PLANNING DEPARTMENT PLN: 13‐22 September 10, 2013 File Code #: R02 MEMO TO: Martha Rogers, Director of Education FROM: Heather Imm, Senior Planner Jennifer Passy, Manager of Planning Janice Wright, Superintendent of Finance
RE: New Rockwood Elementary School Boundary Review – Report #1 Report Classification: DECISION BACKGROUND At the September 27, 2011 Board meeting, Trustees passed a motion approving, in principle, the Full Day Kindergarten (FDK) Capital Plan. An updated FDK Capital Plan was reviewed and approved, in principle, on June 26, 2012. The Capital Plan identified the need for a new elementary school in Rockwood in 2014 to address overcapacity issues at Rockwood Centennial PS which will increase with the implementation of FDK. Trustees have approved the construction of a 308 pupil place school on the new elementary school site on MacLennan Street in the south end of Rockwood. On January 24, 2012 the Edward Johnson JK‐6 FI Boundary Review was completed and resulted in a change to the destination schools for FI students residing east of Jones Baseline. FI students residing east of Jones Baseline that were formerly accommodated in Guelph are now within the attendance areas of Brisbane PS (JK‐6), Erin PS (7/8) and Erin DHS (9‐12). A further Board motion directed staff to conduct a study into the feasibility of establishing a French Immersion (FI) program in Rockwood. A FI feasibility study was completed in June 2012. Trustees approved that FI registration would take place in Rockwood in early October 2013. Interested parents can confirm their intention to have their children attend the start of a JK/SK/ Gr 1 FI program. Should the FI registration levels support the start of a program in September 2014, it will be necessary for an FI boundary and school location to be identified. A potential FI program in Rockwood could have enrolment implications at Brisbane PS, Erin PS and Erin DHS. The new Rockwood Elementary School Boundary Review will confirm the boundary and grade configuration of the new school, Rockwood Centennial PS, Eramosa PS, and Brisbane PS. ISSUE To present Trustees with a report in accordance with Policy 320, to initiate a boundary review process for the new Rockwood Elementary School, Rockwood Centennial PS, Eramosa PS and Brisbane PS. New Rockwood Elementary School Boundary Review – Report #1 RECOMMENDATIONS 1. THAT memo PLN:13‐22 entitled “New Rockwood Elementary School Boundary Review – Report #1” be received. 2. THAT the Board approves the initiation of a boundary review process for the new Rockwood Elementary school. 3. THAT Trustees adopt the schedule shown in Appendix A of report PLN: 13‐22, as the proposed timeline for the boundary review process necessary to establish the boundary for the new Rockwood Elementary school. Page 2
New Rockwood Elementary School Boundary Review – Report #1 RATIONALE A boundary review for Rockwood Centennial PS (RCPS) and Eramosa PS was completed in 2006/07 to address the overcapacity concerns at RCPS. This was completed prior to the Ministry’s FDK initiative. The outcome of this process was a small adjustment to the RCPS attendance area which reassigned a northern rural section of the school’s attendance area to Eramosa PS. At the time, the enrolment impact of this boundary change was a reduction in the enrolment at RCPS of approximately 40‐50 students. A new elementary school was identified in the Board’s FDK Capital Plan to relieve current and projected overcapacity concerns at RCPS. The Village of Rockwood has had sustained residential growth over several years putting pressure on RCPS. The implementation of FDK in September 2014 will place additional enrolment pressure on the school. As an outcome of the French Immersion (FI) Feasibility Study completed in June 2012, Trustees moved that an FI program begin in Rockwood in September 2014, subject to the ability to offer a viable JK/SK or JK/SK/1 FI program. FI program viability will be confirmed through an early FI registration process in October 2013. If FI is to start‐up in Rockwood, the school location and boundary will also need to be determined through this process. Current Accommodation Rockwood Centennial PS Rockwood Centennial PS has historically been the only elementary school in the Village of Rockwood. The school accommodates JK‐8 Regular Track (RT) students. The school has undergone a number of renovations and additions. The school was originally constructed in 1951 and was renovated in 1958, 1967, 1973 and 2007. Recently a one (1) room eco‐portable was placed on the school site. As of the 2013/14 school year, there are eight (8) portables (including the eco‐portable) in use on the school site. The FDK renovation planned at RCPS will take two existing classrooms to create a purpose built Kindergarten room and a seminar room. Another two classrooms are to be expanded to become Kindergarten rooms. The school will offer FDK in September 2014. As shown in Table 1, status quo enrolment projections for the RCPS indicate that the school is currently overcapacity and the enrolment pressure is projected to increase with the start of FDK. Eramosa PS Eramosa PS is a small rural school located just north of the Village of Rockwood. It was built in 1964 and was renovated in 2008. Currently, there is one (1) decommissioned portable on the school site. An FDK renovation is approved to replace one existing classroom and part of the staff room to create a purpose built Kindergarten classroom. Eramosa PS will have FDK in September 2014. The status quo enrolment for Eramosa PS in Table 1 indicates that the school currently has excess capacity. Following the implementation of FDK, the school is projected to continue to have available classroom space. Page 3
