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

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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

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• 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

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Types of Studies in the Long-Term Strategy


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.

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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.

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• 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

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• 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

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Comparison of Review Processes


See hand-out on11” x 17”.

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1. Emerging Capital Priorities


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

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2. Pupil Accommodation Reviews


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


Public Engagement Minimum of 4 public meetings, Minimum of 4 working meetings, Standing Committee and Board meetings


Mail drop, backpack distribution, Local Review webpage, LTPAS webpage, Board minutes

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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.


2. Pupil Accommodation Reviewscontinued

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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.



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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.



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3. Boundary Change Studies


Highlights

Name of Work Group

Boundary Change Team

Policy Parameter Board Policy P068, Part 3F


Public Engagement

Minimum of 1 public meeting, Minimum of 2 working meetings, Standing Committee and Board meetings


Mail drop, backpack distribution, Local Review webpage, LTPAS webpage, Board minutes

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4. Grade Change Studies


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


Mail drop, backpack distribution, Local Review webpage, LTPAS webpage

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5. Redirections of Residential Development Studies


Highlights

Name of Work Group

Staff exercise

Policy Parameter Oct. 4, 2000 Board decision – Protocol re development applications


Public Engagement

Standing Committee and Board meetings


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

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6. Program Relocation Studies


Highlights

Name of Work Group

Staff exercise

Policy Parameter Board Policy P068, Part 3G

Approving Body Director

Public Engagement

None


SOE and/or Principal and/or Teaching and Learning staff communicate(s) to School Council, LTPAS webpage

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7. New Program Studies(French, Gifted and Others)


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


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

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(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


Public Engagement

Minimum of 1 public meeting


Mail drop, Local Review webpage, LTPAS webpage, Board minutes

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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.


continued

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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.


continued



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9. Child Care Occupancy Reviews


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


SOE and/or Principal communicate(s) to School Council, LTPAS webpage

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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.


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Questions and Answers


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Adjournment

Thank you!


thursday, march 5, 2015 community engagement in local review processes trustee seminar appendix a

Documents

studies of

local review processes

comparison of review

local feasibility team

local trustees

local soe

local feasibility study

level of community engagement