HALTON DISTRICT SCHOOL BOARD Meeting will be livestreamed ... Agendas and... · (Executive Summary...

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HALTON DISTRICT SCHOOL BOARD Meeting will be livestreamed from www.hdsb.ca J.W. Singleton Education Centre, 2050 Guelph Line, Burlington, ON

Public Session Agenda – Wednesday, May 17, 2017 Public Session: 7 p.m. (Private Session precedes Public Session)

PUBLIC SESSION AGENDA

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 Presentations

2.1.1 Centre for Skills Development and Training (Lisa Rizzato, CAO) 2.2 Delegations

2.2.1 Viki Tree 2.2.2 Nancy Cunningham 2.2.3 Adam Peaker 2.2.4 Dan Tadic 2.2.5 Jeremy Skinner 2.2.6 Oubaida Ikharbine

3.0 Ratification/Action 3.1 Minutes of the Regular and Special Board Meetings

3.1.1 Halton District School Board Meeting, May 3, 2017 page 2 3.1.2 Halton District School Board Delegation Evening, May 8, 2017 page 6 3.1.3 Halton District School Board Delegation Evening, May 11, 2017 page 8

3.2 Approval of Business Transacted in Private Session 3.3 Order Paper page 10 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 action items)

For Action: June 7, 2017 4.2.1 Burlington Program and Accommodation Review – Director’s Report page16

(Executive Summary included with Agenda package, complete report distributed separately)

For Information: May 17, 2017 4.2.2 Re-directed Growth for Boyne Public School -- (Report 17064) J. Newton page 17 4.2.3 Capital Update – (Report 17065) – G. Cullen, L. Veerman page 18

4.3 Committee Reports 4.4 Director’s Report 4.5 Communications from the Chair 4.6 Trustee Questions and Comments

5.0 Adjournment 5.1 Motion to Adjourn

http://www.hdsb.ca/

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Halton District School Board

Public Session: Wednesday, May 3, 2017 – 7 p.m.

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

Regrets: A. Grebenc, D. Metropolitansky

1. Opening

1.1 Call to Order K. Amos called the meeting to order at 6:04 p.m.

M17-0061 J. Oliver / J. Gray Be it resolved that the Halton District School Board move into Private Session. Carried Unanimously.

The Board rose from Private Session at 6:51 p.m.

The Chair called the Public Session to order at 7:11 p.m. K. Amos recognized the Board meeting was being held on the traditional territory of the First Peoples.

1.2 Approval of the Agenda

M17-0062 J. Gray /R. Papin Be it resolved that the Halton District School Board approve the agenda for May 3, 2017 as distributed. Carried Unanimously.

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

2. Communication to the Board

2.1 Presentations The Chair welcomed Jack Ammendolia, Watson & Associates Economists, and Brad Teichman, the Board’s legal counsel speaking to the issue of Education Development Charges. The accompanying report appears later under “Information” in the Board agenda.

2.2 Delegations There were no delegations.

2.3 Acknowledgement of Delegations by the Chair

There were no delegations.

3. Ratification/Action

3.1 Approval of the Minutes M17-0063 T. Ehl Harrison / J. Oliver

Be it resolved that the minutes for the Halton District School Board meeting of April 19, 2017 be approved as distributed. Carried Unanimously.

3.2 Ratification of Business Transacted in Private Session There was no business to be ratified from Private Session.

3.3 Order Paper The Chair called attention to the Order Paper. A. Collard asked if a review of the outstanding items could be undertaken at a future meeting. T. Ehl Harrison also indicated Motion M14-0142 could be shaded for the next Order Paper.

3.4 Action Items

There were no Action Items for this agenda.

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4. Communication to the Board

4.1 Student Trustee ReportZ. Haj Ali spoke to the turnout, support and results of the recent Student Trusteeelection. Congratulations were offered to Dasha Metropolitansky on her re-election, andMuqtasid Mansoor on his successful bid as Student Trustee for 2017-18. Z. Haj Ali alsospoke to the upcoming Halton Youth Leadership Symposium, and the Student Senatemeeting for May.

S. Miller, on behalf of staff, expressed appreciation to Zaid Haj Ali for his leadershipduring his term as Student Trustee, particularly the recent election efforts and HaltonYouth Leadership Symposium on May 19 (Sheridan College).

4.2 Information Items (including Notices of Motion) There were no Notices of Motion.

For Action: May 17, 2017 There were no action items for this agenda.

For Information: May 3, 2017 (and for Action June 21, 2017) 4.2.1 Education Development Charges

The Chair referenced Report 17061, addressed in the earlier presentation.

4.2.2 Long-Term Accommodation Plan (LTAP) L. Veerman and D. Renzella spoke to Report 17062, and responded to questions.

4.3 Committee Reports L. Reynolds spoke to last night’s SEAC meeting where the Director and senioradministrative team spoke to the Burlington PAR report. A. Collard indicated trustees left themeeting when SEAC members discussed the content of their delegation.

D. Danielli provided an update on recent OPSBA activities and workshops, and alsohighlighted the appointment of the new OPSBA Executive Director Rusty Hick.

J. Gray spoke to this month’s recipients of the Inspire Awards, who had chosen to receive their awards at schools and workplaces. She recognized Michelle Wallwork, WH Morden Public School; Linda Roganowicz, CH Norton Public School; Lisa Miceli, Pine Grove Public School; Kathy Podnar, West Oak Public School: Theresa Wilson, New Street Education Centre; and Karen Yip, EW Foster Public School.

K.Graves reminded trustees of the recent discussions on the PAR report at the Committee of the Whole meeting, and indicated the next two meetings would be devoted to the budget.

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R. Papin spoke to the Accessibility Coordinating meeting, May 11 where work will continue on the multi-year accessibility plan.

A. Collard reminded trustees of the OPSBA AGM in Collingwood from June 8-11.

Director’s Report D. Boag asked R. Eatough to speak to activities throughout the Halton District School Board recognizing Canada’s 150th including the upcoming Before and Beyond event on May 12 at the Welcome Centre.

D. Boag highlighted the upcoming delegation evenings for the Burlington PAR on May 8 and 11, and the opportunity for delegations at the Board meetings of May 17 and June 7.

D. Boag reminded trustees of the Human Library event happening May 4, beginning with a smudging ceremony and land recognition at 10 a.m. promoting the theme of Indigenous Cultures. He also spoke to system activities recognizing Education Week, including tomorrow’s Student Excellence celebration at Georgetown District High School.

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D. Boag also highlighted the Have Your Say survey, now live for parents, staff, students and community members.

D. Boag offered congratulations to Dr. Frank J. Hayden Secondary School teacher Jamie Mitchell, recipient of the Prime Minister’s Award for Teaching Excellence.

4.5 Communications from the Chair The Chair recognized the efforts throughout the system to honour Earth Week last week.

K. Amos also spoke to the shared recognition this week for Education Week and Children’s Mental Health Week. She also highlighted information obtained at a national conference regarding school start times for students.

