Board Meeting...Board Meeting Monday, September 16, 2019 Trustee Board Room Hamilton-Wentworth...

Board Meeting Monday, September 16, 2019

Trustee Board Room

Hamilton-Wentworth District School Board 20 Education Court, P.O. Box 2558

Hamilton, ON L8N 3L1

AGENDA: 6:00 pm

1. Call to Order

2. O Canada

3. Oath of Allegiance – Trustee, Ward 3

4. Approval of the Agenda

5. Declarations of Conflict of Interest

6. Confirmation of the Minutes: June 10 and June 17, 2019

7. Correspondence: Waterloo Region DSB re: Letter to Minister of Education

Reports from Legislated Committees: 8. Parent Involvement Committee – June 11, 2019

Reports from Community Advisory Committees:

9. Human Rights & Equity Community Advisory Committee – June 24, 2019

Reports from Staff:

10. Capital Priorities Project Funding Submission Report

Appointment to Board Mandated Committee:

11. Supervised Alternative Learning (SAL) – 1 member to join until end of term (November 30 2019)

12. Resolution Into Committee of the Whole (Private Session) as per the Education Act, Section 207.2

(b) the disclosure of intimate, personal or financial information in respect of a member of the board or committee,an employee or prospective employee of the board or a pupil or his or her parent or guardian

Meeting Resumes in Public Session

13. Report from Committee of the Whole (private) – September 16, 2019

14. Oral Reports from Liaison Committees:

A. City/School Board Liaison Committee

B. Hamilton-Wentworth Home & School Association

C. Hamilton Foundation for Student Success (HWDSB Foundation)

D. Ontario Public School Boards’ Association (OPSBA)

15. Adjournment

Meeting times and locations are subject to change. Please refer to our website for the latest information. http://www.hwdsb.on.ca/trustees/meetings/

http://www.hwdsb.on.ca/trustees/meetings/

Board Minutes June 10, 2019



Trustees: Kathy Archer, Becky Buck, Christine Bingham, Dawn Danko, Cam Galindo, Alex Johnstone, Ray Mulholland, Carole Paikin Miller and Paul Tut. Student Trustees Cameron Prosic and Tara Rezvan. Regrets: Trustee Penny Deathe

1. Call to Order Alex Johnstone, Chair of the Board, called the meeting to order at 6:06 p.m. 2. Approval of the Agenda RESOLUTION #19-82: Trustee Paikin Miller, seconded by Trustee Tut, moved: That the agenda be approved.

CARRIED UNANIMOUSLY Student Trustees Prosic and Rezvan voted in favour

3. Declarations of Conflict of Interest None. 4. Confirmation of the Minutes – May 27, 2019 The minutes of May 27, 2019 were confirmed. 5. Moment of Silence and shared memories in honour of Trustee Chris Parkinson A minute of silence was observed in the Board room in honour of the late Trustee Chris Parkinson. Trustees around the table honoured Trustee Parkinson by sharing wonderful stories about him, and spoke of his dedication to his family and his community as well as his many inspiring qualities. He will be missed by all. Reports from Trustee Special Committees 6. Human Resources Committee – May 21, 2019 RESOLUTION #19-83: Trustee Paikin Miller, seconded by Trustee Buck, moved: That the Human Resources Committee Report – May 21, 2019 be received, including the Staffing Update.

CARRIED UNANIMOUSLY

Student Trustees Prosic and Rezvan voted in favour

7. Finance and Facilities Committee – May 23, 2019 RESOLUTION #19-84: Trustee Danko, seconded by Trustee Bingham, moved: That Finance and Facilities Committee Report – May 23, 2019 be approved including that the following motion be rescinded: Resolution #15-72 The phase out of subsidy provided to Full Day Child Care (0 – 3.8 years) over a two-year period

commencing in September 2015. The use of 25% of the Community Use of Schools Grants to subsidize Before and After Child Care.

Priority schools will be 100% subsidized and the remainder of the subsidy will be applied to the remainder of the before and after care programs. The decrease in subsidy will be phased in over a two-year period commencing in September 2015.

CARRIED UNANIMOUSLY


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8. Audit Committee – May 30, 2019 RESOLUTION #19-85: Trustee Danko, seconded by Trustee Bingham, moved: That the Audit Committee Report – May 30, 2019 be received including the Regional Internal Audit Status Report.

CARRIED UNANIMOUSLY

Student Trustees Prosic and Rezvan voted in favour Trustee Danko assumed the role of Chair.

Reports from Legislated Committees 9. Special Education Advisory Committee – May 29, 2019 RESOLUTION #19-86: Trustee Johnstone, seconded by Trustee Paikin Miller, moved: That the Special Education Advisory Committee Report – May 29, 2019 be received.

CARRIED UNANIMOUSLY


Trustee Johnstone resumed the role of Chair.

Reports from Community Advisory Committees: 10. French as a Second Language Advisory Committee – May 29, 2019 RESOLUTION #19-87: Trustee Galindo, seconded by Trustee Archer, moved: That the French as a Second Language Advisory Committee Report – May 29, 2019 be received.

CARRIED UNANIMOUSLY Student Trustee Rezvan voted in favour

11. First Nations, Métis and Inuit Advisory Committee – May 23, 2019 RESOLUTION #19-88: Trustee Mulholland, seconded by Trustee Galindo, moved: That the addition of a third student trustee representative to represent Indigenous students and that it be in place for 2020/2021 be referred to the Governance Committee for further discussion.

The motion CARRIED on the following division of votes: In Favour (6) Trustees Buck, Danko, Galindo, Johnstone, Mulholland and Paikin Miller Opposed (3) Trustees Archer, Bingham and Tut. Student Trustees Prosic and Rezvan

RESOLUTION #19-89: Trustee Bingham, seconded by Trustee Archer, moved: That the remainder of the First Nations, Métis and Inuit Advisory Committee Report – May 23, 2019 be received.


12. Human Rights & Equity Committee – April 16, 2019 RESOLUTION #19-90: Trustee Paikin Miller, seconded by Trustee Buck, moved: That the Human Rights & Equity Committee Report – April 16, 2019 be approved including the Human Rights & Equity Committee membership update.


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13. Resolution Into Committee of the Whole (Private Session) RESOLUTION #19-91: Trustee Tut, seconded by Trustee Danko, moved: That the Board move into Committee of the Whole (Private), this being done at 7:45 p.m.


The open session resumed at 8:44 p.m.

14. Committee of the Whole (Private) – June 10, 2019 RESOLUTION #19-92: Trustee Danko, seconded by Trustee Bingham, moved: That the report of the Committee of the Whole (private) – June 10, 2019 be approved including:

• That the Human Resources Committee report from May 21, 2019 be approved including personnel matters.

• That the Finance & Facilities Committee report from May 23, 2019 be received. • That the Audit Committee report from May 30, 2019 be approved.

CARRIED UNANIMOUSLY


15. Oral Reports from Liaison Committees: A. City/School Board Liaison Committee The Committee will meet at 12:30 p.m. on June 27, 2019 at the Education Centre. B. Hamilton-Wentworth Home & School Association Trustee Danko shared that there has been no meeting however noted that the Hamilton- Wentworth Council are planning an event for Caregivers in the community on September 26, 2017. C. Hamilton Foundation for Student Success Trustee Paikin Miller shared the Foundation highlights which included:

• The Foundation’s Board of Directors had its final meeting of the 2018/2019 academic year last week. At that meeting, the Treasurer reported that the Foundation is well positioned financially and is meeting its targets. The Board looks forward to regrouping in September to continue its work. Student Awards.

• The Foundation has disbursed approximately 550 student awards totaling more than $67,000 that will be awarded by schools in June 2019.

D. Ontario Public School Boards’ Association (OPSBA) Trustee Johnstone shared the following updates:

• Legislative Updates included: o Bill 108 – More Homes Most Choice Act – Reviewing the amendments to the EDC

Charges o Bill 107 – Getting Ontario Moving Act – involving fines for people who drive past

busses whose stop arms are out. o Bill 66 – Restoring Ontario’s Competitiveness Act. o Now posted the Ministry’s Educational Funding 2019/2020 technical papers. o Currently a consultation is taking place for Early Years. o Audit and accountability Fund o Legislation has now risen and will resume in the Fall.

