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8/29/2017 - Special Board Meeting THAMES VALLEY DISTRICT SCHOOL BOARD SPECIAL MEETING 2017 AUGUST 29, 7:00 P.M. BOARD ROOM, EDUCATION CENTRE The Board met in regular session on 2017 August 29 in the Board Room at the Education Centre, meeting in public session at 7:04 p.m. The following were in attendance: TRUSTEES ADMINISTRATION AND OTHERS M. Reid (Chair) J. Bennett R. Campbell C. Goodall G. Hart P. Jaffe B. McKinnon A. Morell Regrets: N. Lavdas S. Polhill P. Schuyler J. Skinner R. Tisdale J. Todd S. Kim L. Elliott V. Nielsen C. Beal K. Bushell S. Builder A. Canham R. Culhane K. Edgar L. Griffith-Jones R. Kuiper D. Macpherson J. McKenzie P. McKenzie M. Moynihan S. Powell P. Sydor B. Williams T. Testa B. Keast H. Gerrits 1. CALL TO ORDER Board Chair M. Reid called the meeting to order at 7:04 p.m. and acknowledged the traditional territory on which the Board meeting is held. 2/3. O CANADA The meeting was opened with the playing of O Canada. 4. APPROVAL OF AGENDA The agenda was approved on motion of Trustee P. Jaffe, seconded by Trustee R. Tisdale. 5. CONFLICTS OF INTEREST - None 6. 2017 CAPITAL PRIORITIES PROJECT SUBMISSIONS Chair Reid asked for an update on Cedar Hollow P.S. and Sir Arthur Currie P.S. Executive Officer K. Bushell advised both Elementary Schools will open for students on the first day of school. Areas of each school requiring further construction were described. K. Bushell answered questions of clarification from Trustees regarding the construction completion and the source of funding used to complete the Family and Child Care Centres. K. Bushell presented for approval the 2017 Capital Priorities Project Submissions. Rationale for the prioritized list was described. It was noted the Capit al Planning Co-ordinating Committee (CPCC) identified the ten highest and most urgent Capital Priorities based on accommodation pressure demands as a result of enrolment growth and the Elementary Pupil Accommodation Reviews (EPAR- 01 and EPAR-02) approved recommendations for student consolidation. TVDSB is required to submit a business case to the Ministry for assessment by September 8, 2017. 2017 August 29 2 The following recommendation was moved by Trustee Jaffe, seconded by Trustee Tisdale. THAT the Board approve the proposed prioritized list of capital projects for submission to the Ministry of Education to request Capital Priorities funding: Priority Project Name Project Type Project Category 1 New Southeast London PS New School Child Care Centre Accommodation Pressure EYJS 2 Masonville PS Permanent Addition Accommodation pressure 3 Tweedsmuir PS Permanent Addition School Consolidation 4 Belmont – Site Site Acquisition Site Acquisition 5 New Belmont PS New School Child Care Centre Accommodation Pressure EYJS 6 Southeast St. Thomas – Site Site Acquisition Site Acquisition 7 New Southeast St. Thomas PS, New School Child Care Centre Child & Family Centre School Consolidation 8 Port Stanley PS Permanent Addition School Consolidation 9 New Southwest London PS New School Child Care Centre Accommodation Pressure EYJS 10 Springbank PS Permanent Addition Child Care Centre Child & Family Centre Accommodation Pressure EYJS K. Bushell advised Trustees of the process taken by the Ministry when approving capital grants. It was noted the combination of capital priorities and school consolidations for grant approvals is new this year. The Ministry will look at the plans and provide funding for projects they deem appropriate. In response to a Trustee question K. Bushell provided the tentative dates for school openings, renovations and acquisitions for each project on the Capital Projects list. Trustees asked for clarification regarding the importance of numbering the projects. K. Bushell advised the project numbering is not as important as the analysis that will be completed by the Ministry. The Ministry will look at overall accommodation and savings to determine where funding is required. Trustees noted the significance of the prioritized list of capital projects coming to the board for approval by Trustees. In response to a Trustee question, K. Bushell advised no capital funding was received last year. Capital funding was received in 2015-2016 for projects listed as priority number one and three. In addition K. Bushell stated the Ministry has, in the past, provided an explanation and additional suggestions when funding was not provided. Trustees reported receiving multiple concerns from parents regarding the conditions at Masonville P.S. In response, K. Bushell advised the Principal should be contacted regarding concerns at Masonville P.S. K. Bushell also indicated Administration will look at the possibility of creating an interim solution to address some concerns. K. Bushell responded to questions of clarification on the proposed construction at Masonville PS. 2017 August 29 3 In response to a question regarding the timeline for initiating a design committee and creating the design plans K. Bushell advised that while it may be a good idea to start the process it may be prudent to wait until funding has been determined. In response to a question, K. Bushell clarified that students at Fairmont PS can be accommodated at Tweedsmuir PS without renovations. The rationale for the proposed renovation was described highlighting the improvement to programming for students. It was suggested by K. Bushell if projects do not receive Ministry funding the Board could make a commitment to address any additional concerns. At the request of Trustee