committee of the whole (public) 19 november 2013 report … us/cont… · report 13-135 new kanata...

Report 13-135 New Kanata North Elementary School Attendance Boundary Study

COMMITTEE OF THE WHOLE (PUBLIC) 19 November 2013 Report No. 13-135

New Kanata North Elementary School Attendance Boundary Study -Approval of Study Process and Timeline Key Contact: Michael E. Clarke, Superintendent of Facilities, 613-596-8211 ext. 8818

PURPOSE: 1. To seek committee’s approval of the scope and timeframe for an accommodation

review of Kanata North schools in conjunction with the opening of a new elementary school in Kanata North for September 2015.

CONTEXT: 2. In the fall of 2010, an Accommodation Review Committee (ARC) process was

commenced for schools in the Kanata North area. The ARC made a series of recommendations to the Board. On 24 April 2012, the Board approved a number of motions affecting schools in Kanata North. The first set of motions dealt with the identification of a new elementary school in Kanata North, an eight classroom addition to South March P.S. and an addition to Earl of March S.S. to accommodate grades 7 and 8 as capital priority items. The second set of motions outlined changes in program and grade structures at some of the Kanata North schools for implementation in September 2015 and recommended that a study of attendance boundaries for elementary schools in Kanata North be undertaken in a separate process involving community input. Part G of one of the Board approved motions, which specifically references the boundary study, is as follows: “THAT the attendance boundaries for elementary schools in Kanata North be reviewed and finalized in a separate process involving community input and consultation prior to the completion of the addition at Earl of March Secondary School or 2015, whichever comes first;” On 24 January 2013, the Ministry of Education announced funding for a new Kanata North elementary school. The Board purchased a site for the school on Innovation Drive.


Boundaries for the schools in North Kanata must now be established.

KEY CONSIDERATIONS:

3. In accordance with the Board approved motions on 24 April 2012, staff is providing a recommended study scope (including key objectives), timeline and consultation plan for the boundary study. Please refer to Appendices B and C for details on the timeline and consultation plan.

4. Recommended Timeline Given the nature of student movement anticipated, a full Accommodation Review Committee (ARC) as per Ministry guidelines is not required. Staff is therefore recommending a process which is similar to that used for previous studies initiated to set a new school’s attendance area and program. It is anticipated that the study would commence in early December 2013 and would be completed by the end of April 2014. School communities have been aware that the study will be done for a number of years.

5. Scope of the Study The Board approved motions of 24 April 2012 clearly indicated that Roland Michener Public School, Stephen Leacock Public School and W. Erskine Johnston Public School would be included in the study. Staff is also recommending that Jack Donohue Public School and South March Public School be included in the study. The inclusion of these two schools would ensure maximum flexibility in the consideration of accommodation options for the development of an attendance boundary for the new school. Staff is not recommending including Earl of March Secondary School (Grades 9-12) and West Carleton Secondary School in the study. In January 2013 Earl of March Secondary School received capital funding for the construction of an addition to accommodate grade 7 and 8 students. Planning for the project is underway and the addition is scheduled to be completed for September 2015. An addition to West Carleton Secondary School to serve existing and future enrolment growth has been identified as one of the Board’s capital priorities. A business case for this project was submitted to the Ministry of Education on October 31, 2013. The need for the addition was first identified to the Ministry in April 2012. Both of these schools’ attendance areas and elementary feeding patterns are well defined and staff does not foresee a need for revision at this time. Should that change during the study process, an invitation to attend working group meetings would be extended.


6. Key Objectives of the Study The Board approved motions related to the Kanata North ARC were very specific in terms of setting direction for the program and grade structures of a number of schools.

THAT the grade structure and program offerings for Roland Michener Public School and Stephen Leacock Public School, for September 2015, be JK-6 English and Early French Immersion; THAT the grade structure and program offering for W. Erskine Johnston Public School, for September 2015, be JK-6 English and grades 4-6 Middle French Immersion; and

THAT the grade structure and program offering for the New Kanata North Elementary School, upon opening, be JK-6 English and Early French Immersion.

