AGENDA School Board Meeting

Wednesday, November 25, 2015 6:00 pm Board Chambers 33 Spectacle Lake Drive Dartmouth, NS

1. CALL TO ORDER

2. ELECTION OF CHAIR

3. ELECTION OF VICE-CHAIR

4. APPROVAL OF AGENDA

5. AWARDS / PRESENTATIONS

6. CHAIR’S REPORT

7. SUPERINTENDENT’S REPORT

8. PUBLIC PRESENTATIONS

9. APPROVAL OF MINUTES/BUSINESS ARISING FROM THE MINUTES

October 28, 2015 (Regular Board Meeting) November 10, 2015 (Special Board Meeting)

10. CORRESPONDENCE

10.1 Letter received October 26, 2015 from the Honourable Karen Casey,

Minister of Education and Early Childhood Development regarding Halifax Regional the establishment of a Ministers Advisory Committee on Student School Board Issues 33 Spectacle Lake Drive Dartmouth NS B3B 1X7 The HRSB would appreciate the support of the public and staff in creating a scent-reduced environment at all T 902 464-2000 Ext. 2321 meetings. Please mute your Smartphone. Usage is restricted to outside the Board Chambers. Thank you. F 902 464-2420

10.2 Letter received October 26, 2015 from the Honourable Karen Casey, Minister of Education and Early Childhood Development regarding the appointment of a new Mi’kmaq representative

11. ITEMS FOR DECISION

11.1 Board Member Gin Yee provided the following notice of motion:

I move that the Governing Board request that the Superintendent provide a report at the December Regular Board Meeting regarding the Halifax Regional School Board 2016-2017 Capital Construction Priorities for submission to the Department of Education and Early Childhood Development

11.2 Report #2015-10-44 - Report on a Boundary Review for the New Eastern Passage High School - Ron Heiman, Director, Operations Services

11.3 Report #2015-10-42 - Recommendation to Review - Eastern Passage High School Family of Schools, Ron Heiman, Director, Operations Services

11.4 Report #2015-10-41 - Recommendation to Review - Cole Harbour District High School Family of Schools, Ron Heiman, Director, Operations Services

11.5 Report #2015-10-43 - Recommendation to Review - Citadel High School Family of Schools, Ron Heiman, Director, Operations Services

11.6 Motion to change the date of the December 2015 Regular Board Meeting

Board Chair Melinda Daye provided the following notice of motion:

Article 5.01 of our Bylaws states the following: “the Board shall hold a regular Board meeting on the fourth Wednesday of each month”. I move that we change the December Board meeting from December 23, 2015 to December 16, 2015.

11.7 Motion to Amend Something Previously Adopted

Board Member Christy Linders provided the following notice of motion:

I move to amend the motion adopted at the October 28 meeting Halifax Regional with regards to the Ad Hoc Committee. Article 8.06 of our Bylaws School Board states that the “composition and terms of reference will be 33 Spectacle Lake Drive Dartmouth NS B3B 1X7 The HRSB would appreciate the support of the public and staff in creating a scent-reduced environment at all T 902 464-2000 Ext. 2321 meetings. Please mute your Smartphone. Usage is restricted to outside the Board Chambers. Thank you. F 902 464-2420

established at the time such a committee is established.” I move that the Governing Board approve the Terms of References as provided in the Regular Board Meeting package.

I move that the Governing Board approve the following five (5) board members to constitute the Ad Hoc Committee: Gin Yee, Christy Linders, Cindy Littlefair, Melinda Daye and Dave Wright.

12. COMMITTEE REPORTS

12.1 Audit Committee

12.1.1 Election of Audit Committee Members

12.1.2 Report #15-11-46 - September 30, 2015 – Quarterly Business Plan and Financial Update – Terri Thompson, Director, Financial Services

12.1.3 Report#15-11-47 - Purchasing Annual Report 2014-2015 Terri Thompson, Director, Financial Services and Kathryn Burlton, Manager, Accounting & Purchasing

12.2 Policy Development and Review Committee

12.3 Nova Scotia School Boards Association

13. INFORMATION ITEMS

14. NOTICE OF MOTION

15. DATES OF NEXT MEETINGS

Policy Development and Review Committee – December 9, 2015

Regular Board Meeting – December 23, 2015

Audit Committee – February 17, 2016

Halifax Regional School Board 33 Spectacle Lake Drive Dartmouth NS B3B 1X7 The HRSB would appreciate the support of the public and staff in creating a scent-reduced environment at all T 902 464-2000 Ext. 2321 meetings. Please mute your Smartphone. Usage is restricted to outside the Board Chambers. Thank you. F 902 464-2420

16. IN-CAMERA

16.1 Approval of In-Camera Minutes / Business arising from the In-Camera minutes:

July 7, 2015 September 23, 2015 October 7, 2015 October 21, 2015 October 28, 2015 November 10, 2015

16.2 Contract Award – Ron Heiman, Director, Operations Services

17. ADJOURNMENT

HALIFAX REGIONAL SCHOOL BOARD REGULAR BOARD MEETING MINUTES October 28, 2015 6:00 p.m.

A Regular Board Meeting was held this date in the Board Chambers, 33 Spectacle Lake Drive, Dartmouth, NS.

PRESENT: Melinda Daye Steve Warburton Bridget Ann Boutilier Nancy Jakeman Cindy Littlefair Dave Wright Christy Linders Sheryl Blumenthal-Harrison

Denise Bell, Regional Education Officer Micci Davy, Student Advisor Shaye MacEachern, Student Advisor

REGRETS: Gin Yee, Board Member Terri Thompson, Director, Financial Services

STAFF: Elwin LeRoux, Superintendent Lance Bullock, Senior Staff Advisor Natascha Joncas, Acting Corporate Secretary Doug Hadley, Coordinator, Communications Susan Tomie, Director, School Administration Tracy O’Kroneg, Director, Human Resource Services Ron Heiman, Director, Operations Services Alison King, Director, Program Wendy Mackey, Senior Diversity Advisor Gerard Costard, Coordinator, Information Technology Laura Conrod, Assistant to the Corporate Secretary Kathryn Burlton, Manager, Accounting & Purchasing Pam Nicholson-Comeau, Coordinator, School Administration

1. CALL TO ORDER

The Chair called the meeting to order at 6:08 p.m.

2. APPROVAL OF AGENDA

It was moved and seconded (Blumenthal-Harrison/Wright) to amend the agenda to move item number 11.3 (Report #2015-09-35 – Long Range Outlook Action Plan) before decision item number 9.1, to postponed item 14.1 (Contract Award) to a future Regular Governing Board meeting and to add item 14.3 (Board member’s excused absence).

(CARRIED)

It was moved and seconded (Linders/Jakeman) that notice of motion be waived to amend the agenda to add Ad Hoc Committee as item 9.3.

(CARRIED)

It was moved and seconded (Blumenthal-Harrison/Wright) that the Board approve the amended agenda.

(CARRIED)

3. AWARDS/PRESENTATIONS

There were no awards or presentations.

4. CHAIR’S REPORT

Melinda Daye, Chair, presented the Chair’s report. A copy of the report is filed with the minutes.

5. SUPERINTENDENT’S REPORT

Elwin LeRoux, Superintendent, presented the Superintendent’s Report. A copy of the report is filed with the minutes.

6. PUBLIC PRESENTATIONS

6.1 Boundary review request for John W. MacLeod/ Fleming Tower School – D'Arcy Morris-Poultney, Parent

Mr. D'Arcy Morris-Poultney, Parent was absent and did not present.

7. APPROVAL OF MINUTES/BUSINESS ARISING FROM THE MINUTES

July 7, 2015 (Special Board Meeting) September 23, 2015 (Regular Board Meeting) October 7, 2015 (Special Board Meeting) October 21, 2015 (Special Board Meeting)

It was moved and seconded (Blumenthal-Harrison/Linders) that the minutes/business arising from the minutes of the July 7, 2015 (Special Board Meeting), September 23, 2015 (Regular Board Meeting), October 7, 2015 (Special Board Meeting), October 21, 2015 (Special Board Meeting) meetings be approved.

(CARRIED)

8. CORRESPONDENCE

8.1 Correspondence dated September 16, 2015 to Mayor Mike Savage requesting a presentation on Council’s priorities for the peninsula to the Halifax Regional School Board

A letter to Mayor Mike Savage was shared with the Governing Board.

8.2 Correspondence dated September 25, 2015 to the Minister of Education and Early Childhood Development asking the Minister to appoint a Mi’kmaq representative to the HRSB

A letter to the Minister of Education and Early Childhood Development was shared with the Governing Board.

8.3 Letter received September 28, 2015 from Mayor Mike Savage in response to HRSB’s presentation request in the letter dated September 16, 2015

A letter received from Mayor Mike Savage was shared with the Governing Board.

8.4 Letter received September 29, 2015 from the Honourable Karen Casey, Minister of Education and Early Childhood Development, regarding Collective Bargaining

A letter received from the Honourable Karen Casey, Minister of Education and Early Childhood Development was shared with the Governing Board.

8.5 Letter received October 21, 2015 from Mayor Mike Savage in response to HRSB’s presentation request in the letter dated September 16, 2015

A letter received from Mayor Mike Savage was shared with the Governing Board.

9. ITEMS FOR DECISION

11.3 Report #2015-09-35 – Long Range Outlook Action Plan – Ron Heiman, Director, Operations Services

Ron Heiman, Director, Operations Services presented the report and responded to the Governing Board’s questions.

9.1 Report # 2015-06-21 – Rescind motion for a Boundary Review Charles P. Allen and Sir John A. Family of Schools – Ron Heiman, Director, Operations Services

It was moved and seconded (Littlefair/Linders) that the Board rescind motion for a Boundary Review Charles P. Allen and Sir John A. Family of Schools.

(CARRIED)

9.2 Board member Gin Yee provided the following notice of motion:

I move that the Governing Board request that the Superintendent provide a report at the November Regular Board Meeting regarding the Halifax Regional School Board 2016-2017 Capital Construction Priorities for submission to the Department of Education and Early Childhood Development.

Due to Board member Yee’s absence, the notice of motion was postponed to the next Regular Governing Board meeting.

9.3 Board member Christy Linders’ motion:

It was moved and seconded (Linders/Jakeman) that the HRSB establish an Ad-hoc committee to develop a plan to investigate a new governance model for HRSB. The committee would report to the Board a PD plan for learning about the coherent governance model and any other governance model that might also be appropriate. The terms of reference would be aligned to the Board bylaws; specifically, we’d probably look for four Board members which would meet regularly as called by the Chair. The chair would be elected from the members on the committee and it would do some research and advise the board on this topic.

(CARRIED)

Governing Board took a 15 minute break and reconvened at 8:25 pm.

Bridget Boutilier arrived at 8:20 pm.

It was moved and seconded (Wright/Boutilier) that the Ad-hoc committee be established via email within the next week.

(CARRIED)

10. COMMITTEE REPORTS

10.1 Audit Committee

Board Member Nancy Jakeman had no new information to provide, as the Audit Committee is scheduled to meet on November 18, 2015.

10.2 Policy Development and Review Committee

Board Member Cindy Littlefair provided an update from the October 21, 2015 Policy Development and Review Committee meeting.

10.2.1 A. 009 Disclosure of Wrongdoing

It was moved and seconded (Littlefair/Jakeman) that the Governing Board approve the Disclosure of Wrongdoing policy as amended .

(CARRIED)

10.2.2 B. 014 School Trips

It was moved and seconded (Littlefair/Jakeman) that the Governing Board approve the School Trips policy as amended.

(CARRIED)

10.3 Nova Scotia School Boards Association

Board Member Dave Wright provided an update on the Nova Scotia School Boards Association.

11. INFORMATION ITEMS

11.1 Report #2015-10-36 - Focus on Learning – IPP Review Report – Marlene Broderick, Student Services Coordinator

Marlene Broderick, Student Services Coordinator presented the report and responded to the Governing Board’s questions.

Shaye MacEachern and Micci Davy were excused from the meeting at 9:40. Nancy Jakeman was excused from the meeting at 9:41.

11.2 Report #2015-10-38 – Creating Conditions to support students in our Priority Schools – Susan Tomie, Director, School Administration

Susan Tomie, Director, School Administration presented the report and responded to the Governing Board’s questions.

Wendy Mackey was excused from the meeting at 9:50 pm.

12. NOTICE OF MOTION

13. DATES OF NEXT MEETINGS

Audit Committee Meeting – November 18, 2015

Regular Board Meeting – November 25, 2015

Policy Development and Review Committee – December 9, 2015

14. IN-CAMERA

It was moved and seconded (Linders/Boutilier) to move in-camera.

(CARRIED)

14.1 Contract Award – Ron Heiman, Director, Operations Services (postponed)

14.2 Student Assessment Data, Alison King, Director, Program

14.3 Board Member Gin Yee excused absence

It was moved and seconded (Wright/Boutilier) to accept Board Member Gin Yee’s excused absence for the October 28, 2015 meeting.

(CARRIED)

15. ADJOURNMENT

It was moved and seconded (Warburton/Wright) that the meeting be adjourned.

(CARRIED) Meeting adjourned by the Governing Board at 10:43 pm.

______Melinda Daye Natascha Joncas Chair Acting Corporate Secretary Halifax Regional School Board Prepared by Laura Conrod Assistant to the Corporate Secretary

HALIFAX REGIONAL SCHOOL BOARD SPECIAL BOARD MEETING MINUTES November 10, 2015 6:00 pm

A Special Board Meeting was held this date in Room 202, 33 Spectacle Lake Drive, Dartmouth, NS.

PRESENT: Melinda Daye Nancy Jakeman Christy Linders Cindy Littlefair Dave Wright Gin Yee Steve Warburton

Denise Bell, Regional Education Officer Mildred Royer, Royer Thompson

REGRETS: Sheryl Blumenthal-Harrison Bridget Boutilier

STAFF: Elwin LeRoux, Superintendent Lance Bullock, Senior Staff Advisor Natascha Joncas, Acting Corporate Secretary

1. CALL TO ORDER

The meeting was called to order at 6:05 pm.

2. APPROVAL OF AGENDA

It was moved and seconded (Yee/Wright) that the agenda be approved.

(CARRIED)

3. IN-CAMERA ITEMS

It was moved and seconded (Yee/Warburton) to move in-camera.

(CARRIED)

3.1 Superintendent Evaluation – Meeting with Royer Thompson

3.2 Ad-hoc Committee to develop PD Plan on Governance - Membership

Elwin LeRoux, Superintendent and Lance Bullock, Senior Staff Advisor arrived to the meeting.

It was moved and seconded (Yee/Wright) to move out of in-camera.

(CARRIED)

4. DATES OF NEXT MEETINGS

Audit Committee Meeting – November 18, 2015

Regular Board Meeting – November 25, 2015

Policy Development and Review Committee – December 9, 2015

5. ADJOURNMENT

It was moved and seconded (Yee/Warburton) to adjourn.

(CARRIED)

The meeting was adjourned by the Governing Board at 7:25 pm.

______Melinda Daye Natascha Joncas Chair Acting Corporate Secretary Halifax Regional School Board

Prepared by Laura Conrod Assistant to the Corporate Secretary

Public X Report No. 2015-10-44 Private Date: November 25, 2015

HALIFAX REGIONAL SCHOOL BOARD

Report on Boundary Review for the New Eastern Passage High School

PURPOSE: To refer the Final Report of the Eastern Passage High School Boundary Review Committee to the Governing Board and seek approval of the recommendations from the committee and staff.

BACKGROUND: In July 2013, the Province announced a capital construction project for a new high school in Eastern Passage. According to Halifax Regional School Board Policy B.003 Creating School Populations, a boundary review process will be recommended “To respond to new school construction”.