Jaffe, Chair Reid indicated a reply will be sent to all parents that had contacted Trustees regarding conditions and Masonville P.S. and other inquiries related to the Capital Priorities Project approval. In addition, the necessary information will be shared with the appropriate Superintendent. The order of projects on the priority list was discussed. The following amendment to the motion was moved by Trustee Todd and Seconded by Trustee Campbell and CARRIED: THAT the priority level of the Belmont site acquisition be moved to item #3 and Tweedsmuir PS moved to #4. Trustee Jaffe spoke against the amendment indicating the order of the items is not critical to the Ministry’s decision. Trustee Hart spoke in favour of the amendment indicating there is a need for the Belmont site. In response to a Trustee question, Manager H. Gerrits provided the number of child care spots at each proposed new school. In response to a question K. Bushell advised the EPAR recommendations with resp ect to Port Stanley PS could move forward regardless of Ministry funding for the addition at Port Stanley, as students could be accommodated. Administration advised the Ministry is standardizing the funding process. Submissions are completed once per year in the fall and school boards will be notified of funding allocations in November. Trustee Tisdale asked for clarification regarding the fluidity of the document. K. Bushell confirmed that the priorities list is re-examined and renumbered accordingly each year. The appreciation of the Board was extended to K. Bushell. The following recommendation was moved by Trustee Todd, s econded by Trustee Campbell and CARRIED: THAT the Board approve the proposed prioritized list of capital projects, as amended, for submissions to the Ministry of Education to request Capital Priorities funding: Priority Project Name Project Type Project Category 1 New Southeast London PS New School Child Care Centre Accommodation Pressure EYJS 2017 August 29 4 2 Masonville PS Permanent Addition Accommodation pressure 3 Belmont – Site Site Acquisition Site Acquisition 4 Tweedsmuir PS Permanent Addition School Consolidation 5 New Belmont PS New School Child Care Centre Accommodation Pressure EYJS 6 Southeast St. Thomas – Site Site Acquisition Site Acquisition 7 New Southeast St. Thomas PS, New School Child Care Centre Child & Family Centre School Consolidation 8 Port Stanley PS Permanent Addition School Consolidation 9 New Southwest London PS New School Child Care Centre Accommodation Pressure EYJS 10 Springbank PS Permanent Addition Child Care Centre Child & Family Centre Accommodation Pressure EYJS 7. ADJOURNMENT The meeting adjourned at 8:20 p.m. on motion of Trustee Todd, seconded by Trustee Tisdale and CARRIED. Confirmed: Chairperson 2017 August 29 5 SUMMARY OF APPROVED RECOMMENDATIONS OF 2017 AUGUST 29 THAT the Board approve the proposed prioritized list of capital projects, as amended, for submissions to the Ministry of Education to request Capital Priorities funding: Priority Project Name Project Type Project Category 1 New Southeast London PS New School Child Care Centre Accommodation Pressure EYJS 2 Masonville PS Permanent Addition Accommodation pressure 3 Belmont – Site Site Acquisition Site Acquisition 4 Tweedsmuir PS Permanent Addition School Consolidation 5 New Belmont PS New School Child Care Centre Accommodation Pressure EYJS 6 Southeast St. Thomas – Site Site Acquisition Site Acquisition 7 New Southeast St. Thomas PS, New School Child Care Centre Child & Family Centre School Consolidation 8 Port Stanley PS Permanent Addition School Consolidation 9 New Southwest London PS New School Child Care Centre Accommodation Pressure EYJS 10 Springbank PS Permanent Addition Child Care Centre Child & Family Centre Accommodation Pressure EYJS We build each student’s tomorrow, every day Date of Meeting: 2017 August 29 Item #: REPORT TO: ☒ PUBLIC ☐ IN-CAMERA ☐ Administrative Council ☐ Program and School Services Advisory Committee ☐ Planning and Priorities Advisory Committee ☒ Board ☐ Policy Working Committee TITLE OF REPORT: 2017 Capital Priorities Project Submissions PRESENTED BY: Kevin Bushell, Executive Officer, Facility Services and Capital Planning PRESENTED FOR: ☒ Approval ☐ Information ☐ Advice Recommendation(s): That the Board approve the proposed prioritized list of capital projects for submission to the Ministry of Education to request Capital Priorities funding: Priority Project Name Project Type Project Category 1 New Southeast London PS New School Child Care Centre Accommodation Pressure EYJS 2 Masonville PS Permanent Addition Accommodation Pressure 3 Tweedsmuir PS Permanent Addition School Consolidation 4 Belmont – Site Site Acquisition Site Acquisition 5 New Belmont PS New School Child Care Centre School Consolidation EYJS 6 Southeast St. Thomas – Site Site Acquisition Site Acquisition 7 New Southeast St. Thomas PS New School Child Care Centre Child & Family Centre School Consolidation EYJS 8 Port Stanley PS Permanent Addition School Consolidation 9 New Southwest London PS New School Child Care Centre Accommodation Pressure EYJS 10 Springbank PS Permanent Addition Child Care Centre Child & Family Centre Accommodation Pressure EYJS We build each student’s tomorrow, every day Purpose: For the Board to review and approve the prioritization of the 2017 Capital Priorities projects submissions to the Ministry of Education. Content: On 2017 June 12, the Ministry of Education released Memo 2017:B7 Request for Capital Priorities Project Funding Submissions (Appendix 1). School boards