NOTICE OF STANDING COMMITTEE MEETING Monday, November 10, :00 p.m. 20 Education Centre Dr, Hamilton, ON Trustee Boardroom

Transcription

1 To: Members of Hamilton-Wentworth District School Board From: John Malloy, Director of Education NOTICE OF STANDING COMMITTEE MEETING Monday, November 10, :00 p.m. 20 Education Centre Dr, Hamilton, ON Trustee Boardroom ****************************************************************************** 1. Call to Order 2. Approval of the Agenda 3. Declarations of Conflict of Interest AGENDA ** REVISED ** 4. Presentation: Working Together to Support Active & Sustainable School Transportation (10 mins), Kelly Scott, BPE, MPH, City of Hamilton Public Health Services 4A. Kaywana Gargarello delegation regarding Westdale Field, 5 minutes Reports from Special Committees: 5. Finance & Facilities Committee Oct. 29, 2014 A. Secondary School Field Revitalization Strategy B. Ancaster Meadow-Tiffany Hills Boundary Review C. Expropriation of 1055 King Street East D. Mohawk Trail Museum Update 6. Governance Committee October 30, 2014 E. Trustee Honorarium F. Strategic Directions G. Legislative Committees Reports from Staff: 7. Transportation Consortium Report 8. Private Session (to consider matters on the private agenda) as per the Education Act, Section 207 (2) b. the disclosure of financial information in respective of a committee

2 9. Meeting Resumes in Public Session 10. Adjournment Upcoming Public Meetings Meeting Date Time Location Policy Committee Tuesday, November 11, :00 p.m. Education Centre French Immersion Transition Committee Tuesday November 11, :30 p.m. Sherwood Secondary School Parent Involvement Committee Board Tuesday November 11, :30 p.m. TBD Monday November 17, :00 p.m. Education Centre Finance & Facilities Committee Wednesday November 26, :30 p.m. Education Centre Special Education Advisory Committee Wednesday November 26, :00 p.m. Helen Detwiler School - Library Student Senate Wednesday, November 26, :00 p.m. Sir John A Macdonald, 130 York Blvd, Library Inaugural Board Monday December 1, :00 p.m. Education Centre Meeting times and locations are subject to change. Please refer to our website for the latest information.

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4 4-2 Hamilton ASRTS Background Hamilton started ASRTS initiatives in 2000, and then formed the ASRTS steering committee in The ASRTS steering committee originally focused on promoting awareness of the importance of active transportation to and from school through engaging schools in walking and cycling event days (e.g., International Walk to School Day), and walking and cycling programs (e.g., Walk/Wheel on Wednesdays and Walking School Bus). However, as a result of the City of Hamilton, Public Health Services, Chronic Disease Prevention Program s situational assessment (January 2012) and the Stepping It Up (SIU) Celebration and Visioning Workshop (March 2012) the focus of the ASRTS steering committee s work has progressed from activity-based programming to policy, planning, and environmental change strategies. Hence, ASST promotes the shift from private motorized vehicles to walking, cycling, school bus, and public transit for the daily trip to and from school. ASST supports policy and environmental change to influence physical activity, safety, and air quality that translates into a host of social, economic, and environmental benefits for children, families, school staff, and the broader community. 3 ASST Charter In coordination with many partners, the Hamilton ASRTS steering committee has made great strides toward achieving its vision, goals, and objectives (see Appendix A: ASRTS steering committee framework). The vision states that all Hamilton schools exist in a safe, healthy, and sustainable community that provides social, physical, and policy supports to facilitate the use of active and sustainable modes of transportation to, from, and during school; and in daily life. To further the realization of this vision, the Hamilton ASRTS steering committee has developed a draft ASST Charter that provides broad scale efforts and commitment towards active commuting to and from school (see Appendix B). In support of implementing a city specific ASST Charter, the Hamilton ASRTS steering committee investigated other regions that have endorsed charters (see Appendix C), as well as reviewing the charter developed by our provincial partner, Green Communities Canada (see Appendix D). Appendices E & F contain additional information to support the adoption of an ASST Charter in Hamilton. Financial/Staffing/Other Implications (If Applicable): 1. The HWDSB to review and to provide feedback on the draft Hamilton ASST Charter presented today 2. The HWDSB to endorse a final version of the Hamilton ASST Charter following revisions based on feedback from the HWDSB, Hamilton Wentworth Catholic District School Board (HWCDSB), and City of Hamilton 3. Each signing organization to take steps to direct staff to action the Charter 3 Davison, K.K., Werder, J.L., & Lawson, C.T. (2008). Children s active commuting to school: current knowledge and future directions. Preventing Chronic Disease, 5(3), Page 2 of 22

5 4-3 Appendix A: Hamilton ASRTS Steering Committee Framework for Action Page 3 of 22

6 4-4 Hamilton ASRTS Steering Committee Framework for Action VISION: All Hamilton schools exist in a safe, healthy, and sustainable community that provides social, physical, and policy supports to facilitate the use of active and sustainable modes of transportation to, from, and during school; and in daily life. GOAL: The goal of Hamilton ASRTS Partnership is to facilitate a measurable shift in travel behaviours towards active and sustainable transportation to, from, and during school; and in daily life by focusing on improving travel route safety, improving air quality, and promoting a healthy and active lifestyle. OBJECTIVE 1: Advocate for policies, planning processes, and practices that can help support active and sustainable transportation to, from, and during school; and in daily life in Hamilton. Priority actions: Policy Inventory & Gap Analysis Policy Advocacy o School Siting & School Site Design o School Travel Planning o Accommodation Review Process o Assist student transportation & ASST OBJECTIVE 2: Increase community capacity to advance active and sustainable transportation to, from, and during school, and in daily life in Hamilton. Priority actions: Community wide plan for ASST/STP STP Train-The-Trainer Consultation & Facilitation Partnership and Funding Opportunities OBJECTIVE 3: Increase awareness and understanding of the importance of active and sustainable transportation to, from, and during school; and in daily life among all Hamilton stakeholders. Priority actions: Promote Programmes Regarding ASST/STP o ASRTS events o Cycling Education CAN-Bike o Smart Commute Programmes Participate in ASST/STP Research Provide Professional Expertise GUIDING PRINICPLES Partnership and shared responsibility Community mobilization Informed practice Build on research Measurement and evaluation Page 4 of 22

7 4-5 Appendix B: Hamilton Active & Sustainable School Transportation Charter (Draft) Page 5 of 22

8 4-6 Hamilton Active & Sustainable School Transportation Charter All Hamilton schools exist in a safe, healthy, and sustainable community where people of all ages can choose to and are able to use active and sustainable modes of transportation (ASST) I/We the undersigned recognize that making our communities and schools more walkable and bikeable has social, economic, environmental, and health benefits. I/We recognize that changing school travel now influences the mode choice of future generations towards an active and sustainable community. This charter reflects the principles of the Ontario Ministry of Education s Foundations for a Healthy School and the City of Hamilton s Strategic Plan. This charter serves to inform a long-term commitment to providing support, resources, and training towards active and sustainable school transportation. I/We will work together to encourage safe, healthy, and sustainable routes to school through our commitment to the following ASST principles: 1. Street design for comfort, convenience, and safety for all users 2. Supportive land use and site planning 3. Personal and community safety 4. Partnership, collaboration, and shared responsibility 5. A culture of active and sustainable transportation Signature: Name (print): Position: Date: Page 6 of 22

9 4-7 ASST Principles & Actions Each ASST principle provides a list of practical applications; however, the actions serve as a starting point and will require additions in response to local needs. 1. Street design for comfort, convenience, & safety for all users Commit to creating public spaces that are balanced towards all modes, ages, and abilities of travel. Actions Encourage the installation and all season maintenance of cycling facilities leading to the schools Encourage the installation and all season maintenance of walking facilities around the school Reduce speed limits and install traffic calming devices along school commuting routes Work with public transit where applicable to provide timely and reliable service for students and staff. 2. Supportive land-use and site planning Ongoing comprehensive, collaborative approach to school siting and school site design policies and planning that contributes to a healthy community. These policies apply to both new and existing schools. Actions Locate schools that meet community needs and anticipated future growth Ensure site design guidelines and current best practices are implemented to maximize opportunities for walking, cycling, and transit use Consider co-location of facilities such as schools, libraries, community centers, and parks and trails for use both by students and by the larger community Design for green and active schools that encourage physical activity by including plants, trees, school gardens, and outdoor classrooms 3. Personal & Community Safety Environments that are designed and maintained to reduce crime and the fear of crime promote active transportation. Actions Adopt community designs that provide attractive walking environments such as adequate lighting, graffiti removal, building design, street greening, way-finding, and redevelopment of vacant lots and buildings Conduct neighbourhood walkabouts to audit and identify personal security concerns Page 7 of 22

