NOTICE OF MEETING

NOTICE OF MEETING
NOTICE OF MEETING
This notice is to confirm that a regular meeting of the
Hastings and Prince Edward District School Board
will be held on:
Monday, March 26, 2007
at 8:00 p.m.
in the Board Room of the Education Centre
156 Ann Street, Belleville, Ontario
The agenda and supporting documents for this meeting are attached to this notice.
Carl Pitman
Chair of the Board
Trustees:
Michael Brant
Tyendinaga Mohawk Territory
Thelma Goodfellow
Southeast Hastings
Harry Marissen
North Prince Edward
Jim Williams
Sidney/Frankford
Kathy Soule
Director of Education and
Secretary of the Board
Samuel J. J. Clements
Trenton/CFB Trenton
Mary Hall
Belleville, Vice-chair
Carl Pitman
Chair, Centre Hastings
Genna Buck
Student Trustee
Cliff Cotton
Belleville
Dwayne Inch
South Prince Edward
Monica Walker
North Hastings
Steven Solarz
Student Trustee
PUBLIC BOARD AGENDA
Regular Meeting of
March 26, 2007 – 8:00 p.m.
Board Room
Section
A
B
C
D
Item
Call to order
Board prayer
Delegations/presentations: none
Approval of agenda
Approval of minutes:
February 26, 2007 – regular meeting
March 5, 2007 – special meeting
Business arising from the minutes
Report from closed session
Recommendations
Reports from Operations and Finance Committee
Annual Accessibility Plan for the period
September 2006 to August 2007
Short Term Borrowing – Good Places to Learn – Stage 2
Reports from Program and Human Resources Committee
Revised Policy C-9 – Personnel Rules
Reports from Policy Review Committee
New Policy A-8 – Trustee Advocacy
Revised Policy B-1 - Travel
New Policy B-19 – Hospitality
New Policy B-20 – Purchasing Card
Revised Policy E-35 – Advertising
Report from Program and Human Resources Committee
Educational programs in care, treatment and
correctional facilities (Section 23)
Information
Calendar of events
Report from chair
Report from committee chairs
Reports from staff
2006-2007 financial position update
Questions, reports and proposals from trustees
(including “notices of motion”)
- Notice of motion: Revised Policy A-3 – Student Enrolment /
School Capacity
- Notice of motion: New Policy – Equity and Diversity
- Notice of motion: New Policy – Character Development
Correspondence
Adjournment
Next regular meeting: Monday, April 23, 2007
Report No.
A-1
A-2
B-1
B-2
B-3
B-4
B-5
B-6
B-7
B-8
B-9
C-1
C-2
C-3
C-4
C-5
PUBLIC MOTIONS AND REPORTS
March 26, 2007
Report
Approval of agenda
A-1 – Approval of
minutes
A-2 – Approval of
minutes
Report from closed
session
Info.
Decision
X
X
X
X
B-1 – Report from
Operations and Finance
Committee – Annual
Accessibility Plan
B-2 – Report from
Operations and Finance
Committee – Short Term
Borrowing
X
B-3 – Report from
Program and Human
Resources Committee –
Policy C-9 Amendment
B-4 – Report from Policy
Review Committee –
New Policy A-8 –
Trustee Advocacy
B-5 – Report from Policy
Review Committee –
Revised Policy B-1 –
Travel
B-6 – Report from Policy
Review Committee –
New Policy B-19 –
Hospitality
B-7 – Report from Policy
Review Committee –
New Policy B-20 –
Purchasing Cards
B-8 – Report from Policy
Review Committee –
Revised Policy E-35 –
Advertising
X
X
X
X
Motion
That the agenda be approved.
That the minutes of the regular meeting of February 26, 2007 be
approved.
That the minutes of the special meeting of March 5, 2007 be
approved.
That the Hastings and Prince Edward District School Board approve
the recommendations from the March 26, 2007 closed session
relating to the following:
i) Probationary teachers to permanent status;
ii) New teachers probationary status; and
iii) Child and Youth Counsellor support to schools.
That the Hastings and Prince Edward District School Board approve
the Annual Accessibility Plan for the period September 2006 to
August 2007 as contained in the Operations and Finance
Committee public report # B-1 dated March 19, 2007.
That the Hastings and Prince Edward District School Board, in order
to meet short term borrowing requirements of Stage 2 of Good
Places to Learn, approve the attached borrowing resolution
authorizing the borrowing of a sum of up to twelve million dollars
($12,000,000) from the Canadian Imperial Bank of Commerce as
contained in the Operations and Finance Committee public report
no. B-3, dated March 19, 2007.
That the Hastings and Prince Edward District School Board amend
Policy C-9 by striking out section 7.0(i) under “Conditions of
Employment” as contained in the Program and Human Resources
Committee public session report no. B-1 dated February 19, 2007.
That the Hastings and Prince Edward District School Board adopt a
new Policy A-8 – Trustee Advocacy effective March 26, 2007 and
the policy be posted on the Board’s Web site prior to March 31,
2007.
That the Hastings and Prince Edward District School Board amend
by substitution Policy B-1 –Travel, effective March 26, 2007 and the
policy be posted on the Board’s Web site prior to March 31, 2007.
X
That the Hastings and Prince Edward District School Board adopt a
new Policy B-19 – Hospitality effective March 26, 2007 and the
policy be posted on the board’s Web site prior to March 31, 2007.
X
That the Hastings and Prince Edward District School Board adopt a
new Policy B-20 – Purchasing Cards effective March 26, 2007 and
the policy be posted on the Board’s Web site prior to March 31,
2007.
That the Hastings and Prince Edward District School Board amend
by substitution Policy E-35 – Advertising effective March 26, 2007
and the policy be posted on the Board’s Web site prior to March 31,
2007.
X
Report
B-9 – Report from
Program and Human
Resources Committee –
Educational programs in
care, treatment and
correctional facilities
(Section 23)
C-1 - Calendar of events
C-2 – 2006-2007
financial position update
Notices of motion:
- Revised Policy A-3 –
Student Enrolment /
School Capacity
- New Policy – Equity
and Diversity
- New Policy –
Character Development
Adjournment
Info.
Decision
X
Motion
That the Hastings and Prince Edward District School Board approve
for 2007-2008 the six (6) special programs in conjunction with the
care, treatment and correctional facilities, subject to approval by the
Ministry of Education as contained in the Program and Human
Resources Committee public session report no. B-2 dated March
19, 2007.
X
X
For information only.
For information only.
X
For information only.
X
That the meeting be adjourned.
HASTINGS AND PRINCE EDWARD DISTRICT SCHOOL BOARD
PUBLIC MEETING
MINUTES
February 26, 2007
Present:
S. Clements, C. Cotton, T. Goodfellow, M. Hall, D. Inch, H. Marissen, C.
Pitman, M. Walker, J. Williams, S. Solarz
Regrets:
M.Brant, Genna Buck
Minutes:
D. Knights
Call to order
Chair Pitman called the meeting to order at 8:00 p.m.
Board prayer
Trustee Inch said the Board prayer.
Delegations/presentations
Scott Marshall, President of OSSTF District 29, as well as representatives Rosemary
Judd-Archer and Doug Ferguson made a presentation on OSSTF’s province-wide
Students First plan.
The plan’s focus is to give students the academic, life and social skills that enable them
to become confident individuals with a wide range of opportunities. The four main topics
addressed in the plan are: 1) more course options; 2) smaller classes 3) support
programs; 4) positive learning environment.
President Scott Marshall commented on the supportive and safe school environments in
Hastings and Prince Edward District School Board. He noted that OSSTF represents all
secondary school teachers in their belief that the plan will put the needs of students first
and assist students to stay in school and succeed in school.
Approval of agenda
Moved:
H. Marissen
Seconded
M. Hall
That the agenda be approved.
Carried
Approval of minutes
Moved:
M. Walker
Seconded:
T. Goodfellow
That the minutes of the regular meeting of January 22, 2007 be approved.
Carried
HASTINGS AND PRINCE EDWARD DISTRICT SCHOOL BOARD
PUBLIC MEETING MINUTES – FEBRUARY 26, 2007
Page 2
Business arising from the minutes - None
Report from the closed session
Moved:
T. Goodfellow
Seconded:
J. Williams
That the Hastings and Prince Edward District School Board approve the
recommendations from the February 26, 2007 closed session Board meeting
relating to the following:
i) Adult Education review.
ii) Quarterly suspension reports to trustees.
Carried
Recommendations
General banking resolution
Moved:
C. Cotton
Seconded:
T. Goodfellow
That the Hastings and Prince Edward District School Board approve the
attached resolution authorizing the official signing officers of the Board to
be one of the chair or the vice-Chair and one of the director of education or
the treasurer of the Board as contained in the Operations and Finance
Committee public session report no. B-1, dated February 12, 2007.
The Canadian Imperial Bank of Commerce, the Board’s banker, has requested an
updated general banking resolution due to changes in signing officers as a result of the
election of a new chair and vice-chair of the Board and the development of new Board
By-laws and Standing Rules changing the authorized signing officers.
It was noted that the resolution contains wording provided by the Canadian Imperial
Bank of Commerce and rather than alter the wording and perhaps the intent, it was
necessary to strike out wording that does not pertain to the board.
Carried
Policy C-9 amendment
Moved:
M. Hall
Seconded:
T. Goodfellow
That the Hastings and Prince Edward District School Board amend Policy
C-9 with the removal of section 7.0(i) under “Conditions of Employment” as
contained in the Program and Human Resources Committee public session
report no. B-1 dated February 19, 2007.
On October 18, 2006 the Ministry of Education revoked Policy/Program Memorandum
(PPM) No. 77 removing the requirement to test Ontario’s teachers or workers in a school
for tuberculosis prior to employment. In January 2007 the board received a letter from
the Hastings and Prince Edward Counties Health Unit officially notifying the board that
they will no longer be doing tuberculosis screening for school staff as a condition of
HASTINGS AND PRINCE EDWARD DISTRICT SCHOOL BOARD
PUBLIC MEETING MINUTES – FEBRUARY 26, 2007
Page 3
employment. As a result of these legislative changes the board must amend the
conditions of employment contained in Policy C-9 – Personnel Rules General.
Trustee Clements raised the concern that since the item requires a change to a Board
policy, it should not be considered without a notice of motion.
After discussion and reference by Trustee Clements to Board policy, the motion
regarding the amendment to Policy C-9 was considered as a notice of motion.
International Student Program
Moved:
T. Goodfellow
Seconded:
H. Marissen
That the Hastings and Prince Edward District School Board continue with
the International Student Program through an implementation pilot year for
2007-2008 with recommended changes as contained in the Program and
Human Resources Committee public session report no. B-2 dated February
19, 2007.
The International Student Program has gone through a review and re-alignment during
the 2006-2007 school year. These changes, and the implementation of
recommendations, will result in increased student understanding and appreciation of
diverse cultures, a more efficient program, and a clear financial gain for the Board.
Trustees were informed that one of the goals of the program will be to expand student
recruitment in countries such as Germany and Russia. A growing number of agents in
countries outside Canada want to develop learning opportunities for students which will
in turn provide our students with an understanding of other cultures.
Carried
Long Term Accommodation Planning
Moved:
Seconded:
M. Hall
T. Goodfellow
That the Hastings and Prince Edward District School Board engage Watson
and Associates to develop a long term accommodation strategy at an
estimated cost of $60,000 and that the project be funded from one time
funding provided by the Ministry of Education to offset expended funds as
contained in the Program and Human Resources Committee closed
session report no. C-2 dated February 19, 2007.
The Board continues to operate in a long term declining enrolment environment which is
expected to continue for the next three to four years. In order to accommodate existing
and projected capacity issues as well as maximizing resources with the goal of providing
excellent working and learning environments it is proposed to contract with Watson and
Associates to undertake a long term accommodation strategy. Watson and Associates is
the recognized leader in working with school boards on the development of
HASTINGS AND PRINCE EDWARD DISTRICT SCHOOL BOARD
PUBLIC MEETING MINUTES – FEBRUARY 26, 2007
Page 4
accommodation plans and have completed plans for over 20 school boards within the
last year. The project is expected to take five months to complete.
Superintendent Rutherford reported that the long term accommodation strategy could be
financed from one time funding received from the Ministry of Education to offset costs
the Board has already incurred under various Ministry initiatives.
Administration confirmed that documentation of data prepared by Watson and
Associates was reviewed and recommendations from other school boards in the
province was considered in determining that the company was the recognized leader in
developing long term accommodation strategies. Watson and Associates has already
completed projects for the Cities of Belleville, Quinte West and Prince Edward County
and therefore has a strong background on the demographic and growth data in our
jurisdiction.
Carried.
Information
Calendar of events
It was noted that a special Board meeting will be held on March 5, 2007 commencing at
6:15 p.m. The trustee in-service session will follow immediately after the special Board
meeting.
Director Soule advised that on April 2 the Board will host a Youth Forum planned by the
Student Senate.
Report from the chair
Chair Pitman reported on the OPSBA meeting in Toronto where major governance
issues on how the organization operates was discussed. Chair Pitman will share
information with all trustees.
Report from committee chairs
Operations and Finance Committee report:
• Public sector accounting
• Building renewal projects
• Trustee business travel and accident insurance
• Summary of trustee professional development account status
Policy Review Committee report:
• The Committee recognizes the amount of time required in reviewing all policies
and procedures as well as the need to have them available for public access and
is therefore considering a third party to undertake the complete review. The
board objective for establishing each particular policy will be included in the new
format.
Program and Human Resources Committee report:
• Policy amendment C-9.
• International Student Program
• Leading the Way (staff development) presented by Michael Prendergast.
• Student assessment
HASTINGS AND PRINCE EDWARD DISTRICT SCHOOL BOARD
PUBLIC MEETING MINUTES – FEBRUARY 26, 2007
•
Page 5
Special Education organizational chart
Reports from staff
None
Questions, reports and proposals from trustees
• A celebration of Quinte Student Structures, the home-building program at Quinte
Secondary School. The Board was presented with a signed, framed picture of the
home on behalf of the students.
• A $500 scholarship for post-secondary education sponsored by the law firm
Shibley, Righton
• Participation in the trustee orientation workshop.
• Celebratory sentiments about the unveiling of the Learning Foundation’s donor
wall and the percussion entertainment from Susanna Moodie Elementary School
students.
• Attendance at a recent meeting of the Ontario Public School Boards’ Association
where one of the topics addressed was special education funding for First
Nations students.
• An upcoming Youth Forum being planned by the Student Senate for April 2.
There will be keynote speakers and breakout sessions for participants.
• Attendance at a Grade 8 Open House at Prince Edward Collegiate Institute
which was very informative and welcoming for new students.
• Highlights from the Public Education Symposium
• Recognition of students from Loyalist College and Frankford Public School in
attendance.
Notices of motion
Director Soule advised that policies required by the Ministry of Education will be brought
forward for approval at the March 26, 2007 Board meeting. Included for approval will be
the Amendments to Policy C-9, discussed earlier in the meeting.
New Policy A-8 – Trustee Advocacy
The Ad Hoc Committee for Policy Review will move the following motion at the March
26, 2007 board meeting:
That the Hastings and Prince Edward District School Board adopt a new
Policy A-8 – Trustee Advocacy effective March 26, 2007 and the policy be
posted on the Board’s Web site prior to March 31, 2007.
Revised Policy B-1 - Travel
The Ad Hoc Committee for Policy Review will move the following motion at the March
26, 2007 board meeting:
That the Hastings and Prince Edward District School Board amend by
substitution Policy B-1 –Travel, effective March 26, 2007 and the policy be
posted on the Board’s Web site prior to March 31, 2007.
HASTINGS AND PRINCE EDWARD DISTRICT SCHOOL BOARD
PUBLIC MEETING MINUTES – FEBRUARY 26, 2007
Page 6
New Policy B-19 - Hospitality
The Ad Hoc Committee for Policy Review will move the following motion at the March
26, 2007 board meeting:
That the Hastings and Prince Edward District School Board adopt a new
Policy B-19 – Hospitality effective March 26, 2007 and the policy be posted
on the board’s Web site prior to March 31, 2007.
New Policy B-20 – Purchasing Cards
The Ad Hoc Committee for Policy Review will move the following motion at the March
26, 2007 board meeting:
That the Hastings and Prince Edward District School Board adopt a new
Policy B-20 – Purchasing Cards effective March 26, 2007 and the policy be
posted on the board’s Web site prior to March 31, 2007.
Revised Policy E-35 – Advertising
The Ad Hoc Committee for Policy Review will move the following motion at the March
26, 2007 board meeting:
That the Hastings and Prince Edward District School Board amend by
substitution Policy E-35 – Advertising effective March 26, 2007 and the
policy be posted on the Board’s Web site prior to March 31, 2007.
Revised Policy C-9 – Personnel Rules General
The Program and Human Resources Committee will move the following motion at the
March 26, 2007 board meeting:
That the Hastings and Prince Edward District School Board amend Policy
C-9 by striking out section 7.0(i) under “Conditions of Employment” as
contained in the Program and Human Resources Committee public session
report no. B-1 dated February 19, 2007.
Correspondence
Reviewed a letter from English Public Board Council of the Ontario Student Trustees
Association.
Adjournment
The meeting adjourned at 9:15 p.m.
_____________________________
Chair
______________________________
Secretary
HASTINGS AND PRINCE EDWARD DISTRICT SCHOOL BOARD
SPECIAL PUBLIC MEETING
MINUTES
March 5, 2007
Present:
M. Brant, S. Clements, T. Goodfellow, M. Hall, D. Inch, H. Marissen
C. Pitman, M. Walker, J. Williams
Regrets:
C. Cotton
Minutes:
C. Reid
Call to order
Chair Pitman called the meeting to order at 6:32 p.m.
