1.0 2 Agendas and Minutes... · 2016-08-10 · 1 HALTON DISTRICT SCHOOL BOARD J.W. Singleton...

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HALTON DISTRICT SCHOOL BOARD

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

Wednesday, May 4, 2016

Public Session: 7 p.m. (Private Session precedes Public Session)

P U B L I C S E S S I O N A G E N D A

1.0 – Opening

1.1 Welcome, Call to Order and Roll Call

1.2 Approval of the Agenda

1.3 Declarations of Possible Conflict of Interest

2.0 – Communication to the Board

2.1 Delegations

2.2 Presentations

2.3 Acknowledgement of Delegations by Chair

3.0 – Ratification / Action page

3.1 Minutes of the Regular and Special Meetings

3.1.1 Halton District School Board Meeting, April 20, 2016 page 2

3.2 Approval of Business Transacted in Private Session

3.3 Order Paper page 6

3.4 Action Items

3.4.1 Long Term Accommodation Plan (L. Veerman, D. Renzella) –

Reports 16078 and 16079 REVISED page 10

4.0 – Communication to the Board page

4.1 Student Trustee Reports

4.2 Information Items (including Notices of Motion and future actions)

4.2.1 Notices of Motion

For Action: May 18, 2016

4.2.2 Motion to Rescind M11-0216 (A. Collard) – Report 16072 page 25

4.2.3 Motion to Rescind M11-0213 (A. Collard) – Report 16073 page 26

4.2.4 Community-Based Facilities Enhancements Policy (S. Miller) – Report 16077 page 27

4.2.5 Code of Ethics Draft Policy (A. Collard, K. Graves) – Report 16082 page 30

For Information May 4, 2016

4.2.6 Changes in Special Education Programs (M. Zonneveld) – Report 16080 page 32

4.2.7 Administrative Procedure Update (S. Miller) – Report 16074 page 34

4.3 Committee Reports

4.4 Director’s Report

4.5 Communications from the Chair 5 mins.

4.6 Trustee Questions and Comments 10 mins.

5.0 – Adjournment

5.1 Motion to Adjourn

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HALTON DISTRICT SCHOOL BOARD

Wednesday, April 20, 2016

7 p.m. – Public Session

M I N U T E S

1.0 -- Opening

1.1 Welcome, Call to Order and Approval of Agenda



2.0 -- Communication to the Board

2.1 Presentations

2.2 Delegations

2.3 Acknowledgement of Delegations by Chair

3.0 -- Ratification / Action

3.1 Minutes of the Regular and Special Meetings

3.1.2 Halton District School Board Meeting, April 6, 2016

3.2 Approval of Business Transacted in Private Session

3.3 Order Paper

3.4 Action Items

4.0 -- Communication to the Board

4.1 Student Trustee Reports

4.2 Information Items (including Notices of Motion and future actions)



4.2.2 Long Term Accommodation Plan – Report 16057 – (L. Veerman, D. Renzella)

For Information:

4.2.3 Strategies for Managing Low English Enrolments at Tom Thomson and Martin Street

Public Schools for 2016-17 (D. Boag) – Report 16069

4.2.4 Gradual Entry to Kindergarten (S. Podrebarac) – Report 16070

4.2.5 Rental Rates 2016-17 (G. Cullen) – Report 16067

4.2.6 Capital Update (G. Cullen) – Report 16066

4.2.7 Board Report Schedule Update (S. Miller) – Report 16068



4.5 Communications from the Chair

4.6 Trustee Questions and Comments

5.0 -- Adjournment

5.1 Motion to Adjourn

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Halton District School Board

Wednesday, April 20, 2016

Present: K. Amos, A. Collard, D. Danielli, T. Ehl Harrison, J. Gray, K. Graves, A. Grebenc, A. Harvey Hope,

A. Harvey Hope, R. Papin, L. Reynolds, J. Sahi, S. Schneider

Regrets: J. Oliver

Agenda Item 1

1.1 Call to Order

K. Amos called the meeting to order at 6:40 p.m. noting the attendance of A. Grebenc via phone, and

regrets from J. Oliver.

M16-0063 T. Ehl Harrison / R. Papin

Be it resolved that the Halton District School Board move into Private Session.

Carried Unanimously.

The Board rose from Private Session at 7:30 p.m. The Chair called the Public Session to order at 7:42 p.m.


M16-0064 J. Gray / D. Danielli

Be it resolved that the Halton District School Board approve the agenda for April 20, 2016

as distributed. Carried Unanimously.


The Chair reminded Trustees of the requirement to declare any potential conflicts of interest.

Agenda Item 2

2.1/2.2 Delegations / Presentations

There were no delegations or presentations.

2.3 Acknowledgement of Delegations by the Chair

There were no delegations or presentations.

Agenda Item 3

3.1 Approval of the Minutes

M16-0065 R. Papin / L. Reynolds

Be it resolved that the minutes for the Meeting of the Halton District School Board for

April 6, 2016 be approved as distributed. Carried Unanimously.

3.2 Ratification of Business Transacted in Private Session

There was no business arising from Private Session.

3.3 Order Paper

The Chair called attention to the Order Paper.

3.4 Action Items

3.4.1 Discrimination and Harassment Policy

S. Miller highlighted the policy, noting public feedback had been shared with trustees. D. McFadden

confirmed the annual review date in September. T. Ehl Harrison asked how the policy applies to

younger students. D. McFadden indicated a companion administrative procedure outlines the

mechanisms available for younger students via their parents/guardians through their respective school

codes of conduct.

M16-0066 R. Papin / J. Gray

Be it resolved that the Halton District School Board approve the Discrimination and

Harassment Policy as appended to Report 16061. Carried Unanimously.

Agenda Item 4

4.1 Student Trustee Report

S. Schneider and J. Sahi spoke to the upcoming student trustee elections on April 26, and the student

leadership symposium at Sheridan College on May 12. She highlighted the information available on the

Student Trustee website about both the election process and the upcoming symposium.

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Halton District School Board (April 20, 2016) page 2

4.2 Information Items (including Notices of Motion)


A. Collard spoke to her desire to rescind M11-0216, as she believes it restricts timelines for both

the special education plan and budget discussions and approval.

M16-0067 A. Collard / D. Danielli

Be it resolved that the Halton District School Board waive the rules to deal with this matter

immediately.

Discussion ensued regarding timing, the opportunity for input to the motion, and if there would be an

impact in moving this to the May 4 Board agenda with the intent to action the item at that time.

The question was called regarding waiving the rules.

M16-0067 A. Collard / D. Danielli

Be it resolved that the Halton District School Board waive the rules to deal with this matter

immediately.

L. Reynolds yes K. Amos no

A. Grebenc yes D. Danielli no

A. Harvey Hope yes R. Papin no

A. Collard yes J. Gray no

K. Graves no

T. Ehl Harrison no

Defeated 6-4.


4.2.2 Long Term Accommodation Plan

The Chair highlighted Report 16055 and indicated it would return next Board meeting for action

with changes reflected in the final draft.

For Information

4.2.3 Strategies for Managing Low English Enrolments at Tom Thomson and

Martin Street Public Schools for 2016-17

D. Boag spoke to Report 16069, highlighting the strategies to deal with the enrolment issues at

these schools.

4.2.4 Gradual Entry to Kindergarten

S. Podrebarac spoke to Report 16070, indicating the Board’s leadership role in this regard.

4.2.5 Rental Rates 2016-17

G. Cullen spoke to Report 16067 and responded to trustee questions including the collaboration

between coterminous boards in this issue.

4.2.6 Capital Update

G. Cullen spoke to Report 16066 and responded to trustee questions.

4.2.7 Board Report Update

S. Miller spoke to Report 16068, highlighting additions and revisions, including the timelines

related to the Program Viability Committee report.


A. Harvey Hope spoke to the recent Audit Committee Meeting.

A. Collard spoke to this week’s SEAC meeting.

T. Ehl Harrison spoke to the environmental impact of items incorporated in school fundraisers. She asked if

the trustees on the Parent Involvement Committee

K. Graves spoke to last week’s budget meeting at Committee of the Whole, and expressed her enthusiasm at

seeing the piloted Committee of the Whole model continue with the change reflected in the Board’s by-laws.

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Halton District School Board (April 20, 2016) page 3


S. Miller spoke to the Ministry’s approval of the Board’s modified school year calendar and indicated a media

release would follow. He highlighted a conference being hosted by the Ontario College of Teachers entitled

“Inspiring Public Confidence” (May 26/27). He indicated tentative dates for the Multi-Year Plan larger group

(May 2 or 16) and the smaller working team (May 26/27) were still under consideration.

4.3 Communications from the Chair

K. Amos expressed her appreciation to all who contributed to the recent Halton Skills Competition and the

Halton Showcase. She commented on the recent FMNI conference hosted at Oodenawi Public School, and

offered congratulations to those schools celebrating milestones in the next few weeks:

Pilgrim Wood Public School -- 25th anniversary April 21

River Oaks Public School -- 25th anniversary May 12

White Oaks Secondary School – 50th anniversary May 14/15; and

the Official Opening of Oodenawi Public School on May 19

4.4 Trustee Questions and Comments

D. Danielli expressed her delight and highlighted the work by the six Grade 4-7students from EW Foster, Irma

Coulson, WI Dick, Post’s Corners and WH Morden Public Schools who formed a mixed team at the

Imagination Destination competition in Tennessee. She also reminded trustees of the funeral services for

former Superintendent Yaw Obeng’s father this weekend.

A. Grebenc offered her congratulations to the MMR Drumline performing recently in Dayton, Ohio.

J. Gray commented on the OPSBA West meeting held recently at the Grand Eerie District School Board,

which included a Woodland Cultural Centre and Residential School tour. She offered congratulations to

Donna Danielli on her role with the central west group. She spoke to the Halton Hills Community Council

meeting coming up on April 28, indicating items including a local bike challenge and Food for Thought

initiatives will be highlighted at the meeting.

J. Gray also spoke to her attendance at the recent Halton Learning Foundation board meeting where trustees

were recognized for providing support for HLF initiatives. That support has meant an increase from $200 to

$250/child for those benefitting from the HLF’s Elimination of Barriers fund.

T. Ehl Harrison offered congratulations to the TA Blakelock Grade 9 food and nutrition class who conducted a

fundraiser for Syrian newcomers raising more than $1000 for school supplies. She also highlighted Earth

Week and challenged her colleagues to participate in the 30x30 challenge (spend 30 minutes for 30 days in

nature).

K. Amos commented on the opportunity to be a judge, along with D. Boag and K. Graves, at the recent Halton

Public Speaking competition, and offered congratulations to those who earned first, second or third in their

respective divisions.

Agenda Item 5

M16-0068 T. Ehl Harrison / K. Graves

Be it resolved that the Board adjourn at 9:06 p.m. Carried Unanimously

........................…….……………..... Recorder ……......……….............................Chair

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Wednesday, May 4, 2016 (Items shaded and/or marked in bold have been completed and will be deleted from the list prior to the next edition.)

ORDER PAPER Motion # Resolution Responsibility

M12-0119

(NOTE: The following motions have been summarized without the “notes” that appear in the report)

Be it resolved that the new Burlington NE high school, (SRA #101 Alton), provide Grade 9 & 10 English programming in 2013-14, add Grade 11 in 2014-15 and add Grade 12 in 2015-16.

Be it resolved that the new Burlington NE high school, (SRA #101 Alton), provide Grade 9 & 10 French Immersion programming in 2013-14, add Grade 11 in 2014-15, & Grade 12 in 2015-16.