10 4-8 Provide safety education and awareness through curriculum and community partnerships Increase policing in high-crime areas and high risk areas 4. Partnership, collaboration, and shared responsibility Collaborate with all partners for a comprehensive approach to planning, implementation, and evaluation of active and sustainable transportation. Actions Develop and implement School Travel Plans for all schools Support and implement Transportation Demand Management (TDM) strategies for staff, parents and where applicable students. Identify and eliminate challenges to using active and sustainable transportation for the trip to, from, and during school Advocate for resources and investments from all sectors to build an active and healthy community. 5. A culture of active and sustainable transportation The community takes a leadership role in creating a culture where active and sustainable transportation is the norm where we live, learn, work and play. Actions Champion education and awareness activities related to active and sustainable transportation Participate in local, regional, and international events that encourage active transportation Develop policies and support environmental changes for active and sustainable transportation Pursue recognition and awards for environment, health and active and sustainable transportation Provide the resources and training required to champion and build capacity for active and sustainable transportation Page 8 of 22

11 4-9 Appendix C: Examples of ASST Charters from other Jurisdictions Waterloo Ottawa Toronto Page 9 of 22

12 4-10 Waterloo Region District School Board Active transportation consists of human-powered forms of travel such as walking, cycling, inline skating, skateboarding and manual wheelchairs. Active modes of transportation can be efficient alternatives to automobile travel. Walking, cycling or other active modes of transportation are a vital part of an individual s daily physical activity. By using active modes of transportation to school, students gain independence that contributes to their social and psychological development. This prepares them for learning and fosters a lifelong habit of using active modes of transportation. By reducing automobile use, air quality around schools can be improved. In order to travel safely, conveniently, directly and comfortably, employees, parents and students require adequate infrastructure, programming and a supportive environment to meet their travel needs. This Charter promotes the principles outlined in Ontario s Foundations for a Healthy School. To ensure active modes of transportation are safe, comfortable and convenient, the Waterloo Region District School Board respects the following principles: Accessibility: Active modes of transportation are direct means of accessing educational facilities by everyone. Activity and Learning: effectively. Daily physical activity prepares students to learn more Equity: Active modes of transportation are the only modes of travel that are universally affordable, and allow the majority of children and youth to travel independently. Personal and Community Safety: An environment in which people feel safe and comfortable using active modes of transportation increases community safety for all. Health and Well-Being: Active modes of transportation are proven methods of promoting personal health and well-being. Environmental Sustainability: Active modes of transportation rely on human power and have negligible environmental impacts. Community Cohesion and Vitality: A supportive active transportation environment encourages and facilitates a caring and connected local community. To create an environment in all parts of the region that encourages and supports active modes of travel, the Waterloo Region District School Board will work with the Waterloo Catholic District School Board, individual citizens, parents, community and school groups, businesses and the local municipalities to: Support and encourage the adoption of Active and Safe Routes to School programs in schools across the Board Page 10 of 22

13 4-11 Encourage the development of School Travel Plans for every school Improve end of trip facilities (e.g., equipment storage and/or bicycle racks, access to showers, provision of sidewalks and shaded areas, etc.) to support active transportation Participate in regional and international walk to school day events and other initiatives encouraging active transportation Incorporate active transportation encouragement policies in facility planning decisions Encourage the Ontario EcoSchools consortium to include school initiatives that encourage active transportation into the Ontario EcoSchools certification requirements Support research on active transportation Support policies to improve the condition of sidewalks, walkways and pathways Advocate for safety enhancements including establishing safe active transportation corridors for travel to school and the workplace Encourage interdisciplinary cooperation and collaboration of schools, communities and government agencies Develop policies that incorporate these principles into all Board decisions Identify needs for retrofitting all neighbourhoods/ communities with more efficient active transportation and transit infrastructure that encourages intermodal travel Active schools encourage and facilitate active living and support student health, vitality and safety. This will result in decreased automobile dependence and traffic congestion, lead to cleaner air and support student achievement. Such environments improve the quality of life for all school community members and contribute to engaged learners in caring and connected schools. Ottawa-Carleton School Board, Ottawa Catholic School Board, and Ottawa Student Transportation Authority PURPOSE: To seek approval of a School Active Transportation Charter that would be adopted by the Ottawa-Carleton School Board (OCDSB), Ottawa Catholic School Board (OCSB) and Ottawa Student Transportation Authority (OSTA). CONTEXT: An active transportation charter is a formal recognition of the value of active transportation. It has no legal status, but serves to define and support a long-term Page 11 of 22

14 4-12 commitment to providing resources that enhance and encourage safe routes to school for students who walk, ride their bicycles, or use other forms of human-powered transportation. KEY CONSIDERATIONS: OSTA and its member school boards recently approved a new budget item in its budget to support programs for walkers from both member boards. OSTA has struck partnerships with several organizations to create the School Active Transportation Support Network, and has reviewed walking hazards for 180 elementary school sites across the entire system. A new position has been created, a Safety and Accessible Transportation Coordinator, to assist school communities in developing individual active transportation programs that meet the needs of their own students and families. OSTA and its member school boards are committed to encouraging and assisting students who walk to school as a vital form of exercise that not only contributes to better learning, but also strengthens community ties in an environmentally conscious way. OSTA staff proposes that its two member school boards adopt a single active transportation charter that reflects a joint strategic direction and commitment, while promoting the principles outlined in Ontario s Foundations for a Healthy School. All three organizations would sign and promote the charter. FINANCIAL CONSIDERATIONS: Funding for school active transportation from OCDSB includes $45,000 to support the continuing work that Green Communities Canada is currently doing in OCDSB schools, $18,000 for OSTA grants to schools who participate in rolling out active transportation programs in their schools and 50% of the cost of one full-time equivalent to manage this program as part of the position s roles and responsibilities. The estimated OCDSB portion would be $50,000, including benefits. The charter itself has no costs associated with it. Any changes in strategic direction that might impact budget would be reviewed by the Board of Trustees as required. COMMUNICATION/CONSULTATION ISSUES: The charter provides an over-arching mandate under which activities such as policy changes, facility planning and maintenance, hazard zones, etc., would take place. Communication of the School Active Transportation Program is ongoing as part of the District-wide hazard zone review. STRATEGIC LINKS: Support of this proposal by OSTA and the OCDSB is congruent with our objectives of student wellness and increased parental and community engagement. RECOMMENDATION: THAT the Board approve the School Active Transportation Charter below: Page 12 of 22

15 4-13 School Active Transportation Charter Walking, cycling, mobility devices, and many other forms of human-powered transportation, are currently used by thousands of students to get to school every day. These students, and their families, experience the benefits of using active modes of transportation in their mental and physical health and well-being are better prepared to learn, and feel more connected to their communities. As educators, and service-providers, it is within our power and responsibility to provide programs that support and promote safe, active and sustainable transportation for students today and for years to come. This charter reflects the principles of Ontario s Foundation for a Healthy School. Physical and Mental Well-Being: Daily exercise leads to a healthier body and mind, and a life-long commitment to taking care of oneself. Safety and Accessibility: Using a proactive approach to identify and address active transportation barriers and hazards with school and other community partners promotes safety for all travelers. Enhanced Learning: Physical activity, particularly before school, enhances the student s ability and desire to learn. Leadership: From School Board representative to student, every individual in the school and the community has the opportunity to lead by example, and encourage others to participate in active transportation. Community Cohesion and Appreciation: Walking together, and appreciating the outdoors together, promotes community cohesion and greater care for the environment in which we live. Toronto District School Board ASST Charter Rationale Students and Staff get to and from school every day by walking, cycling, mobility devices, and many other forms of human-powered transportation. These students, staff, and their families who experience the benefits of using active and sustainable modes of transportation in their mental and physical health and well-being, are better prepared to learn and work, and are more connected to their communities. As educators and service-providers it is our collective responsibility to support and promote safe, active, and sustainable transportation today and for years to come. This charter reflects the principles of Ontario s Foundation for a Healthy School. TDSB Charter for Active, Safe and Sustainable Transportation The TDSB will Page 13 of 22

16 4-14 Invest resources to support active, safe and sustainable transportation to and from school, including efforts made within the school itself; Identify and remove barriers to getting to and from school actively by partnering with stakeholders to work as a coordinated team; Connect students active transportation to and from school to their learning in health, environmental, technological, and physical education, and other curriculum areas; Collaborate with internal and external partners to facilitate the implementation of school travel plans and road safety education along with other measures to expand on existing programs within schools and; Increase students overall physical activity and mental health through positive interactions with peers, parents, and staff. Benefits for Students, Staff, and Community Increased daily physical activity and overall wellness: Facilitate the implementation of school travel plans, walking and cycling school groups, road safety education and other measures to ensure active, safer and more sustainable transportation to school. Prepare TDSB students to be confident, independent, healthier in body and mind and more self-sufficient Enhanced learning: Provide opportunities for physical activity, particularly before school, which enhances ability and desire to learn. Improved knowledge of safety skills: Support students in learning how to be safer and avoid injury when travelling to and from school Contribution to cleaner, safer and more sustainable school communities: Encourage active and sustainable transportation and reduced motor vehicle use, when possible, to foster students contributing to a cleaner environment and safer and healthier school communities Increased social opportunities: Provide supportive social environments that contribute to community cohesion and appreciation. Support universally affordable modes of transportation and allow independent travel by children and youth Enhanced leadership opportunities: Demonstrate that, from School Board representative to student, every individual in the school and the community has the opportunity to lead by example, and encourage others to participate in active and sustainable transportation Page 14 of 22

17 4-15 Appendix D: Green Communities Canada s Active Travel Charter for Canadian Children and Youth Page 15 of 22

