public session agenda - halton district school board agendas and minutes/bdagen… · 1 halton...

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HALTON DISTRICT SCHOOL BOARD Meeting will be livestreamed from www.hdsb.ca J.W. Singleton Education Centre, 2050 Guelph Line, Burlington, ON

Public Session Agenda – Wednesday, September 18, 2019 Public Session: 7 p.m. (Private Session precedes Public Session)

PUBLIC SESSION AGENDA

1.0 Opening 1.1 Welcome, Call to Order and Attendance

1.2 Motion to Move into Private Session

1.3 Rise into Public Session

1.4 Acknowledgement of Traditional Lands

1.5 Declarations of Possible Conflict of Interest

1.6 Approval of the Agenda

2.0 Presentations/Delegations to the Board 2.1 Inspire Award Presentations

2.2 Delegations

2.3 Presentations 2.4 Acknowledgement by the Chair re: Delegations and Presentations

3.0 Consent Agenda Items 3.1 Approval of Consent Agenda Action Items

3.1.1 Minutes of the Halton District School Board Meeting, September 4, 2019 page 2

3.2 Receipt of Consent Agenda Information Items

3.2.1 Order Paper page 5 3.2.2 Board Report Schedule Update (Report 19105) – S. Miller page 8 3.2.3 Admin Procedure Update (Report 19106) – S. Miller page 11 3.2.4 Capital Update (Report 19107) – M. Puccetti, R. Negoi page 20

4.0 Ratification/Action

4.1 Approval of Business Transacted in Private Session

4.2 For Action: September 18, 2019

4.2.1 Committee of the Whole Recommendation: Transportation/Transit Discussions (A. Grebenc, T. Ehl Harrison) – Report 19110 page 27

5.0 Communication to the Board

5.1 Student Trustee Report

5.2 For Action: October 2, 2019

5.2.1 2018-2019 LTAP Boundary Reviews (Report 19109) – M. Puccetti, D. Renzella page 28

5.3 For Information: September 18, 2019

5.4 Notice(s) of Motion

5.5 Director’s Report

5.6 Communication from the Chair

5.7 Committee Reports

5.8 Trustee Questions and Comments

6.0 Adjournment

6.1 Motion to Adjourn

http://www.hdsb.ca/

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Halton District School Board Public Session: Wednesday, September 4, 2019 -- 7 p.m.

Present: K. Amos, A. Collard, D. Danielli, T. Ehl Harrison, H. Gerrits, J. Gray, A. Grebenc, J. Oliver, L. Reynolds, T. Rocha, M. Shuttleworth, M. Burnes, O. Lau

1 Opening The Chair called the meeting to order at 6:05 p.m. noting the imminent arrival of K. Amos.

M19-0121 J. Oliver / D. Danielli Be it resolved that the Halton District School Board move into Private Session. Carried Unanimously.

K. Amos joined the meeting via phone at 6:10 p.m.

The Board rose from Private Session at 6:54 p.m.

The Chair called Public Session to order at 7:20 p.m.

Student Trustee Olivia Lau recognized Halton’s rich history and modern traditions of many First Nations and Métis. On behalf of the Board, acknowledgement and thanks was given to the Mississaugas of the Credit First Nation for sharing their traditional territory.

The Chair reminded Trustees of the requirement to declare any potential conflicts of interest.

M19-0122 D. Danielli / J. Gray Be it resolved that the Halton District School Board approve the agenda as distributed. Carried Unanimously.

2 Delegations/Presentations to the Board 2.1 Inspire Awards

There were no Inspire Awards for presentation at this meeting.

2.2 Delegations There were no delegations for this meeting.

2.3 Presentations 2.3.1 The Chair and Director of Education conducted the swearing in for the Board’s two new

Student Trustees, Olivia Lau and Matthew Burnes.

2.3.2 T. Blackwell provided an update regarding the Burlington Program and Accommodation Review Implementation efforts. T. Blackwell, S. Miller and M. Puccetti responded to trustee questions, including delayed approvals for work on the Nelson High School project, believed to be in the Minister of Education’s office.

2.3.3 D. Boag introduced Gary Allan Principal Andrea Taylor and System Principal Darlene White who highlighted the “Seekers” Summer Program Pilot.

2.4 Acknowledgement by the Chair The Chair thanked the presenters.

3 Consent Agenda Items 3.1 Approval and Receipt of the Consent Agenda Items

M19-0123 J. Gray / M. Shuttleworth Be it resolved that the Halton District School Board approve the Consent Agenda Action items for September 4, 2019. Carried Unanimously.

4 Ratification / Action 4.1 Approval of Business Transacted in Private Session

There was no business for ratification from Private Session.

4.2 For Action: September 4, 2019 There were no matters for Action on this agenda.

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5 Communication to the Board 5.1 Student Trustee Report

Olivia Lau and Matthew Burnes provided an overview of their plans for the upcoming year.

5.2 For Action: September 4, 2019 There were no items for Action on this agenda. A. Grebenc reminded trustees of the strategy to have some action items come forward only once. It was agreed to post the list on the website for public transparency, and share it with trustees as a reminder.

5.3 For Information: September 4, 2019 There were no items for Action on this agenda.

5.4 Notice(s) of Motion There were no Notices of Motion.

5.5 Director’s Report S. Miller asked T. Salmini to speak to the recent changes to exemptions to the Health and Physical Education curriculum, and plans to redraft/update the related Administrative Procedure.

S. Miller asked S. Podrebarac to speak to the Halton District School Board’s efforts in dealing with vaping in and on school property. S. Podrebarac highlighted the communications to parents, and the enforcement strategies in dealing with this public health issue.

S. Miller introduced the topic of current staffing and student:teacher ratios in secondary schools, citing recent information from the provincial government and the impact locally in the early days of the new school year. D. McFadden and J. Hunt Gibbons provided additional information as it relates to staffing processes in schools, and staff recalled to permanent and long-term occasional positions.

S. Miller invited R. Negoi and G. Truffen to speak to the issues of cameras on busses. R. Negoi also spoke to school start-up efforts in terms of transportation.

G. Truffen provided an update regarding the more than 600 newcomers provided with service through the Welcome Centre in preparation for the new school year.

S. Miller invited D. McFadden to address French recruitment issues.

S. Miller asked M. Puccetti to speak to the summer efforts in terms of Capital Renewal projects, and respond to trustee questions.

S. Miller also referenced changes required to the Administrative Procedures dealing with extra-curricular activities during job action/labour unrest. He indicated the current AP will be rescinded, and a new procedure created to reflect current realities.

S. Miller also referenced efforts by other school boards in addressing “period poverty” (assisting with the provision of feminine hygiene products for students in socio/economic situations). He invited T. Salmini and J. Hunt Gibbons to provide additional information. The matter will return at a future Board meeting.

S. Miller spoke to the building of the new Multi-Year Plan which will be ‘constructed’ this year to take effect next year. He reviewed the plans to employ a third-party facilitator/consulting firm to engage community stakeholders. Maximum City has been named the successful consulting firm following the tender process, and an initial meeting is slated for the near future to discuss the process going forward. Trustees interested in being part of the steering committee should email the Chair with their interest.

5.6 Communications from the Chair A. Grebenc welcomed everyone to the beginning of the 2019-20 school year. She commented on the numbers of students walking, bicycling and scooting to school, citing the importance of active transportation. She also highlighted the “Every Metre Counts” website, encouraging folks to further investigate the site.

A. Grebenc also spoke to today being National Day of Charity, referencing the Halton Learning Foundation, Halton Food for Thought as local charities that benefit Halton students.

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A. Grebenc referenced the Fundraising Governance Policy indicating the review date would reflect a 2020 date, and relevant references would be added.

A. Grebenc commented on summer meetings with local MPPs to discuss education-related issues.

5.7 Committee Reports J. Gray spoke to Inspire Award nominations received during the summer months.

M. Shuttleworth spoke to her report from the Canadian School Boards Association (CSBA) conference, attended by several trustees in July. She requested the report be added to the minutes.

T. Ehl Harrison highlighted items slated for next week’s Committee of the Whole agenda, and reminded trustees of the October date for Committee of the Whole (October 23).

5.8 Trustee Questions and Comments A. Collard commented on the need for students to be aware of transportation safety/traffic rules, and wondered if any educational programs were offered within the Halton District School Board. D. Boag highlighted efforts currently offered, and suggested the Board was open to other partnerships.

T. Ehl Harrison commented on whether there was a method to review equitable fundraising within schools with the PIC Committee.

6 Adjournment As there was no need to return to Private Session, the Chair entertained a motion to adjourn.

M19-0124 J. Gray / T. Rocha Be it resolved that the Halton District School Board adjourn at 9:53 p.m. Carried Unanimously.

Recorder’s Signature: Chair’s Signature:

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Halton District School Board

ORDER PAPER – PUBLIC SESSION

Wednesday, September 18, 2019 (Items shaded/in bold have been completed and will be deleted from the list prior to the next edition.)

