBD

Notes

Timing of all capital projects are contingent on Ministry funding, site acquisition and issuance of municipal approvals/building permits. 1 Subject to undertaking a Program and Accommodation Review (PAR). 2 The proposed Administrative Centre will be approximately 95,00 0 sq.ft. GFA

APPENDIX 3

HDSB Community Partnerships – September 2017

School Community Group What is being used Purpose

Bruce Trail PS Milton Community Resouce Centre

Day Care attached to school Day Care

CH Norton Today's Family Day Care attached to school Day Care

Dr. Frank Hayden SS City of Burlington and Burlington Public Library

Gymnasiums and Library

Shared gymnasiums and library with public and school

Heritage Glen The Family Place Day Care attached to school Day Care

Iroquois Ridge HS

Ontario Public Supervisory Officials Association (OPSOA)

Office space in concourse on main floor

Office space for Association

Iroquois Ridge HS Munn's Child Care Centre

Day Care attached to school Day Care

James Hill PS Oakville Public Library Library Shared library with public and school

Lester B. Pearson HS Pearson Community Co-op

Designated area of school Day Care

Nelson HS City of Burlington Stadium Shared stadium with public and school

Oakville Trafalgar HS YMCA of Oakville Day Care attached to school Day Care

Pilgrim Wood PS YMCA of Oakville Day Care attached to school Day Care

River Oaks YMCA of Oakville Day Care attached to school Day Care

Robert Bateman YMCA of Hamilton Burlington

Designated area of school Day Care

Thomas A. Blakelock HS

Golden Hawks Air Cadets Storage Room Storage

White Oaks SS Oakville Public Library Library Shared library with public and school

White Oaks SS French Public Board Driveway and parking lot

Shared driveway and parking lot


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FOR INFORMATION


FROM: Terri Blackwell, Superintendent of Education Stuart Miller, Director of Education

RE: Burlington PAR: Project Manager Needs Assessment/Gap Analysis

Rationale The Halton District School Board of Trustees approved the following motion on June 7, 2017:

Be it resolved, that the Director conduct a needs assessment or a gap analysis to determine the need for a project manager in support of the Superintendent of Education who will lead the PAR implementation; and that the Director report back to the Board of Trustees no later than October 2017.

Background

Project management includes all aspects of the implementation of the recommendations over the entire project life cycle (initiate, plan, execute, control and close).

Project Plan outline of the scope of the work (e.g., student and staff transitions, budget, schedule, resources, communication), given the staged implementation (Refer to Appendix A)

Project Execution task and resource distribution through delegation of responsibilities

Project Performance/ Control

ongoing monitoring of status and progress to the plan, with adjustments as required

Project Close staged evaluation of processes and outcomes

Information

Given the various layers required to implement the approved recommendations, the PAR Steering Committee members include Senior Administration from every department (i.e., Facilities Services, Business Services, Human Resources, Student Services, School Operations, School Programs, Information Services, Communications), supporting staff, Burlington Trustees, and the Associate Director of Education.

The transition of students, staff and families is guided by existing processes and timelines established within HDSB. We will work within these plans, while honouring the specificity of the various approved recommendations. Examples include, but are not limited to:

Individualized student Transition Plans for students with special education needs Changes to program location (Refer to Appendix B) Integration committee planning Collective Agreements and staffing timelines

We are also able to draw from a variety of experiences (e.g., transitions of students with special education needs specifically in Community Pathways Programs and Life Skills programs, construction and/or renovation projects, movement of staff to new locations, etc.).

Given the specified timelines over several years, the awarding of Snyder Architects Inc. included technical evaluation criteria related to specific experience with construction management of similar projects (i.e., additions/modifications similar to those required to M.M. Robinson and Nelson High Schools), including experiences related to project management during occupied time.


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This early awarding of the contract (September 2107) provides for architect participation on the Integration/Steering Committee, development of a variety of options, opportunities for feedback leading to finalized designs and direction of the project to carry out the changes to each school.

The members of the Steering Committee bring a wealth of project management expertise, a thorough understanding of risk management with respect to operational/educational aspects of implementation and the awareness/interconnectedness of departments to ensure successful transitions for staff and students and their families. Project management requires prediction and prevention, with respect to the educational context. This team brings experience in risk management in a district school board setting to problem solve as required.