The meeting adjourned at 8:51 p.m.

Board Minutes June 17, 2019



Trustees: Kathy Archer, Christine Bingham, Becky Buck, Dawn Danko, Penny Deathe, Cam Galindo, Alex Johnstone, Ray Mulholland, Carole Paikin Miller and Paul Tut (electronically). Student Trustees Cameron Prosic and Tara Rezvan. 1. Call to Order Alex Johnstone, Chair of the Board, called the meeting to order at 6:45 p.m. 2. Profiling Excellence

Ontario Public School Boards’ Association (OPSBA) Superintendent Stephanian recognised Stephanie Hrynkiw who was nominated for OPSBA’s Jack A. MacDonald Award of Merit. This award is given to a student who has a sound academic record and is a big contributor to the community. Stephanie was described as an individual who has a dynamic personality and a positive outlook that she shares with everyone who is in contact with her, she is a natural born leader and is always helping underprivileged children. She is running a summer program from her home and her goal is to become a pediatric surgeon. Sandra Binns was OPSBA’s recipient of the 2019 Award of Excellence. Sandra was described as an individual who contributes to the overall well-being of students and the community. She demonstrates exemplary leadership and mentoring to the Home and School Associations. She brings passion, vision, commitment and heart to everything that she does. Students:

DVSS Girls Senior Basketball Team - Silver Medalist at 2018-19 OFSAA Girls AA Basketball Championship Congratulations were extended to Kaylee Allan, Jenna Button, Taylor Cumming, Ruby Gubekjian, Olivia Mathews, Grace Opsteen, Megan Spenler, Julia Sylvester, Sara Vogel, and Jane Wright. Superintendent Stephanian acknowledged the hard work and dedication of the team and how they supported one another both on and off the court. She shared the number of wins and achievements this team has accomplished. This is the second year in a row that they have qualified for the OFSAA Championship. Many of the team members will be graduating this year. Staff:

DVSS Girls Senior Basketball Coaches - Silver Medalist at 2018-19 OFSAA Girls AA Basketball Championship Superintendent Stephanian shared that behind a great team are great coaches. The coaches were thanked for their hard work, inspiring team spirit and dedication. Congratulations to Nick White, Josh Douglas, Shanien O’Neill, and Jasmina Kucil. HWDSB Annual Checker’s Tournament Organization Congratulations to Nick Trikoupis from Ancaster Meadow, Bill Forrester from Ancaster Meadow, and David Del Conte from Cathy Wever. These teachers have been supporting the tournament for the last 10 years. This annual tournament has been running for over 50 years and the tournament grows every year. There were 910 participants resulting in them breaking the Guinness World Book of Records for checker’s tournament players. The current record holders had 574 participants. The organizers were thanked for their dedication and for providing a tournament that all students can be involved in.

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3. Farewell to Student Trustee Rezvan Trustee Christine Bingham honoured Student Trustee Rezvan. She indicated that it has been a pleasure working with Tara seeing her insight into situations and seeing the great leadership that she has shown with Student Senate. Student Trustee Rezvan was acknowledged for all of the additional meetings that she participated in over and above the call of duty. Tara will be setting off to Queens University in the fall and Trustees will be watching her continued journey. Student Trustee Rezvan was presented with a commemorative plaque as well as the Dr. Seuss book “Oh the Places you will go” Student Trustee Rezvan gave her thanks to the members of the Board and Executive Council and a big thanks to Superintendent Paul Denomme for his continued guidance and support. She indicated that her leaving is bitter sweet and she is excited to use the skills and insight that she has acquired as Student Trustee as she moves forward in her journey.

4. Approval of the Agenda:

RESOLUTION #19-95: Trustee Danko, seconded by Trustee Archer, moved: That the agenda be approved.


5. Declarations of Conflict of Interest None. Reports from Trustee Special Committees 6. Program Committee – June 3, 2019 RESOLUTION #19-96: Trustee Deathe, seconded by Trustee Buck, moved: That the Program Committee Report – June 3, 2019 be approved including Grade One French Immersion Application Process Update.

1. The timelines for Grade One French Immersion Application Process, accepted by the Board on November 21st, 2016 be amended to start on the first school day in December and conclude on the third Monday of January;

2. Grade One Families will be offered placements no later than the last day of school in February; and

3. Explore the implications of extending the on-line application process to grades two to eight to enable management of accommodation pressures.

The motion CARRIED on the following division of votes:

In Favour: (9) Trustees Buck, Bingham, Danko, Deathe, Galindo, Johnstone, Paikin Miller, Mulholland and Tut. Student Trustees Prosic and Rezvan voted in favour Opposed: (1) Trustee Archer

Trustee Tut departed the meeting.

7. Finance & Facilities Committee – June 4, 2019 RESOLUTION #19-97: Trustee Danko, seconded by Trustee Bingham, moved: That the Finance & Facilities Committee Report – June 4, 2019 be approved including:

• Surplus Carry-Forward – School Budgets and Other Initiatives - that the requests for school budget surplus carry forward into the 2019/2020 school year be approved and that the balance remaining at August 31, 2019 from funding for Major Capital Projects and Other Initiatives; if any, be transferred to working reserves on a temporary basis.

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Trustee Galindo was out of the room

8. Finance & Facilities Committee – June 13, 2019 RESOLUTION #19-98: Trustee Danko, seconded by Trustee Bingham, moved: That Items A & C of the Finance & Facilities Committee Report – June 13, 2019 be approved including 2019-2020 Budget Estimates:

1. That the Board approve the 2019-2020 Operating Budget expenditures in the amount of $568,024,794 and that the Associate Director Support Services and Treasurer be authorized to proceed with the expenditure of funds as outlined in Appendix C dated June 13, 2019.

2. That the Board approve the 2019-2020 Capital Budget expenditures in the amount of $158,683,132 and that the Associate Director Support Services and Treasurer be authorized to proceed with the expenditure of funds as outlined in Appendix D dated June 13, 2019. The Associate Director, Support Services and Treasurer is further authorized to secure short-term financing for project expenditures until such time as permanent funding is secured, if required.

CARRIED UNANIMOUSLY

Student Trustees Prosic and Rezvan voted in favour RESOLUTION #19-99: Trustee Paikin Miller, seconded by Trustee Deathe, moved: That Item B (Secondary Field Strategy) of the Finance & Facilities Committee Report – June 13, 2019 be deferred until after the in-camera portion of the meeting.


9. Human Resources Committee – June 11, 2019 RESOLUTION #19-100: Trustee Deathe, seconded by Trustee Paikin Miller, moved: That the Finance & Human Resources Committee Report – June 11, 2019 be received including the Employee Strategic Wellness and Absence Management Plan.


Reports from Staff 10. Trustee Vacancy – Ward 3 Staff presented a report outlining 2 options for filling the Trustee vacancy: Option 1: Municipal By-Election

a) That the City of Hamilton be authorized to initiate ta by-election under the Municipal Elections Act to fill the public school board trustee vacancy in accordance with Section 221(2), Optional Election, of the Education Act.

b) That staff be authorized to promptly notify the Clerk of the City of Hamilton of the Board’s decision as outlined in Section 221(3) of the Education Act.

