STUDENT ENROLMENT/SCHOOL CAPACITY COMMITTEE (SE/SCC) PUBLIC MEETING MINUTES November 9, 2015

STUDENT ENROLMENT/SCHOOL CAPACITY COMMITTEE (SE/SCC) PUBLIC MEETING MINUTES November 9, 2015
STUDENT ENROLMENT/SCHOOL CAPACITY COMMITTEE (SE/SCC)
PUBLIC MEETING MINUTES
November 9, 2015
Present:
M. Brant, J. Bray, J. Cobb, B. Danes, M. Hall, D. Inch, L. Kyle, D. Patterson,
J. Williams
Regrets:
T. Binaris
Resource:
C. DeMille, K. Donnell, M. Fisher, T. FitzGibbon, K. Horrigan, K. MacQuarrie, L. Miller,
N. Pfeiffer, C. Portt, C. Reid, M. Savery-Whiteway
Minutes:
S. Smith
Call to order
Chair Hall called the meeting to order at 3:30 p.m.
Approval of agenda
Moved:
J. Cobb
Seconded:
B. Danes
That the agenda be approved.
Carried
Recommendations
None
Information
Director Savery-Whiteway welcomed Kim Horrigan, Manager of Planning. The director explained that the
Ministry of Education provided funding to smaller, rural boards to support long-term capital planning and
accommodation review. The Manager of Planning positon is funded through this initiative. Nick Pfeiffer,
Controller of Facility Services, introduced Kim and explained that Kim will be responsible for capacity and
capital expenditure projections, management of underutilized space, development of new and revised capital
plans and ensuring accurate facility-related data.
Draft Policy No. 15: Student Enrolment/School Capacity: Pupil Accommodation Review
Draft Procedure 570: Community Planning and Partnerships
Director Savery-Whiteway spoke to draft Policy No. 15 and Procedure 570 included in the agenda package.
Revisions to both are based on new Ministry guidelines released in March 2015. A key component of these
guidelines includes enhanced consultation with local municipalities and community partners on capital and
accommodation planning related to underutilized space in schools. The guidelines also require school
boards to provide an opportunity for public input on the revised policy and procedure prior to implementing
an accommodation review.
The director explained that Policy No. 15: Student Enrolment/School Capacity: Pupil Accommodation
Review has under gone significant changes to align with the Ministry of Education Accommodation Review
Guideline, 2015. The review of this policy has been included as part of the regular policy review process and
will be presented for Board approval at the November 16, 2015 Board Meeting. All discussion and input
received from trustees has been incorporated into the revised draft policy. The draft policy was posted on the
school board website, with subsequent messaging through Twitter and local media, seeking public input by
November 6, 2015. No public input was received.
HASTINGS AND PRINCE EDWARD DISTRICT SCHOOL BOARD
STUDENT ENROLMENT/SCHOOL CAPACITY COMMITTEE
PUBLIC MEETING MINUTES – November 9, 2015
Page 2
Procedure 570: Community Planning and Partnerships, formally called Facility Partnerships, is a companion
procedure to Policy No.15. The procedure focuses on the process for establishing facility partnerships and
sharing planning information with community organizations, including land use and green space. The revised
procedure aligns with the Ministry of Education Community Planning and Partnerships Guideline 2015, and
links closely to the accommodation review process. The draft procedure will be posted on the school board
websites as well, with an opportunity for public feedback until early January 2016.
Key components of the revised policy and procedure include:
− updated definitions;
− increased consultation and regular sharing of planning information with local municipal and
community partners;
− inclusion of municipal child care managers and public health in the notification process;
− modified accommodation review process that can be activated, with Board approval, in certain
circumstances; and
− a clearly defined, transparent process for public consultation prior to and during an accommodation
review process.
Chair Hall referred to a previous appeal of a school board’s accommodation review decision. The issue of
appeal was related to the impact of school closure on the community. Chair Hall noted that the revised
accommodation review process, and Student Information Profile, does not include value of the school to the
community as a factor for consideration.
The director explained that the School Information Profiles are data driven. Although value to the community
will not be presented in the same context, additional information in this regard will be presented by
administration throughout the accommodation review process. Increased public consultation and information
sharing with municipal and community partners prior to and during the accommodation review process will
provide opportunities to present and consider community impact as well. Superintendent Miller noted that the
revised accommodation review process also clarifies the role of the Accommodation Review Committee and
trustees. Trustees will make the final decision regarding school closure, based all information presented
during the accommodation review process.
Correspondence
None
The SE/SCC moved into closed session at 3:45 pm.
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