At the June 24, 2015 Halifax Regional School Board meeting, staff presented Report 2015-06-20: Boundary Review for New Eastern Passage High School seeking direction from the Governing Board for a boundary to be established for the new school.

The Governing Board approved the boundary review, as noted below:

“It was moved and seconded (Jakeman/Boutilier) that the Governing Board direct staff to complete a boundary review of Cole Harbour District High Family of Schools to establish a catchment area (boundary) for Eastern Passage High school.”

CONTENT: Following the Governing Board decision and pursuant to policy B.003 Creating School Populations, the Superintendent established a Boundary Review Committee and appointed a facilitator.

On September 10, 2015 prior to the Boundary Review Committee’s first meeting, the Facilitator and central office staff met with Principals and School Advisory Council members from the schools that were invited to sit on the committee, for discussion of the boundary review process and the initial public meeting.

On September 17, 2015 the first public meeting was held at Eastern Passage Education Centre to share information with the school communities regarding the boundary review process, introduce data to be considered in the review and obtain feedback regarding the proposed boundary.

The committee began its work on September 21, 2015. The proposed boundary scenario developed by staff was presented to the Boundary Review Committee. Potential revisions were assessed and the committee voted not to recommend changes to the proposed boundary.

The committee completed its Interim Boundary Proposal on October 19, 2015 and presented it to the community at the second public meeting on October 26, 2015. The Boundary Review Committee met once after the public meeting and considered the public input.

Staff has reviewed the Boundary Review Committee’s final report (Appendix A) and agrees with the committee’s recommendation. In considering the committee’s recommendation, staff has included additional recommendations to clarify the defined Family of Schools.

The student transportation implications resulting from this recommendation have been reviewed with Stock Transportation. Based on an analysis of existing routes and resources currently assigned to the region, there is no anticipated student transportation cost increase resulting from this new school boundary.

A transition plan to support students and families will be developed and implemented.

COST: N/A

FUNDING: N/A

TIMELINE: The boundary changes are proposed for implementation upon opening of the new high school.

APPENDICES: Appendix A: Catchment Area Map Appendix B: Final Report from the Boundary Review Committee for the new Eastern Passage high school

RECOMMENDATIONS: That the Governing Board approve the following recommendations to be effective upon opening of the new high school in Eastern Passage: 1) Create a boundary (catchment area) for the new high school that is the same as the boundary for Eastern Passage Education Centre. 2) Redirect Grade 9-12 students from this catchment area to the new high school. 3) Reassign the following schools from the Cole Harbour District High School Family of Schools to create a feeder system for the new high school: a. Eastern Passage Education Centre b. Ocean View Elementary c. Seaside Elementary d. Tallahassee Community School

COMMUNICATIONS: AUDIENCE RESPONSIBLE TIMELINE Principals at schools Director School Following Board included in boundary Administration decision review School Advisory School Principal Prior to posting on Councils of Identified web site Schools in Citadel Family of Schools School Communities Superintendent After Board of Identified Schools Decision in Citadel Family of Schools Stock Transportation Director Operations Following Board decision Baragar Director Operations Following Board Demographics decision

From: For further information please contact Ron Heiman, Director Operations Services Phone: 464-2000 ext 2144 E-mail: [email protected] or

Jill McGillicuddy, Planner Phone: 464-2000 ext. 2277 E-mail: [email protected]

To: Senior Staff: November 10, 2015 Board: November 25, 2015

Filename: \\columbia\departments\Facilities\Heiman-Sheehan-Fagan\Reports\Board Reports Date last revised: November 19, 2015

Appendix A- Proposed Boundary for new high school in Eastern Passage

Appendix B- FINAL REPORT FROM THE BOUNDARY REVIEW COMMITTEE FOR THE NEW EASTERN PASSAGE HIGH SCHOOL

Introduction

The Boundary Review Committee (the Committee) respectfully submits its Final Report to the Superintendent of the Halifax Regional School Board (HRSB). The members of the Committee, School Administrators and HRSB Staff reviewed the Board Motion of June 24, 2015 to establish a catchment area (boundary) for Eastern Passage High School. The Committee met between September 10th and October 26 to develop, review and evaluate various scenarios to determine the preferred recommended scenario. The Committee also held a Public Meetings on September 17th and October 26th to gain public feedback on the interim recommendations.

Purpose

The purpose of the Eastern Passage High School Boundary Review Committee is to develop, review and evaluate various scenarios to determine the preferred scenario which will be the Interim Boundary Proposal.

Mandate

The Boundary Review Committee will serve as a forum to develop and evaluate potential boundary revisions for the new Eastern Passage High School. The committee has representatives from the following potentially affected schools: Cole Harbour District High School, Eastern Passage Education Centre, Ocean View Elementary, Seaside Elementary and Tallahassee Community School.

The Boundary Review Committee will develop a report that will recommend the catchment area for the new EPHS and outline the opportunities and constraints of these potential boundaries.

Reporting

The Committee reports to the Superintendent of the Halifax Regional School Board. Reports and recommendations will be forwarded to the Superintendent of Schools who will refer the Boundary Review Committee’s report to the Governing Board with a recommendation.

Committee Composition

The Boundary Review Committee will be comprised of 11 members (5 Voting and 6 non- voting) as follows:

● Voting Members - One (1) School Advisory Committee member from Cole Harbour District High School, Eastern Passage Education Centre, Ocean View Elementary, Seaside Elementary and Tallahassee Community School. ● Non Voting Members - One (1) School Administrator from Cole Harbour District High School, Eastern Passage High School, Eastern Passage Education Centre, Ocean View Elementary, Seaside Elementary and Tallahassee Community School.

Committee Members:

. Facilitator: Al Reyner . CHDHS: Tracey Mohr, Ken Fells . EPEC: Cori Ferguson, Karyn Cooling . EPHS: Pat Savage . Ocean View: Kristal Sampson, Darcel Williams Hart . Seaside: Rod Smith, Louise Henman-Poirier . Tallahassee: Michelle Myers, Joe Walsh and Tracey MacDonald

Meetings

The Boundary Review Committee met on September 21, 2015. The committee elected Cori Fergusson Chair, Michelle Myers Vice Chair and Tracey Mohr secretary.

Quorum The quorum for voting purposes shall be 3 voting members. A majority vote shall be considered 50% plus 1.

Officers The Boundary Review Committee shall have a Chair, and may have a Vice‐Chair, and Secretary to be elected from among its members at the first meeting. The Vice‐chair shall act as Chair in the absence of the Chair. These positions are listed above.

Communications Boundary Review Committee minutes will be posted on the HRSB website subsequent to approval by the committee. SAC representatives may forward this information to their communities. These meeting notes are the official communication of the Committee and as such should form the basis for public discussion.

Staff Support Staff support will be provided from Halifax Regional School Board Operations Services and School Administration, Program Department, Department of Education and Early Childhood Development, and Halifax Regional Municipality.

Committee Duties and Responsibilities

• The Chair will ensure that notes and attendance are kept • The Facilitator will provide the Boundary Review Committee with: • Data on enrollment patterns • Demographic trends, development prospects • Transportation information, facility assessments, and any other data considered relevant by the Facilitator. • The Facilitator will present boundary scenarios for consideration by the Boundary Review Committee, as prepared by the Halifax Regional School Board Staff • The Facilitator will assist in the development of additional scenarios suggested by the Boundary Review Committee. • The Boundary Review Committee members will individually evaluate the scenarios presented with reference to Section 6.0 below. • The combined evaluations will be used to determine the preferred scenario and this scenario will be the Interim Boundary Proposal. • The Chair, with the support of the Facilitator, will hold a public meeting for the purpose of explaining the Interim Boundary Proposal and providing opportunity for public input. • Members of the public will be given opportunity by the Chair to respond to the Interim Boundary Proposal by addressing the public meeting and/or responding to the Boundary Review Committee in writing. • The Chair will reconvene the Boundary Review Committee to consider the public input. After consideration of the public input, if, in the view of the Boundary Review Committee, their Interim Boundary Proposal has been altered enough to warrant further public consultation, then the steps outlined in Sections 5.7 through 5.9 would be repeated. • The Boundary Review Committee will consider the input from the public, prepare its final report, and advance it to the Superintendent. • The Superintendent will refer the Boundary Review Committee’s report to the board with a recommendation. • Upon receipt of the Boundary Review Committee’s report and the Superintendent’s recommendation, the board will determine boundary for the Eastern Passage High School.

When evaluating the various scenarios, the Boundary Review Committee will reference:

• Long-term viability; • Potential enrollment growth; • Use of space that is disused due to enrollment decline; • The optimum utilization of facilities; • The board’s policy C.010 Race Relations, Cross Cultural Understanding, and Human Rights in Learning that promotes principles that value and celebrate diversity; • The impact on the affected students and communities; • The impact on the delivery of programs; • The Family of Schools structure of the board; • The clarity and consistency of the proposed boundary; • Student transportation and safety.

Public Meeting

A Public Meeting was held on September 17, 2015 at Eastern Passage Education Centre. At the meeting there was a presentation that focused on the background of the new EPHS, the timeline, the policies we were addressing, the process we would follow and a proposed starting point of reference from the staff at HRSB.

There were approximately 100 people in attendance representing communities potentially affected.

The public were seated at tables and after the presentation they were asked to address 3 questions provided by the facilitator.

1. If you were creating a boundary for the new Eastern Passage High School, where would it be? a. Use the data and maps at your table to formulate a consensus. b. Draw the boundary on the paper map. c. Create a rationale for your choice. d. Select a participant to share the idea.

2. Considering the information presented this evening, what else do you need to know to form an opinion on the preferred boundary for the new Eastern Passage High School?

a. Can be discussed at the table and presented or completed by individuals and submitted.

3. What do you feel are the major considerations that the committee must keep in mind as they move forward?

a. This is an individual opinion and each person here can submit a completed sheet.

Tables were allowed to work on the questions for approximately 30 minutes at which time representatives from each table were asked to come to a microphone and respond to the questions.

Several people addressed the concern that the population of Cole Harbour District High School would be too small once EPHS opened to sustain both Curricular and Co-curricular activities to the degree to which they are currently being offered. It was explained that a School Options Committee would be formed immediately after EPHS boundary was established.

These concerns were allowed to be addressed as they related directly to the points the committee is mandated to reference.

Several of these people stated that the EPHS should not be built. They were reminded that this meeting was not about whether the school should be built, rather what the boundary should be.

There were several concerns brought forward regarding diversity for the students at the EPHS. This became a fairly heated discussion at times and although some members of the public thought that these comments should not have been allowed, they were directly related to the points the committee is mandated to reference.

There were several comments regarding whether Astral Drive Junior High might become a part of the EPHS boundary or whether it might be used to populate CHDHS.

There was also a recommendation that Woodside students attend EPHS.

There was a general consensus that the obvious boundary for EPHS is the scenario presented by HRSB Staff.

E-mail correspondence mentioned the possibility of extending the boundary to Highway 111. Another correspondence expressed frustration that Astral Drive Parents were permitted to speak about diversity and problems that the new school would cause for Cole Harbour.

All correspondences were copied for review at the Committee Meeting on September 21st.

HRSB Staff Scenario for Consideration

Based on the projected enrollment data provided by Baragar in the table below. The staff of HRSB offer the following as a proposed scenario:

To use the current boundary for Eastern Passage Education Centre which includes the communities of Shearwater, Eastern Passage and Cow Bay. This includes the following feeder schools: Eastern Passage Education Centre, Ocean View Elementary, Seaside Elementary and Tallahassee Community School.

Projected Enrolment – Eastern Passage High School (Total)

201 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 3 Gr.9 143 126 139 116 158 157 155 147 161 163 162 174 Gr. 10 166 151 128 142 119 160 161 158 150 165 167 166 Gr. 11 131 154 145 117 134 111 149 150 147 140 154 155 Gr. 12 154 121 150 139 113 130 107 144 144 142 136 149 Total 594 552 562 514 524 558 572 599 602 610 619 644 Source: Baragar Demographics 2015

Committee Meeting September 21, 2015

Agenda

· Introductions · Review Committee Duties and Responsibilities · Review items for reference · Elect a Chair and Secretary · Review Public Input material · Evaluate HRSB Scenario · Discuss alternatives · Schedule future meeting dates

The EPHS Boundary Review Committee met on September 21, 2015 at 7PM at the Eastern Passage Education Centre.

The following members were present: Cori Ferguson - EPEC SAC representative, Michelle Myers – Tallahassee SAC Representative, Kristal Sampson - Ocean View SAC Representative, Tracey Mohr CHDHS – SAC Representative, Ken Fells - CHDHS Principal, Karyn Cooling – EPEC Principal. Louise Henman-Poirier – Seaside Elementary Principal, Joe Walsh – Tallahassee Community School Principal, Darcel Williams-Hart – Ocean View Elementary Principal, Pat Savage – EPHS Principal, Tracey MacDonald, Tallahassee Community School – Vice Principal.

The meeting started with introductions at 7 PM. Al Reyner reviewed the committee’s duties and responsibilities emphasizing the importance of keeping the focus on the mandate. More specifically, there is a new High School being built in Eastern Passage and the committee has been charged with bringing forward a recommendation for an Interim Boundary Proposal.

The Facilitator outlined the significant information that the committee should reference when making their decision. These include:

Upon conclusion, the committee elected a Chair, a Vice Chair and a Secretary. Cori Ferguson was elected Chair, Michelle Myers was elected Vice Chair and Tracey Mohr was elected Secretary.

The Committee then reviewed the material from the Public Meeting held on September 17, 2015.

Community input had been received on the three questions presented at the Public Meeting:

2. Considering the information presented this evening, what else do you need to know to form an opinion on the preferred boundary for the new Eastern Passage High School?

a. Can be discussed at the table and presented or completed by individuals and submitted.

3. What do you feel are the major considerations that the committee must keep in mind as they move forward?

a. This is an individual opinion and each person here can submit a completed sheet.

The Committee reviewed the material from the Public Meeting held on September 17, 2015.

Community input had been received on the three questions presented at the Public Meeting:

2. Considering the information presented this evening, what else do you need to know to form an opinion on the preferred boundary for the new Eastern Passage High School?

a. Can be discussed at the table and presented or completed by individuals and submitted.

3. What do you feel are the major considerations that the committee must keep in mind as they move forward?

a. This is an individual opinion and each person here can submit a completed sheet.

Question 1:

There was clear consensus that the Boundary Scenario given to the committee as the HRSB Staff Recommendation was the most viable.

There was one reference to include Woodside students, referencing that they felt out of place at Dartmouth High.

There was another mention regarding the Astral Drive students, stating that they wished to remain a feeder school to Auburn Drive.

Question 2:

Will the school be large enough to handle projected enrollments? What is the rationale for a HS of 9 – 12? The ability to offer O2. Consider the impact on CHDHS and other Dartmouth schools. Could Highway 111 be considered for a boundary? How can you ensure cultural diversity? Might the boundary grow after the decision? How will “out of area requests be handled? Where will the grade 6’s go?

Question 3:

Concern for diversity Impact on other schools Population Out of area requests Impact on Co Curricular Impact on the community at large Keep disruption to other boundaries at a minimum Growth in the area The cost of keeping EPEC

The rationale from the public input for the HRSB Staff recommendation was that the new school would serve the communities of Shearwater, Eastern Passage, and Cow Bay; so, using the current EPEC Boundary was an obvious choice.

Criteria Evaluation

Upon review of the Public Input data, the committee began evaluating the HRSB Staff Scenario. Using the list indicated in the Creating Schools Populations Policy, the committee discussed each of the points of reference. Considering that some of these points might be more relevant if the Boundary Review Committee was not dealing with a new school, we felt it was important to discuss all of the points.