Or

Option 2: Appointment Process a) That the public school trustee vacancy in Ward 3 be filled using an appointment process, in accordance

with Section 221(1)(a), Vacancies, of the Education Act. b) That staff be authorized to recommend an appointment process, similar to the process used to fill the

2013 school board trustee vacancy in Wards 9 & 10

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c) That the appointment process be completed by August 29, 2019 d) That the process and estimated timelines for filling the public school trustee vacancy in Ward 3 be

presented to the Board of Trustees for consideration. There was much discussion around the Board table. Trustee Danko, seconded by Trustee Buck, moved: That the Board write a letter to the Minister of Education requesting that the Ministry reimburse HWDSB for the cost of a by-election to fill the vacancy in Ward 3 and that if no response is received from the Ministry by August 1, 2019, that staff reach out to the first runner up from the 2018 Municipal Election to see if they are willing to take on the role of school board trustee for the City of Hamilton, Ward 3 for the remainder of the 2018-2022 Term of Office. Trustee Danko stated that a by-election was the most democratic process for the community to choose their representative to represent their community however the by-election would need to come out of the HWDSB administration and governance envelope which is very restricted and the Board cannot spend more than they have been funded. The estimated cost to run a by-election is $100,000. The budget has just been balanced and the Board has received reduced funding from the Province. The $100,000 would come out of the contingency fund of $1 million and typically there would be $2 million in the contingency fund. She indicated that we don’t really have the money required to run a by-election and the Board has approved a very aggressive target for cost savings for next year. Trustee Danko would like to reach out to the Ministry and request that they support democracy and failing that then the position be offered to the candidate who was the runner up with only a difference of 29 votes. She felt that it was up to the Community to choose who represents them and since the election was only a short while ago and there was such a small difference between the first and second place winners that this would be a positive move. She shared that it is not up to the Board to choose who they want in the seat through an appointment process but up to the community. Further discussion took place and after the sharing of some timeline challenges Trustee Danko withdrew her motion. RESOLUTION #19-101: Trustee Mulholland, seconded by Trustee Paikin Miller, moved: That staff reach out to the first Ward 3 runner up from the 2018 Municipal Election to see if she is willing to take on the role of School Board Trustee for the City of Hamilton, Ward 3 for the remainder of the 2018-2022 term of office. The motion CARRIED on the following division of votes:

In Favour: (6) Trustees Buck, Danko, Deathe, Johnstone, Paikin Miller, Mulholland. Opposed: (3) Trustee Archer, Bingham and Galindo. Student Trustees Prosic and Rezvan

Trustee Mulholland, seconded by Trustee Buck, moved: That should the second runner up not be interested in the position of School Board Trustee for Ward 3 that staff put together a locally developed process. The motion Failed on the following division of votes:

In Favour: (3) Trustees Archer, Buck, and Mulholland. Opposed: (6) Trustee Bingham, Danko, Deathe, Galindo, Johnstone and Paikin Miller. Student Trustees Prosic and Rezvan

Trustee Deathe, seconded by Trustee Galindo moved: That if the previous runner up says no, that the City of Hamilton be authorized to initiate a by-election. The motion Failed on the following division of votes:

In Favour: (4) Trustees Danko, Deathe, Galindo and Johnstone. Student Trustees Prosic and Rezvan Opposed: (5) Trustee Archer, Bingham, Buck, Paikin Miller and Mulholland.

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Reports from Legislated Committees 11. Special Education Advisory Committee – June 12, 2019 RESOLUTION #19-102: Trustee Deathe, seconded by Trustee Bingham, moved: That the Special Education Advisory Committee – June 12, 2019 be approved including the Special Education Plan 2019-2020.


Trustee Galindo was out of the room

12. Resolution Into Committee of the Whole (Private Session) RESOLUTION #19-103: Trustee Danko, seconded by Trustee Paikin Miller, moved: That the Board move into Committee of the Whole (Private), this being done at 8:59 p.m.

CARRIED UNANIMOUSLY


Trustees moved into open session to extend the meeting at 10:00 p.m. RESOLUTION #19-104: Trustee Danko, seconded by Trustee Bingham, moved: That the Board extend the meeting by 30 minutes.

CARRIED UNANIMOUSLY

Trustees Archer and Paikin Miller and Student Trustees Prosic and Rezvan were not in the room

The open session resumed at 10:22 p.m. RESOLUTION #19-105: Trustee Archer, seconded by Trustee Galindo, moved: That the Board extend the meeting by 15 minutes.

CARRIED UNANIMOUSLY


13. Finance & Facilities Committee – June 13, 2019 Item B Secondary Field Strategy RESOLUTION #19-106: Trustee Mulholland, seconded by Trustee Galindo, moved: That Item B Secondary Field Strategy of the Finance & Facilities Committee Report – June 13, 2019 be approved including:

• That the Secondary School Field Strategy be revised to include artificial turf fields for all schools that have not had a natural turf field installed or a contract awarded; and

• That a plan be developed to provide artificial turf fields at all secondary schools


14. Committee of the Whole (Private) – June 17, 2019 RESOLUTION #19-107: Trustee Danko, seconded by Trustee Galindo, moved: That the report of the Committee of the Whole (private) – June 17, 2019 be approved including:

• That the Finance & Facilities Committee reports from June 4th and June 13th be received. • That the Human Resources Committee report from June 11th be received.


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15. Oral Reports from: A. Student Trustees’ Report Student Trustees Prosic and Rezvan shared the following highlights:

• Take the Lead Student Leadership Conference, Learning, Empowerment and Development took place on May 31, 2019 from 9:45 a.m. – 1:00 p.m. and it was a great success with only one school unable to attend. They are already planning next year’s event.

• OSTA/AECO are in the process of appointing their cabinet and working group co-chairs as well as a new Chief Financial Officer.

• The Student Trustees made a reference book for the upcoming Student Trustees to use as a guideline and can be updated from year to year.

• Final Senate meeting with and lot of great feedback. Thanks was given to Superintendent Paul Denomme and staff for their support over the past year.

B. Director’s Report The Director shared the following highlights:

• The Director spoke of the year of transitions and shared his thanks with Executive Council and to the Board for making the tough decisions especially during the budget process.

• The Director was excited about the new schools that will be opening, Bernie Custis and Shannen Koostachin. He asked Trustees to enjoy the graduations and watching the students as they move onto the next phase. He stated that Public Education is about changing lives and to never underestimate the power for change that you have. He thanked the Board for their leadership.

C. Chair’s Report The Chair asked fellow Board members to reflect on how far they have come in the half year since they were elected especially with the changes that have occurred since their election. She thanked the Board for their hard work and dedication and is looking forward to the year ahead with this Board. The meeting adjourned 10:48 p.m.

http://www.hwdsb.on.ca/sjam/events/take-the-lead/

Special Board Minutes June 17, 2019



Trustees: Kathy Archer, Christine Bingham, Becky Buck, Dawn Danko, Penny Deathe, Cam Galindo, Alex Johnstone, Ray Mulholland, Carole Paikin Miller and Paul Tut (electronically). Student Trustees Cameron Prosic and Tara Rezvan. 1. Call to Order Alex Johnstone, Chair of the Board, called the meeting to order at 5:44 p.m. 2. Declarations of Conflict of Interest None.

3. Educational Development Charges: By-Law Adoption Chair Johnstone read a script about Educational Development (EDC) charges followed by the Director who shared the background and calculation of the EDC’s. Cynthia Clarke shared some Ministry updates and addressed the shortfall of funding from the Ministry. The implementation will take place on July 6, 2019 which coincides with the City’s DC Indexing recognizing that the industry was not expecting increased rates. Public meeting updates were shared as well as Bill 108. Delegation Jeff Neven who is the Executive Director of Indwell spoke to the Board sharing the impact that the EDC’s have on low income housing and disabled people affected by deep poverty. He shared that each day they receive three applications for housing yet are only able to offer or build about 50 dwellings per year. He shared how they are funded by the government for only 1/3 of the costs to build and are required to fundraise for the remaining funds required. He spoke of the additional costs that EDC’s add to the final bill and how this affects the number of new builds per year which in turn affects those suffering from deep poverty. He requested that the Board provide exemptions for those in need of low income housing or perhaps scale the EDC’s based on square footage of the dwellings. Trustees asked questions of both staff and Mr. Neven. It was indicated that we are connected with the co-terminus Board and our decision affects the other Board’s EDC’s as well. The co-terminus Board have currently passed a resolution to charge EDC’s. This is a five year agreement. It was noted that no Boards across Ontario have adopted a By-Law that would scale the EDC’s due to the current legislative caps or offer exemptions. Trustees felt that they could reconsider further discussion of scaled EDC’s once the cap by the Ministry has been lifted. RESOLUTION #19-93: Trustee Archer, seconded by Trustee Paikin Miller, moved: That HWDSB resolve that no further public meeting, with respect to the proposed Education Development Charges By-Law, is necessary.