Be it resolved that Grade 11 and 12 English program students within the SRA #101 (Alton) boundaries, attending Nelson, Robert Bateman, Lester B. Pearson and/or M.M. Robinson High Schools in 2013-14, continue to attend these high schools until graduation and transportation be provided subject to the Board’s Transportation policy

Be it resolved that Grade 11 and 12 French Immersion program students within the SRA #101 (Alton) boundaries, attending Nelson and M.M. Robinson High Schools in 2013-14, continue to attend these high schools until graduation and that transportation be provided subject to the ‘French As A Second Language’ policy of the Board.

Be it resolved that due to the ’grandfathering’ provision in the Alton Elementary Boundary Review recommendation #4 (see below), the new boundary for French Immersion students residing in north Headon Forest (directing them to M.M. Robinson HS) will begin as of September 2016. Transportation will be provided subject to the ‘French As A Second Language’ policy of the Board.

Senior Admin

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 Cmte

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 Halton District School Board 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.

PB&G Committee

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


M14-0039 Be it resolved that the Community Funding of Facilities Enhancements be referred to Policy, By-law and Governance Committee for the development of a Framework Policy governing this admin procedure

PB&G Cmte

M14-0142 Be it resolved that the Director direct staff to conduct a review of the supervision of students who have high safety risks beginning September, 2014;

AND THAT the review cover any and all parts of the legal school day, including getting to class, nutrition breaks, recess, etc.;

AND THAT the review include the process for training staff, the supervision levels for students, and if students’ safety needs are being appropriately addressed;

AND THAT SEAC members be invited to participate in this review.


deferred to 2017

M14-0158

Be it resolved that the Halton District School Board 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 French Immersion entry point): Defer the decision regarding a second French Immersion entry point until we have implemented Primary Core French.


M15-0015 Be it resolved that the Halton District School Board refer the Trustee Code of Conduct policy to the Policy, By-law & Governance Committee.

PB&G Chair

M15-0026 Be it resolved that the Halton District School Board approve the approach to the Close the Gap initiative as outlined in Report 14199; and

THAT specific projects be undertaken as follows, funded subject to these cost estimates and budget availability: 1. Support for installation of classroom projection equipment (IT Plan), $100,000 2. Library Services, $500,000 over 2 years 3. Special Education rooms, $600,000 over 2 years 4. Specialty Classrooms, $600,000 over 2 years 5. Electrical upgrade and air conditioning in secondary schools, second and third floor areas, $3,600,000

6. Electrical upgrade and air conditioning in elementary schools, second and third floor areas, $4,700,000

Superintendent of Facility Services

M15-0071

Be it resolved that Halton District School Board 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 District School Board and the Halton Catholic District School Board; and

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

Superintendent of Business

M15-0122 THAT subject to Ministry approval and Board approval of the specific project that the Halton DSB appoint the architectural firm of Hossack and Associates Architects Inc. to prepare the design and tender documents (Phase 2) for the proposed new elementary school, ERA127 (Milton #10) to be built in Milton using the guidelines developed.


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May 4, 2016 page 2


M13-0274 to M13-0287

Be it resolved that effective in the 2014-15 school year, the Halton District School Board introduce 40 minutes/week of Primary Core French beginning in Grade 1 in 24 Halton District School Board schools, with a commitment for a full roll-out by 2017-18, with an annual review of the roll-out to be brought back to trustees each year, and; (a) THAT schools selected for the initial phase of this program represent a variety of school organizations

(K-8, K-6, Dual Track, Single Track English, large and small enrolments) across the four geographic areas within the Halton District School Board, (Halton Hills, Milton, Oakville, Burlington).

(b) THAT students in these schools will receive the following minutes of Core French instruction between Grades 1- 8: 40 minutes / week Grades 1-3 120 minutes / week Grades 4 160 minutes/ week Grade 5 200 minutes / week Grades 6-7-8 (Appendix 5)

(c) THAT no later than June 2018, the Halton District School Board will assess the impact of this Primary Core French experience in relation to student engagement, student attitude, English proficiency and the impact on Grade 1 French Immersion uptake associated with these schools.

(d) THAT under the leadership of the System Principal for French Second Language, School Programs and Human Resources, the Halton District School Board will develop a long-term recruitment and staff development plan to ensure the Halton District School Board hires and retains the highest quality French teachers available and that this plan is shared with the Board of Trustees.

(e) THAT the Halton District School Board continues to provide staff development programs that include teaching strategies, modifications and accommodations to address students with diverse learning needs and students who arrive in Halton without prior experiences in either French Immersion and Core French.

(f) THAT the Halton District School Board develop and implement a 5-year plan whereby all Halton District School Board elementary schools with Intermediate Divisions have one classroom dedicated for the teaching of Grade 7-8 Core French (Appendix 6), whereas if it will not require additional portables.

Be it resolved that effective in the 2014-2015 school year, wherein a triple grade configuration has been possible (due to 23 or fewer students enrolled in three consecutive grades), the School Superintendent will assess the impact on the learning environment and opportunities for students and will consider and recommend for Board approval one of the following strategies;

staff as a Grade 1-2 blended class; staff as a Grade 1-2-3 blended class; redirect the Grade 1 students to a neighbouring school for their program and;

Wherein a triple grade configuration has been possible (due to 23 or fewer students enrolled in three consecutive grades for two consecutive years) the School Superintendent will consider and may recommend for Board approval a boundary review.

Be it resolved that effective in the 2014-2015 school year the Halton District School Board: a) establish and communicate a consistent Grade 1 French Immersion February registration deadline

for current Halton District School Board families, with a review of the effects of this procedure be undertaken by September 2014.

b) allow students who have not been in Senior Kindergarten within the Halton District School Board, register in Grade 1 French Immersion up to the first week of school.

c) communicate and implement the assessment and admission procedure for students with French proficiency arriving in Halton after the registration deadline.

d) All elementary schools that offer Grade 1 programming must host a Grade 1 Information Evening that includes information about English program, French Immersion program and Special Education placements. If the home school does not offer French Immersion, the school their students would be directed to for French Immersion cannot host their Grade 1 Information Evening at the same time. The Special Education presentation is to be scripted by the Board’s Special Education department, to include a description of all elementary Special Education placements.


M15-0137 Be it resolved that the Halton District School Board present the following options for the delivery of French Immersion to the public in the Fall of 2015 for the purpose of receiving feedback, considerations and comments. Feedback will be brought to the Board for consideration in the delivery of French Immersion programming:

1. Option 1: Grade 1 (early) French immersion remains a 50% French 50% English delivery model, but entry to FI would be capped. The method of capping would be determined at a later date.

2. Option 2: Grade 1 (early) French Immersion remains at 50% French and 50% English, however all FI programs would be delivered in single track FI schools. French Immersion would be phased out of dual track schools and no new dual track schools would be considered. The location of the single track schools would be determined at a later date.

3. Option 3: French Immersion would commence at a later entry point (mid entry); Grade 4. This would result in the delivery model of FI moving from a 50% model to at least a 80% French Immersion model. In addition the delivery of FI would occur in dual track schools only.

4. Option 4: French Immersion would commence at a later entry point (mid entry); Grade 4. This would result in the delivery model of FI moving from a 50% model to at least an 80% French Immersion model. In addition the delivery of FI would occur in single track FI schools only.

Director of Education/ Associate Director

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May 4, 2016


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."

iii) Correspond with the Ministry of Education, urging collaboration with Aboriginal communities and the Ontario Public School Board Association to include treaty education, the history and legacy of residential schools and the impact of the Indian Act in curriculum in a way that gives voice to First Peoples. Recognizing that this will take time, also requesting that the Ministry immediately provide school boards with resources to develop and share best practices.

Director of Education / School Operations

M16-0024 Be it resolved that the Halton District School Board use a portion of the Board Leadership and Team Development account to cover the registration, accommodation and transportation costs for the OPSBA HDSB Director(s) and the OPSBA Central West Regional VP/Chair to attend the 2016 OPSBA AGM in Ottawa, at a cost up to a maximum of $2,100 per participant. Upon return from the conference the OPSBA Director(s) and/or OPSBA Central West Regional VP/Chair will provide the Board with an update.

Chair / Trustees

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.


M16-0066

Be it resolved that the Halton District School Board approve the Discrimination and Harassment Policy as appended to Report 16061.

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May 4, 2016 page 4

PENDING REPORTS – MAY 4, 2016 (Items will be shaded when completed.)

Motion & Date Resolution Presentation Date

M11-0213 Be it resolved that the Halton District School Board approve the Operating Plan for any given year prior to approval of the budget for that same year

Spring Annually

M11-0216

Be it resolved that the Special Education Plan be brought to the Board in each year prior to approval of the budget for that same year.

Spring Annually

M12-0088 Be it resolved that the Halton District School Board direct the Director to provide a full and complete list of all HDSB 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/administrative 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/administrative procedure suggests an impact to the roles and/or responsibilities of trustees or board of trustees (directly or through referenced policy or admin procedure)..

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

M15-0059

Be it resolved that the Director direct staff to conduct a review of the Educational Assistant allocation process that considers the extent to which the process:

is driven by individual student needs

considers the health, safety, educational and social needs of students

informs and involves parents

involves the Student Services and Equity and Inclusion departments

AND THAT recommendations are brought before the Board by February 2016, to be considered for implementation in Spring 2016; AND THAT SEAC members be invited to participate in the review.

February 2016 Deferred to November 2016

M15-0043 Be it resolved that the Halton District School Board initiate a committee to examine program viability in both the English program and the French Immersion program and to make a recommendation to the Board no later than June 2015. The committee will be chaired by the Associate Director and will be composed of the Superintendent of Program, Superintendent of Student Success, System Principal of French Program, System Principal of School Program, Principals of dual track elementary schools, elementary single track English schools, elementary single track French Schools, French Immersion programs in High School, single track English programs in high schools and three trustees who currently sit on the French advisory committee.

June 2015

M15-0173 Be it resolved that the Halton District School Board approve the timelines for the public/community consultation process (Report 15114) and that the completion of that process will result in a recommendation coming to the Board no later than May 2016 with implementation of September 2017 for any significant changes in the delivery of either French Immersion or English programming.

May 2016

M16-0004 Be it resolved that the Halton District School Board staff review the current internal processes for public complaints in light of the Office of the Ombudsman’s new mandate to investigate public complaints regarding school boards and report back to the Board by the end of the 2015-16 school year.

May/June 2016

M16-0054 Be it resolved that the Halton District School Board’s Community-Based Facility Enhancements Policy, as appended to Report 16051, be posted to the Board’s website for a public input period of not less than 25 days, and any input return to the Board for consideration at the first Board meeting in May 2016.

May 2016

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Report Number: 16078

Date: April 27, 2016

FOR INFORMATION

TO: The Chair and Members of the


FROM: Lucy Veerman, Superintendent of Business Services

RE: Result of Public Input Regarding the

2015/2016 Long Term Accommodation Plan

Warrant

This report provides trustees with information regarding the public input received regarding the 2015/2016 LTAP.

Background

The 2015/2016 Long Term Accommodation Plan (LTAP) was presented at the April 6, 2016 Board meeting.

Subsequent to the receipt of the LTAP, staff initiated a process to request input from the public through an online

checkbox survey. The intention being that feedback be provided to trustees prior to the consideration of approval of

the LTAP.

Consultation/Public Input Process

Consultation on the Board’s 2015/2016 LTAP provides the community with an opportunity to gain an

understanding of the details of the LTAP, and at the same time, a chance to provide feedback. Survey respondents

were directed to the Board’s LTAP webpage to review the relevant documents and provide feedback. The webpage

includes the LTAP in a pdf format, divided into segments for Burlington, Oakville, and Milton and Halton Hills for

Elementary Review Areas and one pdf for Secondary Review Areas. Power Point presentations are also available;

these presentations provide a brief overview for each municipality. As well, a video of the 2015/2016 LTAP

presentation at the April 6, 2016 Board Meeting is also posted on the webpage.

