Elgin Street Public Schoolproposed Changes for September 2016

COMMITTEE OF THE WHOLE (PUBLIC) 17 November 2015 Report No. 15-148

ELGIN STREET PUBLIC SCHOOLPROPOSED CHANGES FOR SEPTEMBER 2016

Key Contact: Michael Carson, Chief Financial Officer, 613 596 8211 ext. 8881

PURPOSE:

1. To seek approval to proceed with a consultation plan with impacted school communities regarding the possible program and attendance boundary changes to Elgin Street Public School for September 2016.

CONTEXT:

2. Elgin Street Public school is a Junior Kindergarten (JK) to Grade 6 English (ENG) and Early French Immersion (EFI) program school. The school is located within the Centretown area of the District and is located adjacent to the Jack Purcell Park and Community Centre. In addition to the Centretown area, the school’s EFI attendance boundary also includes parts of old Ottawa East and Rideau Gardens (see Appendix A).

Enrolment at Elgin Street Public School has been stable for a long period of time. Between 2003 and 2013, the school’s total enrolment fluctuated between a high of 268 students in 2005 and a low of 237 students in 2007 (see Appendix B). Average enrolment at the school over the same time period was 255 students.

This level of enrolment has aligned well with the small size of the school building. Up until the 2014-2015 school year, Elgin Street Public School contained 12 homeroom classrooms and a pupil capacity of 254.

In preparation for the introduction of full-day kindergarten (FDK) in 2014, an internal renovation to the school was completed which created an additional homeroom classroom (number 13).

Unexpectedly, the school’s enrolment for September 2014 increased significantly from that which would typically be forecast. JK enrolment rose to 55 students, whereas a figure of 30 students represents the historical average. Smaller increases were also experienced at other grades. The school’s total enrolment rose from 250 students in 2013 to 310 in 2014.

Report 15-148 Proposed Changes 2016 – Elgin Street Public School Page 1 Anomalous enrolment years occur from time to time in schools. It is not unusual to see a year with an uncharacteristically high or low intake. In the majority of instances, this anomaly is a one-year event, and is managed at the school rather than making changes to program, grades or boundaries. To manage the increase in enrolment in 2014, staff responded by adding two portable classrooms. However, the 2015 increase to 62 children is of much greater concern and trends have to be re-examined for this catchment.

In response to the increased enrolment, and in conjunction with the principal of the school, staff looked into a variety of factors which may have contributed to the change:  The introduction of FDK;  Cross boundary student transfers;  New developments or redevelopments,  New assisted housing programs in the area; and  Changes to local area demographics and migration patterns.

Staff could not determine one specific cause which would account for an increase of that magnitude. The increase in JK enrolments did not seem to have a geographic component, students were distributed throughout the school’s attendance area and came from a number of housing types. The introduction of FDK was anticipated to result in an increase in numbers, but not of this scale. Student transfers to the school were minimal and consistent with previous years.

One element which seems a possible factor, but is difficult to determine with accuracy, is a shift in demographics within the Centretown area. Although not yet visible in available data yet, it’s possible the area is undergoing a transformation whereby more young families are choosing to stay in or locate to this part of the District.

Historical migration data for Centretown typically shows a significant movement of pre-school population out of the area prior to children entering their school age years. This trend may be changing.

KEY CONSIDERATIONS:

3. In an attempt to assist with accommodation pressures being experienced by Elgin St. Public School, two portable classrooms were placed on site for the current (2015-2016) school year. The hope was that enrolment increases from the previous year were anomalous and that numbers would stabilize.

Enrolment at Elgin Street Public School has come in high again this year. As of 30 September 2015, JK enrolment is 62 students and the total school enrolment is 335 (a utilization rate of 132%). This has left the school at full capacity with the need to use both portables as homeroom classrooms. As the school site is limited in size, no additional portables can be added.

