Transcript Back to Balance 2013-14

Trustee Seminar
Appendix A
Community Engagement in
Local Review Processes
Thursday, March 5, 2015
Community Engagement in Local Review Processes
Agenda
Time: 5:00 – 6:00 p.m.
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Purpose of the Seminar
Manon Gardner
Executive Superintendent
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Types of Studies in the Long-Term Strategy
Manon Gardner
Executive Superintendent
3
Coordination of the Studies
Manon Gardner
Executive Superintendent
4
First Step
Andrew Gowdy
Senior Manager, Planning
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Second Step
Andrew Gowdy
Senior Manager, Planning
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Comparison of the Review Processes
Andrew Gowdy
Senior Manager, Planning
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Communication and Community Engagement
Manon Gardner
Executive Superintendent
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Questions and Answers
Manon Gardner
Executive Superintendent
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Adjournment
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Community Engagement in Local Review Processes
Purpose of Seminar
• 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.
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Community Engagement in Local Review Processes
Types of Studies in the Long-Term Strategy
1. Emerging Capital Priorities
2. Pupil Accommodation Reviews
3. Boundary Change Studies
4. Grade Change Studies
7. New Program Studies (French,
Gifted and Others)
8. Studies of Non-Operating
School Sites to Declare Surplus
9. Child Care Occupancy Reviews
5. Redirections of Residential
Development Studies
6. Program Relocation Studies
Studies may be grouped into a single review where appropriate.
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Community Engagement in Local Review Processes
Coordination of the Studies
• Implementation of
the studies in the
Long-Term Strategy
are coordinated by
the Central
Accommodation
Team (CAT).
• The CAT is a crossdepartmental team
of senior staff who
meet every 2 weeks
to manage the work
plan.
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Community Engagement in Local Review Processes
First Step - Local Feasibility Studies
• 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.
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Community Engagement in Local Review Processes
Second Step - Reviews
• 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.
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Community Engagement in Local Review Processes
Comparison of Review Processes
See handout on
11” x 17”.
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Community Engagement in Local Review Processes
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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Community Engagement in Local Review Processes
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
Approving Body
Board
Public Engagement
Minimum of 4 public meetings, Minimum
of 4 working meetings, Standing
Committee and Board meetings
Public Engagement
Notification
Mail drop, backpack distribution, Local
Review webpage, LTPAS webpage, Board
minutes
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Community Engagement in Local Review Processes
2. Pupil Accommodation Reviews
continued
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.
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Community Engagement in Local Review Processes
2. Pupil Accommodation Reviews
continued
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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Community Engagement in Local Review Processes
2. Pupil Accommodation Reviews
continued
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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Community Engagement in Local Review Processes
3. Boundary Change Studies
Highlights
Name of Work
Group
Boundary Change Team
Policy Parameter
Board Policy P068, Part 3F
Approving Body
Board
Public Engagement
Minimum of 1 public meeting,
Minimum of 2 working meetings,
Standing Committee and Board
meetings
Public Engagement
Notification
Mail drop, backpack distribution,
Local Review webpage, LTPAS
webpage, Board minutes
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Community Engagement in Local Review Processes
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
Public Engagement
Notification
Mail drop, backpack distribution,
Local Review webpage, LTPAS
webpage
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Community Engagement in Local Review Processes
5. Redirections of Residential Development
Studies
Highlights
Name of Work
Group
Staff exercise
Policy Parameter
Oct. 4, 2000 Board decision –
Protocol re development
applications
Approving Body
Board
Public Engagement
Standing Committee and Board
meetings
Public Engagement
Notification
Letter to City Planning, Signage on
development site, Warning clauses
in purchase and sale agreements,
Street Guide, School landing
webpage, LTPAS webpage, and
Board minutes
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Community Engagement in Local Review Processes
6. Program Relocation Studies
Highlights
Name of Work
Group
Staff exercise
Policy Parameter
Board Policy P068, Part 3G
Approving Body
Director
Public Engagement
None
Public Engagement
Notification
SOE and/or Principal and/or
Teaching and Learning staff
communicate(s) to School Council,
LTPAS webpage
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Community Engagement in Local Review Processes
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
Public Engagement
Notification
Parts 3D and 3E: Mail drop, backpack distribution,
LTPAS webpage; Part 3G: SOE and/or Principal
and/or Teaching and Learning staff communicate(s) to
School Council, LTPAS webpage
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Community Engagement in Local Review Processes
8. Studies of Non-Operating School Sites to Declare
Surplus
(Process to Sell a Property in Whole or in Part)
Highlights
Name of Work
Group
Staff exercise
Policy Parameter
Board Decision on Dec. 12, 2012 re
Property That Could be Severed
and Sold and re Capital Parameters
Approving Body
Board
Public Engagement
Minimum of 1 public meeting
Public Engagement
Notification
Mail drop, Local Review webpage,
LTPAS webpage, Board minutes
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Community Engagement in Local Review Processes
8. Studies of Non-Operating School Sites to Declare
Surplus
(Process to Sell a Property in Whole or in Part)
continued
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.
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Community Engagement in Local Review Processes
8. Studies of Non-Operating School Sites to Declare
Surplus
(Process to Sell a Property in Whole or in Part)
continued
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.
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Community Engagement in Local Review Processes
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
Public Engagement
Notification
SOE and/or Principal
communicate(s) to School Council,
LTPAS webpage
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Community Engagement in Local Review Processes
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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Community Engagement in Local Review Processes
Questions and Answers
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Community Engagement in Local Review Processes
Adjournment
Thank you!
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