The community was notified to provide feedback by April 27, 2016. The following means were used to solicit

feedback:

news releases - sent April 8, 2016. All news releases are sent to all GTA and local media, all HDSB staff

groups, SEAC, School Councils, Trustees etc.

the Board’s twitter account was updated to invite feedback from more than 12,900 followers, with a link to

the LTAP webpage . A reminder was also tweeted as the survey deadline approached.

notices for the feedback were published in local newspapers on April 12, 2016.

notice was posted the Board’s homepage

email notification was sent via the Board’s Home Notification System to all parents on April 7, 2016.

Community Feedback

There were approximately 2426 hits on the LTAP page on the Board’s website between March 26 and April 27.

Of the 173 survey responses, approximately 50% felt accommodation issues had not been satisfactorily addressed and

60% identified something had been missed in the LTAP.

The comments reflected the following:

Timing and status of capital projects

o A Program and Accommodation Review should be initiated for the purpose of Oakville SW #1 ps

(Formerly Lakeshore Woods) o Need to move new school timelines forward to accommodate rapid pace of growth in Milton and

North Oakville. o Concern about the lack of timing provided on new school projects.

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Report 16078 page 2

Timing and status of capital projects (cont…)

o Suggestion that proposed schools in North Oakville should include French Immersion (FI)

programming

o Concern that proposed schools are not large enough to accommodate growth

o Concern regarding the lack of new elementary and secondary schools in Georgetown due to

residential development in Georgetown South.

Burlington Elementary and Secondary Schools

o Concern that many elementary schools in Burlington are underutilized

o Concern that John T. Tuck and Pineland are overutilized while its neighbouring schools are

underutilized and suggestions were made to balance the enrolment

o Many expressed concern regarding the low utilization of secondary schools in Burlington, especially

Lester B. Pearson and the continued overutilzation of Dr. Frank J. Hayden

o Support for boundary reviews and school consolidations was expressed by many for secondary

schools in Burlington

o Concern that the current secondary boundaries split communities and suggested future boundary

reviews limit the splitting of communities

o Suggestion that Grade 7-8 be introduced at certain secondary schools to manage low secondary

school utilization

Oakville Elementary and Secondary Schools

o Concern that elementary school students are being fed into multiple secondary schools

o Due to the historical context of Gladys Speers PS site, some expressed concern regarding potential

school closures through a Program and Accommodation Review

o Suggestion that boundary reviews for new schools North of Dundas St. should include areas South of

Dundas St. as well

o Concern regarding potential overutilization of White Oaks SS

Milton Elementary and Secondary Schools

o Concern that newly built elementary and secondary school sizes in Milton are inadequate as most

schools are overutilized with many portables on site, such as Craig Kielburger

o Concern regarding current elementary and secondary boundaries as children might have to attend a

school farther away

Concern with the physical state of existing school facilities

o Concerns about the Board’s dependence on portables, including the addition of portables at new

schools

o Preference expressed for permanent additions to schools over increasing portable count expressed

o Concern about health and safety of students at schools near major roads, ex. Dundas Street

o Concerns about the inequality of facility condition and resources between new construction and older

schools in mature areas. Specifically, facility accessibility, washrooms, air conditioning, water leaks,

cosmetic deficiencies and site/field inadequacies were identified.

o Concern about high rental charges at facilities in Halton

o Concern about portables not in use

English French Program Review

o Support for the introduction of FI programming to more schools within the region

o Support for hiring greater number of French teachers to meet demands for FI

o Concern that the LTAP did not include enough information regarding the Program Review and its

potential effects on schools

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Report 16078 page 3

Special Programs and Placement

o Several suggestions that IB and ALP be introduced in Milton, and other schools within the region

o Concern about the decrease in SPED programs in Georgetown

o Concern about the general lack of details regarding the SPED programs and placements in the LTAP

Transportation/Walkability

o Walkability was referenced many times in the feedback, particularly with regards to support for

community schools, and the need for its consideration in the boundary review process

o Suggestion that transportation should be provided for all students outside of urban area, regardless of

the distance to the school

Projection Methodology

o Concern that enrolment projections did not adequately account for possible regeneration of mature

areas, including municipal “Smart Growth” strategies

o Concern that growth is being overestimated in certain areas, while its underestimated in other areas

due to demographic changes at the local level

o Question whether recent refugee arrivals are included in the projections

LTAP Readability

o Some feedback that people are being asked to read between the lines, things not stated clearly

o Concern that process not transparent

o Suggestion that additional maps be provided at the municipal and regional level

o Confusion about the lack of plan for older schools

Questions and answers to the public input have been be posted on the Board’s LTAP webpage.

Also, the Region of Halton Planning Department has provided comments as per the attached letter.

Analysis

The information process provided the opportunity for Board staff to present the 2015/2016 LTAP and receive any

feedback as the Board moves forward with approval and implementation of the plan. The 2015/2016 LTAP is a fluid

document, which is updated annually to reflect new information, new programs, new Ministry initiatives and the

reality of funding availability.

Conclusions

The number of LTAP survey responses increased to 173 from 104 comments received last year. The number of hits

on the LTAP webpage increased from 1100 to 2426 year over year.

Based on the feedback received, Planning has no recommendations to revise the 2015/2016 LTAP. Some of the

identified concerns are being addressed by the Board with the “Closing the Gap” initiative and the current program

review by the “Program Viability Committee”.

Moving forward, concerns regarding existing accommodation in some schools will be monitored by Board staff and

addressed accordingly.

Respectfully submitted

(signed) electronic signature

_________________________ _________________________

Lucy Veerman Stuart Miller

Superintendent of Business Services and Treasurer Director of Education

15



FOR DECISION



FROM: Lucy Veerman, Superintendent of Business Services

Stuart Miller, Director of Education

RE: Long Term Accommodation Plan – 2015/2016 (Revised)

Warrant:

The 2015/2016 Long Term Accommodation Plan (LTAP) provides enrolment projections for the years 2016 to

2025 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. The basis of this plan is to identify new capital project

initiatives for the Board from 2017/2018 to 2020/2021 in preparation for any potential updates as required by the

Ministry of Education for the Capital Priorities funding requests. The 2015/2016 LTAP identifies issues related to

enrolment that are occurring in various review areas throughout the Board, including suggested strategies to

address these issues, such as boundary studies.

RECOMMENDATION

Be it resolved that the Halton District School Board approve the 2015/2016 Long Term Accommodation

Plan (LTAP); and

THAT staff be directed to submit the updated LTAP to the Ministry of Education and further that all

entities identified on Community Planning Partnerships notification be advised that the LTAP has been

approved and direct them to the Board’s website to review the electronic document.

The 2015/2016 Long Term Accommodation Plan (LTAP) provides enrolment projections for the years 2016 to

2025 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. The 2015/2016 LTAP also identifies accommodation

pressures resulting from these enrolment projections and strategies to address them. (Note: hard copies have been

distributed to Trustees and Senior Staff and an electronic copy has been posted on the Board’s Planning website

http://www.hdsb.ca/AboutUs/Planning/Pages/LongTermAccommodationPlan.aspx).

The basis of this plan is to identify new capital project initiatives for the Board from 2017/2018 to 2020/2021 in

preparation for any potential updates as required by the Ministry of Education for the Capital Priorities Template.

The LTAP also provides the opportunity to identify the school boundary study initiatives that are to be undertaken

as a result of ongoing capital initiatives, and to address accommodation pressures due to new residential

development, changing demographics, and program pressures. The plan identifies review areas and schools where

enrolment issues are projected to occur within the immediate future and the need to undertake associated boundary

studies. The Board is currently undertaking a “Program Viability Review” as it relates to the provision of English

and French Programming within the Board. The results of this review and approval of recommendations by the

Board could eventually impact the areas where there are enrolment issues, including low English Program

enrolment (dual track schools) and empty pupil places.

Summary

The 2015/2016 LTAP verifies and continues with the implementation of new school capital projects as outlined in

the approved 2014/2015 LTAP, and the Capital Priorities submission to the Ministry of Education, as revised.

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Report 16079 page 2

There are however several revisions and additions as follows:

As a result of Ministry of Education Funding approvals, a new 753 OTG Martin Street PS rebuild (ERA 119)

has been identified to open for the 2017/2018 school year.

As a result of Ministry of Education Funding approvals, Alton Village PS has been identified to have a 5-

classroom addition to open for the 2016/2017 school year.

As a result of Ministry of Education Funding approvals, Craig Kielburger SS has been identified to have a

10-classroom addition to open for the 2017/2018 school year.

Oakville NE #2 ps (ERA 118) in the North Oakville Community continues to be identified to open for

2018/2019, subject to funding from the Ministry of Education and pending the purchase of a suitable site,

along with municipal approvals/issuance of building permits; Milton SW #10 ps (ERA 121) in the Boyne Secondary Plan area continues to be identified to open for

2018/2019 subject to funding from the Ministry of Education and pending the purchase of a suitable site,

along with municipal approvals/issuance of building permits;

Milton SW #11 ps (ERA 121) in the Boyne Secondary Plan area has been identified to open for 2020/2021

subject to funding from the Ministry of Education and pending the purchase of a suitable site, along with

municipal approvals/issuance of building permits;

Oakville SW #1 ps (ERA 111) in the Lakeshore Woods Community is subject to the Board decision to

undertake a Pupil Accommodation Review (i.e. school closures/consolidations) (ERA 112), funding from the

Ministry of Education, along with municipal approvals/issuance of building permits; Milton SW #1 hs (SRA 104) has been identified to open for 2019/2020, subject to funding from the Ministry

of Education and pending the purchase of a suitable site, along with municipal approvals/issuance of

building permits; NE Oakville #1 hs (SRA 108) has been identified to open for 2020/2021, subject to funding from the

Ministry of Education and pending the purchase of a suitable site, along with municipal approvals/issuance

of building permits.

A description of the accommodations challenges and enrolment issues follows.

BURLINGTON:

Elementary Review Areas

1. ERA 100: Aldershot Elementary, Glenview, King’s Road, Maplehurst Public Schools

The OTG utilization within this review area will range from 66% to 72% over the next 10 years. Currently there

are approximately 529 empty pupil places, which will increase to 580 in 2017 and drop back down to 477 by

2025. Aldershot Elementary is currently exhibiting an utilization rate of 55% of the elementary school’s OTG

capacity, which will continue to remain in the range of 45% to 52% utilization rate over the next 10 years.

King’s Road PS is currently exhibiting a utilization rate of 60% and is projected to remain at or near that range

for the next 10 years.

Enrolment at Glenview PS is projected to continue to grow to the point where it will slightly exceed OTG

building capacity from 2023; however, it will remain within the OTG and portable capacity up to 2025. The

increased enrolment is a result of proposed residential development in the North Aldershot community (north of

Highway 403).

2. ERA 101:Burlington Central, Central, Lakeshore and Tom Thomson Public Schools

This is a mature and stable review area, which includes the downtown core of Burlington. The OTG utilization

for this review area is in the range of 92% to 95% over the next ten years. Projected enrolment at Tom Thomson

PS is identified to be within its OTG and portable capacity over the next 10 years.

Enrolment at Lakeshore PS is currently at 66% OTG utilization and is projected to increase and remain within

the 73% to 77% range from 2018 to 2025. The elementary section of Burlington Central currently exhibits a

utilization rate of 71%, and is expected to increase to 84% by 2020, then decrease to 79% utilization by 2025.

Central PS is projected to decline in enrolment over the next 10 years resulting in an OTG utilization rate decline

from 84% in 2015 to 75% by 2025.