Approval of agenda
Moved:
Seconded:
T. Goodfellow
M. Brant
That the agenda be approved.
Carried
Recommendations
Recommendation for supervisory appointment:
Superintendent of Education, Special Education Services
Moved:
Seconded:
T. Goodfellow
M. Hall
That the Hastings and Prince Edward District School Board approve the director’s
appointment of Patricia FitzGibbon as Superintendent of Education, Special
Education Services, effective April 2, 2007 for a period of five years, the first year
being probationary, in accordance with the provisions of the supervisory officers’
personal services agreement (PSA).
Carried
Moved:
Seconded:
H. Marissen
J. Williams
That the meeting be adjourned.
The meeting adjourned at 6:35 p.m.
______________________________
Chair
______________________________
Secretary
Board Report No. B-1
Page 1
March 26, 2007
Decision X
To:
Information
The Chair and members of the Hastings and Prince Edward District School Board
From: Sam Clements, Chair, Operations and Finance Committee
Dave Rutherford, Superintendent of Financial and Facility Services
Don Tregenza, Controller of Facility Services
Re:
Annual Accessibility Plan for the period September 2006 to August 2007
Purpose
To review and approve the revised accessibility plan as required by the Ontarians with Disabilities Act.
Background
The Ontarians with Disabilities Act (ODA) encourages school boards to prepare an annual
accessibility plan to identify, remove and prevent barriers for persons with disabilities.
The Act requires that the accessibility plan be reviewed on an annual basis. The annual review
must include a process to identify barriers to be completed for the current year and suggested
priorities for future years. In preparing the plan, the Board must consult with a broad range of
interested persons. The plan must be communicated to the public and made available in a variety
of formats.
Current situation
The plan which was recently updated by the Accessibility Advisory Group for 2006/2007 has been
reviewed by the Operations and Finance Committee and after Board approval, will be posted on the
Board’s main Web site for reference by staff, students, and the public.
Appendices
-Annual Accessibility Plan
Recommendation
Moved:
C. Cotton
Seconded:
T. Goodfellow
That the Hastings and Prince Edward District School Board approve the Annual
Accessibility Plan for the period September 2006 to August 2007 as contained in the
Operations and Finance Committee public report # B-1 dated March 19, 2007.
Respectfully submitted,
Sam Clements
Chair, Operations and Finance Committee
Dave Rutherford
Superintendent of Financial and Facility Services
Donald S. Tregenza, P.Eng.
Controller of Facility Services
The Education Centre, 156 Ann Street, Belleville, Ontario K8N 1N9
Telephone: (613) 966-1170 Toll-free: 1 800 267-4350 Fax: (613) 966-6023
www.hpedsb.on.ca
ANNUAL
ACCESSIBILITY
PLAN
for the period
September 2006 - August 2007
Submitted to:
Kathy Soule, Director of Education
by the
ACCESSIBILITY ADVISORY GROUP
Hastings and Prince Edward District School Board
on March 26, 2007
Contact:
Don Tregenza, Controller of Facility Services
Chair of the Accessibility Advisory Group
the Education Centre
156 Ann Street, Belleville, Ontario, K8N 1N9
613-966-1170, extension 2250
Toll free 1-800-267-4350
This publication is available @ www.hpedsb.on.ca and in accessible formats upon request.
Page 2 of 31
Annual Accessibility Plan 2006/2007
TABLE OF CONTENTS
ITEM
SECTION
PAGE
EXECUTIVE SUMMARY
3
1.0
Purpose
4
2.0
Objectives
4
3.0
Description of the Hastings and Prince Edward District School Board
4
4.0
Com mitment to accessibility planning
5
5.0
Universal design philosophy
5
6.0
Mem bers of the Accessibility Advisory Group
6
7.0
Consultation with persons with disabilities
7
8.0
Recent barrier removal initiatives
7
9.0
Preventing new b arriers
8
10.0
Barrier identification methodologies
8
11.0
Barriers identified
12.0
Barriers to be addressed in 2006-2007
13.0
Board review
13
14.0
Com munity input
13
15.0
Group review and monitoring process
13
16.0
Com munication of the Plan
13
17.0
Appendix A - Barriers removed
14-21
18.0
Appen dix B - Building accessibility chart
22-24
19.0
Appendix C - Outside agencies
25-30
20.0
Glossa ry
9-10
11-12
31
Executive Summary
The plan describes the measures that the Hastings and Prince
Edward District School Board has taken in the past, and the
measures that the Board will take during the year 2006-2007 to
identify, remove and prevent barriers for people with disabilities.
The purpose of the Ontarians with Disabilities Act, 2001 is to improve
opportunities for people with disabilities and to provide for their
involvement in the identification, removal and prevention of barriers
to their full participation in the life of the province. To this end, the Act
requires school boards to prepare an Annual Accessibility Plan to
consult with people with disabilities in the preparation of this plan and
to make the plan public.
The Hastings and Prince Edward District School Board is committed
to the continual improvement of access to school board facilities,
policies, programs, practices and services for students, staff, parents,
guardians, volunteers and members of the community with
disabilities. The plan also reports on the participation of people with
disabilities in the development and review of its annual accessibility
plans.
Page 3 of 31
Annual Accessibility Plan 2006/2007
1.0
PURPOSE
The plan describes the measures that the Hastings and Prince Edward District School Board
has taken in the past and the measures that will be taken during the 2006-2007 school year
to identify, remove and prevent barriers for people with disabilities who work in, use or attend
school board facilities and services.
2.0
OBJECTIVES
The plan:
1. Describes the process by which the Hastings and Prince Edward District School Board
will identify, remove and prevent barriers for people with disabilities.
2. Reviews efforts of the Hastings and Prince Edward District School Board to remove and
prevent barriers for people with disabilities during the past year(s).
3. Lists the policies, procedures, programs, practices and services that the Hastings and
Prince Edward District School Board will review in the coming year to identify barriers for
people with disabilities.
4. Describes the measures the Hastings and Prince Edward District School Board will take
in the coming year to identify, remove and prevent barriers for people with disabilities.
5. Describes how the Hastings and Prince Edward District School Board will make this
Annual Accessibility Plan available to the public.
3.0
DESCRIPTION OF THE
HASTINGS AND PRINCE EDWARD DISTRICT SCHOOL BOARD
The Hastings and Prince Edward District School Board was formally established in 1998 as a
result of the amalgamation of the former Hastings County Board of Education and the Prince
Edward County Board of Education.
The Hastings and Prince Edward District School Board serves more than 18,000 students
each day at 46 elementary and 8 secondary schools. Supporting student achievement is the
goal of close to 1,800 teaching and support staff who, in addition to the contributions of
caring volunteers and community partners, share their passion fo teaching and learning. The
district covers a wide geographical area of 7,221 square kilometres bordered by Maynooth to
the north, Deseronto the east, Prince Edward County to the south and Quinte West to the
west.
All students regardless of special talents or challenging needs, can become successful by
attending schools which offer accessible programs in accessible settings through accessible
services.
Page 4 of 31
Annual Accessibility Plan 2006/2007
4.0
COMMITMENT TO ACCESSIBILITY PLANNING
The original plan was prepared in consultation with senior administration and trustees of the
Board. The Board and senior administration approved it at various stages of development.
The Hastings and Prince Edward District School Board continues to commit to:
‘ establishing an Accessibility Advisory Group annually to review the plan.
‘ consulting with people with disabilities in the development and review of the plan.
‘ ensuring school board policies and procedures are consistent with the principles of
accessibility.
‘ improving access to facilities, policies, programs, practices and services for students,
staff, parents, guardians, volunteers and members of the community.
The Director of Education has authorized the Accessibility Advisory Group to prepare and
annually update an accessibility plan that will enable the Hastings and Prince Edward District
School Board to meet these commitments.
5.0
UNIVERSAL DESIGN PHILOSOPHY
Through the Ontario Ministry of Education document, the Expert Panel Report on Special
Education: Education for All, 2004, school boards in Ontario are directed to follow a
Universal Design for Learning model.
Universal Design for Learning (UDL) was inspired by work in architecture on the planning of
buildings with a view to accessibility for people with physical disabilities (Turnbull et al.,
2002). Architects observed that the added improvements facilitated access for all users, not
just people with physical disabilities. An access ramp, for instance, provides a person using a
wheelchair with easier access to a building, but it also makes it easier for a parent with a
child’s stroller, a traveller with a baggage trolley, or someone using a walker.
Eventually, researchers in other fields noted that specialized technology meant for a target
population is also useful for others. The notion that assistance targeted at a specific group
can help everyone, bolstered by recent research on inclusion and new technologies, has now
made its way into the field of education.
Universal design ensures that the classroom and other learning environments are as usable
as possible for students, regardless of their age, ability, or situation.
The principle of universal design guides decisions made by the Hastings and Prince Edward
District School Board in accessibility planning.
Universal design for learning principles
• equitable use
• appropriately designed space
• flexibility
• simplicity
• safety
• different modes of perception
Page 5 of 31
Annual Accessibility Plan 2006/2007
6.0
MEMBERS OF THE ACCESSIBILITY ADVISORY GROUP
MEM BER
Representing group, department or organization
Ch air, Do n T rege nza
Controller of Facility Services
Senior Administration
Reco rding Secretary, G race Sau nders
Secretary to Controller of Facility Services
Debbie Allen
Mail Clerk
Purchasing Services
Susan Carleton-Maines
Principal, Prince C harles P ublic School, Be lleville O nta rio
Principals Council (OPC)
Cliff Cotton
Trustee of the Board
Katie Cudm ore
Special Education Advisory Committee (SEAC)
Children’s Treatm ent Centre
Lois Dafoe
Acco unts Payable Clerk
Accounting Services
Ke rry D onnell
Com munications Officer
Director’s Office
Tom Johnston
Health & Safety Officer
Financial Services
Gillian McCurdy
Coordinator
Special Education Services
Administrative Support Group (ASG)
Jennifer Meade
Special Education Department Head
Ontario Secondary School Teachers Federation (OSSTF)
Princ e Ed ward Collegiate Institute
June R ogers
System Principal
Special Education Services
Senior Administration
Allan S m ith
Occasional Teacher
HAPE-OTL
Do ug S m ith
Academic Applications Coordinator
Information Technology Services (ITS)
Steven So larz
Student Trustee
Bayside Secondary School (BSS)
Ka thy S oule
Director of Education
Jim Trevisan
Coordinator
Curriculum Services
Cathy Yager
Teacher
Sir John A. Macdonald School
Page 6 of 31
Annual Accessibility Plan 2006/2007
7.0
CONSULTATION WITH PERSONS WITH DISABILITIES
In preparing the plan, the Accessibility Advisory Group invited advice from persons with
disabilities. In selection of members of the group, organizations were asked to appoint
representatives with disabilities where possible. In addition, two secondary school students
and their parents were interviewed about the challenges that face persons with disabilities.
Suggestions received by the group included:
1)
reduce height of water fountains
2)
install audio enhancement equipment in board public meeting rooms
3)
improve access to automatic door opener buttons
4)
ensure chair lifts are in good repair
5)
improve accessibility signage
6)
improve training for self advocacy
7)
ensure consistency of educational assistant staffing
8)
continue emphasis on anti-bullying programs
9)
ensure clarity in fire safety plans for evacuation of persons using wheelchairs
10)
provide accessibility to school offices such as lower counter heights
11)
assist persons with disabilities to strive for independence
12)
door access widths
8.0
RECENT BARRIER REMOVAL INITIATIVES
During the last several years, there have been a number of informal initiatives to identify,
remove and prevent barriers to people with disabilities. An itemized list of barriers that were
removed in the past is included in Appendix A.
The Board, through its Special Education Plan, June 2006, has addressed access for
students with disabilities through modifications and accommodations of programs and
services.
Schools have been facilitated with the inclusion of automatic door openers on major school
interior and exterior doorways, elevators in most secondary schools with multiple stories,
ramps for school front and rear access points, accessible washrooms, audio and visual
emergency alarm systems, and tactile and high-contrast signage, etc.
Attitudinal barriers for people with disabilities are being addressed through staff and student
in-service about diversity, inclusive schools, re-writing diversity policy / procedures and
examining other policies and procedures for barriers to accessibility.
Architectural features that incorporate principles of universal design have been incorporated
into building construction where possible. Current renovations to existing buildings have
accessibility for people with disabilities addressed in the plans.
The following major projects were completed since the publication of the previous plan:
Education Centre elevator, Trenton High School elevator, Frankford Public School chair lift
and washroom, relocation of Kirk program to schools, Harry J. Clarke Public School Annex
accessibility.
Page 7 of 31
Annual Accessibility Plan 2006/2007
9.0
PREVENTING NEW BARRIERS
In accordance with the Ontarians with Disabilities Act from this point forward, all school
board programs, policies, practices and services will be subject to the guiding principles of
inclusionary practice. The Board will strive to create an environment that is accessible to all
people, regardless of age or ability. Through the annual accessibility planning process, the
Board’s programming, policies and practices will be assessed to ensure continuous
improvement in accessibility.
10.0
BARRIER IDENTIFICATION METHODOLOGIES
The Accessibility Advisory Group activities to prepare the original plan included:
BARRIER IDENTIFICATION METHODOLOGIES
Methodology
Description
Presentation to senior administration
Opportunity for input and feedback and creation of an
administrative working group.
Presentation to trustees
Dra ft plan prep ared by working gro up a nd p resente d to
trustees.
Advisory group established
Advisory group including reps from employee groups, SEAC,
etc. was established and m et to review and finalize draft
plan.
Com munity consultations
Comm ittee presentation to SEAC
Stakeh olders
Co m m unication a nd p resenta tions to
employees
Describe the advisory group composition and initiatives for
com ing year.
Plan feedback
The advisory group will seek stakeholders’ input to the plan
and re vise the plan as necessary.
Page 8 of 31
Annual Accessibility Plan 2006/2007
11.0
BARRIERS IDENTIFIED
In its initial review, the Accessibility Advisory Group identified many barriers. Over the next
several years, in consultation with persons with disabilities, the Accessibility Advisory Group
will focus on the following:
BARRIERS IDENTIFIED
Type of barrier
Architectural
Attitudinal
Com munication
Description of barrier
Strategy for its removal or prevention
Reception counters at several schools and
the Education Centre are not at eye level for
wheelchair users.
Re-configure reception counters.
W heelchair access required at various
buildings.
Ins tall w heel chair ram ps, elevators and chair
lifts at specific location s. In vestig ate portable
stag e lift.
Inaccessible washrooms in various schools.
Re-model washrooms.
Many switches, buttons and water fountains
are too high for wheel chair access
Relocate switches, buttons and water
fountains to a low er he ight.
Awareness or lack of knowledge of nonphysical disa bilities (ie. m enta l health
disabilities).
Provide information and education.
Students and parents have identified bullying
and social isolation as significant problem s in
schools.
Continue with existing programs such as
Peace Makers, Lions Quest, Don’t Laugh at
Me, etc. Explore other possibilities for
disability sensitivity and awareness
programm ing for classmates.
Aw areness of ne eds and achievem ents o f all
students.
Involve students with disabilities in extracurricular and out of school learning activities
and student council and award ceremonies.
Lac k of kn owledge or aw aren ess on how to
advoca te for oneself.
Develop se lf advocacy skills. Ensure
awa rene ss o f the B oard ’s W eb m ailbox to
encou rage com m unication and receive
suggestion s re accessibility.
People who are deaf or hearing impaired
cannot detect audio fire alarms.
Investigate visual emergency notification
system and insta ll.
People who are deaf or hearing impaired
have difficulty participating in meetings.
Install audio enhancement equipment and/or
provide an interpreter.
Iden tification o f facilities.
Provide s ignage w ith unive rsal sym bols.
Awaren ess of ac cess to buildings. Fire
safety plans need to be updated to show
accessible egress.
Post on B oard W eb site and other board
comm unications documents such as
newsletters. Update fire safety plans for each
schoo l. Schoo ls need to consu lt with local fire
chief for approval of ac cessibility fe atu res in
fire safety plan.
Page 9 of 31
Annual Accessibility Plan 2006/2007
BARRIERS IDENTIFIED
Type of barrier
Description of barrier
Strategy for its removal or prevention
Information
Many form s and rec ords are only available in
print. Student inform ation and brochu res are
som etimes d ifficult to obtain in alternative
formats.
Make all forms available on the Board’s W eb
site, on disk, or in other formats, including
braille.
Information
cont’d
Bo ard W eb site is not accessible to people
who are blind and visually impaired or who
use screen-reading software.
Increase awareness of technological means
to access Web.
Physical
Inte rior an d exte rior do ors of several schools
are very heavy and may be difficult to open
for a whe elchair user or som eon e with
limited strength. Door widths are sometimes
too narrow for wheelchair access.
Install automatic door openers or change the
doors to a lighter weight mod el. Ensure
opener op erators are easy to use. Ens ure
door widths comply with building code.
Policy / Practice
Lack of awareness of accessibility issues
and who is responsible to address employee,
student or comm unity concerns.
Clarify procedure for raising and addressing
barrier issues.
Board policies and procedures need to be
reviewed to ensure compliance with the
ODA, hum an rights legislation and
harass m ent policy.
Establishment of advisory group to review
policies to ensure compliance.
Technological
Availability of specialized equipment for
persons with identified disabilities.
Establish proc edu res and reso urces to
provide specialized equipm ent and ass istive
tec hnology.
Transportation
Stud ents with disabilities ne ed to be able to
access transportation that accomm odates
their ne eds .