18 4-16 Page 16 of 22

19 4-17 Appendix E: Specific Examples of Accomplishments for ASST Page 17 of 22

20 4-18 Specific Examples of Accomplishments for ASST In 2000, City of Hamilton Public Health Services launched ASRTS in Hamilton school boards In 2003, the Hamilton ASRTS steering committee was formed with a number of partners from the school boards, municipality, and community In 2009, the Stepping It Up pilot project led by Metrolinx, in partnership with the Region of Peel, the City of Hamilton, Green Communities Canada, and the University of Toronto was launched. The project implemented the Canadian School Travel Planning (STP) model at 16 Hamilton elementary schools and helped initiate the Smart Commute program with the Hamilton-Wentworth Catholic District School Board. The sixteen Hamilton schools that participated in SIU represent 6,099 school children and 543 school staff. Due to the project, school children in Hamilton are collectively walking an additional 592 minutes daily, and vehicular traffic is down by an estimated 5%. Details of the report are available at the following link mary_report.pdf In June 2011, three schools participated in a photovoice project and then came together in September In November 2011, provided CANBike Instructor Training for seven Hamilton residents. As a result, over 500 Hamiltonians have received cycling training since In March 2012, a Stepping It Up celebration and visioning workshop took place in Hamilton with the purpose of bringing together representatives from the City of Hamilton, the Hamilton Public and Catholic school boards, and Hamilton elementary schools, along with other community partners and stakeholders. In May 2012, a school siting and site design forum was held in Hamilton with a focus on land use and transportation planning for a healthy community: Report available at 12.pdf In June 2012, four Hamilton schools presented their Photovoice project to BOH In June 2012, developed an ASST Certification process for Hamilton school boards to sustain STP in Hamilton Page 18 of 22

21 4-19 From September 2012 through June 2013 piloted the Hamilton ASST Certification initiative in four elementary schools. Certification levels achieved: 1 gold, 2 silver, and 1 bronze For the 2013/2014 school year, 10 additional schools are participating in the ASST Certification Initiative In March 2013, completed a progress update report highlighting the major accomplishments in Hamilton for ASST from March 2012 to March 2013 The report can be found at the following link 13.pdf In the summer & fall of 2013, Hamilton participated in a provincial wide ASST strategy road map development. The executive summary of the report can be found at map_report_executive_summary_en.pdf In November 2013, provided School Travel Planning Facilitator Training to develop local expertise in the STP process. The report can be found at the following link _Mar.pdf In October 2013, the HWCDSB signed on to participate in a School Neighbourhood Walkability Initiative (SNWI) that uses Geographic Information Systems mapping and travel surveys to garner information about school travel. Five schools have been mapped and three schools have completed the travel survey. A fourth school is starting the travel survey for May In January 2014, Metrolinx developed a cost/benefit report on STP for 19 schools including Hamilton elementary schools. For more details see the executive summary at of_school_travel_planning_projects_executive_summary_en.pdf or the full report at of_school_travel_planning_projects_en.pdf In April 2014, the HWDSB approved the SNWI. GIS maps have been completed for seven of the nine schools. Five schools are working towards completing the school travel surveys Page 19 of 22

22 4-20 Appendix F: Key Elements Active & Sustainable School Transportation (ASST) Charter Page 20 of 22

23 4-21 Key Elements: Active & Sustainable School Transportation (ASST) Charter Criteria Description Benefits Challenge Readiness Active & Sustainable School Transportation Charter Details how we can create a culture where children choose to use active school travel. Can be signed by any individual, organization, authority or neighbourhood group that supports its vision and strategic principles Provides broad scale efforts and commitment towards active commuting to and from school Works in tandem with broader community goals and initiatives for a healthy community Creates a change in community culture of active travel Creates a formalized partnership between school boards & municipal government Accountability of municipality & school boards Establishes walking as a normal, daily behavior Increased physical activity Potential to reduce air pollution, traffic congestion Potential to develop safety skills Fosters independent mobility Additional co-benefits contributes to physical literacy, improved academic performance & student behaviour, obesity reduction Establishes baseline data about mode usage and change over time Establish joint commitment and endorsement from City and School Board officials Broader municipal action already occurring Complete Streets movement, Neighbourhood Development Strategy, Pedestrian Mobility Plan, etc. School Boards participation in Stepping It Up (School Travel Planning) pilot project ( ) Page 21 of 22

24 4-22 Criteria Community Capacity Reach Resources Feasibility Active & Sustainable School Transportation Charter Visioning and Goal setting for Active & Safe Routes to School that identified the need for a charter (March 2012) School siting and school site design forum in May 2012 part of the actions from the visioning & goal setting, and is included in an ASST charter Some Hamilton schools taking steps towards active school travel through School Travel Planning (STP), and STP identified within the Rapid Ready Report; therefore, logical next step is a comprehensive ASST charter Toronto, York, Ottawa, and Waterloo have developed and signed their own charters Addressed in neighbourhood action plans Supported by and supports the Urban Official Plan, Transportation Master Plan, other planning documents Identified in Visioning/Goal Setting workshop (March 2012) Whole community Staff time to create the charter Have provincial/regional support to develop the charter Hamilton ASRTS steering committee support Existing staff that address this within their scope of work Sustainability Is a comprehensive, multi-sector approach to addressing a community issue Policy & environmental change (e.g., infrastructure, STP, school siting, etc.) that has long lasting influence Page 22 of 22

25 5-1 COMMITTEE REPORT Presented to: Standing Committee Date of Meeting: November 10, 2014 From: Finance Committee Date of Meeting: October 29, 2014 The committee held a meeting from 12:50 p.m. to 3:10 p.m. on October 29, 2014 at 20 Education Court, Hamilton, Ontario, with Judith Bishop presiding. Members present were: Trustees Judith Bishop (Chair), Wes Hicks, Lillian Orban, Karen Turkstra. Regrets were received from Trustee Todd White. ACTION ITEMS: ************************************** A. Secondary School Field Revitalization Strategy Staff provided report that was in response to a Notice of Motion from September 2013 regarding school playing fields. Committee members offered suggestions and requested additional information be provided in the report. On the motion of Wes Hicks, the Finance and Facilities Committee RECOMMENDS presenting the Secondary School Field Revitalization Strategy to the November 10, 2014 Standing Committee. CARRIED UNANIMOUSLY B. Ancaster Meadow-Tiffany Hills Boundary Review Ancaster Meadows currently has 12 portables on site with no room for expansion. Capital Funding has been approved to build a new school in Ancaster to open September Staff are seeking approval to begin a boundary review process for these two communities. On the motion of Karen Turkstra, the Finance and Facilities Committee RECOMMENDS That a boundary review for the new school in the Tiffany Hills area be initiated. The motion was CARRIED on the following division of votes: In favour (3) Trustees Bishop, Orban and Turkstra Opposed (1) Trustee Hicks. C. Expropriation of 1055 King Street East Staff presented a report on the next steps in the process. On the motion of Karen Turkstra, the Finance and Facilities Committee RECOMMENDS: a) That the Trustees of the Hamilton-Wentworth District School Board, sitting as Approving Authority in respect of the expropriation of the lands municipally known as 1055 King Street East, Hamilton (the Lands ), duly expropriated by HWDSB on December 12, 2013, hereby approve the exchange of the Lands for other lands in the immediate vicinity owned by City of Hamilton, as approved by HWDSB as Expropriating Authority on September 29, 2014, without first offering the Lands to their former owner. b) That HWDSB, as Approving Authority, confirms and resolves its intention that the Lands are and continue to be required by HWDSB for a valid and lawful school purpose consistent with the mandate and objectives of the Education Act. CARRIED UNANIMOUSLY

26 D. Mohawk Trail Museum Update The Mohawk Trail Museum was moved to its current location in June 2014 in accordance with the Board s motion from November There was funding allocated in the budget to move the school, however the funding for repairs and renovations will have to be included as part of future budget development deliberations. On the motion of Karen Turkstra, the Finance and Facilities Committee RECOMMENDS that any unspent monies that were allocated to move Mohawk Trail Museum be utilized to begin the phasing in of restoration work for Mohawk Trail Museum. 5-2 The motion was CARRIED on the following division of votes: In favour (3) Trustees Bishop, Orban and Turkstra Opposed (1) Trustee Hicks. MONITORING ITEMS: E. Elementary East Hamilton City 1 Boundary Review An update on the process was provided to committee members. F. Facilities Partnerships Policy - Update A report was presented in responses to motions that were made at the May 28, 2014 Finance Committee meeting regarding spaces available and a funding analysis of cost recovery for the use of space within the school buildings. Under the current policy and guidelines, it would be more cost effective to set up these type of shared facility partnerships in new construction rather than in existing schools. Respectfully submitted, Judith Bishop, Chair of the Committee

27 5A-1 EXECUTIVE REPORT TO FINANCE & FACILITIES COMMITTEE TO: FROM: FINANCE & FACILITIES COMMITTEE Dr. John Malloy, Director of Education DATE: October 29, 2014 PREPARED BY: RE: Daniel Del Bianco, Senior Facilities Officer Secondary School Field Revitalization Strategy Action X Monitoring Recommended Action: That the secondary school field revitalization strategy, as outlined below, be approved and incorporated into the Board s Long Term Facilities Master Plan. School Field Type Ancaster High School Natural Dundas Valley Secondary School Natural Glendale Secondary School Natural New North Secondary School Artificial* Nora Frances Henderson Secondary School Artificial Orchard Park Secondary School Natural Saltfleet District High School Natural Sherwood Secondary School Natural Sir Allan MacNab Secondary School Natural Sir Winston Churchill Secondary School Artificial** Waterdown District High School Artificial Westdale Secondary School Natural * Approved by Board on September 29, 2014 ** Approved by Board on October 28, 2013 Rationale/Benefits: The proposed recommendation would see the construction of the four new artificial turf fields including two in the north cluster (New North Secondary School, Sir Winston Churchill Secondary School), one in the south cluster (Nora Frances Henderson Secondary School) and one in the west cluster (Waterdown District High School). The strategy identifies high end natural turf fields at the balance of the Board s secondary school sites (see attached map, Appendix A). The following section provides a brief summary of the pros/cons, initial costs estimates and the annual maintenance costs associated with each field type.

