POLICIES AND REGULATIONS Policy #45

POLICIES AND REGULATIONS Policy #45 CONSOLIDATION OF SCHOOL ACCOMMODATION Statement of Policy The purpose of this policy is to provide direction to the Board and the community on the review of accommodation that may be consolidated. Where a decision is taken by the Peel District School Board regarding the future of a school(s), such decision is made after community involvement and is based on a broad range of criteria relating to the quality of the learning experience for the students involved. The Peel District School Board will make decisions consistent with the Ministry of Education's Pupil Accommodation Review Guidelines, in those areas where declining enrolment or other considerations make the removal from inventory of available pupil places appropriate. ** Note: Operating Procedure Planning and Accommodation Support Services 3 applies to the review of accommodation pursuant to this policy. (Bold Print together with underlining indicates new language) (** signifies removal of language) Approved January 1978 Revised February 1978 Revised March 27, 1979 Revised April 22, 1980 Revised June 22, 1982 Revised June 11, 1985 Revised September 27, 1988 Revised October 8, 1996 (revisions to attachment only) Revised January 1, 1998 (to reflect change in Board name) Reviewed January 2000 Revised June 28, 2001 February 25, 2003 (attachments currently under review) December 2005 (under review) Revised March 27, 2007 Revised February 26, 2008 Revised November 10, 2009 APPENDIX

Peel District School Board CONSOLIDATION OF PLANNING AND ACCOMMODATION SCHOOL ACCOMMODATION SUPPORT SERVICES 3 The operating procedure relating to school consolidation policy will consist of four (4) clearly defined stages, namely: I. Identification II. Review and Analysis III. Presentations to Physical Planning & Building Committee and the Board IV. Implementation The Controller, Planning and Accommodation Support Services or designate will help with the co-ordination and act as an additional resource to the Accommodation Review Committee (ARC) which is established pursuant to this operating procedure. This will ensure the best possible outcomes when carrying out the operating procedure detailed below. Stage I Identification Stage I Identification 1. Each year Planning and Accommodation Support Services presents the Annual Planning Document, which includes enrolments, accommodations, projections, statistical analysis and recommendations (boundaries, capital expenditures, etc.) to the Physical Planning and Building (PP&B) Committee. 2. The Annual Planning Document may identify schools for possible review under this operating procedure if: a) the enrolment of a school is less than 60% of its Ministry Rated Capacity (MRC),where the enrolment projection analysis indicates a continuation of the present level of student population and/or a decrease in the present student population; however, a school need not be identified for review pursuant to this paragraph 2a) if special circumstances apply, including, but not limited to, program needs, school organization or future community development; or b) the circumstances of any particular school (e.g. age, condition, operating costs, program

needs, enrolment trends) are such that a review under this operating procedure may be appropriate. 3) The Annual Planning Document will identify a review area(s) to be considered for Stage II - Review and Analysis. The review area(s) will consist of groups of schools based on, but not limited to: o major physical features (e.g. major roads, rivers, etc.); o community relationships; proximity of schools (may include schools from adjacent families of schools); and/or school capacities. If the recommendation for Review and Analysis isaccepted by the PP&B Committee and the Peel District School Boardfor any school(s), those school(s) will then be reviewed and analyzed in accordance with Stage II of this operating procedure and, if applicable, Stage III and Stage IV will apply. 4. After acceptance by the Board of a recommendation that a school or schools be subject to a Stage II - Review and Analysis, the Board will inform the parents of the students and the staff of a designated school(s) in writing: that the Review and Analysis is occurring; of the process that will be followed; and when the reports referred to in Stage III-2 are expected to be received by the PP&B Committee. Notice of the decision shall also be posted on the Board's website. 5. Whenever possible, school(s) will only be subject to an accommodation review once every five (5) years, unless there are exceptional circumstances. 6. This operating procedure does not apply to the following situations: where a replacement school is to be rebuilt by the Board on the existing site, or rebuilt or acquired within the existing school attendance boundary as identified through the Board's existing policies; when a lease is terminated; the relocation in any school year or over a number of school years of a grade or grades, or a program, where the enrolment constitutes less than 50% of the enrolment of the school; this calculation is based on the enrolment at the time of the relocation or the first phase of a relocation carried over a number of school years; repairing or renovating a school, and the school community must be temporarily relocated to ensure the safety of students during renovations; where a facility has been serving as a holding school for a school community whose permanent school is over-capacity and/or is under construction or repair.