Provide transportation options such as
whe elchair acces sible cabs and bus es.
Attempt to minimize interruption to classes.
Page 10 of 31
Annual Accessibility Plan 2006/2007
12.0
BARRIERS TO BE ADDRESSED IN 2006/2007
The Accessibility Advisory Group has identified the following barriers to be addressed by priority:
BARRIERS TO BE ADDRESSED IN 2006/2007
Barrier
Architectural
Renovation Plan to
existing buildings.
Attitudinal
Increase awareness
about disabilities and
inclusionary practices.
Attitudinal
Identify bullying and
social isolation as
significant problems in
schools
Communication/
Information
Most school board
forms, records and
student information
brochures only
available in print format
Communication/
Information
Emergency evacuation
of people with
disabilities.
Physical
School reception
stations are too high for
wheelchair users
Objective
Indicators of Success
Timing
Responsibility
Ensure renovations
to existing facilities
are accessible for
all people with
exceptionalities
Consult with facilities planning
and re-design. Completed
renovations are accessible.
Review and
report by Sept.
2007
Facility Services
department
Better understand
how to
accommodate
those with various
types of disabilities
eg. students, staff,
parents
Disability awareness workshops
and materials prepared and
communicated. Awareness of
ways to accommodate persons
with physical & non-physical
disabilities.
Review and
report by Sept.
2007
system
Increase
awareness that
bullying and social
isolation is not
acceptable
Continue with existing programs
such as Peace Makers, Lions
Quest, Don’t Laugh at Me, etc.
Explore other possibilities for
exceptionality, sensitivity and
awareness programming for
classmates. Incidents of bullying
have decreased in the school
environment and schools are
more inclusive.
Review and
report by Sept.
2007
all schools and
assigned
superintendent
Provide non-print,
alternative formats
for school board
forms, records and
student information
brochures.
Produce non-print format for
school board forms, records and
student information brochures.
Forms, records and student
information brochures available in
non-print format or other formats
upon request. eg. - Web site,
large print.
Review and
report by Sept.
2007
ITS department
and
communications
officer
Ensure site
specific
procedures are
outlined.
Fire safety plans need to be
revised to outline procedure for
student with disabilities in
consultation with local fire chief,
principal and health & safety
officer. Fire safety plans need to
be in place and successful drills
carried out.
Review and
report by Sept.
2007
school principal
Reconfigure school
reception areas
Consult with architect and
contractor to remodel station.
Persons in wheelchairs will be
able to speak to school
receptionist at eye level at
counter.
Review and
report by Sept.
2007
Facility Services
department
Page 11 of 31
Annual Accessibility Plan 2006/2007
BARRIERS TO BE ADDRESSED IN 2006/2007
Barrier
Physical
Inaccessible
washrooms in various
buildings.
Physical
Fire safety plans
showing accessibility
features on floor plans.
Policies
Board policies and
procedures need to be
reviewed to ensure
compliance with the
ODA.
Technical
Make Web site more
available for persons
with exceptionalities.
Transportation
Access to board and
school activities can be
restricted.
Objective
Indicators of Success
Timing
Responsibility
Ensure washrooms
in designated
locations are
accessible.
Consult with architect and
contractor to remodel
washrooms. Washrooms are
accessible in designated
locations.
Review and
report by Sept.
2007
Facility Services
department
Ensure all staff and
students aware of
locations that are
accessible in case
of emergency.
Consult with fire chief and health
& safety officer to determine.
Floor plans include accessibility
features.
Review and
report by Sept.
2007
health & safety
officer, fire chief
and Facility
Services
department
Ensure all board
policies are
inclusive and
address
accessibility issues
Establish committee to review
policies to ensure compliance.
Policy and procedures meet
legislative requirements.
Review and
report by Sept.
2007
Director of
Education
Ensure that Web
site is accessible
to people who use
screen-reading
software.
Review available technologies for
acceptable equipment. People
with exceptionalities can access
school board Web site.
Review and
report by Sept.
2007
ITS department
Students with
disabilities need
access that
accommodates
their needs.
Provide means to allow access to
board activities. Persons with
disabilities have access to all
school and board events.
Review and
report by Sept.
2007
school, Tri-Board
Transportation
and Special
Education
Services
Page 12 of 31
Annual Accessibility Plan 2006/2007
13.0
BOARD REVIEW
Part of the process in developing the plan was to seek direction from the Board of Trustees.
The original plan was submitted to the Operations and Finance Committee for review,
comment and direction in October 2003. The committee was supportive of the plan and
proposed future direction.
14.0
COMMUNITY INPUT
The Special Education Advisory Committee (SEAC) was consulted by the Accessibility
Advisory Group to provide broad based input. That input was reviewed by the group and
approved by the Board prior to establishment of the original plan.
The SEAC consists of various community organizations representing persons with
disabilities and is established through a public consultation process.
15.0
GROUP REVIEW AND MONITORING PROCESS
The Accessibility Advisory Group will meet regularly during each planning year to review
progress. Throughout the year, evaluation of the effectiveness in implementing the barrier
removal and prevention strategies will be ongoing in preparation for subsequent years of
accessibility planning.
16.0
COMMUNICATION OF THE PLAN
The Hastings and Prince Edward District School Board Annual Accessibility Plan is posted
on the Board’s Web site at www.hpedsb.on.ca. Printed copies or other accessible formats
may be requested through the director’s office. The plan may also be included within the
school board orientation package to new staff.
CONTACT:
[email protected]
Donald S. Tregenza, P.Eng., Controller of Facility Services
the Education Centre, 156 Ann Street, Belleville, ON K8N 1N9
613-966-1170, ext. 2250
Page 13 of 31
Annual Accessibility Plan 2006/2007
17.0 APPENDIX A
BARRIERS REMOVED IN PRIOR YEARS
BARRIER TYPE
LOCATION
DESCRIPTION OF BARRIER
ATTITUDINAL
all schools
To reduce harassment and increase understanding
and acceptance of students with disabilities, the
following programs are being used: Bullyproofing
Your School (book resource in use in many
schools); Don’t Laugh at Me; How to Hug a
Porcupine; Respect Program; Franklin Fellowship
Club (developed by the Early Intervention Team at
Queen Victoria P.S.); CYC Programs such as The
Bully-Free Classroom; Living Colour, I Care CST;
Creative Conflict Resolution Training; Peer
Proofing; Stirling Silver Program; OPP Bearhug
Band; Dealing with Aggressive At-Risk Children;
Cool Solutions - Peer Counselling; VIP; Social
Skills Program (primary).
ATTITUDINAL
all schools
In the health & physical education document, there
is discussion regarding using the IEP to develop a
program for students with disabilities. There is a
reference in the Gr. 7 healthy living curriculum
under Personal Safety and Injury Prevention that
states “identify people and resources that can
support someone experiencing harassment”.
There is a reference in the Gr. 8 healthy living
curriculum under Living Skills that reads
“demonstrate respectful behaviour towards the
feelings and ideas of others”.
ATTITUDINAL
any school as required
Child and youth counsellors; CAVEAT; SALEP;
Alternate Programs, to assist students in
developing strategies and behaviours to deal more
effectively with school, societal, and peer
expectations and to increase student tolerance of
others with differences.
COMMUNICATION
all schools
Special education Web site, PRIM and other
resources to assist ISEHs and ISRTs as they work
with teachers in programming for students with
disabilities; partnerships with outside agencies.
COMMUNICATION
any school as required
Braille materials and books on tape for blind
students to access the curriculum; orientation and
mobility training for blind students; itinerant teacher
of the blind; educational assistant support for the
blind; coloured overlays.
Page 14 of 31
Annual Accessibility Plan 2006/2007
17.0 APPENDIX A
BARRIERS REMOVED IN PRIOR YEARS
BARRIER TYPE
LOCATION
COMMUNICATION
any school as required
COMMUNICATION
specific school sites
INFORMATION
all secondary schools
PHYSICAL
Athol Central
Boys washrooms converted. Wheelchair
accessible.
PHYSICAL
Bancroft P.S.
Air conditioning units in the special education room
have been installed.
PHYSICAL
Bancroft P.S.
Washrooms converted. Elevators installed.
Ramps installed. Wheelchair accessible.
PHYSICAL
Bancroft P.S.
Seminar rooms have been modified to
accommodate special education staff.
PHYSICAL
Bayside Public
Ramp at front entrance installed.
PHYSICAL
Bayside Upper
Ramps installed. Wheelchair accessible.
PHYSICAL
Bayside S.S.
PHYSICAL
Bird’s Creek P.S.
PHYSICAL
Breadner P.S.
PHYSICAL
C.M.L. Snider P.S.
Page 15 of 31
DESCRIPTION OF BARRIER
Interpreters for the deaf supplied to assist in
communication for school related meetings and
events; TTY service for deaf citizens to have
telephone access if required; FM and sound field
systems to assist student focussing on curriculum;
itinerant teacher of the deaf; interpretingeducational assistant support; sound field system.
Writing with symbols; assistive technology;
educational assistants; social stories;
communication supports.
For the learning disabled: Inspiration, Dragon
Naturally Speaking, Kurzweill 3000, Essential Skills,
etc., software with scanners and printers in the
resource room to assist learning disabled students
with written communication and organization skills;
Educational assistant support for scribing and to
reinforce communication, organization and work
completion skills.
Washrooms converted. Ramps installed.
Elevators installed. Wheelchair accessible.
Washrooms converted. Ramps installed.
Wheelchair accessible.
Washrooms converted. Ramps installed. Chair lift
installed. Automatic door openers installed.
Wheelchair accessible.
Washrooms converted. Ramps and chair lift
installed. Wheelchair accessible.
Annual Accessibility Plan 2006/2007
17.0 APPENDIX A
BARRIERS REMOVED IN PRIOR YEARS
BARRIER TYPE
LOCATION
PHYSICAL
Centennial S.S.
Washrooms converted. Ramps, elevators and
automatic door openers installed. Wheelchair
accessible.
PHYSICAL
Centennial S.S.
Entrance doors complete with handicapped
operators installed.
PHYSICAL
Centre Hastings S.S.
Washrooms converted. Ramps and elevators
installed. Wheelchair accessible.
PHYSICAL
Centre Hastings S.S.
Kirk rooms 142 and 143 have been renovated with
additional storage cupboards, electrical
receptacles, new counter tops, wall and door, etc.
PHYSICAL
CML Snider P.S.
PHYSICAL
Coe Hill P.S.
Washrooms converted. Ramps installed.
Wheelchair accessible.
PHYSICAL
Deseronto P.S.
Front section only - wheelchair accessible.
PHYSICAL
Earl Prentice
Ramps installed. Wheelchair accessible.
PHYSICAL
Education Centre
Kirk cafeteria kitchen has been enlarged.
PHYSICAL
Foxboro P.S.
Washrooms converted and ramps installed.
Wheelchair accessible.
PHYSICAL
Frankford P.S.
Washrooms converted in building addition.
Wheelchair accessible in addition only.
PHYSICAL
Frankford P.S.
2 ramps have been installed at fire exit doors in the
open area.
PHYSICAL
Frankford P.S.
Concrete ramps on east side installed.
PHYSICAL
Harmony P.S.
Washrooms converted. Wheelchair accessible.
PHYSICAL
Harry J. Clarke
Handicapped door openers on main entrance
installed. Handicapped ramp on south doors
installed.
PHYSICAL
Harry J. Clarke P.S.
Washrooms converted. Ramps, elevators,
automatic door openers installed - wheelchair
accessible.
PHYSICAL
Hermon P.S.
Wheelchair accessible.
PHYSICAL
Hillcrest P.S.
Handicapped ramps installed. Auto door openers
on main entrance and washroom doors installed.
Page 16 of 31
DESCRIPTION OF BARRIER
Access in multi-purpose room improved. Work
stations modified.
Annual Accessibility Plan 2006/2007
17.0 APPENDIX A
BARRIERS REMOVED IN PRIOR YEARS
BARRIER TYPE
LOCATION
PHYSICAL
Hillcrest P.S.
Washrooms converted. Ramps installed.
Wheelchair accessible in building addition only.
PHYSICAL
Hillcrest P.S.
Sunken area in open area has been filled in and
walls installed with glass in top half. Carpet/tile has
been replaced in open area. Ramps have been
installed at 2 fire exit doors and ramp has been
remodelled at south west entrance. Automatic
doors have been installed on the front entrance and
west entrance for wheelchairs. Entire area has
been painted. Shelving, storage cupboards,
bulletin boards have been installed. Storage room
has been converted into a teacher work room.
Automatic door openers on washroom doors have
been installed.
PHYSICAL
Hillcrest P.S.
Handicapped washroom inside girls washroom
created. Partitions installed.
PHYSICAL
Kente P.S.
Modified computer table in the library installed.
Doorway between special education room and
computer lab installed. Computer tables modified.
PHYSICAL
Kente P.S.
A door and window between Kirk rooms 17 & 18
have been installed. Computer tables in Room 17
have been installed complete with power and data
cabling for special education students.
PHYSICAL
Madoc Township P.S.
PHYSICAL
Madoc P.S.
Asphalt ramp has been installed at main entrance.
PHYSICAL
Madoc P.S.
Window and door between Kirk rooms 21 and 21A
have been installed. Windows in corridor walls in
Kirk rooms 22 and 21A have been installed.
PHYSICAL
Madoc P.S.
Washrooms converted. Ramps installed.
Wheelchair accessible.
PHYSICAL
Madoc Township
PHYSICAL
Madoc P.S.
PHYSICAL
Marmora Senior
Page 17 of 31
DESCRIPTION OF BARRIER
Handicapped washroom created. Grab bars
installed. Asphalt ramps at front and west
entrances installed.
Washrooms converted. Wheelchair accessible.
Handicapped washroom modified to accommodate
change table.
Washrooms converted. Ramps, chair lift,
automatic door openers installed. Wheelchair
accessible.
Annual Accessibility Plan 2006/2007
17.0 APPENDIX A
BARRIERS REMOVED IN PRIOR YEARS
BARRIER TYPE
LOCATION
DESCRIPTION OF BARRIER
PHYSICAL
Marmora Sr. P.S.
IMD / IDD resource area has been upgraded with
kitchen cupboards and sinks. Automatic door
openers have been installed at the west entrance.
PHYSICAL
Marmora Sr. P.S.
Exterior ramps from the library and home
economics room have been installed for
handicapped students using wheelchairs.
PHYSICAL
Marmora Senior P.S.
Auto door openers on north doors and library doors
installed. Landing and ramp at north entrance
installed. Asphalt at bottom of ramp installed.
PHYSICAL
Marmora Senior P.S.
Auto door openers on west entrance installed.
Cupboards and sinks in the resource room
modified.
PHYSICAL
Massassaga-Rednersville
P.S.
PHYSICAL
Maynooth P.S.
PHYSICAL
Moira S.S.
Renovations have been made in Kirk room 151.
PHYSICAL
Moira S.S.
Washrooms converted. 1st floor wheelchair
accessible.
PHYSICAL
NHHS
Upper and lower cupboards in room 130 have been
replaced complete with electrical and plumbing
upgrades.
PHYSICAL
NHHS
Washrooms converted. Ramps, elevators, chair lift
and automatic door openers installed. Wheelchair
accessible.
PHYSICAL
North Trenton P.S.
PHYSICAL
North Hastings Senior El.
PHYSICAL
North Hastings H.S.
Entrance doors, automatic door openers and ramp
installed.
PHYSICAL
North Hastings High School
Ramp installed at the bus loading entrance doors.
PHYSICAL
Park Dale P.S.
PHYSICAL
PECI
Washrooms converted. Wheelchair accessible.
Wheelchair accessible.
Ramps installed. Wheelchair accessible.
Washrooms converted, ramps and chair lift
installed. Wheelchair accessible.
Washrooms converted and ramps installed.
Wheelchair accessible.
Automatic door openers on the main entrance and
cafeterias have been installed. Magnetic hold open
arms on the corridor fire doors have been installed.
Washroom has been made accessible.
Page 18 of 31
Annual Accessibility Plan 2006/2007
17.0 APPENDIX A
BARRIERS REMOVED IN PRIOR YEARS
BARRIER TYPE
LOCATION
PHYSICAL
PECI
Washrooms converted. Elevators and chair lift
installed. Wheelchair accessible.
PHYSICAL
Pinecrest P.S.
A withdrawal room has been created in the JK
Room.
PHYSICAL
Pinecrest P.S.
Washrooms converted and ramps installed wheelchair accessible.
PHYSICAL
Prince of Wales P.S.
PHYSICAL
Prince Charles (B)
Washrooms converted and ramps installed wheelchair accessible.
PHYSICAL
Prince Charles (T)
Washrooms converted, ramps and chair lift
installed - wheelchair accessible.
PHYSICAL
Prince of Wales
Handicapped door openers on washrooms
installed.
PHYSICAL
Prince of Wales P.S.
Washrooms converted, ramps installed wheelchair accessible.
PHYSICAL
Prince of Wales P.S.
The computer lab / library has been modified.
PHYSICAL
Queen Elizabeth Belleville
Handicapped door openers on main entrance
installed.
PHYSICAL
Queen Elizabeth (P)
PHYSICAL
Queen Elizabeth Picton
PHYSICAL
Queen Elizabeth (T)
PHYSICAL
Queen Elizabeth P.S. Picton
Renovations have been made for a dwarf student.
As well, a larger door has been installed on the
washroom off the library and the kindergarten
washroom door has been modified.
PHYSICAL
Queen Elizabeth (B)
Washrooms converted, ramps and automatic door
openers installed - wheelchair accessible.