This direction was based on the conversion of Earl of March Secondary School to a facility serving students from grade 7 to 12. As noted earlier, the addition to the school was funded and is now scheduled to be completed for 2015. See Appendix D for current grade structure, program and enrolment information for area elementary schools. Given the above, staff has identified the following key objectives for the New Kanata North Elementary School Attendance Boundary Study:

The setting of a logical and sustainable attendance area for the New Kanata North Elementary School;

The creation of logical and sustainable attendance areas for all study area elementary schools which account for existing demographic trends and future development;

The creation of a set of attendance areas that will ultimately identify capital improvements, if required, for the provision of a full-day kindergarten program at all study-area schools in the longer term;

That study recommendations have regard for the location of future elementary and secondary school sites in the Kanata North area and their anticipated timing of need; and

To discuss and address any scenario which may result in students being accommodated in three different schools in three successive years as a result of the setting of attendance areas for study-area schools.

7. Roland Michener and Stephen Leacock Schools

The final study objective noted above relates to the ARC direction to dual-track both Roland Michener and Stephen Leacock Public Schools and the unique


accommodation arrangement which has been in place for some time between the schools. Students residing in the Stephen Leacock Public School attendance boundary are currently redirected to Roland Michener Public School for the Senior Kindergarten Early French Immersion program in order to alleviate accommodation pressures. These students then return to Stephen Leacock Public School for grade 1 Early French Immersion. With a proposed opening date of September 2015 for the new school and for the implementation of revised program attendance areas for impacted schools, some of the Senior Kindergarten Early French Immersion students attending Roland Michener Public School in 2013-2014 may be forced to attend Stephen Leacock Public School for grade 1 Early French Immersion in 2014-2015 and then be returned back to Roland Michener Public School for grade 2 Early French Immersion in 2015-2016. This would result in students attending three different schools in three successive years. As such, staff is suggesting that any situation where students may be required to attend three different schools in three successive years should be a high priority for examination. Depending on the preferred solution, it is possible that an interim report addressing the situation may be brought forward to Board prior to the conclusion of study in April.

FINANCIAL CONSIDERATIONS: 8. The cost of conducting the study will be managed within existing departmental

budgets.

COMMUNICATION/CONSULTATION ISSUES: 9. It is proposed that a working group be formed consisting of District staff, affected

school principals, school council representatives and local community association representatives. The area trustees would be invited to attend each meeting of the working group. To maintain a manageable study, staff is proposing that each school have a maximum of two representatives; a principal/vice-principal and a school council representative. The working group will meet on several occasions as may be necessary over the winter of 2013-2014, with a public meeting tentatively scheduled for mid-February 2014 and a follow-up working group meeting early March 2014.

Staff’s recommendation report will be presented at a regular Committee of the Whole meeting early April 2014, delegations and trustee debate will take place at the following regular Committee of the Whole meeting and final Board decisions are scheduled for the end of April 2014.


STRATEGIC LINKS: 10. The Board is committed to enhancing safe, caring and respectful learning

environments that encourage wellbeing and instructional success. Engaging parental and community partners in determining sustainable program boundaries are key components to success in meeting the Board’s strategic objectives.

RECOMMENDATIONS:

A. THAT Board approve the Study Timelines and Consultation Plan attached as Appendices B and C of Report No. 13-135; and

B. THAT the scope of the New Kanata North Elementary School Attendance

Boundary Study include the following schools: Jack Donohue Public School; Roland Michener Public School; South March Public School; Stephen Leacock Public School; and W. Erskine Johnston Public School.

Michael E. Clarke Superintendent of Facilities

Jennifer Adams Director of Education and Secretary of the Board

APPENDICES Appendix A New Kanata North Elementary School Boundary Study – General Location

Map Appendix B New Kanata North Elementary School Boundary Study Timelines Appendix C New Kanata North Elementary School Boundary Study – Consultation

Plan Appendix D New Kanata North Elementary School Boundary Study – Preliminary September 12, 2013 Enrolments

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COUNTRY

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NAISMITH

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PANANDRICK

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PENRITH

LEACOCK

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PENFIELD

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TERRY FOX

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HUNTMAR

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HIGHWAY 417

EAGLESON

SANDHILL

MARCH

LEGGET

RICHARDSON SIDE

Jack Donohue P.S.