Motion # Resolution Responsibility

M13-0073 Be it resolved that in recognition of the role of SEAC and the motions passed at the SEAC Meeting of April 2, 2013 and conversations at the table this evening, that the HDSB defer the Assessment of Gifted Entry/Gifted Screening Process Review, and that the Board direct the Director to: 1. develop and implement a consultation plan to seek input from SEAC, parents of

gifted students, teachers, school staff on improving our gifted assessment process.

Director of Education

M14-0158 Be it resolved that the HDSB consider the following option related to the establishment of a second entry point (Grade 5) for French Immersion: Option C (Defer the decision on second FI entry point): Defer the decision regarding a second FI entry point until we have implemented Primary Core French.


M15-0071 Be it resolved that HDSB support HSTS utilizing a third-party consultant to undertake a bell time analysis study for elementary and secondary schools, in order to find route efficiencies and determine the financial impacts or cost savings, and; THAT prior to the analysis being undertaken, study parameters will be established jointly by the Halton DSB and the Halton Catholic DSB; and THAT the cost of undertaking a bell time analysis study be provided to trustees for approval.

SO/Business

M16-0099 Be it resolved that Halton DSB refer to the Policy, By-law & Governance Cmte, the creation of a policy that incorporates the concepts regarding internal processes and public concerns identified in the admin procedure.

Policy, By-law & Governance Committee

M16-0133 Be it resolved that the Halton District School Board appoint the architectural firm of Hossack and Associates Architects Inc. to prepare the design and tender documents for the proposed new secondary school, SRA 104 (Milton SW #1 HS) to be built in Milton area for September 2019. In the event Ministry approval is not received for this project, all expenses incurred for design and development of tender documents be funded through Close the Gap.

Facility Services

M17-0088 Be it resolved that the Halton District School Board close Robert Bateman High School, effective June 30, 2020. a) Effective September 1, 2019, the Halton District School Board revise the

existing catchment area for Robert Bateman HS to redirect English program students entering Grade 9 to Nelson HS;

b) Effective September 1, 2020, the HDSB revise the existing catchment area for Robert Bateman HS to redirect the Grade 10, 11 and 12 English program students to Nelson HS.


M17-0097 Be it resolved that, as part of implementation of any PAR-related changes, the Board direct the Director that the responsible Superintendent develop and deliver a consultation and communications plan to engage with affected and interested stakeholders in an early and ongoing way


M17-0184 Be it resolved that the Halton District School Board approve the continuation of the Close the Gap program, as outlined and THAT specific projects be undertaken as follows, funded subject to these cost estimates and budget availability: air conditioning/electrical upgrades to 2nd & 3rd floor area of schools, $5,180,000

Support for installation of elevators to address building accessibility, $6,000,000

Support development and installation of a turf field at White Oaks SS, $1,200,000

Superintendent of Facility Services

M18-0087 Be it resolved that the Halton District School Board approve the use up to $5,000 of the “Reserve Account for Trustee Professional Development” for DiSC training or comparable alternative training for Trustees who are elected for the 2018-22 term, with training recommended to occur early in 2019.

Chair

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M18-0117 Be it resolved that the Halton District School Board direct the scope of the Special Education Internal Audit to be presented to SEAC for information, and return to the Board for approval.

Director

M18-0173 Be it resolved that the Halton District School Board direct staff to undertake a secondary school boundary review for the new Milton SW #1 hs, with an expected completion date of no later than June 2019.

Director Delayed: see below M19-0016

M19-0016 Be it resolved that the Halton District School Board amend the motion directing staff to undertake a secondary school boundary review for the new Milton SW #1 high school, to reflect the delay in construction timelines, with the boundary review to be completed by the end of June 2020.

Director

M18-0174 Be it resolved that the Halton District School Board direct staff to undertake an elementary and secondary school boundary review for the Samuel Curtis Estates subdivision (ERA 111), which will include schools in ERA 103 (Pineland and Mohawk Gardens PS and SRA 100 (Nelson HS), as well as schools in ERA 112 (Eastview, Gladys Speers, Pine Grove PS) and SRA 102 (TA Blakelock HS); with an expected completion date no later than June 2019.

Director

M18-0220 Be it further resolved that a subsequent meeting of the Director’s Performance Review Committee be struck to review and amend, as necessary, the Director of Education Annual Performance Review Policy.

Vice-Chair, Board of Trustees

M18-0221 Be it resolved that the Halton District School Board authorize staff to tender and award the 2018-2019 Facility Services Projects, Operations and Maintenance, either individually or combined, as outlined in Report 18149.

Superintendent Facility Services

M19-0037 Be it resolved that the Halton District School Board adjust the boundaries for the elementary schools in Oakville as outlined in Scenario 14c and detailed in Report 19024, effective September 2020, with some boundaries to be partially implemented as follows: 1. Sunningdale Public School boundary for new students entering Grades 2-8

French Immersion, effective September 2019; and

2. Remaining Kindergarten spots at Oodenawi Public School, as of February 22, 2019, will be filled by students newly registered at Palermo for September 2019 who live within the Oodenawi Public School boundary, as defined in Scenario 14c.

Director

M19-0048 Be it resolved that the Halton District School Board approve $1,875,000 from 2019-2020 Capital Renewal funds to complete the Community Pathway Program renovation at Nelson High School.

Director of Education SO, Facilities

M19-0074 Be it resolved that the Halton District School Board accept the tender from Everstrong Construction, in the amount of $2,876,900 as contained in RFT No.19-094 (issued by Snyder Architects Inc.) for the Phase 1 Renovations related to the Pupil Accommodation Review (PAR) work at Nelson High School, 4181 New Street, Burlington, ON, and Be it resolved that the Halton District School Board approve a budget of $3,390,634 for the Phase 1 renovations including the electrical services upgrades at Nelson HS, 4181 New Street, Burlington, ON. Funding for this project is available in the 2018-19 School Renewal allocation as well as Accumulated Surplus designated for creating CPP Outdoor Learning Spaces.


M19-0080 Be it resolved that the Halton District School Board direct the Director of Education to undertake a review of the Board’s French Language Policy.


M19-0103 Be it resolved that the Halton District School Board direct the Director of Education to communicate with the southwest Oakville community, the Board’s decision regarding the disposition of the SW Oakville #1 property, and the staff report coming back to the Board regarding the reinvestment in SW Oakville community schools.

M19-0109 Be it resolved that the Board direct the Director to initiate a process to hire an outside stakeholder engagement firm, up to a maximum of $50,000, to support consultation with families and the broader community in the development of a new Halton District School Board Multi-Year Plan.

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M19-0111 Be it resolved that the Halton District School Board approve the Revised 2018/2019 Regional Internal Audit Plan which defers the audit of Continuing Education due to the review of the program by the Associate Director, and

Be it resolved that the Halton District School Board approve the 2019/2020 Regional Internal Audit Plan which includes an audit of Privacy and Information Management, and follow-up reviews of the Information Technology Vulnerability and Security Assessment, Insurance Program Administration and Board Partnerships and Sponsorships.

M19-0113 Be it resolved that the Halton District School Board adjust the boundaries for the elementary schools in ERA 102 and 103 as outlined in option 3b and detailed in Report 19087, effective September 2020.

M19-0119 Be it resolved that the Halton District School Board approve the projects as identified in Report 19103 to be submitted to the Ministry of Education as part of the next request for Capital Priorities.

Superintendent of Facilities with Planning


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Report Number: 19105 Date: September 6, 2019

FOR INFORMATION

TO: The Chair and Members of the Halton District School Board

FROM: S. Miller, Director of Education

RE: Board Report Update

Background: First introduced in September 2014, this monthly report outlines reports scheduled to come to the Board during the current school year.

The report schedule outlines the planned dates for the 2019-20 school year. The document is reviewed periodically at Admin Council with updates provided as required. These updates will help keep Trustees apprised of what reports have been presented, completed, and/or have had to have timelines revised.