are required to submit completed Capital Priorities business cases for capital funding requests for the purchase of property and the construction of student accommodation, by 2017 September 08. On behalf of the Consolidated Municipal Service Managers (CMSM) the Early Years Joint Submission (EYJS) funding requests for potential Child Care Centre and/or Child & Family Centre co-build projects, are also due by 2017 September 08. The Capital Planning Co-ordinating Committee (CPCC) has identified the ten highest and most urgent Capital Priorities based on accommodation pressure demands as a result of enrolment growth and Elementary Pupil Accommodation Review (EPAR-01 and EPAR-02) approved recommendations for student consolidation. The Ministry will assess all business cases and the proposed projects using project-specific quantitative and qualitative measures depending upon the category of project. (See Appendix A for details) Cost/Savings: N/A Timeline: N/A Communications: N/A Appendices: Appendix 1: Memo 2017:B7 Request for Capital Priorities Project Funding Submissions Form Revised: January 2016 Relation to Commitments: ☒ Putting students first. ☐ Actively engaging our students, staff, families and communities. ☐ Recognizing and encouraging leadership in all its forms. ☒ Being inclusive, fair, and equitable. ☒ Ensuring safe, positive learning and working environments. ☒ Inspiring new ideas and promoting innovation. ☒ Taking responsibility for the students and resources entrusted to our care. Page 1 of 13 Ministère de l’Éducation Bureau du sous-ministre adjoint Division du soutien aux immobilisations et aux affaires 900, rue Bay 20e étage, Édifice Mowat Toronto ON M7A 1L2 Ministry of Education Office of the ADM Capital and Business Support Division 900 Bay Street 20th Floor, Mowat Block Toronto ON M7A 1L2 2017: B7 MEMORANDUM TO:Directors of Education Children’s Service Leads, Consolidated Municipal Service Managers (CMSMs) and District Social Service Administration Boards (DSSABs) FROM:Josh Paul Assistant Deputy Minister Capital and Business Support Division DATE:June 12, 2017 SUBJECT:Request for Capital Priorities Project Funding Submissions On behalf of the ministry team, I am writing to announce the launch of the 2017 Capital Priorities program. The Capital Priorities program provides school boards with an opportunity to identify their most urgent and pressing pupil accommodation needs. The ministry has allocated just over $3 billion in capital funding through the Capital Priorities program since it began in 2011. The Capital Priorities program serves as the primary means for funding capital projects that address school boards’ pupil accommodation needs including enrolment pressures, supporting the consolidation of underutilized facilities, providing facilities for French-language rights holders in under-served areas, and replacing facilities in poor repair. Highlights/Summary Points •The submission deadline for all capital funding requests is September 8, 2017. •The 2017 Capital Priorities projects are required to open no later than the 2020-2021 school year. •School boards may apply for capital funding support for the creation of new or renovated licensed child care spaces and child and family program in schools as part of a larger school capital project. •The ministry will include joint-use school participation among its criteria in reviewing all project submissions. APPENDIX 1 Page 2 of 13 •The ministry has capital funding to support the replacement of existing space for community partners in situations where the space will be lost due to the board’s pupil accommodation activities. Project Submissions Capital Priorities As with previous rounds of the Capital Priorities program, funding for Capital Priorities projects will be allocated on a business case basis for new schools, retrofits, and additions that need to be completed by the 2020-2021 school year. School boards are required to identify their ten highest and most urgent Capital Priorities and submit the associated business cases through the School Facilities Inventory System (SFIS) in order to be considered for funding approval. With this spring’s announcements of School Consolidation Capital funding approvals, the ministry completes its commitment to invest $750 million to support improved utilization of school space through the reduction of surplus capacity. The ministry will continue to support consolidation projects through its annual Capital Priorities program. The ministry is increasing its submission limit to ten projects to compensate for the completion of the School Consolidation Capital program which will have no further intakes. School boards are required to submit their completed Capital Priorities business cases by September 8, 2017. The ministry will not accept business cases after this date. Child Care Centres in Schools In Memo 2017:B06 Request for Early Years Capital Program Funding Submissions, the ministry announced details of the 2017-18 Early Years Capital Program (EYCP) in support of the government’s Renewed Early Years and Child Care Policy Framework. The Framework aims to ensure that all children and families have access to a range of high-quality, inclusive, and affordable early years and child care programs and services that are responsive to the needs of families. This plan will create access to licensed child care for 100,000 more children aged 0 to 4 years old over the next five years. To support this commitment, the government is investing up to $1.6 billion in capital funding for child