RESOLUTION #19-94: Trustee Danko, seconded by Trustee Archer, moved: That the Education Development Charges By-law as well as the underlying EDC policies contained in the By-law, come into force on July 6, 2019, with a residential EDC rate of $1,339.00 per dwelling unit, increasing to $1,573.00 per dwelling unit on July 6, 2020. The EDC rate is applicable to lands in the City of Hamilton. Further that the non-residential

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rates of $0.41 per square foot of gross floor area coming into force on July 6, 2019, increasing by $0.02 per annum to July 5, 2023 and by $0.03 commencing July 6, 2023 be approved.


The meeting adjourned 6:44 p.m.

Committee Report

Presented to: Board Meeting date: September 16, 2019

From: Parent Involvement Committee Meeting date: June 11, 2019 The committee held a meeting on June 11, 2019 from 6:30 - 8:45 p.m. at the Education Centre, 20 Education Court, Hamilton, Ontario, with Chair Amanda Fehrman presiding.

Members present were: Lianne Broughton, John Huculiak, Heather Lambert-Hillen, Mike Palma, Amanda Fehrman, Joanne Thompson, Susan Millman, Shelley Stacey, Nicole Burton, Corrie Ledgerwood, Gint Murphy, Amanda Lloyd, Tyler McNeil, Céline Legret, and Trustee Becky Buck.

************************************

INFORMATION ITEMS: A. 21st Century Learner Bill Torrens, Superintendent of Program and Mary Anne Gage, System Principal provided an overview of the plan for the 2019/2020 school year. Bill is seeking input from committee members around parent consultation through this process. Committee members had the opportunity to ask questions. B. Facilities – Annual Update Dave Anderson, Senior Manager, Facilities Management provided the annual update. A link to the report will be made available to the committee. Question and answer time followed. C. Parent Voice Survey – Results sharing Shawn McKillop Communication and Community Engagement Manager provided a presentation which contained high level parent feedback. PIC provided further insight into the data. D. Standing Items Updates were provided for the following Standing items:

• Profiling Volunteer Excellence sub-committee • French as a Second Language Advisory Committee • Rural Schools • Active and Sustainable School Transportation • Home and School Update • Trustee Update

Respectfully submitted, Amanda Fehrman, Chair

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Committee Report

Presented to: Board Meeting date: Sept. 16, 2019

From: Human Rights & Equity Community Advisory Committee Meeting date: June 24, 2019 The committee held a meeting on June 24, 2019 from 4:30 – 5:00 p.m. at the Education Centre, 20 Education Court, Hamilton, Ontario, with Acting Chair Sara Gill presiding.

Members present were: Maise Raymond-Brown, Ahona Mehdi, Jessica Bowen, Deborah Simon, Kim Sewon, Sara Gill, Coley Baisden and Trustee Paikin-Miller.

*************************************

ACTION: A. Advisory Committee – Request to continue beyond original mandate of the 2018-19 academic year Trustees originally approved this advisory committee for the 18/19 school year with terms ending on June 30, 2019. This was the first year for the committee and the committee met 4 times. The members believe they have just established relationships and an understanding of the work of HWDSB and see a need to continue to support. In August, 2019, HWDSB launched the Equity Action Plan (3 year plan) which speaks to the role of an Advisory Committee to support and provide input into our work. The committee has indicated an intent to meet every two months in support of the Equity Action Plan. The committee is also involved in providing input into equity-related procedures in support of the Equity and Inclusion Policy. On motion of Coley Baisden and Maisie Raymond-Brown, the Human Rights & Equity Community Advisory Committee RECOMMENDS: that the advisory committee be permitted to continue beyond the mandated 2018-19 academic year and continue under the Community Advisory Terms of Reference.

Respectfully submitted, Sara Gill, Acting Chair

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EXECUTIVE REPORT TO

BOARD

TO: BOARD

FROM: Manny Figueiredo, Director of Education

DATE: September 16, 2019

PREPARED BY: Stacey Zucker, Associate Director, Support Services

David Anderson, Senior Manager, Facilities Management

Ellen Warling, Manager, Planning, Accommodations, & Rentals

Robert Fex, Senior Planner

RE: 2019 Capital Priorities Project Funding Submission

Action X Monitoring □

Recommended Action:

That the Board approve the 2019 Capital Priority Projects for submission to the Ministry of Education by the

required deadline of September 30, 2019.

Rationale/Benefits:

Hamilton-Wentworth District School Board has received over $193 million in funding between the 2012 and

2017 funding submissions. Successful capital project submissions have included funding for two new secondary

schools, eight new elementary schools and several significant additions and/or renovations at one secondary

and eleven elementary schools. See table below for breakdown of recent successful capital funding

submissions.

Submission Date

Received

Funding

Received Projects

2012 Capital

Priorities February 2013 $40 Million

Bernie Custis, Saltfleet addition, Cootes Paradise

addition/ renovations

2013 Capital

Priorities May 2014 $45.2 Million Tiffany Hills, Nora Frances Henderson Secondary School

2014 School

Consolidation

Capital

Projects

March 2015 $21 Million

Classroom Renovations at Franklin Rd, Queensdale and

GL Armstrong, and classroom additions at Pauline

Johnson and Ridgemount as part of the Central

Mountain accommodation review. Classroom

renovations at Hillcrest, V. Montgomery, and WH

Ballard as part of the E. Hamilton accommodation

review. West Flamborough accommodation review –

new Rockton ES and funding toward new school on

Greensville school site

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2016 Capital

Priorities

Projects

Nov 2016 $27 Million

East Hamilton II and Lower Stoney Creek reviews, and

Summit Park submissions. New Eastdale school and

childcare, new Shannen Koostachin school, and

renovations at Sir Wilfrid Laurier.

2016 School

Consolidation

Capital

Projects

August 2017 $33.5 Million Collegiate Ave, Memorial (SC), Glendale Campus (Glen

Brae, Glen Echo, Sir Isaac Brock)

2017 Capital

Priorities

Projects

March 2018 $25.8 Million Frank Panabaker addition, Rockton ES, Spring Valley, and

Mount Albion addition

Background:

The capital priorities identified in Appendix A and summarized in the chart below meet Ministry of Education

business case criteria as identified in Memorandum 2019:B17 (Appendix B). The Capital Priorities Program

(CPP) provides school boards with an opportunity to identify and address their most urgent pupil

accommodation needs, including:

accommodation pressures;

replacing schools in poor condition;

supporting past consolidation decisions;

providing facilities for French-language rights holders in under-served areas; and

creating child care spaces in schools.

The ministry will assess all proposed projects using project-specific quantitative and qualitative measures

depending upon the category of project.

Priority 4 and 5 are EDC eligible for site purchase and are identified in Appendix C. HWDSB staff are

currently working to identify the need for childcare space in the three proposed project locations. Appendix-

A indicates “to be announced” (TBA) under the childcare section which indicates that HWDSB will apply for

childcare space if any locations are deemed appropriate.

Summary Points

The submission deadline for all capital funding requests is September 30, 2019.

The 2019-20 Capital Priorities projects are expected to be completed and open no later than the

2023-24 school year.

School boards have an opportunity to request child care capital funding for Capital Priorities projects,

if the local Consolidated Municipal Service Manager (CMSM) or District Social Services Administration

Priority Project Project Type

Accommodation Review

Completed

Enrolment

Pressure

School

Consolidation

Facility

Condition Childcare Joint Use

Community

Hub

1 Rousseau New School May 29, 2017 TBA

2 SJAM Hub New School June 5, 2017 TBA

3 Sherwood New School May 28, 2012 TBA

4 Binbrook II New School N/A TBA

5

Upper

Stoney

Creek

New School N/A TBA

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Board (DSSAB) support the need and confirm the proposed new space will not result in an operating

pressure for the CMSM or DSSAB.

School boards are encouraged to standardize the design of new school construction. The ministry will

be exploring ways to leverage this opportunity going forward.

School boards are encouraged to identify opportunities to use modular construction methods for any

one of their project submissions. The ministry will work with those boards to further develop those

opportunities as appropriate.