Respectfully submitted,

S. Miller Director of Education

2019-2020 STAFF INITIATED BOARD REPORTS September 18, 2019

REPORT SUBJECT 2019-20 DATE RESPONSIBILITY COMMENTS

Admin Procedure Update (ongoing) Stuart Miller Info

SEAC Membership (as required) Mark Zonneveld Info

PAR Update September 4 Terri Blackwell Info

2018-19 LTAP Boundary Reviews September 18 Stuart Miller Action

Capital Update with Financials September 18 Maia Puccetti/Roxana Negoi Info

Budget Approval/Tender Award SW Milton #1 September 18 Maia Puccetti Private Session Action

EQAO Update September 18 David Boag Private (October 2: Public) Info

Ombudsman Report October 2 David Boag Info

September Staffing Adjustments October 2 Debra McFadden Info

Annual Audit Committee Report to the Ministry of Ed October 2 Roxana Negoi Info

Capital Update October 16 Maia Puccetti Info

Trustee Honoraria (Sched.1) October 16 Roxana Negoi Action

Operational Plan Progress Report October 16 David Boag Info

French Immersion Enrolment Report October 16 David Boag Info

Community Planning and Partnerships October 16 Roxana Negoi Info

Annual Water Testing November 6 Maia Puccetti Testing occurs in October Info

Environmental and Sustainability Initiatives November 6 Maia Puccetti Presentation (includes solar update) Info

Budget/Tender for Nelson Phases 2 & 3 November 6 Maia Puccetti Private Session Action

PAR Update November 6 Terri Blackwell

Capital Update with Financials November 20 Maia Puccetti/Roxana Negoi Info

Deferred Maintenance Update/2019-20 School Renewal November 20 Maia Puccetti Action

Trustee Expenses November 20 Roxana Negoi Info

P/VP Placements/Transfer November 20 Jacquie Newton Info

Financial Statements November 20 Roxana Negoi Action

Response to Trustee Motion re Oakville Schools & Lakeshore Woods property

November 20 Maia Puccetti/Roxana Negoi Private Action

Annual Statement of EDCs November 20 Roxana Negoi Info

Spec Ed Review w/ Primary Gifted Recommendations November Mark Zonneveld/Stuart Miller Info

Community Funding Facility Enhancements (as required) Maia Puccetti / Roxana Negoi Info

Confirmation of Capital Priorities funding December 4 Maia Puccetti / Roxana Negoi Action

Banking Resolutions December 4 Roxana Negoi Action

Director’s Annual Report December 4 Stuart Miller Info

Close the Gap Update January 8 Maia Puccetti / Roxana Negoi Info

PAR Update January 8 Terri Blackwell Info

Striking Committee/ Appointments January 8 Striking Committee /Stuart Miller Action

Capital Update January 22 Maia Puccetti Info

School Generated Funds January 22 Roxana Negoi / Stuart Miller Info

Revised Estimates January 22 Roxana Negoi Action

Boundary Review(s) February 5 Stuart Miller Action

Budget Schedule February 19 Roxana Negoi Info

Welcome Centre Update February 19 Gord Truffen Info

Capital Update with Financials March 4 Maia Puccetti/Roxana Negoi Info

Annual Portable Inspection Update March 4 Maia Puccetti Info

Innovation Update March 4 Jacquie Newton Info

PAR Update March 4 Terri Blackwell

Operational Plan Update March 25 David Boag Info

Draft Special Education Plan March 25 Mark Zonneveld Info

EDC By-law Timelines March 25 Maia Puccetti Info

Multi-Year Plan April 1 Stuart Miller Action

Draft Op Plan Targets/Strategies April 1 Stuart Miller Action

School Year Calendar April 1 David Boag Action

Capital Update April 15 Maia Puccetti Info

Budget/Tender for Milton No. 11 PS May 6 Maia Puccetti Subject to SPA & Ministry ATP (Private) Action

P/VP Placements/Transfer May 6 Jacquie Newton Info

Teachers Redundant to the Board May 20 Debra McFadden Info

Gifted Screening May/June Mark Zonneveld Info

Community Funding - Facility Enhancements (as required) Maia Puccetti / Roxana Negoi Info

Capital Update with Financials May 20 Maia Puccetti / Roxana Negoi Info

PAR Update May 20 Terri Blackwell Info

LTAP May 20 Maia Puccetti Action

EDC By-law Amendment (if required) May 20 Maia Puccetti Action

Disposition of Property/Acquisitions (as required) Maia Puccetti Action

Transportation/Policy Exemptions June 3 Roxana Negoi Info

School Bell Time Change Requests June 3 Roxana Negoi Info

Boundary Review Report June 3 Stuart Miller Action

Capital Update June 3 Maia Puccetti Info

Budget June 3/17 Roxana Negoi Action

Special Education Plan June 17 Mark Zonneveld Action

Operational Plan Targets/Strategies June 17 Stuart Miller Action


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FOR INFORMATION


FROM: Stuart Miller, Director of Education

RE: Administrative Procedure Update

Background: This report is the first in the regular updates of Administrative Council’s ongoing review of all administrative procedures for the 2019-20 school year.

The procedures are appended for your convenience.

Admin Procedure Name Revisions / Additional Info

Asbestos Management Revisions to reflect creation of supplementary documentation; appended

Secondary Optional Attendance

Minor revisions to revise timelines, sibling requirements, and remove admin meetings in process; appended

Substance Abuse Intervention/Prevention

Minor revisions to address staff abuse and reporting; date change; appended

Working Alone Review date change only (not appended)

Violence Prevention Review date change only (not appended)


Stuart Miller Director of Education

Halton District School Board Administrative Procedure

Topic: Asbestos Management in Board Facilities

Effective: January 2016

Cross-References: Asbestos Management Plan (AMP); Individual Asbestos Register for each building; Occupational Health and Safety Act, Designated Substance – Asbestos on Construction Projects and in Buildings and Repair Operations, O.Reg. 278/05

Revision Date: January 2019

Review Date: January 2021

Responsibility: Superintendent of Facility Services

INTENDED PURPOSE: The Halton District School Board (HDSB) requires an Asbestos Management Program to maintain safe and healthy operation of facilities. The Asbestos Management Program will include an Asbestos Register at each facility owned by the Board where asbestos-containing materials (ACM) have been identified. In addition, the Board will maintain an Asbestos Management Plan that details the procedure, expectations, roles and responsibilities regarding maintaining and updating the asbestos register, periodic inspections, providing notification to workers and building occupants, training and management of construction and maintenance activities.

The HDSB Asbestos Management Program is set out in this Administrative Procedure (AP) – Asbestos Management in Facilities and in the Asbestos Management Plan (AMP), which supplements the Administrative Procedure.

The objectives of the Asbestos Management Program are as follows: ● to provide a safe and healthy operation of facilities that have asbestos-containing materials in the

building; ● to comply with the requirements prescribed under O.Reg. 278/05 – Designated Substance – Asbestos

on Construction Project and in Buildings and Repair Operations made under the Ontario Occupational Health and Safety Act; and

● to achieve compliance with this Program by all employees and contracted personnel.

The basic elements of the Asbestos Management Program include the following: ● maintaining and updating the Asbestos Register for all buildings, built prior to the mid-1980’s, where

asbestos-containing materials have been identified in the building; ● periodic inspections of asbestos-containing materials (ACM); ● written notification to workers, occupiers and employers of the information in the Asbestos Register; ● information and instruction; and ● management of construction projects and maintenance activities.

The AMP identifies the role and responsibilities of various personnel that both work in the building and undertake facility-related work in the building, procedures regarding maintenance and updating of the Asbestos Register, including inventory and reassessment management, as well as repair and maintenance procedures, asbestos work classifications, training and education.

The Asbestos Management Plan can be found on the HDSB website, on the Facility Services web page. In addition, a digital copy of the Asbestos Register (survey) for each applicable school is also available under the Facility Services department web page.

The Asbestos Register will include the following: 1. Asbestos Survey Plan 2. Asbestos Inventory 3. A copy of the AMP

https://uat.hdsb.ca/our-board/Pages/Departments/Facility%20Services/Asbestos-Surveys.aspx


The detailed procedures set out in the Asbestos Management Plan (AMP) must be followed to reduce the health risk of asbestos exposure to staff, students and other occupants of the building.

PROCEDURES

1. Overall Expectations: a. All schools and facilities that have been identified with asbestos-containing materials shall have a

copy of the Asbestos Register and the Asbestos Management Plan in the school office; b. The Manager, Facility Maintenance and Renewal is responsible for maintaining and updating the

Asbestos Register; c. Department and Project Supervisors, who are managing a construction or maintenance project in a

building or buildings, identified with ACMs, are responsible to implement and enforce the requirements of the Asbestos Management Program for all work initiated by their department and provide notification to School Administrators of any projects that may impact ACMs in the facility;

d. In coordination with the Board’s Purchasing department and procurement procedures, the Project Supervisor, Area Supervisor and/or Department Manager will ensure that contractors have been provided with information regarding the location of ACMs and that prior to awarding work, will have obtained proof of appropriate asbestos training for all contractor staff;

e. No work that may impact ACMs will occur while the room or space is occupied by students, staff or other building occupants;

f. Contractors are required to sign the Contractor Log Book, which will be located in the school’s main office during the school day upon each visit to the school;

g. When the main school office is closed, contractors are to sign the Contractor Log Book, which will be available in the Custodian’s office;

h. Head caretakers are responsible to review the Asbestos Register for their school annually with the School’s Administrators;

i. School Administrators are to communicate information regarding a Notice of Project and a Project Completion report with staff;

j. HDSB Maintenance staff who have received the appropriate training may perform Type 1 removal of asbestos-containing vinyl floor tiles or ceiling tiles;

k. All HDSB staff are responsible for viewing the mandatory Asbestos Awareness Training annually, available on-line through myHDSB;

The Asbestos Management Plan provides detailed requirements and expectations for Type 1, 2 and 3 operations in accordance with the asbestos-related work classified in O. Reg. 278/05. The AMP also provides Standard Operating Procedures for Type 1 activities, clean-up of fallen ACMs, personal protective equipment and above ceiling entry in buildings with asbestos-sprayed fireproofing.

Departments which may contract construction projects or maintenance work shall engage a qualified consultant to oversee Type 2 and Type 3 asbestos abatement work and retain an approved abatement contractor to perform Type 2 or Type 3, and certain Type 1 asbestos abatement work, as detailed in the AMP.