The school-based project management will be supported by our existing staff/teams who provide an understanding of the operations of schools and insights into issues that may arise. Project management experts from outside the education sector are likely to require a longer lead time and/or learning curve.

Given the scope of the work in implementing the approved recommendations, there has been a reduction in the number of schools under the direct supervision of the Superintendent of Education leading the PAR implementation. This will ensure that the commitment to project management, by the Coordinating Superintendent, is honoured.

The Coordinating Superintendent will work with multiple stakeholders, the Senior Administrative team and Snyder Architects Inc. to ensure that all aspects of project management are adhered to. This includes but is not limited to:

assemblance of a Steering Committee, assigning individual responsibilities, identifying appropriate resources needed, and developing a schedule to ensure timely completion of the implementation;

monitor costs, schedules, resources, risks, issues, and performance to ensure fiscal responsibility, responsiveness, problem-solving and adherence of timelines; and

effectively coordinate and communicate the actions and opportunities of the Integration Committees (i.e., LBP/MMR, RBHS/BCHS, RBHS/NEL) and the Aldershot Concept Exploration Committee (Refer to Appendix C), and the cross functional/departmental team resources.

Development of Implementation Plan (as of June 2017) Regular Steering Committee meetings to:

o identify the scope of the work o distribute tasks/responsibilities (e.g., GANTT charts, development of communication plan) o anticipate issues/obstacles and identify opportunities

Research of Best Practices: o School Consolidation Best Practices - Ministry of Education o Connections with HDSB staff with a wealth of experiences in school closure and

welcoming processes o Connections with other Boards o Building on collective experiences of project management within the Board (e.g., FDK

implementation, project management of facility updates/program design) Establishment of Board website for ongoing updates, FAQs and opportunities, as well as

contact us @[email protected] Communication, information sharing and opportunities with SEAC Request For Proposal and Award for facility design consultation, development and

management of project to Snyder Architect Inc. Administrator/Superintendent weekly meetings for Lester B. Pearson/M.M. Robinson school

communities

http://www.edu.gov.on.ca/eng/parents/consolidate/case_study.pdf

mailto:[email protected]


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Process for the identification of facilities needs for program and student location (Superintendent of School Programs, Superintendent of Student Services, school-based staff, Facilities Services); with upcoming inclusion of architect

Integration Committee dates established, with inaugural meeting Oct. 12 Aldershot Exploration Committee scope and sequence (Refer to Appendix B) Planning for departmental processes in school closures (e.g., inventory of IT, inventory of

furniture and equipment, records management, program options, etc.) Connections established (e.g., Burlington Historical Society, Halton Student Transportation

Services)

Conclusion

It is critical that the Coordinating Superintendent leading the PAR implementation has project management skills, an understanding of the scope of the deliverables as well as the recognition of the interconnectedness of the departments within HDSB and the secondary school setting. In addition, the integration teams will be chaired by a Family of Schools Superintendent. With the appointment of a Superintendent of Education leading the PAR implementation, the collective project management experience of Board PAR Steering Committee members, and the work completed/outlined to date in the implementation of the approved recommendations, it is the Director’s analysis that all components of project management will be effectively overseen by staff.


Terri Blackwell Superintendent of Education



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Appendix A -- Scope of the Work: Staged implementation

Note: This overview is provided in AODA compliant video at 2:50

https://www.youtube.com/watch?time_continue=170&v=Za2WfHhIzlM

Committees Supporting Student and Staff Transitions include: Lester B. Pearson/M.M. Robinson Integration Committee Aldershot High School Focus Exploration Committee Robert Bateman/Burlington Central Integration Committee Robert Bateman/Nelson Integration Committee

https://www.youtube.com/watch?time_continue=170&v=Za2WfHhIzlM


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Appendix B -- Scope of Work: Robert Bateman student and staff transitions timeline


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Appendix C - Scope of the Aldershot Focus Exploration: Potential implementation timelines

Documents

HALTON DISTRICT SCHOOL BOARD Meeting will … › our-board › Board Agendas and Minutes...1 HALTON DISTRICT SCHOOL BOARD Meeting will be livestreamed from J.W. Singleton Education