28 5A-2 When recommending the location of the proposed artificial turf fields a number of factors were considered including proximity to existing artificial turf fields (both public and private), size of school site, location of school within a cluster, likelihood of a partnership, ability to tender as part of a larger capital project (i.e. new school) and the strength of the business case. Artificial Turf Fields (Secondary): Cost Comments Installation Costs: $1.5M Includes site preparation, lights, bleachers, etc. Annual Maintenance: $25K Including regular brushing, aerating, raking, sweeping and sanitary cleansing 10yr Maintenance: $250K 10yr Renewal: $900K Includes all or partial replacement of turf PROS Longer season (April to October) Increased playability (More hours of play time per week as compared to natural turf field) Lower annual maintenance (Including regular brushing, aerating, raking, sweeping and sanitary cleansing) CONS Requires long term funding strategy (Hourly rental rates, renewal fund, etc.) Heat hazard (Surface temperatures can increase significantly in the summer months) Bacterial (Requires sanitary cleansing as part regular maintenance program) Environmentally unfriendly (Synthetic materials used for field. Would require soil remediation to convert back to natural turf field) Natural Turf Fields (Secondary): Cost Comments Installation Costs: $600K Includes site prep, bleachers, etc. Annual Maintenance: $35K Includes weekly cutting, fertilizing, aeration and watering 10yr Maintenance: $350K 10yr Renewal: $180K PROS Easier to self fund/ sustain Fewer injuries (Greater levels of torque, velocity and traction found in artificial turf fields) Environmentally friendly (No synthetic materials) More likely to find potential partners (Due to initial cost and ongoing maintenance fees) CONS Shorter season (May/June to Sept/Oct) Higher annual maintenance (Weekly cutting, fertilizing, aeration and watering) Decreased playability (Fewer hours of play time per week as compared to artificial turf field) All fields will be designed to accommodate both football and soccer and will also include proper grading, drainage, and an irrigation system. All fields will be completely fenced in with evening 2

29 5A-3 and weekend access through permitted use only. This is a consistent practice throughout the City of Hamilton whether dealing with private or public artificial/ natural Class A playfields including those belonging to the City or the coterminous school board. Partnerships: The City of Hamilton has agreed to partner with the Board and contribute to the revitalization of a number of our secondary school fields including the New North secondary school and Sir Allan MacNab Secondary School. The Board will seek out additional partnership opportunities through a request for proposal process and report the findings back to the Board through annual updates to the Long Term Facilities Master Plan. Funding and Implementation: It is anticipated that it will cost approximately $11M to implement the recommended secondary field revitalization strategy over the course of the next 5 7 years. In addition, it is estimated that maintenance and renewal costs over a 10 year period (from the time of full implementation) will total approximately $5M. The Board can draw on a number of existing funding sources to finance the first phase of the field revitalization strategy including partnerships, rentals, renewal, operational savings from closed facilities and proceeds of disposition. Competitive rental rates and additional partnership opportunities for both artificial and natural turf fields will be required to help offset short and long term construction, maintenance and renewal needs. Appendix B provides an analysis of the business case required to support the maintenance and renewal requirements associates with both field types. The status of implementation will be reviewed annually and may be adjusted accordingly to account for new funding sources and/ or partners. The first phase of implementation will include the following schools which are projected to be completed in 2016 and 2017: Dundas Valley Secondary School, natural turf, possible track will coincide with construction of the new addition. Saltfleet District High School, natural turf including track will coincide with construction of the new addition. School site has the ability to accommodate both a high grade natural turf field and a practice field. Sir Allan MacNab Secondary School, natural turf including track, partnership with the City of Hamilton design complete, work to be tendered shortly. New North Secondary School, artificial turf, partnership with the City of Hamilton will coincide with new school construction (Approved by Board on September 29, 2014). Limited green space for new school and as a result higher than normal usage is anticipated. Sir Winston Churchill Secondary School, artificial turf will coincide with new north school construction (Approved by Board on October 28, 2013). Limited green space for new school and as a result higher than normal usage is anticipated. Nora Frances Henderson Secondary School, artificial turf will be designed and tendered as part of the new school project. Site size will allow for both artificial turf and practice areas. This location will serve the needs of the south cluster of schools. The timing of future phases is contingent on available funding and the ability to attract 3

30 5A-4 additional partnership opportunities. Next Steps: Issue request for proposal to locate potential partners for future phases of the secondary field revitalization strategy. Finalize an outdoor design manual which will address the Hamilton Wentworth DSB requirements for all outdoor spaces. The manual will also include a detailed description of materials and plant species to be included on our sites. The design manual is anticipated to be completed in Spring Background: In September 2013 the following motion was received by the Board of Trustees and deferred to staff to investigate: Whereas Programs outside in the school yard are important as well as programs inside the school: Be it resolved: That staff be requested to develop a plan to revitalize school outside space by: Producing a plan for secondary schools' yards that includes the feasibility of artificial turf and high end, natural turf playing fields in strategic locations, with a corresponding business plan to include a maintenance program, and with implementation with potential partners including the city; Producing a plan for elementary schools' yards, to include artificial turf in small areas of high use, shade trees, and desirable planning for quiet and vigorous activities and with implementation with potential partners identified. In order to conduct a proper assessment on the current state of our secondary school play fields Board staff engaged IDM Consultants Ltd last fall. The consultant provided an assessment of the current state of our secondary play fields along with the preliminary design/ grading requirements of the new fields. 4

31 G?! Natural Class A Field Artificial Current Fields # Ancaster High k # Natural Artificial G # Sir Allan MacNab Park G Bishop Ryan?! k Heritage Green Sports Park G Planning and Accommodation Nov 2014 #!? Sherwood Park G Player Paradise Sports Complex Orchard Park Cardinal Newman Secondary School! Saltfleet? (Existing Class A Field)?! Glendale # Sir Winston Churchill 6 Kilometres Mohawk Sports Park Sherwood # Tim Horton's Field APPENDIX - A M:\ARCGIS DATA\Maps\Turf ± 0 k k G New North Secondary G? Billy Sherring! St. Jean de Brebeuf?! Sackville Hill Memorial Park Norah Francis Henderson St. Thomas More # Westmount G Alumni Field G # Soccer Westdale G World HWDSB Fields G Redeemer Sports Complex Dundas Valley Secondary School # Ron Joyce Stadium?! Olympic Sports Park Joe Sams Leisure Park Waterdown k?! Artificial and Natural Fields - Hamilton 5A-5

32 5A-6 APPENDIX - B ARTFICIAL NATURAL Installation and Maintenance A) Installation Cost: $1,500,000 $600,000 B) Annual Maintenance Cost: $25,000 $35,000 C) 10yr Maintenance Cost: $250,000 $350,000 D) 10yr Renewal Cost: $900,000 $180,000 E) Total 10yr Maintenance + Renewal: $1,150,000 $530,000 Usage F) Hourly Rate: $100 $60 G) Number of Weeks in use: H) Number of Hours/week: Scenario #1 (@ 100% Utilization) I) Total Number of Hours/ Season: 1, J) Seasonal Revenue: $128,000 $50,400 K) Seasonal Revenue (10 yrs): $1,280,000 $504,000 L) Diff Seasonal Revenue (10 yrs) Maintenance & Renewal (10 yrs): $130,000 $26,000 Scenario #2 (@ 75% Utilization) M) Total Number of Hours/ Season: N) Seasonal Revenue: $96,000 $37,800 O) Seasonal Revenue (10 yrs): $960,000 $378,000 P) Diff Seasonal Revenue (10 yrs) Maintenance & Renewal (10 yrs): $190,000 $152,000 Scenario #3 (@ 50% Utilization) Q) Total Number of Hours/ Season: R) Seasonal Revenue: $64,000 $25,200 S) Seasonal Revenue (10 yrs): $640,000 $252,000 T) Diff Seasonal Revenue (10 yrs) Maintenance & Renewal (10 yrs): $510,000 $278,000