New Rockwood Elementary School Boundary Review – Report #1 Brisbane PS Brisbane PS is a rural school located in the Town of Erin. The school currently accommodates a JK‐6 dual track program. The school was originally built in 1961 and has undergone several renovations in 1970, 1978, 2000 and 2007. There is one (1) decommissioned portable on site. Internal renovations were completed to accommodate FDK for the 2012/13 school year. As a result of the Edward Johnson PS FI Boundary Review, new JK/SK FI students residing east of Jones Baseline (East Wellington) were directed to Brisbane PS starting in September 2012. The status quo enrolment for Brisbane PS in Table 1 indicates some excess capacity in the school. It is projected that the enrolment will continue to increase. It is important to note that since the school accommodates a dual track program (both Regular Track and French Immersion), this can reduce the efficiency in the use of the school. Table 1 – Rockwood Centennial PS, Eramosa PS and Brisbane PS Utilizations Historic Enrolment School Rockwood Centennial PS Eramosa PS Brisbane PS Current Capacity (OTG) 446 161 446 Projected Enrolment FDK October October October October October Capacity 2010 2011 2012 2013 2014 (OTG) 432 164 446 564 147 353 573 137 347 598 124 391 591 123 409 665 123 421 Utilization 2012 2013 2014 134% 133% 154% 77% 76% 75% 88% 92% 94% *Notes: OTG Capacity = On the Ground Capacity which does not include temporary capacity (ie.portables) October 2013 enrolments are based on the Principals Projections from June 2013. Table to be updated in Report #2 with September 2013 enrolments. Goals, Objectives and Constraints A component of the proposed process is the establishment of Goals, Objectives and Constraints of the review. The purpose is to establish the ground rules for the review by providing both targets and limitations for the development of alternative boundary solutions. The Goals, Objectives and Constraints for this review are: Goals 1. Create a viable JK‐6 or JK‐8 boundary for the new Rockwood elementary school. 2. Assuming confirmation of a viable FI start‐up program in Rockwood, establish the school location and FI boundary. Objectives 1. Develop an attendance area for the new Rockwood elementary school that establishes a viable and sustainable JK‐6 or JK‐8 program. 2. Alleviate the overcapacity pressure at Rockwood Centennial PS and develop viable and sustainable attendance areas for Rockwood Centennial PS and Eramosa PS. Page 4
New Rockwood Elementary School Boundary Review – Report #1 3. Should early registration support establishing an FI program, identify a school(s) to accommodate the program and develop a viable and sustainable attendance area(s). 4. Should registration support establishing an FI program in Rockwood, establish a new FI attendance area for Brisbane PS, Erin PS and Erin DHS. 5. Maximize the number of students within walking distance to school. 6. Minimize the impact on students where transitions are proposed. Constraints 1. Confirmation of a viable start‐up French Immersion program in Rockwood is necessary. FI registration will take place in early October. Registration levels will determine whether the enrolment will support an FI program and if so, whether it will start as JK/SK program or JK/SK/Gr 1 program. 2. The attendance areas needs to be established in time to allow communication of the boundary changes to families prior to RT Kindergarten registration in February 2014 and to allow for the staffing process to incorporate these changes beginning in February 2014. Proposed Process 1. Alternative scenarios are to be developed by the Staff Boundary Review Committee and reviewed with local principals and local trustees during October and November 2013. 2. The Committee will shortlist a scenario(s) and present to Trustees a second Boundary Review report no later than the November 12, 2013 Business Operations Committee meeting.  This second report will describe the scenario(s) considered to address the accommodation issue, the staff analysis of the scenario(s) and a list of the recommended implementation option(s). 3. A Public Information Session will be held on November 21, 2013 from 7:00‐9:00pm at Rockwood Centennial PS where interested persons can get additional information from the Staff Committee and provide feedback (i.e. comment sheets). 4. A third Boundary Review report will be brought to the January 14, 2014 Business Operations Committee Meeting.  This third report will include a summary of the public input, the final staff recommendation and justification and a timeline for implementation. 5. The public will have opportunities to appear as delegations before the Business Operations Committee or the Board as outlined in Appendix A. Page 5
New Rockwood Elementary School Boundary Review – Report #1 Communication Plan The Communications Plan has two goals: 1. Keep the community informed through a variety of channels. 2. Provide ways for people to submit comments. To accomplish these goals, Staff will:  Present Report #1 to the Business Operations Committee on September 10, 2013. 
Send a letter home to parents and guardians of Rockwood Centennial PS students about the upcoming boundary review. The letter will provide background information, key dates, and details on how to learn more. 
Publish a brief notice about the boundary review in the newsletters and on the websites of Rockwood Centennial PS, Brisbane PS and Eramosa PS. This notice will inform parents that a new school in Rockwood is being constructed for 308 pupil places and the grade configuration and program will be determined through the Boundary Review process. This will also alert parents of very young children (aged 0‐3) about this new school site for students as of 2014. 
Create a web page for the New Rockwood Elementary School Boundary Review in the Planning Department section of the Board’s website. The page will summarize the reasons behind the review. It will provide links to reports, resources, memos and other documents. 