care capital builds and retrofits to support the creation of licensed child care spaces in schools, the broader public sector, and community locations for children aged 0-4 years. With support from their local Consolidated Municipal Service Managers (CMSMs) and District Social Services Administration Boards (DSAABs), school boards have an opportunity to request capital funding support for the creation of new child care spaces or child and family program projects that are associated with a larger school capital project through this round of the Capital Priorities program. APPENDIX 1 Page 3 of 13 For child care spaces and child and family programs associated with a Capital Priorities project request, school boards must submit a request for capital funding support for these projects by completing and attaching a Joint Submission - Capital Funding for Child Care and Child and Family Programs to their Capital Priorities business case. Please see memo 2017:B06 Request for Early Years Capital Program Funding Submissions for additional details. School boards are required to submit their completed Early Years Joint Submissions by September 8, 2017. The ministry will not accept Early Years Joint Submissions after this date. Joint-Use Capital Projects The ministry encourages all school boards to consider collaborative capital project arrangements between school boards. This includes maximizing the opportunities of co- location, particularly in rural, northern and small communities. In the current 2016-17 school year, the ministry has committed dedicated funding to assist school boards in pursuing joint-use school opportunities between boards. This funding is being allocated: •to support boards with facilitation and joint planning towards the potential development of joint-use school proposals (the Joint-Use Schools Seed Funding Program), and •on studies being commissioned by the ministry to highlight joint-use experiences and develop a joint-use toolkit that can be used to assist boards in developing joint-use schools. The ministry expects to receive these studies this Fall. Since 2013, the ministry has prioritized joint-use projects as part of the Capital Priorities program, however, while there are approximately 4,900 schools in Ontario, only 37 are currently joint-use arrangements. Therefore, going forward, the ministry will be reviewing all capital proposals submitted by boards for ministry funding for new schools, additions or consolidation projects to ensure joint-use opportunities between boards have been explored before funding is granted. School boards seeking Capital Priorities funding approval must: •Document efforts made to explore joint-use opportunities for each capital project funding request as part of the business case submissions; •Demonstrate a willingness to participate with co-terminous school boards in joint-use school opportunities; •For joint-use school proposals, both boards must include the project as part of their Capital Priorities submission; and •For joint-use school proposals, explain the role of the joint-use school on expected improvements to student programming and operational efficiency. APPENDIX 1 Page 4 of 13 Joint-Use Seed Funding Program The Joint-Use Schools Seed Funding program is available to school boards to encourage the development of more joint-use schools between two or more school boards. Successful applicants will receive $20,000 in operating funding, per school board, to support the development of a joint-use school project. The ministry will accept applications at any time throughout the year. Community Hub Projects In addition to partnerships with other school boards, the ministry also encourages school boards to consider collaborative capital project arrangements between school boards and community partners. New community partners must provide any required capital funding for the project, and the project must not result in any additional operating costs for the school board. The Replacement Space Funding is available to fund the capital costs of relocating an existing community hub from one school (operating or non-operating) to another school in circumstances where the original school is: •To be closed or sold, or •Facing accommodation pressure. In situations where the original school is facing accommodation pressure, Replacement Space Funding will be restricted to schools where the footprint of the original school cannot be expanded. Funding will be allocated on a business case basis, jointly submitted by both the school board and the community partner. Boards are to submit supplemental documents with their Capital Priorities Business Case including a description of the community partner and their services, an explanation of the capital requirements and capital cost estimate, and a commitment from the community partner to provide operating funding for the space (include amount). Community partners that align with the priorities and goals of the ministry (e.g. child and family programs, child mental health, French language services, post-secondary programs, etc.) will be prioritized. Any community partner that provides competing educational services is not eligible for Replacement Space Funding. Eligibility and Evaluation Criteria As in previous rounds of Capital Priorities, school boards are to submit business cases through the School Facilities Inventory System (SFIS) system. School boards will be able to access the Capital Priorities submission templates in SFIS beginning June 22, 2017. School boards can save their work in progress; however, once school boards submit their business cases, their submissions will be locked from further editing. School boards will only be able to modify their business cases by requesting that their Capital Analyst (Appendix A) unlock the submission. APPENDIX 1 Page 5 of 13 Eligible Project Categories Projects eligible for funding consideration for this round of the Capital Priorities program must meet one or more of the following category descriptions: 1)Enrolment Pressure: Projects will accommodate pupils where enrolment is currently or is projected to persistently exceed capacity at a school or within a group of schools, and students are currently housed in non-permanent space (e.g., portables). 