1. Thursday, March 5, 2015 Community Engagement in Local Review Processes Trustee Seminar Appendix A

2. Agenda 2 Community Engagement in Local Review Processes Time: 5:00 – 6:00 p.m. 1Purpose of the SeminarManon Gardner Executive Superintendent 2Types of Studies in the Long-Term StrategyManon Gardner Executive Superintendent 3Coordination of the StudiesManon Gardner Executive Superintendent 4First StepAndrew Gowdy Senior Manager, Planning 5Second StepAndrew Gowdy Senior Manager, Planning 6Comparison of the Review ProcessesAndrew Gowdy Senior Manager, Planning 7Communication and Community EngagementManon Gardner Executive Superintendent 8Questions and AnswersManon Gardner Executive Superintendent 9Adjournment

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. 3 Purpose of Seminar Community Engagement in Local Review Processes

4. Types of Studies in the Long-Term Strategy 4 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. 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. 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. 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 8 Community Engagement in Local Review Processes See hand- out on 11” x 17”.

9. 1. Emerging Capital Priorities 9 Community Engagement in Local Review Processes Highlights Name of Work GroupStaff exercise Policy Parametern/a Approving BodyBoard Public EngagementStanding Committee and Board meetings Public Engagement Notification Board minutes, Long-Term Program and Accommodation (LTPAS) webpage

10. 2. Pupil Accommodation Reviews 10 Community Engagement in Local Review Processes Highlights Name of Work GroupPupil Accommodation Review Committee Policy ParameterBoard Policy P068, Part 3C; Board Procedure PR598; and Ministry of Education’s Pupil Accommodation Review Guideline Approving BodyBoard Public EngagementMinimum 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. 11 Community Engagement in Local Review Processes 2. Pupil Accommodation Reviews continued

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. 12 Community Engagement in Local Review Processes 2. Pupil Accommodation Reviews continued

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. 13 Community Engagement in Local Review Processes 2. Pupil Accommodation Reviews continued

14. 3. Boundary Change Studies 14 Community Engagement in Local Review Processes Highlights Name of Work Group Boundary Change Team Policy ParameterBoard Policy P068, Part 3F Approving BodyBoard Public EngagementMinimum 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 15 Community Engagement in Local Review Processes Highlights Name of Work Group Program Area Review Team Policy ParameterBoard Policy 068, Part 3E Approving BodyDirector Public EngagementMinimum 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 16 Community Engagement in Local Review Processes Highlights Name of Work Group Staff exercise Policy ParameterOct. 4, 2000 Board decision – Protocol re development applications Approving BodyBoard Public EngagementStanding 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 17 Community Engagement in Local Review Processes Highlights Name of Work Group Staff exercise Policy ParameterBoard Policy P068, Part 3G Approving BodyDirector Public EngagementNone 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) 18 Community Engagement in Local Review Processes Highlights Name of Work GroupProgram 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 ParameterBoard Policy P068, Part D, E or G Approving BodyPart 3D: Board; Parts 3E and 3G: Director Public EngagementParts 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. 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 ParameterBoard Decision on Dec. 12, 2012 re Property That Could be Severed and Sold and re Capital Parameters Approving BodyBoard Public EngagementMinimum 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. 20 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. 21 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 22 Community Engagement in Local Review Processes Highlights Name of Work Group Child Care Occupancy Review Committee Policy ParameterBoard Policy P022; Board Procedure PR662 Approving BodyCentral Accommodation Team Public EngagementNone 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. 23 Community Engagement in Local Review Processes

24. Questions and Answers 24 Community Engagement in Local Review Processes

25. Adjournment Thank you! 25 Community Engagement in Local Review Processes