Topic: Optional Attendance – Secondary Schools

Effective: October 2011

Revision Date: October 2012, 2014, 2015; September 2018

Review Date: September 2022

Responsibility: Superintendent of Education (Respective Family of Schools)

INTENT STATEMENT: All Halton District School Board schools are able to effectively support students’ academic and well-being needs. As such, students are encouraged to attend their designated home school. However, the Board, provides an opportunity for students who are residents in the Halton region to apply for enrolment in a Halton school outside their regular school attendance area in schools where there are sufficient pupil spaces to accommodate them. This is referred to as optional attendance. The process for application for optional attendance in Halton Secondary Schools is outlined in this procedure.

Secondary Optional Attendance has two distinct processes:

1. Grade 8 into 9 2. Grades 10, 11, 12

1. APPLICATION FOR OPTIONAL ATTENDANCE – Gr. 8 into 9 There is a specific application form required for Grade 8 to Grade 9 optional attendance. Applicants are expected to meet with their home school principal to discuss their reasons for requesting optional attendance, as well as review the programs offered at the home secondary school.

The approval of applications is dependent on the following: school is designated as an Open School; availability of pupil spaces and class size guidelines; no need to hire additional staff or increase instructional resources; no additional costs to the Board.

Please note the following exceptions: Siblings of students admitted to specialized programs (i.e. ESL or Special Education) in other

schools, must apply for optional attendance if desired. The application must be completed and processed appropriately.

Requests for regional programs in a region other than one’s own are considered optional attendance requests.

Special Education placements do not fall within the parameters of optional attendance.

Students granted optional attendance are not eligible for board transportation.

Generally, decisions will be forwarded to applicants by the first week of March; however, some decisions may be held pending confirmed enrolments.

PROCEDURE: Grade 8 into Grade 9 1) In October of each year, Administrative Council will review preliminary enrolment projections, and

subsequently identify the status of schools with respect to optional attendance for the following school year. An Open to Optional Attendance List will be posted on the Board website and communicated to all schools. Schools will fall into one of two different categories, depending on the relationship between capacity and enrolment:

a) Open Schools: The school has space available and may accept applications for consideration for optional attendance.


b) Closed Schools: The school has reached its capacity and cannot approve applications for

optional attendance.

2) An application for Optional Attendance must be submitted by the second Friday in January to the Principal of the home secondary school, using the Application for Grade 8 into Grade 9 Optional Attendance form (Appendix A). Applications are received and date/time stamped at home school. Upon receipt of an application, the home school Principal will confer with the parents to clarify the reasons for the application and to reinforce that no decisions are made until such time as enrolments are clear. Meetings with school personnel in the requested school should be arranged only upon approval of the optional attendance application.

3) Staff in all schools are expected to promote the equality of outcomes of all HDSB Grade 9 programs and the expectation that students attend their designated home schools to all students and parents. Families inquiring about optional attendance should be directed to the Principal of the designated home secondary school.

4) Decisions regarding all applications will be communicated by the requested secondary school Principal to the applicant, the home high school and the current elementary schoolboy the first week of March, using Appendix A and will attach Appendix B.

5) If granted, optional attendance is subject to annual renewal at the discretion of the Principal. Students are not eligible for Board transportation.

6) Late applications will be considered jointly by the Principals and Superintendents of the home and requested schools, subject to available student spaces as with all other Secondary School Optional Attendance requests.

7) Appeals to reconsider an application are permitted in situations where “extraordinary circumstances” need to be assessed. Appeals are to be submitted in writing by parents/guardians to the requested secondary school Superintendent of Education with a copy to the home school Principal. In cases where there is a medical reason for an appeal, the applicant must have their Registered Health Professional complete the “Optional Attendance Health Information Form” (Appendix C). Decisions regarding appeals are made in consultation with the Principals involved and communicated to the applicant by the Superintendent of Education. The decision of the Superintendent is final.

Application for Optional Attendance – Grade 10, 11, 12 The process for application for optional attendance for Grades 10, 11, 12 occurs through the home school Principal and the Principal of the requested school. This may be initiated by parents/guardians and/or students of legal age at any time of the year and requires the approval of both Principals. The process can be initiated through informal means (meeting, email or phone call) and does not require a formal application process. As the decision is based on specific programming requests and availability, the decision of the school principal is final.


SECONDARY OPTIONAL ATTENDANCE TIMELINES

October An Open for Optional Attendance List will be posted on the Board website and communicated to all schools. Secondary Schools may inform families at their Grade 9 Information Evenings that they are or are not open for optional attendance.

Prior to Second Friday of January Completed applications submitted to home secondary school.

By First Week of March Decisions regarding all applications are communicated to the applicant, Appendix A, (attach Appendix B).

Prior to end of June Appeals received and processed by requested school Superintendent of Education. Appeal decisions communicated to parents by Superintendent of requested school.


Topic: Substance Abuse Intervention/Prevention

Effective: January 2012

Cross Reference: Administrative Procedures: Disability Management and Support Program – Early Intervention, Individual Work Accommodation (Medical) and Return to Work; Attendance Management and Support Program; Attendance Management, Occupational Health and Safety, Progressive Discipline; Respectful Workplaces Free of Discrimination and Harassment; Confidentiality of Medical Records; Policy: Privacy and Information Management Review

Revision Date: March 2016, October 2018, January 2019

Review Date: January 2022

Responsibility: Executive Officer of Human Resources

INTENDED PURPOSE: The Halton District School Board recognizes that substance abuse can negatively affect job productivity, the psychosocial work environment, and the health, safety and wellbeing of employees. The Board is committed to assisting employees with the prevention of substance use, the early identification of substance abuse, and referrals to rehabilitative and supportive programs within and outside of the Employer. This administrative procedure serves to ensure a healthy and safe work environment and to ensure consistency when addressing substance use issues.

PROCEDURES:

Definitions Impairment – the inability of an employee to work safely, competently or with reasonable effectiveness and safety due to the use of drugs or alcohol or due to exhaustion arising out of the use of drugs or alcohol.

Substance Abuse – the use of illegal drugs, inappropriate use of alcohol or cannabis, or the misuse of prescription or over-the-counter drugs that causes physical and/or mental harm.

1. This procedure applies to all employees of the Halton District School Board, all persons carrying out business on or off Employer property, on behalf of the Employer, and all persons carrying out duties or activities on or off Employer property.

2. The Halton District School Board holds that each employee has a responsibility for their own safety, as well as those around them. This includes reporting any behaviour that may jeopardize the safety of co-workers and/or students to the appropriate Manager of Human Resources. This does not supersede the employee’s “Duty to Report” as defined in the Child Abuse administrative procedure.

3. While on Halton District School Board business or premises, the following acts are prohibited: i. Using, possessing, trafficking, or offering alcohol or cannabis, illicit drugs or drug paraphernalia; ii. Deliberately misusing prescribed or over-the-counter medications; iii. Possessing prescribed medications without a prescription; iv. Trafficking or offering prescription medications; v. Reporting to work while impaired due to alcohol or drug use; and vi. Using any other substance(s) that, when misused, can induce a mind or body-altering effect

(solvents, gas, cleaning fluids).

4. In cases where an employee has been given a prescription for medication and this medication may affect their ability to work skillfully and safely, it is the responsibility of the employee to discuss the matter with their Principal/Supervisor/Manager or a member of the Health and Wellness Services Department in order to obtain modified work accommodations, if necessary.


5. Where prescribed medications are on Employer property due to an employee’s needs, said

medication must be monitored vigilantly and kept in a secure place that is out of harm’s reach and inaccessible to students (e.g., the employee’s pocket or a locked cabinet, etc).

6. In the event that an employee has violated this administrative procedure, is suspected to be under the influence, is displaying impaired behaviour, and/or impaired behaviour has been reported, these steps shall be followed by the Employer, while maintaining the employee’s confidentiality and dignity:

i. Intervene with employee and escort to a confidential area to confront suspicions and/or document evidence of impairment/use;

ii. Investigate if suspicions are correct and discuss the decline of performance and/or ability to perform duties;

iii. Obtain second opinion of impairment, if necessary;

iv. If deemed unfit to work, escort employee off of Employer property. Provide transportation for employee to hospital, if medical attention is required, or to place of residence;

v. Advise employee of their right to contact a union representative;

vi. Inform the appropriate Manager of Human Resources or designate; and

vii. In consultation with Human Resources, send written documentation to employee of steps taken and what next steps to expect, making reference to the Employee and Family Assistance Program (EFAP).

7. Identifying Impaired Behaviour Impairment may negatively impact employee performance and compromise an employee’s health and safety. Examples of behaviour that may give rise to reasonable cause to believe that an employee is impaired/unfit for work and may be unable to perform their job safely include but are not limited to:

Slurred speech; Glassy eyes; Flushed face or neck; Disorientation, unsteadiness, or lack of coordination; Smell of alcohol or drugs (on breath, or clothing, or in the air surrounding the employee); Uncharacteristic or abnormal behavior (e.g., frequent or rapid mood swings, excitement,

confusion, irritability, aggressiveness, remoteness, euphoria) Diminished performance (e.g., sporadic work pace, neglect of duty, increase in mistakes,

difficulty communicating or recalling instructions); and/or Memory problems.