33 5B-1 EXECUTIVE REPORT TO FINANCE & FACILITIES COMMITTEE DATE: October 29, 2014 TO: FROM: Prepared by: RE: Finance & Facilities Committee John Malloy, Director of Education Pam Reinholdt, Executive Superintendent of Student Achievement Sue Dunlop, Superintendent of Student Achievement Daniel Del Bianco, Senior Facilities Officer Ancaster Meadow/Tiffany Hills area Boundary Review Action X Monitoring Recommended Action: That the boundary review for the new school in the Tiffany Hills area be initiated. Rationale/Benefits: The boundary review promotes working and learning in safe environments that are not overcrowded and are conducive to supporting students in reaching their full potential. HWDSB s opening date for the new elementary school in the Tiffany Hills area is September In preparation for the new school, a boundary for the new school needs to be established using the process as outlined in the HWDSB Boundary Review Policy (Policy No Appendix A). A boundary for the new school will alleviate enrolment pressures at Ancaster Meadows, as its current boundary encapsulates the Tiffany Hills area. Establishment of boundaries will help prepare students, families and communities for the transitioning of students to a new facility. Background: Since 2005, the population in the Ancaster Meadows boundary area has experienced significant growth due to new residential development. Appendix B reflects a map of the area. The Board of Trustees approved the request for a new school through the 2012 Capital Priorities submission to the Ministry (Appendix C) and in May 2014 received capital funding approval for the construction of a new school in the Tiffany Hills area referred to Ancaster Meadowlands East (Appendix D). As of September 2014 there are over 900 students enrolled at Ancaster Meadows. Ancaster Meadow s Ministry rated capacity (OTG) is 590. There are 12 portables on site to address the students above the school s capacity. List of Appendixes: A HWDSB Boundary Review Policy B Map of Area C Capital Priorities Submission Board Approval Minutes D Ministry approval letter for Tiffany Hills area school \\sbodata\accplann$\boundary Reviews\Ancaster Meadow\

34 5B-2 Policy No Boundary Review Date Approved: May 2014 Projected Review Date: May 2018 PURPOSE: Hamilton-Wentworth District School Board (HWDSB) believes in optimizing and ensuring the effective and efficient use of all facilities to support student achievement. GUIDING PRINCIPLES: Address the short- and long-term accommodation requirements of the impacted communities in a timely manner; Be mindful of the best and most prudent use of all resources available to HWDSB; Adhere to the guiding principles as defined in the Long-Term Facilities Master Plan including optimal school capacity, grade organization, transportation, facility requirements, site size and the balance between French Immersion and English track students in dual track schools ( Principles.pdf). Consult with the impacted school communities to gain further insight into the boundary recommendation(s). Where possible, attempt to create more socio-economically diverse school communities. Be mindful of the distance to the nearest school and the ability for students to safely travel to school. INTENDED OUTCOMES: To validate or amend boundaries to support and optimize the effective and efficient use of all facilities. RESPONSIBILITY: Director of Education Members of Executive Council TERMINOLOGY: Long-Term Facilities Master Plan: A comprehensive planning document illustrating the condition and utilization of current facilities, and possible accommodation solutions designed to enhance student achievement. Policy No Boundary Review Page 1

35 5B-3 ACTION REQUIRED: A boundary review, outside of the accommodation review process, shall begin under the following circumstance: or or Initiated through the Long-Term Facilities Master Plan, upon Board approval; Recommendation from a Superintendent of Student Achievement, upon Board approval; Initiated through the Board of Trustees. Once a boundary review has been initiated, staff will take the following steps: Create the Boundary Review Advisory Panel: The mandate of the Boundary Review Advisory Panel is to advise the Superintendent of Student Achievement of possible options after reviewing the guiding principles, receiving community input and providing local expertise. The Superintendent of Student Achievement, in conjunction with the Planning and Accommodation Division, will then recommend an option(s) for Board approval. The panel shall consist at a minimum of the Superintendent of Achievement for the affected schools, Ward Trustee(s), Principal(s), members of School Council and Home & School Association (where they may exist), and Planning & Accommodation staff. Conduct a community consultation: Consisting of a public meeting(s) to allow the community an opportunity to provide input regarding the proposed recommendation(s). Review data from the community consultation: Consisting of the review of community feedback prior to formulating the final recommendation(s) to be presented at a Standing Committee or Regular Board meeting. Seek Board approval: Consisting of the presentation of the recommendation(s), as well as the results of the community consultation, to the Board for their approval. PROGRESS INDICATORS: Intended Outcome To validate or amend boundaries to support and optimize the effective and efficient use of all facilities. Assessment This will be measured by monitoring and planning for pupil accommodations through the Long-term Facilities Master Plan and by looking at: Declining, increasing and shifting enrolments Current funding and operational realities Changing educational and program objectives Physical limitations of schools and sites. Policy No Boundary Review Page 2

36 5B-4 REFERENCES: Government Documents N/A HWDSB Strategic Directions Achievement Matters Engagement Matters Equity Matters HWDSB Policies Finance and Administration Pillar Community Use of Board Facilities/Properties Facilities Partnerships Public Consultation Pupil Accommodation Review HWDSB Documents Long-Term Facilities Master Plan Policy No Boundary Review Page 3

37 HAMILTON DRIVE MARTIN ROAD JERSEYVILLE ROAD WEST HIGHWAY 403 MINERAL SPRINGS ROAD WOODVIEW CRESCENT LLOYMINN AVENUE WILSON STREET WEST LOVERS LANE PRIVATE ROAD WILSON STREET EAST FIDDLERS GREEN ROAD Ancaster Meadows Boundary and Surrounding Area OLD DUNDAS ROAD MILLER DRIVE ACADEMY STREET GOLF LINKS ROAD HAIG ROAD HIGHWAY 403 MOHAWK ROAD Ancaster Meadow BOOKJANS DRIVE SABLE DRIVE # SUFFOLK STREET GARNER ROAD EAST LEGEND COURT OLD MOHAWK ROAD FAIR STREET RAYMOND ROAD # SCENIC DRIVE STONE CHURCH ROAD MAGNOLIA DRIVE UPPER PARADISE ROAD SANATORIUM ROAD Meadowlands East (New School) EAGLEGLEN WAY HADELAND AVENUE MADONNA DRIVE Appendix B CRANBROOK DRIVE GARTH STREET BENDAMERE AVENUE MOHAWK ROAD WEST BRIGADOON DRIVE STONE CHURCH ROAD WEST RYMAL ROAD WEST LIMERIDGE ROAD WEST CHESTER AVENUE 5B-5 WEST 5TH STREET DICENZO DRIVE WEMBLEY ROAD ± MANNING AVENUE UPPER WELLINGTON STREET RYMAL ROAD EAST KOPPERFIELD LANE GARNER ROAD WEST SOUTHCOTE ROAD TWENTY ROAD WEST CHRISTOPHER DRIVE SMITH ROAD EFFORT TRAIL SPRINGSIDE DRIVE SHAVER ROAD SHAVER ROAD BOOK ROAD WEST COURTLAND DRIVE HIGHWAY 6 BOOK ROAD EAST SMITH ROAD GLANCASTER ROAD SALEM ROAD DICKENSON ROAD WEST PRIVATE ROAD PRIVATE ROAD UPPER JAMES STREET TWENTY ROAD EAST # Elementary! Jr Elem X Middle School " Secondary DICKENSON ROAD EAST Development BUTTER ROAD WEST BUTTER ROAD EAST AIRPORT ROAD PRIVATE ROAD Kilometers ENGLISH CHURCH ROAD EAST Hamilton Wentworth District School Board Accommodation & Planning 2014 M:\Boundary Reviews\Ancaster Meadow\2014

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46 5C-1 EXECUTIVE REPORT TO FINANCE & FACILITIES COMMITTEE TO: FROM: FINANCE & FACILITIES COMMITTEE John Malloy, Director of Education DATE: October 29, 2014 PREPARED BY: Daniel Del Bianco, Senior Facilities Officer RE: Expropriation of 1055 King Street East Action Monitoring Recommendation: a) That the Trustees of the Hamilton-Wentworth District School Board, sitting as Approving Authority in respect of the expropriation of the lands municipally known as 1055 King Street East, Hamilton (the Lands ), duly expropriated by HWDSB on December 12, 2013, hereby approve the exchange of the Lands for other lands in the immediate vicinity owned by City of Hamilton, as approved by HWDSB as Expropriating Authority on September 29, 2014, without first offering the Lands to their former owner. b) That HWDSB, as Approving Authority, confirms and resolves its intention that the Lands are and continue to be required by HWDSB for a valid and lawful school purpose consistent with the mandate and objectives of the Education Act. Rationale/Benefits: On September 29, 2014, HWDSB approved the proposal by City of Hamilton to work together to construct a secondary school, recreation centre and pool on the City block south of the Pan AM stadium. This involved the exchange of all or a portion of the lands expropriated by HWDSB on December 12, 2013, municipally known as 1055 King Street East in order to best configure the school and recreation centre on the City block. When HWDSB approved the exchange, it did so as Expropriating Authority under the Expropriations Act. In the event that HWDSB ever sought to sell or divest itself of 1055 King Street East, the former owner of the property has a right to repurchase the Lands on terms equal to the best offer HWDSB receives (under section 42 of the Expropriations Act). HWDSB, as Approving Authority, can allow the divestiture of 1055 King Street East without triggering the former owner s right of repurchase. Given that HWDSB still requires use of 1055 King Street East for school purposes, HWDSB, as Approving Authority, needs to confirm that the land exchange 1