K. Amos expressed appreciation for everyone who participated in the White Oaks Secondary School 10th annual Inside Ride, with the overall effort raising more than $27,000.

The Chair also congratulated the White Oaks Secondary School Debate Team for their ninth place finish in the Harvard debate competition.

K. Amos also spoke to the upcoming delegation evenings on May 8 and 11. She indicated delegates would be present in the Board room, with supporters able to view the live-stream from home or at MM Robinson High School. She indicated more than 80 requests were registered, some with little information. The Chair indicated the by-law seeks to have a ‘varied perspective’ among delegates, and to that end will be contacting some registrants for additional information. She also indicated multiple requests from individuals and/or families will be consolidated to one delegation.

4.6 Trustee Questions and Comments J. Gray spoke to Education Week events at schools in Halton Hills, and expressed her anticipation to hosting the Celebration of Student Excellence at Georgetown District High School tomorrow. She also reminded trustees of the reservations for the Halton Learning Foundation golf tournament. J. Gray also spoke to the trustees’ initiatives regarding the garden rejuvenation project with Canada 150 tulips now coming to “flower-uition”

T. Ehl Harrison asked for information regarding the timing of Community Planning and Partnership efforts during the past year. D. Boag highlighted the list of 44 organizations invited to the June 2016 meeting (following LTAP approval), with additional partnership opportunities welcomed throughout the year. Additional organizations have been added to the list since the meeting, and subsequent meetings were also held (Community Development Halton, City of Burlington, Community Hubs, etc.). In the past several months organizations were also invited to provide input during the Burlington PAR process.

A. Collard asked when supplemental information requested by trustees in addition to the PAR report would be provided.

D. Danielli commented on the Halton connection with David Hein, creator of theatre productions My Mother’s Lesbian Jewish Wiccan Wedding, and more recently Come From Away. D. Danielli commented on Hein’s performance and workshops at a Halton GSA conference several years ago, recognizing the benefit to students who participated in the session, especially since Hein has received seven Tony nominations for Come from Away.

R. Papin spoke to her attendance at the premiere performance of The Lion King at John T. Tuck Public School, offering congrats to students and staff for their efforts.

J. Oliver applauded efforts of staff and students hosting multi-cultural nights at Pilgrim Wood Public School and Abbey Park High School.

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L. Reynolds spoke to the Central High School and Georgetown District High School students’ success at the recent Robotics competition in St. Louis. She also noted her participation leading a community walk at Aldershot High School this weekend.

T. Ehl Harrison offered congratulations to Oakwood for the launch of their fresh salad bar last week.

Adjournment

M17-0064 J. Gray / R. Papin Be it resolved that the Board adjourn at 8:49 p.m. Carried Unanimously.

Recorder’s Signature: Chair’s Signature:

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Halton District School Board Special Board Meeting – Delegation Evening

Public Session: Monday, May 8, 2017 – 7 p.m.

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

Regrets: Z. Haj Ali, D. Metropolitansky

1. Opening

1.1 Call to Order K. Amos called the meeting to order at 6:04 p.m.

M17-0065 R. Papin / A. Grebenc Be it resolved that the Halton District School Board approve the agenda for May 8, 2017 as distributed. Carried Unanimously.

1.2 Chair’s Introduction The Chair reminded Trustees and the audience of the requirements and protocols for the delegation evening.

2. Delegations

DELEGATES: TOPIC: 1. Fiona Wielhouwer Pearson Cooperative Nursery School

2. Carla Marshall Autism Ontario, Halton Chapter

3. Sharon Picken, David Picken, Kimberley Picken Self-Contained Programs at Robert Bateman HS

4. Casey Cosgrove Nelson High School

5. Gary Scobie Community Member

6. Paul Brophy Community Member

7. Denise Nacev, Matthew Nacev Diversity and inclusion at Robert Bateman HS

8. Jodi Correia, Shelley Wettlaufer, Loretta Chin, Colleen Allan & Tracey Kunzli Dr. Frank J. Hayden Secondary School

9. Adam Doering Community Member

10. Michael Hribljan Burlington Central High School

11. Carolyn Whiskin Burlington Central and ESL Program

12. Lisa Bull, Brian DePoe Robert Bateman High School Tech Programs

13. Leah Bisutti LB Pearson High School

14. Dianna Bower, Marie Madenzides MM Robinson High School

15. Amy D’Souza LB Pearson High School

16. Kristen Priestner Nelson High School

17. Carter Creechan Robert Bateman High School

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DELEGATES: TOPIC:

18. Jim Dunn Robert Bateman High School

19. Erin Hossack Robert Bateman High School Alumni

20. Shasni Pathirana Burlington Central High School

21. Marianne Anderson International Baccalaureate Program

22. Jennifer Bishop Robert Bateman High School withdrawn`

23. John Norris Robert Bateman High School

24. Christine Hall International Baccalaureate Program

25. Rory Nisan Community Member

3. Adjournment

M17-0066 A. Grebenc / J. Gray Be it resolved that the Board adjourn at 8:38 p.m. Carried Unanimously.


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Halton District School Board Special Board Meeting – Delegation Evening

Public Session: Thursday, May 11, 2017 – 7 p.m.

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

Regrets: Z. Haj Ali, D. Metropolitansky

1. Opening

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

M17-0067 A. Collard / L. Reynolds Be it resolved that the Halton District School Board waive the rules to allow more than 25 delegates at the May 11 delegation evening. Carried Unanimously.

M17-0067 A. Grebenc / R. Papin Be it resolved that the Halton District School Board allow 31 delegations at the May 11 delegation evening. Carried Unanimously.

1.2 Chair’s Introduction The Chair reminded Trustees and the audience of the requirements and protocols for the delegation evening.

2. Delegations

DELEGATES: TOPIC: 1. Tracey Howard, Joelle Howard-Belcher Robert Bateman HS

2. Cheryl Delugt LB Pearson HS

3. Jason and Kelley Bartlett Robert Bateman HS

4. Elyse Matthews Community Member

5. Tammie Beattie Special Education Advisory Committee (SEAC)

6. Jane Cooper Kelly Community Member

7. Dr. Lisa Van Zoost Nelson HS

8. Diane Miller LB Pearson HS

9. Adam Peaker Community Member Withdrawn

10. Tom Muir Community Member

11. Debbie Wakem Robert Bateman HS

12. Steve Cussons Aldershot HS

13. Jeffrey Huang Ma Robert Bateman HS

14. Maeve Fitzgerald Robert Bateman HS Absent/Withdrawn

15. Cassie White Robert Bateman HS

16. Camryn McKay Robert Bateman HS

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DELEGATES: TOPIC:

17. Denise Davy Robert Bateman HS

18. Barbara Heller Gifted Program

19. Natalie Hiltz Gifted Program

20. Julie Hill Robert Bateman HS

21. Heather deHaan Robert Bateman HS

22. Stephen Beleck Robert Bateman HS

23. Brent Hall Community Member

24. Tracey Bruton Robert Bateman HS

25. Lauren Olsen Burlington Central HS

26. Steve Armstrong LB Pearson HS / Dr. Frank J, Hayden SS

27. Douglas Emerson LB Pearson HS

28. Renée Sirbu International Baccalaureate

29. Kathy Berglund Aldershot HS

30. Heather McElrea Aldershot HS

31. Ron Raj Reddy International Baccalaureate

3. Adjournment

M17-0068 A. Grebenc / R. Papin Be it resolved that the Board adjourn at 10 p.m. Carried Unanimously.


