PLANNING DEPARTMENT
PLN: 12-02
January 17, 2012
File Code #: R02
MEMO TO:
Martha Rogers, Director of Education
FROM:
Jennifer Passy, Manager of Planning
RE:
New Shelburne Elementary School Boundary Review
Report #1
Report Classification: DECISION
BACKGROUND
On September 27, 2011, Trustees approved in principle the UGDSB - Full Day Kindergarten Capital Plan.
The Capital Plan identified the need for a new elementary school in Shelburne. Following the approval of
the Full Day Kindergarten (FDK) Capital Plan the Board approved the Boundary Reviews - Draft Schedule
(October 25, 2011) which established the schedule for a series of review processes.
The Draft Schedule identified that FDK will be fully in effect in 2012 in Shelburne and that the Dufferin
Review Area is projected to experience significant enrolment pressure in the next ten (10) years.
Enrolment pressure is particularly an issue at Hyland Heights ES. The 2012/2013 enrolment at Hyland
Heights ES is projected to be approximately 250-300 students over capacity.
Board staff has worked with the Town of Shelburne, Shelburne District Agricultural Society and the Board
of the Centre Dufferin Recreation Complex to secure a suitable site for a new elementary school. The
approvals related to this site are advancing. As such, the purpose of this boundary review is to establish a
viable JK-8 boundary for the new Shelburne elementary school.
ISSUE
To present Trustees with a report to initiate a boundary review process for the new Shelburne elementary
school.
RECOMMENDATIONS
1. THAT memo PLN:12-02 entitled “New Shelburne Elementary School Boundary Review – Report #1” be
received.
2. THAT the Board approve a boundary review process for the new Shelburne elementary school.
3. THAT Trustees adopt the schedule shown in Appendix A of report PLN: 12-02, as the proposed
timeline for the boundary review process necessary to establish the JK-8 boundary for the new
Shelburne elementary school.
New Shelburne Elementary School Boundary Review – Report #1
RATIONALE
A new elementary school was identified in the Capital Plan to address over capacity concerns in the review
area. At the October 25, 2011 Board meeting, Trustees approved the Boundary Reviews – Draft Schedule
which is necessary to fulfill the implementation of the Full Day Kindergarten Capital Plan. In that report, it
was projected that with FDK Hyland Heights ES will have 250-300 more students than its capacity when
FDK starts in 2012.
Currently, there is a two (2) classroom kinderpak, a four (4) classroom portapak and two (2) portables on
the Hyland Heights ES site. None of these portable facilities are represented in the On the Ground (OTG)
capacity listed in Table 1, but are currently used to accommodate students on the Hyland Heights ES site.
Table 1 - Hyland Heights ES Utilization
FTE
OTG
% Utilization
October
2009
524
354
148%
October
2010
538
354
152%
Current Year
October
2011
539
354
152%
Projected
October
October
2012
2013
600-625
625-650
340
340
176-184%
184-191%
Planned FDK renovations to the school would reduce the OTG capacity to 340 thereby accentuating the
overcrowding concerns.
Goals, Objectives and Constraints
A component of the proposed process is establishment of a Goals, Objectives and Constraints Matrix
(GOC). This document is intended to identify the goals of the boundary review, the measurable objectives
of the review and the constraints within which these goals and objectives must be realized. The GOC
Matrix lays the ground rules for the review by providing both targets and limitations for the development
of alternative boundary solutions. A Goals, Objectives and Constraints Matrix for the new Shelburne
elementary school Boundary Review is attached as Appendix B.
Proposed Process
1. Alternative scenarios are to be developed by the Staff Boundary Review Committee and reviewed with
local principals and trustees during March and April 2012.
2. The Committee will shortlist scenarios and present to Trustees a second Boundary Review report no
later than the May Business Operations Committee meeting.
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This second report will describe the alternative scenarios considered to address the
accommodation issue, the staff analysis of the alternative scenarios and a list of the
recommended option(s).
3. A Public Information Session will follow in May 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 June Business Operations Committee Meeting.
Page 2
New Shelburne Elementary School Boundary Review – Report #1
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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.
6. An interim accommodation plan will be considered to address how students will be accommodated
between 2012 and the new school opening.
The Communication Plan is attached as Appendix C.
Committee Composition
Staff Boundary Review Committee (Proposed)
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Janice Wright, Superintendent of Finance
Rosemary Fyfe/Bonnie Talbot, Superintendent of Education
Heather Imm, Senior Planner
Paul Scinocca, Manager of Capital/Renewal
Denise Heaslip, Principal of Hyland Heights E.S.
Karen Kowaluk, Principal of Centennial Hylands E.S.
Bev Savoie, Transportation Consortium
Mark Wiedmark, Communications Department
Other staff resources as required
Page 3
GOALS
1. To create a viable JK-8 boundary for
the new Shelburne elementary school.