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Report 16079 page 3

3. ERA 102: John T. Tuck, Pauline Johnson, Ryerson and Tecumseh Public Schools

This review area will experience a slight decline in enrolment over the next 10 years resulting in an OTG

utilization rate range from 86% to 82%. Ryerson PS is currently exhibiting the lowest utilization of pupil places

within this review area with the enrolment at 44% of the school’s OTG capacity. Phase-in of the Gifted

placements at Ryerson PS will result in an increase in enrolment, although by 2025 the school’s utilization will

still be at 49%. It should also be noted that the school hosts regional and special education programs/placements,

which result in a low ratio of students for certain classrooms in the building.

Tecumseh PS is currently exhibiting a utilization rate of 58%, and is projected to increase to 61% in 2016 then

decline to 53% utilization by 2025. At the same time, enrolment at John T. Tuck PS is projected to continue to

exceed OTG capacity, resulting in utilization rates ranging from 137% in 2016 to 125% in 2025. The school will

continue to exceed OTG building and portable capacity in 2016, although due to class organizations, students are

accommodated within the existing capacity. Pauline Johnson PS is projected to exceed OTG over the next 10

years; however, enrolment will be within OTG and portable capacity for this period.

4. ERA 103: Frontenac, Mohawk Gardens and Pineland Public Schools

Enrolments in this area are projected to result in an overall OTG utilization rate decline from 82% to 71% over the

next 10 years. It is projected that there will be 572 empty pupil places in this review area by 2025. A school

boundary review was initiated for this review area in 2014. A final decision regarding the boundary for the schools

was finalized in the Fall of 2014, with the decision for the Pineland JK/SK programming confirmed in February

2015. Phased single track FI implementation is currently underway at Pineland PS, with an expected phasing

completion for 2019/2020. As a result, enrolments at Pineland PS will continue to exceed OTG capacity over the

next 4 years, until 2019 when enrolments are projected to drop below OTG capacity. As a result of the approved

boundary changes, Frontenac PS’s enrolment is projected to increase from the current utilization of 60% OTG

capacity to 72% by 2025; while Mohawk Gardens PS enrolment is projected to decline from the current utilization

rate of 72% of the school’s OTG capacity to 63% by 2025.

5. ERA104 & 105: Brant Hills, Bruce T. Lindley, C.H. Norton, and Paul A. Fisher Public Schools

This review area will continue to exhibit a gradual decline in enrolment over the next 10 years. The utilization of

facilities will decline from 79% in 2015 to 76% in 2025. It is projected that there will be 392 empty pupil places

within this review area by 2025. Brant Hills PS enrolment is currently at 62% OTG utilization and is to remain

within the 68% to 73% utilization range over the next 10 years. Paul A. Fisher PS is currently at 64% OTG

utilization and will decline to 54% OTG utilization by 2018 and will remain at or near that OTG utilization until

2025. Bruce T. Lindley PS will see a gradual decline in OTG utilization from 95% in 2015 to 89% in 2025. C.H.

Norton PS will exhibit an OTG utilization range of 83% to 88% over the next 10 years.

6. ERA 106: Clarksdale, Dr. Charles Best, Rolling Meadows, and Sir E. MacMillan Public Schools

Projections indicate that the enrolments will decline in this review area for the next ten years. The OTG utilization

rate will range from 85% in 2015 to 80% in 2025. By 2025, it is projected that there will be approximately 369

empty pupil places in this review area. It is projected that enrolments at Clarksdale PS will remain at or near 83%

OTG utilization for the next 10 years. Dr. Charles Best PS is currently exhibiting an OTG utilization rate of 90%,

and is projected to decrease to 78% by 2019, and remain at or near that range from 2020 to 2025. Rolling

Meadows PS is currently exhibiting an OTG utilization rate of 79% and is expected to remain at or near that range

for the next 10 years. Sir E. MacMillan PS is currently exhibiting an OTG utilization rate of 91% and is projected

to decrease to 79% utilization by 2025.

7. ERA 107: Charles R. Beaudoin, Florence Meares Public Schools

It is projected that the overall utilization rate will be at 94% by 2025. The phased redirection of Gifted placements to

Ryerson PS will provide the necessary accommodation relief at Charles R. Beaudoin PS for the next three years.

Long term projections indicate that enrolments at Charles Beaudoin PS would continue to decline, to the point that

portables may not be required at the school by 2018. Florence Meares PS is currently exhibiting an OTG utilization

rate of 95%, which is expected to increase and remain within the 99% to 105% range from 2019-2025.

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Report 16079 page 4

8. ERA 108: Alexander’s, John William Boich and Orchard Park Public Schools

The three schools in this review area will exceed OTG utilization for the next 4 years; however, the schools will be

within OTG building and portable capacity for this period. By 2025 it is projected that the utilization rate will be

84% within this review area.

9. ERA 109: Alton Village Public School

Alton Village PS was opened in September 2012 and currently has 9 portables on site. A 5-classroom addition is

currently in progress to meet long term accommodation pressures at the school. The addition is scheduled for

completion for the 2016/2017 school year, resulting in the school having an OTG of 838 pupil places. Along with

the placement of portables on site, the school could accommodate the projected enrolment over the next 10 years.

10. ERA 110: Kilbride Public School

Enrolment projections indicate a stable review area. Kilbride PS is projected to have an OTG utilization rate in

the range of 76% to 70% over the next 10 years.

Secondary Review Areas

1. SRA 100 and SRA 101

The opening of the new Dr. Frank J. Hayden Secondary School in September 2013 resulted in the redirection of

students from SRA 100. As a result, enrolment projections indicate the utilization of space in SRA 100 secondary

schools is currently at 65% in 2015, declining to 60% by 2025. Currently there are approximately 2107 available

secondary pupil places in SRA 100, which will increase to 2405 students by 2025. OTG utilization at Lester B.

Pearson HS will decline from 65% in 2015 to 50% by 2025; Robert Bateman HS will decline from 60% in 2015 to

50% by 2025; and, M.M. Robinson HS will decline from 54% in 2015 to 46% by 2025. OTG utilization for the

secondary portion of Aldershot HS will remain within the 74% to 85% range over the next 10 years. The secondary

portion of Burlington Central HS is projected to have an OTG utilization at or near 68% over the next 10 years.

Nelson HS is projected to have an OTG utilization in the 74% to 83% range over the next 10 years.

In reviewing SRA 101, it is projected that Dr. Frank J. Hayden Secondary School will continue to grow in

enrolment and by 2016 the OTG building and portable capacity could be exceeded, with a utilization rate of 130%.

Board staff are currently reviewing the opportunity to place additional portables on site beyond the current

capacity of 12. As well, there are decisions that could be made by the School Principal, when the need arises, to

potentially increase classroom availability.

Overall for Burlington, by 2025 the OTG utilization is projected to be 74%, with approximately 1920 empty pupil

places. It would appear that consideration should be given to undertaking a PAR for all secondary schools in

Burlington.

OAKVILLE


1. ERA 111: Elementary school in Lakeshore Woods Community

All students within this area currently attend schools outside the review area. As of October 31, 2015, there are 582

students in ERA 111 that are accommodated at Gladys Speers PS, Eastview PS, Pine Grove PS, Pineland PS and

Mohawk Gardens PS.

The 2012/2013 LTAP identified the opportunity to develop an elementary school within the Lakeshore Woods

community in order to address this issue as well as potentially alleviating accommodation pressures at Pine

Grove PS in ERA 112. Development of this project would be subject to the outcome of the Program and

Accommodation Review (PAR) and funding approvals from the Ministry of Education. A Preliminary Director’s

Report was presented to trustees in May 2013, recommending the initiation of a PAR for ERA 111 and ERA 112.

However, this item was referred back to Program and Accommodation Review, subject to the Board making a

request for a new elementary school through the Ministry of Education’s Capital Priorities program. An

application was made as part of the Ministry’s requests for Capital Priorities in October 2013. The Ministry did

not approve the request and confirmed that the Board needed to undertake a PAR prior to any future submission

of capital requests to the Ministry. They also indicated that the completion of a PAR would not necessarily result

in capital approvals for a new school.

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Report 16079 page 5

As a result, it appears that the Board would need to initiate and complete a PAR for ERA 111 and ERA 112 prior

to the Board submitting a capital request from the Ministry of Education for a new school in the Lakeshore

Woods Community.

2. ERA 112: Brookdale, Eastview, Gladys Speers, Oakwood, Pine Grove, W.H. Morden Public Schools

This review area will continue to see enrolment being close to capacity for the next 10 years. The utilization is

projected to be at 89% in 2025. Oakwood PS enrolment is currently at 45% of its OTG capacity and it is expected

to continue at that level until 2021. As a result of projected growth from residential intensification in the Kerr

Street Village area, the OTG utilization for Oakwood PS is projected to increase gradually to 53% by 2025.

At the same time, WH Morden PS is projected to exceed OTG building and portable capacity from 2017 to 2020,

which has resulted in Board staff reviewing opportunities/constraints to placing additional portables on site. It is

projected that enrolment at Pine Grove PS will continue to exceed its building capacity during the next 10 years,

resulting in the need for the placement of portables on site to provide accommodation.

During the 10 year period, OTG utilization at Brookdale PS will decrease from 78% in 2015 to 57% in 2025, and

OTG utilization at Gladys Speers PS will decrease from 95% in 2015 to 79% in 2025. OTG utilization is projected

to remain at or near 81% at Eastview PS from 2015 to 2025.

3. ERA 113 – E.J. James, James W. Hill, Maple Grove and New Central Public Schools

The review area is generally a mature community with OTG utilization projected to continue to be above 100%

up to 2023. E.J. James PS enrolments are projected to be within OTG building and portable capacity for the next

10 years. James W. Hill PS enrolments are projected to continue to exceed OTG capacity resulting in the

placement of portables on site up to and including 2019. New Central PS enrolments are projected to continue to

exceed OTG capacity for the next 10 years resulting in the placement of portables on site. Conversely, Maple

Grove PS enrolments are projected to decrease from 97% utilization in 2015 to 73% utilization by 2025.

4. ERA 114 – Captain R. Wilson, Emily Carr and Palermo Public Schools

The review area is currently exhibiting some accommodation pressures with an OTG utilization rate at 108% in

2015. All three schools currently have portables on site in order to accommodate students. Over time, enrolment

within this review area will decline to the point that by 2025 the OTG utilization rate will be at 89%. Emily Carr

PS and Palermo PS are currently exhibiting an OTG utilization of 112% and 110% respectively, with both schools

exceeding OTG capacity until 2019. Captain R. Wilson PS is projected to decrease in OTG utilization from 100%

in 2016 to 86% by 2025. Additional portables can be placed at the three schools to accommodate enrolment over

the next 10 years.

It should be noted that with proposed intensification in the Palermo Village (Dundas Street and Regional Road 25),

there will be sufficient capacity to accommodate enrolment growth from this area (at this time the number of high

density units are not known). Also within ERA 114, the Merton lands are being considered for future residential

development. Board staff have identified the potential need for an elementary school in this development area.

However, the Merton lands are subject to an Ontario Municipal Board hearing currently underway.

5. ERA 115 – Abbey Lane, Forest Trail, Heritage Glen, Pilgrim Wood and West Oak Public Schools

Due to accommodation pressures in this review area, a request for a 6-classroom retrofit/addition to Heritage

Glen PS was approved by the Ministry of Education as part of the Capital Priorities announcements in 2014.

This request was approved by the Ministry of Education as part of the Capital Priorities announcements. This

retrofit/addition was completed for the 2015/2016 school year, increasing the OTG to 780 pupil places. With the

addition to the school, projections suggest there will be an overall OTG utilization rate of 94% by 2025 in the

review area. The OTG utilization at Heritage Glen PS will remain at or near 96% from 2015 to 2021, and

projected enrolments will exceed OTG utilization by 2024. Portables can be placed on site to accommodate

enrolments for 2024 and 2025. OTG utilization at Forest Trail PS and West Oak PS currently exceeds OTG

utilization; however, the use of portables on site can relieve accommodation pressures over the next 10 years.