PHYSICAL
Queen Elizabeth P.S. ,
Trenton
Handicapped door openers have been installed on
the main entrance doors and boys washroom door.
PHYSICAL
Quinte S.S.
Page 19 of 31
DESCRIPTION OF BARRIER
Automatic door openers on primary washroom
doors both boys and girls have been installed. Hold
open arms on the hall doors at the top of ramp
have been installed.
Washrooms converted, ramps and automatic door
openers installed - wheelchair accessible.
Handicapped washroom in open area modified.
Washrooms converted and ramps installed wheelchair accessible.
Exhaust fan has been installed over the stove in
Kirk classroom #114.
Annual Accessibility Plan 2006/2007
17.0 APPENDIX A
BARRIERS REMOVED IN PRIOR YEARS
BARRIER TYPE
LOCATION
DESCRIPTION OF BARRIER
PHYSICAL
Quinte S.S.
PHYSICAL
S. H. Connor P.S.
PHYSICAL
Secondary and elementary
schools
Elevators to permit access to most areas of the
buildings (BSS, CSS, CHSS, MSS, NHHS, PECI,
QSS). Washroom modifications and automatic
door openers in several schools (CSS, PECI).
Occupational therapy in certain cases for students
requiring it in school to increase student mobility.
Educational assistant support for personal care, to
increase student independence. Garavanta chairlift
in one site.
PHYSICAL
Sir Mackenzie Bowell P.S.
Ramp installed to portable.
PHYSICAL
Sir Mackenzie Bowell P.S.
Washrooms converted and ramps installed wheelchair accessible.
PHYSICAL
Sir Mackenzie Bowell P.S.
Handicapped door openers have been installed on
the east entrance doors with keypad.
PHYSICAL
Sir Mackenzie Bowell P.S.
Wheelchair walkway installed from portable to
school.
PHYSICAL
Sir John A. Macdonald P.S.
Washrooms converted and ramps installed wheelchair accessible.
PHYSICAL
Sophiasburgh P.S.
Wheelchair accessible.
PHYSICAL
South Marysburgh
Washrooms converted girls only.
PHYSICAL
Stirling Senior P.S.
Handicapped washroom installed. Asphalt ramp
and walkway installed.
PHYSICAL
Stirling Junior
Washrooms converted and stair climber installed.
1st floor wheelchair accessible.
PHYSICAL
Stirling Senior P.S.
Kirk room 105 has been renovated. A wall and
door, basin, and grab bars have been installed. A
second lower hand rail on the stairs has been
installed.
PHYSICAL
Stirling Senior
PHYSICAL
Stirling Senior P.S.
Washrooms converted. Ramps, elevators and
automatic door openers installed. Wheelchair
accessible.
Washrooms converted and ramps installed wheelchair accessible
Washrooms converted.
Handrails by staff modified. Washroom toilets
modified.
Page 20 of 31
Annual Accessibility Plan 2006/2007
17.0 APPENDIX A
BARRIERS REMOVED IN PRIOR YEARS
BARRIER TYPE
LOCATION
PHYSICAL
Stirling Primary
PHYSICAL
Susanna Moodie P.S.
Handicapped washroom created. Installed
handicapped door openers on south entrance.
PHYSICAL
Susanna Moodie P.S.
Washrooms converted and ramps installed wheelchair accessible.
PHYSICAL
Trenton H.S.
Kirk room #110 has been expanded into room #108
and upper cupboards have been installed.
PHYSICAL
Trenton H.S.
Washrooms converted. Chair lift installed.
Wheelchair accessible on 1st floor only.
PHYSICAL
Tweed Hungerford
PHYSICAL
Tyendinaga P.S.
Ramp from Kirk room 17 was installed.
PHYSICAL
Tyendinaga P.S.
Handicapped washroom created.
PHYSICAL
Tyendinaga P.S.
Concrete ramp from north exit installed. Asphalt
walkway from ramp installed. Walkway / ramp
resurfaced at front entrance.
PHYSICAL
Tyendinaga
PHYSICAL
V. P. Carswell P.S.
PHYSICAL
William R. Kirk
Page 21 of 31
DESCRIPTION OF BARRIER
Washrooms converted. Ramps and chair lift
installed - wheelchair accessible.
Washrooms converted - wheelchair accessible.
Washrooms converted. Ramps and chair lift
installed - wheelchair accessible.
Washrooms converted - wheelchair accessible.
Washrooms converted. Ramps and automatic door
openers installed - wheelchair accessible.
Annual Accessibility Plan 2006/2007
18.0 APPENDIX B
Buttons, switches
r
r
r
Bancroft
Ž
Ž
Ž
r
r
r
Bayside SS
Ž
Ž
Ž
r
r
r
r
r
r
r
r
r
r
r
r
r
Ž
r
r
r
r
r
r
r
r
r
Ž
Ž
r
Ž
Bayside Upper
Bayside Annex
r
Bird’s Creek
Ž
Ž
Breadner
Ž
Ž
Ž
CML Snider
Ž
Ž
Ž
Centennial
Ž
Ž
Ž
CHSS
Ž
Ž
Ž
Coe Hill
Ž
Ž
College St.
r
r
Deseronto
r
Ž
Earl Prentice
Ž
Foxboro
r
Ž
Ž
r
r
r
r
r
r
r
r
r
r
Ž
r
r
r
Ž
Ž
r
r
r
Frankford
Ž
r
r
r
r
r
Harmony
Ž
r
r
r
r
Harry J. Clarke
Ž
Ž
Ž
Ž
Ž
r
Hermon
Ž
Ž
Ž
r
r
r
Hillcrest
Ž
Ž
r
r
r
r
Kente
r
r
r
r
r
Madoc
Ž
r
r
r
r
Madoc Township
Ž
r
r
r
r
Ž
r
r
Ž
r
Ž
Page 22 of 31
Stair Climbers
Parking
Auto Door Openers
Chair Lifts
Ž
boys
Signage
Athol Central
Elevators
future needs
Ž completed
r
Ramps
SCHOOL
Washrooms Converted
BUILDING ACCESSIBILITY CHART AS OF DECEMBER 2006
Annual Accessibility Plan 2006/2007
18.0 APPENDIX B
Maynooth
Ž
Ž
Moira SS
Ž
1st floor
r
r
NHSS
Ž
Ž
Ž
NH Senior Elem
Ž
Ž
North Trenton
r
Park Dale
Ž
r
r
r
r
r
r
r
Ž
r
r
r
r
r
r
r
Ž
Ž
r
r
r
Ž
r
r
r
r
Ž
r
r
r
r
Ž
Ž
r
r
r
r
Pinecrest
Ž
Ž
r
r
r
r
Prince Charles B
Ž
Ž
r
r
r
r
Prince Charles T
Ž
Ž
Ž
r
r
r
r
PECI
Ž
Ž
r
r
r
r
Prince of Wales
Ž
Ž
r
r
r
r
Queen Elizabeth B
Ž
Ž
Ž
r
r
r
Queen Elizabeth P
Ž
Ž
r
r
r
r
Queen Elizabeth T
Ž
Ž
r
r
r
r
Queen Victoria
r
r
r
r
r
r
r
Quinte SS
Ž
Ž
Ž
Ž
r
r
r
S.H.Connor
Ž
Ž
r
r
r
r
Sir John A Macdonald
Ž
Ž
r
r
r
Sir Mackenzie Bowell
Ž
Ž
r
r
r
r
Sir Winston Churchill
Ž
Ž
Ž
Ž
Ž
future needs
Ž completed
r
Elevators
Ž
SCHOOL
Ž
Ž
Page 23 of 31
Stair Climbers
Ž
Buttons, switches
Massassaga Rednersville
Parking
Ž
Signage
Ž
Auto Door Openers
Ramps
Marmora Sr.
Chair Lifts
Washrooms Converted
BUILDING ACCESSIBILITY CHART AS OF DECEMBER 2006
Annual Accessibility Plan 2006/2007
18.0 APPENDIX B
Parking
Buttons, switches
Ž
Ž
Ž
r
r
r
Ž
Ž
Ž
r
r
r
r
r
r
r
r
r
r
r
r
r
r
r
Ž
r
r
r
Ž
r
r
r
r
r
r
r
r
r
r
r
girls
Stirling Junior
Ž
1 st floor
r
r
Stirling Primary.
Ž
Ž
Ž
Stirling Senior
Ž
r
Susanna Moodie
Ž
Ž
Trenton High School
Ž
Tweed Hungerford
Ž
r
Tyendinaga
Ž
Ž
V.P.Carswell
Ž
r
r
r
r
r
William R. Kirk
Ž
Ž
Ž
r
r
r
Education Centre
Ž
Ž
Ž
Ž
Ž
r
r
Ž
Ž
Ž
Ž
Page 24 of 31
Stair Climbers
Signage
South Marysburgh
Auto Door Openers
Sophiasburgh
Chair Lifts
future needs
Ž completed
Elevators
r
Ramps
SCHOOL
Washrooms Converted
BUILDING ACCESSIBILITY CHART AS OF DECEMBER 2006
Ž
Annual Accessibility Plan 2006/2007
19.0
APPENDIX C - OUTSIDE AGENCIES - Pages 26-30
ORGANIZATIONS INVOLVED WITH SPECIAL EDUCATION
The list of agencies in Appendix C has been copied from the following Ministry of Education
special education Web site:
http://www.edu.gov.on.ca/eng/general/elemsec/speced/guide.html
If you require assistance and wish to contact an agency, you may refer to the Ministry’s list of
agencies on pages 26-30 in the plan, or visit Volunteer Information Quinte (VIQ) at
http://www.viq.ca, a local non-profit agency for further information.
Page 25 of 31
Annual Accessibility Plan 2006/2007
19.0 APPENDIX C
OUTSIDE AGENCIES
Page 26 of 31
19.0 APPENDIX C - OUTSIDE AGENCIES
Page 27 of 31
Annual Accessibility Plan 2006/2007
19.0 APPENDIX C - OUTSIDE AGENCIES
Page 28 of 31
Annual Accessibility Plan 2006/2007
19.0 APPENDIX C - OUTSIDE AGENCIES
Page 29 of 31
Annual Accessibility Plan 2006/2007
19.0 APPENDIX C - OUTSIDE AGENCIES
Page 30 of 31
Annual Accessibility Plan 2006/2007
Annual Accessibility Plan 2006/2007
20.0
GLOSSARY
GLOSSARY
TERM
DEFINITION
AAG
Accessibility Advisory Group
AAP
Accessibility Advisory Plan
ASG
Adm inistrative Support Group
CAV EAT
Canadians Against Violence Everywhere Advocating its Termination
CYC
Child / Youth Counsellor
FM
frequency modulation
HAPE
Hastings an d Prince Edw ard
HPEDSB
Hastings an d Prince Edw ard District School Board
IEP
Individual Educational Plan
ISEH
Inte rdepartm ental S pecial Educatio n H ead (s econdary)
ISRT
In S chool Re source Teacher (ele m entary)
ITS
Information Technology Services
IMD / IDD
Intellectual M ild Disa bility / Intellectual D evelopm enta l Disability
ODA
Ontarians with Disabilities Act
OPC
Onta rio Principals C ouncil
OPP
Ontario Provincial Police
OSSTF
Ontario Secondary School Teachers Federation
OTL
Occasional Teachers Local
PECI
Princ e Ed ward Collegiate Institute
PR IM
Pre Referral Intervention Manual
SALEP
Su pervis ed Alte rnative Learning for Ex cused Pupils
SEAC
Special Education Advisory Com mittee
UDL
Universal Design for Learning
TTY
Teletypewriter (can be used by deaf citizens with Bell Relay Service)
VIP
Very Important Person
VIQ
Voluntee r Inform ation Q uinte
Page 31 of 31
Board Report No. B-2
Page 1
March 26, 2007
Decision X
To:
Information
The chair and members of the Hastings and Prince Edward District School Board
From: Sam Clements, Chair, Operations and Finance Committee
Dave Rutherford, Superintendent of Financial and Facility Services
Re:
Short Term Borrowing - Good Places to Learn - Stage 2
Purpose
To approve a borrowing resolution for short term financing of the Ministry of Education’s Good
Places to Learn - Stage 2.
Background
In 2005 the Ministry of Education announced a multi-stage program of school renewal financing
to address infrastructure needs of school boards.
Current situation
Stage 1 projects, in the amount of $13 million, were completed and financed over a 25 year
period in the fall of 2006. The Ministry announced funding for Stage 2 of Good Places to Learn
to take effect during the 2006-2007 school year.
The Ministry of Education is once again requiring school boards to arrange short term financing
of Stage 2 capital projects which will be funded by the Ministry of Education.
Appendices
-Capital Borrowing Resolution
Recommendation
Moved:
H. Marissen
Seconded:
M. Brant
That the Hastings and Prince Edward District School Board, in order to meet short
term borrowing requirements of Stage 2 of Good Places to Learn, approve the
attached borrowing resolution authorizing the borrowing of a sum of up to twelve
million dollars ($12,000,000) from the Canadian Imperial Bank of Commerce as
contained in the Operations and Finance Committee public report no. B-3, dated
March 19, 2007.
Respectfully submitted,
Sam Clements
Chair, Operations and Finance Committee
Dave Rutherford
Superintendent of Financial and Facility Services
The Education Centre, 156 Ann Street, Belleville, Ontario K8N 1N9
Telephone: (613) 966-1170 Toll-free: 1 800 267-4350 Fax: (613) 966-6023
www.hpedsb.on.ca
CAPITAL BORROWING RESOLUTION
A RESOLUTION AUTHORIZING THE BORROWING OF MONEY BY WAY OF CAPITAL
LINE-OF-CREDIT
WHEREAS the Hastings and Prince Edward District School Board (hereinafter called the board)
finds it necessary to borrow up to the sum of $12 million ($12,000,000) by way of bank capital lineof-credit for capital expenditures under Stage 2 of the Good Places to Learn Program.
AND WHEREAS the estimated current revenues of the Board have not yet been received or fully
received and such revenues hereafter to be received are sufficient to repay all unpaid sums
borrowed hereunder and interest thereon:
THEREFORE the Board enacts as follows:
1.
That the chair and treasurer are hereby authorized on behalf of the Board, pursuant to the
orders to borrow by way of promissory note or credit agreement, a sum or sums not
exceeding the aggregate of $12 million ($12,000,000) to meet capital expenditures of the
board for school purposes and are hereby authorized to give, on behalf of the board, to the
lender a promissory note or credit agreement signed by the chair and treasurer for the
monies borrowed hereunder with interest and other charges that may be agreed upon from
time to time with the bank.
2.
The treasurer of the board is hereby authorized and directed to apply in payment of all
sums borrowed as aforesaid, together with interest thereon, all monies comprising of
current revenue of the board hereafter received.
We hereby certify that the foregoing is a true copy of a resolution of the Hastings and Prince
Edward District School Board, duly passed at a meeting of the said Board regularly held and that
the said resolution is in full force and effect.
DATED THIS 26th day of March, 2007.
HASTINGS AND PRINCE EDWARD DISTRICT
SCHOOL BOARD
CHAIR
SECRETARY
G :B A \B dA gend\2005\G ood Places to Learn Resolution.wpd
Board Report No. B-3
Page 1
March 26, 2007
Decision X
To:
Information
The chair and m em bers of the Hastings and Prince Edward District School Board
From: Jim W illiam s, Chair, Program and Hum an Resources Com m ittee
Rob McGall, Superintendent of Hum an Resources
Re:
Amendment to Policy C-9
Purpose
To approve an am endm ent to Policy C-9 rem oving the requirem ent for every prospective em ployee to
com plete a tuberculin skin test and/or x-ray.
Background
On October 18, 2006 Policy/Program Mem orandum (PPM) No. 77 was revoked by the Ministry of
Education. W ith the rem oval of this m em orandum there is no longer a requirem ent to test Ontario’s
teachers or workers in a school for tuberculosis prior to em ploym ent.
Current situation
In January 2007 the Board received a letter from the Hastings and Prince Edward Counties Health Unit
officially notifying the Board that they will no longer be doing tuberculosis screening for school staff as a
condition of em ploym ent. Prior to m aking the above decision the Health Unit consulted with the
Tuberculosis Control Unit at the Ministry of Health and Long-Term Care. They were supportive of the
decision to stop tuberculosis screening and it was their recom m endation that all public health units in
Ontario discontinue the practice. As a result there is a need for the Hastings and Prince Edward District
School Board to update the conditions of em ploym ent.
A notice of m otion was given to the Board at its m eeting of February 26, 2007.
Appendices
- Policy C-9, section 7.0 (i)
- Ministry of Health Long-Term Care Mem o to Medical Officers of Health
- Notification letter from Hastings & Prince Edward Counties Health Unit
Recommendation
Moved:
Seconded:
M. Hall
T. Good Fellow
That the Hastings and Prince Edward District School Board amend Policy C-9 by striking
out section 7.0(i) under “Conditions of Employment” as contained in the Program and
Hum an Resources Com mittee public session report no. B-1 dated February 19, 2007.
Respectfully subm itted,
Jim W illiams
Chair, Program and Hum an Resources Com mittee
Rob M cGall
Superintendent of Hum an Resources
The Education Centre, 156 Ann Street, Belleville, Ontario K8N 1N9
Telephone: (613) 966-1170 Toll-free: 1 800 267-4350 Fax: (613) 966-6023
www.hpedsb.on.ca
Board Report No. B-4
Page 1
March 26, 2007
Decision X
Information
To:
The chair and members of the Hastings and Prince Edward District School Board
From:
Sam Clements, Chair, Ad Hoc Committee for Policy Review
Re:
Policy A-8 – Trustee Advocacy
Purpose
To seek Board approval to adopt a new Policy A-8 entitled Trustee Advocacy.
