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HomeMy WebLinkAbout15 Report 02-055 Proposed Timelines for School Closure Process• LT'-j OTTAWA-4 )N DISTRICT SCHOOL BOARD 25 February 2002 Report No. 02 -055 to Board Re: Proposed Timelines for School Closure Process ORIGINATORS: Judy Turriff, Superintendent of Facilities and Physical Planning Michael Carson, Manager of Facilities, Planning & Transportation Planning Staff PURPOSE: 1. To seek Board approval of the proposed timelines for a process that would result in school closures effective September 2002. BACKGROUND: 2. At the Committee of the Whole meeting of 5 February 2002, staff presented its recommended budget for 2002 -2003. 3. On folio 02 -06 of the recommended budget for 2002 -2003, staff indicated that in order to maintain as much stability as possible in providing programs for our students, there was no alternative but to achieve further efficiencies in use of space by closing schools to reduce square footage, thereby reducing operations and maintenance costs. Staff estimated savings of $4.6 million could be achieved through school closures. 4. On folio 02 -09 of the recommended budget for 2002 -2003, staff estimated that savings of approximately $4.6 million would be realized through the closure of 2 secondary and 7 elementary schools. It should be noted that these savings have been estimated using a benchmark figure of 500 pupil places for an elementary school and 900 pupil places for a secondary school. 5. In accordance with the proposed budget schedule, recommendations from the Committee of the Whole were to have been forwarded to Board, for approval, on 25 February 2002. Over the past three years, Trustees, staff and the community have devoted considerable time and effort in dealing with serious pupil accommodation issues. 6.1 The process of consolidating schools to eliminate surplus space has been difficult and divisive. 6.2 Staff has consistently stated that they would not be in a position to begin the school closure process until the Board had agreed, as part of the Budget motion, to proceed with school closures. 7. If savings from school closures are to be realized, decisions will have to be made no later than mid -May. �S. 16"" STATUS: Board approval of the closure of elementary and secondary facilities, effective for September 2002, would necessitate the implementation of a condensed school closure process to ensure that students were notified of the change in schools prior to the end of June 2002. 9. As such, staff is suggesting a condensed timeline of approximately seven (7) weeks from the time of public notification to the community or communities affected by the potential closure to Board approval of the school(s) to be closed. It should be noted that this time frame is consistent with section 4.5 of the Attendance Boundary/Area Review /School Closure Studies policy. 10. Some of the key dates in that condensed timeline would be as follows: 10.1 March 26, 2002 — Presentation of staff's recommendations re: school closures to a Committee of the Whole meeting 10.2 April 11, 16 and 18, 2002 — Committee of the Whole to receive delegations from the schools recommended for closure and the schools impacted by the closed schools 10.3 May 7 and 9, 2002 — Staff to receive questions from Trustees at a Committee of the Whole meeting 10.4 May 14, 2002 — Special Board meeting to approve specific school closures for September 2002 11. In accordance with the condensed timeline, staff will only be able to consider a very limited number of options with respect to student relocation alternatives and the associated impact on programs/grade structures and attendance boundaries of the schools affected by the closures. 12. It should be noted that the dates outlined in the proposed timeline are extremely tight. Any deviation from these dates will jeopardize staff's ability to conduct an effective school closure process given the length of time required to generate information, notify the affected communities, relocate students and deal with the logistics such as moving furniture, equipment, etc. 12.1 Unless final decisions to close schools are made by May 14, 2002, at the latest, the relocation of students can not be effectively implemented in time for September 2002. 13. The Attendance Boundary/Area Review /School Closure Studies policy indicates that staff shall submit to the Business Services Committee/Board a specific plan to be approved for the study. However, given the short timeframe associated with this process, staff is recommending that Board approve the process as outlined in Appendix I. 14. Some key elements of staff's work include preparation of the base data, preparation of the background report, development of recommendations, consultation with public, implementation and communication of decisions, etc. 15. As such, it is critical that staff receive Board's approval, in principle, regarding the implementation of a condensed timeline with respect to school closures effective September 2002 to ensure that there is sufficient time to communicate the approved decisions to the affected communities. 16. Currently Board has not approved any level of savings from school closures as part of their Budget deliberations. 17. Should Board not approve the recommendation to close schools, then $4.6 million in expenditures in other areas will have to be identified for reduction within the 2002 -2003 budget process. 18. Prior to commencing with this process, staff needs direction with respect to the level of savings to be achieved in conjunction with the corresponding number of school closures to be achieved. 1E RECOMMENDATIONS. A. That Board approve, as part of the 2002 -2003 Budget, savings of $4.6 million from school closures. B. That Board approve the school closure process timeline as noted in Appendix I attached. James P. Grieve Judy Turriff Director of Education/Secretary of the Board Superintendent of Facilities and Physical Planning S7 APPENDIX I Orrnwn- GrtLtTON DIM[Cf SCHOOL KMRD Timelines for School Closure Process (effective September 2002) Activity Date Identification of Need for Study ➢ Board Approval of Timelines 25 February 2002 The Decision Making Committee of the Whole Meeting - Presentation of staff's 26 March 2002 recommendations ➢ Committee of the Whole Meeting - Delegations from the schools 11, 16 and 18 April 2002 recommended for closure and the schools impacted by the closed schools ➢ Committee of the Whole Meeting - Staff to receive questions from 7 and 9 May 2002 Trustees ➢ Special Board Meeting - Final School Closure Decisions 14 May 2002 The Communication and Implementation ➢ Communication of the Board decision May - September 2002 ➢ Implementation of Board decision September 2002 Physical Planning and Transportation 25 February 2002 1E