2)School Consolidations: Projects that support the reduction of excess capacity in order to decrease operating and renewal costs and address renewal need backlogs. These projects may also provide other benefits such as improved program offerings, accessibility or energy efficiency. Projects linked to an accommodation review must have a final trustee decisions on the outcome of the pupil accommodation review by September 29, 2017. 3)Facility Condition: Projects will replace schools that have higher renewal needs than the cost of constructing an appropriately sized new facility. 4)French-language Accommodation: Projects will provide access to French-language facilities where demographics warrant. Such projects will only be considered eligible if the school board can demonstrate that there is a sufficient French-language population not being served by an existing French-language school facility. Projects matching the following descriptions should not be submitted as Capital Priorities: •Projects related to only addressing an accommodation pressure of a specialized or alternative program such as French Immersion; •Projects for additional child care or child and family program space that is not associated with a priority school project; •Projects for new, non-replacement space to support a community partner; •Projects that have been previously funded by either the ministry or the school board; and •Projects that should be funded through renewal funding, including program enhancements and projects related to only addressing current and/or proposed changes to the Accessibility for Ontarians with Disabilities Act (AODA). If a school board has previously submitted a project for Capital Priorities or School Consolidation Capital funding and did not receive ministry funding, please refer to the ministry’s comments when considering whether or not to re-submit the project. Please contact your Capital Analyst (Appendix A) for further clarification. APPENDIX 1 Page 6 of 13 Project Evaluation The ministry will assess all proposed projects using project-specific quantitative and qualitative measures depending upon the category of project. For Accommodation Pressures and French-Language Accommodation projects: •Assessments will be based on school-level capacity ratings, historical enrolment trends, enrolment forecasts, and geographic distribution of students; and •Primary consideration will be given to projects in areas where accommodation needs are currently high with secondary consideration to projects in areas where accommodation needs are expected to be high in the next five to ten years. For Facility Condition and School Consolidation projects: •Assessments will be based on the projected operating and renewal savings and the removal of renewal backlog needs relative to the project cost; and •Priorities will be given to projects with the highest expected Internal Rate of Return. This will be calculated using the expected cost of the project compared to the expected savings resulting from the project. In addition to project specific assessments, the following school board performance measures will also be considered for all Capital Priorities project categories: •School board’s demonstrated willingness to participate with co-terminous school boards in joint-use school opportunities; •School board’s ability to build to ministry benchmark costs as evidenced by past projects; •School board’s ability to deliver projects within target timeframes as evidenced by past projects; •School board’s history of meeting the ministry’s capital accountability measures (Appendix B); •Enrolment and utilization trends for projects of the school board which have previously been funded; and •Number of projects the school board currently has underway and the status of these projects in relation to approved funding and opening dates. The ministry will expect that school boards will explore various options before submitting their business cases for a specific option. School boards must be able to identify the cost differentiation and considerations of various options. Capital Analysis and Planning Template The Capital Analysis and Planning Template (CAPT) is an essential tool for understanding school boards’ capital financial position. An approved CAPT is necessary before the ministry is able to sufficiently assess the existing capital activity of a school board. As a result, school boards will not be considered for new capital project funding approval if the ministry does not have an approved CAPT consistent with the school board’s 2015-16 Financial Statement. APPENDIX 1 Page 7 of 13 Ministry Contact Capital Priorities Program If you have any Capital Priorities program questions, or require additional information, please contact the Capital Analyst assigned to your school board (Appendix A) or: Paul Bloye, Manager, Capital