Background
Based on recommendations from the Office of the Auditor General of Ontario following the
release of their first value-for-money (VFM) audit, the Ministry of Education launched a new
initiative to assist school boards with the development of expenditure guidelines.
The guidelines are intended for both trustees and school board staff and address the following
areas of school board expenditure:
(1) use of corporate credit cards;
(2) travel, meals and hospitality;
(3) advertising; and
(4) advocacy.
The purpose of the guidelines is to define a province-wide standard that provides a foundation for
each school board to develop its own specific policies in each area or to review existing
guidelines for other areas of expenditure in the future.
The Ministry expects that school boards will establish new policies or revise existing policies in
each of the four areas and that the policies will be consistent with the guidelines provided by the
Ministry and must be available on the Board’s public Web site by March 31, 2007.
Current situation
A notice of motion was given to the Board at its meeting of February 26, 2007. In order to comply
with Ministry expectations and meet the deadline noted above, the attached policy is being
brought to the Board for final approval.
Apppendices
- Policy A-8 – Trustee Advocacy
Recommendation
Moved:
Seconded:
That the Hastings and Prince Edward District School Board adopt a new Policy A-8
– Trustee Advocacy effective March 26, 2007 and the policy be posted on the
Board’s Web site prior to March 31, 2007.
Respectfully submitted,
Sam Clements
Chair, Ad Hoc Committee for Policy Review
The Education Centre, 156 Ann Street, Belleville, Ontario K8N 1N9
Telephone: (613) 966-1170 Toll-free: 1 800 267-4350 Fax: (613) 966-6023
www.hpedsb.on.ca
POLICY A-8
Adopted
Last Revised
Review Date
TRUSTEE ADVOCACY
OBJECTIVE
The Hastings and Prince Edward District School Board believes that communications with the Ontario
government is an important activity to identify, discuss and find solutions to policy and financial issues to
support student success.
DEFINITIONS
OPSBA – The Ontario Public School Boards' Association represents public district school boards and
public school authorities across Ontario, which together serve more than 1.2 million public elementary
and secondary students and more than a half-million adult learners. The Association advocates on behalf
of the best interests and needs of the public school system in Ontario.
Advocacy – Influencing government decision making.
POLICY
1. Advocacy
Public education in Ontario has governance structures that enable open and ongoing communication
between school boards and the provincial government. These structures include partnership tables,
regular meetings, open forums and other means as determined by need.
The Hastings and Prince Edward District School Board supports the role of the OPSBA as the key
advocacy partner in publicly funded education. The Board is committed to maintaining membership in
OPSBA and to electing a representative and alternate to participate on the OPSBA Board of Directors as
described in the By-Laws and Standing Rules, Article IX, Section 6. Membership fees will be forwarded
annually through the treasurer of the board or as designated by the director of education.
2. Memberships/fees
Membership dues and or fees for trustees to organizations other than OPSBA must be approved by the
Board.
3. Use of students
At no time will students be used to promote a political position for Board or school to the public, education
partners or the government.
Legal Reference:
Reference:
Ministry of Education Memorandum 2006:B15
Hastings and Prince Edward District School Board By-laws and Standing Rules,
Article IX, Section 6
Hastings and Prince Edward District School Board
Policy Handbook
Page 1 of 2
Trustee Advocacy
Policy A-8
4. Use of school materials
Content intended to advocate support for a particular political position will not be placed with school
materials, ie report cards, annual reports and news letters.
Revision dates:
Hastings and Prince Edward District School Board
Policy Handbook
Page 2 of 2
Board Report No. B-5
Page 1
March 26, 2007
Decision X
Information
To:
The chair and members of the Hastings and Prince Edward District School Board
From:
Sam Clements, Chair, Ad Hoc Committee for Policy Review
Re:
Policy B-1 - Travel
Purpose
To seek approval of the amendment by substitution of Policy B-1 - Travel Expense
Reimbursement with the revised Policy B-1 - Travel.
Background
Based on recommendations from the Office of the Auditor General of Ontario following the
release of their first value-for-money (VFM) audit, the Ministry of Education launched a new
initiative to assist school boards with the development of expenditure guidelines.
The guidelines are intended for both trustees and school board staff and address the following
areas of school board expenditure:
(1) use of corporate credit cards;
(2) travel, meals and hospitality;
(3) advertising; and
(4) advocacy.
The purpose of the guidelines is to define a province-wide standard that provides a foundation for
each school board to develop its own specific policies in each area or to review existing
guidelines for other areas of expenditure in the future.
The Ministry expects that school boards will establish new policies or revise existing policies in
each of the four areas and that the policies will be consistent with the guidelines provided by the
Ministry and must be available on the board’s public Web site by March 31, 2007.
Current situation
The board’s existing policy and procedure regarding travel expense reimbursement was reviewed
and revisions were made to ensure compliance with the Ministry’s guidelines. A notice of motion
was given to the Board at its meeting of February 26, 2007. In order to comply with Ministry
expectations and meet the deadline noted above, the attached revised policy is being brought to
the Board for approval.
Apppendices
-revised Policy B-1 - Travel
Recommendation
Moved:
Seconded:
That the Hastings and Prince Edward District School Board amend by substitution
Policy B-1 –Travel, effective March 26, 2007 and the policy be posted on the
Board’s Web site prior to March 31, 2007.
Respectfully submitted,
Sam Clements
Chair, Ad Hoc Committee for Policy Review
The Education Centre, 156 Ann Street, Belleville, Ontario K8N 1N9
Telephone: (613) 966-1170 Toll-free: 1 800 267-4350 Fax: (613) 966-6023
www.hpedsb.on.ca
POLICY B-1
Adopted
Last Revised
Review Date
February 28, 2000
TRAVEL
OBJECTIVE
The Hastings and Prince Edward District School Board will reimburse employees for approved travel
costs while carrying out their duties.
DEFINITIONS
None
POLICY
1. Rates of reimbursement
Rates of reimbursement and travel authorization guidelines are provided within the following parameters.
1.1. Use of personal vehicle
The allowance paid for the authorized use of personal vehicles on board business will be based on an
annual kilometrage rate calculated in June of each year for the following school year and derived from
the following formula:
Staff will survey:
a) Algonquin and Lakeshore Catholic DSB;
b) Limestone DSB;
c) Kawartha Pine Ridge DSB;
d) Trillium Lakelands DSB;
e) Peterborough Victoria Northumberland and Newcastle DSB;
f) City of Belleville; and
g) City of Quinte West.
The highest and lowest rate of reimbursement will be eliminated and an average will be calculated
based on the remaining rates.
The allowance paid for the use of personal vehicles is deemed to cover all costs of operation.
The employee must carry a minimum of public liability and property damage in the amount of $1
million.
Whenever possible, two or more individuals travelling to the same destination should use one vehicle.
The Hastings and Prince Edward District School Board assumes no financial responsibility for
privately owned vehicles other than paying the kilometrage rate when authorized for board business.
Legal Reference:
Reference:
Ministry of Education Memorandum 2006:B15
Procedure B-1 - Travel
Hastings and Prince Edward District School Board
Policy Handbook
Page 1 of 3
Travel
Policy B-1
Employees must satisfy themselves whether their motor vehicle insurance coverage should include
business use of their vehicle.
1.2. Alternate modes of travel
The use of rental vehicles is recommended where it is cost effective.
Other modes of travel and their limits are as follows:
a)
by bus, return bus fare;
b)
by train, return coach fare;
c)
by air, return economy fare.
2. Other travel expense
Individuals authorized to travel outside the board’s jurisdiction are eligible for reimbursement of hotel,
meal and transportation costs.
Individuals working within the board’s jurisdiction will be eligible for reimbursement of transportation costs
at the board approved rate and as per the guidelines outlined in the accompanying administrative
procedure.
Individuals travelling outside the province, but within Canada, must receive the authorization of the
appropriate supervisory officer.
3. Hotels
Hotel room charges will be reimbursed for standard room charges. No additional reimbursement will be
made for executive rooms/suites.
Transportation between the individual’s hotel and local train station, bus station or airport is eligible for
reimbursement as are necessary parking fees, fax/internet/e-mail, business telephone calls and
reasonable personal calls.
4. Meals
Reimbursement for meals is subject to the limits as outlined in the accompanying procedure.
Reimbursement of meal costs must not include reimbursement for any alcoholic beverages.
It is recognized that travel outside the country will be influenced by travel costs in foreign countries. In
recognition of this, actual travel costs that are reasonable, based on the cost of travel in those countries,
will be reimbursed. International travel requires the approval of the director of education.
5. Items not reimbursable
a) movies/video rentals;
b) recreational costs (eg fitness facilities);
c) alcoholic drinks;
d) parking or traffic tickets;
e) unauthorized travel.
6. Cash advances
Travel cash advances may only be provided in those circumstances where an individual is unable to use
their own credit.
7. Reporting
Claims for reimbursement must be made using the “Expense Report” form or through the individual’s
purchasing card statement, if applicable. The claimant must sign and date the form and attach all original
receipts. Credit/debit slips must be accompanied by the original receipts. The purpose of the trip must be
stated and the specific budget code recorded.
Hastings and Prince Edward District School Board
Policy Handbook
Page 2 of 3
Travel
Policy B-1
All expense forms are to be reviewed and signed by the individual’s supervisor and/or department head.
Expense forms for the director of education will be reviewed and signed by the chair of the Board while
trustee forms shall be reviewed by the treasurer of the board or as designated by the director of
education.
In all cases, receipts must accompany all claims.
Revision dates:
Hastings and Prince Edward District School Board
Policy Handbook
Page 3 of 3
Board Report No. B-6
Page 1
March 26, 2007
Decision X
Information
To:
The chair and members of the Hastings and Prince Edward District School Board
From:
Sam Clements, Chair, Ad Hoc Committee for Policy Review
Re:
Policy B-19 - Hospitality
Purpose
To seek Board approval to adopt a new Policy B-19 entitled Hospitality.
Background
Based on recommendations from the Office of the Auditor General of Ontario following the
release of their first value-for-money (VFM) audit, the Ministry of Education launched a new
initiative to assist school boards with the development of expenditure guidelines.
The guidelines are intended for both trustees and school board staff and address the following
areas of school board expenditure:
(1) use of corporate credit cards;
(2) travel, meals and hospitality;
(3) advertising; and
(4) advocacy.
The purpose of the guidelines is to define a province-wide standard that provides a foundation for
each school board to develop its own specific policies in each area or to review existing
guidelines for other areas of expenditure in the future.
The Ministry expects that school boards will establish new policies or revise existing policies in
each of the four areas and that the policies will be consistent with the guidelines provided by the
Ministry and must be available on the Board’s public Web site by March 31, 2007.
Current situation
A notice of motion was given to the Board at its meeting of February 26, 2007. In order to comply
with Ministry expectations and meet the deadline noted above, the attached draft policy is being
brought to the board for approval.
Apppendices
- Policy B-19 – Hospitality
Recommendation
Moved:
Seconded:
That the Hastings and Prince Edward District School Board adopt a new Policy B19 – Hospitality effective March 26, 2007 and the policy be posted on the board’s
Web site prior to March 31, 2007.
Respectfully submitted,
Sam Clements
Chair, Ad Hoc Committee for Policy Review
The Education Centre, 156 Ann Street, Belleville, Ontario K8N 1N9
Telephone: (613) 966-1170 Toll-free: 1 800 267-4350 Fax: (613) 966-6023
www.hpedsb.on.ca
POLICY B-19
Adopted
Last Revised
Review Date
HOSPITALITY
OBJECTIVE
The Hastings and Prince Edward District School Board supports the provision of approved hospitality
expenses incurred on behalf of the Board to foster the development of partnerships and community
relationships. The Board actively partners with individuals, communities and organizations to build
engaging learning environments.
DEFINITIONS
Hospitality - The provision of food, beverages, accommodation, transportation or other amenities at
Board expense.
POLICY
1. Reimbursement of expenses
Reimbursement is subject to the following parameters:
a) Approval of the director of education or a supervisory officer is required prior to incurring
hospitality expenditures.
b) Hospitality should be extended in an economical, consistent and appropriate way when it will
facilitate board business or is desirable as a matter of courtesy.
c) Reimbursement for the reasonable cost of alcohol is permitted for hospitality events. The cost
of alcoholic beverages should not exceed the cost of the food.
d) Token gifts of appreciation valued up to $50.00 may be extended to persons in exchange for
donated services. Gifts above $50.00 must be approved by the director or chair of the Board as
appropriate.
e) Hospitality may be expended on behalf of the Board when:
i)
recognizing employees or other individuals for outstanding achievement (ie.
retirement, meritorious award, service, etc.);
ii)
engaging representatives of other boards, the broader public sector, industry,
public interest groups or employee groups in discussion on official board
business;
iii)
sponsoring or attending functions related to the goals of the board.
2. Conflict of interest
When hospitality is extended to vendors or possible vendors to the Board, it is imperative that the
hospitality extended does not give or is not perceived to give preferential treatment to any vendor.
3. Reporting
Claims for reimbursement must be made using the “Expense Report” form or through the individual’s
purchasing card statement, if applicable. The claimant must sign and date the form and attach all original
Legal Reference:
Reference:
Ministry of Education Memorandum 2006:B15
Hastings and Prince Edward District School Board
Policy Handbook
Page 1 of 2
Hospitality
Policy B-19
receipts. Credit/debit slips must be accompanied by original receipts. All hospitality expense claims will be
reviewed by the director of education/chair of the Board, as appropriate.
The following information must be submitted on the expense report:
a) the form of hospitality (meal, reception, refreshments, etc.);
b) name and location of event;
c) names of individuals entertained, titles and employer;
d) budget code to be charged.
Revision dates:
Hastings and Prince Edward District School Board
Policy Handbook
Page 2 of 2
Board Report No. B-7
Page 1
March 26, 2007
Decision X
Information
To:
The chair and members of the Hastings and Prince Edward District School Board
From:
Sam Clements, Chair, Ad Hoc Committee for Policy Review
Re:
Policy B-20 – Purchasing Cards
Purpose
To seek Board approval to adopt a new Policy B-20 entitled Purchasing Cards.
Background
Based on recommendations from the Office of the Auditor General of Ontario following the
release of their first value-for-money (VFM) audit, the Ministry of Education launched a new
initiative to assist school boards with the development of expenditure guidelines.
The guidelines are intended for both trustees and school board staff and address the following
areas of school board expenditure:
(1) use of corporate credit cards;
(2) travel, meals and hospitality;
(3) advertising; and
(4) advocacy.
The purpose of the guidelines is to define a province-wide standard that provides a foundation for
each school board to develop its own specific policies in each area or to review existing
guidelines for other areas of expenditure in the future.
The Ministry expects that school boards will establish new policies or revise existing policies in
each of the four areas and that the policies will be consistent with the guidelines provided by the
Ministry and must be available on the Board’s public Web site by March 31, 2007.
Current situation
A notice of motion was given to the Board at its meeting of February 26, 2007. In order to comply
with Ministry expectations and meet the deadline noted above, the attached draft policy is being
brought to the board for approval.
Apppendices
- Policy B-20 – Purchasing Cards
Recommendation
Moved:
Seconded:
That the Hastings and Prince Edward District School Board adopt a new Policy B20 – Purchasing Cards effective March 26, 2007 and the policy be posted on the
Board’s Web site prior to March 31, 2007.
Respectfully submitted,
Sam Clements
Chair, Ad Hoc Committee for Policy Review
The Education Centre, 156 Ann Street, Belleville, Ontario K8N 1N9
Telephone: (613) 966-1170 Toll-free: 1 800 267-4350 Fax: (613) 966-6023
www.hpedsb.on.ca
POLICY B-20
Adopted
Last Revised
Review Date
PURCHASING CARDS
OBJECTIVE
The Hastings and Prince Edward District School Board utilizes purchasing cards to provide for a costeffective and efficient method of controlling and processing a large volume of low value purchases.
DEFINITIONS
Purchasing card – A corporate credit card issued to approved employees which facilitates the controlled
purchase and payment of goods and services necessary in conducting board business.
POLICY
1. Card security
The responsibility for maintaining appropriate security of the card rests with the cardholder.
2. Card limitations
Cardholders must not use a purchasing card in the following circumstances:
a) to purchase items over $500.00, subject to item 3 below;
b) to split large dollar transactions into two or more purchasing card slips of under $500.00 each.
This is referred to as split ticketing and is not allowed. Any large transaction split into multiple
purchasing card slips will be considered misuse of the purchasing card and will be dealt with
accordingly;
c) to bypass an existing tendered contract;
d) to bypass board purchasing policies and procedures;
e) to obtain cash advance;
f) to obtain restricted items as specified on the merchant category groups.
3. Exceptions
In certain circumstances due to the nature of the employee’s responsibilities, the $500.00 limit may be
exceeded. In such circumstances, approval of the treasurer of the Board or the director of education is
required after consultation with the employee’s supervisor.
4. Personal purchases
Personal use will result in immediate cancellation of the card and disciplinary action as deemed
appropriate.
5. Refunds
No cardholder may accept cash or cheque from a vendor as a refund for a previous purchase. The
vendor must in all cases issue a credit to the purchasing card.
