PLANNING DEPARTMENT PLN: 11-25 November 8, 2011 File Code #: R02 MEMO TO: Martha Rogers, Director of Education FROM: Paul Scinocca, Manager of Capital/Renewal Janice Wright, Superintendent of Finance RE: EDWARD JOHNSON FI BOUNDARY REVIEW-Report #1 Report Classification: DECISION BACKGROUND In September 2011, Trustees approved in principle a Full Day Kindergarten Capital Plan. Following this, Planning staff presented a draft schedule of boundary reviews necessary to establish boundaries for planned new schools and to right-size existing schools. This schedule outlined that it was necessary to do a boundary review in East Guelph for Edward Johnson. The purpose of this review is to establish a sustainable JK-6 French Immersion boundary for Edward Johnson PS. ISSUE To present Trustees with a report to initiate a JK-6 French Immersion boundary review process for Edward Johnson PS. RECOMMENDATIONS 1. THAT memo PLN:11-25 entitled “Edward Johnson FI Boundary Review – Report #1” be received. 2. THAT the Board approve a boundary review for Edward Johnson PS. 3. THAT Trustees adopt the schedule shown in Appendix A of report PLN:11-25, as the proposed timeline for the boundary review process necessary to establish the JK-6 French Immersion boundary for Edward Johnson PS. RATIONALE At the October 25, 2011 Board meeting, Trustees approved the draft schedule of Boundary Reviews which are necessary to fulfill the intent of the Full Day Kindergarten Capital Plan. In that report, it was projected that Edward Johnson PS with FDK, will have 300 more students than capacity. In fact, it will be overcrowded in the 2012-13 school year during the construction period. Proposed Process 1. Alternative scenarios are to be developed by the Staff Boundary Review Committee and reviewed with local principal(s) and trustees during November and December 2011. 2. The Committee will shortlist scenarios and present to Trustees a second Boundary Review report at the December Business Operations Committee Meeting. 3. 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 options. 4. A public Information/Open House session will follow in December where interested persons can get additional information from the Staff Committee and provide feedback (ie. comment sheets). 5. A third Boundary Review report will be brought to the January Business Operations Committee Meeting. This report will include a summary of the public input, the final staff recommendation and justification and a timeline for implementation. 6. The public will have opportunities to delegate as outlined in Appendix A. 7. The final decision is anticipated to be made at the January Board meeting or at a Special Board meeting in early February prior to the commencement of the staffing process. Changes to the Edward Johnson boundary will be implemented by September 2012. 8. A facet of the proposed process is the 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 Edward Johnson FI Boundary Review is attached as Appendix B. The Communication Plan is attached as Appendix C. Page 2 Committee Composition Staff Boundary Review Committee (Proposed) • • • • • • • • Janice Wright, Superintendent of Finance Linda Benallick, Superintendent for Edward Johnson PS Heather Imm, Senior Planner Paul Scinocca, Manager of Capital/Renewal Anne Lehoux, Principal of Edward Johnson PS TBD, Transportation Consortium representative Maggie McFadzen, Communications Department Other staff resources as required Page 3 Edward Johnson JK‐6 FI Boundary Review ‐ Proposed Timeline When Nov 8, 2011 Who Business Operations Cttee Mtg What First Boundary Review Report Background Info Goals, Objectives, Constraints Committee composition Timeline/Critical Path Communication Plan Nov 9, 2011 Communication to School Communities Letters home website advertisements Nov 14, 2011 Nov 22, 2011 Edward Johnson School Council mtg Board Meeting *opportunity for delegations Board deliberations on recommendations in First Boundary Review Report (Decision to proceed with Boundary Review or not) Nov 9‐Dec 12, 2011 Boundary Review Staff Cttee Alternative scenario development Scenario analysis review scenarios with local Principal(s)/Trustees Dec 9, 2011 Trustees & school communities Dec 13, 2011 Business Operations Cttee mtg Second Boundary Review Report distribution Second Boundary Review Report Alternative scenarios Staff analysis of alternative scenarios Recommended option(s) Communication Plan Dec 15, 2011 Public Information Session Open House Provide First & Second Boundary Review Reports One on one discussion Q&A Comment Sheets Dec 16, 2011‐ Jan 10, 2012 Boundary Review Staff Cttee Dec 20, 2011 Board Meeting Consideration of Input from Public Development of final recommendation *opportunity for delegations Jan 6, 2012 Jan 10, 2012 School communities Final date for receipt of public input Program Committee mtg *opportunity for delegations Jan 12, 2012 Jan 17, 2012 Trustees & school communities Final Boundary Review Report distribution Business Operations Cttee mtg Final Boundary Review Report consideration *opportunity for delegations Summary of Info from 1st & 2nd reports Summary of public input Final Staff recommendation & justification Timeline for implementation Critical Path Communication Plan Jan 31, 2012 Board meeting *opportunity for delegations Board deliberations on recommendations related to Final Boundary Review Report *Note: Future Edward Johnson School Council Meeting dates will be added to timeline once scheduled. APPENDIX A Edward Johnson JK-6 FI Boundary Review – GOALS, OBJECTIVES & CONSTRAINTS MATRIX GOALS OBJECTIVES CONSTRAINTS 1. To create a sustainable JK-6 FI program at Edward Johnson PS. 1. Alleviate the enrolment pressure at Edward Johnson PS for the 2012 school year and beyond. 1. The Edward Johnson building size is not adequate to accommodate the projected number of students in the future. 2. Develop a boundary that will create a sustainable JK-6 FI program at Edward Johnson PS. 2. The staffing process for the 2012/13 school year is to take place by February 2012. 3. Establish the attendance area/program boundary in time to properly inform parents and allow sufficient time to staff for the 2012/13 school year. APPENDIX B APPENDIX C Edward Johnson JK-6 FI Boundary Review - Report #1 COMMUNICATIONS PLAN If approved by trustees at the Board meeting on November 22, 2011, the Edward Johnson JK‐6 FI Boundary Review will proceed through several phases, as outlined in Appendix A of this Report. In order to give the public an opportunity to be fully informed, and also to provide input to the Boundary Review Committee, the following steps will be undertaken before Report #2 is presented to the Business Operations Committee on December 13, 2011: • A letter will be sent home to parents and guardians of students at affected school(s), informing them of the boundary review, its processes, timelines and opportunities for input. • A media release will be sent to local newspapers, radio and TV stations. • Web pages in the Planning Department section of the Board website will be developed and then published, summarizing the reasons behind the review, and providing links to reports, memos and other documents as required. • The Boundary Review web pages will be promoted on the home page of the Board website, and also on the home pages of the affected school(s). • The web pages will include a form that gives community members the opportunity to sign up and receive email alerts when significant new content is added to the site. • The web pages will also include a comment submission form, allowing community members to provide input for consideration by the Boundary Review Committee. Comments may be shared on the Board’s website, without attribution. Posted comments may not include any personally 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. • Newspaper advertisements will be prepared and booked to promote the Public Information Session on December 15, 2011. The second report of the Edward Johnson JK‐6 FI Boundary Review will include a new or revised Communication Plan.