Roland Michener P.S.

South March P.S.

Stephen Leacock P.S.

W. Erskine Johnston P.S.

Future Kanata North Elementary School

Earl of March S.S.

WALDEN

New Kanata North Elementary School Boundary StudyGeneral Location Map

Appendix A

Prepared by OCDSB Planning Department using digital data that was provided by the City of Ottawa and is protected by copyright.

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November 19 2013

Planning/19 November 2013 Report No. 13-135

Appendix B

New Kanata North Elementary School Boundary Study Timelines

Activity Date

Notice of Intention to Commence Study

Approval of Timelines and Commencement of Study

November 26, 2013

Consultative Stage

Formation of Working Group

Working Group Meeting #1



Public Meeting

Last day for Public Comments to be incorporated into report


Late November

2013*

Early December

2013*

Mid January 2014*

Early February

2014*

Mid February

2014*

Mid March 2014

Early March 2014*

Recommendation and Decision Making Stage

Regular Committee of the Whole Meeting – Presentation of Staff

Recommendation Report

Regular Committee of the Whole Meeting – Delegations from the

Public and Trustee Debate re: Staff Recommendation Report (2nd

night if required, date TBD)

Regular Board Meeting – Final New Kanata North E.S. Program and

Attendance Boundary Decision

April 1, 2014

April 15, 2014

April 22, 2014

Communication and Implementation Stage

Communication of Board Approved Decision

Implementation of Board Approved Decision

April 2014

September 2015

OCDSB Form 644: Consultation Plan (April 2009)

CONSULTATION PLAN (REFERENCES: POLICY P.110.GOV AND PROCEDURE PR.644.GOV)

DATE: November 19, 2013

PROJECT:

(Project name, Letter of

Transmittal, etc.)

New Kanata North Elementary School Boundary Study – Consultation Plan

CONTACT / PROJECT LEAD

(Name, telephone, email):

Michael Clarke, Superintendent of Facilities, (613) 596-8211 ext. 8818, [email protected]

WHAT?

1. WHAT IS THE PURPOSE OF THE CONSULTATION? (Describe project scope, nature of consultation, decision to be made, and any relevant information)

The scope of the project includes five elementary schools; Jack Donohue P.S., Roland Michener P.S., South March P.S., Stephen Leacock P.S. and W. Erskine Johnston P.S. and the

new Kanata North Elementary School that is to be built in the Kanata North area.

The review will serve to implement recommendations made through the Kanata North Accommodation Review Committee (ARC) process in terms of a review of attendance

boundaries and changes in grade structures/programs at existing schools as a result of the construction of a new elementary school in Kanata North for September 2015 and the

addition of grade 7 and 8 students at Earl of March S.S. The review will also have consideration for the implementation of an Early Learning Program at Stephen Leacock P.S. and the

new Kanata North Elementary School commencing in September 2015.

WHY?

2. WHY ARE YOU CONSULTING? (Check all that apply)

__X___ To seek advice, informed opinion or input for consideration prior to decision-making?

__X_ To share information and/or create awareness about a subject/potential recommendations/decision yet to be made?

____ To share information and awareness about a subject/recommendation/decision that has been made?

____ Other? (Please explain)

3. HOW DOES THIS CONSULTATION LINK TO THE OCDSB STRATEGIC PLAN, DISTRICT IMPROVEMENT PLAN, BUDGET, ANNUAL DISTRICT

GOALS AND OBJECTIVES AND/OR RELEVANT MINISTRY / OCDSB POLICIES OR PROCEDURES (if applicable)?

While the consultation will serve to meet a broad range of OCDSB goals, the consultation will address more specific goals identified within Policy P.076.PLG “Pupil

Accommodation” and within Policy P.118.PLG “School Accommodation Studies” while respecting the Board approved motions resulting from the Kanata North ARC. The

consultation will seek to address long-term accommodation stability for Kanata North students, striving to make effective use of District facilities, improve student access to viable

programming and appropriate instructional resources. As well, there is the overriding goal of improving student achievement through the provision of strong educational

programming in safe, healthy, secure and accessible learning environments.