School boards are encouraged to identify opportunities to work together on joint-use school project

submissions.

School boards are required to seek ministry approval during key project milestones. The ministry is

developing options to increase school board compliance to the existing capital approval process.

All public announcements regarding capital investments in the publicly funded education system,

including those previously funded, are joint communications opportunities for the provincial

government, the school board, the CMSM or DSSAB, and/or community partners.

Conclusion:

After reviewing the Ministry business case criteria and the existing HWDSB needs, staff have identified five

projects for which business cases will be submitted. Staff has prioritized these projects based on this Ministry

criteria and the Board needs. The business cases are due on September 30, 2019 and based on previous

experience, the Board could expect to hear about the success of the business cases in the new year.

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Appendix A

Priorit

y

Proje

ct

Proje

ct T

ype

Accom

modatio

n

Review

Com

plete

d

Enrolm

ent Pre

ssure

School C

onsolid

ation

Facil

ity C

ondition

Childca

re

Join

t Use

Comm

unity H

ub

Rationale

8 Rousseau** New SchoolMay 29,

2017 TBA

Proposing a K-8 elementary school on the Rousseau site as per the Board of Trustees decision May 29, 2017 regarding the Ancaster

accommodation review (AR). The new Rousseau school is proposed to replace the existing Rousseau school. The existing school is a K-6

english track elementary school. The new Rousseau will also accommodate the Rousseau catchment grades 7 and 8 that currently attend

Panabaker and approximately 50% of the French Immersion students that currently attend Panabaker. The construction of Rousseau will allow

the Board to complete the recommendations of the Ancaster PAR and close the Fessenden school building. In addition, Rousseau currently has

an FCI of 71% and therefore is considered in "poor" condition. The construction will remove Rousseau from the schools listed in poor condition

in the Long-Term Facilities Master Plan.

9 SJAM Hub New SchoolJune 5,

2017 TBA

Proposing a K-8 elementary school on the Sir John A. Macdonald school site as per the Board decision June 5 2017 regarding the West Hamilton

City accommodation review. The new school would replace Hess St and Strathcona schools consolidating students from both schools. The two

closing schools collectively have approximately $2.2 million in high and urgent renewal needs and $5 million in benchmark and accessibility

needs. Closing the two facilities would remove approximately 100 pupil places in the West Hamilton City planning area, and provide enhanced

learning environments to support student achievement. In addition, the Board has been working with Community partners to develop a joint

business case to support a community hub. The school would be a key component of the hub.

10 Sherwood New SchoolMay 28,

2012 TBA

Proposing the construction of a replacement secondary school for Sherwood Secondary. Sherwood currently has an FCI of 74%. The Board has

done a feasibility study on completing the benchmark work at Sherwood and this would be very costly and disruptive. Rebuilding Sherwood

would be a more cost effective and less disruptive accommodation solution for students and staff. Current and future generations of students

would have access to quality learning and teaching environments to maximize learning and program delivery. HWDSB will contribute

$9,012,000 of identified funding to the project.

7 Binbrook II New School N/A TBA

Proposing a new JK-8 elementary school in Binbrook. The new school is required to address the short and long term accommodation of the

South Glanbrook community due to residential growth. This is evident due to the fact that Bellmoore has an enrolment of 1,100 even though

the OTG is 640. In addition, students in this area have started to be redirected to Shannen Kostachin this 2019 school year. The proposed

school site has been identified as institutional in municipal secondary planning and is approximately 6 acres. It has also been identified in our

EDC By-law. The land is in the area of the intersection of Binbrook Rd and Fletcher Rd.

9Upper Stoney

CreekNew School N/A TBA

Proposing a JK-8 elementary school in Upper Stoney Creek. The new school will address the accommodation pressures in Upper Stoney Creek.

The proposed school site has been identified as institutional in municipal secondary planning and is approximately 6 acres. It has also been

identified in our EDC By-law. Estimated purchase of site is 2019. The land is in the area of the intersection of Green Mountain Rd W and First

Rd W.

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Appendix A

MOE Business Case Considerations

1) Enrolment Pressure: Projects will accommodate pupils where enrolment is currently or is projected to persistently exceed capacity at a school or within a group of schools, and students are currently housed in non-permanent space (e.g., portables).

2) School Consolidations: Projects that support the reduction of excess capacity in order to decrease operating and renewal costs and address renewal need backl ogs. These projects may also provide other benefits such as improved program offerings, accessibility or energy efficiency. Projects linked to an accommodation review must have a final trustee decisions on the outcome of the pupil accommodation review by August 5, 2016.

3) Facility Condition: Projects will replace schools that have higher renewal needs than the cost of constructing an appropriately sized new facility.

4) French-language Accommodation: Projects will provide access to French-language facilities where demographics warrant. Such projects will only be considered eli gible if the school board can demonstrate that there is a sufficient French-language population not being served by an existing French-language school facility.

Childcare- The MOE is willing to fund capital costs associated with the construction of child care spaces in new school and school approved for major expansions and renovations.

Joint Use-The MOE encourages boards to consider collaborative capital project submission involving two or more school boards. The MOE w ill review all joint use projects for funding consideration before evaluating any other submissions.

Community Hub-the ministry encourages school boards to consider collaborative capital project arrangements between school boards and community partners. The community partner must provide capital funding for the project, and the project must not result in additional operating costs for the school board.

Project Evaluation

The ministry will assess all proposed projects using project-specific quantitative and qualitative measures depending upon the category of project.

For Accommodation Pressures and French-Language Accommodation projects:• Assessments will be based on school-level capacity ratings, historical enrolment trends, enrolment forecasts, and geographic distribution of students; and • Priority consideration will be given to projects that are addressing accommodationpressures with a utilization greater than 1 00%, including consideration of availablecapacity in nearby schools, within the next five to nine

years.

For Facility Condition and School Consolidation projects: • Assessments will be based on the projected operating and renewal savings and the removal of renewal backlog needs relative to the project cost; and • Priorities will be given to projects with the highest expected Internal Rate of Return. This will be calculated using the exp ected cost of the project compared to the expected savings resulting from the project.

For child care projects:

• Assessments will also be based on an evaluation of the project’s cost-effectiveness,including any anticipated site costs or costs related to the displacement of schoolspace, and how the project addresses community needs and service gaps; and

• Priority will be given to projects in new schools.

In addition to project specific assessments, the following school board performance measures will also be considered for all Capital Priorities project categories: • School board’s ability to build to ministry benchmark costs as evidenced by past projects; • School board’s ability to deliver projects within target timeframes as evidenced by past projects; • School board’s history of meeting the ministry’s capital accountability measures (Appendix F); • Enrolment and utilization trends for projects of the school board which have previously been funded; and • Number of projects the school board currently has underway and the status of these projects in relation to approved funding a nd opening dates.

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1

Ministère de l’Éducation

Bureau du sous-ministre adjoint Division du soutien aux immobilisations et aux affaires

15e étage 315, rue Front ouest Toronto ON M7A 0B8 Tél. : 416 212-9675 Téléc. : 416 325-4024 ATS : 1-800-268-7095

Ministry of Education

Office of the Assistant Deputy Minister Capital and Business Support Division

15th Floor 315 Front St West Toronto ON M7A 0B8 Tel.: 416 212-9675 Fax.: 416 325-4024 TTY: 1-800-268-7095

2019: B17

MEMORANDUM TO: Directors of Education Children’s Service Leads, Consolidated Municipal Service Managers (CMSMs) and District Social Services Administration Boards (DSSABs) Secretary/Treasurers of School Authorities

FROM: Joshua Paul Assistant Deputy Minister Capital and Business Support Division

DATE: July 22, 2019

SUBJECT: Announcement of launch of 2019-20 Capital Priorities Program, including Child Care Capital Funding and review of School Construction Standards

This memorandum provides details of the launch of the 2019-20 Capital Priorities Program, including requests for child care capital. Additionally, the ministry will initiate a review of its School Construction Standards.