Policy and Programs Branch at 416-325-8589 or at Paul.Bloye@Ontario.ca or Mathew Thomas, Manager, Capital Policy and Programs Branch at 416-326-9920 or at Mathew.P.Thomas@ontario.ca. Child Care and Child and Family Program If you have any child care and child and family program questions, or require additional information, please contact Jeff O’Grady, Acting Manager, Capital Policy and Programs Branch at 416-325-2027 or at Jeff.OGrady@ontario.ca. Communications Protocol School boards are reminded to follow the ministry’s communications protocol requirements for all ministry funded major capital construction projects as outlined in Appendix C. Should you have any questions related to the communication requirements, please contact: Dylan Franks, Senior Information Officer, Communications Branch at 416-325-2947 or Dylan.Franks@ontario.ca. We look forward to working with you to identify and develop your future capital projects. Original signed by: Joshua Paul Assistant Deputy Minister Capital and Business Support Division Appendices: Appendix A: List of Ministry Capital Analysts Appendix B: Capital Approval Process Chart Appendix C: Communications Protocol Requirements APPENDIX 1 Page 8 of 13 c.c.Senior Business Officials Superintendents and Managers of Facilities Managers of Planning Early Years Leads CAOs of Consolidated Municipal Service Managers CAOs of District Social Service Administration Boards Steven Reid, Director, Field Services Branch, Ministry of Education APPENDIX 1 Page 9 of 13 Appendix A: List of Ministry Capital Analysts DSB District School Board Capital Analyst Email Phone 1 DSB Ontario North East Jaimie Burke Jaimie.Burke@ontario.ca 416-325-4297 2 Algoma DSB Jaimie Burke Jaimie.Burke@ontario.ca 416-325-4297 3 Rainbow DSB Jaimie Burke Jaimie.Burke@ontario.ca 416-325-4297 4 Near North DSB Sarosh Yousuf Sarosh.Yousuf@ontario.ca 416-325-8059 5.1 Keewatin-Patricia DSB Jaimie Burke Jaimie.Burke@ontario.ca 416-325-4297 5.2 Rainy River DSB Jaimie Burke Jaimie.Burke@ontario.ca 416-325-4297 6.1 Lakehead DSB Jaimie Burke Jaimie.Burke@ontario.ca 416-325-4297 6.2 Superior Greenstone DSB Jaimie Burke Jaimie.Burke@ontario.ca 416-325-4297 7 Bluewater DSB Matthew Anderson Matthew.Anderson@ontario.ca 416-325-9796 8 Avon Maitland DSB Matthew Anderson Matthew.Anderson@ontario.ca 416-325-9796 9 Greater Essex County DSB Kristin Grunenko Kristin.Grunenko@ontario.ca 416-326-9959 10 Lambton Kent DSB Kristin Grunenko Kristin.Grunenko@ontario.ca 416-326-9959 11 Thames Valley DSB Kristin Grunenko Kristin.Grunenko@ontario.ca 416-326-9959 12 Toronto DSB Lisa Bland Lisa.Bland@ontario.ca 416-326-9921 13 Durham DSB Shakufe Virani Shakufe.Virani@onatario.ca 416-325-2805 14 Kawartha Pine Ridge DSB Shakufe Virani Shakufe.Virani@onatario.ca 416-325-2805 15 Trillium Lakelands DSB Shakufe Virani Shakufe.Virani@onatario.ca 416-325-2805 16 York Region DSB Shakufe Virani Shakufe.Virani@onatario.ca 416-325-2805 17 Simcoe County DSB Sarosh Yousuf Sarosh.Yousuf@ontario.ca 416-325-8059 18 Upper Grand DSB Matthew Anderson Matthew.Anderson@ontario.ca 416-325-9796 19 Peel DSB Sarosh Yousuf Sarosh.Yousuf@ontario.ca 416-325-8059 20 Halton DSB Sarosh Yousuf Sarosh.Yousuf@ontario.ca 416-325-8059 21 Hamilton-Wentworth DSB Matthew Anderson Matthew.Anderson@ontario.ca 416-325-9796 22 DSB Niagara Kristin Grunenko Kristin.Grunenko@ontario.ca 416-326-9959 23 Grand Erie DSB Kristin Grunenko Kristin.Grunenko@ontario.ca 416-326-9959 24 Waterloo Region DSB Matthew Anderson Matthew.Anderson@ontario.ca 416-325-9796 25 Ottawa-Carleton DSB Daniel Cayouette Daniel.Cayouette@ontario.ca 416-325-2018 26 Upper Canada DSB Daniel Cayouette Daniel.Cayouette@ontario.ca 416-325-2018 27 Limestone DSB Shakufe Virani Shakufe.Virani@onatario.ca 416-325-2805 28 Renfrew County DSB Shakufe Virani Shakufe.Virani@onatario.ca 416-325-2805 29 Hastings & Prince Edward DSB Shakufe Virani Shakufe.Virani@onatario.ca 416-325-2805 30.1 Northeastern CDSB Jaimie Burke Jaimie.Burke@ontario.ca 416-325-4297 30.2 Nipissing-Parry Sound CDSB Sarosh Yousuf Sarosh.Yousuf@ontario.ca 416-325-8059 31 Huron Superior CDSB Jaimie Burke Jaimie.Burke@ontario.ca 416-325-4297 32 Sudbury CDSB Jaimie Burke Jaimie.Burke@ontario.ca 416-325-4297 33.1 Northwest CDSB Jaimie Burke Jaimie.Burke@ontario.ca 416-325-4297 33.2 Kenora CDSB Jaimie Burke Jaimie.Burke@ontario.ca 416-325-4297 34.1 Thunder Bay CDSB Jaimie Burke Jaimie.Burke@ontario.ca 416-325-4297 APPENDIX 1 Page 10 of 13 DSB District School Board Capital Analyst Email Phone 34.2 Superior North CDSB Jaimie Burke Jaimie.Burke@ontario.ca 416-325-4297 35 Bruce-Grey CDSB Matthew Anderson Matthew.Anderson@ontario.ca 416-325-9796 36 Huron Perth CDSB Matthew Anderson Matthew.Anderson@ontario.ca 416-325-9796 37 Windsor-Essex CDSB Kristin Grunenko Kristin.Grunenko@ontario.ca 416-326-9959 38 London DCSB Kristin Grunenko Kristin.Grunenko@ontario.ca 416-326-9959 39 St. Clair CDSB Kristin Grunenko Kristin.Grunenko@ontario.ca 416-326-9959 40 Toronto CDSB Lisa Bland Lisa.Bland@ontario.ca 416-326-9921 41 Peterborough VNCCDSB Shakufe Virani Shakufe.Virani@onatario.ca 416-325-2805 42 York CDSB Shakufe Virani Shakufe.Virani@onatario.ca 416-325-2805 43 Dufferin Peel CDSB Sarosh Yousuf Sarosh.Yousuf@ontario.ca 416-325-8059 44 Simcoe Muskoka CDSB Sarosh Yousuf Sarosh.Yousuf@ontario.ca 416-325-8059 45 Durham CDSB Shakufe Virani Shakufe.Virani@onatario.ca 416-325-2805 46 Halton CDSB Sarosh Yousuf Sarosh.Yousuf@ontario.ca 416-325-8059 47 Hamilton-Wentworth CDSB Matthew Anderson Matthew.Anderson@ontario.ca 416-325-9796 48 Wellington CDSB Matthew Anderson