Thursday, March 5, 2015 Community Engagement in Local Review Processes Trustee Seminar Appendix A.
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Transcript of Thursday, March 5, 2015 Community Engagement in Local Review Processes Trustee Seminar Appendix A.
Thursday, March 5, 2015
Community Engagement in
Local Review Processes
Trustee SeminarAppendix A
2
AgendaCommunity Engagement in Local Review Processes
Time: 5:00 – 6:00 p.m.
1 Purpose of the Seminar Manon GardnerExecutive
Superintendent
2 Types of Studies in the Long-Term Strategy Manon GardnerExecutive
Superintendent
3 Coordination of the Studies Manon GardnerExecutive
Superintendent
4 First Step Andrew GowdySenior Manager, Planning
5 Second Step Andrew GowdySenior Manager, Planning
6 Comparison of the Review Processes Andrew GowdySenior Manager, Planning
7 Communication and Community Engagement
Manon GardnerExecutive
Superintendent
8 Questions and Answers Manon GardnerExecutive
Superintendent
9 Adjournment
3
• To discuss the processes for implementing the studies in the Long-Term Program and Accommodation Strategy.
• To compare the processes including the levels of community engagement.
Purpose of Seminar
Community Engagement in Local Review Processes
4
Types of Studies in the Long-Term Strategy
Community Engagement in Local Review Processes
1. Emerging Capital Priorities
2. Pupil Accommodation Reviews
3. Boundary Change Studies
4. Grade Change Studies
5. Redirections of Residential Development Studies
6. Program Relocation Studies
7. New Program Studies (French, Gifted and Others)
8. Studies of Non-Operating School Sites to Declare Surplus
9. Child Care Occupancy Reviews
Studies may be grouped into a single review where appropriate.
5
Community Engagement in Local Review Processes
Coordination of the Studies
• Implementation of the studies in the Long-Term Strategy are coordinated by the Central Accommodation Team (CAT).
• The CAT is a cross-departmental team of senior staff who meet every 2 weeks to manage the work plan.
6
Community Engagement in Local Review Processes
• A Local Feasibility Study is a preliminary, internal analysis of an accommodation or program concept to determine its viability.
• The Local Feasibility Study is conducted by a Local Feasibility Team. This Team is led by the local SOE. It includes the local Trustee(s), the directly affected Principals, and central staff such as Planning.
• The goal of the Local Feasibility Team is to develop one or more feasible solutions.
First Step - Local Feasibility Studies
7
Community Engagement in Local Review Processes
• If the Local Feasibility Team is able to come up with one or more feasible solutions then the second step in the study is to conduct a review.
• There are a number of different types of review processes.
• The review process to follow depends on the nature of the feasible solution(s) to be investigated.
• The level of community engagement (e.g. information sharing and consultation) will vary for the different reviews.
Second Step - Reviews
8
Comparison of Review Processes
Community Engagement in Local Review Processes
See hand-out on11” x 17”.
9
1. Emerging Capital Priorities
Community Engagement in Local Review Processes
Highlights
Name of Work Group Staff exercise
Policy Parameter n/a
Approving Body Board
Public Engagement Standing Committee and Board meetings
Public Engagement Notification
Board minutes, Long-Term Program and Accommodation (LTPAS) webpage
10
2. Pupil Accommodation Reviews
Community Engagement in Local Review Processes
Highlights
Name of Work Group Pupil Accommodation Review Committee
Policy Parameter Board Policy P068, Part 3C; Board Procedure PR598; and Ministry of Education’s Pupil Accommodation Review Guideline
Approving Body Board
Public Engagement Minimum of 4 public meetings, Minimum of 4 working meetings, Standing Committee and Board meetings
Public Engagement Notification
Mail drop, backpack distribution, Local Review webpage, LTPAS webpage, Board minutes
11
Ministry’s Revised Guideline
• This guideline is currently under review by the Ministry of Education.
• When the new guideline is released, the Pupil Accommodation Review process including the level of engagement may change.
• Once the Ministry of Education has released its new Pupil Accommodation Review Guideline, staff will revise our policy and procedure as required to incorporate the changes.
• Staff will present changes to Policy 068 to the Board of Trustees for approval.
• Staff will revise Procedure PR598 as required to be compliant with the new Ministry guideline.
Community Engagement in Local Review Processes
2. Pupil Accommodation Reviewscontinued
12
Highlights of the proposed changes
1. Shorten the minimum time for the review process from 7 months to 5 months.
2. Reduce the minimum number of required public meetings from 4 to 2.
3. Require school boards to outline options and recommendations at the beginning of the review process.
4. Change the role of the Committee from creating their own independent report with recommendations to providing feedback on the school board's recommendations – the Committee would act as a conduit for information sharing between the school board and the affected school communities.
