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)
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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.