Long Term Viability

The first issue discussed was the fact that according to the projected enrollments, EPHS would exceed its capacity by 2024. High school Principals at the table (Ken Fells and Pat Savage) talked about the ability of high schools to schedule students beyond the capacity of the school through management of class use and size. This was accepted by the committee and they agreed that the long term viability of the school was positive.

Potential Enrollment Growth

There was discussion as to whether the Baragar Data included all of the growth that was happening in the communities of Shearwater, Eastern Passage and Cow Bay. The Facilitator explained that Baragar is a recognized supplier of data that both EECD and HRSB had confidence in. There was a discussion that the efficacy of the data decreased the further the projection went out in time. However, there was great confidence in the numbers for the next five years. The committee accepted and agreed that potential enrollment growth was not an issue.

Use of under utilized space due to enrollment decline

It was evident that this reference point was not relevant in the context of building a new school and the determining of a new boundary. However, there was discussion that this boundary would create a significant amount of under utilized space at Cole Harbour District High School. The Facilitator reminded the committee that upon completion of this Boundary Review, HRSB would be seeking Board approval for a School Options Committee to address issues regarding Cole Harbour District High School.

Recognizing that Cole Harbour High School’s enrollment would drop to approximately 300 students in grades 10 to 12, the committee was satisfied that HRSB recognized there would be the need to address these issues at CHDHS as soon as possible.

The optimum utilization of facilities

The committee discussed the fact that Cole Harbour would be under utilized as a result of the HRSB proposed boundary. The committee acknowledged that the School Options Committee that would begin after this process would focus on this issue. As for the other schools within the proposed boundary, it was agreed that there was potential for a better utilization of the facilities once the School Options Committee was formed at the end of this process.

The committee also discussed that a high school of 600 was small considering the programming for the 9 -12 students would have to work with approximately 150 students per grade level. Consideration was given to include the students of Astral Drive Junior High, but this option was ruled out in light of the input from the community meeting, where there was significant support against this idea. As well, the disruption to the feeder schools of Astral Drive brought the committee to the conclusion that Astral Drive not be considered.

The board’s policy C.010 Race Relations, Cross Cultural Understanding, and Human Rights in Learning that promotes principles that value and celebrate diversity

There was a fair amount of conversation at the public meeting on September 17 raising the concern that the new high school in Eastern Passage would suffer from a lack of diversity. Another concern raised was the fact that almost all students would be together from grades 6 – 12 and that they would all come from the 3 communities served by the new school.

It was made clear at the public meeting and reiterated by the committee that there is much diversity in the Shearwater, Eastern Passage and Cow Bay communities. Committee members living in these communities agreed that only a narrow definition of diversity was brought forward at the public meeting. It was made clear at both the public meeting and the committee meeting that diversity does not begin in high school and that the feeder schools that will be coming to EPHS are rich in diversity. The Committee acknowledges that diversity is more than race ethnicity, but encompasses gender, sexual orientation, socio-economic status, age, physical abilities, religious beliefs, political beliefs and other ideologies and all should be considered when speaking of diversity within the new Eastern Passage High School.

The impact on the affected students and communities

While recognizing the potential impact on the students of CHDHS, the committee agreed that there was a very positive impact for the students who would be attending the new school. Currently, all of the students from Shearwater, Eastern Passage and Cow Bay are bussed to CHDHS and the fact that fewer students would require bussing was seen as a positive. In addition, the students bussed would have a much shorter bus ride. This would create an increased opportunity for the EPHS students to become more involved in co- curricular activities.

Having a school located close to the centre of the communities it serves allows the opportunity to bring the communities together for events and celebrations.

The impact on the delivery of programs

It was recognized by the committee that the delivery of programs at both EPHS and CHDHS would be a challenge. High School Principals at the table identified the challenges of scheduling schools with less than 300 students per grade level. It was brought up that HRSB has procedures in place outside of the “staffing formula” that addresses and supports schools with smaller populations. The committee felt confident that this issue would be dealt with in a satisfactory manner by HRSB.

The Family of Schools structure of the board

The committee did not see any impact on the family of schools structure of the board with the boundary decision.

The clarity and consistency of the proposed boundary

The committee as well as the participants agreed that the boundary identified by HRSB staff for consideration is the most natural and logical boundary for the new EPHS. All of these students currently attend EPEC and it follows logically that they should be the population of the new school. It is believed that this is what most community members agree is the best boundary for the new EPHS and would have the least impact on the other schools affected.

Student transportation and safety

As mentioned above there will be fewer students travelling by bus and those who do are travelling a shorter distance. This is seen as a very positive situation for the community. The committee members identified the concerns of the community when their students had to travel by bus.

Conclusion

After carefully considering the input from the public meeting and subsequent emails received, and after reflecting on the referenced information in the Creating School Populations Policy, the Boundary Review Committee for the new Eastern Passage High School makes the following Interim boundary recommendation:

That the Interim Boundary Proposal for the new Eastern Passage High School be the same as the current boundary for the Eastern Passage Education Centre. This is the boundary that the HRSB Staff presented for the committee to consider and the committee voted unanimously to support this boundary.

This document meets the approval of the EPHS Boundary Review Committee.

Public Meeting 2

On October 26, 2015 a second public meeting was held at EPEC. Approximately 40 people attended.

The Chair presented the Committee’s Interim Boundary Proposal recommendation and the process and procedures followed by the committee.

The public was asked if they felt the committee had overlooked anything and if there was any input that would help them make a more informed decision.

The public input at this meeting was either in support of the recommendation put forward or not relevant to the mandate of the committee. There was a comment that if the school is to serve all of Shearwater, Eastern Passage and Cow Bay then a small portion of Bissett Road which is in Cow Bay is outside of the EPEC Boundary and will still attend CHDHS.

The committee recognized that these students had been attending school outside of the EPEC boundary since elementary and including them would be disruptive and therefore agreed not to include them. This was put forward from the public as a comment and not a recommendation.

Recommendation:

The committee met at the end of the public consultation and agreed that there was unanimous community support for the recommendation presented. The committee voted unanimously to forward the following Boundary Proposal recommendation on to the Superintendent:

That the Boundary for the new Eastern Passage High School be the same as the current Eastern Passage Education Centre.

Public X Report No. 2015-10-42 Private Date: November 25, 2015

HALIFAX REGIONAL SCHOOL BOARD Recommendation to Review Schools in Eastern Passage

PURPOSE: To receive approval from the Governing Board to begin the review process for the schools in Eastern Passage.

BACKGROUND: In October 2014 the province approved the provincial School Review Policy for use by all school boards. The policy contains sixteen directives (A to P) boards must follow during a school review process.

Directive A states: A school review may be considered when a Long-Range Outlook (LRO) has been completed by a school board, as required by the Education Act and outlined in Appendix A: Preparing a Long-Range Outlook.

The Governing Board approved the Halifax Regional School Board Long-Range Outlook at its regular Board meeting on April 22, 2015.

Directive B of the School Review Policy states: To initiate a school review, school board staff will present a report called a Recommendation to Review to the governing school board identifying a group of schools for review. A review should include all schools that could be impacted by the outcome of a review or could expand the range of options for consideration. Under exceptional circumstances it may be appropriate to conduct a review of an individual school. A Recommendation to Review does not have to coincide with a particular calendar date.

HRSB staff has developed a prioritized list of actions by Family of Schools to address the Board’s facility needs.

In the School Review Policy Directive A, there are six circumstances that may lead to a school review. These include:

• a school or group of schools is unable to, or projected to be unable to, provide a suitable and equitable range of learning opportunities for students, due to declining enrolment; • reorganization involving a school or group of schools could enhance program and learning opportunities for students; • reorganization involving a school or group of schools could optimize use of school facilities across the school board; • a school’s combination of teaching or learning spaces is not suitable to provide programs/is not accessible/does not serve the community, and retrofitting and/or enlarging the facility may be cost prohibitive; • one or more of the schools in a group is experiencing higher building maintenance expenses than average for the school board and/or is in need of major capital improvements; and • safety and/or environmental concerns are associated with the building.

CONTENT: The schools in Eastern Passage have been identified for review in 2015-16.

A boundary review has been completed and brought forward this evening in Report No. 2015-10-44 for the new high school in Eastern Passage. The catchment area proposed in the report includes Eastern Passage Education Centre, Seaside Elementary, Oceanview Elementary and Tallahassee Community School within the Family of Schools.

Utilization of schools is a factor for consideration. The Long-Range Outlook data for these schools indicates that Eastern Passage Education Center and Ocean View Elementary Schools are underutilized and Tallahassee Community School is slightly over utilized, while Seaside is approaching optimum utilization. With the reassignment of Grade 9 students from EPEC to the new high school, there will be further negative impact to the underutilization of this school. It is estimated that EPEC will be at approximately 54% utilization when the high school opens.

Based on these factors, it is recommended that a school review occur for the following schools: • Eastern Passage Education Centre • Seaside Elementary • Ocean View Elementary • Tallahassee Community School

In accordance with the provincial School Review Policy, this Recommendation to Review Report includes the following information (see Appendix A):

• the rationale for the review, referencing information provided in the LRO plus any other relevant information; • a proposed timeline for the review (in accordance with the timelines provided in the provincial School Review Policy); and • the draft Terms of Reference for the School Options Committee (SOC) that will conduct the proposed review. These Terms of Reference define and guide the work of the SOC.

COST: A consultant will be hired to facilitate the school review process. It is estimated that the cost of the review will be approximately $10,000.

FUNDING: Board Services Budget

TIMELINE: It is anticipated this school review process will be started in December 2015 and completed with a report to the Governing Board and final decision at the April 27, 2016 Board meeting.

APPENDICES: Appendix A

RECOMMENDATIONS: It is recommended that the Governing Board direct staff to initiate a review of the following schools:

• Eastern Passage Education Centre • Ocean View Elementary • Seaside Elementary • Tallahassee Community School

It is recommended that the Governing Board direct the Superintendent to establish a School Options Committee to complete the review following the provincial School Review Policy.

It is recommended that the Governing Board approve the Terms of Reference for this review as being those included in Appendix A.

COMMUNICATIONS: AUDIENCE RESPONSIBLE TIMELINE School Principals of Director – School Prior to posting on Schools in EPH Administration web site Family of Schools School Advisory School Principal Prior to posting on Councils in EPH web site Family of Schools School Communities Superintendent After Board Decision of EPH Family of Schools

From: For further information please contact Ron Heiman, HRSB Director Operations Services at 902-464-2000 ext. 2144 or by e-mail [email protected].

To: Senior Staff – November 3, 2015 Governing Board – November 25, 2015

Filename: Columbia\Facilities\Heiman-Sheehan-Fagan\Reports\Board Reports\Report 2015-10-42 Recommendation to Review EPHS FOS 2015 Date last revised: November 18, 2015, Appendix A

INTRODUCTION

The information in this report has been compiled according to Section 89 (1) of the Education Act and the provincial School Review Policy (Policy). This Policy can be found at www.ednet.ns.ca/schoolreview/11028_16Oct2014_School_Review_Policy_EN.pdf.

As per Directive A from the Policy, the Halifax Regional School Board developed and approved its Long-Range Outlook (LRO) in April 2015. Please review the LRO for data about schools referenced in this report. It can be found at www.hrsb.ca/about-hrsb/operations- services/long-range-outlook. For a printed copy, please contact the office of the Superintendent at 902-464-2000 ext. 2312.

Directive B of the School Review Policy states the information that must be included in a Recommendation to Review. This includes:

• the rationale for the review, referencing information provided in the Outlook plus any other relevant information (where other information is included, sources must be cited as applicable); • a proposed timeline for the review (in accordance with the timelines provided in the Policy); and • the draft Terms of Reference for the SOC that will conduct the proposed review. The Terms of Reference define and guide the work of the SOC and must be prepared according to the template provided in Appendix D of the Policy.

Rationale for Review:

The province approved construction of a Grade 9-12 high school in Eastern Passage and a Boundary Review has been completed for the school. The catchment area includes Eastern Passage Education Centre, Seaside Elementary, Oceanview Elementary and Tallahassee Community School within the Family of Schools (as shown below).

Map 1-Eastern Passage Education Centre and elementary feeder school catchment area

Source: Halifax Regional School Board & Baragar Demographics

Utilization of schools is a factor for consideration. The Long-Range Outlook data for these schools indicates that Eastern Passage Education Center (EPEC) and Oceanview Elementary Schools are underutilized, while Tallahassee Community School and Seaside Elementary School are both projected to be slightly above optimum utilization. With the reassignment of Grade 9 students from EPEC to the new high school, there will be further negative impact to the underutilization of EPEC. It is estimated that EPEC will be at approximately 52% utilization when the high school opens, due to reassignment of Grade 9 students (see Figure 3 below).

The School Review Policy Appendix C: Calculating Capacity and Utilization states the optimal utilization rates for elementary and junior high schools as 100% and high schools as 85% of calculated capacity. A review by a School Options Committee would result in an improved utilization of these schools.

Figure 1 Current Cole Harbour District High Family of Schools Capacity Utilization (%)

120

100

80 2014 60 2019 40 2024 20

Source: Halifax Regional School Board Long-Range Outlook pg. 145

Figure 2 Current Cole Harbour District High Family of Schools - Historical and Projected by School Level 5000 4000 Gr.10 to Gr. 12 3000 Gr.7 to Gr.9 2000 Primary to Gr.6 1000 0 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024

Source: Halifax Regional School Board Long Range-Outlook pg. 145

Figure 3

Source: Projected utilization using data from the Halifax Regional School Board Long Range-Outlook 2015 pg. 145.

Based on these factors, a reorganization involving this group of schools could optimize use of school facilities. This reorganization could also enhance program and learning opportunities for students.

Timeline for Review:

Upon approval by the Governing Board, the timeline of the Review will follow the requirements of the School Review Policy. The proposed milestone dates for the Review process are as follows.

November 25, 2015 Governing Board accepts recommendation and initiates a review of the Eastern Passage schools

December 24, 2015 Facilitator appointed by Superintendent (within 30 days of approval to review)

December 24, 2015 School Options Committee (SOC) begins to meet regularly (within 30 days of approval to review)

January 11, 2016 first public meeting

February 15, 2016 second public meeting

March 7, 2016 third public meeting

March 23, 2016 SOC submits report and recommendation to the Governing Board through Superintendent

April 27, 2016 Decision by Governing Board

Figure 4 - School Review Timeline

SCHOOL REVIEW PROCESS

School board staff present a Recommendation to Review for a group of schools or a Initiated at single school to the school board, along with draft Terms of Reference for a School any time Options Committee (SOC)

School board accepts recommendation and initiates a review of a group of schools or school Up to 30 days SOC is formed, facilitator appointed, relevant documents provided (finalized Terms of Reference and School Information Profiles)

SOC begins to meet regularly

Public Meeting 1: Present process and objectives, receive feedback Develops scenarios 90-150 Public Meeting 2: Present draft days review scenarios, receive feedback

Evaluates scenarios Public Meeting 3: Present preferred review scenario, receive feedback

SOC’s Report and Recommendation submitted

Staff Technical Up to 60 Report days (not mandatory)

School Board Public Meeting: Presentation of SOC’s Report and Recommendation and the Staff Technical Report

30 days Board decision

Source: School Review Policy

School Options Committee (SOC) Terms of Reference

Date: November 25, 2015

School(s) under review: Eastern Passage Education Centre Ocean View Elementary Seaside Elementary Tallahassee Community School

Mandate:

As per approval by the Governing Board, the mandate of the School Options Committee will be to: • perform a Review of the four schools in Eastern Passage following the requirements of the provincial School Review Policy; • provide a written report with recommendations, consistent with the review objectives and reference criteria, to the Governing Board through the Superintendent; and • include in the report o grade configuration of each school and o which school(s) has been identified for permanent closure (if any). Review Objectives:

The circumstances identified in the provincial Policy that have led to this review are: • “reorganization involving a school or group of schools could optimize use of school facilities across the school board”; and • “reorganization involving a school or group of schools could enhance program and learning opportunities for students.”