For next year, preliminary projected enrolments and staffing confirm that we have now reached a tipping point where changes are needed in order to provide Report 15-148 Proposed Changes 2016 – Elgin Street Public School Page 2 students with appropriate accommodation; there is simply no additional space available (see Appendix C).

It should be noted that, as part of a review of space prior to the implementation of FDK, and again last year, staff investigated the possibility of sharing space with the Jack Purcell Community Centre. The centre is physically linked to the school and shares space for some specialized programming.

Discussions with the program director and City of Ottawa staff confirmed that the use of space at the community centre for homeroom classrooms was not practical. Concerns were raised about access, student safety, and the impact on after school community programs.

Consideration was also given to the possible locating of portables, on a temporary basis, on a vacant adjacent property close to the rear lot line of the school. At this time, there has not been headway in determining if this is a viable option. Early indications are that there would be a contravention of zoning by- laws with this use. Staff continues to investigate, but the measure would be a stop-gap, at best. Accordingly, other solutions need to be found for Elgin Street Public School.

Attention was also given to a number of potential changes and student relocations, including:

i. the temporary relocation of JK students to another local area school; ii. a comprehensive redrawing of local area EFI attendance boundaries in an attempt to better balance student enrolment amongst schools; and iii. the temporary relocation of Grade 6 students from Elgin Street Public School to Glashan Public School.

For a number of reasons the changes listed are not seen as being in the best interest of students nor solutions that will work longer term. Proposed solutions explored by staff are undertaken with an eye toward creating optimal learning environments which provide students and families with some measure of stability moving forward.

The changes listed above are more temporary in nature, and are limited by both lack of available instructional space and the geography of the school’s local attendance area (Centretown proper).

4. Proposed Plan for 2016-2017 As described earlier, there are a limited number of possibilities for alleviating pressures at Elgin Street Public School which would provide some measure of stability.

Staff is proposing a combined consolidation of the ENG program and redirection of new EFI students (in portions of the existing attendance area) to more geographically linked sites.

Report 15-148 Proposed Changes 2016 – Elgin Street Public School Page 3 A relocation of the Elgin Street Public School’s current (2015-2016) JK to 4 English program students to Centennial Public School is proposed to take place for September 2016. This move would take place in a block fashion and would result in an estimated 65 students changing schools.

Current (2015-2016) grade 5 ENG program students at Elgin Street Public School would be permitted to remain at the school for grade 6 in order to avoid attending three different schools in three successive years.

Upon reviewing the impact of the redirected Elgin Street Public School students on Centennial Public School’s enrolment, staff is confident that sufficient space is available. Revised projected enrolments would see Centennial Public School near capacity, with two to three additional homeroom classrooms required. It should be noted that the school can also accommodate three portable classrooms on site, if necessary.

Staff examined the possibility of phasing out the ENG program at Elgin Public School, however, it is staff’s opinion that transitioning a block group of students creates a better learning environment for students, as opposed to leaving a smaller “orphaned” ENG program students at the school. Additionally, if increases in enrolment continue at Elgin Public School, phasing does not keep pace with enrolment and does not alleviate adequate pressure. A block move is recommended.

The EFI amendments would redirect new students residing in portions of the school’s current attendance area to nearby schools which provide the program. Viscount Alexander Public School does not have consistent ENG and EFI boundaries. Revisions include redirecting a portion of Elgin’s current EFI boundary to Viscount Alexander Public School. This area is already directed to Viscount Alexander Public School for ENG and redirecting EFI would create a consistent boundary for Viscount Alexander Public School for all programs.

There is currently an option area for EFI which permits students to choose either Elgin Street Public School, or Hopewell Public School in Rideau Gardens. Staff proposes to eliminate this option for new students and EFI students would be directed to Hopewell Public School.

In 2014 a total of 25 JK to 6 EFI students resided in these two combined areas and attended Elgin Street Public School. As this enrolment is relatively low, current EFI students in these areas would be permitted to remain at Elgin Street Public School, with new students entering the system, phased into either Viscount Alexander or Hopewell Public School respectively.