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ORDER PAPER – PUBLIC SESSION

Wednesday, May 17, 2017

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

Motion # Resolution Responsibility

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

Policy, By-law & Governance Committee

M13-0073 Be it resolved that in recognition of the role of SEAC and the motions passed at the SEAC Meeting of April 2, 2013 and conversations at the table this evening, that the 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.


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


M14-0142 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.

Director of

Education

deferred to February 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.


M15-0026 Be it resolved that the Halton District School Board approve the approach to 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

SO/ Facility Services

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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

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.

SO/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/tender documents (Phase 2) for the proposed new

elementary school, ERA127 (Milton #10) to be built in Milton using

the guidelines developed.

SO/ Facility

Services

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;

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).

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)

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

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. 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


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French Immersion and Core French. 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 2014-15 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 Gr. 1-2 blended class; staff as a Gr. 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 2014-15 school year the HDSB: 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. 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. communicate and implement the assessment and admission procedure for students with French proficiency arriving in Halton after the registration deadline.

All elementary schools that offer Gr. 1 programming must host a

Gr. 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 Gr. 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.

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

i) Commit that all students graduate with knowledge of residential schools and their effects on Aboriginal communities in Canada and see themselves as contributors to reconciliation.

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

Director of Education / School Operations

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

SO/ Facility Services

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

Chair, Trustees Deferred to November 2016

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


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

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

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

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


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

Facility Services

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

Facility Services

M16-0153 Be it resolved that the Halton District School Board undertake a Program and Accommodation Review for all secondary schools located in the City of Burlington: Aldershot High School,

Burlington Central High School,

Dr. Frank J. Hayden Secondary School,

Lester B. Pearson High School,

Nelson High School,

M.M. Robinson High School and

Robert Bateman High School

AND THAT, a Program and Accommodation Review Committee (PARC) be formed, in accordance with the Board’s Policy; and THAT, the staff recommended Option 19 be provided to the PARC for


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further review and to develop any other options, in accordance with the Board’s Policy; and THAT the parents/guardians, staff and school council members of the affected schools be informed of the decision to form a Program and Accommodation Review Committee within five (5) business days of the approval of a PAR; and, THAT within five business days of the approval of a PAR, a written notice is to be provided to the Ministry of Education, City of Burlington, Region of Halton, Halton Catholic District School Board, Conseil Scolaire Viamonde, Conseil Scolaire de District Catholique Centre-Sud, Ministry of Education and community partners; and THAT, Trustees authorize the Director to tender for a third-party consultant to facilitate the PAR process, in terms of the Program and Accommodation Review Committee and all public meetings.

M16-0184 Be it resolved that the HDSB use a portion of the "Reserve Account for Trustee Professional Development" to cover the registration costs for the Trustees to attend the OPSBA Public Education Symposium (incl. the pre- symposium), January 19-21, 2017 (max of $7,700). Upon return from this conference, trustees who attended will provide the Board with an update.

Be it resolved that the HDSB use a portion of the "Reserve Account for Trustee Professional Development" to cover the registration costs for the Trustees to attend the Ontario Public School Board Association Labour Relations Symposium (including the pre-symposium) to be held in Toronto from April 6-7, 2017 (maximum of $5,500). Upon return from this conference, trustees who attended will provide the Board with an update.

Be it resolved that the HDSB use a portion of the “Board Leadership and Team Development” account to cover the registration and accommodation costs for the OPSBA HDSB Director(s) and the OPSBA Central West Regional VP/Chair to attend the 2017 OPSBA AGM in Collingwood from June 8-11, 2017, at a cost up to a maximum of $1,600 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.

Be it resolved that the HDSB use a portion of the “Board Leadership and Team Development” account to cover the accommodation and transportation costs for the Student Trustee Mentor (or the Student Trustee Mentor alternate if the Student Trustee Mentor is unable to attend for any reason) to accompany the Student Trustees to the OSTA/AECO conference in Ottawa from February 16-19, 2017, at a cost up to a maximum of $1,600. Upon return from the conference, the Student Trustee Mentor or Student Trustee Mentor Alternate will provide the Board with an update.

Chair/ Trustees

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

Chair/Trustees

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M17-0036 Be it resolved that the Halton District School Board adjust the boundaries for the elementary schools in Milton as outlined in Scenario 12b and detailed in Report 17022, effective September 2017.

Planning

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

Director

PENDING REPORTS – May 17, 2017

Motion & Date Resolution Presentation Date

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/admin procedure was last reviewed, c) the date that the policy/administrative procedure is next scheduled to be reviewed and d) whether or not the policy/admin procedure suggests an impact to roles and/or responsibilities of trustees or board of trustees (directly or through referenced policy/admin procedure).

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

M16-0108 Be it resolved that the Director be directed to:

1. Undertake a Strengths, Weaknesses, Opportunities,

Threats analysis of the Learning Centre model that

includes parent voice (sampled from parents who had

children in the program in 2014-15/2015-16), and provide

a report by October 2016 which includes a plan for

providing service to students who have been referred to

the Learning Centre.

2. Provide by March 2017 a report on services provided to

all students currently on the Learning Centre waitlist.

October 2016

and

March 2017

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

2018

Interim report proposed February/March 2017


Report Number: 17075 Date: April 20, 2017

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

FROM: Stuart Miller, Director of Education

RE: EXECUTIVE SUMMARY Burlington Secondary Program and Accommodation Review

Executive Summary On October 19, 2016, the Halton District School Board of Trustees approved a motion to commence a Program and Accommodation Review (PAR) process for all seven secondary schools in Burlington. Five of these schools were experiencing declining enrolment and are projected to continue to decline. This has an impact on course offerings and the range of subjects students are able to take. The same is true for extra-curriculars and co-curriculars.

Conversely, one of the schools in north Burlington is experiencing high growth which is resulting in enrolment pressures beyond utilization.

The PAR process was intended to investigate the issues, and culminate with a Director’s recommendation for the Board of Trustees to consider, in order to address the circumstances of these schools.

The formal process began in December 2016 following Board policy and Ministry of Education guidelines, and has resulted in the following recommendations. The PAR process will not be completed until the Board votes on the Director’s recommendation.

1. Robert Bateman High School to be closed June 2019 and students re-directed to NelsonHigh School and M.M. Robinson High School.

2. The International Baccalaureate Program to transfer from Robert Bateman High School toBurlington Central High School, effective September 2019.