Therefore, the objective of the School Options Committee is to reduce excess capacity through a reorganization of the schools to optimize the use of school facilities in the Eastern Passage High Family of Schools while exploring options to enhance program and learning opportunities for students.

Reference Criteria:

The following should be considered when reviewing options within this Family of Schools:

Grade configurations, • On May 22, 2013, the Governing Board approved a motion to require staff to consider various grade configurations during boundary reviews, school reviews and facility planning, and to include a community consultation process whenever considering grade reconfiguration.

Class size and composition, • Class size shall follow provincial guidelines with regards to funding parameters for class size as determined by the Department of Education and Early Childhood Development. Maximizing use of school facilities • The School Review Policy Appendix C: Calculating Capacity and Utilization states the optimal utilization rates for elementary and junior high schools as 100% and high schools as 85% of calculated capacity. These rates should be considered as targets for options being developed by the SOC.

Limiting factors such as transportation time limits, geographically isolated schools. • The HRSB Student Transportation Policy F.005 defines requirements for student transportation. Consideration must be given to determine impacts to student transportation caused by revisions to school boundaries or grade configurations.

Membership:

The Superintendent will request that the School Advisory Councils from each of the schools named in the Review appoint one member to the School Options Committee. This representative cannot be an employee of HRSB.

Facilitator: To be appointed by Superintendent

Voting SOC members: Eastern Passage Education Centre: • SAC Chair or designate- • Parent Representative- Ocean View Elementary: • SAC Chair or designate- • Parent Representative- Seaside Elementary: • SAC Chair or designate- • Parent Representative- Tallahassee Community School: • SAC Chair or designate- • Parent Representative-

The Superintendent will assign staff to support the SOC. The primary role of staff is to provide information. Staff may include central office employees and Principals (or designates) of schools involved in the Review. All HRSB employees assigned to support the Review process are non-voting members of the SOC.

Non-Voting SOC Members-HRSB central office staff:

School Administration Supervisor Program staff Planner Operations Coordinator Principal-Eastern Passage High Principal-Eastern Passage Education Centre Principal-Ocean View Elementary Principal-Seaside Elementary Principal-Tallahassee Community School

Procedures:

Election and Authority of the Chair The Chair will be elected by the committee at the first meeting.

The Chair will have authority to prepare an agenda, schedule meetings and close meetings as deemed appropriate.

Meeting Dates & Times Meetings will be held on , from to , unless otherwise communicated to Committee Members by the Facilitator or Chair. The length of meeting will be based on the content of the agenda.

Location(s) Meetings will be held at Eastern Passage Education Centre unless otherwise decided by the SOC.

Agenda The Facilitator will prepare the agenda with consultation from the Chair. The Chair will ensure that the agenda is followed. The agenda will focus on planning, problem solving, and decision making agenda items over informational agenda items. The agenda will include:

1. Agenda review o recording attendance 2. Updates o follow up from previous action items o reviewing all Open Action Items 3. Agenda items o priority order o including an open period if time permits 4. Closure o Facilitator reviewing action items o preliminary agenda items for the next meeting o Facilitator sharing observations as process reporter o Confirming time and location for the next meeting.

Minutes A uniform template (action sheet) will be used to record action items. The Facilitator will fill out the action sheet (including a summary of the topic discussed, a decision/action to be taken, deadline/person responsible, action item completed) during each meeting. This sheet will constitute the minutes and will be placed in the team binder at the end of each meeting. When confirmed at subsequent meeting, an electronic copy will be sent to the Director Operations Services as the official minutes and subsequently posted on the Board web site.

Open Action Items List The Facilitator is responsible for maintaining the list of Open Action Items from one meeting to the next. The items on the list are typically reviewed during the update portion of the committee meeting.

Decision Making Decisions will be made according to the Terms of Reference provided by the Governing Board.

Confidentiality Committee work (including discussions and opinions) shall stay within the team unless consensus to do otherwise is reached. Committee members are never to identify “who said what” outside the team meeting, unless agreed to by the team.

Meeting Cancellation It may be the case that the committee requires time to read information they receive or prepare information for meetings. In such cases, the Chair in consultation with the Facilitator may cancel the meeting. All Committee Members will be contacted with sufficient notice.

Absenteeism When a Committee Member is not able to attend a meeting, he/she is expected to notify the Chair or Facilitator. Chronic absenteeism is harmful to the team and will be discussed by the whole team if a member misses more than three meetings in a row. The Chair may request that the Superintendent replace a Committee Member for chronic absenteeism.

Norms for meetings Meetings norms are to be generated by committee members. These are intended to be a list of things which help/hinder constructive team work.

Schedule The timeline will comply with the School Review Policy.

Public Meetings: As per Directive J in the School Review Policy, the SOC will hold at least three public meetings for the purpose of presenting the work of the SOC and to seek input and feedback about the review scenarios under consideration.

The Facilitator will ensure that notices of public meetings are posted at least 2 weeks prior to the meeting, through the HRSB Communications office. Notice will be posted in a local newspaper as well as by the Board web site, social media and other means available.

The meeting will be facilitated by the Facilitator who shall ensure that the content of the public meeting will include as a minimum:

• Explanation of the School Review Process

• Mandate of the School Options Committee

• Summary of work conducted to date

• Objectives and Reference Criteria of the Review

• Opportunity for members of the public to speak

A summary of public contributions will be taken by an SOC member and approved at a subsequent SOC meeting. Approved summaries will be posted on the Board’s web site. Public X Report No. 2015-10-41 Private Date: November 25, 2015

HALIFAX REGIONAL SCHOOL BOARD Recommendation to Review Cole Harbour District High School Family of Schools

PURPOSE: To receive approval from the Governing Board to begin the review process for the Cole Harbour District High Family of Schools.

BACKGROUND: In October 2014 the province approved the provincial School Review Policy for use by all school boards. The policy contains 16 directives (A to P) boards must follow during a school review process.

The Governing Board approved the Halifax Regional School Board Long-Range Outlook at its regular Board meeting on April 22, 2015.

HRSB staff has developed a prioritized list of actions by Family of Schools to address the Board’s facility needs.

In the School Review Policy Directive A, there are six circumstances that may lead to a school review. These include:

CONTENT: The Cole Harbour District High (CHDH) Family of Schools has been identified for review in 2015-16.

Declining enrolments have resulted in excess capacity within the CHDH schools. (See LRO and Appendix A.) Also, with the construction of Eastern Passage High School (EPHS), reassignment of students from CHDH to the new EPHS will result in a further decreased enrollment at CHDH by more than 50%. The construction of EPHS is anticipated to be completed in 2018.

A boundary review has been completed for the new Eastern Passage high school and presented to the Governing Board in Report No. 2015-10-44. The catchment area proposed in the report includes: Eastern Passage Education Centre, Seaside Elementary, Ocean View Elementary and Tallahassee Community schools, which are schools currently within the Cole Harbour District High Family of Schools.

Based on these factors, Senior Staff is recommending that a school review occur for the Cole Harbour District High School Family of Schools that includes the following eight schools:

• Cole Harbour District High • Ross Road School • Sir Robert Borden Junior High • Atlantic View Elementary • Colonel John Stuart Elementary • George Bissett Elementary • Nelson Whynder Elementary • Robert Kemp Turner Elementary

In accordance with the provincial School Review Policy, this Recommendation to Review Report includes the following information in Appendix A:

COST: A consultant will be hired to facilitate the school review process. It is estimated that the cost of the review will be approximately $10,000.

FUNDING: Board Services Budget

TIMELINE: The process will follow the timeline as prescribed by the provincial School Review Policy and is anticipated to start December 2015 and be completed with a report to the Governing Board by May 25, 2016.

APPENDICES: Appendix A

RECOMMENDATIONS: It is recommended that the Governing Board direct staff to initiate a review of the following schools within the Cole Harbour District High Family of Schools,

It is recommended that the Governing Board direct the superintendent to establish a School Options Committee to complete the review following the provincial School Review Policy.

It is recommended that the Governing Board approve the Terms of Reference for this review as being those included in Appendix B.

COMMUNICATIONS: AUDIENCE RESPONSIBLE TIMELINE School Principals of Director – School Prior to posting on Schools in CHDH Administration web site Family of Schools School Advisory School Principal Prior to posting on Councils in CHDH web site Family of Schools School Communities Superintendent After Board Decision of CHDH Family of Schools

From: For further information please contact Ron Heiman, HRSB Director Operations Services at 902-464-2000 ext. 2144 or by e-mail [email protected].

To: Senior Staff – November 3, 2015 Governing Board – November 25, 2015

Filename: Columbia\Facilities\Heiman-Sheehan-Fagan\Reports\Board Reports\Report 2015-10-41 Recommendation to Review CHDHS FOS Oct 29 2015 Date last revised: October 29, 2015,

Appendix A

INTRODUCTION

As per Directive A from the Policy, the Halifax Regional School Board developed and approved its Long-Range Outlook (LRO) in April 2015. Please review the LRO for data about schools referenced in this report. It can be found at www.hrsb.ca/about-hrsb/operations- services/long-range-outlook. For a printed copy, please contact the Office of the Superintendent at 902-464-2000 ext. 2312.

Directive B of the School Review Policy states the information that must be included in a Recommendation to Review. This includes:

Rationale for Review:

Declining enrolments have resulted in excess capacity within the Cole Harbour District High School (CHDH) Family of Schools. The LRO data indicates enrollment projections and capacity utilization for each school. The enrollment is projected to remain relatively static overall within the Family of Schools, but increase at Atlantic View and George Bissett Elementary Schools over the next 10 years. The average utilization rate for this Family of Schools is 69% and is projected to decrease as noted below.

The province approved construction of a Grade 9-12 Eastern Passage High School (EPHS). A Boundary Review has been completed for Eastern Passage High School. The catchment area includes Eastern Passage Education Centre, Seaside Elementary, Oceanview Elementary and Tallahassee Community School within the Family of Schools.

With the construction and reassignment of students from CHDH to the new EPHS, there will be further decline of enrollment at CHDH School by more than 50%. The construction of EPHS is anticipated to be completed in 2018. When the students from the proposed catchment area of Eastern Passage are not considered in the CHDHS utilization, the average utilization of CHDH is 52% (see Figure 3 below).

Map 1- Ross Road and Sir Robert Borden Jr High and feeder elementary school catchment areas

Source: Halifax Regional School Board & Baragar Demographics

Figure 1

Source: Halifax Regional School Board Long-Range Outlook 2015 pg. 145

Source: Halifax Regional School Board Long Range-Outlook 2015 pg. 145

Figure 3 Projected Cole Harbour District High Family of Schools Capacity Utilization (%) 90 80 70 60 50 40 30 20 10 0

Source: Projected utilization using data from Halifax Regional School Board Long Range-Outlook 2015 pg. 145, redistributed to remove students from projected EPHS Family of Schools boundary.

Timeline for Review:

Upon approval by the Governing Board, the timeline of the Review will follow the requirements of the School Review Policy. The proposed milestone dates for the Review process are as follows.

November 25, 2015 Governing Board accepts recommendation and initiates a review of the Cole Harbour District High Family of Schools

December 24, 2015 Facilitator appointed by Superintendent (within 30 days of approval to review)

December 24, 2015 School Options Committee (SOC) formed and begins meeting regularly (within 30 days of approval to review)

January 12, 2016 first public meeting

February 16, 2016 second public meeting

March 8, 2016 third public meeting

April 27, 2016 SOC submits report and recommendation to the Governing Board through Superintendent

May 25, 2016 Decision by Governing Board

Figure 4: School Review Timeline SCHOOL REVIEW PROCESS

SOC begins to meet regularly

Public Meeting 1: Present process and objectives, receive feedback Develops scenarios 90-150 Public Meeting 2: Present draft days review scenarios, receive feedback

Evaluates scenarios Public Meeting 3: Present preferred review scenario, receive feedback

SOC’s Report and Recommendation submitted

Staff Technical Up to 60 Report days (not mandatory)

School Board Public Meeting: Presentation of SOC’s Report and Recommendation and the Staff Technical Report

30 days Board decision

Source: School Review Policy

School Options Committee (SOC) Terms of Reference

Date: November 25, 2015

School(s) under review: Cole Harbour District High Ross Road Sir Robert Borden Junior High Atlantic View Elementary Colonel John Stuart Elementary George Bisset Elementary Nelson Whynder Elementary Robert Kemp Turner Elementary

Mandate: As per approval by the Governing Board motion, the mandate of the School Options Committee will be to: • perform a Review of the Cole Harbour District High School Family of Schools following the requirements of the provincial School Review Policy; • provide a written report with recommendations, consistent with the review objectives and reference criteria, to the Governing Board through the Superintendent; and • include in the report: o grade configuration of each school and o which schools will be recommended for major capital improvement, and o which school(s) has been identified for permanent closure (if any).

Review Objectives The circumstances identified in the provincial Policy that have led to this review are: • “reorganization involving a school or group of schools could optimize use of school facilities across the school board”; and • “reorganization involving a school or group of schools could enhance program and learning opportunities for students.”

Therefore, the objective of the School Options Committee is to reduce excess capacity through a reorganization of the schools to optimize the use of school facilities in the Cole Harbour District High Family of Schools while exploring options to enhance program and learning opportunities for students.

Reference Criteria

The following should be considered when reviewing options within this Family of Schools:

Class size and composition, • Class size shall follow provincial guidelines with regards to funding parameters for class size as determined by Department of Education and Early Childhood Development.

Maximizing use of school facilities • The School Review Policy Appendix C: Calculating Capacity and Utilization states the optimal utilization rates for elementary and junior high schools as 100% and high schools as 85% of calculated capacity. These rates should be considered as targets for options being developed by the SOC.

Making the best use of available resources (financial, labour and capital) across the board • The HRSB 2015-16 Business Plan includes Goal #4: To build engagement, support and confidence in HRSB with a priority to “Achieve greater efficiency in the operation of our facility plant operations.” The Options developed by the SOC should provide for operational savings through consideration of the age of facilities, necessary building system upgrades, maintenance, utility and other facility costs.

Membership

Facilitator: To be appointed by Superintendent

Voting SOC members: (to be determined by the school SAC’s prior to first meeting) Cole Harbour District High: • SAC Chair or designate- • Parent Representative- Sir Robert Borden Junior High: • SAC Chair or designate- • Parent Representative- Ross Road: • SAC Chair or designate- • Parent Representative- Atlantic View Elementary: • SAC Chair or designate- • Parent Representative- Colonel John Stuart Elementary: • SAC Chair or designate- • Parent Representative- George Bissett Elementary: • SAC Chair or designate- • Parent Representative- Nelson Whynder Elementary: • SAC Chair or designate- • Parent Representative- Robert Kemp Turner Elementary: • SAC Chair or designate- • Parent Representative-

Non-Voting SOC Members-HRSB central office staff:

School Administration Supervisor Program staff Planner Operations Coordinator Principal-Cole Harbour District High Principal-Sir Robert Borden Junior High Principal-Ross Road Principal-Atlantic View Elementary Principal-Colonel John Stuart Elementary Principal-George Bissett Elementary Principal-Nelson Whynder Elementary Principal-Robert Kemp Turner Elementary

Procedures

Election and Authority of the Chair The Chair will be elected by the committee at the first meeting.

The Chair will have authority to prepare an agenda, schedule meetings and close meetings as deemed appropriate.

Meeting Dates & Times The dates and times of meetings will be determined by the committee at the first meeting, unless otherwise communicated to Committee Members by the Facilitator or Chair. The length of meeting will be based on the content of the agenda.