Matthew.Anderson@ontario.ca 416-325-9796 49 Waterloo CDSB Matthew Anderson Matthew.Anderson@ontario.ca 416-325-9796 50 Niagara CDSB Kristin Grunenko Kristin.Grunenko@ontario.ca 416-326-9959 51 Brant Haldimand Norfolk CDSB Kristin Grunenko Kristin.Grunenko@ontario.ca 416-326-9959 52 CDSB of Eastern Ontario Daniel Cayouette Daniel.Cayouette@ontario.ca 416-325-2018 53 Ottawa CSB Daniel Cayouette Daniel.Cayouette@ontario.ca 416-325-2018 54 Renfrew County CDSB Shakufe Virani Shakufe.Virani@onatario.ca 416-325-2805 55 Algonquin & Lakeshore CDSB Shakufe Virani Shakufe.Virani@onatario.ca 416-325-2805 56 CSP du Nord-Est Laval Wong Laval.Wong@ontario.ca 416-325-2015 57 CSP du Grand Nord de l'Ontario Laval Wong Laval.Wong@ontario.ca 416-325-2015 58 CS Viamonde Laval Wong Laval.Wong@ontario.ca 416-325-2015 59 CÉP de l'Est de l'Ontario Daniel Cayouette Daniel.Cayouette@ontario.ca 416-325-2018 60.1 CSCD des Grandes Rivières Laval Wong Laval.Wong@ontario.ca 416-325-2015 60.2 CSC Franco-Nord Laval Wong Laval.Wong@ontario.ca 416-325-2015 61 CSC du Nouvel-Ontario Laval Wong Laval.Wong@ontario.ca 416-325-2015 62 CSDC des Aurores boréales Laval Wong Laval.Wong@ontario.ca 416-325-2015 63 CSC Providence Laval Wong Laval.Wong@ontario.ca 416-325-2015 64 CSDC Centre Sud Laval Wong Laval.Wong@ontario.ca 416-325-2015 65 CSDC de l'Est ontarien Daniel Cayouette Daniel.Cayouette@ontario.ca 416-325-2018 66 CÉC du Centre-Est Daniel Cayouette Daniel.Cayouette@ontario.ca 416-325-2018 APPENDIX 1 Page 11 of 13 Appendix B: Capital Approval Process ChartCapital Construction Approval Process Updated May 11, 2017 New Schools*Additions*Major Retrofits*Early Years**(Child Care, Child & Family, FDK)Repeat DesignNew Design >50% or >$3.0M<50% and <$3.0M >50% or >$3.0M <50% and <$3.0M Individual Projects <$250K Pre-DesignFacility Space TemplateComplete template with most recent adaptation (<5 years) Board to submit template before hiring architect Board to submit template before hiring architect Not Required Board to submit template before hiring architect Not Required Not Required Project Manager Board to appoint a Project Manager (either internal staff or external resource). Board to notify Ministry of name and contact info. Ministry Approval Ministry must approve scope of project based upon submitted Space Template Ministry must approve scope of project based upon submitted Space Template Ministry must approve scope of project based upon submitted Space Template Not Required Ministry must approve scope of project based upon submitted Space Template Not Required Not RequiredGOAL Board to retain an architect. Pre-Tender Independent Cost Consultant Report Board to submit final cost of recent adaptation (<5 years) Board to submit an Independent Cost Consultant Report before issuing tender Board to submit an Independent Cost Consultant Report before issuing tender Not RequiredBoard to submit an Independent Cost Consultant Report before issuing tender Not Required Not Required Approval to Proceed (ATP) Request Board's senior business official to submit the ATP Request Form confirming total estimated project costs does not exceed board's identified funding, including a floor plan approval letter for the child care component. Not Required Capital Analysis & Planning Tool (CAPT) Board to confirm that data entered in the CAPT for the requested project is in line with the data provided through the ATP Request Form. Not Required Ministry Approval Ministry's approval required before proceeding to tender. Approval based on identification of sufficient funding. Not Required GOAL Board to proceed to tender. Post-TenderTender exceed approved funding amount Board to either identify additional funding available or make design changes to reduce the project cost. In either case, the board must demonstrate to the Ministry that sufficient funding is available to complete the project. Tender meet approved funding amount Board to accept tender bid. Important to ensure all project costs are identified and considered. *If a child care component is included as part of the project, a floor plan approval letter issued by the Child Care Quality Assurance and Licensing Branch of the Ministry of Education must be submitted as part of the ATP request. **If a child care component is included as part of the project, a floor plan approval letter issued by the Child Care Quality Assurance and Licensing Branch of the Ministry of Education is still required. Notes: •Ministry approvals are not required for retrofits that are 100% funded through School Condition Improvement and Early Years Funding less than $250K. •Consultant to review the design, provide costing analysis and advice, and report on options to ensure cost containment. To be based on drawings that are at least 80% complete. •50% determined by the following: (Estimated project cost / Latest construction benchmark value of the existing OTG (pre-construction) of the facility). Definitions:Addition: Expansion of the gross floor area of a facility, including child care and child and family program rooms. Major Retrofit: Major structural renovation or reconstruction of the existing building envelop, including child care and child and family program rooms. It does not include expansion of the existing gross floor area. Any project that does expand the gross floor area, but is funded with Ministry funds or >$1M in Accumulated Surplus is treated as a Major Retrofit. APPENDIX 1 Page 12 of 13 Appendix C: Communications Protocol Requirements: Public Communications and Events All public announcements regarding