The OTG utilization at Pilgrim Wood PS is currently at 97% and is projected to decline to 89% by 2025. Abbey

Lane PS enrolments will continue to decline to the point that by 2025 the OTG utilization will be at 68%.

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Report 16079 page 6

6. ERA 116 : Montclair, Munn’s, Post’s Corners, River Oaks, and Sunningdale Public Schools

The Board received funding approval from the Ministry of Education with respect to the new Oodenawi PS

(ERA118), which was opened for the 2015/2016 school year. As a result of the new school being opened, the

OTG utilization in the review area will remain in the 93% to 97% range up to and including 2017 when

development in North Oakville (ERA118), currently accommodated at River Oaks PS and Munn’s PS, is

included. However, the OTG utilization will continue to increase as a result of River Oaks PS and Munn’s PS

continuing to accommodate students from north of Dundas Street. Munn’s PS enrolment is projected to exceed

OTG and portable capacity by 2019. River Oaks PS is projected to exceed OTG and portable capacity by 2022, if

no other school is opened in ERA 118.

Sunningdale PS is projected to increase enrolment from 102% OTG utilization to 124% OTG utilization by 2025.

The increase in projected enrolment can be accommodated using portables. Montclair PS and Post’s Corners PS

is projected to decrease enrolment from near 90% in 2015 to near 80% by 2025.

7. ERA 117 : Falgarwood, Joshua Creek, and Sheridan Public Schools

The area contains mature neighbourhoods south of Upper Middle Road and growth neighbourhoods north of

Upper Middle Road (Joshua Creek community). The OTG utilization is projected to decline from 99% in 2015

to 78% utilization by 2025. Joshua Creek PS will continue to require portables until 2018 due to enrolments

exceeding OTG capacity. Falgarwood PS enrolments are projected to decline over the next ten years with an

OTG utilization of 70% by 2025. Sheridan PS enrolments are projected to decline over the next ten years with an

OTG utilization of 85% by 2025.

8. ERA 118 : Oodenawi Public School Overall, Board staff has identified the need for 6 elementary schools in the new North Oakville Secondary Plan

area. The Ministry of Education has provided funding in the recent Capital Priorities announcements for the new

Oodenawi PS, which opened for the 2015/2016 school year. As a result of the boundary review and associated

revisions that were approved in February 2015, the new school provides accommodation relief to existing schools

(River Oaks PS and Sunningdale PS).

For Oodenawi PS, OTG utilization and portable capacity would be exceeded by 2019. Projections indicate that a

new school (Oakville NE #2 ps) would be required for the 2018/2019 school year as there would be sufficient

demand as a result of the Oodenawi PS being over OTG building and portable capacity. The new school will

provide accommodation relief to River Oaks PS and Munn’s PS which are both continuing to accommodate

students from north of Dundas Street. The timing of the new school is subject to Ministry funding,

accessing/acquiring the respective school site in a timely manner, and obtaining the associated municipal

approvals/issuance of building permits.


1. SRA 102, SRA 103 , SRA 108

SRA 102 enrolments are projected to remain relatively stable with OTG utilization ranging from 102% to 117%

over the next 10 years. The major pressure will be the accommodation of the secondary school students

generated from development in North Oakville. Currently, North Oakville students are directed to White Oaks

SS which, based on projections, could exceed OTG building and portable capacity by 2022. However, there are

decisions that could be made by the School Principal that could potentially increase classroom availability and

defer any accommodation issues. Iroquois Ridge HS enrolments are also projected to exceed OTG building and

portable capacity by 2015, although the decisions made by the School Principal could potentially increase

classroom availability, which could defer accommodation issues.

Abbey Park HS and Oakville Trafalgar HS are projected to remain within OTG building and portable capacity

for the next 10 years. Thomas A. Blakelock HS is projected to have an OTG utilization between 81% and 94%

over the next 10 years.

The opening of Garth Webb Secondary School in SRA 103 in September 2012 provided accommodation relief to

Abbey Park HS and White Oaks Secondary School (located in SRA 102) in the longer term. Projections indicate

that the school’s enrolment could exceed OTG building and portable capacity for 2019 and 2020. There are,

however, decisions that could be made by the School Principal, when the need arises, that could potentially

increase classroom availability and defer any accommodation issues.

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Report 16079 page 7

Overall, secondary school enrolments in Oakville are projected to continue to increase over the next 10 years. By

2025, the OTG utilization will be at 110%, with a general requirement of 770 pupil places. It is anticipated that a

new secondary school will be required in the North Oakville community prior to that date in order to provide

accommodation relief to White Oaks SS and Iroquois Ridge HS by 2020.

Within SRA 108 there are 2 designated secondary school sites. As a result, Oakville NE #1 hs is required to meet

the ongoing accommodation pressures at White Oaks SS, Iroquois Ridge HS and to accommodate projected growth

from North Oakville. The 2015/2016 LTAP identifies the need for Oakville NE #1 hs by 2020. The timing of the

new secondary school is subject to Ministry funding, accessing/acquiring the respective school site in a timely

manner, and obtaining the associated municipal approvals/issuance of building permits.

MILTON


1. ERA 119: Martin Street, WI Dick, Robert Baldwin, J.M. Denyes, EW Foster, and Sam Sherratt Public

Schools

The Board received Capital Priorities funding approval for a new Martin Street PS (753 OTG) to be rebuilt on the

site. The school was initially projected to open during the 2015/2016 school year, however, as a result of an

architectural review (i.e. tear down school/relocate students temporarily or build on the site and keep Martin Street

PS open), school opening is anticipated for September 2017. It should be noted that the primary basis in the Capital

Priorities Business Case for the new rebuild (with the additional pupil places), is to accommodate new growth from

the Milton Heights area; as well as provide accommodation relief to schools within ERA 119, Escarpment View

PS (ERA 121) and potentially Anne J. MacArthur PS (ERA 121). A boundary review will be required to be

undertaken in the fall of 2016. Students at Martin Street PS are temporarily being accommodation at Boyne PS

until the rebuilt is complete. Overall OTG utilization within this review area is projected to decline from 102% in

2016 to 86% in 2025.

Enrolments at E.W. Foster PS, Sam Sherratt PS, and W.I. Dick PS are projected to be within the OTG and portable

capacity for the next 10 years. The OTG utilization at J.M. Denyes PS is projected to decrease from 60% in 2015 to

53% by 2025. The OTG utilization of Robert Baldwin PS is also projected to decrease from 103% in 2015 to 95%

by 2025.

2. ERA 120 – Bruce Trail, Chris Hadfield, Hawthorne Village, Irma Coulson, Tiger Jeet Singh Public Schools

Multiple additions have taken place over the last few years to increase capacity in this review area. The addition of

9 JK/SK classrooms at Bruce Trail PS has increased the school’s OTG from 598 to 850 pupil places. The 5 JK/SK

classroom addition at Hawthorne Village PS has increased the OTG capacity from 575 to 723, while the OTG

capacity at Tiger Jeet Singh PS increased from 782 to 896 as a result of a 3-classroom JK/SK addition. Overall,

enrolment in this review area will continue to exceed OTG capacity for the next ten years. All schools within this

review area are projected to be within OTG building and portable capacity for the next 10 years. Therefore, any

accommodation issues in these schools, will continue to be addressed by adding more portables to respective

school sites. Alternatively, some of these schools (i.e. Tiger Jeet Singh PS and Hawthorne Village PS) could be

included as part of the boundary reviews for future elementary schools planned for the Boyne (East) Community.

It should be noted that Tiger Jeet Singh PS has been impacted by the Boyne PS school boundary review, which

resulted in the direction of new residential areas to the new school.

3. ERA 121 – Anne J. MacArthur, Escarpment View and PL Robertson Public Schools

The Ministry of Education provided funding for Boyne PS (located in ERA 127 - Boyne Secondary Plan), which

opened for the 2015/2016 school year. A school boundary review was undertaken and completed in February

2015, which resulted in the redirection of a portion of Anne J. MacArthur PS and Tiger Jeet Singh PS catchments

to Boyne PS.

As indicated, the Board received Capital Priorities funding approval for a new Martin Street PS (753 OTG) to be

rebuilt on the site. One of the factors in the Capital Priorities Business Case for the rebuild is to provide

accommodation relief to Escarpment View PS (ERA 121), which currently has 12 portables on site.

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Report 16079 page 8

Enrolments at Escarpment View PS and P.L. Robertson PS are projected to be within OTG and portable capacity

for the next 10 years. Anne J. MacArthur PS is projected to exceed OTG and portable capacity by 2020. It

should be noted that Escarpment View PS and Anne J. MacArthur PS (FI boundary north of Derry Road) are to

be included as part of any future boundary review for the new Martin Street PS.

4. ERA 123 – Brookville Public School

This is largely a rural review area with limited new development. Enrolment projections indicate that enrolment

will decline in this review area. Brookville PS enrolments are projected to decline from an OTG utilization rate of

96% to 77% over the next 10 years.

5. ERA 127 – Boyne Public School

The Halton District School Board has requested 6 elementary school sites, including the completed Boyne PS, and

one secondary school site within the secondary plan. One elementary school site has been identified for the Milton

Education Village (located west of Tremaine Road). The Ministry of Education announced funding for Boyne PS,

which opened in September 2015. Enrolments at Boyne PS are projected to exceed OTG and portable capacity by

2017. In addition, students at Martin Street PS are temporarily accommodated at Boyne PS until the rebuilt is

complete for the 2017/2018 school year. It is projected that the school site will require 13 portables for the

2016/2017school year to accommodate both school populations.

The 2015/2016 LTAP identifies the need to open an elementary school (Milton SW #10 ps) in 2018/2019. The

school is anticipated to have a 776 OTG pupil place capacity. The new school would provide accommodation to

students generated from the Boyne Community. The need to open an additional elementary school (Milton SW

#11 ps) in 2020/2021 is also identified in the 2015/2016 LTAP with an anticipated OTG capacity of 776 pupil

places. The timing of the new schools are subject to Ministry funding, accessing/acquiring the respective school

site in a timely manner, and obtaining the associated municipal approvals/issuance of building permits.


1. SRA 104 and SRA 105

The utilization rate of all secondary schools in Milton is projected to be 169% by 2025, with the need to

accommodate an additional 1532 pupils. The existing building and portable capacity of the two secondary schools

in Milton would be unable to accommodate these students; therefore, the need for a third secondary school in

Milton is justified. Moreover, it is projected that Milton District HS will exceed its OTG building and portable

capacity by 2020. Craig Kielburger SS is expected to exceed its OTG building and portable capacity (18 portables)

in 2016. There is concern of site constraints in terms of placing any additional portables on site moving forward;

Craig Kielburger SS was designed with a number of specialty classes, and there is limited flexibility for the School

Principal to increase classroom availability. As a result, a 10 classroom addition to accommodate the high number

of students at Craig Kielburger SS is scheduled for 2017/2018.

As a result of ongoing residential and enrolment growth in Milton, including the Boyne Community, the 2015-16

LTAP identifies the need for a new Milton SW #1 hs to be opened in 2019-20. The site is to be located within the

Boyne community. The timing of the new school is subject to Ministry funding, accessing/acquiring the respective

school site in a timely manner, and obtaining the associated municipal approvals/issuance of building permits.

HALTON HILLS


1. ERA 124 – Gardiner, Joseph Gibbons, Park, Silver Creek, Stewarttown Public Schools

Long range enrolment projections show a stable review area with a mix of mature, declining communities

(downtown Georgetown, north of Maple Drive/17 Side Road) and growth neighbourhoods (Georgetown South).