Location(s) Meetings will be held at Cole Harbour District High School unless otherwise decided by the SOC.

Minutes A uniform template (action sheet) will be used to record action items.

The Facilitator will fill out the action sheet (including a summary of the topic discussed, a decision/action to be taken, deadline/person responsible, action item completed) during each meeting. This sheet will constitute the minutes and will be placed in the team binder at the end of each meeting. When confirmed at subsequent meeting, an electronic copy will be sent to the Director Operations Services as the official minutes and subsequently posted on the Board web site.

Decision Making Decisions will be made according to the Terms of Reference provided by the Governing Board.

Norms for meetings Meetings norms are to be generated by committee members. These are intended to be a list of things which help/hinder constructive team work.

Schedule The timeline will comply with the School Review Policy.

Public Meetings:

As per Directive J in the School Review Policy, the SOC will hold at least three public meetings for the purpose of presenting the work of the SOC and to seek input and feedback about the review scenarios under consideration.

The meeting will be facilitated by the Facilitator who shall ensure that the content of the public meeting will include as a minimum:

• Explanation of the School Review Process

• Mandate of the School Options Committee

• Summary of work conducted to date

• Objectives and Reference Criteria of the Review

• Opportunity for members of the public to speak

A summary of public contributions will be taken by an SOC member and approved at a subsequent SOC meeting. Approved summaries will be posted on the Board’s web site.

Public X Report No. 2015-10-43 Private Date: November 25, 2015

HALIFAX REGIONAL SCHOOL BOARD Recommendation to Review Citadel High School Family of Schools

PURPOSE: To receive approval from the Governing Board to begin the review process for schools within the Citadel High Family of Schools.

The Governing Board approved the Halifax Regional School Board Long-Range Outlook at its regular Board meeting on April 22, 2015.

HRSB staff has developed a prioritized list of actions by Family of Schools to address the Board’s facility needs.

In the School Review Policy Directive A, there are six circumstances that may lead to a school review. These include:

CONTENT: The Citadel High Family of Schools has been identified for review in 2015-16.

Due largely to the age of many of the school buildings in this family, capital improvements for building upgrades are required at most of the schools in this family. The oldest school buildings in this Family are LeMarchant-St. Thomas annex (1920) followed by St. Joseph’s Alexander McKay Elementary (1921) and LeMarchant-St. Thomas Elementary (1924). Most schools were constructed prior to 1950. See Figure 1 in Appendix A.

Utilization of schools is also a contributing factor for consideration of this review. The LRO data for these schools indicates that while the overall utilization within the Family of Schools is at approximately 81%, there are schools with increasing over utilization and underutilization. The average utilization for junior high and elementary schools is 64% and 70% respectively. There are three schools at or below 50% utilization.

Based on these factors, it is recommended that a school review occur for the Citadel High Family of Schools that includes the following 5 schools: • Joseph Howe Elementary • Oxford School • St. Joseph’s Alexander McKay Elementary • St. Stephen’s Elementary • Highland Park Junior High

In accordance with the provincial School Review Policy, this Recommendation to Review Report includes the following information (see Appendix A):

• the rationale for the review, referencing information provided in the Outlook plus any other relevant information; • a proposed timeline for the review (in accordance with the timelines provided in the provincial School Review Policy); and • the draft Terms of Reference for the School Options Committee (SOC) that will conduct the proposed review. These Terms of Reference define and guide the work of the SOC.

COST: A consultant will be hired to facilitate the school review process. It is estimated that the cost of the review will be approximately $10,000.

FUNDING: Board Services Budget

TIMELINE: It is anticipated that the School Review will begin in December 2016 and conclude with a report to the Governing Board in June 2016.

APPENDICES: Appendix A

RECOMMENDATIONS: It is recommended that the Governing Board direct staff to initiate a review of the following schools;

• Joseph Howe Elementary • Oxford School • St. Joseph’s Alexander McKay Elementary • St. Stephen’s Elementary • Highland Park Junior High

within the Citadel High Family of Schools and

It is recommended that the Governing Board direct the Superintendent to establish a School Options Committee to complete the review following the provincial School Review Policy.

It is recommended that the Governing Board approve the Terms of Reference for this review as being those included in Appendix A.

COMMUNICATIONS: AUDIENCE RESPONSIBLE TIMELINE School Principals of Director – School Prior to posting on Identified Schools in Administration web site Citadel Family of Schools School Advisory School Principal Prior to posting on Councils of web site Identified Schools in Citadel Family of Schools School Communities Superintendent After Board Decision of Identified Schools in Citadel Family of Schools

From: For further information please contact Ron Heiman, HRSB Director Operations Services at 902-464-2000 ext. 2144 or by e-mail [email protected].

To: Senior Staff – November 3, 2015 Governing Board – November 25, 2015

Filename: Columbia\Facilities\Heiman-Sheehan-Fagan\Reports\Board Reports\Report 2015-10-43 Recommendation to Review Citadel FOS Date last revised: November 19, 2015,

Appendix A

INTRODUCTION

Directive B of the School Review Policy states the information that must be included in a Recommendation to Review. This includes:

Rationale for Review:

The data in the Long-Range Outlook shows that the Citadel High Family of Schools has the oldest schools (see chart below), greatest number of school buildings (17) and highest total square foot area (850,000 ft²) of all the Halifax Regional School Board Families of Schools, while being one of the smallest geographic areas.

Fourteen of the schools were constructed prior to 1960, with five of those being constructed prior to 1940. As the building infrastructure continues to age, the deferred maintenance also increases. Capital improvements for building system upgrades are required at most schools in this family to extend the life of buildings that may already be considered as beyond their intended useful life. These include upgrades to heating, ventilation, electrical and building envelope systems as well as building code and accessibility upgrades.

Utilization of schools is also a factor for considering a review. The Long-Range Outlook data for these schools indicates that while the overall utilization within the Family of Schools is at approximately 81%, there are schools with increasing overutilization and underutilization. The average utilization for junior high and elementary schools is 64% and 70% respectively. There are three schools at or below 50% utilization.

Based on these factors, the rationale for the review is the need for major capital improvements and to optimize use of school facilities.

Although it appears evident that most schools in this family of schools should be included in a School Review, due to the number of schools involved it may be preferable to consider a phased approach by reviewing groups of schools based on the junior high feeder systems within Citadel High, over two or more years. Since aging infrastructure requiring capital improvements is deemed to be a priority factor supporting this recommendation for review, it would be prudent to address the oldest facilities first, these being St. Joseph’s Alexander McKay Elementary and LeMarchant-St. Thomas Elementary schools.

A replacement school for LeMarchant-St. Thomas Elementary is already approved and in progress. Therefore the next priority for review is St. Joseph’s Alexander McKay Elementary School (SJAM). Given the requirement for capital improvements and utilization of schools adjacent to SJAM, as well as the varying grade configurations that might be considered, it is recommended that this review include the following schools:

• Joseph Howe Elementary • Oxford School • St. Joseph’s Alexander McKay Elementary • St. Stephen’s Elementary • Highland Park Junior High

Map 1 - Highland Park Junior High and elementary feeder school catchment area

Source: Halifax Regional School Board & Baragar Demographics

Map 2 - Oxford School and elementary feeder school catchment area-regular program

Source: Halifax Regional School Board & Baragar Demographics

Figure 1

Age Of Schools-Citadel High Family of Schools 100 90 80 70 60 50 40 30 20 10 0

Source: Halifax Regional School Board Long-Range Outlook 2015

Figure 2

Source: Halifax Regional School Board Long-Range Outlook 2015 page 114

Timeline for Review:

Upon approval by the Governing Board, the timeline of the Review will follow the requirements of the School Review Policy. The proposed milestone dates for the Review process are as follows:

November 25, 2015 Governing Board approves recommendation to initiate a review of the Citadel High Family of Schools

December 24, 2015 Facilitator appointed by Superintendent (within 30 days of approval to review)

December 24, 2015 School Options Committee (SOC) formed and begins to meet regularly (within 30 days of approval to review).

January 15, 2016 first public meeting

February 15, 2016 second public meeting

March 31, 2016 third public meeting

May 25, 2016 (SOC) submits report and recommendation to the Governing Board through Superintendent

June 22, 2016 Decision by Governing Board

Figure 3: School Review Timeline

SCHOOL REVIEW PROCESS

SOC begins to meet regularly

Public Meeting 1: Present process and objectives, receive feedback Develops scenarios 90-150 Public Meeting 2: Present draft days review scenarios, receive feedback

Evaluates scenarios Public Meeting 3: Present preferred review scenario, receive feedback

SOC’s Report and Recommendation submitted

Staff Technical Up to 60 Report days (not mandatory)

School Board Public Meeting: Presentation of SOC’s Report and Recommendation and the Staff Technical Report

30 days Board decision

Source: School Review Policy

School Options Committee (SOC) Terms of Reference

Date: November 25, 2015

School(s) under review: Joseph Howe Elementary Oxford School St. Joseph’s Alexander McKay Elementary St. Stephen’s Elementary Highland Park Junior High

Mandate:

As per approval by the Governing Board, the mandate of the School Options Committee will be to: • perform a Review of the identified schools within the Citadel High Family of Schools following the requirements of the provincial School Review Policy; • provide a written report with recommendations, consistent with the review objectives and reference criteria, to the Governing Board through the Superintendent; and • include in the report: o grade configuration of each school and o which schools will be recommended for major capital improvement, and o which school(s) has been identified for permanent closure (if any).

Review Objectives:

The circumstances identified in the provincial Policy that have led to this review are: • “one or more of the schools in a group of schools is experiencing higher building maintenance expenses than average for the school board and/or is in need of major capital improvements; and • “reorganization involving a school or group of schools could optimize use of school facilities across the school board”;

Therefore, the objective of the School Options Committee is to identify schools to be replaced and reduce excess capacity through a reorganization of the schools to optimize the use of school facilities in the Citadel High Family of Schools.

Reference Criteria:

The following should be considered when reviewing options within this Family of Schools:

Class size and composition, • Class size shall follow provincial guidelines with regards to funding parameters for class sizes as determined by the Department of Education and Early Childhood Development.

Making best use of available resources (financial, labour and capital) across the Board, • The Governing Board is responsible for approving submission of capital construction requests to the province. The recommendation from staff for prioritized capital construction projects is informed in part by the Long-Range Outlook and the School Review process.

Membership:

Facilitator: To be appointed by Superintendent

Voting SOC members: Joseph Howe Elementary: • SAC Chair or designate- • Parent Representative- Oxford School: • SAC Chair or designate- • Parent Representative- St. Joseph’s Alexander McKay Elementary: • SAC Chair or designate- • Parent Representative- St. Stephen’s Elementary: • SAC Chair or designate- • Parent Representative- Highland Park Junior High: • SAC Chair or designate- • Parent Representative-

The Superintendent will assign staff to support the School Options Committee. The primary role of staff is to provide information. Staff may include central office employees and Principals (or designates) of schools involved in the Review. All HRSB employees assigned to support the Review process are non-voting members of the School Options Committee.

Non-Voting SOC Members-HRSB central office staff:

School Administration Supervisor Program staff Planner Operations Coordinator Principal - Joseph Howe Elementary Principal - Oxford School Principal - St. Joseph’s Alexander McKay Elementary Principal - St. Stephen’s Elementary Principal - Highland Park Junior High

Procedures:

Election and Authority of the Chair The Chair will be elected by the committee at the first meeting.

The Chair will have authority to prepare an agenda, schedule meetings and close meetings as deemed appropriate.

Location(s) Meetings will be held at Citadel High School unless otherwise decided by the SOC.

Decision Making Decisions will be made according to the Terms of Reference provided by the Governing Board.

Norms for meetings Meetings norms are to be generated by committee members. These are intended to be a list of things which help/hinder constructive team work.

Schedule The timeline will comply with the School Review Policy.

Public Meetings:

The meeting will be facilitated by the Facilitator who shall ensure that the content of the public meeting will include as a minimum:

• Explanation of the School Review Process

• Mandate of the School Options Committee • Summary of work conducted to date

• Objectives and Reference Criteria of the Review

• Opportunity for members of the public to speak

A summary of public contributions will be taken by an SOC member and approved at a subsequent SOC meeting. Approved summaries will be posted on the Board’s web site. HALIFAX REGIONAL SCHOOL BOARD AD HOC GOVERNANCE COMMITTEE TERMS OF REFERENCE

Committee Type: Ad Hoc Committee to the Governing Board

Composition: Five Governing Board members will make up the committee. Any other Governing Board members may attend meetings as nonvoting members of the committee. The Ad Hoc Governance Committee’s Chair and Vice- Chair shall be elected at the first meeting from among the Governing Board members appointed to the Committee.

Meeting Frequency: The Committee will meet as often as required to carry out its duties. Meetings may be in person or through communications technology.

Quorum: A majority of members serving on a Committee shall constitute a quorum.

Meeting Access: All Committee meetings are open to the public.

Staff Support: The Corporate Secretary will coordinate the provision of reports and documents to the Committee and assist with preparation of meeting agendas.

The Superintendent or his designate will attend all Ad Hoc Governance Committee Meetings.

Other staff will attend the Ad Hoc Governance Committee Meetings as directed by the Superintendent as requested by the Committee.

Mandate: The Ad Hoc Governance Committee is responsible for the following:

1. To investigate a new governance model for HRSB and make a recommendation of a preferred model(s), if identified, to the Governing Board for its approval along with a supporting professional development plan;

2. To review other related matters as directed by the Governing Board or as the Committee considers desirable;

3. To report to the Governing Board at such times as the Governance Committee considers appropriate, including the findings and recommendations of the Ad Hoc Governance Committee;

4. To respond to all matters referred to the Committee by the Governing Board. Public √ Report No. 15-11-46 Private Date: November 12, 2015

HALIFAX REGIONAL SCHOOL BOARD September 30, 2015 – Quarterly Business Plan and Financial Update

PURPOSE: To provide the Board with the September 30, 2015 second quarter business plan and financial update report.

BACKGROUND: The Audit Committee and Board are provided with a quarterly financial report to advise the Board on actual results compared to budget, to comment on variances, and provide projections for the entire fiscal year.

This report also includes an update on the status of business plan priorities. This quarterly reporting to the Audit Committee and Board continues on a timely basis throughout the year to highlight progress with the business plan priorities and budget.

CONTENT: The attached report covers to the end of the second quarter of the 2015-2016 fiscal year and includes the following:

1. Business Plan Priorities – a status report on actions taken up to September 30, 2015, on business plan priorities approved for 2015-2016. In some instances, the report may also note planned activities for the remainder of the 2015-2016 school year.

2. Financial Report – a financial report of actual revenues and expenditures for the periods of April 1, 2015 to June 30, 2015 and July 1, 2015 to September 30, 2015, year to-date amounts, and projections for the full year, along with an explanation of major variances.

It should be noted that the Business Plan and Budget covers the period April 1, 2015 to March 31, 2016. However, most of the business plan priorities and budget initiatives are intended to be undertaken on a school year basis.

Many of the initiatives and spending plans in these documents are related to the new school year which commenced on September 1, 2015. While this report outlines many initiatives undertaken over the past six months, much activity and progress on priorities and initiatives will continue to be undertaken in the remaining months of the current school year.

Progress has been achieved to-date on the priorities for 2015-2016. Results are being achieved as planned.

Overall, the projections show a net operating surplus of $18,900. It is still early in the new school year and staffing adjustments continue. However, it is anticipated that budget targets will be met by the end of the fiscal year.

COST: N/A

FUNDING: N/A

TIMELINE: N/A

APPENDICES: Quarterly Business Plan and Financial Update – September 30, 2015.

RECOMMENDATIONS: It is recommended that the Audit Committee receive the September 30, 2015, Quarterly Business Plan and Financial Update report for information.