capital investments in child care, child and family program and/or the publicly funded education system are joint communications opportunities for the provincial government, the school board, the Consolidated Municipal Service Manager/District Social Services Administration Board (CMSM/DSSAB), and community partners. Public Communications School boards, CMSMs/DSSABs, and community partners should not issue a news release or any other media-focussed public communication regarding major capital construction projects without publicly recognizing the Ministry of Education’s role in funding the project. In addition, school boards, CMSMs/DSSABs, and community partners should contact the Ministry of Education to receive additional content for the media-focussed public communications, such as quotes from the minister(s). The Ministry of Education may also choose to issue its own news release about various project milestones in addition to those prepared by school boards, CMSMs/DSSABs, and community partners. If the ministry chooses to do so, school boards, CMSMs/DSSABs, and community partners will be contacted to get quotes, as appropriate. The intent of this protocol is to secure as much attention and media coverage for these events as possible. By doing so, we hope to help promote the role of all involved, including the Ministry of Education, school boards, CMSM/DSSABs, and community partners in bringing exciting new capital projects to benefit local communities. Major Announcements and Events Important: For all new school openings, or openings of major additions which includes child care and/or child and family programs and/or community hubs, the Minister of Education and the Minister Responsible for Early Years and Child Care must be invited as early as possible to the event. Invitations should be sent to information.met@ontario.ca. Where appropriate, the ministry’s Regional Manager, Field Services Branch, in your area should be copied. School boards, CMSMs/DSSABs, and community partners are not to proceed with their public events until they have received a response from the office of the Minister of Education or the office of the Minister Responsible for Early Years and Child Care regarding the invitation. School boards, CMSMs/DSSABs, and community partners will be notified within 15 business days of their opening event as to the ministers’ attendance. Please note that if the date of your event changes at any time after the ministers have received the invitation, please advise us of the change at the same email address above. If the Minister of Education or the Minister Responsible for Early Years and Child Care is unavailable, the invitation may be shared with a government representative who will contact your school board, CMSM/DSSAB, and/or community partner to coordinate the details (e.g., a joint announcement). APPENDIX 1 Page 13 of 13 Note: School boards, CMSMs/DSSABs, and community partners are not expected to delay their announcements to accommodate the ministers or a Member of Provincial Parliament (MPP). The primary goal is to make sure that the ministers are aware of the announcement opportunity. Other Events For all other media-focussed public communications opportunities that are not major events, such as sod turnings for example, an invitation to your local event must be sent to the Minister of Education and the Minister Responsible for Early Years and Child Care by email (see above) with at least three weeks’ notice. Again, please send a copy to the ministry’s Regional Manager, Field Services Branch, in your area, where appropriate. Please note that if the date of your event changes at any time after the ministers have received the invitation, please confirm the change at the same email address above. School boards, CMSMs/DSSABs, and community partners are not expected to delay these “other” events to accommodate the ministers. Only an invitation needs to be sent; a response is not mandatory to proceed. This communications protocol does not replace school boards’ existing partnership with the Ministry of Education’s regional offices. Regional offices should still be regarded as school boards’ primary point of contact for events and should be given updates in accordance with existing processes. Acknowledgement of Support You must acknowledge the support of the Government of Ontario in media-focussed communications of any kind, written or oral, relating to the agreement or the project. This could include but is not limited to, any report, announcement, speech, advertisement, publicity, promotional material, brochure, audio-visual material, web communications or any other public communications. For minor interactions on social media, or within social media such as Twitter, etc. where there is a tight restriction on content, government acknowledgement is not required. The same applies to reactive communications (e.g., media calls); however, if possible, such an acknowledgement is appreciated. Signage For all capital construction projects that exceed $100,000, school boards will be required to display signage at the site of construction that identifies the support of the Government of Ontario. Signage will be provided to school boards by the Ministry of Education. School boards are then responsible for posting the signage in a prominent location. This should be done in a timely manner following the receipt of the signage. All signage production costs will be covered by the Ministry of Education, including the cost of distributing the signage to school boards. APPENDIX 1