Overall OTG utilization is projected to be in the range of 88% to 91% over the next 10 years. Town Council

approved expansion of the urban boundary west of Eighth Line to Trafalgar Road, north of 10 Side Road (Vision

Georgetown).

23

Report 16079 page 9

Preliminary background studies indicate that 6671 residential units are projected, with the accompanying

population projected at approximately 19000. It should be noted that Board staff have identified the need for

approximately 3 elementary school sites and 1 secondary school site and these have been requested to be

included in the secondary plan. A secondary plan has not yet been finalized and approved by the Town, but a

2021 time frame for commencement of development is anticipated.

Ethel Gardiner PS will continue to require portables over the next 10 years as the OTG utilization will be at

124% by 2025. Silver Creek PS enrolment will continue to decline and by 2025, the OTG utilization is projected

to be at 67%. Enrolment at Joseph Gibbons PS is projected to increase slightly from 64% in 2015 to 73% by

2025. The 10 year projections for Park PS show enrolment projected to decrease slightly from 80% OTG

utilization to 72% by 2025.

Georgetown South #3 ps has been identified on the east side of Mountainview Road South. The timing of the

new school will likely be associated with the accommodation pressures, resulting from the development of the

Vision Georgetown area.

2. ERA 125 – Centennial, George Kennedy, and Harrison Public Schools Enrolment projections indicate a stable review area with mature communities that have some infill development in

the Norval hamlet and neighbourhoods around Mountainview Road North and north of the CN Railway. It is

projected that there will be approximately 304 empty pupil places within this review area by 2025. Enrolments at

Harrison PS currently exhibit an OTG utilization rate of 64% in 2015, and is projected to decrease and remain at or

near 53% from 2018 to 2025. Enrolment at Centennial PS is projected to decrease to 81% by 2025 while enrolment

at George Kennedy PS is projected to increase from 86% in 2015 to 92% by 2025.

3. ERA 126 – Glen Williams, Limehouse, McKenzie-Smith Bennett, Pineview, Robert Little Public Schools

This review area contains the Acton urban area, several hamlets and rural residential areas. It currently exhibits

an OTG utilization of 83% and is projected to decrease to 69% by 2025, with 584 available pupil places.

Limehouse PS and Pineview PS are projected to see a decline in enrolment to below 60% OTG utilization by

2025. Enrolment at Robert Little PS is projected to decrease from 88% in 2015 to 67% by 2025. Enrolments at

Glen Williams PS and McKenzie-Smith Bennett PS are projected to decline to at or near 77% by 2025.

Secondary Review Area

1. SRA 107

Georgetown District HS is near OTG building capacity, with a 98% utilization rate, and is projected to decline to a

utilization rate of 90% by 2025.

OTG utilization for Acton District HS is projected to be in the range of 62% to 76% with a range of 167 to 249

available pupil places over the next 10 years.

The need for a secondary site within the Vision Georgetown area has been identified; however, the timing of the

school will be contingent upon when new residential development begins (starting in 2021) and the ability for the

existing school (GDHS) to accommodate those students moving forward.

Conclusions

The Ministry requested school boards submit their Capital Priorities by July 2015. The Board has received funding

approval for two projects: a 5-classroom addition to Alton Village PS and a 10-classroom addition to Craig

Kielburger SS.

Along with the capital projects verification, the 2015/2015 LTAP also identifies issues related to enrolment that are

occurring in various review areas throughout the Board. Tables in the LTAP identify future Board initiatives,

including capital projects and school boundary studies. However, the impending “Program Viability Review”

recommendations and approval by the Board may result in additional boundary studies and capital initiatives.

The LTAP continues to be a fluid document, which is reviewed annually in order to monitor enrolments, address

provincial policy initiatives, and implement new capital projects accordingly.

24

Report 16079 page 10

Once approved by the Board, the 2015/2016 LTAP will be forwarded to the Ministry of Education. As well, the

Ministry of Education adopted the Community Planning and Partnerships Guideline (released March 26, 2015) in

order to encourage school boards to reach out to community organizations to share planning information (i.e.

LTAP). This information will allow school boards and other entities to work together to the benefit of boards,

students and the community, and to optimize the use of public assets owned by school boards. As a result the

Ministry wants school boards to focus on opportunities to share facilities with community partners when building

new schools and undertaking significant renovations, when considering the use of unoccupied space in schools and

when considering properties associated with schools that may close and sites that may be considered for future

disposition.

As a result, the Board adopted Community Planning and Partnership policies. The Board will share the Long Term

Accommodation Plan (LTAP) with community partners (as identified in the policies) so that external entities may

have sufficient time to respond to presented opportunities. The Board encourages community partners to provide

notification to the board when community partners have proposals or plans to build their own new facilities.

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.

Respectfully submitted,

(signed) electronic signature _____________________________________________ ___________________________________________

Lucy Veerman Stuart Miller

Superintendent of Business Services Director of Education

25



FOR DECISION



FROM: A. Collard, Trustee, Burlington Ward 5

RE: Motion to Rescind M11-0216

Background:

As per Regulation 464/97, the Special Education Advisory Committee (SEAC) is consulted annually on the Budget

as it pertains to the delivery of Special Education in the HDSB. As part of our process, SEAC members are invited

to our budget workshops. For several years the Chair of SEAC has made a presentation to the Board, outlining the

budgetary priorities of SEAC prior to the approval of the budget.

In 2011, SEAC did not participate in budget development and did not present their priorities to the Board. As a

result the following motion, M11-0216 was passed "Be it resolved that the Special Education Plan be brought to

the Board in each year prior to approval of the budget for that same year". This was done to ensure, through the

development of the Special Education Plan, SEAC would have input into the budget.

RECOMMENDATION:

Be it resolved the Halton District School Board rescind Motion M11-0216.

Rationale:

In the years that followed the implementation of M11-0216, the timing of the Grants for Student Needs

announcements made it difficult for all of the changes to the Special Education Plan to be ready prior to the

budget. During the past few years SEAC has voted on the Special Education Plan before all of the changes to the

Plan have been finalized in order to ensure that it is brought to the Board prior to budget approval.

In years of tremendous growth, this hasn't created undue hardship, because SEAC wasn't put in the position of

voting for a Spec Ed Plan that may ultimately have very substantial changes after the approval of the budget.

However, three years ago, our Board was made aware of a change to the funding formula that would substantially

reduce one of our Special Education grants. This change was being phased in over a four year period. We are now

in the third year of the phase in and the cumulative total of the reduction is having an impact, causing our Board to

look at new ways of providing some of our programs and services.

The spirit of motion M11-0216 -- i.e. that SEAC should be consulted in the development of the budget as it

pertains to Special Education as per Regulation 464/97 -- is not in question. However, the logistics of ensuring the

Special Education Plan is voted on by SEAC prior to the approval of the budget is no longer practical, and in fact

causes much stress for staff, SEAC members and trustees.

The development of the Special Education Plan and the Budget needs to occur concurrently in order to be in

alignment. By rescinding this motion, we untie the hands of staff and SEAC members and allow the process to

unfold naturally.


electronic signature

____________________________________________ A. Collard, Trustee

Burlington, Ward 5

26



FOR DECISION



FROM: A. Collard, Trustee, Burlington Ward 5

RE: Motion to Rescind M11-0213

Background:

In 2011, the Board's annual Operating Plan was brought to trustees for approval after the budget had been passed..

As a result the following motion, M11-0213 was passed "Be it resolved that the Halton District School Board

approve the Operating Plan for any given year prior to approval of the budget for that same year". This was done

to ensure that the development of the Operating Plan and the Budget would be aligned.

RECOMMENDATION:

Be it resolved the Halton District School Board rescind Motion M11-0213.

Rationale

In the years that followed the implementation of M11-0213, the timing of the Grants for Student Needs

announcements made it difficult for the Operating Plan to be ready prior to the budget.

In addition, shortly after passing this motion, the Ministry of Education required that all school boards develop

Multi Year Plans. The Board's Multi Year Plan expires this year and a new Multi Year Plan is being developed.

Since Operating Plans must be aligned with the Multi Year Plan, there is insufficient time to prepare an

Operating Plan prior to the end of the school year.

The logistics of ensuring that the Operating Plan is approved prior to the approval of the budget is no longer

practical, and in fact causes much stress for staff.

The development of the annual Operating Plan and the Budget needs to occur concurrently in order to be in

alignment. By rescinding this motion, we untie the hands of staff and allow the process to unfold naturally.


electronic signature

____________________________________________ A. Collard, Trustee

Burlington, Ward 5

27

Report Number 16077


FOR DECISION



FROM: S. Miller, Director of Education

RE: Community-Based Facility Enhancements Policy

Warrant:

At its March 23, 2016 meeting, the Halton District School Board unanimously approved a motion

to authorize the posting of the Board’s draft Community-Based Facility Enhancements Policy on the

Board’s website for public input, for a period of no less than 25 days. Any feedback received was to return

to the Board for the first meeting in May 2016.

RECOMMENDATION:

Be it resolved that Halton District School Board approve the “Community-Based Facility

Enhancements” policy, as appended to Report 16082.

Background:

As directed by Board motion, the draft of the proposed Program and Accommodation Review Policy

was posted for public input in March, fulfilling the requirement to subject the draft to public input for a

period of three consecutive Board meetings, or no fewer than 25 calendar days.

Trustees have indicated their preference to have any feedback return to the Board in report format at the

conclusion of the public input period to allow the Board to consider any further revisions, if required.

This draft policy has generated no responses. The policy is appended to this report for trustees’

reference.


______________________________

Stuart Miller


COMMUNITY-BASED FACILITY ENHANCEMENTS

1. OBJECTIVE

The Halton District School Board recognizes funding for education is the responsibility of the Ministry of

Education; however there are instances and opportunities where individuals and entities desire to support local

public school education and facilities through specific directed donations.

The purpose of this policy is to define facility enhancements and to outline how such projects may be

considered, approved and implemented.

2. DEFINITIONS

The following definitions are in addition to those listed in the Board’s Policy Development and Review policy.

Administrative Council: Includes the Director of Education, Associate Director, Superintendents, and Executive

Officer(s).

Agreement: An act of mutual decision, position, arrangement, creating obligations enforceable by law. The

basic elements of a contract are mutual assent, consideration, capacity, and legality.

Entity: A general term for any institution, company, corporation, partnership, government agency, university, or

any other organization which is distinguished from individuals.

Enhancement: improves the quality and/or functionality of facilities above the level needed to meet curriculum

requirements, or improves the timeliness in updating. Enhancements may include items or upgrades that are not

deemed essential to facilities by the Halton District School Board.

Facilities: include sites, buildings and amenities.

3. POLICY STATEMENT

The Halton District School Board is committed to providing the best educational opportunities and also

supports the enhancement of the environment in its schools or other board facilities for the benefit of students,

staff and community.

Therefore, the Board will actively seek projects and work closely with other entities to enhance facilities to

optimize the use of public assets owned by school boards.

4. PARAMETERS

a) Enhancement projects must align with the Mission, Vision and Values of the Halton District School

Board.

b) Enhancement projects:

● shall be complimentary to publicly funded education,

● shall not result in an increase in the student capacity of a school, and

● shall not result in a significant increase in school/board operating or capital costs.

BOARD FRAMEWORK POLICY

Adopted DATES ADDED AFTER APPROVAL:

(NEW) M16-0xxx (date)

Review Date Annually: March

c) Enhancement projects must consider:

● the well-being of students in a particular school,

● sustainability,

● Ministry of Education Fundraising Guidelines,

● ethics, and

● Halton District School Board seven Equity lenses.

d) Preference will be given to projects that have a positive impact beyond a single facility.

e) The Agreement between the Halton District School Board and or the Entity and or individuals must

conform to the Education Act and other current legislation.

f) Procurement must follow Board policies and the Broader Public Sector Procurement Act.