COMMUNICATIONS:

AUDIENCE RESPONSIBLE TIMELINE General Public and Coordinator, Upon agenda posting schools via web site Communications

From: For further information please contact Terri Thompson, Director of Financial Services, at 902-464-2000 extension 2241 or e-mail at [email protected], or Kathryn Burlton, Manager of Accounting and Purchasing, at 902-464-2000 extension 2843 or e-mail at [email protected]

To: Audit Committee – November 18, 2015 Board – November 25, 2015

Filename: ktucker/Sep 30-15 Quarterly BP & Financial Update – Report 2015-11-46

Quarterly Business Plan and Financial Update September 30, 2015

Introduction

This report provides information from staff on progress in implementing and achieving business plan priorities and a financial position update to the end of the second quarter of 2015-2016.

The Board prepares an annual Business Plan that outlines goals and priorities for the upcoming year. Although the Business Plan covers the fiscal year (April 1 – March 31), most of the priorities are planned on the basis of the school year (September 1 – June 30). Staff has prepared this progress report on Business Plan priorities, including actions on priorities at the beginning of the 2015-2016 school year to provide a timely update on work planned and undertaken.

This reporting is part of an accountability framework that provides assurance that the work of the Board is being directed to the Business Plan priorities and that the intended results are being achieved.

Similarly, staff prepares a quarterly financial report for the Board to provide timely information on actual revenues and expenditures in relation to the approved budget. Projections are also provided to advise the Board on any variances that may occur in relation to the approved budget for the entire fiscal year. This allows action to be taken on a timely basis if projected results are not in line with the budget.

This quarterly report is presented in two parts:

1. Business Plan Priorities – update on progress in implementing the priorities for 2015-2016 to September 30, 2015. 2. Financial Report – a report of actual revenues and expenditures for the second quarter of the 2015-2016 fiscal year, along with year to-date results, and projections for the remainder of the fiscal year.

Summary

Progress has been achieved on the priorities in the 2015-2016 Business Plan. Results are being experienced as planned in most areas and progress is being made in achieving the Board’s goals.

Financial results to the end of September 30, 2015 indicate the Board is tracking close to budget. Results will be monitored very closely over the remaining months of the fiscal year so that actions may be taken, when and as required, to ensure overall budget targets are met by year end.

Page 1 September 30, 2015

1. BUSINESS PLAN PRIORITIES

On June 17, 2015 the Board approved the Business Plan and Budget for the 2015-2016 fiscal year.

In the first year of their term, the Board members along with Senior Staff, undertook a formal strategic planning process leading to the development of goals and strategies for their four year term. The Board approved a strategic plan that included four goals for the year. These goals have been modified to incorporate standard provincial goals, as well as additional goals as defined by the work of the Governing Board and Senior Staff: to improve student achievement, to strengthen safe and inclusive school environments, to achieve equitable learning opportunities for all students, and to build engagement, support and confidence in HRSB.

Priorities have been developed from the strategies to support each of these goals.

Most of the work on these priorities is intended to be accomplished during the 2015-2016 school year. This second quarter report, which covers all of the activities undertaken since April 1, 2015, indicates that work is underway on most of these priorities. In some areas, this report may also highlight work planned to be undertaken for priorities during the remainder of this school year.

BUSINESS PLAN PRIORITIES 2015-2016

Priorities Progress to Date

Business Plan Goal

1. To improve student achievement

• Ensure an on-going process to support all All HRSB schools are currently engaged in the school improvement process and are being schools in their focus on school improvement supported by board staff in a differentiated manner. Thirty-four schools completed the planning. development of new school improvement plans during April, May and June. Three schools were reviewed and recognized as improving schools during this period. Three high schools and five junior high schools attended professional development sessions to learn about the self- assessment process and how to develop a school improvement plan. This professional development focused on interpretation and use of the following: student achievement data to develop school goals; and teacher practice data to develop instructional and assessment strategies. Fourteen elementary schools will be engaging in this professional development later this fall. Following the professional development sessions, Program staff will provide individualized support to schools in the analysis and interpretation of their school data, as well as the development of their school improvement plans. All remaining schools are continuing

Page 2 September 30, 2015

Priorities Progress to Date

implementation of their school improvement plans focused on improving student achievement.

• Implement provincial streamlined curriculum in The Department of Education and Early Childhood Development (EECD) provided school grades Primary-3 including the integration of boards with key messages regarding the P-3 streamlined curriculum in May 2015. School educational technology and student board staff met with all principals in May to outline information following this provincial Action assessment. Plan directive. The EECD then provided every P-3 classroom teacher with a half-day substitute in June 2015 to allow for this information to be shared with classroom teachers.

On the professional development day in September, all P-3 teachers participated in professional development on the P-3 streamlined curriculum.

• Implement the Nova Scotia Mathematics All teachers of mathematics 7-9, as well as junior high resource teachers, participated in one curriculum in grades 7-9, and grade 12. day of professional development in June to introduce them to the new curriculum being implemented in September 2015. The session focused on effective instruction and assessment practices, including various lesson models. Participants also had an opportunity to understand how to use the new curriculum document and available support resources. This day was repeated in September for teachers who were not able to attend the day in June. Teachers of Mathematics at Work 12, Mathematics 12 and Pre-calculus 12 attended one day of professional development in June. Participants had an opportunity to explore key content areas in these new courses. Teachers were also able to gain a better understanding of how the curriculum document, yearly plan, and the grade 12 Moodle site supports the implementation of the new curriculum.

• Administer an Observation Survey of Early All English and French Immersion Early Literacy teachers, as well as one resource teacher Literacy Achievement to all students at the start from each elementary school, were trained on the Observation Survey over two days in of grade 1. September. Day one focused on the Observation Survey tasks. Day two focused training on the interpretation of the results, as well as strategic ways to immediately support students. All grade one students (English and French Immersion) were administered this Observation Survey during the month of September.

• Implement provincial homework guidelines. The Provincial Homework Policy was released in August 2015. It has established the expectation for educators to assign developmentally appropriate homework at each grade level to enhance student learning. This policy applies to all public schools in Nova Scotia. Information from the Department of Education and Early Childhood Development (EECD) on the new Ministerial Policy was shared with principals in September 2015 and this policy will replace the current practices existing at all schools.

A link to this policy can be found on the Policy page of the HRSB website.

Page 3 September 30, 2015

Priorities Progress to Date

• Offer early intervention support in math for During the 2014–2015 school year, 4.5 FTE mathematics support teachers (3.5 – elementary students in grades P-3. and 1 junior high) worked with students requiring additional support in mathematics. Examination of student data indicated that this intervention program was having a positive impact on student achievement. The Governing Board approved the budget which included an increase for the 2015–2016 school year of 9.5 FTE positions which have been staffed (2.0 FTE from the Department of Education and Early Childhood Development and 7.5 FTE from HRSB). These 9.5 FTEs have been distributed through 11 teachers, providing support to our elementary Priority Schools and two junior high schools.

Mathematics support teachers are working alongside classroom teachers in grades 2 and 3 to identify students who are not progressing as expected in mathematics. Additional support through daily small group instruction, for a period of several weeks, will be provided for these identified students by the mathematics support teacher.

Business Plan Goal

2. To strengthen safe and inclusive school environments

• Implement the new provincial Code of Conduct. In June 2015, staff from the Department of Education and Early Childhood Development (EECD) met with all principals and vice principals for a professional development session on the new Provincial Code of Conduct. The presenter shared with school-based administrators changes to the Code and the direction of the EECD in shaping student conduct at schools in the province of Nova Scotia.

On August 27, 2015 School Administration Supervisors continued work on the new Provincial Code of Conduct with principals. Changes and highlights were shared along with a video clip prepared by the EECD to support implementation of the Code. Supervisors facilitated discussion on four keys areas: establishing safe and inclusive learning environments, the role of cultural responsiveness in implementing the Code, the change to suspension length from five to ten days, and how to address student dress through the Code.

At the September Admin Unit meeting, School Administration Supervisors provided principals with a summary of feedback and questions from their August session. Conversations were focused on identifying supports to assist schools with successful implementation of the Code. Principals shared strategies to address the support of students who are experiencing difficulty with their conduct at school.

Page 4 September 30, 2015

Priorities Progress to Date

A link to this policy can be found on the Policy page of the HRSB website.

• Strengthen partnerships with outside agencies. Program staff planned and facilitated the Breakfast Workshop for HRSB breakfast program volunteers in partnership with Nourish Nova Scotia and Breakfast Club of Canada. The theme of the workshop was “Back to Basics” which provided an opportunity for participants to share and receive helpful hints, resources, recipes and information regarding breakfast program “Best Practices.”

Support was provided to 40 HRSB schools to promote community food gardens. Schools established various community partnerships such as local daycares, scouting groups, seniors groups and garden clubs. For more information go to: https://youtu.be/yZyODywaxkM

A new collaboration between Nourish Nova Scotia and Annapolis Valley Farm to School began to develop Nourish Your Roots, a new school fundraising program that connects children and families to the healthy, local and sustainable food choices available from Nova Scotia farmers. Two HRSB schools are piloting this program.

Partnerships continue to be fostered within the Early Years Centre at Rockingstone Heights School such as Public Health, Mount St. Vincent University, Dalhousie Family Medicine, Progress Centre for Early Intervention, Chebucto Family Resource Centre, Chebucto Family Connections, Halifax Regional Police, Halifax Regional Municipality, IWK (Primary Health), and Family SOS.

Operations Services continues to partner with Halifax Regional Municipality (HRM) in several aspects of service to schools as a means to improve access to schools and ensure safety of staff and students: • The Service Exchange Agreement which sets out parameters for reciprocal use of HRSB/HRM facilities continues to be followed and is under review. • The HRSB/HRM Joint Use Agreements for schools with community enhancements to define parameters for after-hours use of schools are being implemented and updated to reflect current practice. • Communication with Halifax Transit is ongoing to seek out an improved agreement regarding provision of student bus passes. • The HRSB/HRM/Conseil scolaire acadien provincial/Department of Education and Early Childhood Development Working Group continue to meet to ensure ongoing communication of capital project plans including new schools and major infrastructure renovations by all parties.

Page 5 September 30, 2015

Priorities Progress to Date

• HRSB Operations staff is included as a member of the HRM Crosswalk Safety Committee.

During the summer, one male and one female high school student was hired through the Construction Association of Nova Scotia (CANS) Building Futures for Youth program to work with the Operations Services Maintenance (trades) team. This is a partnership that has been ongoing for several years and allows students to gain first-hand experience in various trades.

Also over the summer, a university student was hired to work in the Operations IT Department on a work term through Computers for Schools. She was able to gain experience and provide support to the IT technician and administrative teams, as well as the Operations central office administrative team to complete such tasks as administration assistance, technology refresh, utility data tracking, Long Range Outlook (LRO) data base update and more.

HRSB has been working closely with the Workers Compensation Board (WCB) through a coaching model that supports implementation of strategies by HRSB staff to improve safety in schools. The team continues to develop training and communication tools to improve safe work practices, employee awareness, hazard identification, incident investigation and return to work procedures. In July, the HRSB was recognized by WCB for its work to improve safety in the workplace.

• Implement provincial guidelines for supporting The provincial Guidelines for Supporting Transgender and Gender-nonconforming Students transgender and gender non-conforming were released in January 2015. In April, all principals and guidance counsellors participated in students. a professional development session led by a guest speaker from the transgender community.

A video of the professional development provided to guidance counsellors in April was created and posted to the HRSB YouTube channel - https://www.youtube.com/watch?v=kzuNyqCTPE0 . • Monitor student progress on Individual Program Data collected during the IPP Review in March was compiled into a report during the months of Plans (IPPs). April and May. The findings of the IPP Review were presented to the Department of Education and Early Childhood Development at a meeting of Student Services’ Coordinators in June. The findings will be used to establish a process for monitoring progress of students who follow IPPs.

Page 6 September 30, 2015

Priorities Progress to Date

• Implement provincial criteria for placing a Provincial criteria for the development of an IPP were released in June 2015. Program student on an IPP. Planning Specialists continued to provide direct support to teachers, particularly resource and learning center teachers with respect to the Program Planning Process, and writing and reviewing IPPs. Prior to the opening of school, all principals received professional development and directives outlining these new criteria, in the context of the findings of the 2014-2015 IPP Review. During the month of September, new principals, as well as new resource and learning center teachers, received TIENET professional development inclusive of new provincial criteria and key messages around culturally responsive instruction.

Business Plan Goal

3. To achieve equitable learning opportunities for all students

• Implement the recommendations of the HRSB In the spring of 2015, work began on Recommendation #2: Incorporate the guiding principles Cultural Proficiency Needs Assessment Survey [of Cultural Proficiency] into all professional development. Professional development was Report. delivered to all central office Program/Student Services and School Administration departments that incorporated the principles of cultural proficiency and culturally relevant pedagogy. As a result, starting in September 2015, professional development delivered by the Math and Literacy consultants for teachers has incorporated these principles.

• Continue to merge self-identification data with Increasing self-identification by students continues to be a focus for principals. As of student achievement data for analysis and September 30, 84.5% of HRSB students have self-identified. This is an increase of almost 2% interpretation. since April, 2015. Ongoing discussions at principal and vice principal meetings, individual discussions between supervisors and principals, as well as principals identifying an action plan specific to their schools have contributed to this increase. Continued attention to ensuring all primary students and new students registering in the board are aware of the need to self- identify will increase self-identification for all students.

In the spring of 2015, Program staff used student self-identification information to disaggregate the elementary provincial mathematics and literacy assessments by ancestry. Grade 3 and 6 reading and writing data and grades 4 and 6 mathematics data were analyzed. Results indicate there is a gap in achievement between those that self-identify as being of African descent and the overall board results. There is also a gap in achievement between the overall board results and those students who self-identify as being of Aboriginal Identity. This information was shared with the Governing Board and supports our priority focus: to raise achievement results for our African Nova Scotian and Aboriginal students.

Page 7 September 30, 2015

Priorities Progress to Date

• Respond to the results of the student Analysis of student achievement data from the Priority Schools was analyzed and led to the achievement data analysis to address identified decision to continue our support structure for these schools across all departments (Human gaps in student learning. Resources, Program, Student Services and School Administration).

Analysis of provincial student achievement data resulted in the placement of literacy and mathematics coaches in all of the Priority Schools. Classroom data is determining next steps in teacher learning, which will be supported by mathematics and literacy coaches. This data analysis resulted in the allocation of a percentage of a mathematics support teacher to all Priority Schools and two junior high schools.

The Priority Schools that were implementing Reading Recovery and Early Literacy Support continued to have these teachers work together, with the school team, to support student learning. At the end of June, year-end student assessment data for Reading Recovery and Early Literacy Support was collected. In September 2015 the Reading Recovery data collected in June was prepared for data analysis.

As of September 2015, Reading Recovery is now in 17 of our 20 Priority Schools. Staff used student achievement information to support Reading Recovery staffing decisions at Priority Schools. The Reading Recovery teachers have assessed the grade one students and have begun lessons to move the students forward in their literacy learning.

At the end of June, year-end student assessment data was entered into the HRSB Early Literacy Support data collection system. In September 2015 Early Literacy Support data from 2014-2015 was prepared for data analysis. Professional development was provided to English and French Immersion P-2 Early Literacy Support teachers to support them in using on-going assessment information to determine instructional next steps for students.

Within the grade 3 Early Literacy Support model, the final group of English and French Immersion resource teachers has been provided professional development and onsite visits from literacy staff.