8. Where necessary, as determined by the Executive Officer of Human Resources or designate, the Employer may further investigate the allegations of impairment or substance abuse. This may involve the assignment of the employee home with pay until completion of the investigation. Such assignment will be made at the sole discretion of Human Resources.

9. When an employee has been sent home due to substance use, a suspicion thereof, or for further investigation, the Employer may request that medical documentation be provided deeming the individual drug and/or alcohol free prior to their return to work.

10. If an employee is seeking rehabilitative services outside of the Employer for substance abuse issues, they may wish to inform their Principal/Supervisor/Manager.

i. If an employee is uncomfortable or does not wish to approach their Principal/Supervisor/Manager, they may contact the appropriate Employee Health and Wellness Abilities Specialist or, Manager of Human Resources, directly.


11. If the Employer determines that an employee is fit to return to work and/or medical documentation

has been received to this effect, a return-to-work meeting will be held with a member of Employee Health and Wellness the Abilities Specialist or designate to review and determine appropriate accommodations and/or supports, if required. The employee will be advised of their right to have union representation attend the meeting. At the meeting:

i. The Employer may require the employee to enter an agreement that will govern their continued employment;

ii. Restrictions, modifications and timeframes will be addressed;

iii. The schedule of follow-up meetings will be determined; and

iv. A return-to-work plan, outlining the issues that were addressed in the meeting, will be supplied to the employee for their own records.

12. In accordance with Human Rights legislation, rehabilitative services will be provided to employees who require it. Assistance for employees is provided through the Employer’s confidential Employee and Family Assistance Program, as well as referrals to outside agencies.

13. Any violation of this procedure or the return-to-work agreement may result in discipline including suspension without pay and/or termination of employment.

14. In all cases governed by this administrative procedure, those responsible for the case will hold an employee’s information, health issues, and assessments in confidence. Furthermore, the identity of any staff member who reports impaired behaviour or suspicions shall be kept confidential.

15. Any breach to confidentiality may result in disciplinary action up to and including termination.

Responsibilities Employer

i. Monitor employees for impaired behaviour and determine appropriate action.

ii. Ensure the safety of all employees and students.

iii. Refer employees to EFAP, if required.

iv. Promote and maintain an alcohol and drug-free workplace.

Employee i. Arrive to work capable, fit for duty, and conduct self in safe manner.

ii. Report any awareness or suspicion of impaired conduct by another employee.

iii. Abstain from the inappropriate use of drugs or alcohol.

iv. Comply with this administrative procedure.

v. Seek treatment when necessary.

vi. Co-operate with any investigation related to this administrative procedure, including participating in testing, if requested, to ensure the safety of self and others’ in performance of the employee’s job requirements.

vii. Maintain safety for self and others.

viii. Report to Supervisor, HR Manager, and or Health and Wellness designate when administering prescriptions that may cause impairment while engaged in work duties.

Principal/Manager/Supervisor i. Report any awareness or suspicion of impaired conduct by an employee.

ii. Consult with HR Manager.

iii. Take immediate steps to remove the employee safely, when there are reasonable signs of impairment.


20


FOR INFORMATION


FROM: Maia Puccetti, Superintendent of Facility Services Stuart Miller, Director of Education

RE: Capital Update with Financials for August 2019

As per the schedule to report on capital projects, please find attached the chart showing recent activities in this regard for the reporting period of August 2019 (Appendix A).

On a quarterly basis the Capital Update report includes a financial summary of budget and expenditures for projects in process (Appendix B), the Build Capacity summary (Appendix C), and the summary for the Close the Gap program (Appendix D). While Appendix A provides progress up to the end of August, the financials outlined in Appendices B to D are as of June 30, 2019, with year end amounts being presented in November, when the Financial Statements are complete.

The timeframe for expenses on capital projects are on average, two years in duration. The timeframe may be longer due to the project size, complexity and external factors such as municipal and Ministry of Education approvals.

Once the Ministry approves funding to address accommodation pressures, the capital project budget is established which includes the awarded construction tender price, architectural and consultant fees, permits, infrastructure and land improvement costs.

The Percentage Completed Based on Amount Paid as detailed in Appendix B of the Capital Financial report represents construction costs incurred and processed as compared to the total expected tender cost. Accruals are included only at the Halton District School Board’s year end. Expenses are not incurred uniformly during construction.

Respectfully Submitted

Roxana Negoi Superintendent of Business Services and Treasurer

Maia Puccetti Superintendent of Facility Services


August 31, 2019

Submt'd Rec'd Submt'd Rec'd Issue Closing

Milton SW #1 HS (Hossack

& Assoc. Arch)1200 Own May 2018

Dec. 2018 (Site

Alteration Permit

received, still

waiting for full Site

TBD TBD TBD TBDUpfill started

September 2018

September 2021

(tentative)

Site Upfill is 90% complete, the contractor has

remobilized on site to finish the upfill. Board staff sent a

new Approval to Proceed (ATP) to the Ministry the week

of April 1st 2019 Board staff have been in

Viola Desmond PS includes

Child Care & Community

Hub (Hossack & Assoc.

Arch.)

776 Own March 20, 2017 Oct 31, 2017 July 17, 2017November 3,

2017September 12, 2017 October 3, 2017 November, 2017

August 2019

(Includes

Landscaping

work to be done

next summer) -

Childcare

completion April

2019.

Work to be completed on the main section of the school,

most of the work is related to outside finishes to metal

roof flashings, metal siding and the exterior grounds

which has started and is ongoing, subject to weather.

Asphalting and outside grading have started. The

Childcare has been granted Occupancy, minor deficiency

cleanup is underway.

Milton SW #11 PS. School

includes Child Care

770 Pupil

spaces 88

Childcare

spaces

noSeptember 2021

(tentative)

Process to acquire the site has been initiated. Site Plan

Approval process has started with the Town. Facility

Services has been working with the Consulting team to

develop the various components of the Building to meet

HDSB Board Standards and 21st Century Learning.

Working Drawings are underway.

NE Oakville #2 PS includes

Child Care (Hossack &

Assoc. Arch.)

776 no May 2018 November 13,

2018August 15, 2018 February 2019 August 2018

September 11th

2018March 2019 Spring of 2020

Contractor has completed building footings, foundations

and underground mechanical and electrical rough-ins

within the building footprint. Exterior masonry walls have

started with site servicing starting sometime this month.

Administrative Building

Accommodation Study

(Snyder Architects Inc.)

N/A N/A N/A N/A N/A N/A N/A N/A

March 2018, Director Miller presented report #18054

detailing the Consultants findings re the need for & the

location of a new admin bldg.

Craig Kielburger SS (CS&P

Architects)

231pp incl.

Greenhouse Own July 9, 2016

December 20,

2016October 18, 2016 February 2017 October 15, 2016

November 1,

20161-Feb-17 August 2018

Contractor is completing both interior and exterior

deficiencies for the addition and Greenhouse.

Frontenac PS (Aecom

Architects Inc.)

1 Toddler + 1

Preschool

rooms

Own April 2019 April 2019 April 2019 April 2019 April 2019 April 2019 July 2019

(tentative)

September 2019

(tentative)

HDSB is currently waiting on Ministry approval to

proceed with the tendering of the childcare renovation.

Due to the delay, the HDSB has removed the childcare

scope of work from the tender documents for summer

2019 work. It is anticipated that the childcare renovation

work will now commence in early 2020 with occupancy

set for August 2020.

PAR - M.M. Robinson HS

PHASE 2

(Snyder Architects)

NA Own June 2018 October 2018 September 2018 November 2018 February 2019 March 2019 April 2019 December 2019

PHASE 2: ADDITION & RENEWAL WORK. Site Plan

Approval has been received. Building Permit Application

has been made to the City, working through details with

the City. We have received a partial permit which

includes foundations and underground services. Full

building permit expected shortly. The General Contractor,

Gen-Pro is on site and has set up safety fencing and

started the site servicing portion of the project.

Foundations are underway.

NEW SCHOOL CONSTRUCTION

Bolded notes indicate changes.

Construction StatusPermit Status

Site Plan (SPA) Bldg. (BPA)School & Project Description

Tender

Sta

rt D

ate

(Tenta

tive)

Update Comments

Com

ple

tion

Date

Pupil

Pla

ces

Site O

wned

PAR - Nelson HS

PHASE 1

(Snyder Architects)

NA Own July 2018 September 2018 March 2019 TBD April 2019 April 2019 May 2019 Fall of 2019

PHASE 1 Interior Renovations and Site Work - The

project has been awarded to Everstrong Construction, as

Construction Manager. Everstrong is on site setting up

safety fence and preparing for demo and construction.

Work will commence as soon as we receive our Building

Permit. The Consulting Team and Facilities are working

with the City to expedite it.