Viscount Alexander Public School has a current enrolment of 185 students and a utilization rate of 98%. The school requires the use of three portable classrooms. The funding of an addition to the school building has been a capital priority of the Board for a number of years. Although adding to the school’s attendance area is not optimal given the need for portables, the estimated number of students involved (18) is not large and will be phased in over a period of years.

Report 15-148 Proposed Changes 2016 – Elgin Street Public School Page 4 As noted, the boundary revision would serve to create coincident english and EFI attendance areas for the school.

Hopewell Public School is also near capacity. The school has a current enrolment of 829 students and a utilization rate of 99%. A vast majority of the EFI students who reside in the optional area considered for revision choose to attend Hopewell Public School. A smaller number (7) have chosen Elgin Street Public School. Staff is confident the school can accommodate the projected increase in students under the proposed change. Although this does not make Hopewell Public School program boundaries completely consistent, removing the option areas moves us closer.

5. Previous Study Participation It should be noted that Elgin Street Public School was a participant in both the Centretown-Glebe (2011) and Near West (2013) accommodation studies. In both reviews discussion took place regarding the school’s enrolment and the status of its accommodation. In addition, discussion took place regarding regular ENG enrolment numbers and how best to deliver the program in the future.

Notwithstanding the above, changes to Elgin Street Public School were not considered, as enrolment at the school had been stable for a long period of time and the forecast was for a continuation of the trend.

6. New Pupil Accommodation Review Guidelines The District is currently in the midst of a consultative process regarding the formulation of a new pupil accommodation review policy. This policy update is in accordance with the Ministry’s recent release of new Pupil Accommodation Review Guidelines (PARG).

Under both old and new guidelines, the changes proposed for Elgin Street Public School are exempt from the need for a standard Accommodation Review Committee (ARC) process, as less than half of the school’s enrolment would be impacted.

7. Conclusion As outlined in the report, this circumstance requires urgent attention. Local options for alleviating pressures are limited.

If the proposed changes are approved and implemented, it is estimated that there would be a reduction of two homeroom classrooms at Elgin Street Public School for the 2016-2017 school year. Ultimately, Elgin Street Public School would become a single-track JK to 6 EFI school with Centretown proper as its attendance area (bounded by Bronson Avenue to the west, Highway 417 to the south, the Rideau Canal to the east, and the Ottawa River to the north).

These changes would leave the school with a logical program and attendance area moving forward, one which better fits its building size and has regard for neighborhood divisions and current boundaries.

Report 15-148 Proposed Changes 2016 – Elgin Street Public School Page 5 More importantly, block moving of ENG students to Centennial Public School strengthens its program. Additionally, as Centennial Public School also offers MFI, there is a program option for those looking for French immersion at the school and the elimination of a school transition.

The boundary adjustments for EFI that impact either Viscount Alexander Public School or Hopewell Public School move us toward more consistent and geographically-logical catchments for Centretown. If the area is indeed experiencing rejuvenation, balances will be challenging amongst schools with limited sizes and site capacities. A good geographic base to boundaries and predictable enrolment helps to somewhat lessen the challenge.

RESOURCE IMPLICATIONS:

8. The cost of conducting the Public Information Meeting will be managed through departmental budgets.

COMMUNICATION/CONSULTATION ISSUES:

9. It is proposed that parents and guardians of students attending impacted schools be invited to attend a public information meeting at Elgin Street Public School in January 2016. Detailed information regarding the proposed changes would be made available at the meeting, as well as an opportunity for those in attendance to provide their input and ask questions of staff.

A final staff recommendation report, including a summary of the input received, will be presented to a Committee of the Whole meeting in February 2016. Final decisions by the Board would take place at a meeting at the end of February.

Notice of the meeting will be provided by way of student backpack circulation and posting on the OCDSB website. A meeting notice will also be provided to impacted schools to provide to their parent councils and post on their websites.