3. Lester B. Pearson High School to be closed June 2018 and the students re-directed to M.M.Robinson High School commencing September 2018.

4. French Immersion program to be moved from Dr. Frank J. Hayden Secondary School as ofSeptember 2018, beginning with the Grade 9 program.

5. Students from the “Evergreen” community (currently undeveloped) will be directed to M.M.Robinson High School.

6. Aldershot High School will be explored as a site for a magnet program or themed school.

These recommendations have implications for the movement of students. These are outlined in the report. An impact of the recommendation is the creation of two composite schools in Burlington, one in the north (M.M. Robinson High School) and one in the south (Nelson High School), both offering a full range of all programs, thus supporting students with special needs to attend schools closer to their residences.

It is expected the recommendations and the subsequent transition of the students it causes will result in stability for these schools and provide all students a greater breadth of program and opportunities.

Report is distributed separately. Revisions to the report are shown in green.


17

Report Number: 17064 Date: May 9, 2017

FOR INFORMATION

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

FROM: J. Newton, Superintendent of Education Stuart Miller, Director of Education

RE: Re-directed New Growth at Boyne Public School for 2017-18

Warrant: This report outlines the steps to close student registration at Boyne Public School (Milton) once the school population reaches capacity.

Rationale: On September 2015, Boyne Public School opened with 496 students into their new school community. The student growth has been unprecedented. Since April 21 2016 to September 2, 2016, seven classes were added to the original class organization. Two years later, the student population will reach 1230 students by September 2017. It is anticipated the growth in residential development and subsequently, more new students residing in the Boyne Public School boundary will need to register for school.

In order to accommodate these pressures in this neighbourhood, the Halton District School Board is building a new elementary school in Milton to open in September 2018. This will trigger a boundary review for Milton schools including Boyne Public School which will ultimately, decrease Boyne’s student population in 2018. However, the Halton District School Board will need to accommodate the new families moving to Milton (for the 2017-2018 school year now) before the new school is finished.

As the 18 portable capacity on the Boyne Public School site has been reached, it is recommended that HDSB close Boyne Public School to any new registrations and provide bussing to the new families to the nearby school Anne J. MacArthur Public School once capacity has been determined. Families would be directed to register as Anne J. MacArthur students for the 2017-2018 year and would become part of this school community. This would be for one school year as a boundary review for the new September 2018-2019 school will impact students in the Boyne catchment area. All families currently in Boyne Public School and those that would move to Anne J MacArthur could be impacted by the opening of the new school. Currently, Anne J, MacArthur Public School will have 4 portables vacant as of June 2017. Therefore, rather than moving these portables to another HDSB site, these portables would remain to become part of the solution when new families come to register from the Boyne neighbourhood.

We would communicate this recommendation in a letter to all Boyne Public School (and Anne J. MacArthur Public School) families.

Respectfully submitted,

J. Newton, Superintendent of Education

Stuart Miller, Director of Education

https://docs.google.com/document/d/1THDoQ_DdQbKCMyENb3zuXIGwPLjz_lg4iFlBzJN36Ac/edit?ts=5907509a


18

Report Number: 17065 Date: May 8, 2017

FOR INFORMATION

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

FROM: Stuart Miller, Director of Education

RE: Capital Update – for period ending April 30, 2017

Background: As per the monthly schedule to report on capital projects, please find attached the chart showing recent activities for the period ending April 30, 2017.

Respectfully submitted,

Gerry Cullen Superintendent of Facility Services

Stuart Miller Director of Education

Updated: May 8, 2017

Submt'd Rec'd Submt'd Rec'd Issue Closing

Martin Street (Snyder

Architects Inc.)762 Own

Feb 05, 2016

(2nd sub.)Dec 5, 2016 Feb 17, 2016

Jun 01, 2016

(partial)April 7, 2016 April 28, 2016 Jun 1, 2016 Aug 2017

Masonry brick, spray foam insulation & roofing 100%

complete; 2nd floor flooring & 2nd floor millwork

99% complete; 1st floor flooring 60% complete; cap

flashing being installed; main power has been

connected-energizing of building is underway;

mechanical & electrical finishing underway; 1st floor

millwork underway; external work to start May 1st

weather permitting. Still on track for June 1st

occupancy.

Milton SW #1 HS (Hossack

& Assoc. Arch)1200 no

February

2017

October

2017

(tentative)

August 2017

(tentative)

October 2017

(tentative)August 2017 delayed TBA delayed TBA delayed TBA

Developers are delayed on the zoning and plan of

subdivision. Requires a 4 month approval process.

Milton SW #10 PS (Hossack

& Assoc. Arch.)776 no

March 20,

2017

May 31,

2017

(tentative)

May 2, 2017

(tentative)

May 31, 2017

(tentative)

May 2, 2017

(tentative)

May 25, 2017

(tentative)

July 2017

(tentative)Aug 2018

Cost consultant report under review for Ministry

approval prior to tender.

NE Oakville #2 PS (Hossack

& Assoc. Arch.)776 no Aug 2018

Architects office is developing drawings using the HDSB

design guidelines.

Administrative Building

Accommodation Study

(Snyder Architects Inc.)

N/A N/A N/A N/A N/A N/A N/A N/AConsultant evaluating opinions for location of potential

accommodations - ongoing.

Craig Kielburger SS (CS&P

Architects)

231pp incl.

Greenhouse Own July 9, 2016

December

20, 2016

October 18,

2016February 2017 Oct 15, 2016 Nov 1, 2016 Feb 1, 2017

Nov 18,

2017

(tentative)

Construction on schedule for completion date of

October 31, 2017.

GDHS Additions & Reno's

(Snyder & Assoc.) Percon

Constr. (Gen. Cont.)

150pp OwnJan 29, 2010

Phase 2Sept 9, 2010

Dec 6, 2010

Phase 2Mar 9, 2016 Jun 9, 2009 Jul 9, 2009

Aug 10,

2015

Phase 3 complete. Still need to work out land deal with

the HCDSB to receive final sign off.

Oakwood PS none OwnMay 31, 2017

(tentative)

Jun 16, 2017

(tentative)Jul 1, 2017

Aug 25,

2017

Architect appointed. Abatement work planned for the

summer. Construction to be completed by December 31,

2017.

Bolded notes indicate changes.

Construction Status

Site Plan (SPA)Update Comments

TenderBldg. (BPA)

ADDITION AND RENOVATIONS

Sta

rt D

ate

(Te

nta

tive

)

NEW SCHOOL CONSTRUCTION

Co

mp

letion

Da

te

Capital Projects

School & Project Description

Pupil

Pla

ces

Site O

wned Permit Status

School & Project DescriptionTender Board

ReportBudget

1Actual

Expenses to

Date (From

Board Financial

System) 2

Remaining

anticipated

costs 3

Total Actual and

Projected

Expenses

Projected Budget

Variance (Over)/

Under

Projects in close-

out stage.

