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Home My WebLink About11.1a Appendix L to 12 September 2023 COW-Study Consultation PlanOCDSB Form 644: Consultation Plan (April 2009) CONSULTATION PLAN (REFERENCES: POLICY P.110.GOV AND PROCEDURE PR.644.GOV) DATE: September 2023 PROJECT: (Project name, Letter of Transmittal, etc.) New Findlay Creek Elementary School – Approval of Consultation CONTACT / PROJECT LEAD (Name, telephone, email): Karyn Ostafichuk, General Manager, Planning, 613-596-8211, ext. 8634 (karyn.ostafichuk@ocdsb.ca) WHAT? 1.WHAT IS THE PURPOSE OF THE CONSULTATION? (Describe project scope, nature of consultation, decision to be made, and any relevant information) The consultation will serve to implement recommendations regarding the opening grade structure, program, and attendance boundary for a new elementary school to be opened in the Findlay Creek development area. The consultation process is expected to include three elementary schools: Vimy Ridge Public School; Robert Bateman Public School, and Roberta Bondar Public School. Other schools may be added as required. WHY? 2.WHY ARE YOU CONSULTING? (Check all that apply) __√_ To seek advice, informed opinion or input for consideration prior to decision-making? __√_ To share information and/or create awareness about a subject/potential recommendations/decision yet to be made? ____ To share information and awareness about a subject/recommendation/decision that has been made? ____ Other? (Please explain) 3.HOW DOES THIS CONSULTATION LINK TO THE OCDSB STRATEGIC PLAN, DISTRICT IMPROVEMENT PLAN, BUDGET, ANNUAL DISTRICT GOALS AND OBJECTIVES AND/OR RELEVANT MINISTRY / OCDSB POLICIES OR PROCEDURES (if applicable)? The consultation will seek to recommend an opening grade structure, program, and attendance boundary for a new Findlay Creek Elementary School. The opening of a new elementary school within the developing Findlay Creek community will serve to provide students with improved access to learning environments and optimize the use of District resources. This is consistent with the stewardship objectives of the 2023-2027 Strategic Plan. Appendix L to 12 September 2023 COW OCDSB Form 644: Consultation Plan (April 2009) CONSULTATION PLAN (REFERENCES: POLICY P.110.GOV AND PROCEDURE PR.644.GOV) WHO? 4. WHO WILL BE CONSULTED? (Key stakeholders) (Check all that apply) OCDSB Community Internal to OCDSB External / Other (please identify) _____ Students __√__ Trustees _____ Agencies/associations __________________ __√__ Parents/guardians __√__ Superintendents __√__ Community groups ____________________ __√__ School council(s) __√__ Principals and/or Vice-principals __√__ General Public __________________ _____ Ottawa Carleton Assembly of School Councils _____ Managers _____ Other governments ____________________ _____ Advisory committees (Specify below) _____ District staff _____ Other ______________________________ _____ Special Education Advisory Committee, etc _____ Federations ____ Other _________________________________ _____ Other __________________________ Please describe or expand on who will be consulted and any partners in the consultation: 5. HAVE ANY OF THESE STAKEHOLDERS BEEN INVOLVED IN INFORMAL CONSULTATION AS PART OF THE DEVELOPMENT OF THIS PLAN? In accordance with section 4.3 of Policy P.110.GOV, it is expected that informal consultation has taken place with representative stakeholders to obtain their suggestions prior to finalizing this plan. Please describe below. (If this informal consultation did not take place, explain why it was not feasible.) Yes, the local Trustees, the Superintendent of Instruction for involved schools, and the Associate Director, Business Operations. HOW? 6. HOW WILL STAKEHOLDERS BE MADE AWARE OF THIS CONSULTATION PROCESS? (Check all that apply) __√__ Media advertisement (print and/or radio) __√ __ School newsletter __√__ Letter distribution __√ __ Website (schools and/or OCDSB sites) __√__ School council(s) ______ Other ____ Ottawa Carleton Assembly of School Councils Please describe how stakeholders will be made aware of the consultation process and any special requirements for consultation (translation, alternate formats, etc)? 7. HOW WILL THE CONSULTATION BE CARRIED OUT? (Check all that apply) ____ Focus groups ______ Ottawa Carleton Assembly of School Councils ____ Interviews ___√__ Public meetings _√__ Mail-out or email circulation ______ Survey / questionnaire ____ Open houses / workshops / cafes ___√__ Web-based notice / Web-based comments _√__ School council(s) ______ Other Please describe: OCDSB Form 644: Consultation Plan (April 2009) CONSULTATION PLAN (REFERENCES: POLICY P.110.GOV AND PROCEDURE PR.644.GOV) WHEN? 8. PROJECT PLAN FOR CONSULTATION (KEY ACTIVITIES AND COMMUNICATIONS)1: i.e. Identify plan approval dates; Timelines for awareness of consultation; Specific consultation initiatives; Timelines for analysis; Date for Committee/Board deliberation; Evaluation of consultation TARGETTED DATE FOR FINAL DECISION: January 2024 PROJECTED DATE(S) ACTIVITY/MILESTONE NOTES** September 2023 Board Approval of Consultation Plan and Timeline September 2023 Formation of Working Group October 2023 Working Group Meeting #1 November 2023 Working Group Meeting #2 November 2023 Working Group Meeting #3 (If required) December 2023 Public Consultation Meeting January 2024 Regular Committee of the Whole Meeting – Presentation, Debate, and Recommendations January 2024 Regular Board Meeting – Final Decisions **In filling out this chart, please note:  the materials, reports or resources that will be distributed to stakeholders, either in advance or at the session;  any constraints such as necessary deadlines, availability of stakeholders; and  the timelines for communicating the outcome/related decisions reached to those consulted. 9. HOW WILL THE RESULTS OF THE CONSULTATION AND THE RATIONALE OF THE FINAL DECISION BE COMMUNICATED TO ALL 1 Outline provides information on the minimal number of activities proposed, which may be amended to intensify the process if required. Further information on the overall project/initiative and the specific consultation plan and process can be provided in the Letter of Transmittal to Board. OCDSB Form 644: Consultation Plan (April 2009) CONTRIBUTORS TO THE PROCESS? (Check all that apply) __√_ Email circulation ___√___ School / principal communications / newsletter __√_ Letter distribution ___√___ Website (schools and/or OCDSB sites) _____ Letter of Transmittal to committee/Board _______ Media reports _______ Other Please describe: OTHER 10. ESTIMATED COSTS FOR THE CONSULTATION* (i.e. advertising, facilities, translation, materials): Consultation costs will be managed within existing departmental budgets. * Note that the consulting body bears responsibility for the costs of the consultation. 11. EVALUATION: Please specify the method(s) you plan to use to assess the effectiveness and success of this consultation process. (e.g., outcomes/results, satisfaction of participants, debriefs, questionnaires/evaluation sheet collected from participants, peer review, school council meeting discussion with date, etc.)