Appendix C

mailto:[email protected]



WHO?

4. WHO WILL BE CONSULTED? (Key stakeholders) (Check all that apply)

OCDSB Community Internal to OCDSB External / Other (please identify)

__X___ Students ___X__ Trustees _____ Agencies/associations __________________

__X__ Parents/guardians ___X__ Superintendents __X__ Community groups ____________________

__X___ School council(s) ___X__ Principals and/or Vice-principals __X___ General Public __________________

_____ Ottawa Carleton Assembly of School Councils ___X__ Managers _____ Other governments ____________________

_____ Advisory committees (Specify below) _____ District staff _____ Other ______________________________

_____ Special Education Advisory Committee, etc _____ Federations

_____ Other ______________________ _____ Other __________________________

Please describe or expand on who will be consulted and any partners in the consultation:

5. HAVE ANY OF THESE STAKEHOLDERS BEEN INVOLVED IN INFORMAL CONSULTATION AS PART OF THE DEVELOPMENT OF THIS PLAN?

In accordance with section 4.3 of Policy P.110.GOV, it is expected that informal consultation has taken place with representative stakeholders to obtain their suggestions prior to

finalizing this plan. Please describe below. (If this informal consultation did not take place, explain why it was not feasible.)

Yes, local Trustee, Superintendent of Instruction for area and Superintendent of Facilities. Solution is partially driven by Board approved decisions from Kanata North ARC process

in addition to the construction of a new elementary school in Kanata North and the construction of an addition to accommodate grade 7 and 8 at Earl of March S.S.

HOW?

6. HOW WILL STAKEHOLDERS BE MADE AWARE OF THIS CONSULTATION PROCESS? (Check all that apply)

_ X_ Media advertisement (print and/or radio) ___X___ School newsletter

__X__ Letter distribution ___X___ Website (schools and/or OCDSB sites)

__X__ School council(s) ______ Other

____ Ottawa Carleton Assembly of School Councils

Please describe how stakeholders will be made aware of the consultation process and any special requirements for consultation (translation, alternate formats, etc)?

7. HOW WILL THE CONSULTATION BE CARRIED OUT? (Check all that apply)

____ Focus groups ______ Ottawa Carleton Assembly of School Councils

____ Interviews ___X___ Public meetings

_X__ Mail-out or email circulation ______ Survey / questionnaire

_X___Open houses / workshops / cafes ___X___ Web-based notice / Web-based comments

_X___ School council(s) ______ Other

Please describe:



WHEN?

8. PROJECT PLAN FOR CONSULTATION (KEY ACTIVITIES AND COMMUNICATIONS)1:

i.e. Identify plan approval dates; Timelines for awareness of consultation; Specific consultation initiatives; Timelines for analysis;

Date for Committee/Board deliberation; Evaluation of consultation

TARGETTED DATE FOR FINAL DECISION:

PROJECTED

DATE(S)

ACTIVITY/MILESTONE

NOTES**

See Timelines attached as Appendix C.

1 Outline provides information on the minimal number of activities proposed, which may be amended to intensify the process if required.

Further information on the overall project/initiative and the specific consultation plan and process can be provided in the Letter of Transmittal to Board.



**In filling out this chart, please note:

the materials, reports or resources that will be distributed to stakeholders, either in advance or at the session;

any constraints such as necessary deadlines, availability of stakeholders; and

the timelines for communicating the outcome/related decisions reached to those consulted.

9. HOW WILL THE RESULTS OF THE CONSULTATION AND THE RATIONALE OF THE FINAL DECISION BE COMMUNICATED TO ALL

CONTRIBUTORS TO THE PROCESS? (Check all that apply)

__X___ Email circulation ___X____ School / principal communications / newsletter

__X___ Letter distribution ___X_____ Website (schools and/or OCDSB sites)

_____ Letter of Transmittal to committee/Board ___X_____ Media reports

________ Other

Please describe:

OTHER

10. ESTIMATED COSTS FOR THE CONSULTATION* (i.e. advertising, facilities, translation, materials):

Consultation costs will be managed within existing departmental budgets.