Anticipated

completion date.

Approved

Construction

Tender Price

(excl. tax) 4

Construction

Tender Actual

costs to date

(excl. tax) 5

% Completed

Based on Amount

Paid per

Construction

Tender 6

Comments

Dr. Frank J Hayden SS 11125 31,641,482$ 31,311,777$ 127,432$ 31,439,209$ 202,273 TBD 26,748,370$ 26,343,549$ 98% School opened Sept 2013 (gradual opening)

Boyne PS 8 14146 14,192,903$ 13,209,865$ 20,634$ 13,230,499$ 962,404$ June 2017 11,466,000$ 11,537,470$ 101% School opened Sept 2015

Martin Street PS 9

16083 14,763,596$ 10,584,667$ 4,178,929$ 14,763,596$ -$ N/A 12,536,000$ 9,566,037$ 76%

Milton #10 Elementary School 10

N/A N/A 456,585$ 309,331$ 765,916$ N/A N/A N/A N/A N/A School under design

Milton SW #1 High School 10

N/A N/A 174,219$ 998,406$ 1,172,625$ N/A N/A N/A N/A N/A School under design

Alton Village PS 16054 2,271,364$ 2,051,144$ 103,626$ 2,154,770$ 116,594$ August 2017 1,818,814$ 1,723,000$ 95% Tender closed March 4, 2016

Craig Kielburger SS 16182 7,223,199$ 1,366,863$ 5,856,336$ 7,223,199$ -$ N/A 5,393,000$ 177,741$ 3% Tender closed November 1, 2016

FDK - Yr 2 to Yr 5 Total 11

N/A 41,319,944$ 41,192,891$ 127,053$ 41,319,944$ -$ N/A 31,813,641$ 30,041,852$ 94%

Notes:

1. Budget - Project Budget including items such as construction costs (General Contractor) and soft costs (architect fees, permits, first time equipping, EDC eligible site prep etc.) but excluding land costs.

2. Actual expenses to date - actual expenditures made through the Board financial accounting system on an accrual basis as at the date of the report.

3. Remaining Anticipated Costs - the amount of expenses not yet paid.

4. Approved Construction tender price - the price agreed to pay the General Contractor (based on the tender). This amount does not include soft costs.

6. % Complete - the percentage of the total construction tender price paid to date. This percentage does not include soft costs.

7. Accrual basis - as March 31, 2017 is the Province of Ontario's Financial year-end all reporting is accrual based with transactions recognized upon occurance, not payment.

8. Boyne PS - see detail page for explanation of tender cost overrun.

9. Martin Street PS - expenses are being tracked for 2 components: Abatement/Demolition and New School Construction. Refer to specific project details for additional information.

10. On November 21, 2016, the Ministry of Education announced Capital Funding for the construction of Milton #10 elementary and Milton SW #1 high school. Refer to specific project details for additional information.

HALTON DISTRICT SCHOOL BOARD

APPENDIX B - SUMMARY OF CAPITAL PROJECTS IN PROGRESS (Presented Quarterly)

as at: March 31, 2017 (expenditures paid to date - accrual basis)7

11. FDK Yr 2 to Yr 5 - Ministry provided $40,819,944 in funding ($38,226,098 construction plus $2,593,846 in first-time equipping). An additional allocation of $500,000 was provided by the Board (Report 13167- 2012/2013 Financial Statements and Accumulated Surplus Balances). At this time

the full $500,000 has been allocated from the Accumulated Surplus balance to complete the FDK outdoor play areas at all schools and close out the Letters of Credit held with the Municipalities.

New School Construction

Addition and Renovation Projects

FDK YR 5 (Kindergarten Projects)

5. Construction tender actual costs to date - the amount billed by the General Contractor and paid as at the date of the report. This amount does not include soft costs. The amount paid to date is based on construction draws certified by the Architect and represents the % of construction

completed as at the draw date.

Budget Category Budget

Expensed

2010-11

Expensed

2011-12

Expensed

2012-13

Expensed

2013-14

Expensed

2014-15

Expensed

2015-16

Expensed

2016-17

Actual Expenses to

Dec 31,2016

* Remaining

Anticipated Cost

Total Actual and

Projected Expense

* Project Budget

Variance (Over)/ Under

Construction: revised tender 26,748,370$ -$ 13,808,927$ 11,890,937$ 679,872$ (166,999)$ 130,812$ -$ 26,343,549$ 73,859$ 26,417,408$ 330,962$

Construction (EDC Eligible) (1,605,673)$ -$ (1,605,673)$ -$ -$ -$ -$ (1,605,673)$ -$ (1,605,673)$ -$

Total construction 25,142,697$ -$ 12,203,254$ 11,890,937$ 679,872$ (166,999)$ 130,812$ -$ 24,737,876$ 73,859$ 24,811,735$ 330,962$

HST on construction net of rebate 1

543,082$ -$ 263,591$ 256,844$ 14,685$ (3,607)$ 2,826$ -$ 534,339$ 1,597$ 535,936$ 7,146

Total construction - including HST net of rebate 25,685,779$ -$ 12,466,845$ 12,147,781$ 694,557$ (170,606)$ 133,638$ -$ 25,272,215$ 75,456$ 25,347,671$ 338,108$

Consultants fees, Permits and Administration 2,104,756$ 1,549,546$ 190,632$ 216,667$ 19,902$ 54,372$ 34,234$ 931$ 2,066,284$ 31,978$ 2,098,262$ 6,494$

Land Improvements - (Incl EDC Eligible) 2,202,277$ 319,316$ 1,681,476$ (788)$ -$ -$ -$ -$ 2,000,004$ -$ 2,000,004$ 202,273$

Capital Other (incl Furniture & Equipment) 1,528,670$ (10,000)$ 1,251$ 979,058$ 514,121$ 275,431$ 110,414$ (931)$ 1,869,344$ 19,998$ 1,889,342$ (360,672)$

Infrastructure 120,000$ -$ -$ 88,122$ 5,800$ 10,008$ -$ -$ 103,930$ -$ 103,930$ 16,070$

TOTAL COST 31,641,482$ 1,858,862$ 14,340,204$ 13,430,840$ 1,234,380$ 169,205$ 278,286$ -$ 31,311,777$ 127,432$ 31,439,209$ 202,273$

1. Harmonized Sales Tax (HST) is 13% in Ontario. HDSB receives a rebate of 83.3846% on HST paid.


DR. FRANK J. HAYDEN H.S. - CAPITAL COST BUDGET

as at: March 31, 2017

* Overall, the project is expected to be completed within budget. Savings from the budgeted amount in the Land Improvements (EDC Eligible) account of $202,273 are expected to be realized.