In June 2015, board staff reviewed school by school student data from the third block of Early Literacy Support, as well as year-end data, to monitor the overall implementation of the model. Staff continued to identify schools where additional programming support may be required to improve student achievement. In response to this review, board staff used this information to equitably staff the Early Literacy Support teachers to all elementary schools. Schools continued to be supported and additional coaching visits were provided to Early Literacy

Page 8 September 30, 2015

Priorities Progress to Date

Support teachers based on the student achievement data collected. In September 2015, all Early Literacy teachers (English and French Immersion) have selected grade primary and one students for the first block of support and lessons are being implemented.

Program staff participated in professional learning on culturally relevant pedagogy. The goal of this professional learning was to continue to support the improvement of student achievement results for African Nova Scotian students. Staff continued to implement this approach as they worked directly with teachers and administrators at schools, as well as within Program professional development offered centrally.

• Continue to recruit and retain staff to reflect the Human Resource Services (HR) continues to promote teaching and non-teaching positions at diversity of the student population by expanding job fairs, such as the Watershed Association Development Enterprise (WADE) job fair attended community outreach, increasing social media for in May. HR continues to foster partnerships with post-secondary institutions, including a the purpose of recruitment encouraging presentation made to a class at Success College in September and also to the Mi’kmaq applicant self-identification. Employment Training Secretariat in June. HRSB also hosted non-teaching practicums for EPA and secretarial positions in our schools.

In the Spring, HR recruited applicants to apply for the Teacher Expression of Interest for Equity Contracts and held information sessions for current contract recipients. Sixteen equity contracts were awarded for 2015-2016; nine contracts to those who self-identified as African Nova Scotian and seven contracts to teachers who self-identified as Aboriginal. In addition, applicants are encouraged to self-identify through orientation sessions, and other communication such as phone/email. Human Resource Services also launched LinkedIn and Twitter accounts to promote HRSB job vacancies and expand recruiting via social media.

French Screening interviews continue to be conducted to identify qualified French Immersion teachers at all levels.

Business Plan Goal

4. To build engagement, support and confidence in HRSB

• Establish an annual engagement process with School Administration and Operations staff have begun conversations on planning an annual all SACs to support the Long Range Outlook. engagement session with communities to seek input on the Long Range Outlook (LRO). Staff from both departments has participated in professional development on engagement to assist with planning meaningful ways to gather feedback and input from participants. It is the intention

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Priorities Progress to Date

of the departments to establish dates for the engagement of School Advisory Councils (SACs) with the LRO for the Spring of 2016. The LRO Action Plan will be used to target SACs for consultation that will be directly impacted by changes in school enrollments and infrastructure issues.

• Demonstrate improvement with strategic The revised Communications Policy was approved on April 22, 2015. New to the procedures communication plans. was section 3.2 which states, “Communication Services staff is responsible for developing an annual communications plan that aligns with the goals and priorities of the annual HRSB Business Plan.” This plan was shared with Senior Staff in September and communications priorities for September and October were developed.

The Superintendent and Communications Coordinator meet on a regular basis to discuss strategic communications initiatives and a weekly update is provided to the Governing Board through the BoardCast.

Some notable communications plans developed include: HRSB and provincial capital repairs, Eastern Passage Boundary Review and the opening of school.

• Seek opportunities to promote the HRSB with Board members promote HRSB whenever possible through their regular visits at schools and Department of Education and Early Childhood at community events/meetings (when invited). They also promote all the good things that are Development, HRM and community partners. happening at HRSB when they meet parents and community members on a daily basis. Board members are working to develop and maintain a positive relationship with HRM as part of their ongoing planning. There are Board members who send newsletters to School Advisory Councils, principals, vice principals and Parent Teacher Associations at 4-6 week intervals.

Since April 2015, eight letters were sent by Board members to the Minister and seven were received, three were exchanged between Board members and HRM, and five between other partners. Copies of these letters are available with the Board meeting agendas on the HRSB website.

• Achieve greater efficiency in the operation of our There are 71 Energy Upgrade projects underway or completed at the 90 schools planned facility plant operations. under the four year project. Of the 71, there are 23 with all measures substantially complete. The remaining schools are expected to have their measures completed by the end of fiscal year 2015-2016. The total expenditure for the work planned in 2015-2016 is $8.5 million, including $375,000 of utility rebates (Efficiency NS). It is anticipated that the board will save approximately $745,000 in utility expenses annually (based on 2009 rates) due to the work completed this year under the Energy Project. The total annual utility savings at the completion of three years is anticipated to be in excess of $2 million.

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Priorities Progress to Date

Summary of Energy Upgrade Work completed in the first two quarters of fiscal year 2015-2016:

• Lighting Retrofits: 56 completed, 14 more started • New Building Automation Systems: 42 completed, 21 started • Natural Gas Boiler Conversions: 14 completed, 9 started • Water Conservation Packages: 23 completed, 10 started • Building Envelope Sealing: 29 completed, 14 started • Smart Meters: 29 completed, 28 started and 14 in design

At the end of fiscal year 2015-2016, we will have completed 71 of the 90 planned projects under the energy performance contract with MCW Custom Energy Solutions Ltd. This accounts for approximately $29.5 million of the $34 million project.

2. FINANCIAL REPORT

The following report outlines the General Fund and Supplementary Fund results for the three month periods ending June 30, 2015 and September 30, 2015, as well as year to-date results and projections for the remainder of the fiscal year.

On April 1, 2015, as part of a provincial SAP project, the Board implemented an upgrade to the accounting system which led to a provincial standardization of financial reporting for school boards. As a result, the format of the statements attached has changed from the budget format. A new line number has been included for each line within the General Fund statements, along with the corresponding line number from the original budget document. For reference purposes, a copy of the General Fund budget from the 2015-2016 business plan document has been included.

The statements report a projected net deficit of $480,700, but also include a planned use of accumulated surplus in the amount of $499,600. This amount relates to the designation for accumulated surplus for Capital Amortization. As assets are amortized, the future value resides in the Board’s accumulated surplus, and does not come from current year’s operations. This results in a projected General Fund operating surplus of $18,900. It is difficult to accurately project results for the remaining half of the fiscal year at this point. Staffing adjustments are still occurring and substitute teacher costs, utilities, and snow removal costs for the last six months of the fiscal year are difficult to predict at this time. Based on results to date, and barring any unusual circumstances, it is anticipated that budget targets will be met. The variance analysis at the end of this report provides explanations for significant variances from budget or from the same period last year. The Supplementary Fund budget amounts were presented and approved before final figures were confirmed by Halifax Regional Municipality. The final revenue allocation to HRSB is $3,700 higher than budgeted. Despite this variance, results to date indicate that the Supplementary Fund is projected to meet budget targets by year-end with no significant issues.

Page 11 September 30, 2015

GENERAL FUND SUMMARY OF REVENUES AND EXPENDITURES SEPTEMBER 30, 2015

Province of Nova Scotia Formula Funding 65,253,481 72,221,406 137,474,887 274,898,200 50.0% 274,898,200 100.0% 0 139,629,519 NR1 R1 Provincial Initiatives 2,897,249 3,362,134 6,259,382 19,419,900 32.2% 19,742,500 101.7% -322,600 12,703,280 NR2 R2 Other Prov Initiatives and Grants 3,051,161 2,633,076 5,684,238 6,074,400 93.6% 7,047,300 116.0% -972,900 7,374,679 NR3 R3/R9

Subtotal 71,201,891 78,216,616 149,418,507 300,392,500 49.7% 301,688,000 100.4% -1,295,500 159,707,478

Halifax Regional Municipality Mandatory Contribution 29,964,050 32,953,850 62,917,900 125,835,800 50.0% 125,835,800 100.0% 0 59,928,100 NR4 R4

Subtotal 29,964,050 32,953,850 62,917,900 125,835,800 50.0% 125,835,800 100.0% 0 59,928,100

Government of Canada Adult EAL 94,953 646,820 741,773 1,997,000 37.1% 1,997,000 100.0% 0 788,552 NR5 R5 French Special Projects 0 0 0 231,500 0.0% 231,500 100.0% 0 0 NR6 R6 Minority Official Language 0 0 0 160,600 0.0% 160,600 100.0% 0 18,177 NR7 R7 Other Projects 273,991 -11,865 262,126 0 n/a 262,100 n/a -262,100 17,836 NR8 R8

Subtotal 368,944 634,955 1,003,899 2,389,100 42.0% 2,651,200 111.0% -262,100 824,565

Board Generated Revenue Investment Income 75,979 59,386 135,365 300,000 45.1% 300,400 100.1% -400 221,526 NR9 R10 Summer School Fees 4,225 6,625 10,850 22,500 48.2% 10,900 48.4% 11,600 10,546 NR10 R11 Facilities Rental -116,000 300,782 184,782 773,000 23.9% 773,200 100.0% -200 107,887 NR11 R12 EXCEL - Bef & After Sch Program 2,631,526 1,863,820 4,495,347 9,332,500 48.2% 9,171,300 98.3% 161,200 4,307,192 NR12 R13 International Services 861,012 510,292 1,371,304 3,466,700 39.6% 3,466,700 100.0% 0 1,312,807 NR13 R14 Miscellaneous 201,860 244,186 446,046 180,800 246.7% 457,600 253.1% -276,800 565,998 NR14 R15/R9

Subtotal 3,658,602 2,985,091 6,643,693 14,075,500 47.2% 14,180,100 100.7% -104,600 6,525,956

TOTAL REVENUE 105,193,487 114,790,512 219,983,999 442,692,900 49.7% 444,355,100 100.4% -1,662,200 226,986,099

Page 12 September 30, 2015 GENERAL FUND SUMMARY OF REVENUES AND EXPENDITURES SEPTEMBER 30, 2015

BOARD GOVERNANCE

Salaries 28,525 27,650 56,175 114,100 49.2% 112,400 98.5% 1,700 50,500 BG1 B1 Benefits 508 494 1,002 2,000 50.1% 2,000 100.0% 0 800 BG2 B1 Travel 757 1,502 2,258 13,400 16.9% 13,400 100.0% 0 6,535 BG3 B4 Supplies/Materials 20,252 4,292 24,544 55,100 44.5% 55,100 100.0% 0 28,072 BG4 B2/B4 Professional Development 484 2,142 2,625 31,600 8.3% 31,600 100.0% 0 14,415 BG5 B4 NSSBA Dues 85,000 0 85,000 85,000 100.0% 85,000 100.0% 0 85,000 BG6 B3

Total Board Governance 135,526 36,080 171,605 301,200 57.0% 299,500 99.4% 1,700 185,323

OFFICE OF THE SUPERINTENDENT

Salaries 140,749 174,519 315,268 954,900 33.0% 846,200 88.6% 108,700 399,222 OS1 B5 Benefits 24,729 24,357 49,087 139,300 35.2% 118,000 84.7% 21,300 65,797 OS2 B6 Travel 820 675 1,496 15,000 10.0% 15,000 100.0% 0 4,685 OS3 B9 Contracted Services 43,271 74,342 117,613 250,000 47.0% 350,000 140.0% -100,000 81,502 OS4 B8 Supplies/Materials 21,570 13,157 34,727 95,000 36.6% 95,000 100.0% 0 40,511 OS5 B7/B9 Professional Development 6,524 2,640 9,164 32,400 28.3% 32,400 100.0% 0 4,356 OS6 B9

Total Office of the Superintendent 237,664 289,690 527,355 1,486,600 35.5% 1,456,600 98.0% 30,000 596,073

FINANCIAL SERVICES

Administration

Salaries 375,633 396,943 772,576 1,638,900 47.1% 1,624,300 99.1% 14,600 765,921 FA1 F1 Benefits 100,742 98,846 199,587 418,300 47.7% 413,600 98.9% 4,700 199,992 FA2 F2 Travel 590 993 1,584 3,000 52.8% 3,000 100.0% 0 1,410 FA3 F4 Contracted Services 31,553 6,705 38,258 52,500 72.9% 52,500 100.0% 0 4,759 FA4 F6/F7 Supplies/Materials 38,258 19,269 57,526 160,000 36.0% 160,000 100.0% 0 42,554 FA5 F3 Bank/Interest Costs 0 0 0 1,500 0.0% 1,500 100.0% 0 0 FA6 F7 Insurance 85,695 85,695 171,390 342,700 50.0% 342,700 100.0% 0 120,071 FA7 F5

Total Financial Services 632,471 608,451 1,240,921 2,616,900 47.4% 2,597,600 99.3% 19,300 1,134,707

Page 13 September 30, 2015 GENERAL FUND SUMMARY OF REVENUES AND EXPENDITURES SEPTEMBER 30, 2015

Administration

Salaries 377,215 479,658 856,873 1,807,900 47.4% 1,793,000 99.2% 14,900 782,296 HR1 H1 Benefits 99,448 113,151 212,599 431,800 49.2% 429,900 99.6% 1,900 205,304 HR2 H2 Travel 310 490 800 5,000 16.0% 5,000 100.0% 0 946 HR3 H5 Attendance/Abilties Fund 3,143 6,368 9,511 25,400 37.4% 25,400 100.0% 0 12,481 HR4 H4 Supplies/Materials 21,081 7,364 28,445 82,900 34.3% 82,900 100.0% 0 34,006 HR5 H4 Pension Top-ups 12,325 12,325 24,650 24,100 102.3% 24,100 100.0% 0 24,698 HR6 H3

Subtotal 513,522 619,356 1,132,878 2,377,100 47.7% 2,360,300 99.3% 16,800 1,059,731

Staff Development

Professional Development 72,558 102,695 175,253 2,180,000 8.0% 2,180,000 100.0% 0 301,808 HR7 H7

Subtotal 72,558 102,695 175,253 2,180,000 8.0% 2,180,000 100.0% 0 301,808

Total Human Resource Services 586,080 722,052 1,308,132 4,557,100 28.7% 4,540,300 99.6% 16,800 1,361,539

SCHOOL SERVICES

Administration

Salaries 429,211 495,836 925,047 1,837,700 50.3% 1,847,700 100.5% -10,000 892,511 SS1 S6/S11 Benefits 44,525 23,693 68,217 137,700 49.5% 136,900 99.4% 800 67,379 SS2 S15-18 Travel 2,824 1,876 4,700 15,000 31.3% 15,000 100.0% 0 5,199 SS3 S30 Supplies/Materials 3,523 2,672 6,195 36,500 17.0% 36,500 100.0% 0 9,596 SS4 S29/S30

Subtotal 480,082 524,076 1,004,159 2,026,900 49.5% 2,036,100 100.5% -9,200 974,685

Page 14 September 30, 2015 GENERAL FUND SUMMARY OF REVENUES AND EXPENDITURES SEPTEMBER 30, 2015

Classroom Based Salaries 44,666,752 50,206,089 94,872,841 193,988,200 48.9% 195,062,200 100.6% -1,074,000 91,012,854 SS5 S1/S7 Benefits 4,040,048 3,661,684 7,701,733 13,699,800 56.2% 13,677,900 99.8% 21,900 7,193,622 SS6 S15-18 Travel 17,903 21,248 39,151 140,300 27.9% 140,300 100.0% 0 40,529 SS7 S24 Supplies/Materials 1,365,157 494,778 1,859,934 6,120,400 30.4% 6,113,800 99.9% 6,600 2,398,492 SS8 S21/25/23

Subtotal 50,089,860 54,383,799 104,473,659 213,948,700 48.8% 214,994,200 100.5% -1,045,500 100,645,497

Special Education Salaries 10,375,279 12,118,724 22,494,003 47,011,700 47.8% 46,869,200 99.7% 142,500 21,392,915 SS9 S2/S8 Benefits 2,034,030 2,254,265 4,288,296 8,426,500 50.9% 8,453,400 100.3% -26,900 4,014,200 SS10 S15-18 Travel 2,340 2,396 4,736 12,000 39.5% 12,000 100.0% 0 4,652 SS11 S19 Supplies/Materials 5,241 1,321 6,563 n/a 6,600 n/a -6,600 0 SS12 S21