The Capital Priorities Program (CPP) provides school boards with an opportunity to identify and address their most urgent pupil accommodation needs, including:

• accommodation pressures;• replacing schools in poor condition;• supporting past consolidation decisions;• providing facilities for French-language rights holders in under-served areas; and• creating child care spaces in schools.

Appendix B10-6

2

Summary of the 2019-20 Capital Priorities Program

• The submission deadline for all capital funding requests is September 30, 2019.

• The 2019-20 Capital Priorities projects are expected to be completed and open nolater than the 2023-24 school year.

• School boards have an opportunity to request child care capital funding for CapitalPriorities projects, if the local Consolidated Municipal Service Manager (CMSM) orDistrict Social Services Administration Board (DSSAB) support the need and confirmthe proposed new space will not result in an operating pressure for the CMSM orDSSAB.

• School boards are encouraged to standardize the design of new school construction.The ministry will be exploring ways to leverage this opportunity going forward.

• School boards are encouraged to identify opportunities to use modular constructionmethods for any one of their project submissions. The ministry will work with thoseboards to further develop those opportunities as appropriate.

• School boards are encouraged to identify opportunities to work together on joint-useschool project submissions.

• School boards are required to seek ministry approval during key project milestones.The ministry is developing options to increase school board compliance to theexisting capital approval process.

• All public announcements regarding capital investments in the publicly fundededucation system, including those previously funded, are joint communicationsopportunities for the provincial government, the school board, the CMSM or DSSAB,and/or community partners.

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3

Design Standardization and Benchmark Review

School boards are encouraged to standardize and repeat the design of new school construction. Going forward, the ministry will explore opportunities to drive efficiencies in the design and procurement of new school construction.

This work will recognize the need to review the existing cost and space benchmarks, building on the work first developed by the Expert Panel on Capital Standards in 2009-10.

School boards are encouraged to look at creative and lower-cost solutions (e.g., locating a school within a podium instead of purchasing acres of land) when developing business cases for consideration that also address accessibility in the design and meet requirements of the Accessibility for Ontarians with Disability Act (AODA).

Project Submissions

As with previous rounds of the Capital Priorities Program, funding for Capital Priorities projects will be allocated on a business case basis for new schools, retrofits, and additions that need to be completed by the 2023-24 school year. School boards are invited to identify up to their 10 most urgent Capital Priorities and submit the associated business cases through the School Facilities Inventory System (SFIS) in order to be considered for funding approval.

New for the 2019-20 Capital Priorities Program, there are two template reports that are required to be submitted per submission:

1) Business Case - Part A (Enrolment and School Capacity Data)

Boards are required to provide an overview of current and projectedaccommodation needs for the proposed capital project, including schools withinthe local proximity of the selected project site.

2) Business Case - Part B (Written Report)

Boards are required to provide a written description of the project, includingdetailed information on the rationale, proposed scope of work and demonstratewhy alternate options have not been pursued.

For information regarding the eligibility and evaluation criteria for project submissions, please see Appendix A.

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4

Child Care Space in Schools

With support from their local CMSM or DSSAB, school boards have an opportunity to request capital funding for the creation of new child care space as part of their Capital Priorities submission.

For all child care project requests through Capital Priorities, school boards and their local CMSM or DSSAB partner must complete and submit a Joint Submission - Capital Funding for Child Care form with their Capital Priorities business case.

For information regarding the child care project submissions, please see Appendix B.

Other Considerations for Project Submissions

Pilot of Modular Construction Methods The ministry continues to seek opportunities to identify efficiencies related to the provision of pupil accommodation. For this round of the Capital Priorities Program, the ministry will run a pilot program to assess the merits of modular construction. As such, the ministry will be considering for selection projects to be constructed using modular methods.

As part of their written submission, school boards are asked to identify whether they are interested having a project participate in the pilot program. Proposals should illustrate the benefits of the using modular construction over traditional construction to address their pupil accommodation needs.

Joint-Use Capital Projects The ministry encourages all school boards to consider collaborative capital project arrangements between school boards. This includes maximizing the opportunities of co-location, particularly in rural, northern or smaller communities.

The ministry will be reviewing all capital proposals submitted by boards for ministry funding to ensure joint-use opportunities between boards have been explored before funding is granted.

School boards seeking Capital Priorities funding approval must:

• Document efforts made to explore joint-use opportunities for each capital projectfunding request as part of the business case submissions; and

• Demonstrate a willingness to participate with co-terminus school boards in joint-useschool opportunities.

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5

For joint-use school proposals, all participating boards must:

• Include the project as part of their Capital Priorities submission; and• Explain the role of the joint-use nature of the project on expected improvements to

student programming and operational efficiency.

Submission Requirements Summary

The 2019-20 Capital Priorities submission requirements include the following documents:

1) Business Case - Part A (Enrolment and School Capacity Data)2) Business Case - Part B (Written Report)3) Joint Submission - Capital Funding for Child Care Form (If Applicable)

School boards will be able to access Capital Priorities submission templates and Joint Submission - Capital Funding for Child Care form through SFIS.

School boards are required to submit their completed submissions through SFIS no later than September 30, 2019. The ministry will not accept submissions after this date.

Capital Priorities Program – Project Accountability Framework

The ministry has established a series of measures and guidelines regarding the development and construction of major capital projects. As part of the ministry’s capital approval process, boards are required to seek ministry approval during key project milestones. Please see Appendix C: Capital Approval Process Chart for further details.

In recent years, there has been an increase in the frequency of projects proceeding without following the Project Accountability Framework. As a result, ministry staff are developing options to increase school board compliance to the existing capital approval process.

Communications Protocol

School boards are reminded to follow the ministry’s communications protocol requirements for all ministry funded major capital construction projects as outlined in Appendix D.

Should you have any questions related to the communication requirements, please contact Dylan Franks, Senior Information Officer, Communications Branch at 437-225-7712 or [email protected].

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mailto:[email protected]

6

Ministry Contact

Capital Priorities Program

If you have any Capital Priorities Program questions, or require additional information, please contact the Capital Analyst assigned to your school board or:

Patrizia Del Riccio, Manager, Capital Program Branch at 416-885-2950 or [email protected] or

Paul Bloye, Director, Capital Program Branch at 416-325-8589 or at [email protected]

Child Care Program

If you have any child care program questions, or require additional information, please contact Jeff O’Grady, Manager, Capital Policy Branch at 416-918-1879 or at [email protected].

We look forward to working with you to identify and develop your capital projects.

Original signed by:

Joshua Paul Assistant Deputy Minister Capital and Business Support Division

Appendices:

Appendix A: Eligibility and Evaluation Criteria Appendix B: Child Care Capital Project Submission Requirements Appendix C: Capital Approval Process Chart Appendix D: Communications Protocol Requirements

C: Senior Business Officials Superintendents and Managers of Facilities Managers of Planning Early Years Leads CAOs of Consolidated Municipal Service Managers CAOs of District Social Services Administration Boards Debra Cormier, Director, Field Services Branch, Ministry of Education

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7

Appendix A: Eligibility and Evaluation Criteria

Eligible Project Categories

Projects eligible for funding consideration for this round of the Capital Priorities Program must meet one or more of the following category descriptions:

1) Accommodation Pressure: Projects will accommodate pupils where enrolmentpresently is or is projected to persistently exceed capacity at a school or within agroup of schools, and students are currently housed in non-permanent space (e.g.,portables).

2) School Consolidations: Projects that support the reduction of excess capacity inorder to decrease operating and renewal costs and address renewal need backlogs.These projects may also provide other benefits such as improved program offerings,accessibility or energy efficiency. Projects associated with consolidations and/orclosures that require a Pupil Accommodation Review will not be eligible for fundingpurposes.

3) Facility Condition: Projects will replace schools that have higher renewal needs thanthe cost of constructing a new facility of approximately the same size.

4) French-language Accommodation: Projects will provide access to French-languagefacilities where demographics warrant. Such projects will only be considered eligibleif the school board can demonstrate that there is enough French-languagepopulation not being served by an existing French-language school facility.