Community Engagement in Local Review Processes
2. Pupil Accommodation Reviewscontinued
13
5. Require school boards to invite municipalities to be part of the process.
6. Allow school boards to develop a framework for an expedited process (2.5 months) in cases where there is already fairly widespread agreement - in these cases, there would be no Pupil Accommodation Review Committee - instead there would be 1 open public meeting, and the public could make delegations before the vote of the Board of Trustees.
Community Engagement in Local Review Processes
2. Pupil Accommodation Reviewscontinued
14
3. Boundary Change Studies
Community Engagement in Local Review Processes
Highlights
Name of Work Group
Boundary Change Team
Policy Parameter Board Policy P068, Part 3F
Approving Body Board
Public Engagement
Minimum of 1 public meeting, Minimum of 2 working meetings, Standing Committee and Board meetings
Public Engagement Notification
Mail drop, backpack distribution, Local Review webpage, LTPAS webpage, Board minutes
15
4. Grade Change Studies
Community Engagement in Local Review Processes
Highlights
Name of Work Group
Program Area Review Team
Policy Parameter Board Policy 068, Part 3E
Approving Body Director
Public Engagement
Minimum of 1 public meeting and Minimum of 2 working meetings
Public Engagement Notification
Mail drop, backpack distribution, Local Review webpage, LTPAS webpage
16
5. Redirections of Residential Development Studies
Community Engagement in Local Review Processes
Highlights
Name of Work Group
Staff exercise
Policy Parameter Oct. 4, 2000 Board decision – Protocol re development applications
Approving Body Board
Public Engagement
Standing Committee and Board meetings
Public Engagement Notification
Letter to City Planning, Signage on development site, Warning clauses in purchase and sale agreements, Street Guide, School landing webpage, LTPAS webpage, and Board minutes
17
6. Program Relocation Studies
Community Engagement in Local Review Processes
Highlights
Name of Work Group
Staff exercise
Policy Parameter Board Policy P068, Part 3G
Approving Body Director
Public Engagement
None
Public Engagement Notification
SOE and/or Principal and/or Teaching and Learning staff communicate(s) to School Council, LTPAS webpage
18
7. New Program Studies(French, Gifted and Others)
Community Engagement in Local Review Processes
Highlights
Name of Work Group Program Area Review Team (for new alternative school; new single track French School; new Specialized Program)Staff exercise (for new French program; new Special Education program; replication of an existing Specialized program)
Policy Parameter Board Policy P068, Part D, E or G
Approving Body Part 3D: Board; Parts 3E and 3G: Director
Public Engagement Parts 3D and 3E: Minimum of 1 public meeting and 2 working meetings; Part 3G: none
Public Engagement Notification
Parts 3D and 3E: Mail drop, backpack distribution, LTPAS webpage; Part 3G: SOE and/or Principal and/or Teaching and Learning staff communicate(s) to School Council, LTPAS webpage
19
Community Engagement in Local Review Processes
8. Studies of Non-Operating School Sites to Declare Surplus
(Process to Sell a Property in Whole or in Part)
Highlights
Name of Work Group
Staff exercise
Policy Parameter Board Decision on Dec. 12, 2012 re Property That Could be Severed and Sold and re Capital Parameters
Approving Body Board
Public Engagement
Minimum of 1 public meeting
Public Engagement Notification
Mail drop, Local Review webpage, LTPAS webpage, Board minutes
20
8. Studies of Non-Operating School Sites to Declare Surplus
(Process to Sell a Property in Whole or in Part)
Major steps
1. Conduct a technical review – completed by Planning staff, Facility Services staff and TLC staff.
2. Consult with the local Trustee:
• Involve the SOE, Planning staff, Facility Services staff and TLC staff;
• Record the Trustee’s comments – include in subsequent reports.
Community Engagement in Local Review Processes
continued
21
3. Consult with the local community:
• Invite the local Councillor, the local resident associations, parents, school staff, child care operators, and residents who live within 500 meters of the property;
• Provide rationale and information on the process;
• Seek feedback and alternatives.
4. Report to Board for a final decision:
• Specify how benefits will be returned to the community;
• Include a list of alternatives proposed by the community.
5. If the property is declared surplus, transfer it to TLC for implementation.
Community Engagement in Local Review Processes
continued
8. Studies of Non-Operating School Sites to Declare Surplus
(Process to Sell a Property in Whole or in Part)
22
9. Child Care Occupancy Reviews
Community Engagement in Local Review Processes
Highlights
Name of Work Group
Child Care Occupancy Review Committee
Policy Parameter Board Policy P022; Board Procedure PR662
Approving Body Central Accommodation Team
Public Engagement
None
Public Engagement Notification
SOE and/or Principal communicate(s) to School Council, LTPAS webpage
23
Communication and Community Engagement
• An important part of community engagement involves providing clear, concise and timely communication.
• Tools such as public notices about public meetings and supports such as interpreters and child minders during meetings encourage participation.
• An external website with detailed information and documentation about individual reviews is available.
Community Engagement in Local Review Processes
24
Questions and Answers
Community Engagement in Local Review Processes
25
Adjournment
Thank you!
Community Engagement in Local Review Processes