OBJECTIVES
1. Alleviate the over capacity pressure at
Hyland Heights ES
CONSTRAINTS
1. The Hyland Heights ES building size is
not adequate to accommodate the
projected number of students.
2. To maintain sustainable boundaries
for Hyland Heights ES and Centennial
Hylands ES
2. Develop a boundary that will maintain
sustainable JK-8 programs at Hyland
Heights ES and Centennial Hylands ES
2. The attendance area boundary needs
to be established to allow time to
communicate the boundary changed
to families prior to kindergarten
registration and allow for staffing
decisions to be made by February
prior to the new school opening.
3. To maximize the number of students
within a safe walking distance to
school.
4. To minimize the impact on students
where transitions are proposed.
New Shelburne Elementary School Boundary Review
New Shelburne Elementary School Boundary Review – Goals, Objectives & Constraints Matrix (DRAFT)
Appendix AB
APPENDIX
New Shelburne Elementary School Boundary Review – Proposed Timeline
APPENDIX B
When
Who
What
January 13, 2012
Communication to School
January 17, 2012
Business Operations Committee
Letter home in advance of public notice in local
newspaper regarding property meetings.
Boundary Review Report #1
Meeting
Background Info
Goals, Objectives, Constraints
Committee composition
Timeline/Critical Path
January 18, 2012
Communication to School
Communication Plan
Website
Communities re/ Boundary Review
Prepare and book advertisements
School Council Meeting
January 24, 2012
Board Meeting
Decision on Report #1
*opportunity for delegations
March 5, 2012 –
Boundary Review Staff Committee
April 27, 2012
Alternative scenario development
Scenario analysis
Review scenarios with local Principal(s)/Trustees
May 4, 2012
Trustees & School Communities
Boundary Review Report #2 Distribution
May 8, 2012
Business Operations Committee
Meeting
Presentation of Boundary Review Report #2 for
Information
Alternative scenarios
Staff analysis of alternative scenarios
*opportunity for delegations
Recommended option(s)
May 10, 2012
Public Information Session
Communication Plan
Provide First & Second Boundary Review Reports
Presentation of Preferred Alternative
Q&A
Comment Sheets
May 11 – May 30,
2012
April 24, 2012
Boundary Review Staff Committee
Consideration of Input from Public
Meetings
Development of final staff recommendation
Board Meeting
*opportunity for delegations
April 27, 2012
School communities
Final date for public input
June 8, 2012
Trustees & School Communities
Final Boundary Review Report
Distribution
June 12, 2012
Business Operations Committee
Consideration of Final Boundary Review Report
Meeting
Summary of Info from 1st & 2nd reports
*opportunity for delegations
Summary of public input
Final Staff recommendation & justification
Timeline for implementation
Critical Path
June 26, 2012
Board Meeting
*opportunity for delegations
Communication Plan
Decision related to Final Boundary Review
Report
Note: There are additional opportunities for delegating at all Standing Committee and Board Meetings
between January 24th and June 26th.
Communication Plan
Report # 1 – Shelburne Boundary Review
Appendix C
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If approved by trustees at the Board Meeting on January 24, 2012, the Shelburne JKGrade 8 Boundary Review will proceed as outlined in this report. This will provide the
public with an opportunity to be fully informed, and also to provide input to the
Boundary Review Committee before Report #2 is presented to the Business Operations
Committee on February 14, 2011.
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Report # 1 will be released to the public and posted on the Board’s website January 13,
2012, in advance of the presentation to the Business Operations Committee on January
17, 2012.
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A letter will be sent home to parents and guardians of students at Hyland Heights and
Centennial Hylands elementary schools on January 13, 2012, informing them of the
boundary review, its processes, timelines and opportunities for input. The letter will also
be shared with the Town of Shelburne, and will be sent to the principals of Primrose,
Laurelwoods and Mono-Amaranth elementary schools, and Centre Dufferin District High
School so that they can respond to requests for information.
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Web pages in the Planning Department section of the Board’s website will be developed
and published, summarizing the reasons behind the review and providing links to
reports, memos and other documents as they are developed.
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The Boundary Review web pages will be promoted on the home page of the Board’s
website and on the home pages of the affected schools.
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The web pages will include a form that gives community members the opportunity to
sign up and received email alerts when significant new content is added to the site.
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The web pages will also include a comment submission form, allowing community
members to provide input for consideration by the Boundary Review Committee.
Comments will be shared on the Board’s website, without attribution. Posted
comments may not include any personal identifying information in accordance with
Board Policy #315 – Privacy Protection and Information Access. Users submitting
comments will be informed in advance that due to time constraints and limits to staff
resources, it will not be possible to provide individual responses.
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A media release about the Boundary Review will be prepared for local newspaper radio
and TV stations following the Business Operations Committee meeting on January 17.
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Newspaper advertisements will be prepared and booked to promote the Public
Information Session on May 10, 2012.
The second report of the Shelburne JK-Grade 8 Boundary Review will include a new or revised
Communications Plan.