5. REQUIREMENTS a) Agreements must include:

i. a written contract

ii. an identification of the stakeholders

iii. a disclaimer releasing the Halton District School Board from linkage to project donors/

sponsors/products

The acceptance of the gift from _______ is greatly appreciated. The acceptance of this

gift shall NOT be considered to be an endorsement or imply support for or by the donor

or for the services or product provided by the donor.

iv. a release:

The Entity or individual in perpetuity must remain acceptable to the Halton District

School Board and to the Halton District School Board’s mission, vision and values.

If the Halton District School Board at its sole discretion, determines that the Entity or

individual is in breach of being acceptable it may take any action necessary such as but

not limited to; removal of naming, publicity and signage.

v. an acknowledgement of Halton District School Board ownership

vi. ongoing maintenance requirements

vii. timelines

viii. benefits

ix. budget

x. consequences if funding target is not reached or exceeded

b) Facility enhancement projects with budgets or value of over $50,000 must be approved by the Board of

Trustees. Projects with a value of less than $50,000 will require Administrative Council approval.

c) Board of Trustee approved projects require timely interim and concluding reports to the Board of

Trustees.

d) Due to the nature, scope and value of projects, Administrative Council reserves the right to limit the

number of projects in progress at any one time.

Legal References: Education Act RSO 1990

Ministry of Education, Fundraising Guideline, 2012:B10, May 4, 2012

Broader Public Sector Procurement Directive

Board References: Fundraising Administrative Procedure

Purchasing Administrative Procedure

30



FOR DECISION



FROM: A. Collard, Policy, By-law & Governance Committee Co-Chair

K. Graves. Committee of the Whole Chair, Vice-Chair of the Board

RE: Code of Ethics Policy

Purpose:

On April 27, the Halton District School Board’s Policy, By-law & Governance Committee (under the

Committee of the Whole format) reviewed a draft “Code of Ethics” policy, and recommended the draft

be posted on the Board’s website to allow public input. The draft policy is attached to this report for the

Board’s consideration.

RECOMMENDATION:

Be it resolved that the Halton District School Board’s Code of Ethics policy, as appended

to Report 16082, be posted on the Board’s website for public input for a period not less

than 25 days, and any input return to the Board for consideration at the second Board

meeting in June 2016.


electronic signature electronic signature __________________________________________ ________________________________________ A. Collard, K. Graves

Chair, Policy, Bylaw and Chair, Committee of the Whole

Governance Committee Vice-Chair, HDSB

CODE OF ETHICS

INTENDED PURPOSE:

Employees of the Halton District School Board occupy positions of public trust and confidence. They are

expected to discharge their duties and responsibilities with integrity in a professional and impartial

manner.

PRINCIPLES:

It is imperative that employees of the Board be, and be seen to be acting with honesty, care and due-

diligence, in the best interests of the public they serve. Respect must be demonstrated for each other and

for the environment. Without limiting the generality of the foregoing, employees would compromise

themselves in the discharge of their duties by being in or being perceived to be in a conflict of interest, by

contravening any law, by disclosing confidential business, personnel or student information and/or by

misappropriating Board resources.

Any employee of the Board who contravenes the Code of Ethics and /or the accompanying

Administrative Procedure may be subject to disciplinary action up to and including termination, where

appropriate.

Adopted (NEW) M16-xxxx (date)

Review Date Annually, April

32

Report: 16080

Date: May 4, 2016

FOR INFORMATION



FROM: Stuart Miller, Director of Education

Mark Zonneveld, Superintendent of Education, Student Services

RE: Changes in Special Education Programs

Information Summary

The three existing Early Language Development Centres will be discontinued, and all kindergarten

students with oral language delays will be supported in their home schools. Three new

Communication Program classes will be opened to support an increased number of students

appropriate for this service. This is an internal reallocation of resources in order to better meet the

needs of both groups of students, effective September, 2016.

Background

Early Language Development Centre

The Early Language Development Centre (ELDC) is a language-literacy program for kindergarten

students with significant oral language delays. The focus of this program is on developmentally

appropriate intervention with an emphasis on oral language functioning. ELDC teachers and Speech

Language Pathologists (SLP) work collaboratively to individualize student programming. Students

leave their home schools for five months of the school year to attend these centres.

Beginning in September 2016, all students in kindergarten with oral language delays will be

supported in regular kindergarten classes in their home schools. Speech Language Pathologists (SLP)

will continue to provide service to these students through these and other strategies and methods:

Assessment of students who present with oral language/literacy concerns

Work directly in kindergarten classrooms to provide direct support to students

Coach and mentor school staff regarding students with complex communication needs

Attend SRTs and case conferences for consultation and problem-solving

Consult with teachers regarding IEP Development

Liaise with Assistive Devices Resource Services (ADRS) – Erin Oak

Work with School Programs and Early Years departments to develop messaging and

professional development opportunities for classroom teams around language development

and literacy

Communication Program The Communication Program is for students who are in kindergarten to early junior grades and are

severely limited in their communication skills. The focus of the program is the establishment of a

functional communication system appropriate to the student’s specific needs. These classes are not

placements through IPRC and therefore the parameters for the program are set by Student Services.

Many of these students are eventually placed in Life Skills classes at later grades.

33

Report 16080 page 2

There are currently 42 students who have been confirmed to be appropriate candidates for this

program, however only 15 spots are becoming available in the existing classes. Therefore three new

classes will be created, and some class sizes will increase from 6 to 7 in an effort to accommodate as

many students as possible.

These program changes were discussed at a recent SEAC meeting and members had the opportunity

to provide feedback.

Summary

Through an updating of program and service delivery, and a reallocation of resources, students with

special needs in the early years of school will continue to receive high quality support in our schools.


electronic signature electronic signature ____________________________________________________ _________________________________________________

Mark Zonneveld, Stuart Miller,

Superintendent of Education-Student Services Director of Education

34



FOR INFORMATION



FROM: S. Miller, Director of Education

RE: Administrative Procedure Review Update

Warrant

In keeping with our regular update of Administrative Council’s ongoing review of all administrative procedures,

this report is the next in that reporting structure. All admin procedures have had date changes, with the Sign

Guidelines having additional minor changes to reflect the use of the Halton District School Board logo and language

on signs.

Admin Procedure Name Revisions Additional Information

Absence Reporting rescind

Code of Ethics NEW attached

Attendance Management and Support Program minor merging of Absence Reporting;

minor wording changes

Disability Management and Support Program minor date change only

Discrimination and Harassment minor date change only

Monitoring Elementary Class Structures minor date change only

Substance Abuse Procedure minor date change only

Violence in the Workplace minor date change only


______________________________

S. Miller


Halton District School Board Administrative Procedure

Topic: Code of Ethics

Effective: January 1, 2014

Cross-Reference: Board Policies

Trustee Code of Conduct

Mileage and Expenses

Administrative Procedures:

BPS Procurement Directive / Purchasing

Mileage and Expenses

Hospitality

Donations

Acceptable Use: Information and Communication Technology

Review/Revision Date: September 2018

Responsibility: Executive Officer of Human Resources

CONTENT: I. DEFINITIONS

II. CONFLICT OF INTEREST

III. BOARD RESOURCES

IV. ONTARIO BROADER PUBLIC SECTOR (BPS) SUPPLY CHAIN CODE OF ETHICS

V. CONFIDENTIALITY

VI. COMPLYING WITH THE LAW

VII. REGULATIONS

I. DEFINITIONS

For the purpose of this Administrative Procedure, the following Definitions apply:

“bias” means and includes a predisposition to decide a matter in a certain way and/or a predisposition which may not

permit an objective assessment of a matter.

“Broader Public Sector Procurement Directive” means the Broader Public Sector Procurement Directive issued

by the Management Board of Cabinet, effective July 1, 2011.

"economic, financial or commercial advantage" means the receipt, or expectation of receipt, of anything of value

by either an employee of the Board, or a relative, friend and/or business associate of the employee resulting

from a personal relationship.

"favour" means any act on the part of a Supplier for the benefit of an employee or a relative, friend and/or business

associate of the employee which may be perceived as having been made with a view to influencing process.

"mitigating action" means and includes an action to avoid, minimize, reduce, eliminate or rectify a conflict of

interest.

"preferential treatment" includes unfairly affording opportunities to one or more Suppliers at the expense of all

other Suppliers that are eligible to participate in the opportunities.

"Supplier" includes any person or organization that, based on an assessment of that person's or organization's

financial, technical and commercial capacity, is capable of fulfilling the requirements of the Board's

procurement of goods and/or services.

"Supply Chain Activities" means and includes all activities directly or indirectly related to the Board's planning,

sourcing, procurement, moving, and payment processes Budgeting, planning and requesting, as well as the

approval and processing of the acquisition for goods and services are all Supply Chain Activities. Many

employee groups within the board are involved with one or more of these processes.

II. CONFLICT OF INTEREST

“Conflict of interest” means and includes a situation in which financial or other personal considerations have the

potential to compromise or bias an employee’s professional judgment and objectivity. An apparent conflict of

interest is one in which a reasonable person would think that the employee’s judgment is likely to be

compromised. A conflict of interest may exist when the decisions and/or actions of employees during the

course of exercising their employment duties are affected by or perceived by another party or person to be

affected by or has been determined by the Board to be affected by the employee’s personal, financial or

business interests or the personal, financial or business interests of a relative, friend and/or business associate

of the employee.

Expectations

1. Every employee is responsible and accountable for exercising good judgment and avoiding situations that might

present a conflict of interest or be perceived as a conflict of interest.

2. Employees shall not use their position, authority or influence for personal, financial or material gain or personal

business purposes or for the personal, financial or material gain or business purposes of a relative, friend and/or

business associate. Every employee shall uphold and enhance all Board business operations by:

a) Maintaining the highest standard of integrity in all business relationships, both inside and outside the Board;

b) Carrying out all activities, in particular contracting and purchasing activities in a fair, transparent manner

with a view to obtaining the best value for the Board’s money and ensuring that resources are used in a

responsible, efficient and effective manner;

c) Fostering the highest standard of professional competence amongst those for whom they are responsible, and

for themselves, striving always to improve procedures, knowledge levels and skill and sharing leading

practices;

d) Complying with and being seen to be complying with the letter and spirit of:

i. The laws of Canada and the Province of Ontario; and

ii. Contractual obligations applicable to the individual and the Board; and

e) Rejecting and denouncing any business practice that is improper or inappropriate or may appear to be

improper or inappropriate.

3. An employee must not engage or participate in any outside employment, business or commercial undertaking

(paid or volunteer) that interferes with the performance of his or her duties as an employee of the Board, or from

which an economic, financial or commercial advantage may be derived by the employee, a relative, friend and/or

business associate of the employee as a result of confidential business, financial or commercial information

gained by the employee from employment with the Board.

4. An employee shall not use his or her position, authority or influence to give any person or organization special

treatment that might, or might be perceived to advance the interests of the employee, or the interests of a relative,

friend and/or business associate of the employee. This includes providing preferential treatment or publicly

endorsing suppliers or products.

5. An employee must not participate in any decision or recommendation in which he or she, or a relative, friend or

business associate may have a financial, commercial or business interest.

6. Subject to the approval by the appropriate representative of the Board, Board employees shall not have a

pecuniary interest, either directly or indirectly, which influences the awarding of any contract with the Board or

with any person acting for the Board in any contract for the supply of goods and/or services for which the Board

pays or is liable, directly or indirectly

7. All employees are required to comply with the Education Act, Section 217.

III. BOARD RESOURCES

1. No employee shall use Board resources for personal gain. No employee shall permit relatives, friends and/or

business associates to use Board resources for personal gain.

