Pupil Accommodation Reviewfor Oakville Northeast Accommodation Review Committee (ARC) Orientation Meeting

Wednesday, October 12, 2016Holy Trinity Catholic Secondary School

Opening PrayerLord, look lovingly on the group gathered here.During this meeting as we discuss and deliberateon issues of importance to our students, our parents and our staffHelp us to be guided by Your Spirit.

May we be wise in our discernment Balanced in our judgementFair in our decisionsAnd visionary in our planning.

Though we may, at times, have differing viewsMay we listen to one anotherAnd be guided by our common goals.

May we always be mindfulin our words and actionsOf what is best for all children in our schools.We ask this through Christ our Lord. Amen.

1. Introductions

2. Why Are We Here?

3. Accommodation Review Committee (ARC)

Mandate

Membership

Role and Responsibilities

Future Meetings

Activity: Establishing Our Working Framework

4. Options

5. Resources Materials

6. Next Steps

Our Time Together

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Introductions

Why Are We Here?

Why Are We Here Tonight?

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On Tuesday, October 4, 2016 the Board of Trustees approved a motion to proceed with a Pupil Accommodation Review (PAR) Process for Oakville Northeast.

Pupil Accommodation Review = School Consolidation/Closure Review

Why Consolidate or Close Schools?

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Changing demographics and declining student enrolment

Cost of maintaining empty classrooms

Improved educational opportunities and experiences for students

What Could a PAR Lead To?

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• Possible capital/building investments in schools and their communities.

• New programming options

• New community partnerships

• Status quo

• In December of 2015, the Ministry of Education circulated Memorandum 2015: B16 “Request for School Capital Consolidation (SCC) Projects and New Construction of Child Care” with a March 28th deadline for PAR decisions.

• We expect the Ministry to circulate Round #3 of 4 of the School Consolidation Capital (SCC) memorandum in December, 2016, with a late March, 2017, deadline for PAR decisions.

• If the Board is not successful in the upcoming School Capital Consolidation round, staff will submit as part of the next Capital Priorities round, anticipated for May 2017.

Upcoming Capital Funding Rounds

• If the Board is funded under the 2017 Capital Priorities Funding, the opening date would be pushed back by one (1) year.

• The proposed transition plan will not be initiated until such a time the project is approved to proceed and is fully funded.

Funding Considerations

Why Now?

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• Pupil Accommodation Review Guidelines• Ministry Guidebook for Pupil Accommodation Reviews

Ministry of Education Documents & Resources

• Operating Policy I-09: School Consolidation/Closures • Administrative Procedure VI-35: School Consolidation/Closures• 2013 Long-Term Capital Plan

Halton Catholic District School Board Documents

Key Documents

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The PAR Process

1. Present an Initial Staff Report with School Information Profiles (SIPs)

2. Establish an Accommodation Review Committee (ARC)3. Hold ARC Orientation Session4. Hold ARC Working Meetings (x4)5. Hold Catholic School Council (CSC) Meetings - ‘open

mic’ forum *6. Hold Staff Meetings *7. Hold Public Meetings (x2)8. Present Interim Staff Report with Feedback9. Hold Delegations to the Board10. Present Final Staff Report with Feedback and Delegations

Accommodation Review Committee

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The ARC is an advisory committee established by the Board that represents the school(s) affected by a Pupil Accommodation Review

which acts as the official conduit for information shared between the Board and the affected school communities.

Section 1.0 - Mandate

Section 1.1

The Mandate of the ARC

Section 1.0 - Mandate

Section 1.2

The ARC provides feedback with respect to Staff Report(s) and the options set out therein and may also present alternative

Accommodation Option(s), including rationale for the option(s),

recognizing the principles outlined in the Initial Staff Report.

The overall goal of the ARC is to provide the local perspective of

stakeholders impacted by the decision of the Board of Trustees, and to provide constructive feedback on behalf of the community to the

Director of Education regarding the Initial Staff Report, SIP, options,

and preferred option.

Section 1.3

The final decision regarding the future of a school or group of schools rests solely with the Board of Trustees.

The Mandate of the ARC

Section 1.0 - MandateSection 1.4

The ARC represents the following schools:

St. John St. Michael Holy Family

Our Lady of Peace St. Andrew St. Marguerite d’Youville

The Mandate of the ARC

Section 2.0 - Membership

Section 2.1 - Core Members: expected to attend every working meeting, and assist in reviewing the materials presented to them.

• Two (2) parent representatives from each school within the Oakville Northeast Pupil Accommodation Review (Holy Trinity Family of

Schools).