A copy of the consultation plan for the process is attached as Appendix D.

STRATEGIC LINKS:

10. Providing best use of educational space at both schools aligns with the key priority of well-being by ensuring a safe, caring and respectful learning and working environment. Additionally, communicating with parents of affected schools meets the priority of engagement by reaching out to those impacted by the potential changes.

Report 15-148 Proposed Changes 2016 – Elgin Street Public School Page 6

RECOMMENDATIONS:

That Board approve the consultation plan, attached as Appendix D to Report 15- 148, which includes a public meeting and a report to Committee of The Whole.

Michael Carson Jennifer Adams Chief Financial Officer, Director of Education and (ext. 8881) Secretary of the Board

APPENDICES Appendix A – Composite Map of English and EFI School Attendance Boundaries Appendix B – Historical Enrolment – Elgin Street Public School Appendix C – Projected Enrolment and Accommodation Charts Appendix D – Consultation Plan

Report 15-148 Proposed Changes 2016 – Elgin Street Public School Page 7 Centretown Elementary Attendance Boundaries Junior Kindergarten to Grade 6 Early French Immersion Program

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T B BE T O GO F R N IA H A T E B Prepared by the OCDSB Planning department using data that was provided by the City of Ottawa and is protected by copyright. November 2015

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N D NORMA SECOND Prepared by the OCDSB Planning department using data that was provided by the City of Ottawa and is protected by copyright. November 2015 Elgin Street Public School - Historical Enrolment Appendix B To Report 15-148 ALL PROGRAMS Year JK SK 1 2 3 4 5 6 TOTAL 2003 34 29 39 29 39 30 23 31 254 2004 30 51 39 35 31 29 27 21 263 2005 31 34 43 39 34 26 33 28 268 2006 30 37 40 33 36 30 24 29 259 2007 30 28 31 36 30 31 26 25 237 2008 39 33 38 27 32 25 33 27 254 2009 27 44 34 35 27 35 24 31 257 2010 42 33 36 35 30 29 27 26 258 2011 35 37 32 32 30 29 29 24 248 2012 33 35 41 34 30 28 24 28 253 2013 27 25 33 42 28 34 33 28 250 2014 55 37 39 34 40 36 34 35 310 2015 62 56 34 38 34 39 38 34 335 ENGLISH Year JK SK 1 2 3 4 5 6 TOTAL 2003 34 9 19 15 23 18 14 20 152 2004 30 16 22 17 17 15 15 13 145 2005 31 9 18 23 20 18 17 16 152 2006 30 14 17 15 22 16 16 16 146 2007 30 4 13 13 17 17 12 17 123 2008 39 4 8 11 8 12 18 12 112 2009 27 12 4 9 13 10 13 18 106 2010 42 9 7 6 12 17 9 13 115 2011 35 5 6 9 6 11 17 7 96 2012 33 7 7 10 8 6 7 17 95 2013 27 0 11 11 9 12 10 11 91 2014 55 11 7 11 10 17 10 13 134 2015 62 7 10 9 15 11 17 11 142 EARLY FRENCH IMMERSION Year JK SK 1 2 3 4 5 6 TOTAL 2003 20 20 14 16 12 9 11 102 2004 35 17 18 14 14 12 8 118 2005 25 25 16 14 8 16 12 116 2006 23 23 18 14 14 8 13 113 2007 24 18 23 13 14 14 8 114 2008 29 30 16 24 13 15 15 142 2009 32 30 26 14 25 11 13 151 2010 24 29 29 18 12 18 13 143 2011 32 26 23 24 18 12 17 152 2012 28 34 24 22 22 17 11 158 2013 25 22 31 19 22 23 17 159 2014 26 32 23 30 19 24 22 176 2015 49 24 29 19 28 21 23 193 Notes: 1) 2003-2014 Figures are based on annual 31 October enrolments. 2) 2015 figures are based on 30 September enrolments. Appendix B To Report 15-148 Elgin Street Public School Historical Enrolment vs. Capacity 350