Projects matching the following descriptions will not be considered for Capital Priorities funding purposes: • Projects addressing an accommodation pressure as a result of a specialized or

alternative program such as French Immersion; • Projects for additional child care space that is not associated with a priority school

project (i.e., stand-alone child care project); • Projects associated with consolidations and/or closures where a Pupil

Accommodation Review has not been completed; • Requests for Land Priorities funding;• Projects that have been previously funded by either the ministry or the school board;• Projects that should be funded through renewal funding; and• Projects addressing school board administrative space.

If school boards are considering resubmitting previously submitted projects that did not receive Capital Priorities funding approval, they are encouraged to review ministry

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comments in funding decision letters. Please contact your Capital Analyst for further clarification.

Project Evaluation The ministry will assess all proposed projects using project-specific quantitative and qualitative measures depending upon the category of the project.

For Accommodation Pressures and French-Language Accommodation projects: • Assessments will be based on school-level capacity of impacted schools, including

those in close proximity, historical enrolment trends, enrolment forecasts, andgeographic distribution of students; and

• Priority consideration will be given to projects that are addressing accommodationpressures with a utilization greater than 100%, including consideration of availablecapacity in nearby schools, within the next five to nine years.

For Facility Condition and past School Consolidation projects: • Assessments will be based on the projected operating and renewal savings and the

removal of renewal backlog needs relative to the project cost; and• Priority will be given to projects with the highest expected Internal Rate of Return.

This will be calculated using the expected cost of the project compared to theexpected savings resulting from the project.

For child care projects: • Assessments will also be based on an evaluation of the project’s cost-effectiveness,

including any anticipated site costs or costs related to the displacement of schoolspace, and how the project addresses community needs and service gaps; and

• Priority will be given to projects in new schools.

In addition to project specific assessments, the following school board performance measures will also be considered for all Capital Priorities project categories: • School board’s demonstrated willingness to participate with co-terminus school

boards in joint-use school opportunities;• School board’s ability to build to ministry benchmark costs as evidenced by past

projects;• School board’s ability to deliver projects within target timeframes as evidenced by

past projects;• School board’s history of meeting the ministry’s capital accountability measures;• Enrolment and utilization trends for projects of the school board which have

previously been funded; and• Number of projects the school board currently has underway and the status of these

projects in relation to approved funding and opening dates.

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The ministry will expect that school boards will explore various options before submitting their business cases for a specific option. School boards must be able to identify the cost differentiation and considerations of various options within its submitted business case.

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Appendix B: Child Care Capital Project Submission Requirements

Child Care Eligibility

The ministry will consider funding child care capital projects as part of new school and larger school construction projects under Capital Priorities, where there is a need for new child care construction and/or renovations to existing child care spaces for children 0 to 3.8 years of age. School boards will need to have the support of the corresponding Consolidated Municipal Service Manager (CMSM) or District Social Services Administration Board (DSSAB) regarding the eligibility and viability requirements to build or renovate child care rooms in the identified school.

When selecting a school for child care, school boards, CMSMs and DSSABs should consider available operating funding, school capacity, location, long-term viability, cost effectiveness, age groups, accommodation pressures/service gaps, demand, local child care plan, etc. prior to signing the child care joint submission. When considering long-term school viability, school board planners, CMSMs and DSSABs must consider at least the next five years and use population projections as well as other local data to inform submission decisions including an assessment of:

• Existing empty space within the school.• Whether or not the school is in an accommodation review, and could potentially

close, consolidate or remain open.• Whether or not the child care could potentially be part of a joint use capital

project, especially in rural, northern, and small communities.• Whether the school has existing child care space.• The average daily enrollment and the on-the-ground capacity of the school.• Current utilization rates, and historical/forward trend analysis.• Number of existing empty classrooms.

Ministry Prioritization of Eligible Child Care Capital Projects

The ministry will use the following factors to prioritize child care capital projects under this policy should the number of eligible submissions surpass available funding:

• whether the child care space is part of a new school (projects in new school are apriority);

• cost effectiveness of project;• community need/service gaps;• child care replacement due to school closure/accommodation review; and• equitable geographic disbursement of new child care spaces.

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Child Care Operational and Accountability Requirements

Approved new construction of child care rooms must meet the following operational and accountability requirements:

• The child care rooms will not result in an operating pressure for the CMSM orDSSAB.

• The physical space will be owned by the school board and leased to the childcare operator, CMSM or DSSAB. School boards are not to charge operatorsbeyond a cost-recovery level.

• School boards will operate on a cost-recovery basis and recover theiraccommodation costs (e.g., rent, heating, lighting, cleaning, maintenance, andrepair costs) directly from child care operators and/or CMSMs and/or DSSABs asper the school board’s usual leasing process. School boards are not expected totake on additional costs to support facility partnerships, although school boardswill continue to use their discretion in supporting partnerships based on theirstudent achievement strategy.

• School boards are required to follow the capital construction approval process forthe new construction and/or renovations of child care rooms. As per the ministry’sCapital Accountability Requirements, school boards will be required to submit aspace template before designing the project, where applicable. School boardswill require an approval to proceed (ATP) before the project can be tendered.

• School boards, CMSMs and DSSABs should contact their child care licensingrepresentative as soon as possible as all child care capital projects require a floorplan approval letter issued by the Ministry of Education’s Child Care QualityAssurance and Licensing Branch prior to receiving an ATP or startingconstruction. In order to streamline the floor plan approval process, schoolboards, CMSMs and DSSABs should note to their child care licensingrepresentative if the child care floor plan has been used in the past (i.e., a repeatchild care floor plan design) or if the child care floor plan will be used for multiplechild care sites in the near future.

• Child care space will not count as loaded space for the purposes of the facilityspace template. The facility space template should provide details of the childcare space under the section “Community Use Rooms.”

• School boards will be held accountable for implementing appropriate measuresto ensure that the cost and scope of approved child care capital projects arewithin the approved project funding and do not exceed the ministry’sbenchmarks.

• Rooms must be built in accordance with the Child Care and Early Years Act,2014 (CCEYA).

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• It is expected that all new child care rooms funded under this policy will be built toaccommodate a maximum group size for each age grouping for children 0 to 3.8years (e.g., 10 infant spaces, 15 toddler spaces, 24 preschool spaces, and 15family age grouping spaces), and that child care rooms will be for exclusive useduring the core school day. Although unobstructed space requirements are perchild, infant and toddler group sizes require additional space for separate sleepareas, change area, etc. These should be considered when developing child carefloor plans. Considerations should also include the long-term use of the room,including the ability to convert to other child care age groups or for classroomuse.

• It is important that school boards, CMSMs and DSSABs are taking intoconsideration licensed child care operator viability, and flexibility whereappropriate, when determining appropriate mix of age groupings. Programscreated will support continuity of services for children and families in order toaccommodate children as they age out of programs. For example, if a toddlerroom is included in the child care capital project proposal a preschool roomshould also be available, unless a family age grouping room is in place.

• For the purpose of this policy, an eligible child care operator:

• is a third-party operator or municipal operator; and• is expected to continue operating in the location for at least five years; and• has a purchase of service agreement with the CMSM or DSSAB; or• is a licensed child care centre that is eligible to receive fee subsidy payments

from the CMSM or DSSAB.

• Capital funding for child care cannot be used to address other school boardcapital needs. Funding will not be provided for school-age child care spaces asthe ministry will not fund exclusive space for before and after school child careprograms.

Child Care Capital Funding Calculation and Eligible Expenses

The construction of child care rooms will be funded using the current elementary school construction benchmarks (for both elementary and secondary schools under this policy), including the site-specific geographic adjustment factor (GAF). For this policy, the loading factor used to calculate the capital funding will be 26 pupil places per room regardless of age groupings (e.g., infant, toddler, preschool, and family age grouping rooms will all be funded based on 26 pupil places per room). This approach allows school boards to build child care rooms at maximum group size and allow flexibility to address potential changes under the CCEYA. This funding formula will apply to all new construction of child care, including the replacement of existing child care due to school closure or accommodation review.

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Capital Funding for New Construction of Child Care Rooms

= 26 Pupil Places

x

Elementary Construction Cost Benchmark

x Elementary

Area Benchmark

x Site Specific GAF

Note: The capital funding for renovation projects for child care will be a maximum of 50 per cent of the capital funding for new construction projects.