Legal Reference:
Reference:
Ministry of Education Memorandum 2006:B15
Procedure B-20 – Purchasing Cards
Purchasing Card Manual
Hastings and Prince Edward District School Board
Policy Handbook
Page 1 of 2
Purchasing Cards
Policy B-20
6. Responsibilities
6.1
Cardholder
The cardholder is responsible for:
a) signing an acknowledgement of responsibilities;
b) ensuring each purchase remains within the individual’s transaction limit and monthly
credit limit;
c) ensuring all purchases are done following Board policies and procedures;
d) verifying the correctness of the monthly statements and taking appropriate action to
identify and correct any errors;
e) keeping all supporting documentation (i.e. purchase card receipt, credit notes, invoices,
etc.) related to the purchase, for reconciliation and audit purposes;
f) submitting the monthly statement and supporting documentation to the individual’s
supervisor for authorization;
g) immediately notifying the board’s Purchasing Card Coordinator in the event of a lost or
stolen card;
h) ensuring any updates/modifications to the cardholder’s name, address, department or
area of responsibility is reported to their supervisor and the board Purchasing Card
Coordinator;
i) ensuring funds are available prior to any purchase;
6.2
Cardholder’s supervisor
The supervisor is responsible for:
a) ensuring each cardholder receives a copy of this policy, accompanying procedure and
purchasing card manual from the board’s Purchasing Card Coordinator and is aware of
their responsibilities regarding the use of the purchasing card. Activities that contravene
this policy and its accompanying procedure may result in revocation of the employee’s
purchasing card;
b) reviewing and signing the purchasing card statement and supporting documentation;
c) monitoring and controlling the use of purchase cards, to ensure that the use of purchase
cards conforms to board policies and procedures.
Revision dates:
Hastings and Prince Edward District School Board
Policy Handbook
Page 2 of 2
Board Report No. B-8
Page 1
March 26, 2007
Decision X
Information
To:
The chair and members of the Hastings and Prince Edward District School Board
From:
Sam Clements, Chair, Ad Hoc Committee for Policy Review
Re:
Policy E-35 – Advertising
Purpose
To seek Board approval of the amendment by substitution of Policy E-35 - Advertising.
Background
Based on recommendations from the Office of the Auditor General of Ontario following the
release of their first value-for-money (VFM) audit, the Ministry of Education launched a new
initiative to assist school boards with the development of expenditure guidelines.
The guidelines are intended for both trustees and school board staff and address the following
areas of school board expenditure:
(1) use of corporate credit cards;
(2) travel, meals and hospitality;
(3) advertising; and
(4) advocacy.
The purpose of the guidelines is to define a province-wide standard that provides a foundation for
each school board to develop its own specific policies in each area or to review existing
guidelines for other areas of expenditure in the future.
The Ministry expects that school boards will establish new policies or revise existing policies in
each of the four areas and that the policies will be consistent with the guidelines provided by the
Ministry and must be available on the Board’s public Web site by March 31, 2007.
Current situation
The Board’s existing policy regarding advertising was reviewed and revisions were made to
ensure compliance with the Ministry’s guidelines. A notice of motion was given to the Board at its
meeting of February 26, 2007. In order to comply with Ministry expectations and meet the
deadline noted above, the attached revised policy is being brought to the Board for approval.
Apppendices
-revised Policy E-35 – Advertising
Recommendation
Moved:
Seconded:
That the Hastings and Prince Edward District School Board amend by substitution
Policy E-35 – Advertising effective March 26, 2007 and the policy be posted on the
Board’s Web site prior to March 31, 2007.
Respectfully submitted,
Sam Clements
Chair, Ad Hoc Committee for Policy Review
The Education Centre, 156 Ann Street, Belleville, Ontario K8N 1N9
Telephone: (613) 966-1170 Toll-free: 1 800 267-4350 Fax: (613) 966-6023
www.hpedsb.on.ca
POLICY E-35
Adopted
Last Revised
Review Date
May 11, 1998
ADVERTISING
OBJECTIVE
The Hastings and Prince Edward District School Board is a service organization committed to providing
service and support to the district’s students. Advertising expenditures are for the purposes of informing
and educating the public, as well as creating awareness of educational programs, services, issues,
events and community activities of specific interest or benefit to students and families.
DEFINITIONS
N/A
POLICY
1. Advertising
Schools and/or the system may enter into an agreement and/or association that involves advertising for
the purpose of benefiting the schools, program, service, staff and/or students and for recruitment. Such
advertising must be objective, factual and explanatory based on verifiable facts in an unbiased, fair and
equitable manner.
2. Due diligence
Due diligence will be exercised to determine the advertising medium that maximizes cost efficiency.
3. Appropriate approvals
The director of education or designate will approve all advertising to support the nature and extent of the
advertising campaign.
4. Local media
The Board supports local media being involved as much as possible in Board advertising.
5. Public service information
Public service information may be distributed to school stakeholders.
6. Adequately managed
Advertising expenditures will be adequately managed to achieve planned outcomes to ensure that the
actual advertisement was done appropriately and compared against planned outcomes. Advertising
expenditures of a significant nature will be competitively placed.
Legal Reference:
Reference:
Ministry of Education Memorandum 2006:B15
Policy B-3 - Purchasing
Policy E-38 - Sponsorship/Partnership/Fundraising
Policy E-43 - Internet Use
Procedure E-35 - Advertising
Hastings and Prince Edward District School Board
Policy Handbook
Page 1 of 2
Advertising
Policy E-35
7. Inclusion of chair’s and director’s names and Board logo
All advertisements will include the name of the chair of the Board and the director of education as well as
the Board logo.
8. Non-Board agencies
Advertising in the system by non-Board agencies and individuals must be appropriate and compatible
with the policies, goals and values of the Hastings and Prince Edward District School Board.
9. Advertising in schools
Advertising of and by authorized outside agencies within the schools and system must not take precedent
over the identity and prominence of the school and/or system.
10. Approval by director
Any representation of the Hastings and Prince Edward District School Board by outside agencies must be
approved as to content, frequency, and style of publication by the director of education or designate.
Revision dates:
Hastings and Prince Edward District School Board
Policy Handbook
Page 2 of 2
Board Report No. B-9
Page 1
March 26, 2007
Decision X
To:
Information
The Chair and members of the Hastings and Prince Edward District School Board
From: Jim Williams, Chair, Program and Human Resources Committee
Janice Montgomery, Superintendent of Education, Special Education
Re:
Educational programs in care, treatment and correctional facilities (Section 23)
Background
Each year the care, treatment and correctional facilities agreements, in accordance with Section
23 of Ontario Regulation 287/98, are reviewed by ministry and board personnel to determine
whether the programs should be continued, modified, or expanded.
Criteria for the establishment and maintenance of these programs include:
@ application for a Section 23 educational program must come from an approved facility;
@ children and youths have been admitted to a facility for care, treatment or custody;
@ ongoing care and treatment are to be provided by the facility's professional staff and
supported by the teacher through a multi-disciplinary approach.
During 2006-2007, the Hastings and Prince Edward District School Board maintained six (6)
Section 23 programs in conjunction with various care, treatment and correctional facilities. Only
the direct costs of the Section 23 programs are fully funded by the Ministry of Education, and the
sponsoring Ministry in each case. Indirect costs for administration, clerical, in-service, etc. are
absorbed by the Hastings and Prince Edward District School Board.
Current situation
The Board wishes to continue with six (6) Section 23 agreements for the 2007-2008 school year.
PROGRAM
LOCATION
TEACHERS
E.A.s
STUDENTS
Corbyville Children's Hom e
(Youth Justice Act) open custody, Phase
1; ages 12 -17 yrs with behaviour needs
Corbyville
Thurlow Ward
Belleville
1
-
10
Parent- Child and Youth Clinic
Quinte Healthcare Corp) children in
grades JK to 3 with mental health
needs, involved in individual treatment
programs
Sir John A. Macdonald
Public School,
Belleville
1
1
12
Children's M ental Health Residential
(Children's Mental Health Services)
ages 7 - 17 yrs with mental health needs
Honeywell House
Thurlow Ward
Belleville
1
-
8
The Education Centre, 156 Ann Street, Belleville, Ontario K8N 1N9
Telephone: (613) 966-1170 Toll-free: 1 800 267-4350 Fax: (613) 966-6023
www.hpedsb.on.ca
Board Report No. B-9
Page 2
March 26, 2007
PROGRAM
LOCATION
TEACHERS
E.A.s
STUDENTS
Junior Day Treatm ent Program
(Hastings Children’s Aid Society)
Grades 4 - 6 children who have difficulty
in coping with the traditional structures,
organization or demands of a regular
school environment; behaviour and
communication needs
Park Dale Public
School, Belleville
1
1
12
Cedarview
(Hastings Children’s Aid Society)
Grades 7 - 8 children who have difficulty
in coping with the traditional structures,
organization or demands of a regular
school environment; behaviour and
communication needs
Sir Mackenzie Public
Bowell School,
Belleville
1
-
12
St. Leonard's Hom e
(Youth Justice Act) open custody, Phase
2; ages 12 -17 yrs ; behavioural needs,
secondary school age
St. Leonard's
Sidney Ward
Quinte West
1
-
8 - 10
Recommendation
Moved:
Seconded:
H. Marissen
M. Hall
That the Hastings and Prince Edward District School Board approve for 2007-2008
the six (6) special programs in conjunction with the care, treatment and correctional
facilities, subject to approval by the Ministry of Education as contained in the
Program and Human Resources Committee public session report no. B-2 dated
March 19, 2007.
Respectfully submitted,
Jim Williams
Chair, Program and Human Resources Committee
Janice Montgomery
Superintendent of Education
The Education Centre, 156 Ann Street, Belleville, Ontario K8N 1N9
Telephone: (613) 966-1170 Toll-free: 1 800 267-4350 Fax: (613) 966-6023
www.hpedsb.on.ca
Board Report No. C-1
Page 1
March 26, 2007
Decision
To:
Information X
The chair and members of the Hastings and Prince Edward District School Board
From: Kathy Soule, Director of Education and Secretary of the Board
Re:
Calendar of events
Purpose
To provide the Board with a list of upcoming meetings, conferences and conventions.
Board and Committee Meetings
DATE
TIME
EVENT
March 29
5:30 p.m.
S.E.A.C.
April 2
4:30 p.m.
Executive Committee
April 10
7:00 p.m.
Operations and Finance Committee
April 16
7:00 p.m.
Program and Human Resources Committee
April 23
7:00 p.m.
Closed Session Board
April 23
8:00 p.m.
Public Board
April 26
5:30 p.m.
S.E.A.C.
LOCATION
Committee Room
Committee Room
Committee Room
Committee Room
Committee Room
Board Room
Committee Room
Conferences & Conventions
OPSBA Annual General Meeting, June 7-10, 2007, Deerhurst Inn and Conference Centre
System and School Events
DATE
April 14
April 20
TIME
All day
10:00 a.m.
EVENT
Quinte Regional Science & Technology Fair
EartCARE event with Bruce Kirkby
LOCATION
Quinte Mall
Trenton High School
Please refer to the System Calendar of Events and school Web sites and newsletters for a
complete listing of school and system activities.
Respectfully submitted,
Kathy Soule
Director of Education and Secretary of the Board
The Education Centre, 156 Ann Street, Belleville, Ontario K8N 1N9
Telephone: (613) 966-1170 Toll-free: 1 800 267-4350 Fax: (613) 966-6023
www.hpedsb.on.ca
Board Report No. C-2
Page 1
March 26, 2007
Decision
To:
Information X
The chair and members of the Hastings and Prince Edward District School Board
From: Dave Rutherford, Superintendent of Financial and Facility Services
Re:
Update of 2006-2007 Financial Position
Purpose
To provide an update on the 2006-2007 financial position of the Board.
Background
As the Board reaches the midpoint of its fiscal year, it is important to project mid year
expenditures through to the end of the year.
Current situation
1.
2006-2007 Budget
The Board approved a budget that required transferring $1 million from reserves. This was after
making expenditure reductions of $1.3 million. Upon completion of the 2005-2006 financial
statements, the board realized an accumulated surplus of $1.3 million which was to be used to
offset the 2006-2007 deficit.
Appendix 1 of this report updates the revenue and expenditure projections for the year. The
expenditure information is based on the enclosed Comparative Statement. Based on revenues
calculated in the board’s revised estimates and using expenditures incurred as of January 31,
2007, administration is anticipating ending the year in a breakeven position after utilizing the
$1.3 million surplus. Expenditure adjustments between now and the end of the fiscal year may
materialize which could impact on this projection. Such things as retirement costs, utility and
fuel costs and employee sick leave are all subject to great variability.
Summary
The Board’s operational deficit of $1.3 million, which has been offset in 2006-2007 by the prior
year’s surplus, will have a substantial impact on the board’s 2007-2008 budget process. The
financial impact of a continued decline in enrolment estimated to be 500 students next year will
compound the financial situation.
Board Report No. C-2
Page 2
March 26, 2007
Ministry funding announcements are expected in March at which time a preliminary financial
projection for 2007-2008 will be possible. Based on Ministry of Education communications over
the course of this year, we expect the majority of any funding increase to deal only with existing
multi-year initiatives such as primary class size, student success and the increased labour costs
agreed to in the provincially led labour framework. Declining enrolment and inflation cost
increases for facilities, utilities and benefits are the real challenge facing the Board.
School board budgets are required by legislation to be balanced and submitted by June 30,
2007.
Appendices
Appendix 1 - 2006-2007 Financial Projection
For information only.
Respectfully submitted
Dave Rutherford
Superintendent of Financial and Facility Services
Appendix 1
2006-2007 FINANCIAL PROJECTION
March 26, 2007
Revenue Summary
Our total revised revenue projection exceeds the budget by $1,850,094.
Provincial Allocations
Provincial allocations are lower than projection by $212,518. The attached summary reflects the
following changes:
Enrolment in the regular day school was higher than projected in secondary by 86 students but
elementary enrolment was 114 lower than projections. These changes impact on most grants.
The school renewal grant has an increase of $344,132 which reflects the government funding of
the Good Places to Learn loan repayment.
While enrolment overall has declined, the Declining Enrolment Grant shows a decrease. The
Ministry of Education made an error in creating its grant calculation forms that used incorrect
references to the prior year’s financial statements. This has now been corrected in their financial
system.
Other Provincial Grants
The large increase in this area reflects the additional grants received in 2006-2007 and which in
most cases must be expended as outlined in the agreements signed by the Board. These grant
amounts are not known at the time of budget approval. Additional expenditures have been included
in the expenditure projections to reflect these requirements.
Other Revenues
At this time little change is expected in the Board’s “Other Revenues” which are primarily composed
of tuition fees from international students and the Department of Indian and Northern Affairs. The
slight increase represents slightly higher numbers of fee paying students.
Appendix 1
EXPENDITURE COMMENTS
March 26, 2007
The following comments refer to the accompanying “Expenditure Adjustments” schedule.
The Board’s approved budget was $160,786,735.
Application of miscellaneous grants - As described under the Revenue Summary the board has
received government funding outside of the provincial funding model. These funds must be
expended in required areas.
Salary adjustment for teacher qualification and experience - The additional Qualification and
Experience Grant is offset by the higher salaries paid to those teachers who have updated their
qualifications and experience.
Financing costs for Good Places to Learn - The board, along with other schools boards, entered
into long term financing arrangements in the fall to finance projects funded under the Good Places
To Learn initiative. These loan costs are funded by the Ministry of Education.
Senior Administration restructuring - Two retirements within the senior administrative
complement, the associated retirement and replacement costs as well as the vacancy in the ITS
leader position have been incorporated into the projected expenditures.
dk: G :/B A /O pertns&Finance/A genda/2007/M arch/FinancialP rojecction-A ppendix1.wpd
Appendix 1
HASTINGS AND PRINCE EDWARD DISTRICT SCHOOL BOARD
2006-2007 BUDGET
FINANCIAL PROJECTION 2006-2007
REVENUE SUMMARY
2006-2007
Estimates
Pupil Foundation Grant
$
School Foundation Grant
2006-2007
Revised
72,439,010
$
11,483,582
Primary Class Size
Change
72,499,479
$
11,504,939
2,289,672
60,469
21,357
2,286,752
(2,920)
Special Education
SEPPA
7,739,846
7,716,779
(23,067)
ISA 2,3
10,761,734
10,753,684
(8,050)
787,000
787,000
Other
$
19,288,580
$
19,257,463
$
(31,117)
School Operations
15,449,576
15,372,529
(77,047)
Transportation
12,239,686
12,164,313
(75,373)
Teacher Q & E
6,615,427
6,701,910
86,483
Board Administration and Governance
4,551,427
4,574,295
22,868
School Renewal
3,458,238
3,802,370
344,132
Learning Opportunities
2,717,337
2,738,745
21,408
Remote and Rural
1,812,321
1,810,965
(1,356)
Language Allocation
2,002,236
1,985,803
(16,433)
Declining Enrolment Grant
2,012,604
1,475,257
(537,347)
Distant Schools
225,208
225,208
-
Continuing Education
386,054
358,412
(27,642)
TOTAL GRANTS FOR STUDENT NEEDS
$
156,970,958
$
156,758,440
$
(212,518)
Other revenue
$
2,853,208
$
2,926,778
$
73,570
Other Ministry grants
$
-
$
1,642,179
$ 1,642,179
Transfer from reserves
$
962,569
$
-
Accumulated surplus
$
-
$
1,309,432
$ 1,309,432
Total revenue
$
160,786,735
$ 162,636,829
$ 1,850,094
G:/BA/Budget/2006 2007/financial projections revenue feb23.xls
$
(962,569)
Appendix 1
HASTINGS AND PRINCE EDWARD DISTRICT SCHOOL BOARD
FINANCIAL PROJECTIONS 2006-2007
EXPENDITURE ADJUSTMENTS
BUDGET EXPENDITURE TOTAL
$ 160,786,735
Known adjustments
Expend other Ministry grants
1,342,179
Salary adjustment due to Q & E updates
86,483
Financing costs on Good Places to Learn
353,432
Senior administrative restructuring and retirements
68,000
Revised expenditure total
$
162,636,829
Revised revenue projection
$
162,636,829
Projected year-end shortfall
$
-
G:/BA/Budget/2006-2007/financialprojectionsexpenditures feb23.xls
Board Report No. C-3
Page 1
March 26, 2007
Decision
Information X
To:
The chair and members of the Hastings and Prince Edward District School Board
From:
Sam Clements, Chair of the Ad Hoc Committee for Policy Review
Re:
Notice of motion: Policy A-3 – Student Enrolment/School Capacity
Purpose
To give notice of a motion to approve the amendment by substitution of Policy A-3 – School
Closure/Consolidation with a new Policy A-3 – Student Enrolment/School Capacity.