* Note that the consulting body bears responsibility for the costs of the consultation.

11. EVALUATION:

Please specify the method(s) you plan to use to assess the effectiveness and success of this consultation process. (e.g., outcomes/results, satisfaction of participants, debriefs,

questionnaires/evaluation sheet collected from participants, peer review, school council meeting discussion with date, etc.)

Outcomes/results; satisfaction of participants.

New Kanata North Elementary School Boundary Study

Historical and Preliminary Enrolments by Grade and Program

Enrolments for 2012-2013

Sub-

School Cap. Port. Prog. JK SK 1 2 3 4 5 6 7 8 SE Total Total FTE UF (%)

ENG 63 16 31 32 50 42 43 49 69 98 493Jack Donohue 699 11 EFI 45 75 51 34 45 38 37 32 31 388 881 819 117.2

Total 63 61 106 83 84 87 81 86 101 129 0 881ENG 74 29 22 9 31 23 15 18 221

R. Michener 288 1 EFI 67 67 288 203 70.5

Total 74 96 22 9 31 23 15 18 0 0 0 288ENG 79 18 25 25 46 39 36 44 12 324

South March 443 9 EFI 61 65 49 32 32 29 27 295 619 540 121.9

Total 79 79 90 74 78 71 65 71 12 619ENG 0 0

S. Leacock 483 12 EFI 0 97 101 115 98 90 82 68 51 702 702 702 145.3

Total 0 0 97 101 115 98 90 82 68 51 0 702ENG 55 68 58 43 38 37 36 44 81 92 8 560

W.E. Johnston 520 9 MFI 50 49 99 659 659 126.7

Total 55 68 58 43 38 87 85 44 81 92 8 659

Total 2433 42 271 304 373 310 346 366 336 301 250 272 20 3149 3149 2923 120.1

Preliminary Enrolments for 2013-2014 (as of 12 September 2013)

Sub-

School Cap. Port. Prog. JK SK 1 2 3 4 5 6 7 8 SE Total Total FTE UF (%)

ENG 59 14 24 34 28 43 38 49 87 74 450Jack Donohue 699 10 EFI 56 45 67 49 30 41 32 56 32 408 858 793.5 113.5

Total 59 70 69 101 77 73 79 81 143 106 0 858ENG 81 30 12 24 11 18 18 20 214

R. Michener 288 1 EFI 53 53 267 185 64.2

Total 81 83 12 24 11 18 18 20 0 0 0 267ENG 63 27 24 29 29 45 41 35 12 305

South March 443 10 EFI 53 59 57 48 32 27 30 306 611 539.5 121.8

Total 63 80 83 86 77 77 68 65 12 611ENG 0 0

S. Leacock 483 12 EFI 0 96 91 99 112 100 92 85 68 743 743 743 153.8

Total 0 0 96 91 99 112 100 92 85 68 0 743ENG 58 68 59 58 48 24 45 39 55 85 7 546

W.E. Johnston 520 6 MFI 42 44 45 131 677 677 130.2

Total 58 68 59 58 48 66 89 84 55 85 7 677

Total 2433 39 261 301 319 360 312 346 354 342 283 259 19 3156 3156 2938 120.8

Planning/19 November 2013 Report No. 13-135

Notes:

Elementary enrolment as of the end of October each year.

Cap=Planning Capacity based on the most recent classroom loading information received from the Ministry for 2007-2008 and beyond and includes capacity associated with

relocatable modules (RCM's), leased facilities, new schools, additions and renovations; Port = Portable allocations as of October 31 each year for instructional

purposes; Prog = Program; FTE = Full-Time Equivalent; UF(%) = Utilization Factor calculated using Full-Time Equivalent.

For September 2010, "all-day" learning was implemented at W.Erskine Johnston P.S.

Appendix D

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