2. All employees shall abide by Board Policies and Administrative Procedures regarding the use of Board

resources including information technology resources.

3. All employees acknowledge that works of authorship commissioned, assigned, or paid for by the Board,

which may include, but are not limited to books, articles, pamphlets, course materials, inventions,

improvements, discoveries, computer software, and documentation, created by the employee on Board time,

in the course of their employment, are the sole property of the Board. Employees who have created works of

authorship in the course of their employment shall have no propriety or moral rights to their creation or

invention.

IV. ONTARIO BROADER PUBLIC SECTOR (BPS) SUPPLY CHAIN CODE OF ETHICS

This Code of Ethics does not supersede the Board’s Code of Ethics, above, but supplements the Code of Ethics with

standards of practice specific to the supply chain.

Goal: To ensure an ethical, professional and accountable BPS supply chain.

1. Personal Integrity and Professionalism

Employees involved with Supply Chain Activities must act, and be seen to act, with integrity and

professionalism. Honesty, care and due diligence must be integral to all Supply Chain Activities within and

between the Board, suppliers and other stakeholders. Respect must be demonstrated for each other and for

the environment. Confidential information must be safeguarded. Employees must not engage in any activity

that may create, or appear to create, a conflict of interest, such as accepting gifts or favours, providing

preferential treatment, or publicly endorsing suppliers or products.

2. Accountability and Transparency

Supply Chain Activities must be open and accountable. In particular, contracting and purchasing activities

must be fair, transparent and conducted with a view to obtaining the best value for public money. All

employees must ensure that Board resources are used in a responsible, efficient and effective manner.

3. Compliance and Continuous Improvement

Employees involved with purchasing or other Supply Chain Activities must comply with this Code of Ethics

and the laws of Canada and Ontario. Employees should continuously work to improve supply chain policies

and procedures, to improve their supply chain knowledge and skill levels, and to share leading practices.

Declaration of Conflict of Interest

Any conflict of interest or potential conflict of interest, either real or perceived, related to Supply Chain Activities

must be declared in writing to the Manager of Purchasing using the form attached at Appendix “A”, “Conflict of

Interest – Purchasing Process”.

V. CONFIDENTIALITY

1. All employees acknowledge that, as part of their duties to the Board, they may have access to private and

confidential financial, business and/or commercial information belonging to the Board that may provide a

financial, business, commercial or competitive advantage, and that they may have access to private and

confidential student and personnel information.

2. Except as may be required by the law, or otherwise by a competent authority, all employees and former

employees agree not to use, directly or indirectly, for the employee’s benefit or for the benefit of any person,

organization, firm, or other entity, the Board’s proprietary or confidential information disclosed or entrusted

to that employee or developed or generated by the employee during the performance of his or her duties for

the Board. Such information may include, but is not limited to, information relating to the Board’s

organizational structure, operations, business plans, technical projects, business costs, research data results,

inventions, trade secrets or other work produced, developed by or for the Board.

3. Except as may be required by law, or otherwise by a competent authority, and in accordance with the

Education Act and Municipal Freedom of Information and Protection of Privacy Act, all employees agree not

to use or disclose the personal and/or educational information of students and their families in the Board’s

possession, or which may come to the attention of such employee during the course of his or her duties with

the Board.

4. Except as may be required by law, or otherwise by a competent authority, and in accordance with the

Municipal Freedom of Information and Protection of Privacy Act, all employees agree not to use or disclose

the personal and/or employment information of Board employees and their families in the Board’s

possession or which may come to the attention of an employee during the course of his or her duties with the

Board.

VI. COMPLYING WITH THE LAW

1. All employees will and will be seen to comply with the letter and spirit of all of the laws of Canada and the

Province of Ontario and any contractual obligations resulting from the employees’ duties, employment or

employment duties and/or any contractual obligations of the Board.

2. When acting on behalf of the Board, no employee shall at any time take any action that he or she knows or

reasonably should know violates any applicable law or regulation.

3. It is every employee’s responsibility to ensure that all information he or she communicates in the course of

his or her employment duties is accurate and complete. No employee shall withhold information or

knowingly mislead members of the Board, officers, supervisors, parents/guardians, students or the public.

4. It is the responsibility of all employees to familiarize themselves with their duties and any requirements of

them as prescribed by the Education Act, and Regulations, the Municipal Freedom of Information and

Protection of Privacy Act and Regulations and any other Act or Regulation that may be applicable to the

employee’s employment duties, from time to time.

5. All employees are responsible for immediately reporting to an appropriate supervisor any suspected illegal

behaviour or behaviour that contravenes this or any policy of the Board.

VII. REGULATIONS

In order to ensure compliance with the Board’s Code of Ethics Policy, all employees of the Board shall

follow the guidelines set out below.

Disclosure of Conflict of Interest

Any conflict of interest or potential conflict of interest situation that arises that may impinge or might

reasonably be seen to impinge on an employee’s impartiality or judgment in any matter relevant to his/her

duties, shall be disclosed, as outlined below:

The Director of Education shall disclose a conflict of interest or potential conflict of interest to the Chair of

the Board. The Associate Director shall disclose a conflict of interest or potential conflict of interest to the

Director of Education. Superintendents shall disclose a conflict of interest or potential conflict of interest to

their Associate Director or to whomever they report. All other employees shall disclose a conflict of interest

or potential conflict of interest to their immediate Supervisor.

Any and all relevant facts concerning the situation must be disclosed.

Where a conflict or potential conflict is disclosed, it must be evaluated and an appropriate mitigating action

must be taken.

In addition, conflicts of interest or potential conflicts of interest related to Supply Chain Activities shall be

disclosed to the Manager of Purchasing and a written declaration must be made (see “Declaration of Conflict

of Interest above at IV and Appendix A).The Board will review any conflict of interest that may arise,

including conflicts that arise as a result of the involvement of an employee, advisor, external consultant or

supplier with Supply Chain Activities.

Confidentiality and Accuracy of Business/Corporate Information

The confidentiality of business/corporate information received in the course of duties must be respected and

shall not be used for personal gain. Information given in the course of fulfilling employment duties shall be

accurate and fair and not designed to mislead. For example, it is considered unethical and damaging to the

Board’s reputation to allow vendor’s proprietary/confidential information to pass to another vendor, potential

vendor or any person with a financial interest in the information, whether potential or actual, direct or

indirect.

The confidentiality of personal/educational student and family information received in the course of duties

shall be respected, protected and kept confidential. Information received shall not be discussed or reviewed

in public or where another employee, student, parent or member of the school community could accidentally

overhear or read such information.

The confidentiality of personal/employment and family information about fellow Board employees, and/or

Trustees, received in the course of duties shall be respected, protected and kept confidential. Information

received shall not be discussed or reviewed in public or where another employee or member of the public

could accidentally overhear or read such information.

Hospitality and Gifts from Businesses and Corporations

Employees who participate in decision-making during the procurement process shall not receive gifts,

gratuities, or favours from suppliers at any time, including during any tendering process.

i. Offering or Accepting Gifts or Hospitality

Offering or accepting gifts, gratuities or favours could be mistaken for improper payment and could

influence or appear to influence the making of business decisions.

Employees shall not use their position for improper gain, nor under any circumstances accepts gifts of

cash, gift cards, bonds, securities, personal loans, airline tickets, use of a vacation property or costly

entertainment.

ii. Conditions for Accepting Gifts or Hospitality

An employee may accept the provision of hospitality or a gift in the course of the professional relationship,

if:

the employee believes the donor is not trying to obligate them, or improperly influence a decision;

it is “normal business practice” for the purposes of courtesy and good business relations; and,

acceptance is legal and consistent with generally accepted ethical standards.

iii. Examples of Acceptable Gifts

Examples of acceptable gifts include:

• Holiday gifts, such as fruit baskets or candy; and

• Inexpensive advertising and promotional materials (e.g., giveaways, such as pens or key chains); and

• Inexpensive awards to recognize service and accomplishments in civic, charitable, educational

organizations

iv. Gifts of Considerable Value (over $200)

Where it would be extraordinarily impolite or otherwise inappropriate to refuse a gift of obvious value,

the gift may be accepted on behalf of the Board. As noted under (vi) Reporting Gifts, employees must

report the gift. Such gifts may not be taken for the employee’s home use or enjoyment. Employees

should ask themselves if public knowledge of the gift would cause personal embarrassment or

embarrassment to the Board.

If there is uncertainty regarding what is considered an appropriate gift to give or receive, the employee

shall discuss the matter with their immediate supervisor.

v. Honoraria

Senior Management, school administrators, managers and supervisors are not allowed to receive

honoraria, gift certificates or payments of any kind, while performing instructional or informational

duties while on Board time. The exception to this would be if significant preparation time was required

and this preparation time was conducted on personal time.

Honoraria of a significant nature (in excess of $200.00 in value) must be reported as in vii) below.

vi. Reporting of Gifts, Hospitality and Favours

All employees must report/notify their immediate supervisor by email of any gifts, honoraria, hospitality

and/or favours received that have a value of over $200.00 (exclusive of HST).

Superintendents must notify their Associate Directors or whomever they report to; the Associate Director

must notify the Director; and the Director of Education must notify the Chair of the Board. All other

employees must notify their immediate Supervisor.

Employees must complete the form, Code of Ethics – Reporting of Gifts, attached as Appendix B, and

forward the completed form to the office of the Executive Officer of Human Resources, for retention

purposes.

Name (printed)

Vendor Providing Services to the Board

Name of Vendor Contact (printed)

Relationship Between Parties

Board staff and Officers of the Board shall declare any pecuniary interest, either direct or indirect, in writing

to their Manager/Principal with a copy to the Manager of Purchasing indicating the specific nature of the

conflict. Any conflict of interest that cannot be isolated and resolved will be reported to the appropriate

Superintendent.

No staff or appointed officer of the Halton District School Board shall place him/herself, or permit him/herself to be

placed, in a position that would constitute a conflict of interest or breach of trust.

Staff or appointed officer shall read the following statements regarding conflict of interest and sign that he/she agrees

that,

I will not participate in any decision-making process to engage the services of this vendor; and

I do not have authority or delegated authority to authorize work to be performed by this vendor; and

I do not have authority or delegated authority to approve invoices for payment to this vendor; and

all information received, reviewed and discussed from and about this vendor is strictly confidential and may not

be discussed with anyone who is not staff or an appointed officer of the Board; and

all financial information about the Board, budgets, project budgets and expenditures are confidential and shall

not be shared in any way with anyone who is not staff or an appointed officer of the Board.

Please sign below acknowledging that you have received and read this information. Return a copy of the form to the

Manager of Purchasing.

Signature of Employee Date

Signature of Manager Date

Appendix ‘A’

CONFLICT OF INTEREST - PURCHASING PROCESS

Declaration by Halton Board Staff / Appointed Officer

Employee Name:

Date Gift Received:

Gift Received From (Giftor):

Gift: (provide details)

Approximate Value of the Gift:

Reason for the Gift: ____________________________________________________________

Disposition of the Gift:

What relationship does the Giftor have with the Halton District School Board?

Date:

Employee Title:

Employee Signature:

Appendix ‘B’

CONFLICT OF INTEREST – REPORTING OF GIFTS

1.0 2 Agendas and Minutes... · 2016-08-10 · 1 HALTON DISTRICT SCHOOL BOARD J.W. Singleton...

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Transcript of 1.0 2 Agendas and Minutes... · 2016-08-10 · 1 HALTON DISTRICT SCHOOL BOARD J.W. Singleton...