7. Notwithstanding Stage I-2 and Stage I-3, Administration may bring forward recommendations to the PP&B Committee that identify schools for review at other times throughout the year. If the PP&B Committee and the Board accept such recommendations, such school(s) will then be reviewed and analyzed in accordance with Stage II of this operating procedure and, if applicable, Stage III and Stage IV will apply. Stage II Review and Analysis 1. The review is to be led by an ARC appointed by the Board. The ARC will be comprised of: Superintendent(s) of Education (Chair) Principals of identified schools Local Trustee(s) (if they wish to sit on the ARC) Two (2) members of the public from each school being reviewed. The two public members will be the School Council Chair or designate and one other school parent. One (1) municipal administrative representative (e.g. from Planning Department) (if he/she wishes to sit on the ARC) One (1) community member representing the ARC community as a whole (if he/she wishes to sit on the ARC) The ARC will be deemed to be properly constituted whether or not all of the members listed above are willing and able to participate. As appropriate, Board staff may act as a resource for the ARC. 2. The ARC performs an advisory role and will provide recommendations that will inform the final decision made by the Board. 3. Board administration will develop a Terms of Reference that will describe the ARC's mandate. The mandate will refer to the Board's educational and accommodation objectives in undertaking this Stage II Review and Analysis and reflect the Board's strategy for supporting student achievement. The Terms of Reference will be provided to the ARC at its first meeting. The Terms of Reference will contain Reference Criteria to frame the parameters of the ARC discussion. The Reference Criteria will include the educational and accommodation criteria for examining the school(s) under review and accommodation options. The Terms of Reference will identify ARC membership and the role of voting and non-voting members, including Trustees, Board and school administration. The Terms of Reference will also describe the procedures for the ARC, including meetings, material, support and analysis to be provided by Board administration and the material to be produced by the ARC. The Board will inform the ARC at the beginning of the process about partnership opportunities, or lack thereof, with other school boards or public organizations as identified in the Board's longterm planning process.

4. The Board will develop and provide to the ARC a School Information Profile for each school to help the ARC and the community understand how well the school(s) meet the objectives and the Reference Criteria outlined in the Terms of Reference. The ARC may discuss, consult on, and modify based on new or improved information, and finalize the School Information Profile. The School Information Profile shall include data in respect of the following considerations about the school(s) being reviewed: value to the student value to the school board value to the community value to the local economy The value of the school(s) to the student is to take priority over the other considerations. A guideline is students (55%), school board (25%), community (10%), and the local economy (10%). An ARC may identify factors in addition to those included by the Board in the School Information Profile in respect of the considerations listed above that could be used to reflect local circumstances and priorities which may help to further understand the value of the school(s). If more than one (1) school is being reviewed, the same School Information Profile will be used for each school. 5. The ARC shall consider objectively and fairly the needs of all students in the schools being reviewed based on the School Information Profile and the objectives and Reference Criteria outlined in the Terms of Reference. 6. Board staff will present to the ARC at least one (1) alternative accommodation option that addresses the objectives and the Reference Criteria outlined in the Terms of Reference. The alternative accommodation option is to address: a) where students would be accommodated; b) what changes to the existing facilities may be required; c) what programs would be available to the students; d) transportation; e) if new capital investment is required, the availability of funding and where no funding exists, how students will be accommodated if funding does not become available; and f) any other relevant considerations. 7. The ARC may also create alternative accommodation options, which should be consistent with the objectives and Reference Criteria outlined in the Terms of Reference. Board administration will provide necessary data to enable the ARC to examine options.