PAR - Nelson HS

PHASE 2

(Snyder Architects)

NA Own NA NAJune 2019

(tentative)

August 2019

(tentative)

August 2019

(tentative)

August 2019

(tentative)

September 2019

(tentative)Fall 2020

PHASE 2: EXTERIOR ADDITIONS; LIBRARY,

CAFETERIA & SHOP ADDITIONS. ATP has been sent

to the Ministry on April 9th, 2019. Waiting for approvals

from the Ministry to proceed with tendering.

White Oaks SS (s) (NEO

Architecture) 1

NA NA NA

June 11, 2018

January 18, 2019

(tentative)

June 4, 2018 June 27, 2018 July 3, 2018 Aug 31, 2018Town of Oakville has requested information on fire routes

& access re the processing of Building Permit

Application. Note: Occupancy granted for start of school.

Captain R Wilson 1 NA NA NA w/o Jun 10 w/o Jul 29 w/o Jun 10 w/o Jun 24 July 2, 2019 Aug 23,2019 complete and occupied

Ethel Gardiner 1 NA NA NA w/o Jun 10 w/o Jul 29 w/o Jun 10 w/o Jun 24 July 2, 2019 Aug 23,2019 complete and occupied

Falgarwood 1 NA NA NA w/o Jun 10 w/o Jul 29 w/o Jun 10 w/o Jun 24 July 2, 2019 Aug 23,2019 complete and occupied

Florence Meares 1 NA NA NA w/o Jun 10 w/o Jul 29 w/o Jun 10 w/o Jun 24 July 2, 2019 Aug 23,2019 complete and occupied

John T Tuck 1 NA NA NA w/o Jun 10 w/o Jul 29 w/o Jun 10 w/o Jun 24 July 2, 2019 Aug 23,2019 complete and occupied

Pilgrim Wood 1 NA NA NA w/o Jun 10 w/o Jul 29 w/o Jun 10 w/o Jun 24 July 2, 2019 Aug 23,2019 complete and occupied

Post's Corners 3 NA NA NA w/o Jun 10 w/o Jul 29 w/o Jun 10 w/o Jun 24 July 2, 2019 Aug 23,2019 complete and occupied

Tiger J Singh 2 NA NA NA w/o Jun 10 w/o Jul 29 w/o Jun 10 w/o Jun 24 July 2, 2019 Aug 23,2019 complete and occupied

Viola Desmond 13 NA

qty over 12 NA w/o Jun 10 w/o Jul 29 w/o Jun 10 w/o Jun 24 July 2, 2019 Aug 23,2019 complete and occupied - site plan pending ptbl #13

PORTABLES

School & Project Description Tender Board Report Budget 1

Actual Expenses to Date (From

Board Financial System) 2

Remaining anticipated

costs 3

Total Actual and Projected Expenses

Projected Budget Variance (Over)/

Under

Projects in close-out stage.

Anticipated completion date.

Approved Construction Tender Price (excl. tax) 4

Construction Tender Actual costs to date (excl. tax) 5

% Completed Based on

Amount Paid per Construction

Tender 6 Comments

Martin Street PS 8 16083 14,763,596$ 14,288,019$ 149,610$ 14,437,629$ 325,967$ August 2019 12,536,000$ 12,336,074$ 98% Tender prices include both school and demolition.Viola Desmond PS (Milton #10) 17112 19,793,921$ 16,117,285$ 3,676,636$ 19,793,921$ -$ TBD 16,758,298$ 13,845,591$ 83% Tender closed October 3, 2017

Milton SW #1 High School N/A N/A 6,651,637$ 871,976$ 7,523,613$ N/A TBD N/A N/A N/ASchool re-design complete -Approval to proceed to tender received from Ministry July 18, 2019

Oakville NE#2 Elementary School 18128 20,746,699$ 2,763,164$ 17,983,535$ 20,746,699$ -$ TBD 17,416,000$ 1,886,083$ 11% Tender closed September 11, 2018Milton #11 Elementary School N/A N/A 413,119$ 579,183$ 992,302$ N/A TBD N/A N/A N/A School under design

Craig Kielburger SS 16182 7,223,199$ 7,047,864$ 175,335$ 7,223,199$ -$ August 2019 5,393,000$ 5,522,984$ 102% Tender closed November 1, 2016Oakwood P.S. (Child and Family) 18010 1,016,630$ 996,083$ 20,547$ 1,016,630$ - $ December 2019 689,861$ 751,875$ 109% Tender closed October 4, 2017Gary Allan Community Hub 9 N/A 408,628$ 342,604$ 66,024$ 408,628$ N/A August 2019 286,575$ 316,575$ 110% Tender closed August 16, 2018Brant Hills Childcare 18097 1,091,381$ 1,029,848$ 61,533$ 1,091,381$ - $ August 2019 900,144$ 883,901$ 98% Tender closed May 24, 2018Frontenac Childcare N/A N/A 66,466$ N/A N/A N/A TBD N/A N/A N/A

M.M. Robinson HS 19048 8,743,842$ 2,933,659$ 5,810,183$ 8,743,842$ -$ TBD 7,361,929$ 2,264,622$ 31%2 separate tenders - Phase 1 Tender closed May 23, 2018, Phase 2 tender closed March 14, 2019

Nelson HS N/A N/A 1,338,951$ 3,458,220$ 4,797,171$ N/A TBD 2,876,900$ 181,940$ 6%

Phase 1 renewal tender only. PAR Addition/ Renovation pending Ministry approval to proceed to tender.

Notes:1. Budget - Project Budget including items such as construction costs (General Contractor) and soft costs (architect fees, permits, first time equipping, EDC eligible site prep etc.) but excluding land costs.2. Actual expenses to date - actual expenditures made through the Board financial accounting system on a cash basis as at the date of the report.3. Remaining Anticipated Costs - the amount of expenses not yet paid.4. Approved Construction tender price - the price agreed to pay the General Contractor (based on the tender). This amount does not include soft costs.

6. % Complete - the percentage of the total construction tender price paid to date. This percentage does not include soft costs.7. Cash basis - expenses are recognized when paid.

8. Martin Street PS - expenses are being tracked for 2 components: Abatement/Demolition and New School Construction. Refer to specific project details for additional information.

9. On June 21, 2017 the Ministry of Education announced a second year of Capital Funding: Minor Retrofits and Accessibility to support community hubs in schools. The HDSB has partnered with the Town of Halton Hills to renovate available space at Gary Allan North H.S. (formerly Howard Wrigglesworth P.S.) for the creation of a Community Hub. The preliminiary budget in the chart above reflects Phase 1 of the work to be completed including the kitchen upgrade and lounge area. Additional phases may be implemented as the renovation proceeds based on available funding. As we continue to provide updates to the Board, we will reflect the actual status of the project accordingly, however a detailed capital cost budget breakdown will not be provided. Tender cost overrun funded through non-tendered contingency held in project budget.

5. Construction tender actual costs to date - the amount billed by the General Contractor and paid as at the date of the report. This amount does not include soft costs. The amount paid to date is based on construction draws certified by the Architect and represents the % of construction completed as at the draw date.

HALTON DISTRICT SCHOOL BOARDAPPENDIX B - SUMMARY OF CAPITAL PROJECTS IN PROGRESS (Presented Quarterly)

as at: June 30, 2019 (expenditures paid to date - cash basis)7

New School Construction

Addition and Renovation Projects

Halton District School Board Appendix C – Build Capacity Summary

As at June 30, 2019 Build Capacity

Funding for major construction projects (new schools and additions) is based on a calculated benchmark cost based on pupil places being constructed. In cases where the final costs of the project are less than the calculated benchmark allocation, the excess funding is considered “Build Capacity” for the Board (or Ministry committed funds available for reassignment). In other words, the excess funding is not taken away from the Board; it can be reassigned to future Board construction projects. This reassignment requires Ministry approval and cannot be considered until the original project is 100% complete and the costs are final. Reassignment of “Build Capacity” can also be accessed with Ministry approval in the case of cost overruns on current construction projects. The actual “Build Capacity” amount is not recorded in the financial records of the Board and is not finalized until actual expenditures have been incurred. The Board and Ministry of Education track all capital construction projects as well as the “Build Capacity” through the use of a Ministry spreadsheet called the Capital Analysis and Planning Template (CAPT). If the final cost of the project is less than the approved Ministry funding, the surplus is tracked in the CAPT and is not recorded in the board’s financial statements. Build capacity is restricted in the case of FDK (Full Day Kindergarten) funding in that excess FDK funding can only be used for future FDK construction projects. As at June 30, 2019 the estimated “Build Capacity” per HDSB CAPT would be:

Ministry Funded Build Capacity- Capital Priorities Funding:

Status Total Build Capacity Amount ** Note

Build Capacity generated by completed projects $7,785,705.00 Various completed projects

Build Capacity allocated to future projects $(7,785,705.00) Various planned projects

Build Capacity available to be allocated to projects $0.00

**This amount has been adjusted from previous reports to account for an additional $191,481.00 in build capacity. This is related to savings in Ministry demolition funding allocated for the Martin Street P.S. rebuild project which was previously considered in-eligible for Build Capacity. The Ministry has approved use of this funding towards the Milton SW #1 Secondary school construction project.