47 may be concluded without giving the former owner an opportunity to repurchase the property. This action is a natural component of complying with the Expropriations Act in the context of the land exchange and results from the fact that the Board of Trustees is both Expropriating Authority and Approving Authority under the Act. Background: 5C-2 In February 2013, Hamilton-Wentworth District School Board (HWDSB) received $31.8 million in funding for the construction of a 1,250 pupil place secondary school to be centrally located between Sir John A. Macdonald and Delta secondary schools. The approval to construct a new secondary school came as a result of an 18- month secondary school accommodation review process which recommended the closure of Sir John A. Macdonald, Delta and Parkview secondary schools and the construction of a new facility. The Ministry of Education approved funding for the project under the condition that the new school would be operational by September On October 28, 2013 the Board approved the following motion which located the new north secondary school on the Parkview/ King George site with associated parking on the Scott Park site. Since that time the HWDSB has expropriated the former Scott Park site (1.47 acres); however the potential designation of the former King George school has presented a number of challenges and delayed the start of this project. City Council, at its meeting of June 25, 2014 approved the following motion: That the City Manager, in conjunction with the Mayor, as he wishes, and the Ward 3 Councillor, be asked to supervise discussions among the following, and not limited to, organizations responsible for the future of the current Scott Park Lands including the Bernie Morelli Seniors Centre, the school site, Jimmy Thompson Pool, parking requirements for current and future needs, playing fields and open spaces, and that a timely report be made back to Hamilton City Council through its appropriate committees. HWDSB and City staff members met several times and with the assistance of McCallum Sather Architects Inc. (MSA) developed the following recommendations and the proposed site massing plan (Appendix-A). At their meeting on September 10, 2014, City Council passed the following motions related to construction projects in the Stadium Precinct. a) That City of Hamilton, design and build the Bernie Morelli Centre and related amenities including parking and green space in accordance with building massing drawing attached as Appendix B to Report CM14014; b) That the City work with the Hamilton-Wentworth District School Board (HWDSB), in accordance with City of Hamilton By-law #13-317, Procurement Policy #12 Cooperative Procurements, to secure a contractor to complete the demolition of Scott Park Arena and the former Scott Park Secondary School; c) That the City work with the Hamilton-Wentworth District School Board (HWDSB), in accordance with City of Hamilton By-law #13-317, Procurement Policy #12 Cooperative Procurements, to secure a proponent to complete the design of the Bernie Morelli Centre and the new secondary school; 2

48 5C-3 d) That the city owned lands as identified through Report CM14014, be declared surplus to the requirements of the City of Hamilton in accordance with the Sale of Land Policy By-law, being Bylaw No ; e) That the Real Estate Section of the Economic Development Division of the Planning and Economic Development Department be authorized and directed to sell approximately 0.18 acres and to undertake the necessary land exchange with the Hamilton Wentworth District School Board in accordance with the Sale of Land Policy By-law, being By-law ; f) That the Mayor and Clerk be authorized and directed to execute any necessary documents related to the sale of land, in a form satisfactory to the City Solicitor; and, g) That Planning and Economic Development Department staff be directed and authorized to proceed with a City initiated rezoning of the subject lands to facilitate the proposed Bernie Morelli Centre and new secondary school. h) That Report CM14014, respecting Construction Projects in the Stadium Precinct, including recommendations (a) through (g), be forwarded to the Hamilton-Wentworth District School Board for their consideration. The recommended configuration approved by Council on September 10, 2014 mirrors the Pan Am Precinct Master Plan (May 2013) and is in keeping with the expectations and discussions held between the City and the local community. 3

49 5C-4 APPENDIX-A

50 5D EXECUTIVE REPORT TO FINANCE AND FACILITIES COMMITTEE TO: FROM: FINANCE AND FACILITIES COMMITTEE Stacey Zucker, Superintendent of Business and Treasurer DATE: October 29, 2014 PREPARED BY: Stacey Zucker, Superintendent of Business and Treasurer Daniel Del Bianco, Senior Facilities Officer RE: Mohawk Trail Museum Relocation Update Action Monitoring X Rationale/Benefits: This report is provided as an update to Trustees with regards to the relocation of the Mohawk Trail Museum (MTM). At the November 4, 2013 standing committee, a report was presented with 3 scenarios regarding the Mohawk Trail Museum. The Board chose the scenario which stated Move the MTM as soon as possible and include phased restoration costs as part of the Board s annual budget process. Background: The Mohawk Trail Museum was moved to the Education Centre on June 20, 2014 in accordance with the Board s motion. The estimated cost to prepare the site and pour the foundation was $188,119. The estimated costs to move MTM was $514,663 for a total budget in of $702,782. There were no costs related to renovations that were included in the budget. To date, approximately $525,000 has been spent to relocate Mohawk Trail Museum. Currently, there is no work scheduled to renovate MTM. During the budget process, there was no money set aside. There is significant work required and the estimated renovations costs total approximately $460,000 which would be required to be found in the Board s operating budget.

51 5E-1 EXECUTIVE REPORT TO FINANCE & FACILITIES COMMITTEE DATE: October 29, 2014 TO: FROM: Prepared by: RE: Finance & Facilities Committee John Malloy, Director of Education Peter Joshua, Superintendent of Student Achievement Peter Sovran, Superintendent of Student Achievement Daniel Del Bianco, Senior Facilities Officer East Hamilton City 1Boundary Review Action Monitoring X Rationale/Benefits: As part of the recommendation for the East Hamilton City (1) accommodation review, the Board approved the commencement of a boundary review to consider changes between A.M. Cunningham, Queen Mary, Viscount Montgomery, and W.H. Ballard schools. The boundary review is anticipated to commence November 2014 and be completed by February Background: At the June 16, 2014, the HWDSB Board approved a recommendation for the East Hamilton City 1 accommodation review (Appendix A). Outlined within the recommendation is Section C - Staff will begin a Post-ARC Boundary Review to consider changes between A.M. Cunningham, Queen Mary, Viscount Montgomery, and W.H. Ballard schools. The process will proceed in the school year and will follow the HWDSB Boundary Review Policy (Policy No Appendix B). List of Appendixes: A East Hamilton City 1 Trustee Approved Recommendation A - Location Map B HWDSB Boundary Review Policy (No.: 3.14) \\sbodata\accplann$\accommodation Reviews\East Hamilton City1\Boundary Review Post ARC

52 5E-2 East Hamilton City Community Hybrid Plan A) In the East Hamilton City ARC, the Board of Trustees approves : i) The closure of Woodward and Roxborough Park in June, ii) The adoption of the boundary map in Appendix B. B) The board will make the minimum investment of $4M (estimated value of property disposition) to address existing urgent and high renewal needs, resurface or repaint gymnasium floors, and provide school-wide air tempering at the remaining schools. C) Staff will begin a Post-ARC Boundary Review to consider changes between A.M. Cunningham, Queen Mary, Viscount Montgomery and W.H. Ballard schools. (see Appendix B map) D) Staff will report to the Board of Trustees with plans to address the unused space at W.H. Ballard School. This could include, but is not limited to, relocating HWDSB administrative staff, relocating existing programming, or pursuing public or private facility partnerships. Appendices: Appendix A: Enrollment Projections Appendix B: Boundary Map Appendix C: Current Schools and Boundaries

53 5E-3 East Hamilton City - Community Hybrid Plan Appendix A : Enrollment Projections

54 5E-4 East Hamilton City - Community Hybrid Plan Appendix B : Boundary Map

55 5E-5 East Hamilton City - Community Hybrid Plan Appendix C : Current Schools and Boundaries

56 5E-6 Policy No Boundary Review Date Approved: May 2014 Projected Review Date: May 2018 PURPOSE: Hamilton-Wentworth District School Board (HWDSB) believes in optimizing and ensuring the effective and efficient use of all facilities to support student achievement. GUIDING PRINCIPLES: Address the short- and long-term accommodation requirements of the impacted communities in a timely manner; Be mindful of the best and most prudent use of all resources available to HWDSB; Adhere to the guiding principles as defined in the Long-Term Facilities Master Plan including optimal school capacity, grade organization, transportation, facility requirements, site size and the balance between French Immersion and English track students in dual track schools ( Principles.pdf). Consult with the impacted school communities to gain further insight into the boundary recommendation(s). Where possible, attempt to create more socio-economically diverse school communities. Be mindful of the distance to the nearest school and the ability for students to safely travel to school. INTENDED OUTCOMES: To validate or amend boundaries to support and optimize the effective and efficient use of all facilities. RESPONSIBILITY: Director of Education Members of Executive Council TERMINOLOGY: Long-Term Facilities Master Plan: A comprehensive planning document illustrating the condition and utilization of current facilities, and possible accommodation solutions designed to enhance student achievement. Policy No Boundary Review Page 1