300

250

200

150

100

Total School Enrolment 2015-2016 School Capacity

Notes: 1) 2003-2014 Figures are based on annual 31 October enrolments. 2) 2015 figures are based on 30 September enrolments. 3) 2015-2016 Elgin Street School Capacity is 254 pupil places. Appendix C To Report 15-148 Elgin Street Public School - Status Quo Projected Enrolment 2016 to 2019

Total Year Capacity Program JK SK 1 2 3 4 5 6 UF% +/- PP Enrolment ENG 62 7 10 9 15 11 17 11 142 2015 254 EFI 49 24 29 19 28 21 23 193 131.9% (81) TOTAL 62 56 34 38 34 39 38 34 335

ENG 55 6 9 12 10 20 13 21 146 2016 254 EFI 56 50 23 26 18 30 20 223 145.3% (115) TOTAL 55 62 59 35 36 38 43 41 369 ENG 50 6 9 11 13 15 21 16 141 2017 254 EFI 50 56 48 20 25 20 29 248 153.1% (135) TOTAL 50 56 65 59 33 40 41 45 389 ENG 50 4 9 11 12 18 16 24 144 2018 254 EFI 46 50 54 45 19 27 19 260 159.1% (150) TOTAL 50 50 59 65 57 37 43 43 404 ENG 50 5 7 11 12 17 19 19 140 2019 254 EFI 45 46 48 51 44 21 26 281 165.7% (167) TOTAL 50 50 53 59 63 61 40 45 421

Notes: 1) 2015 figures are based on 30 September enrolments. 2) For the 2015-2016 School Year Elgin Street PS has 2 portables on site used for instruction.

Appendix D

to Report 15-148 CONSULTATION PLAN (REFERENCES: POLICY P.110.GOV AND PROCEDURE PR.644.GOV)

DATE: November 2015 PROJECT: Elgin Street Public School Proposed Changes 2016 (Project name, Letter of Transmittal, etc.)

CONTACT / PROJECT LEAD Michael Carson, Chief Financial Officer, (613) 596-8211 ext. 8881, [email protected] (Name, telephone, email): WHAT?

1. WHAT IS THE PURPOSE OF THE CONSULTATION? (Describe project scope, nature of consultation, decision to be made, and any relevant information)

The scope of the consultation includes four elementary schools; Elgin Street P.S., Centennial P.S., Hopewell P.S. and Viscount Alexander P.S. The consultation will serve to discuss possible program and attendance boundary changes to Elgin Street Public School for September 2016, with regard to transition planning.

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 process will strive to make effective use of District facilities, improve student access to viable programming and appropriate instructional resources. As well, there is the overriding goal of improving student achievement through the provision of strong educational programming in safe, healthy, secure and accessible learning environments.

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: We welcome input from the broad community on this matter. Particular attention will be paid to needs in transitioning and required supports for students and staff.

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 Superintendents of Instruction for area schools and the Chief Financial Officer.

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)? Additionally, we will reach out to school families using Synervoice

7. HOW WILL THE CONSULTATION BE CARRIED OUT? (Check all that apply)

____ Focus groups ______Ottawa Carleton Assembly of School Councils ____ Interviews ___√__ Public meeting _√__ 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: February 2015

PROJECTED NOTES** DATE(S) ACTIVITY/MILESTONE November 2015 Initial Communication with School Community November 2015 Board Approval of Proposed Plan and Process November 24, 2015 December 2015 Distribution of Notice of Public Meeting To be Determined

January 2016 Public Information Meeting To be Determined

December/January School councils may discuss proposals at their meetings To be Determined

February 2016 Committee of the Whole Meeting – Presentation and Recommendations February 16, 2016

February 2016 Regular Board Meeting – Final Decisions February 23, 2016

**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

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) . 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 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.)

OCDSB Form 644: Consultation Plan (April 2009)