Create an online form that gives community members the opportunity to sign up and receive email alerts when significant new content is added. 
Create an online comment submission form. Comments will be considered by the Boundary Review Committee during the development of boundary scenarios. Comments will also be shared publicly on the Board’s website, without names or personally identifying information. Users submitting comments will be informed in advance that it will not be possible to provide individual responses. 
Promote the boundary review web page on the home page of the Board’s website and on the home pages of Rockwood Centennial PS, Brisbane PS and Eramosa PS. 
Inform parents about the opportunities for delegations to appear before trustees. 
Write a media release for local newspapers. The release will be distributed following the Business Operations Committee on September 10, 2013. 
Provide updates and reminders in school newsletters and on school websites. 
Send a letter home upon the release of Report #2 that includes a map of the preferred boundary scenario(s). 
Prepare and book newspaper advertisements to promote the Public Information Session on November 21, 2013. 
The second report of the New Rockwood Elementary School Boundary Review will include a new Page 6
New Rockwood Elementary School Boundary Review – Report #1 or revised Communications Plan. Committee Composition Staff Boundary Review Committee (Proposed) Janice Wright, Superintendent of Finance Bonnie Talbot, Superintendent of Education Jennifer Passy, Manager of Planning Heather Imm, Senior Planner Blair Capling, Capital/Renewal Kate Creery, Principal of Rockwood Centennial PS Carrie Conrad, Principal of Brisbane PS Katrina Plazek, Principal of Eramosa PS Wendy Dobson, Wellington‐Dufferin Student Transportation Services Mark Weidmark, Communications Department Other staff resources as required Page 7
APPENDIX
X A Ne
ew Rockwood
d Elementaryy School Boun
ndary Review
w – Proposed
d Timeline WH
HEN
WHO
Septembe
er 6, 2013 School Commu
S
unities*
Septembe
er 10, 2013 Septembe
er 11, 2013 Business Opera
B
ations Committtee
School Commu
S
unities*
Septembe
er 24, 2013 Septembe
er 25‐ Novembe
er 8, 2013 Septembe
er 26, 2013 Board of Trust
B
ees WHAT
B
Boundary Revieew website lau
unch N
Notice up on Scchool websitess PPresentation o
of Boundary Reeview Report ##1 Background Info bjectives, Constraints Goals, Ob
Committeee composition
n Timeline//Critical Path Communication Plan LLetter home ree: Boundary Reeview initiation
n
PPrepare and bo
ook advertisem
ments B
Board Meetingg ‐ Decision on
n Report #1
opportunity for de
o
elegations
Boundary Revi
B
ew Staff Comm
mittee
School Commu
S
unities*
Novembe
er 21, 2013 Trustees & Sch
T
hool Communitties*
Business Opera
B
ations Committtee
opportunity for de
o
elegations School Commu
S
unities*
A
Alternative sceenario development SScenario analyssis
R
Review scenariios with local P
Principal(s)/Tru
ustees
FFI Information Night (7‐9pm at Rockwood CCentennial PS)) FFI Registration
n for students eentering JK, SK
K or G
Gr 1 in Septem
mber 2014 B
Boundary Revieew Report #2 D
Distribution
PPresentation o
of Boundary Reeview Report ##2 for I nformation Alternativve scenarios Staff anallysis of alternative scenarios
Recommeended option(ss) Communication Plan PPublic Informaation Session (7
7‐9pm at Rockkwood CCentennial PS)) PProvide First &
& Second Bound
dary Review Reeports
PPresentation of Preferred Altternative
Q
Q&A
CComment Sheeets
Novembe
er 22 – Decembe
er 20, 2013 Boundary Revi
B
ew Staff Comm
mittee
CConsideration o
Public of Input from P
D
Development o
of final staff recommendation
Novembe
er 26, 2013 Decembe
er 17, 2013 Board of Trust
B
ees Board Meetingg
October 1
1 & 2, 2013 School Commu
S
unities*
Novembe
er 8, 2013 Novembe
er 12, 2013 opportunity for de
o
elegations
Board of Trust
B
ees B
Board Meetingg
opportunity for de
o
elegations
Decembe
er 18, 2013 January 1
10, 2014 January 1
14, 2014 January 2
28, 2014 School commu
S
unities*
Trustees & Sch
T
hool Communitties
Business Opera
B
ations Committtee
Meeting M
opportunity for de
o
elegations
opportunity for de
o
elegations
Board of Trust
B
ees FFinal date for p
public input FFinal Boundaryy Review Reporrt D
Distribution
PPresentation o
of Final Boundaary Review Reeport
Summaryy of Info from 1
1st & 2nd repo
orts
Summaryy of public inpu
ut Final Staff
ff recommendaation & justificaation
Timeline ffor implementtation Critical Paath
Communication Plan B
Board Meetingg ‐ Decision rellated to Final B
Boundary Reviiew Report * School com
mmunities include: Rockwood Centen
nnial PS, Eramosa
a PS and Brisbane PS There are add
ditional delegatio
on opportunities a
at all Standing Com
mmittees and Boaard Meetings