Background
On October 31, 2006 the Ministry of Education released their Pupil Accommodation Review
Guidelines. As a result, school boards are responsible for establishing and following their own
accommodation review policies and have been requested by the Ministry to pass their resolutions
approving their board’s accommodation review policy by March 31, 2007.
Current situation
The Board’s existing policy regarding school closure/consolidation was reviewed and revisions
were made to ensure compliance with the Ministry’s guidelines. The attached policy will be
brought to the Board for final approval at its meeting of April 23, 2007.
Apppendices
- draft Policy A-3 – Student Enrolment/School Capacity
Notice of motion
The Ad Hoc Committee for Policy Review will move the following motion at the April 23, 2007
Board meeting:
That the Hastings and Prince Edward District School Board amend by substitution
Policy A-3 – School Closure/Consolidation with the new Policy A-3 – Student
Enrolment/School Capacity effective April 23, 2007 and the policy be posted on the
Board’s Web site.
Respectfully submitted,
Sam Clements
Chair, Ad Hoc Committee for Policy Review
The Education Centre, 156 Ann Street, Belleville, Ontario K8N 1N9
Telephone: (613) 966-1170 Toll-free: 1 800 267-4350 Fax: (613) 966-6023
www.hpedsb.on.ca
POLICY A-3
Adopted
Last Revised
Review Date
STUDENT ENROLMENT/SCHOOL CAPACITY - DRAFT
OBJECTIVE
The Hastings and Prince Edward District School Board is committed to providing the best educational
opportunities while ensuring fiscal responsibility and to enhancing the learning environment in its schools
for the children and young people of Hastings and Prince Edward.
POLICY
From time to time, changes in curriculum, program demands, student enrolment, community
demographics and other factors may result in the need to consolidate, close or relocate a school. An
essential component of this policy will be an analysis of the value of a school or group of schools to
students, community, school system and local economy.
The Board is committed to these tenets:
• Student curriculum and program and program needs will drive facilities planning.
• Upgrades to the condition of facilities will occur where feasible.
• The Board will comply with Ministry of Education guidelines for school consolidation and closure
decisions.
• The Board will pursue better value for capital grants.
• The Board will exemplify open decision-making, board oversight and public participation in capital
planning.
The board is not obligated to conduct an accommodation review under the following circumstances:
•
•
•
•
Replacement school on the same site or within the school attendance boundary
Lease termination
Program relocation where the enrolment in the grade or grades, or program constitutes less than
50% of the enrolment of the school
Temporary relocation of students to perform major renovations in a building
This policy implements the Pupil Accommodation Review Guidelines released by the Ministry of
Education on October 31, 2006.
The Hastings and Prince Edward District School Board agrees with the Ministry of Education’s
observation in Good Places to Learn (February 17, 2005) that “the education program needs of students
must lead decisions concerning buildings and grounds”, and that “there is a strong link between the
Legal Reference:
Education Act, Section 8(1)26 School Closings; Section 171(1)7 Power of Boards
to Close Schools; Sections 194-196 Disposal or Purchase of a School Site;
Ontario Regulations 444/98 Disposition of Surplus Real Property; Ministry
Guidelines: Loading Capacity
Reference:
Procedure D-17: Maximizing Use of School Space
Policy D-6: Disposal of Real Property
Hastings and Prince Edward District School Board
Policy Handbook
Page 1 of 16
Draft March 12, 2007
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standard of the physical environment and good outcomes, such as better student performance and higher
teacher retention”.
CONTEXT
The Board’s elementary schools are organized in groups linked to a secondary school. The goal of
providing a suitable and equitable range of learning opportunities in a school or group of schools requires
monitoring and active curriculum and programming decisions. Decisions that might require consolidation,
closure or program relocation will take into account the needs of all of the students in all of the schools in
a particular school group. There may, however, be circumstances in which a single school should be
studied for closure or relocation.
Any decisions under this policy will take into account the Board’s Long-Term Capital Plan.
DEFINITIONS
Accommodation Review Committee (ARC) - A committee appointed by the Board with the assigned
task to prepare a school valuation report and recommendations.
Pupil Accommodation Review Guideline - Established by the Ministry of Education to guide boards in
preparation of a pupil accommodation policy and is included in Appendix A.
Ministry Administrative Review - Established by the Ministry of Education to allow for the review of the
Board’s accommodation review process by the Ministry and is included in Appendix B.
School Valuation Factors - A set of criteria established by the Board based on Ministry guidelines to
determine the value of a school for comparison purposes and is included in Appendix C.
Resource Guide – Prepared by board administrative staff to assist in preparation of the ARC review and
report and is included in Appendix D. The guide may be revised from time to time by administration.
Student Enrolment/School Capacity Committee (SE/SCC) - Established as a committee of all trustees
to review school accommodation data and prepare recommendations for formal Board approval.
Timelines – Where referred to in this document, all time calculations are based on 7 days per week
including statutory holidays. Defined school holidays for the Christmas break, March break and the
summer vacation period are excluded from this calculation.
PROCESS
1. Preliminary report
Administration will present a preliminary report to the Board identifying a school or group of schools in
which challenges may be faced in providing a suitable and equitable range of learning opportunities for
students, and in respect of which there may be a need to consider the possible consolidation, closure or
program relocation in respect of one or more schools.
A school or group of schools may be considered for study if one or more of the following conditions apply:
• The school or group of schools is unable to provide a suitable and equitable range of learning
opportunities for students;
• The school or group of schools has experienced or will experience an adverse impact on learning
opportunities for students due to declining enrolment;
• Reorganization involving the school or group of schools could enhance program and learning
opportunities for students;
• Teaching/learning spaces are not suitable to provide the programs needed to serve the
community and retrofitting may be cost prohibitive;
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Under normal staffing allocation practices, it would be necessary to assign Multiple (more than
two) grades to one class in one or more of the schools;
One or more of the schools is experiencing higher building maintenance expenses than the
average for the system and/or is in need of major capital improvements;
In respect of one or more of the schools there are safety and/or environmental concerns attached
to the building, the school site or its locality;
It has been no less than five years since the inception of a study of the school by an
Accommodation Review Committee, except where extenuating circumstances warrant, such as
an unexpected economic or demographic shift, or a change in a school’s physical condition.
2. Establishing a Accommodation Review Committee
After reviewing the preliminary report, the SE/SCC may recommend that the Board direct the formation of
an Accommodation Review Committee (ARC) for a group of schools or for a single school.
Parents/guardians, staff and school council members of the identified school group or school will be
informed within one week, in writing, through their respective schools, of the Board’s decision to form an
ARC and the decision will be posted on the Board’s Web site.
2.1 The mandate of the ARC
The ARC will study, report and make recommendations on the accommodation options respecting
the group of schools or single school referred to it in the manner set out below, and will express a
preference if possible.
2.2 Composition of the ARC
The ARC will consist of the following persons:
• The appropriate school superintendent;
• From each affected school:
o The school principal or designate
o One teacher
o One non-teaching staff member
o Three parents, one of whom will be the school council chair or designate
o Municipal and business leaders
o One intermediate or secondary student from each school
Other school board officials and trustees may attend ARC meetings as ex officio members.
The committee will be deemed to be properly constituted whether or not all of the listed members
are willing and able to participate.
The committee may request that the Board appoint additional members.
2.3 Process for selecting ARC members
Selection of parents
The Principal of the school will call a meeting of parents with students attending the school.
The selection of the parents for the ARC will follow nomination and voting procedures with the
successful selected parent(s) being those who receive the greatest number of votes from the
parents present.
Selection of Business and Municipal Leaders
The board will place advertisements in the local media including local media and the board web
site, inviting community business and municipal leaders within the municipalities included in the
school’s attendance area to apply to the board. The names of interested persons will be
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received by the board up to a specified date. The Board may request municipal councils to
appoint a representative.
Selection of persons for board appointment to the ARC will follow a defined process analysing
the persons qualifications, knowledge of issues related to public education, knowledge of the
community, expressed interest in serving on the ARC, and other factors as determined by the
board.
Selection of student representatives (Secondary and Intermediate only)
The student body will select a student representative and recommend that person to the
principal for confirmation. The student representative so selected will be from a grade level
above grade six.
Selection of staff
The selection of a teaching staff representative will be identified by each school included in the
review and follow nomination and voting procedures.
2.4 ARC Meetings
The superintendent will call the first public meeting of the ARC, giving due public notice, no earlier
than sixty days after the date of its appointment, excluding from the calculation school holidays
such as summer vacation, Christmas break and Spring break.
At the first meeting of the ARC, a chair will be selected by the committee members. The
superintendent or designate will function as secretary and resource person. Other resource
personnel can be called to provide information to the ARC including third party private and public
bodies such as municipalities, post-secondary institutions and coterminous school boards.
The ARC will perform its duties and complete the report in no less than 90 days and no more than
110 days.
All meetings of the ARC will be open to the public, however it is only required to provide public
notice for the four meeting described below.
Minutes will be kept of the ARC meetings and will be posted on the Board’s Web site.
Attendance of all persons at ARC meetings will be recorded by the secretary.
The ARC will provide information to the affected school communities on an ongoing basis.
The ARC will meet as often as required. The ARC will hold at least four public meetings giving due
public notice:
• At the first public meeting, the ARC will describe its mandate, select a chair, outline its
study process, give the public a briefing on the data and issues to be addressed and
receive community input.
• At the second public meeting, the ARC will consider how the ARC Report Framework and
the School Valuation Factors should be customized, and will receive community input on
the issue.
• At the third public meeting, the ARC will present its draft report and recommendations to
the public and receive community input.
• At the fourth public meeting, the ARC will receive additional community input on the draft
report.
Public notice of the public meetings will be provided through school newsletters, letters to the
school community, the Board’s Web site and advertisements in local community newspapers and
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will include date, time location, purpose, contact name and number. Notice of the first public
meeting will be provided no less than 60 days in advance of the meeting. A minimum of two weeks
notice will be provided in respect of the other public meetings.
2.5 The work of the ARC
The Board encourages the ARC to work collaboratively and cooperatively through adequate
resources and reasonable responses.
Attention should first be paid to the current educational situation in the school or group of schools
and how it is likely to evolve if things are left as they are. Attention should then be paid to the
potential for enhancing the learning environment for students.
2.6 ARC report framework
In respect of the school or group of schools being studied, the ARC will consider the questions set
out in the School Valuation Factors (Appendix C) document and Resource Guide (included as
Appendix D), and may consider such additional questions as it determines to be relevant.
2.7 Information and documentation
An information package necessary to permit the ARC to carry out its mandate will be provided
within three months of the Board’s decision to establish it.
The package will include information outlined in the Resource Guide
Board staff will respond to reasonable requests for additional information from the ARC.
2.8 ARC report
The ARC will prepare a report based on the School Valuation Framework and Resource Guide. The
ARC will deliver its report to board administration no sooner than 90 days and no later than 110
days after the beginning of the ARC’s first public meeting.
3. Consideration of the ARC report
3.1 Report to the Board
Administration will review the recommendations of ARC and prepare a report to the SE/SCC.
The report will include as appendices the ARC’s report and recommendations, the information
package provided to the ARC, minutes of the ARC meetings, recorded questions and responses,
attendance registers and any material received by the ARC from the public.
The recommendation accompanying administration’s report will be one or more of the following:
• To maintain the schools and to continue to monitor them;
• To reorganize the schools, their programs or their grade structures;
• To change the boundaries of the schools;
• To consolidate and/or close one or more of the schools.
Administration’s report and recommendations will be presented to the SE/SCC/Board in public
session and then to the Board at a regularly scheduled meeting not less than 30 days after the ARC
report was delivered to administration.
3.2 Board meeting for public input
The Board/SE/SCC will hold a meeting for public input no sooner than 30 days after
administration’s report and recommendations are presented to the Board in public session, in order
to provide an opportunity for the public to make formal presentations to the Board concerning
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administration’s report and the matters that are addressed in it and in the ARC report. The public
meeting may be scheduled as part of one of the Board’s regularly scheduled meetings.
A minimum of two weeks notice of the public meeting for Board input will be provided via school
newsletters, letters to the school community, the Board’s Web site and advertisements in the local
community newspapers and will include date, time, location, purpose, contact name and number.
The public may provide written input to the director of education at any time.
3.3 Administration’s follow-up report to the Board
Following the SE/SCC/Board meeting for public input, Administration will prepare a report to the
Board in which it will report on and respond to the representations made by the public for the next
regularly scheduled Board meeting. Administration may revise its earlier recommendations to the
Board.
Administration’s follow-up report will include copies of the presentations made by the public during
the Board meeting for public input and those received directly, and minutes of the board meeting
for public input.
Administration’s follow-up report will be released publicly and posted on the Board’s Web site.
3.4 Board meeting to consider school accommodation
The Board will make its decision regarding the school accommodation recommendations in the
ARC Report, Administration’s report and Administration’s follow-up report to the Board at a
regularly scheduled meeting which will not occur sooner than 60 days after the presentation of the
Administration’s report, 30 days after the Board meeting for public input and 15 days after the
Administration’s follow-up report is released publicly.
Public notice of the meeting at which the Board will make its decision regarding the school
accommodation recommendations in the ARC Report, Administration’s report and Administration’s
follow-up report to the Board will be provided through school newsletters, letters to the school
community, the Board’s Web site and advertisements in local community newspapers, and will
include date, time, location, purpose, contact name and number at least 60 days prior to the date of
the Board meeting, excluding from the calculation school holidays such as summer vacation,
Christmas break and March break.
Parents/guardians, staff and school council members will be informed within one week, in writing,
through their respective schools, of the Board’s decision, which will also be posted on the Board’s
Web site.
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3.5 The school integration process
It is important the integration of students and staff into their new school(s) is achieved in a way that
is positive and supportive for the students and parents of the respective school communities. This
process of integration should be carried out in consultation with parents and staff. The Resource
Guide offers alternatives to provide an effective transition to a new school environment.
3.6 Timelines
Action
Presentation of the preliminary
report to the Board
Board decision to establish an
ARC
Notice of Board decision to
establish an ARC
Notice of the first ARC public
meeting
Delivery of an information
package to ARC
First ARC public meeting
Notice of second ARC public
meeting
Second ARC public meeting
Notice of third ARC public
meeting
Third ARC public meeting
Notice of fourth ARC public
meeting
Fourth ARC public meeting
Delivery of ARC’s report
Table of Timelines
By whom
When
Administration
Discretion
Provision
1
Board
Discretion
2
Principals
Within one week of the decision
2
Superintendent
At least 60 days prior to the
meeting*
No later than ARC’s first public
meeting
As scheduled by ARC
At least two weeks prior to the
meeting
As scheduled by ARC
At least two weeks prior to the
meeting
As scheduled by ARC
At least two weeks prior to the
meeting
As scheduled by ARC
Not earlier than 90 days after the
beginning and not later than 110
days after the beginning of ARC’s
first public meeting*
Not less than 30 days after the
ARC report was delivered to the
director of education
As scheduled by the Board
2.4
Staff
ARC
ARC
ARC
ARC
ARC
ARC
ARC
ARC
Administration’s report and
recommendations
Administration
Board sets dates for Board
meeting for public input, and
for the Board meeting to
decide accommodation
Notice of Board meeting for
public input
Board meeting for public input
Board of Trustees
Administration’s follow-up
report on accommodation
Board of Trustees
Board of Trustees
Administration
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A minimum of two weeks notice of
the public meeting
As scheduled by the Board but not
sooner than 30 days after
Administration’s report and
recommendations are presented to
the Board in public session
Next regularly scheduled Board
meeting
2.7
2.4
2.4
2.4
2.4
2.4
2.4
2.4
2.8
3.1
3.2
3.2
3.2
3.3
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Appendix A
Ministry Accommodation Review Guidelines
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Appendix B
Ministry Accommodation Review Process
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Appendix C
School Valuation Factors
School valuation factors
These school valuation factors are to be applied to each individual school in the group of schools being
studied.
1. Value to the students
• JK to 12 remains in each family of schools
• The range of program availability
i. Continuity of education.
ii. Accommodation of vulnerable students, special education services
iii. Programs for at-risk youth.
iv. Programs offered: French Immersion, special education, primary literacy, social
skills, and college, university and workplace pathway programs.
• Do specialized teaching spaces exist within the school such as design and technology
spaces, arts programs, congregated programs and/or family studies classrooms?
• Learning resources available in the school: specialized rooms for program delivery
• Students’ performance in Reading, Writing and Math
i. EQAO: school, board and provincial averages
ii. Retention, graduation and drop-out rates at the secondary level
• Suitability of facilities to age of students and program needs
• Playground: size and condition
• Healthy and safety: well water; air quality; compliance with fire and electrical codes; proximity
to hazards; yard and bus supervision
i. The perceptions of students, staff and parents/guardians about their school based
upon the annual school effectiveness surveys
• Is the school accessible for students with disabilities?
i. What are the alternative arrangements?