Summary of Available Funding:Funding Available for Program 32,255,641$ (Chart 1 below)Funding Allocated/spent to date (23,947,173)$ (Chart 2 below)Balance available for future Closing the Gap projects 8,308,468$

Chart 1: Total Funding Available for Program:

Accumulated Surplus

Proceeds of Disposition (POD)

NPP Build Capacity 4 Other

Report 12136 (2011/2012 Year-end surplus) 1,000,000$ 1,000,000$ Report 13167 (2012/2013 Year-end surplus) 6,562,128$ 6,562,128$ Report 14180 (2013/2014 Year-end surplus) 867,445$ 867,445$ May 7, 2014 - Ministry approval letter 1 4,223,000$ 4,223,000$ May 25, 2015 - Ministry approval letter 1 5,000,000$ 5,000,000$ Lease to Branthaven homes 46,578$ $ 46,578 Report 15153 (2014/2015 Year-end surplus) 1,018,740$ 1,018,740$ Report 18146 (2017/18 Reallocation of funds) 3,000,000$ 3,000,000$ Report 16088 9,974,435$ 9,974,435$ August 2018 site sale, March 2019 site sale and project savings (from Ministry exempted capital construction projects) less Ministry approved allocations for Capital construction projects 563,315$ 563,315$ Total Available Funding 32,255,641$ 12,448,313$ 19,760,750$ -$ 46,578$

Notes:1. Projects must meet Ministry guidelines for Tangible Capital Assets in order to be funded using Proceeds of Disposition

HALTON DISTRICT SCHOOL BOARDAPPENDIX D - SUMMARY OF THE CLOSING THE GAP PROGRAM (Presented Quarterly)

as at: June 30, 2019 (expenditures paid to date - cash basis) 4

Board Report/ OtherAvailable Funding

Funding source

Chart 2: Approved Projects to be funded by the Program:

Accumulated Surplus 5

Proceeds of Disposition

(POD) 5NPP Build Capacity Other

MM Robinson SS Lifeskills and Elevator 12136 675,000$ 672,411$ -$ 672,411$ 672,411$ 672,411 Projects completeEastview PS Lifeskills and contingency 13050 244,000$ 209,542$ -$ 209,542$ 209,542$ 209,542 Project completeCH Norton PS Lifeskills 13051 230,000$ 229,999$ -$ 229,999$ 229,999$ 229,999 Project completeDigital Surveillance Cameras (Multiple sites) 13098 919,950$ 875,683$ -$ 875,683$ 829,105$ $ 46,578 875,683 Projects completeCraig Keilberger SS Centre Renovations 14102 190,000$ 188,593$ -$ 188,593$ 188,593$ 188,593 Project completeRobert Bateman SS Lifeskills 14097 250,000$ 248,920$ -$ 248,920$ 248,920$ 248,920 Project completeClassroom Projection Equipment (Multiple sites) 14199 Revised 100,000$ 99,196$ -$ 99,196$ 99,196$ 99,196 Project completeLibrary Services (Multiple sites) 14199 Revised 500,000$ 498,968$ -$ 498,968$ 498,968$ 498,968 Project completeSpecial Education Rooms (Multiple sites) 14199 Revised 600,000$ 599,917$ -$ 599,917$ 20,114$ 579,803$ 599,917 Project completeSpecialty Classrooms (Multiple sites) 14199 Revised 600,000$ 415,098$ 184,902$ 600,000$ 300,000$ 300,000.00$ 600,000

Electrical Upgrade and Air Conditioning (Secondary) 14199 Revised 3,600,000$ 1,850,764$ 25,000$ 1,875,764$ 1,875,764$ 1,875,764 Final consulting fees

Electrical Upgrade and Air Conditioning (Elementary) 14199 Revised 4,700,000$ 2,360,304$ -$ 2,360,304$ 2,360,304$ 2,360,304 Projects completeNSEC accessible/gender neutral washrooms 17067 80,000$ 80,000$ -$ 80,000$ 80,000$ 80,000 Project completeFrontenac PS elevator 17068 1,000,000$ 486,755$ -$ 486,755$ 486,755$ 486,755 Project completeIT Infrastructure - Computer Infusion 17107 541,121$ 541,121$ -$ 541,121$ 541,121$ 541,121 Project completeIT Infrastructure - Wireless Access Points 17107 2,000,000$ 1,880,059$ 119,941$ 2,000,000$ 2,000,000$ 2,000,000 Electrical Upgrade and Air Conditioning (2nd/3rd storey) 17144 5,180,000$ 487,244$ 4,692,756$ 5,180,000$ 2,330,344$ 2,849,656$ 5,180,000 Elevator installation - (Multiple sites) 17144 6,000,000$ 2,058,094$ 3,941,906$ 6,000,000$ -$ 6,000,000$ 6,000,000 White Oaks S.S. - artificial turf field 17144 1,200,000$ 851,882$ 348,118$ 1,200,000$ -$ 1,200,000$ 1,200,000 Total Estimated Project Costs 28,610,071$ 14,634,551$ 9,312,622$ 23,947,173$ 8,248,313$ 15,652,283$ -$ 46,578$ 23,947,173$

Notes:1. Budget Estimate- Project Budget estimate from Board Report including all eligible costs such as construction costs (General Contractor) and soft costs (architect fees, permits, equipment).

3. Remaining Anticipated Costs - the amount of expenses that have not yet occured.4. Cash basis - expenses are recognized when paid.5. The allocation of funding to a project from the available funding sources is subject to change in order to comply with Ministry regulations specific to the various funding sources.

Total Amount to be Funded

Funding Source

2. Actual expenses to date - actual expenditures made through the Board financial accounting system on a cash basis as at the date of the report.

CommentsTotal Actual and

Projected Expenses

Remaining anticipated

costs 3

Actual Expenses to Date (From Board Financial System) 2

Budget Estimate 1Board Report 5School & Project Description


27


FOR DECISION


FROM: A. Grebenc, Chair T. Ehl Harrison, Vice-Chair; Chair of Committee of the Whole

RE: Transit Passes for Secondary School Students

RECOMMENDATION:

Be it resolved that the Halton District School Board, in principle, support the concept of free transit for Burlington students through Burlington Transit, and direct staff to investigate with partners the details of a Memorandum of Understanding; and to report back regarding this opportunity (by December 2019).

Background: During the summer months, staff and elected officials from the local school boards and City of Burlington met to discuss the possibility of expanding Burlington Transit to include free transit passes for high school students. These passes would be free for students but are not intended to replace yellow school buses. The talks culminated in a Statement of Interest provided from the City to the School Boards to further investigate and potentially develop a Memorandum of Understanding(MOU) to further investigate and possibly develop a program for high school students to ride Burlington Transit for free 24 hours a day seven days a week.

Students could use these passes from the city to get to co-op education placements, volunteer positions, part-time jobs, attending school (many students are not eligible for yellow buses due to living within the 3.2km yellow bus boundary or living outside of the regular school catchment areas), getting to recreation activities, shopping, and personal appointments. The program would include access to Handivans for those that require them. The school boards currently pay for monthly passes for students under specific circumstances and this level of contribution of funds would be expected to continue to help defray municipal transit costs.

The goals outlined by the city for free student fares include: removing some of the barriers to taking transit; getting vehicles off the road; reducing Green House Gas emissions from vehicle trips driving students to and from school; introducing students to transit so they become lifelong riders; and working toward achieving our modal split of 15% non-car travel trips among all users. The program is similar to the highly successful Kingston, Ontario program.

The Mayor of Burlington presented the Statement of Interest and fielded questions from HDSB Trustees at the HDSB Committee of the Whole meeting on September 11, 2019. All trustees at the meeting agreed with the following recommendation that is required to be ratified at the Board table.


A. Grebenc Chair of the Board; Trustee, Burlington Wards 3 & 6

T. Ehl Harrison Vice-Chair of the Board; Chair, Committee of the Whole Trustee, Oakville Wards 1&3

https://drive.google.com/open?id=1e25Tjckx-QCAj5Mfl2CIaEdLvTboOqKr


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FOR DECISION


FROM: Maia Puccetti, Superintendent of Facility Services Stuart Miller, Director of Education

RE: 2019-20 LTAP School Boundary Reviews

Background: The 2018/2019 Long Term Accommodation Plan (LTAP) provided enrolment projections for 2019 to 2028 for each Elementary and Secondary Review Area (ERA and SRA) in the Board as well as for each elementary and secondary school within the system.. The LTAP provides the opportunity to identify school boundary review initiatives as a result of the construction of new schools and ongoing accommodation pressures in existing review areas. In order to proceed, trustees must approve the initiation and undertaking of school boundary reviews.

RECOMMENDATIONS:

1. Be it resolved that the Halton District School Board direct staff to recommence a school boundary review for the new Milton SW #1 hs, which will include schools in SRA 101, SRA 104 and SRA 105; with an expected completion date of no later than June 2020

2. Be it resolved that the Halton District School Board direct staff to recommence an elementary and secondary school boundary review for the Samuel Curtis Estates subdivision (ERA 111), which will include schools in ERA 103 (Frontenac PS, Mohawk Gardens PS , and Pineland PS) and SRA 100 (Nelson HS and Robert Bateman HS), as well as schools in ERA 112 (Eastview PS, Gladys Speers PS, Pine Grove PS) and SRA 102 (T.A. Blakelock HS); with an expected completion date of no later than February 2020.