The ARC may recommend, where appropriate, accommodation options which include new capital investment. If so, Board administration shall advise on the availability of funding. When no funding exists, the ARC, with support from Board administration is to propose how students will be accommodated if funding does not become available. 8. Public meetings of the ARC will be well publicized, in advance, through a range of methods and held at the school(s) under review, if possible, or in a nearby facility if physical accessibility cannot be provided at the school(s). 9. Once an accommodation review has been initiated, the ARC must ensure that a wide range of school and community groups is invited to participate in the consultation. These groups may include the school councils, parents, guardians, students, school staff, the local community, and other interested parties. 10. Public meetings of the ARC will be structured to encourage an open and informed exchange of views. All relevant information developed to support the discussions at the consultation will be made available in advance. 11. At a minimum, an ARC is required to hold four (4) public meetings to consult with the community about the School Information Profile, the accommodation options and the ARC Accommodation Report. 12. Minutes reflecting the full range of opinions expressed at the meetings will be kept, and made publicly available. 13. The ARC and Board administration are to ensure that there is a process in place to respond to questions they consider relevant to the ARC and its analysis that cannot be answered at the meetings. 14. The ARC and Board administration are to ensure that all information relevant to the accommodation review is to be made public by posting it in a prominent location on the Board's website or making it available in print upon request. Where relevant information is technical in nature, it will be explained in plain language. The information will also be available for perusal in the school(s) reviewed, at the office of the Superintendent(s) of Education involved and the Board office. 15. After the intention to conduct a review of a school or schools has been announced, there must be no less than thirty (30) calendar days notice prior to the first of the four (4) (minimum) public meetings. 16. Beginning with the first public meeting, the public consultation period must be no less than ninety (90) calendar days. 17. After the ARC completes its Accommodation Report it will make the report and recommendations publicly available and submit the report to the Director of Education who will arrange for the Accommodation Report to be posted on the Board's website.

After the submission of the Accommodation Report, there must be no less than sixty (60) calendar days notice prior to the meeting of the PP&B Committee where the report will be presented and received. 18. The ARC shall submit its Accommodation Report within one hundred five (105) calendar days after the first public meeting of the ARC. The Board may extend such time period, either before or after its expiry. 19. School holidays, such as summer vacation, Christmas break and Spring break, including adjacent weekends, are not considered part of the thirty (30), sixty (60), ninety (90) or one hundred five (105) calendar day periods. For schools with a year-round calendar, any holiday that is nine (9) calendar days or longer, including weekends, should not be considered part of the thirty (30), sixty (60), ninety (90) or one hundred five (105) calendar day periods. Stage III Presentations to Physical Planning and Building Committee and the Board 1) Upon completion of Stage II (Review and Analysis), the ARC is to submit the Accommodation Report to the Director of Education. The Accommodation Report will make recommendation(s) that are consistent with the objectives and reference criteria outlined in the Terms of Reference. The Accommodation Report is to be accessible to Trustees and the public and shall contain the findings and recommendation(s) of the ARC. Board staff will review and analyze the Accommodation Report completed by the ARC and prepare their own proposals and recommendation(s). 2) At a regular meeting of the PP&B Committee, the findings and recommendation(s) of the ARC and the proposals and recommendations of staff will be presented by the ARC Chair and staff respectively. Both reports will be received by the PP&B Committee and may be debated. The reports will then go to a Regular Meeting of the Board of Trustees, with a brief presentation by the ARC Chair and staff, where the recommendation(s) will be debated, accepted, defeated, adjusted or changed. The Trustees will make a final decision regarding the future of the subject school(s). If the Board resolves to close a school or schools, the Board must outline clear timelines around when the school(s) will close. 3) The Board will not entertain delegations on the school(s) being reviewed until the PP&B Committee meeting where the ARC Chair and staff will make their presentations. The public may delegate at the meeting where the reports are being presented to the PP&B Committee and/or at the Regular Meeting of the Board of Trustees where the reports will be debated and a decision made. 4) The ARC will be dissolved once Stage III-2 has been completed. 5) Upon completion of Stage III-2, the procedure will move to Stage IV, if applicable. Stage IV Implementation

1) If the recommendation passed at Stage III-2 involves: Alternative parallel use; or Accommodating adjacent developing attendance areas; or Rental of a portion of the facility to other educational jurisdictions; Then the Superintendent(s) of Education and the Controller, Planning and Accommodation Support Services, together with the appropriate Business Official will implement the resolution. 2)If the recommendation passed at Stage III-2 involves the closure of a school: a) the Superintendent(s) of Education will notify in writing, the staff and the parents of the students in the school(s) to be closed that the Board has passed the specific resolution to close the school(s); b) the Superintendent(s) of Education: i) may convene a public meeting to provide the rationale on which the Peel District School Board arrived at the decision to close the school(s); or ii) may convene a public meeting to present the Implementation Plan for the closure of the school(s). The Superintendent(s) of Education may determine that no such public meeting need be convened. The Superintendent(s) of Education may determine to convene both of such public meetings, in which case they may be held at the same time and place. Note: Recommendations relating to the renovation of facilities should come forward as administrative recommendations from the Controller, Planning and Accommodation Support Services (or designate) and be addressed through the appropriate budget. Revised November 10, 2009