• What is the level of student and staff involvement in extra-curricular activities offered by the
school?
• Will participation in extra-curricular activities be affected if the school closes and students are
moved elsewhere?
2. Value to the school system
• JK to 12 remains in each family of schools
• Would consolidation, closure or program relocation provide students with access to varied
and/or better programs?
• Would consolidation, closure or program relocation reduce the probability that the students
will be in classes with two or more grades?
• Is the school experiencing declining enrolment? (consider demographic projections)
• If it is an elementary school:
i. Is it the main feeder school to the local secondary school?
ii. What is the relationship of the school to the family of schools?
• Does the school offer summer school programs that cannot be easily relocated?
• Is the school an exemplar to other schools both academically, administratively and through its
offering of extra-curricular activities?
• Would consolidation, closure or program relocation involving the school realize operating
efficiencies for the school board?
i. School administration (principals, secretaries)
ii. Teachers
iii. School operations (heating, lighting, cleaning)
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iv. School renewal
v. Transportation costs
What are the revenue implications of consolidation, closure or program relocation involving
the school?
What are the additional expenditures, if any, at schools which will accommodate students
displaced as a result of consolidation, closure or program relocation involving the school?
i. School operations (heating, lighting, cleaning and routine maintenance)
ii. School administration
iii. School renewal
Value to the community
• Is the school the only school in the area under study?
• Do community members believe that the school contributes to the identity of the community?
• What is the community’s perception of the school?
• What is the role of parents in keeping the school open:
o What is the school council’s view of the school and its role/commitment to keeping
the school open?
o What type of activities have parents/parent council been involved in to support the
school in the past (i.e., fundraising)?
• Is the school facility used for other purposes:
o Sports, recreation and fitness?
o Non-profit and community groups for youth and adults?
o Community meetings/events? If yes, how many Community Use of Schools
agreements have been signed?
o Community and social service provision (i.e., child care? If yes, how may child care
spaces are available and operating in the facility?)?
o How many community and not-for-profit groups currently use the facility?
o Intensity and diversity of use by community groups?
• Is there another community centre or space in the area that could be used for similar
purposes?
• User satisfaction, as reported on a facility condition survey.
• To gauge community perception of value of tax dollars at work, what is the community’s
perception of the value of any upgrades that may have been made to the school in the last
few years (i.e., retrofits, additions, repairs)?
• How would a school closure impact the social fabric of the community in the long term (i.e.,
would it result in divisive or negative relationships among community members?)?
3. Value to the local economy
• Does the school play an important role in attracting and/or keeping investment in the
community, thereby increasing/retaining commercial, industrial, residential municipal tax
base?
• What would be the effect of consolidation, closure or program relocation on the local
economy: diversification, sustainability of employment opportunities, effect on local
businesses?
• Are there spin-off economic benefits of having the school (i.e., opening and sustaining of
small business and services)? What would happen to these spin-offs if there was
consolidation, closure or program relocation?
• Does the school play a key role in attracting families to the community?
• Does the presence of the school affect real estate values?
• What impact may consolidation, closure or program relocation have on municipal
revenues/assessment?
• Is there realistic potential for growth in the immediate area?
o Municipal development plans?
• What would be the impact of consolidation, closure or program relocation be on the
employment situation of school staff (i.e., teachers, support staff, custodians, cafeteria staff)?
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This is particularly relevant in areas where the school is the main employer within the
community.
Does the school offer co-operative education programs or adult learning programs?
Does the school offer training opportunities or partnerships with businesses?
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Appendix D
Resource Guide
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Resource Guide for Accommodation Review Committees
The following are questions for ARC’s to consider in addition to the School Valuation Factors listed
in Appendix C.
1) Does the school or group of schools currently provide the range of mandatory programs
required to meet the Ministry of Education policies and ensure program quality for all the
students of the Hastings and Prince Edward District School Board who reside in the
catchment area?
2) Does the school or group of schools currently provide the range of optional programs
required to ensure an appropriate education and program quality for all the students? What
optional programs cannot be offered currently that are available in other Board schools?
3) Is the option of the schools or size of schools supported by the funding guidelines of the
Student-Focused Funding Model or are there other sustainable sources of revenue to
support the operation?
4) Do enrolment projections and development plans indicate that the enrolments will be high
enough for the next five years to keep the organization viable?
5) Is there a proposed organization of all or some of the existing schools that could result in
each remaining school being able to provide the range of mandatory programs required to
meet the Ministry of Education policies and ensure program quality for the Board’s students
who reside in the existing or proposed catchment area?
6) Is there a proposed organization of all or some of the existing schools that could result in
each remaining school being able to provide the range of optional programs required to
ensure an appropriate education and equity for al the students? What optional programs
could be offered in the proposed organization that are available in other Hastings and
Prince Edward District School Board schools?
7) Can the proposed school organization result in an equivalent or improved environment for
the students from a health and safety perspective?
8) What bussing would be required under the proposed organization? If there are increased
bussing costs, can these be offset by reduced operating and administrative resource costs?
9) What are the financial benefits of the proposed organization that would enable the Board to
maintain or improve the student learning environment? Would the operation of the
proposed school organization be supported by the funding guidelines of the StudentFocused Funding Model or are there other sustainable sources of revenue to support the
option of this organization?
10) What would the capital requirements of the proposed organization be in terms of renewal,
additions, new schools or program enhancements? Would they be supported by the
funding guidelines of the Student-Focused Funding Model or are there other sustainable
sources of revenue to support the capital requirements, such as the shared use of a
building or site?
11) Do alternative organizations of all or some of the schools offer better long term
opportunities to provide quality educational services and accommodation for students
within current fiscal realities?
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12) What effects would the proposed organization have on community activities of social,
educational, cultural or recreational nature?
13) What are the possible alternative uses for any building recommended for consolidation or
closure?
Information package to be prepared by Administration
Administration will prepare an information package for the ARC to utilize for consideration in the review
process and for preparation of the report. Information will include but not necessarily limited to:
•
•
•
The most recent Long Term Capital Plan of the Board to provide a context for the
accommodation review;
Background information regarding the schools located within the area of the
accommodation review. This information is to include, but not necessarily be limited to, the
following:
o Organization and programming information for each school under study;
o Maps of the area;
o Enrolment and capacity information for each school in the review area;
o Information outlining where students attending each school in the review area
reside;
o Demographic projections concerning future enrolments at schools within the review
area;
o Information on transportation;
o Floor plans of schools under study;
o Site plans of schools under study;
o Data on portables
o Expenditures and revenues for each school in the review area with particular
emphasis on school operations (i.e. heating, lighting, cleaning, routine
maintenance), school administration;
o Information regarding renewal needs of each school in the review area; and
o Information regarding the current community use of each school in the review area
o Tenant information/agreements and other relevant information
Alternate accommodation plans for the students in the schools located within the area of
the accommodation review including suggestions as to where the students could be
accommodated, what changes to existing facilities might be required, what programs could
be available to the students, and associated transportation requirements.
ARC Report
In preparation of the report, the ARC should ensure the following issues are addressed:
•
•
•
The implications for the program for students both in the school under consideration for
consolidation, closure or program relocation and in the school(s) where programs may be
affected.
The effects of consolidation, closure or program relocation on the following:
o The attendance area defined for the schools;
o Attendance at other schools;
o The need and extent of bussing.
The financial effects of consolidating or not consolidating the school, including any capital
implications.
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Savings expected to be achieved as a result of the consolidation, closure or program
relocation:
o School operations (heating, lighting, cleaning, routine maintenance);
o Expenditures to address school renewal issues which will no longer be required.
Revenue implications as a result of the consolidation, closure or program relocation.
Additional expenditures, if any, at schools which will accommodate students displaced as a
result of a consolidation, closure or program relocation decision taken by the Board:
o School operations (hearing, lighting, cleaning, routine maintenance);
o School administration;
o School renewal;
o Transportation.
Net savings/costs associated with:
o Teaching staff;
o Paraprofessionals;
o Student transportation.
The possible alternative use or disposition of an empty building.
Integration Committee
The board may establish an integration committee to plan and implement the positive integration
of students and staff affected by consolidation, closure or program relocation into their new
school environment. The following is intended as a guideline to assist the committee.
Composition of the Integration Committee
The Integration Committee may consist of the following persons:
• The appropriate school superintendent
• From each affected school:
o The school principal
o The school council chairperson or designate
o Additional members as determined by the principal
School closure ceremony
The Integration Committee may determine whether a school closing ceremony is
appropriate and design the format and program.
Timelines
The Integration Committee will advise board administration on the progress of integration
planning.
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Board Report No. C-4
Page 1
March 26, 2007
Decision
To:
Information X
The chair and m em bers of the Hastings and Prince Edward District School Board
From: Sam Clem ents, Chair, Ad Hoc Com m ittee for Policy Review
Rob McGall, Superintendent of Hum an Resources
Re:
Notice of motion: Equity and Diversity Policy
Purpose
To give notice of a m otion to adopt a new policy entitled Equity and Diversity.
Background
Following the Board’s approval of the 2005-2009 System Strategic Plan - Achievement in Motion for
Student Success, a steering com m ittee was form ed in response to the goal “Com m unity Relationships”
reference Action Plan 1: Collaborate with com m unity partners to develop a diversity and equity policy and
accom panying procedures; Action Step 1: The Equity and Diversity Steering Com m ittee will com plete the
developm ent of an equity and diversity policy and establish an im plem entation plan for presentation to
senior adm inistration and the Board.
The steering com m ittee included a student representative from HPEDSB, a trustee representative,
representatives from em ployee groups, and representatives from com m unity agencies including Quinte
United Im m igrant Services, Belleville Police Services, the Quinte and District Branch of the United Nations
Association in Canada, and Mohawks of the Bay of Quinte.
A draft policy was presented to Adm inistrative Council resulting in a recom m endation to forward the policy
to the Ad Hoc Com m ittee for Policy Review for approval.
Current situation
The Ad Hoc Com m ittee for Policy Review has reviewed the draft policy and will be subm itting the policy to
the Board for final approval at its m eeting of April 23, 2007.
Appendices
- Draft Equity and Diversity Policy
Notice of motion
The Ad Hoc Com m ittee for Policy Review will m ove the following m otion at the April 23, 2007 Board
m eeting:
That the Hastings and Prince Edw ard District School Board adopt a new policy entitled
Equity and Diversity effective April 23, 2007 and the policy be posted on the board’s W eb
site.
Respectfully subm itted,
Sam Clem ents
Chair, Ad Hoc Com mittee for Policy Review
Rob M cGall,
Superintendent of Hum an Resources
The Education Centre, 156 Ann Street, Belleville, Ontario K8N 1N9
Telephone: (613) 966-1170 Toll-free: 1 800 267-4350 Fax: (613) 966-6023
www.hpedsb.on.ca
POLICY A-#
Adopted
Last Revised
Review Date
EQUITY AND DIVERSITY - DRAFT
OBJECTIVE
The Hastings and Prince Edward District School Board promotes the principles of equity and diversity
throughout the district to serve our learning community. The Board, as a community of character, is
sensitive to the experiences and perceptions of all. The Board values and promotes the principles of
fairness, social justice, integrity and respect for all. The Board is engaged in a dynamic process building
a community free from bias, favouritism and harassment in a culturally diverse and interdependent world.
The Board views our community as inclusive of our students, parents, employees and community
partners. The educational community of Hastings and Prince Edward District School Board represents
individuals of differing race, ancestry, place of origin, colour, citizenship, age, sex, ethnic origin, differing
abilities or disability, sexual orientation, religion, creed, family status, marital status, socio-economic
status and other aspects of individual experience and identity.
POLICY
1. The Hastings and Prince Edward District School Board is committed to:
1.1.
1.2.
1.3.
1.4.
1.5.
1.6.
Promoting a culture of inclusion
Valuing differences and accepting individuals as they are
Showing respect for self and others
Providing opportunities for all to participate actively and develop to their full potential
Promoting the dignity of all
Treating all community members with fairness
Revision Dates:
Legal Reference:
Safe Schools Act, Ministry of Education PPM 119, Charter of Rights and
Freedoms of Canada, Education Act, Employment Standards Act, Ontario
Human Rights Code
Reference:
Harassment Policy, Ministry of Education Many Roots Many Voices, Character
Education, The Ontario Curriculum: Social Studies, History, Geography
Hastings and Prince Edward District School Board
Policy Handbook
Page 1 of 1
Board Report No. C-5
Page 1
March 26, 2007
Decision
To:
Information X
The chair and members of the Hastings and Prince Edward District School Board
From: Jim Williams, Chair, Program and Human Resources Committee
Kathy Soule, Director of Education
Re:
Notice of motion: draft Character Development Policy
Purpose
To give notice of a motion to the Board to adopt a new policy entitled Character Development.
Background
The Hastings and Prince Edward District School Board strives to maintain safe, secure, caring
school communities where students continue to experience academic and personal growth. As
educators, we are committed to the education of the whole child - to their social and emotional
development as well as their academic growth.
Becoming a system of character is a goal of the Hastings and Prince Edward District School
Board. To address this goal, a number of presenters have been invited to the district over the
past two years to share messages and different approaches to character development. Presently
a variety of programs are used in schools to support children’s social and moral development.
The steering committee has created a draft character development policy in support of the action
steps as outlined in the Achievement in Motion document.
Current situation
The attached draft policy will be posted on the public website and sent to school councils for input
before being brought to the Board for final approval at its meeting of April 23, 2007.
Appendices
-Draft Character Development Policy - March 2007
Notice of motion
The Program and Human Resources Committee will move the following motion at the April 23,
2007 board meeting:
That the Hastings and Prince Edward District School Board adopt a new Policy
entitled Character Development effective April 23, 2007 and the policy be posted
on the Board’s Web site.
Respectfully submitted,
Jim Williams
Chair, Program and Human Resources Committee
Kathy Soule
Director of Education
The Education Centre, 156 Ann Street, Belleville, Ontario K8N 1N9
Telephone: (613) 966-1170 Toll-free: 1 800 267-4350 Fax: (613) 966-6023
www.hpedsb.on.ca
POLICY E-#
Adopted
Last Revised
Review Date
CHARACTER DEVELOPMENT - DRAFT
OBJECTIVE
The Hastings and Prince Edward District School Board strives to maintain safe, secure and caring school
communities where students continue to experience personal growth. The Board is committed to the
education of the whole childCto their social, emotional and physical development as well as their
academic growth.
The principles and attributes of character development are universal and transcend socio-economic
status, racial, ethno-cultural, linguistic, religious, gender, physical and intellectual ability and other
demographic factors.
Character development respects Constitutional Rights, federal and provincial legislation, curriculum
guidelines, and, in particular, the grounds outlined in Ontario Human Rights Code.
POLICY
1. The Board believes that the responsibilities of local and global citizenship and environmental
stewardship rest upon a foundation of good character. The Board believes that character
development is about community development and engaging the community in sharing the
responsibility for character development.
2. As a system of character, the Board is committed to the development of safe and supportive school
communities and to provide learning opportunities that promote social, emotional, physical and
academic growth.
Legal Reference:
Reference:
Ontario Human Rights Code, Safe Schools Act
System Strategic Plan 2005 - 2009 (AIM - Achievement in Motion)
Policy E-3 - The School Environment
Policy E-6 - Violence Prevention Curriculum
Policy E-7 - Early and Ongoing Identification for Prevention
Policy E-8 - Code of Conduct
Policy E-12 - Home, School and Community Involvement
Policy E-17 - Appropriate Dress for Students
Policy E-35 - Advertising
Policy E-38 - Sponsorship/Partnership/Fund-Raising
Policy E-43 - Internet Use
Policy E-47 - Special Education Advisory Committee (respect for self/others)
Policy E-48 - Learning Material Selection and Purchase
Policy E-51 - Assessment, Evaluation and Reporting of Student Achievement
Policy E – # tbd - Equity and Diversity
Procedure E-53 - Conducting Research in Hastings and Prince Edward Counties
Procedure - Out of School Learning
Procedure E-60 - Volunteers In Our Schools
Finding Common Ground – Ministry of Education 2006
Hastings and Prince Edward District School Board
Policy Handbook
Page 1 of 2
Draft, March 2007
Character Development
Policy E-#
3. As a system of character, the Board respects and celebrates diversity.
4. The Board believes that all stakeholders share in the responsibility to model the attributes of good
character. Good character needs to be modelled, taught and practiced by all members of the district’s
learning community.
5. Through the system-wide sharing of information, the Board recognizes and honours best practice
initiatives, programs and activities that contribute to character development. Character development
provides a foundation of respect and builds a learning community that collaborates to achieve
excellence.
6. All partners within the Board community know, understand and demonstrate a commitment to the
core values of our organization. These core values provide the foundation to the realization of the
system goals. The Board endorses the following attributes recognizing these are not intended to be
an exhaustive list, but rather represent key values and characteristics.
Hastings and Prince Edward District School Board Character Attributes:
a. Caring - We demonstrate concern for self and others.
b. Cooperation - We work as a team for a common good.
c. Honesty - We choose to live truthfully.
d. Humour - We celebrate the fun in life.
e. Integrity - We do what is right for ourselves and others.
f. Respect - We value ourselves, others and our environment.
g. Responsibility - We have a sense of duty to fulfill commitments.
h. Trustworthiness - We can be counted on to do what is right.
Revision dates:
[insert all rev. dates]
Hastings and Prince Edward District School Board
Policy Handbook
Page 2 of 2
Draft, March 2007
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