Eligible expenses include:

• first-time equipping; and• expenses incurred to meet CCEYA and Building Code standards, which qualify

under the Tangible Capital Assets Guideline (TCA), revised April 2015.

Application Process – Child Care Joint Submission

The Child Care Joint Submission includes project details and confirms that the child care program meets all eligibility and viability requirements.

In order to be considered for funding for the construction of new child care rooms, school boards must work with their CMSM or DSSAB to submit a jointly signed Child Care Joint Submission. School boards must submit a Child Care Joint Submission signed by both the CMSM or DSSAB Manager of Child Care and Early Years System, the school board Early Years Lead, Capital Lead, and Director of Education.

The Child Care Joint Submission is to be downloaded, completed, and uploaded into the School Facility Information System (SFIS) as well as submitted to school board’s Ministry Early Years Regional Staff and Capital Analyst.

Early Years Joint Submissions must be received by the ministry by September 30, 2019.

The ministry may request supporting documentation following a review of the Child Care Joint Submission.

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Appendix C: Capital Approval Process Chart

Capital Construction Approval Process Updated

Spring 2019

New Schools* All Additions* (incl. Early Years)

All Major Retrofits* (incl. Early Years)

Small Early Years* (Child Care, Child & Family)

Repeat Design New Design>50%

or >$3.0M

<50%

and <$3.0M

>50%

or >$3.0M

<50%

and <$3.0M

Individual Projects <$250K

Pre-

Des

ign

Facility Space Template

Complete template with most recent

adaptation (<5 years)

Board to submit template before hiring architect

Board to submit template before hiring architect

Not Required Board to submit template before hiring architect

Not Required Not Required

Project Manager Board to appoint a Project Manager (either internal staff or external resource). Board to notify Ministry of name and contact info.

Ministry Approval

Ministry must approve scope of

project based upon submitted Space

Template


project based upon submitted Space Template


project based upon submitted Space Template

Not Required


project based upon submitted Space

Template


GOAL Board to retain an architect.

Pre-

Tend

er

Independent Cost Consultant Report

Board to submit final cost of recent

adaptation (<5 years)

Board to submit an Independent Cost Consultant Report

before issuing tender



Not Required




Approval to Proceed (ATP) Request

Board's senior business official to submit the ATP Request Form confirming total estimated project costs does not exceed board's identified funding, including a floor plan approval letter for the child care component. Not Required

Capital Analysis & Planning Tool (CAPT)

Board to confirm that data entered in the CAPT for the requested project is in line with the data provided through the ATP Request Form. Not Required

Ministry Approval Ministry's approval required before proceeding to tender. Approval based on identification of sufficient funding. Not Required GOAL Board to proceed to tender.

Post

-Te

nde

r

Tender exceeds approved funding

Board to either identify additional funding available or make design changes to reduce the project cost. In either case, the board must demonstrate to the Ministry that sufficient funding is available to complete the project.

Tender meets approved funding Board to accept tender bid. Important to ensure all project costs are identified and considered.

* If a child care component is included as part of the project, a floor plan approval letter issued by the Child Care Quality Assurance and Licensing Branch of the Ministry of Education must be submitted as part of the ATP request.

Notes:

• Ministry approvals are not required for retrofits that are 100% funded through School Condition Improvement and Early Years Funding less than $250K.• Consultant to review the design, provide costing analysis and advice, and report on options to ensure cost containment. To be based on drawings that are at least 80% complete.• 50% determined by the following: (Estimated project cost / Latest construction benchmark value of the existing OTG (pre-construction) of the facility).

Definitions: Addition: Expansion of the gross floor area of a facility, including child care and child and family program rooms. Major Retrofit: Major structural renovation or reconstruction of the existing building envelop, including child care and child and family program rooms. It does not include expansion of the existing gross floor area. Any project that does expand the gross floor area, but is funded with Ministry funds or >$1M in Accumulated Surplus is treated as a Major Retrofit.

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Appendix D: Communications Protocol Public Communications, Events and Signage

All public announcements regarding capital investments in the publicly funded education system are joint communications opportunities for the provincial government, the school board, the CMSM/DSSAB, and/or community partners.

Acknowledgement of Support

Acknowledge the support of the Government of Ontario in your proactive media- focused communications of any kind, written or oral, relating to the agreement or the project. This could include but is not limited to:

• Reports• Announcements• Speeches• Advertisements, publicity• Promotional materials including, brochures, audio-visual materials, web

communications or any other public communications.

This is not required for:

• Minor interactions on social media, including social media such as Twitter wherecontent is restricted

• Reactive communications, such as media calls.

Issuing a Media Release

When issuing a media release or other media-focused communication, school boards, CMSMs/DSSABs, and or community partners must:

• Recognize the Ministry of Education's role in funding the project• Contact the Ministry of Education to receive additional content for public

communications, such as a quote from the minister.You can send your public communications to [email protected] to obtain a quote or other information for your public product.

Note: The ministry may also choose to issue its own news release about various project milestones. If the ministry chooses to do so, school boards, CMSMs/DSSABs, and/or community partners will be contacted in advance.

Invitations to the Minister of Education

The Minister of Education must be invited to all public events relating to ministry-funded capital projects. This includes:

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• Openings of new schools• Openings of additions and major renovations including those with new child care

spaces, child and family programs, or community hubs.• Sod turnings and ground breakings• Ribbon cuttings• Official blessings

To invite the minister to your event:

• Send an email invitation at least six weeks in advance of your event [email protected]

• Where appropriate please copy the ministry's regional manager in the Field ServicesBranch, for your area

• Inform the ministry via the email address above if the date of your event changes.

Note: If the minister is unable to attend, your invitation may be shared with another government representative. Their office will contact you directly to coordinate details. Announcements do not need to be delayed to accommodate the minister. The goal is to make sure that the minister is aware of the opportunity.

Signage

The government is currently reviewing its approach to signage on capital projects, you will be notified of changes, if appropriate.

Contact

Should you have any questions related to this communications protocol, please contact Dylan Franks at 437-225-7712 or via email at [email protected].

Note: This communications protocol does not replace school boards' existing partnership with the Ministry of Education's regional offices. Regional offices should still be regarded as school boards' primary point of contact for events and should be given updates in accordance to existing processes.

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GLANBROOK

STONEY CREEK

HAMILTON4

2

Bellmoore

Gatestone

SaltfleetJanet Lee

Tapleytown

Billy Green

Mount Albion

Shannen Koostachin

École Élémentaire Michaëlle Jean

±

NOTE: TBD locations do not reflect actual locations - they

are generalized for identificationpurposes only.

M:\Education Development Charges

2019 EDC Required SitesDesignated

Owned

TBD

Hamilton-Wentworth District School Board Identified Site Requirements as per 2019 EDC By-law

- Est_Year is the estimated year of site acquisition

Site_Num Name Status Est_Year Acres_Requ OTG_Requ City Ward Trustee1 Waterdown Designated 2023 8 625 Flamborough 15 Penny Deathe2 Binbrook Designated 2021 6 625 Glanbrook 11 Alex Johnstone3 Summit Park Owned 2019 8 625 Glanbrook 9 Cam Galindo4 Nash Designated 2022 6 640 Stoney Creek 9 Cam Galindo5 Winona TBD 2029 7 625 Stoney Creek 10 Cam Galindo6 Mount Hope Designated 2030 7 625 Glanbrook 11 Alex Johnstone7 Elfrida II TBD 2033 7 640 Glanbrook 11 Alex Johnstone8 South Ancaster TBD 2027 7 625 Ancaster 12 Alex Johnstone9 Elfrida Designated 2026 7 640 Glanbrook 11 Alex Johnstone10 Elfrida Secondary TBD 2033 15 1250 Glanbrook 11 Alex Johnstone

Appendix C - EDC Site Eligible Proposed New School Locations

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Board Meeting...Board Meeting Monday, September 16, 2019 Trustee Board Room Hamilton-Wentworth...

Documents

Transcript of Board Meeting...Board Meeting Monday, September 16, 2019 Trustee Board Room Hamilton-Wentworth...