57 5E-7 ACTION REQUIRED: A boundary review, outside of the accommodation review process, shall begin under the following circumstance: or or Initiated through the Long-Term Facilities Master Plan, upon Board approval; Recommendation from a Superintendent of Student Achievement, upon Board approval; Initiated through the Board of Trustees. Once a boundary review has been initiated, staff will take the following steps: Create the Boundary Review Advisory Panel: The mandate of the Boundary Review Advisory Panel is to advise the Superintendent of Student Achievement of possible options after reviewing the guiding principles, receiving community input and providing local expertise. The Superintendent of Student Achievement, in conjunction with the Planning and Accommodation Division, will then recommend an option(s) for Board approval. The panel shall consist at a minimum of the Superintendent of Achievement for the affected schools, Ward Trustee(s), Principal(s), members of School Council and Home & School Association (where they may exist), and Planning & Accommodation staff. Conduct a community consultation: Consisting of a public meeting(s) to allow the community an opportunity to provide input regarding the proposed recommendation(s). Review data from the community consultation: Consisting of the review of community feedback prior to formulating the final recommendation(s) to be presented at a Standing Committee or Regular Board meeting. Seek Board approval: Consisting of the presentation of the recommendation(s), as well as the results of the community consultation, to the Board for their approval. PROGRESS INDICATORS: Intended Outcome To validate or amend boundaries to support and optimize the effective and efficient use of all facilities. Assessment This will be measured by monitoring and planning for pupil accommodations through the Long-term Facilities Master Plan and by looking at: Declining, increasing and shifting enrolments Current funding and operational realities Changing educational and program objectives Physical limitations of schools and sites. Policy No Boundary Review Page 2

58 5E-8 REFERENCES: Government Documents N/A HWDSB Strategic Directions Achievement Matters Engagement Matters Equity Matters HWDSB Policies Finance and Administration Pillar Community Use of Board Facilities/Properties Facilities Partnerships Public Consultation Pupil Accommodation Review HWDSB Documents Long-Term Facilities Master Plan Policy No Boundary Review Page 3

59 5F-1 EXECUTIVE REPORT TO FINANCE & FACILITIES COMMITTEE TO: FROM: FINANCE & FACILITIES COMMITTEE John Malloy, Director of Education DATE: October 29, 2014 PREPARED BY: Daniel Del Bianco, Senior Facilities Officer Jackie Penman, Corporate Communications Manager Sharon Stephanian, Superintendent, Leadership & Learning RE: Facilities Partnerships Policy Action Monitoring Rationale/Benefits: At the May 28, 2014 Finance Committee meeting the following motions were passed: A) That staff bring a report back on space that is available within our school buildings for facility partnership consideration. B) That staff bring a report back on funding analysis of cost recovery for the use of space within the school buildings and the implications on funding grants. As outlined in Section 7 of the Hamilton Wentworth District School Board (HWDSB) Facilities Partnership Policy (No. 2.2, Appendix A), the following criteria are to be used when selecting schools for potential partnership opportunities: 200 or more unused pupil places for the next five years (for example, this represents approximately 20,000 square feet or 10 classrooms) 60% utilization or less for at least two years Space not required for Board programming Separate access is available Student safety Accessibility Zoning and site use restrictions Facility condition Availability of required amenities and/or support space 1

60 5F-2 Any other criteria as determined by the Board The following tables identify those schools that potentially meet the above noted criteria. Table 1: Schools with 200 or more unused for the next five years School Name Capacity 2018 Enrolment 2018 Surplus Pupil Places 2018 % Util. Facility* Condition Separate Entrance Available Fully Accessible Bennetto % Average Yes No Elizabeth Bagshaw % Poor Yes No Sir Wilfrid Laurier % Good Yes No W.H. Ballard % Fair Yes No * As identified in the Board s Long Term Facilities Master Plan Table 2: Schools with 60% utilization of less for at least two years School Name Capacity 2016 Enrolment 2016 Surplus Pupil Places 2016 % Util. Facility* Condition Separate Entrance Available Fully Accessible R.L. Hyslop % Average Yes No Westwood % Average Yes No * As identified in the Board s Long Term Facilities Master Plan Board Average Operational Cost/ Square Foot: $7.00/ sq.ft. Board Average High & Urgent Renewal Cost/ Square Foot: $53.00/ sq.ft. Totals do not include lease hold improvements which may be required by any potential partner Funding Implications: In the event that the Board secures a partner for a long term lease, the Board has the ability to declare the leased portion of a school as surplus under O.Reg. 444/98 and remove that surplus capacity from its inventory. Depending on the space requirements of a potential partner and duration of the lease, this has the ability to increase top up funding levels (to a maximum of 95%). Full cost recovery of the operational costs for leased spaces would provide the HWDSB with the flexibility to allocate those funds elsewhere in the system. This would have a similar impact on the renewal costs for leased spaces. Background: The Facility Partnership Guideline was introduced by the Ministry of Education in 2010 (see Appendix B). The purpose of the guideline is to encourage boards to work with their community partners in order to share facilities to the benefit of boards, students and the community, and to optimize the use of public assets owned by school boards. HWDSB adopted its current Facilities Partnership Policy (No. 2.2) in June In May, 2014, staff presented the Finance Committee with an overview report on Facility Partnerships within Hamilton Wentworth District School Board (HWDSB). This report included overviews of the following: Facility Partnership Policy Facility Partnership Directive 2

61 5F-3 Current facility partnerships and school locations Current facility partnerships supported by the Ministry of Education s Schools First Child Care Capital Retrofit Policy Facility Partnership outreach including the letter of invitation, distribution list, and advertisements Overview of applications received and outcomes of those requests At that time additional information was requested by the Finance Committee with respect to identifying schools with available space (as per criteria outlined in the existing policy), cost recovery and potential funding implications. 3

62 5F-4 APPENDIX-A1 Facilities Partnership Policy No. 2.2 Date Approved: June 2012 Projected Review Date: June 2016 PURPOSE: Hamilton-Wentworth District School Board believes that sharing facilities can be of benefit to students, the Board, and the community. The Facilities Partnership Policy will provide opportunities for the Board and community partners to establish facility partnerships in new and existing schools, at 100% recoverable cost to the Board. Facility partnerships will be linked to the Board s strategic directions, and in particular, to improving student achievement. INTENDED OUTCOMES: To maximize the use of public infrastructure through increased flexibility and utilization on a cost recovery basis. To reduce facility operating costs for school boards and government. To strengthen relationships between HWDSB and community partners and the public. To improve services, programs and supports available to students. To provide a foundation for improved service delivery for communities. To develop facility partnership agreements with appropriate community partners. Such agreements may be developed when the Board has identified unused space in schools, or when the Board is planning to build new schools or undertake significant additions and/or renovations to schools. RESPONSIBILITY: Director of Education Members of Executive Council TERMINOLOGY: Facility Partnership Agreement: A legal document that outlines the terms and conditions of the facilities partnership, and complies with all existing Hamilton-Wentworth District School Board policies and procedures. The agreement is signed by both/all parties prior to implementation. Facilities: Buildings and grounds owned by Hamilton-Wentworth District School Board. Notification List: A list of eligible potential and existing partners, established according to Ontario Regulation 444/98, but not limited to those identified by the regulation. Partnerships: Mutually beneficial and supportive arrangements between the Board and business, labour and community agencies. Policy No. 2.2 Facilities Partnership Page 1

63 5F-5 APPENDIX-A1 Partners: community non-profit or profit entities expressing interest in participating in facility use partnership agreements that are deemed eligible by the Board. ACTION REQUIRED: 1. Establishing and maintaining facility partnerships A common approach to establishing and maintaining facility partnerships will maximize the benefit and learning from each facility partnership experience. Establishing appropriate and sustainable facility partnerships requires: Compliance with all existing policies and procedures of the Board Consideration of the Board s strategic goals A plan on how space in schools will be selected A plan to determine what entities will be selected for the notification list A plan on how potential partners will be notified of available space and construction plans A review of the value of the facility partnership as it relates to the Board s Strategic Directions A written facility partnership agreement that speaks to the common goals, principles and expectations of all partners Consideration and respect for the application of other Board policies and administrative processes related to community use of schools, access to Board facilities and properties, and pre-existing agreements/contracts Consideration of risk management and issues of Board liability Demonstrated willingness to work together with the school/department and Board 2. Standards for facility partnerships Facility partnerships will provide ways and means to meet goals set out in HWDSB Strategic Directions. 3. Notification of potential unused space and capital construction projects. Space available for facility partnership consideration will be identified in the Board s long term facilities master plan. Following the presentation of the plan, available unused space and potential capital construction projects will be identified on Hamilton-Wentworth District School Board s website, and circulated to entities including but not limited to those listed in Ontario Regulation 444/98, including timelines for facility partnership agreements. 4. Expressions of interest The Board encourages community partners to provide expressions of interest to the board when they have sufficient funding and plans to move forward with a proposal. All expressions of interest from potential partners should be submitted through HWDSB s website. The Board will evaluate each potential Facility Partnership on a case by case basis to determine whether a partnership may be appropriate. Policy No. 2.2 Facilities Partnership Page 2