Budget Category Budget

Expensed

2013-14

Expensed

2014-15

Expensed

2015-16

Expensed

2016-17

Actual Expenses to

Dec 31,2016

* Remaining

Anticipated Cost

Total Actual and

Projected Expense

* Project Budget


Construction: per tender 11,466,000$ -$ 10,775,871$ 748,106$ 13,493$ 11,537,470$ 11,537,470$ (71,470)$

Construction (15 year land improvements) (571,652)$ -$ (699,941)$ (82,879)$ (1,650)$ (784,470)$ -$ (784,470)$ 212,818$

Construction (EDC Eligible) (186,175)$ -$ (186,175)$ -$ -$ (186,175)$ -$ (186,175)$ -$

Total construction 10,708,173$ -$ 9,889,755$ 665,227$ 11,843$ 10,566,825$ -$ 10,566,825$ 141,348$


231,297$ -$ 213,619$ 14,369$ 256$ 228,244$ -$ 228,244$ 3,053$

Total construction - including HST net of rebate 10,939,470$ -$ 10,103,374$ 679,596$ 12,099$ 10,795,069$ -$ 10,795,069$ 144,401$

Consultants fees, Permits and Administration 881,000$ 316,888$ 239,590$ 124,673$ 2,424$ 683,575$ 634$ 684,209$ 196,791$

Land Improvements - (Incl EDC Eligible) 1,351,433$ 84,549$ 928,517$ 98,206$ 1,686$ 1,112,958$ -$ 1,112,958$ 238,475$

Capital Other (incl Furniture & Equipment) 890,000$ -$ 296,454$ 267,026$ -$ 563,480$ 20,000$ 583,480$ 306,520$

Infrastructure 131,000$ -$ 49,621$ 5,162$ -$ 54,783$ -$ 54,783$ 76,217$

Total Original Construction Budget (net of Build Capacity) 14,192,903$ 401,437$ 11,617,556$ 1,174,663$ 16,209$ 13,209,865$ 20,634$ 13,230,499$ 962,404$



BOYNE P.S. (MILTON # 9 ELEMENTARY) - CAPITAL COST BUDGET


* The project is near completion and total expenditures are projected to be under budget. The contingency carried in the construction tender was exceeded as a result of additional spending on heat during the winter months to maintain the

construction schedule as well as modifications to the original design for flooring, smart board locations and lifeskills rooms. This amounts however, are offset by savings in tender cash allowances as well as contingency amounts originally

budgeted in the capital other and other categories. As we continue to provide updates to the Board, we will reflect the actual variance amongst expenditure categories accordingly.

Budget Category- Abatement/Demolition of Existing School * Budget Expensed 2014-15 Expensed 2015-16 Expensed 2016-17

Actual Expenses to

Dec 31,2016

Remaining

Anticipated Cost

Total Actual and

Projected Expense

* Project Budget


Construction: per tender 401,000$ -$ 401,000$ -$ 401,000$ -$ 401,000$ -$

Construction contingency (N/A) -$ -$ -$ -$ -$ -$ -$ -$

Total construction 401,000$ -$ 401,000$ -$ 401,000$ -$ 401,000$ -$

HST on construction net of rebate 1 8,662$ -$ 8,662$ -$ 8,662$ -$ 8,662$ -

Total construction - including HST net of rebate 409,662$ -$ 409,662$ -$ 409,662$ -$ 409,662$ -

Consultants fees, Permits and Administration 14,845$ -$ 22,232$ -$ 22,232$ -$ 22,232$ (7,387)$

Contingency 50,000$ -$ 5,151$ -$ 5,151$ 37,462$ 42,613$ 7,387$

Capital Other (incl Furniture & Equipment) 9,515$ -$ 8,894$ -$ 8,894$ 621$ 9,515$ -$

TOTAL COST 484,022$ -$ 445,939$ -$ 445,939$ 38,083$ 484,022$ -$

Budget Category- Construction of New School Budget Expensed 2014-15 Expensed 2015-16 Expensed 2016-17

Actual Expenses to

Dec 31,2016

Remaining

Anticipated Cost

Total Actual and

Projected Expense

* Project Budget


Construction: per tender 12,135,000$ -$ 1,323,584$ 7,841,453$ 9,165,037$ 2,969,963$ 12,135,000$ -$

Construction (15 year land improvements) -$ -$ -$ (83,436)$ (83,436)$ -$ (83,436)$ 83,436$

Construction (EDC Eligible) (310,000)$ -$ -$ (399,630)$ (399,630)$ -$ (399,630)$ 89,630$

Total construction 11,825,000$ -$ 1,323,584$ 7,358,387$ 8,681,971$ 2,969,963$ 11,651,934$ 173,066$

HST on construction net of rebate 1 255,420$ -$ 28,589$ 158,941$ 187,530$ 64,151$ 251,681$ 3,738

Total construction - including HST net of rebate 12,080,420$ -$ 1,352,173$ 7,517,328$ 8,869,501$ 3,034,114$ 11,903,615$ 176,804

Consultants fees, Permits and Administration 933,620$ 34,901$ 518,847$ 73,683$ 627,431$ 306,189$ 933,620$ -$

Land Improvements - (Incl EDC Eligible) 588,629$ 13,322$ 44,049$ 541,555$ 598,926$ 166,508$ 765,434$ (176,804)$

Capital Other (incl Furniture & Equipment) 609,905$ 1,099$ 6,209$ 6,312$ 13,620$ 596,285$ 609,905$ -$

Infrastructure 67,000$ -$ 29,250$ -$ 29,250$ 37,750$ 67,000$ -$

TOTAL COST 14,279,574$ 49,322$ 1,950,528$ 8,138,878$ 10,138,728$ 4,140,846$ 14,279,574$ -$



MARTIN STREET P.S. - CAPITAL COST BUDGET


* Overall, the project is expected to be completed within budget. Since the project is still in progress, we have included the actual and projected expenses to reflect the budget although we estimate there will be variances within expenditure

categories prior to the completion of the project. As we continue to provide updates to the Board, we will reflect the actual variance amongst expenditure categories accordingly.

Ministry approval received December 9, 2015 up to but not exceeding the amount of $637,420 to match preferred bidder provided copies of final invoices associated with this approval are submitted to the Ministry.

Budget Category Budget Expensed 2015-16 Expensed 2016-17

Actual Expenses to

Dec 31,2016

* Remaining

Anticipated Cost

Total Actual and

Projected Expense

* Project Budget


Construction - per tender 1,818,814$ 1,620,878$ 102,122$ 1,723,000$ -$ 1,723,000$ 95,814$

Cost Savings through reduced Cash Allowances (30,200)$ -$ -$ -$ -$ (30,200)$

Construction (15 year land improvements) -$ (99,170)$ (99,170)$ -$ (99,170)$ 99,170$

Total construction 1,788,614$ 1,521,708$ 102,122$ 1,623,830$ -$ 1,623,830$ 164,784$

HST on construction net of rebate 1 38,634$ 32,869$ 2,206$ 35,075$ -$ 35,075$ 3,559$

Total construction - including HST net of rebate 1,827,248$ 1,554,577$ 104,328$ 1,658,905$ -$ 1,658,905$ 168,343$

Consultants fees, Permits and Administration 328,005$ 244,471$ 5,959$ 250,430$ 50,000$ 300,430$ 27,575$

Land Improvements - (Incl EDC Eligible) 42,143$ 123,455$ -$ 123,455$ -$ 123,455$ (81,312)$

Capital Other (incl Furniture & Equipment) 73,968$ 18,354$ -$ 18,354$ 53,626$ 71,980$ 1,988$

Infrastructure -$ -$ -$ -$ -$ -$ -$

Total Cost 2,271,364$ 1,940,857$ 110,287$ 2,051,144$ 103,626$ 2,154,770$ 116,594$



ALTON VILLAGE P.S. ADDITION - CAPITAL COST BUDGET


* Overall, the project is expected to be completed within budget. As at March 31, 2017 the construction tender has been fully invoiced. As we continue to provide updates to the Board, we will reflect the actual variance

amongst expenditure categories accordingly.