• Affected Family of Schools Superintendents

• Such other persons appointed by the Director of Education

Section 2.2 - Core Resource Members: expected to attend every working meeting and provide the ARC with information or clarification on facility and

planning data and information.

• Superintendent of Facility Management Services (or designate)• Administrator of Planning Services (or designate)

ARC Membership

Section 3.0 – Roles & Responsibilities of the ARC

Section 3.1 – Responsibility of the Chair

The Chair of the ARC will facilitate the ARC process and will ensure it is consistent with the Board’s Policies and Procedures

Section 3.2 – Responsibility of the ARC

ARC members are expected to attend the orientation sessions, all working meetings, and participate in the process

Roles & Responsibilities

Section 4.0 – Roles & Responsibilities of Staff Resources

Section 4.1Board Staff from various areas of responsibility will assist as required with answering questions, providing clarification and will document and

compile feedback for inclusion in Staff Reports.

Section 4.2The ARC will be provided with copies of the Initial Staff Report and School Information Profiles for each school under review.

Section 4.2.1The ARC will review the School Information Profile (SIP) for each

school under review.

Section 4.2.2

The ARC will review the information provided and accommodation

options proposed in the Initial Staff Report and will seek clarification, ask questions and provide feedback as necessary.

Roles & Responsibilities

Section 4.0 – Roles & Responsibilities of Staff Resources

Section 4.3

ARC members are not required to reach consensus with respect to the comments and feedback that will be provided to the Board of Trustees.

Section 4.4

The comments, feedback, and any alternative option(s) will be collected and compiled by the Board staff in the form of meeting notes. This

information will be included in the Community Consultation Section of

the Interim and Final Staff Reports presented to the Board of Trustees.

Roles & Responsibilities

Section 5.0 – Meetings of the ARC

Section 5.1

The ARC will hold at least three (3) working meetings (not including the orientation meeting) to discuss the Pupil Accommodation Review.

The ARC may choose to hold additional working meetings as deemed necessary within the timelines established by the Pupil Accommodation

Review Policy and Procedure, at the discretion of the ARC Chair.

The ARC will review the materials presented to it by School Board staff

at the working meetings. ARC working meetings will be open to the

public, however, the public may not participate in such meetings (only as observers).

Section 5.2

ARC working meetings will be deemed to be properly constituted even if all members are not in attendance. There is no quorum required for an

ARC working meeting.

Meetings of the ARC

Section 5.0 – Meetings of the ARC

Meetings of the ARC

Section 5.3

The ARC will be deemed to be properly constituted even if one or more members resign or do not attend working meetings of the ARC.

Section 5.4

Meeting notes of ARC working meetings will be prepared.

Section 5.5

ARC members may attend the Accommodation Review Public Meetings, held by Board staff.

Section 5.6

ARC working meeting dates will be established by the Chair, in consultation with the ARC.

Meetings of the ARC

ARC Orientation Session Wednesday, October 12 7:00 pm / Holy Trinity

ARC Meeting Tuesday, October 25 7:00 pm / Holy Trinity

ARC Meeting Thursday, November 3 7:00 pm / Holy Trinity

Open House Thursday, November 17 7:00 pm / Holy Trinity

ARC Meeting Tuesday, November 29 7:00 pm / Holy Trinity

CSC Meeting #1 Thursday, December 1 7:00 pm / OLPO

CSC Meeting #2 Monday, December 5 7:00 pm / JOHO

CSC Meeting #3 Wednesday, December 7 7:00 pm / HLYF

CSC Meeting #4 Thursday, December 8 7:00 pm / MICH

ARC Meeting Wednesday, December 14 7:00 pm / Holy Trinity

Public Consultation Meeting Thursday, January 19 7:00 pm / Holy Trinity

ARC Meeting Wednesday, January 25 7:00 pm / Holy Trinity

Meeting of the Board Tuesday, March 7, 2017 7:00 pm/Corpus Christi

Activity

Options

Oakville Northeast Review Area

2013 LTCP Projections by Review Area

Option 1

Option 2

Resource Materials

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What’s In Your Binders?

• Initial Staff Report with School Information Profiles• ARC Orientation Meeting Presentation• Supporting Documents

• ARC Working Meeting Presentations and Minutes (will include correspondence)

• Interim and Final Staff Reports• Consultation Meeting Presentations and Feedback

Reports• Delegations Package

Information Yet to Come

Next Steps

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Next ARC Working Meetings

Tuesday, October 25th

Thursday, November 3rd

Questions

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