64 5F-6 APPENDIX-A1 5. Screening of partners Due diligence is key to the screening of potential partners. Before entering into a facility partnership there is a need for the Board to assess what the expectations are of the partnering organization and to determine that the partnering organizations meet the community standard for a suitable association with the school and/or Board. Screening will include but may not be limited to: the reason for the organization s interest in partnering with the school and/or the Board; the organization s ownership and history; the nature of product or service of the partnering organization; the key contact within the partnering organization; the authority of the key contact to bind that organization; and the financial status of the organization 6. Selection criteria Notwithstanding the screening process, the Board has a responsibility to consider the value of facility partnerships to students. The following requirements must be met: Health and safety of students must be protected Facility partnerships must be appropriate for the school setting Facility partnerships must not compromise the Board s student achievement strategy Facility partnerships will exist on a cost-recovery basis to the Board Entities that provide competing education services such as tutoring services, JK-12 private schools or private colleges, and credit offering entities that are not government funded, are not eligible partners In addition to the above, the partner must: provide financial statements showing financial viability of their organization agree to operate in accordance with Board policies be willing to enter into a lease, license, or joint-use/facility partnership agreement 7. Criteria for selection of existing school spaces 200 or more unused pupil places for the next five years (for example, this represents approximately 20,000 square feet or 10 classrooms) 60% utilization or less for at least two years Space not required for Board programming Separate access is available Student safety Accessibility Zoning and site use restrictions Facility condition Availability of required amenities and/or support space Any other criteria as determined by the Board 8. Purpose of facility partnership agreements The purpose of the facility partnership agreement is to clearly define activities, roles and responsibilities for each of the partners. Partnership agreements cannot be finalized until both the board and the partner/s have an approved source of funding. Policy No. 2.2 Facilities Partnership Page 3

65 5F-7 APPENDIX-A1 9. Notification List of Partners A list of eligible potential and existing partners will be established and reviewed annually. The list will include, but will not be limited to, those identified according to Ontario Regulation 444/98. The notification list will be posted on the Board website. 10. Approval of facility partnership agreements The Facilities Management Department will ensure liabilities are minimized and appropriate central departments and stakeholders are consulted. The Superintendent of Leadership and Learning must approve the facility partnership agreement. Co-building with community partners requires Board of Trustee approval. PROGRESS INDICATORS: Facility partnership agreements will increase as the Board and community work together to optimize space for the benefit of students, the community and the Board. REFERENCES: Government Documents Accessibility for Ontarians with Disabilities Act (2005) Accessibility Standards for Customer Service Community Use of Schools Program Declining enrolment Working Group Report (2009) Early Learning Memo 12: Regulatory Amendments for Full Day Junior Kindergarten and Kindergarten and Extended Day Programs Education Act: Section 183 Section 194 Section 196: Subsection 171 Ministry of Education Facility Partnerships Guideline Ontario Equity and Inclusive Education Strategy Ontario Regulation 444/98 School Facilities Inventory System HWDSB Strategic Directions Achievement Matters Engagement Matters Equity Matters HWDSB Policies Accessibility Standards for Customer Service Administrative Memo P5 Alterations to Plant Community Engagement Policy (under development) Community Use of Board Facilities Diversity and Equity Pillar Engagement Pillar Equity Finance and Administration Pillar Nutrition Occupational Health and Safety Partnership Procurement Property Disposition Protocol Policy No. 2.2 Facilities Partnership Page 4

66 5F-8 APPENDIX-A1 Public Consultation Pupil Accommodation Review Safe Schools Pillar Policy No. 2.2 Facilities Partnership Page 5

67 5F-9 APPENDIX-A2 Facilities Partnership Directive Directive for Policy 2.2 Facilities Partnership Projected Review Date: June 2016 RATIONALE: Facilities Partnerships between Hamilton-Wentworth District School Board (HWDSB) and community partners can maximize the use of public infrastructure, reduce facility operating costs for the Board, provide a foundation for improved service delivery for communities within the District, strengthen the relationship between HWDSB, community partners and the public, and ultimately improve services, programs and supports available to students. TERMINOLOGY: Facility Partnership Agreement: A legal document that outlines the terms and conditions of the facilities partnership, and complies with all existing Hamilton-Wentworth District School Board policies and procedures. The agreement is signed by both/all parties prior to implementation. Facilities: Buildings and grounds owned by Hamilton-Wentworth District School Board. Notification List: A list of eligible potential and existing partners, established according to Ontario Regulation 444/98, but not limited to those identified by the regulation. Partnerships: Mutually beneficial and supportive arrangements between the Board and business, labour and community agencies. Partners: community non-profit or profit entities expressing interest in participating in facility use partnership agreements that are deemed eligible by the Board. PROCEDURES: 1.0 Identification of Potential Spaces 1.1 The Manager of Planning and Accommodation will identify existing school spaces based on the following criteria: 200 or more unused pupil places for the next five years 60% utilization or less for at least two years Facility is not located within an area identified for a school accommodation review during the next five years from the time the space is identified as available Space not required for Board programming Separate access is available Student safety Accessibility Zoning and site use restrictions Facility condition Facilities Partnership Directive Policy 2.2 Page 1

68 5F-10 APPENDIX-A2 Availability of required amenities and/or support space Any other criteria as determined by the Board 2.0 Communication to the Community 2.1 The Manager of Corporate Communications will invite the community to apply for Facility Partnerships. Invitations will be sent directly to community entities including but not limited to those listed in Ontario Regulation 444/98. An invitation to apply will be posted on HWDSB s website, and circulated to the media. The Board will provide an online form for community partners to submit expression of interest in acquiring space to use. 3.0 Screening of Applications 3.1 The Manager of Partnership and Community Engagement will review the application based on the following criteria: the reason for the organization s interest in partnering with the school and/or the Board the organization s ownership and history the nature of product or service of the partnering organization must be appropriate to the school setting. the financial status of the organization the health and safety of students must be protected facility partnerships must be appropriate for the school setting facility partnerships must not compromise the Board s student achievement strategy facility partnerships must exist on a cost-recovery basis to the Board entities that provide competing education services such as tutoring services, JK- 12 private schools or private colleges, and credit offering entities that are not government funded, are not eligible partners 3.2 Applications that meet the criteria will be forwarded to the Manager of Planning and Accommodation for review. 3.3 The Manager of Partnership and Community Engagement will inform applicants whose applications do not meet the criteria. 4.0 Review of Applications 4.1 Applications that have successfully met the screening criteria will be forwarded to the Manager of Planning and Accommodation, who will further review the applications based on the criteria identified in # The Manger of Planning and Accommodation will inform applicants regarding the decision of the review. Facilities Partnership Directive Policy 2.2 Page 2

69 5F-11 APPENDIX-A2 5.0 Meeting with Facilities Partnership Applicants. 5.1 The Manager of Planning and Accommodation will invite facility partnership applicants that meet the criteria to a meeting to further explore the facility partnership requirements. The meeting will include the Manager of Accommodation and Planning, the potential Facility Partner representative(s), Superintendent of Student Achievement, Principal, and such other individuals as the Board may deem necessary. School Council will also be consulted for input. 6.0 Decision to Proceed/Not or Proceed with the Facility Partnership 6.1 If a decision not to proceed with the Facility Partnership, the Manager of Planning and Accommodation will inform the applicant. 6.2 If a decision to proceed with the Facility Partnership is made, the Manager of Facilities Partnership will prepare the required documentation (e.g. construction agreement, lease agreement, etc.) for the Executive Superintendent of Leadership & Learning. Facilities Partnership Directive Policy 2.2 Page 3

70 5F-12 APPENDIX-B MINISTRY OF EDUCATION FACILITY PARTNERSHIPS GUIDELINE Purpose The purpose of the Facility Partnerships Guideline is to encourage school boards to work with their community partners in order to share facilities to the benefit of boards, students and the community, and to optimize the use of public assets owned by school boards. This Guideline is intended to assist boards in establishing more facility partnerships with community partners, specifically in new and existing school facilities where students are being taught. Boards are expected to revise or develop their own facility partnerships policies that are consistent with this Guideline. This new Guideline focuses on opportunities to share facilities with community partners when building new schools and undertaking significant renovations, and when considering the use of unoccupied space in schools. The Guideline is consistent with the legal framework outlined in the Education Act regarding the disposition of both surplus and non-surplus property and the joint use of schools. Overview Cooperative and collaborative partnerships are part of the foundation of a strong, vibrant and sustainable publicly funded education system. Around the province, school boards have successful facility partnerships with co-terminous boards and other entities that enable boards to reduce facility costs and/or improve educational opportunities. The Ministry is encouraging boards and their community partners to build on that success by expanding the number of partnerships in a way that is transparent, sustainable and supportive of student achievement. It is the responsibility of all levels of government to make the best use of public assets. The twin challenges of local enrolment changes and making the best use of education funding to support student achievement create an incentive and opportunity to maximize the use of our school board facilities. Offering space in schools to partners can also strengthen the role of schools in communities, provide a place for programs and facilitate the coordination of, and improve access to, services for students and the wider community. School boards primary responsibility is to support the achievement and safety of students. Within that context, the intent of this new Facility Partnerships Guideline is to: Reduce facility operating costs for school boards and government; Improve services and supports available to students; Strengthen relationships between schools boards and community partners and the public; Maximize the use of public infrastructure through increased flexibility and utilization; and Provide a foundation for improved service delivery for communities. Ministry of Education February 11, 2010 Facility Partnerships Guideline Page 1 of 6