Actual Expenses to

Dec 31,2016

* Remaining

Anticipated Cost

Total Actual and

Projected Expense

* Project Budget


Construction - per tender- Price 1 (Addition) 5,093,000$ -$ 177,741$ 177,741$ 4,915,259$ 5,093,000$ -$

Construction - per tender- Price 2 (Greenhouse) 300,000$ -$ -$ -$ 300,000$ 300,000$ -$

Construction (15 year land improvements) -$ -$ -$ -$ -$ -$ -$

Total construction 5,393,000$ -$ 177,741$ 177,741$ 5,215,259$ 5,393,000$ -$


116,489$ -$ 3,839$ 3,839$ 112,650$ 116,489$ -$

Total construction - including HST net of rebate 5,509,489$ -$ 181,580$ 181,580$ 5,327,909$ 5,509,489$ -$

Consultants fees, Permits and Administration 506,103$ 211,854$ 130,875$ 342,729$ 163,374$ 506,103$ -$

Land Improvements - (Incl EDC Eligible) 68,848$ 21,455$ 15,256$ 36,711$ 32,137$ 68,848$ -$

Capital Other (incl Furniture & Equipment) 1,120,508$ 799,351$ 6,492$ 805,843$ 314,665$ 1,120,508$ -$

Infrastructure 18,251$ -$ -$ -$ 18,251$ 18,251$ -$

Total Cost 7,223,199$ 1,032,660$ 334,203$ 1,366,863$ 5,856,336$ 7,223,199$ -$



CRAIG KEILBURGER S.S. ADDITION - CAPITAL COST BUDGET


* Overall, the project is expected to be completed within budget. Since the project is still in progress, we have included the actual and projected expenses to reflect the budget although we estimate there will be variances

within expenditure categories prior to the completion of the project. As we continue to provide updates to the Board, we will reflect the actual variance amongst expenditure categories accordingly.


Actual Expenses to

Dec 31,2016

* Remaining

Anticipated Cost

Total Actual and

Projected Expense

* Project Budget


Construction: per tender -$ -$ -$ -$ -$ -$ -$

Construction (15 year land improvements) -$ -$ -$ -$ -$ -$ -$

Construction (EDC Eligible) -$ -$ -$ -$ -$ -$ -$

Total construction -$ -$ -$ -$ -$ -$ -$


-$ -$ -$ -$ -$ -$ -$

Total construction - including HST net of rebate -$ -$ -$ -$ -$ -$ -$

Consultants fees, Permits and Administration * 113,395$ 304,983$ 418,378$ 309,331$ 727,709$ *

Land Improvements - (Incl EDC Eligible) * 11,626$ 26,581$ 38,207$ -$ 38,207$ *

Capital Other (incl Furniture & Equipment) -$ -$ -$ -$ -$ -$ -$

Infrastructure -$ -$ -$ -$ -$ -$ -$

Total Cost -$ 125,021$ 331,564$ 456,585$ 309,331$ 765,916$ -$



MILTON #10 ELEMENTARY - CAPITAL COST BUDGET


* On November 21, 2016, the Ministry of Education announced Capital Funding for the construction of Milton #10 elementary. In June 2015, the Board approved the appointment of Hossack & Associates Architects Inc. to

prepare the design and tender documents through report 15094. Preliminary expenses to date are for Design Consultant work by Hossack and Associates relating to the construction as well as preliminary expenses relating

to the purchase and preparation of the site. As we continue to provide updates to the Board, we will reflect the actual status of the project accordingly.

Budget Category Budget Expensed 2016-17

Actual Expenses to

Dec 31,2016

* Remaining

Anticipated Cost

Total Actual and

Projected Expense

* Project Budget


Construction: per tender -$ -$ -$ -$ -$ -$

Construction (15 year land improvements) -$ -$ -$ -$ -$ -$

Construction (EDC Eligible) -$ -$ -$ -$ -$ -$

Total construction -$ -$ -$ -$ -$ -$


-$ -$ -$ -$ -$ -$

Total construction - including HST net of rebate -$ -$ -$ -$ -$ -$

Consultants fees, Permits and Administration * 160,928$ 160,928$ 998,406$ 1,159,334$ *

Land Improvements - (Incl EDC Eligible) * 13,291$ 13,291$ -$ 13,291$ *

Capital Other (incl Furniture & Equipment) -$ -$ -$ -$ -$ -$

Infrastructure -$ -$ -$ -$ -$ -$

Total Cost -$ 174,219$ 174,219$ 998,406$ 1,172,625$ -$



MILTON SW #1 HIGH SCHOOL - CAPITAL COST BUDGET


* On November 21, 2016, the Ministry of Education announced Capital Funding for the construction of Milton SW#1 high school. In October 2016, the Board approved the appointment of Hossack &

Associates Architects Inc. to prepare the design and tender documents through report 16128. Preliminary expenses to date are for Design Consultant work by Hossack and Associates relating to the

construction as well as preliminary expenses relating to the purchase and preparation of the site. As we continue to provide updates to the Board, we will reflect the actual status of the project

accordingly.

Halton District School Board Appendix C – Build Capacity Summary

As at March 31, 2017

Build Capacity

Funding for major construction projects (new schools and additions) is based on a calculated benchmark cost based on pupil places being constructed. In cases where the final costs of the project are less than the calculated benchmark allocation, the excess funding is considered “Build Capacity” for the Board (or Ministry committed funds available for reassignment). In other words, the excess funding is not taken away from the Board; it can be reassigned to future Board construction projects. This reassignment requires Ministry approval and cannot be considered until the original project is 100% complete and the costs are final. Reassignment of “Build Capacity” can also be accessed with Ministry approval in the case of cost overruns on current construction projects.

The actual “Build Capacity” amount is not recorded in the financial records of the Board and is not finalized until actual expenditures have been incurred. The Board and Ministry of Education track all capital construction projects as well as the “Build Capacity” through the use of a Ministry spreadsheet called the Capital Analysis and Planning Template (CAPT). If the final cost of the project is less than the approved Ministry funding, the surplus is tracked in the CAPT and is not recorded in the board’s financial statements.