3. Be it resolved that the Halton District School Board direct staff to undertake a school boundary review for the two communities north of Upper Middle Road and west of Bronte Road in ERA 114 (Village Common/Chateau Common to the north and Deerview Common/Trawden Way to the south) that are currently attending Heritage Glen PS (ERA 115) with an expected completion date of no later than February 2020.

4. Be it resolved that the Halton District School Board direct staff to undertake an elementary and secondary school boundary review for the Acton community in the Town of Halton Hills, which will include schools in ERA 126 (McKenzie-Smith Bennett PS and Robert Little PS) and SRA 107 (Acton District High School) with an expected completion date of no later than June 2020.

5. Be it resolved that the Halton District School Board direct staff to undertake an elementary school boundary review for the To Be Determined Area, located at the south-east corner of Derry Road and Regional Road 25, which will include Milton schools in ERA 119 and ERA 120; with an expected completion date no later than February 2020.


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Discussion: The 2018/2019 Long Term Accommodation Plan (LTAP) provided enrolment projections for 2019 to 2028 for each Elementary and Secondary Review Area (ERA and SRA) in the Board as well as for each elementary and secondary school within the system. The LTAP provides the opportunity to identify school boundary review initiatives that are to be undertaken as a result of ongoing capital initiatives or as a result of new development and/or enrollment pressures on schools.

1. Burlington SRA 101, Milton SRA 104 and SRA 105 – Milton SW #1 hs

The Board received Capital Priorities funding approval for the new Milton SW #1 hs in October 2016. The new school is to be constructed Bronte St., south of Louis St. Laurent Blvd. The project was tendered during the summer of 2018, however, the tender came in above Ministry allocation. As a result, HDSB did not receive permission to proceed from the MInistry of Education and the project was returned to the design stage. Cost-savings measures were found in the redesign of the school and the Ministry granted permission to proceed to tender on July 19, 2019. The school is now projected to open for 2021/2022 at the earliest.

It is recommended this review also include SRA 101, in particular the area impacting Kilbride PS, north of Dundas St. and 407 ETR. Dr. Frank J Hayden SS is currently above capacity and is projected to remain above capacity for the next ten years. Kilbride PS is currently directed to Milton District HS and Dr. Frank J Hayden SS. Including Kilbride PS in this review will review the opportunity to have a united cohort that would attend one high school.

In the boundary review report that was presented to the Board in September 2018, the boundary review was scheduled to be completed by June 2019, in anticipation of the school opening for September 2020. As a result of delays in approval from the Ministry, this boundary review for the new Milton SW #1 hs was put on hold. Given the recent Ministry approvals it is recommended that this boundary review be recommenced, with an expected completion by no later than June 2020, in anticipation of the school opening for September 2021.

2. Burlington ERA 103 and SRA 100 and Oakville ERA 111, 112 and SRA 102 -Samuel Curtis Estates (SW Oakville) Redirection

The 2017-18 LTAP identified that in ERA 111, there is an area that currently attends schools in Burlington (ERA 103 - Frontenac PS, Mohawk Gardens PS and Pineland PS; SRA 100 - Nelson HS and Robert Bateman HS). This area is commonly known as “Samuel Curtis Estates” and is located at the SE corner of Burloak Drive and Lakeshore Road and was the first residential development in this area with no residential development of the Petro Canada lands that are located to the north and to the east of Samuel Curtis Estates. Historically, this area has been directed to Burlington schools because of proximity to existing Burlington schools and relative isolation from the existing residential in ERA 111. With the redevelopment of the Petro Canada lands (now known as the “Lakeshore Woods” community), there has been interest in redirecting public school students from Burlington to Oakville schools in ERA 112. Currently those English program students in the Lakeshore Woods community attend Gladys Speers PS for JK to Grade 6 and Eastview PS for Grade 7 and 8; while FI students attend Pine Grove PS (Grade 2 to Grade 8). Therefore the 2017-2018 LTAP identified that consideration should be given to the potential redirection of that area to elementary and secondary schools in Oakville. The undertaking of this boundary review was approved by trustees in the fall of 2018.

The first Boundary Review Steering Committee (BRSC) meeting took place in February 2019. Through the preliminary discussions on procedure and initial scenarios, it was apparent that the one issue that needed to be addressed was the Oakville SW #1 ps school site located on Nautical Blvd in ERA 111. Further discussion revealed that any boundary changes and development of accommodation strategies for the schools involved in this boundary study would require a decision


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on the status of Oakville SW #1 ps before the start of the review. It was determined that the review needed to be put on hold until this issue was resolved.

In May 2019, trustees recommended that the Oakville SW #1 ps school site be declared surplus to the needs of the Board and the property be disposed of in accordance with Ontario Regulation 444/98. Given the Board will no longer moving forward with a new school in this area it was concluded that the boundary review be recommenced, which was identified in the 2018-2019 LTAP. It is the expectation that this boundary review will be completed by the end of February 2020.

3. Oakville ERA 114 and 115 - NW Oakville - Ward 4 elementary boundary review

There are two communities north of Upper Middle Road and west of Bronte Road in ERA 114 (Village Common/Chateau Common - “north pocket” and Deerview Common/Trawden Way - “south pocket”) that currently attend Heritage Glen PS in ERA 115. Under the recommendation of the NW Oakville French Immersion boundary review during the 2011/2012 school year, Heritage Glen PS opened in Sept 2012 as a JK-8 ENG and 1-3 FI elementary school, growing by one FI grade every year until 2017/2018. As part of this boundary study it was also determined that elementary students in the two communities would attend Heritage Glen PS for ENG and FI.

As of October 31, 2018 there are 62 elementary students attending Heritage Glen PS from these two communities (24 elementary students from the north pocket and 38 elementary students from the south pocket). Therefore, given that these two communities are within the Palermo community and enrolments are projected to decline over the next 10 years, it is concluded that these communities should be redirected back to Palermo PS. It is the expectation that this boundary review will be completed by the end of February 2020.

4. Halton Hills ERA 126 and SRA 107 - Acton schools boundary review

There has been discussion within the Board and school board staff about student enrolment numbers in Acton, and the three schools located there (McKenzie-Smith Bennett PS, Robert Little PS and Acton District HS). Currently, McKenzie-Smith Bennett PS is a JK -8 ENG and 6-8 FI school and has a current OTG utilization of 85%. In the 2018/2019 LTAP, this school is projected to decrease to 69% OTG utilization by 2028. Robert Little PS is a JK -5 ENG and 2-5 FI school and has a current OTG utilization of 75%. In the 2018/2019 LTAP, this school is projected to decrease to 70% OTG utilization by 2028.

Acton District High School is a Grade 9-12 ENG and FI school and has a current OTG utilization of 68%. In the 2018/2019 LTAP update, OTG utilization is projected to decrease to 62% by 2028.

There has been discussion regarding the opportunity to reconfigure the grade structures at these 3 schools. This would include investigating the moving of the Grade 7 and 8 program from McKenzie-Smith Bennett PS to Acton District HS. It is the expectation this boundary review will be completed by the end of June 2020.

5. Milton ERA 119 and 120 -To Be Determined Boundary Review (Milton -Derry Road and Regional Road 25)

As a result of the Viola Desmond PS boundary review recommended scenario (Board Report 18020) a “To Be Determined” area was created for the Briarwood Development (24T-17001) located at the southeast corner of Derry Road and Regional Road 25. This development is directed to Craig Kielburger HS, but no elementary school. The development consists of three apartment buildings as well as five 3-story stacked townhouse buildings backing on to Sixteen Mile Creek Valley In total the development is planned to have 82 medium density units and 606 high-density units. As of May 2019, the developer has indicated that groundbreaking is tentatively expected for June 2020. It is recommended to commence a boundary review and designate elementary school (s) for this area prior


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to the sale of units. It is the expectation that this boundary review will be completed by the end of February 2020.

6. Burlington ERA 100, ERA 101 and SRA 100 - Grade 7 to 12 French Immersion Enrolment Monitoring at Aldershot HS.

During the Burlington PAR process, there was some concern with respect to the viability of the French Immersion program at two secondary schools, Aldershot HS and Burlington Central HS. As a result in the final Burlington PAR report, there was a commitment to monitor FI enrolment at both Aldershot HS and Burlington Central HS.

Historically, the Aldershot HS Grade 9 FI class averages 26 students; however, the introduction of the ISTEM program for September 2019, has impacted the FI enrolment at the school. The chart below indicates that there are only 9 students enrolled in Grade 9 FI at Aldershot HS.

English ISTEM FI Total

Grade 9 Aldershot 56 112 9 177

As the introduction of the ISTEM program has only been introduced this year at the school, the longer term impact on enrolments in the FI program is still unknown. Moving forward, Board staff will continue to monitor FI enrolments at Aldershot High School and Burlington Central High School to ensure program viability.

Respectfully submitted

Maia Puccetti Superintendent of Facility Services


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