Build capacity is restricted in the case of FDK (Full Day Kindergarten) funding in that excess FDK funding can only be used for future FDK construction projects.

As at March 31, 2017, the estimated “Build Capacity” per HDSB CAPT would be:

Ministry Funded Build Capacity:

Funding Category Total Build Capacity Amount

Projects Contributing to Build Capacity* Amount per Project

LTF (Pre-2010: NPP, Growth etc.)** $ 974,503.00 Multiple

Capital Priorities $ 7,139,168

Alton Village P.S. $216,809.00

Anne J. MacArthur P.S $2,670,150.00

Forest Trail P.S. Addition $1,429,558.00

Irma Coulson P.S. $733,652.00

Pilgram Wood P.S. Addition $418,692.00

Construction in Progress projects * $1,670,307.00

* The total Build Capacity for the Capital Priorities projects with construction still in progress are estimated amounts at March 31,

2017 pending confirmation and receipt of final expenditures.

** The total Build Capacity for the LTF funding category was reduced by the outstanding request as at December 31, 2016 to top-up the Ministry Funding provided to cover costs related to the Craig Keilberger S.S. Addition project.

Summary of Available Funding:

Approved Funding Available for Program 18,717,891$ (Chart 1 below)

Funding pending Ministry transfer approval 11,650,000$ (Chart 1 below)

Subtotal of Available Funding 30,367,891$

Funding Allocated/spent to date (12,525,148)$ (Chart 2 below)

Balance available for future Closing the Gap projects 17,842,743$

Chart 1: Total Funding Available for Program:

Accumulated Surplus 3

Proceeds of

Disposition (POD)

NPP Build

Capacity 4

Other

Report 12136 (2011/2012 Year-end surplus) 1,000,000$ 1,000,000$


Report 14180 (2013/2014 Year-end surplus) 867,445$ 867,445$

May 7, 2014 - Ministry approval letter 1

4,223,000$ 4,223,000$

May 25, 2015 - Ministry approval letter 1

5,000,000$ 5,000,000$

Lease to Branthaven homes 46,578$ $ 46,578


Subtotal - Approved available funding 18,717,891$ 9,448,313$ 9,223,000$ -$ 46,578$

Report 16088 2

11,650,000$ 9,000,000$ 2,650,000$

Total Available Funding 30,367,891$ 9,448,313$ 18,223,000$ 2,650,000$ 46,578$

Notes:

1. Projects must meet Ministry guidelines for Tangible Capital Assets in order to be funded using Proceeds of Disposition

Chart 2: Approved Projects to be funded by the Program:

Accumulated

Surplus

Proceeds of

Disposition

(POD) Other

MM Robinson SS Lifeskills and Elevator 12136 675,000$ 672,411$ 672,411$ 672,411$ 672,411 Projects complete

Eastview PS Lifeskills and contingency 13050 244,000$ 209,542$ 209,542$ 209,542$ 209,542 Project complete

CH Norton PS Lifeskills 13051 230,000$ 229,999$ 229,999$ 229,999$ 229,999 Project complete

Digital Surveillance Cameras (Multiple sites) 13098 919,950$ 875,683$ 875,683$ 829,105$ $ 46,578 875,683 Projects complete

Craig Keilberger SS Centre Renovations 14102 190,000$ 188,593$ 188,593$ 188,593$ 188,593 Project complete

Robert Bateman SS Lifeskills 14097 250,000$ 248,920$ 248,920$ 248,920$ 248,920 Project complete

Classroom Projection Equipment (Multiple sites) 14199 Revised 100,000$ 99,196$ 804$ 100,000$ 100,000$ 100,000

Library Services (Multiple sites) 14199 Revised 500,000$ 462,311$ 37,689$ 500,000$ 500,000$ 500,000

Special Education Rooms (Multiple sites) 14199 Revised 600,000$ 18,520$ 581,480$ 600,000$ 600,000$ 600,000

Specialty Classrooms (Multiple sites) 14199 Revised 600,000$ 45,605$ 554,395$ 600,000$ 600,000$ 600,000

Electrical Upgrade and Air Conditioning (Secondary) 14199 Revised 3,600,000$ 706,178$ 2,893,822$ 3,600,000$ 3,600,000$ 3,600,000

Electrical Upgrade and Air Conditioning (Elementary) 14199 Revised 4,700,000$ 1,192,085$ 3,507,915$ 4,700,000$ 4,700,000$ 4,700,000

Total Estimated Project Costs 12,608,950$ 4,949,043$ 7,576,105$ 12,525,148$ 4,178,570$ 8,300,000$ 46,578$ 12,525,148$

Notes:

1. Budget Estimate- Project Budget estimate from Board Report including all eligible costs such as construction costs (General Contractor) and soft costs (architect fees, permits, equipment).

3. Remaining Anticipated Costs - the amount of expenses that have not yet occured.

4. Accrual basis - as March 31, 2017 is the Province of Ontario's Financial year-end all reporting is accrual based with transactions recognized upon occurance, not payment.

2. At the Board meeting of June 1,2016, Trustees approved Report 16088 (Board motion M16-0096) to transfer additional funds to the Closing the Gap program. An

approval request was sent to the Ministry on July 27, 2016. Ministry approval for the transfer has not yet been received pending receipt of the project list.

3. At the Board meeting of September 21, 2016, Trustees approved Report 16122 (Board motion M16-0132) and report 16128 (Board motion M16-0133) to appoint

Hossack and Associates Architects to complete the design and tender documents for both NE Oakville #2 elem and Milton SW#1 HS pending Ministry approval of funding.

In the event funding approval is not received and the projects do not proceed, these costs will be covered using Closing the Gap funding (Accumulated Surplus portion).

On November 21, 2016, the Ministry approved funding for the construction of Milton SW#1 HS through the Capital Priorities process.

2. Actual expenses to date - actual expenditures made through the Board financial accounting system on an accrual basis as at the date of the report.

Comments

Total Actual and

Projected Expenses

Remaining

anticipated

costs 3

Actual Expenses to

Date (From Board

Financial System) 2

Budget Estimate

1Board ReportSchool & Project Description

Total Amount

to be Funded

Funding Source

4. Subsequent to the transfer request being sent to the Ministry as detailed in note #2 above, the Craig Keilberger S.S. Addition project tender closed resulting in

additonal funding being required. The approval to proceed request was sent to the Ministry requesting use of the Capital Priorities Build Capacity however, the Ministry

requested that this be changed to the outstanding NPP Build Capacity. On January 25, 2017, the Ministry approved the use of $1,693,799 in NPP Build Capacity to fund

the CKSS Addition project (including Greenhouse).


APPENDIX D - SUMMARY OF THE CLOSING THE GAP PROGRAM (Presented Quarterly)

as at: March 31, 2017 (expenditures paid to date - accrual basis) 4

Board Report/ Other Available Funding

Funding source

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