Subtotal 12,416,891 14,376,707 26,793,598 55,450,200 48.3% 55,341,200 99.8% 109,000 25,411,767

Student Support Salaries 2,274,803 2,832,628 5,107,431 10,740,500 47.6% 10,550,900 98.2% 189,600 4,740,216 SS13 S3/S12 Benefits 209,653 218,928 428,581 882,200 48.6% 817,100 92.6% 65,100 450,966 SS14 S15-18 Travel 13,737 9,984 23,722 49,200 48.2% 49,200 100.0% 0 16,985 SS15 S19 Supplies/Materials 0 0 0 15,000 0.0% 15,000 100.0% 0 19,386 SS16 S20

Subtotal 2,498,193 3,061,540 5,559,733 11,686,900 47.6% 11,432,200 97.8% 254,700 5,227,553

Guidance Salaries 1,561,011 1,823,898 3,384,909 6,787,300 49.9% 6,784,200 100.0% 3,100 2,786,123 SS17 S4 Benefits 143,245 108,129 251,375 424,100 59.3% 437,100 103.1% -13,000 209,625 SS18 S15-18 Travel 135 175 311 0 n/a 300 n/a -300 896 SS19 S24

Subtotal 1,704,392 1,932,202 3,636,594 7,211,400 50.4% 7,221,600 100.1% -10,200 2,996,644

Library Salaries 89,476 104,635 194,111 398,200 48.7% 398,000 99.9% 200 253,957 SS20 S9 Benefits 27,913 32,745 60,659 124,700 48.6% 124,500 99.8% 200 63,678 SS21 S15-18 Travel 40 25 65 0 n/a 100 n/a -100 143 SS22 S24 Supplies/Materials 7,020 23,077 30,097 316,000 9.5% 316,000 100.0% 0 43,825 SS23 S21

Subtotal 124,449 160,482 284,931 838,900 34.0% 838,600 100.0% 300 361,604

Page 15 September 30, 2015 GENERAL FUND SUMMARY OF REVENUES AND EXPENDITURES SEPTEMBER 30, 2015

Actual Actual Actual Projected Actual Apr-Jun Jul-Sep Year to Date Budget % BUD PROJECTION Proj % Budget Year to Date New Orig 2015-2016 2015-2016 2015-2016 2015-2016 Used 2015-2016 Bud Util Variance 2014-2015 Line Line School Administration Salaries 7,293,650 7,424,580 14,718,230 31,405,900 46.9% 31,083,000 99.0% 322,900 14,527,245 SS24 S5/S10 Benefits 974,021 433,992 1,408,013 3,155,800 44.6% 3,130,900 99.2% 24,900 1,406,646 SS25 S15-18 Travel 7,576 8,259 15,835 46,800 33.8% 46,800 100.0% 0 17,417 SS26 S24

Subtotal 8,275,247 7,866,830 16,142,077 34,608,500 46.6% 34,260,700 99.0% 347,800 15,951,307

Other Salaries 261,222 648,305 909,527 2,583,200 35.2% 2,583,200 100.0% 0 906,167 SS27 S13/14 Benefits 31,599 13,980 45,579 159,800 28.5% 159,800 100.0% 0 60,247 SS28 S15-18 Other 308 -308 0 0 n/a 0 n/a 0 0 SS29

Subtotal 293,129 661,978 955,106 2,743,000 34.8% 2,743,000 100.0% 0 966,414

TOTAL - School Costs 75,402,161 82,443,538 157,845,699 326,487,600 48.3% 326,831,500 100.1% -343,900 151,560,786

School Services Grants

School Services Grants 151,674 279,722 431,396 1,955,800 22.1% 2,141,000 109.5% -185,200 1,370,557 SS30 S21/22/26/28

Subtotal 151,674 279,722 431,396 1,955,800 22.1% 2,141,000 109.5% -185,200 1,370,557

Schools Services Prof Development

Professional Development 50,172 14,339 64,511 125,000 51.6% 125,000 100.0% 0 53,683 SS31 S31

Subtotal 50,172 14,339 64,511 125,000 51.6% 125,000 100.0% 0 53,683

International Students

Revenue 861,012 510,292 1,371,304 3,466,700 39.6% 3,466,700 100.0% 0 1,312,807 SS32 S32

Subtotal 790,436 465,104 1,255,540 2,690,300 46.7% 2,703,900 100.5% -13,600 1,089,927 SS33 S33

Net Revenue 70,576 45,188 115,764 776,400 14.9% 762,800 98.2% 13,600 222,880

Page 16 September 30, 2015 GENERAL FUND SUMMARY OF REVENUES AND EXPENDITURES SEPTEMBER 30, 2015

Salaries 63,615 99,565 163,180 234,000 69.7% 234,000 100.0% 0 147,991 SS34 S35/36/37 Benefits 5,135 3,801 8,936 31,000 28.8% 31,000 100.0% 0 10,239 SS35 S35/36/37 Supplies/Materials 346 0 346 52,500 0.7% 52,500 100.0% 0 1,591 SS36 S35/36/37

Subtotal 69,095 103,367 172,462 317,500 54.3% 317,500 100.0% 0 159,821

Total School Services 76,943,621 83,830,146 160,773,767 333,603,100 48.2% 334,155,000 100.2% -551,900 155,209,459

PROGRAM

Administration Salaries 759,581 798,085 1,557,666 2,981,800 52.2% 2,998,000 100.5% -16,200 1,495,285 NP1 P2/P3 Benefits 82,096 39,118 121,214 242,100 50.1% 238,100 98.3% 4,000 125,194 NP2 P7-10 Travel 5,116 5,702 10,819 32,100 33.7% 32,100 100.0% 0 11,761 NP3 P21 Supplies/Materials 4,234 7,482 11,716 52,500 22.3% 52,500 100.0% 0 19,150 NP4 P20

Subtotal 851,027 850,388 1,701,415 3,308,500 51.4% 3,320,700 100.4% -12,200 1,651,390

Student Support Salaries 1,732,340 1,878,437 3,610,777 7,588,900 47.6% 7,627,600 100.5% -38,700 3,491,914 NP5 P1/5/6 Benefits 165,338 130,080 295,418 517,300 57.1% 524,500 101.4% -7,200 273,649 NP6 P7-10 Travel 16,326 17,036 33,362 80,000 41.7% 80,000 100.0% 0 32,262 NP7 P15 Repairs/Maintenance 245 2,319 2,563 293,800 0.9% 293,800 100.0% 0 16,682 NP8 P11-16 Supplies/Materials 498,030 22,705 520,735 1,943,200 26.8% 1,943,200 100.0% 0 422,079 NP9 P11-16

Subtotal 2,412,278 2,050,576 4,462,855 10,423,200 42.8% 10,469,100 100.4% -45,900 4,236,586

Program Grants Professional Development 876,651 705,950 1,582,601 5,591,800 28.3% 6,471,800 115.7% -880,000 1,698,516 NP10 P17-19

Subtotal 876,651 705,950 1,582,601 5,591,800 28.3% 6,471,800 115.7% -880,000 1,698,516

Professional Development

Professional Development 286,697 59,166 345,864 1,221,600 28.3% 1,667,300 136.5% -445,700 425,685 NP11 P22-28

Subtotal 286,697 59,166 345,864 1,221,600 28.3% 1,667,300 136.5% -445,700 425,685

Total Program 4,426,653 3,666,081 8,092,734 20,545,100 39.4% 21,928,900 106.7% -1,383,800 8,012,177 Page 17 September 30, 2015 GENERAL FUND SUMMARY OF REVENUES AND EXPENDITURES SEPTEMBER 30, 2015

OPERATIONS SERVICES

Administration

Salaries 401,229 490,484 891,713 1,860,100 47.9% 1,859,600 100.0% 500 881,587 OS1 O1 Benefits 108,628 114,585 223,212 446,500 50.0% 447,100 100.1% -600 220,104 OS2 O2 Travel 4,566 11,003 15,569 35,000 44.5% 35,000 100.0% 0 11,694 OS3 O3 Supplies/Materials 8,616 13,808 22,424 45,000 49.8% 44,900 99.8% 100 17,337 OS4 O4 Professional Development 2,600 0 2,600 2,500 104.0% 2,600 104.0% -100 4,494 OS5 O4

Subtotal 525,638 629,880 1,155,518 2,389,100 48.4% 2,389,200 100.0% -100 1,135,216

Property Services: Custodial Services

Salaries 2,832,404 3,419,218 6,251,622 12,793,100 48.9% 12,841,600 100.4% -48,500 6,361,997 OS6 O5 Benefits 942,911 1,134,209 2,077,120 4,279,400 48.5% 4,239,500 99.1% 39,900 2,102,056 OS7 O6 Travel 252 305 557 2,400 23.2% 2,400 100.0% 0 606 OS8 O7 Contracted Services 682,075 647,267 1,329,342 3,855,000 34.5% 3,855,000 100.0% 0 1,238,343 OS9 O8/O9 Repairs/Maintenance 18,355 25,293 43,648 150,000 29.1% 150,000 100.0% 0 34,243 OS10 O7 Supplies/Materials 282,168 121,067 403,235 750,000 53.8% 750,000 100.0% 0 371,077 OS11 O7 Professional Development 0 0 0 1,000 0.0% 1,000 100.0% 0 409 OS12 O7

Subtotal 4,758,164 5,347,359 10,105,523 21,830,900 46.3% 21,839,500 100.0% -8,600 10,108,731

Maintenance Services

Salaries 398,541 462,859 861,400 1,889,000 45.6% 1,830,900 96.9% 58,100 911,218 OS13 O10 Benefits 134,159 155,328 289,487 639,600 45.3% 612,700 95.8% 26,900 299,931 OS14 O11 Contracted Services 19,136 139,613 158,750 800,000 19.8% 800,000 100.0% 0 333,279 OS15 O14 Repairs/Maintenance -3,067,083 5,398,402 2,331,319 4,150,600 56.2% 4,150,600 100.0% 0 2,034,667 OS16 O12 Vehicle Expenses 47,973 66,503 114,476 250,000 45.8% 250,000 100.0% 0 126,438 OS17 O13 Professional Development 0 1,583 1,583 4,000 39.6% 4,000 100.0% 0 771 OS18 O12 TCA Expense (Vehicles) 9,237 9,237 18,474 50,000 36.9% 50,000 100.0% 0 18,100 OS19 O21 0 Subtotal -2,458,036 6,233,525 3,775,489 7,783,200 48.5% 7,698,200 98.9% 85,000 3,724,404

Page 18 September 30, 2015 GENERAL FUND SUMMARY OF REVENUES AND EXPENDITURES SEPTEMBER 30, 2015

Supplies/Materials 10,164 7,417 17,582 67,000 26.2% 67,000 100.0% 0 29,088 OS20 O20 Utilities 2,390,164 1,502,014 3,892,178 13,380,300 29.1% 13,380,300 100.0% 0 4,769,069 OS21 O17-19 Insurance 168,854 197,206 366,060 707,600 51.7% 707,600 100.0% 0 337,230 OS22 O16

Subtotal 2,569,183 1,706,637 4,275,819 14,154,900 30.2% 14,154,900 100.0% 0 5,135,387

Capital

Capital Expenditures 234,774 174,561 409,335 1,151,000 1,182,500 -31,500 3,560,497 OS23 O21 TCA Expense 124,908 124,908 249,816 499,600 -499,600 271,694 OS24 O21

Subtotal 359,682 299,469 659,151 1,151,000 57.3% 1,682,100 146.1% -531,100 3,832,191

Student Transportation 3,652,944 1,824,826 5,477,770 18,900,500 29.0% 18,900,500 100.0% 0 5,371,398 OS25 O22

Technology Services

Salaries 513,243 601,819 1,115,062 2,258,000 49.4% 2,254,200 99.8% 3,800 1,122,575 OS26 O23 Benefits 141,251 158,750 300,001 596,700 50.3% 599,800 100.5% -3,100 298,988 OS27 O24 Travel 9,366 11,387 20,754 68,000 30.5% 68,000 100.0% 0 21,417 OS28 O30 Contracted Services 0 30,507 30,507 410,100 7.4% 410,100 100.0% 0 22,712 OS29 O31 Supplies/Materials 366,046 374,896 740,941 1,011,400 73.3% 1,011,400 100.0% 0 654,266 OS30 O25-29/32

Subtotal 1,029,906 1,177,358 2,207,264 4,344,200 50.8% 4,343,500 100.0% 700 2,119,958

Facilities Rentals

Revenue -116,000 300,782 184,782 773,000 23.9% 773,200 100.0% -200 107,887 OS31 O33

Salaries 2,659 18,570 21,230 417,400 5.1% 416,400 99.8% 1,000 110,323 OS32 O34 Benefits 16,047 5,836 21,883 85,300 25.7% 67,800 79.5% 17,500 26,474 OS33 O35 Contracted Services 0 0 0 52,400 0.0% 52,400 100.0% 0 0 OS34 O36 Other Non-Salary Expenditures 58 212 270 700 38.6% 700 100.0% 0 271 OS35 O37

Subtotal 18,765 24,618 43,383 555,800 7.8% 537,300 96.7% 18,500 137,068

Net Revenue -134,765 276,164 141,399 217,200 235,900 -18,700 -29,181

Total Operations Services 10,456,245 17,243,673 27,699,918 71,109,600 39.0% 71,545,200 100.6% -435,600 31,564,353

Page 19 September 30, 2015 GENERAL FUND SUMMARY OF REVENUES AND EXPENDITURES SEPTEMBER 30, 2015

OTHER PROGRAMS

Excel - Before/After School Program

Revenue 2,631,526 1,863,820 4,495,347 9,332,500 48.2% 9,171,300 98.3% 161,200 4,307,192 OP1 F8

Salaries 1,078,314 678,521 1,756,835 5,145,200 34.1% 5,013,600 97.4% 131,600 1,669,955 OP2 F9 Benefits 132,105 89,425 221,530 625,300 35.4% 596,300 95.4% 29,000 203,412 OP3 F10 Other Costs 107,184 105,432 212,615 705,800 30.1% 705,800 100.0% 0 191,616 OP4 F11

Subtotal 1,317,603 873,378 2,190,980 6,476,300 33.8% 6,315,700 97.5% 160,600 2,064,983

Net Revenue 1,313,924 990,443 2,304,366 2,856,200 80.7% 2,855,600 100.0% 600 2,242,209

Adult - English Additional Language

Revenue 94,953 646,820 741,773 1,997,000 37.1% 1,997,000 100.0% 0 788,552 OP5 R5

Expenditures 486,377 189,965 676,342 1,997,000 33.9% 1,997,000 100.0% 0 816,163 OP6 P19

Net Revenue -391,424 456,855 65,431 0 0 0 -27,611

Total Other Programs 1,803,980 1,063,342 2,867,322 8,473,300 33.8% 8,312,700 98.1% 160,600 2,881,146

TOTAL EXPENDITURES 95,222,239 107,459,514 202,681,753 442,692,900 45.8% 444,835,800 100.5% -2,142,900 200,944,777

NET SURPLUS 9,971,248 7,330,998 17,302,246 0 -480,700 480,700 26,041,322

PLANNED USE - ACCUMULATED SURPLUS -499,600

NET OPERATING SURPLUS (DEFICIT) 18,900

Page 20 September 30, 2015 SUPPLEMENTARY FUND SUMMARY OF REVENUES AND EXPENDITURES SEPTEMBER 30, 2015

Halifax Regional Municipality Supplementary Funding 4,139,825 3,907,375 8,047,200 16,087,000 50.0% 16,090,700 100.0% -3,700 8,279,650

EXPENDITURES

School Services

Classroom Teachers Elementary Music 185,935 218,264 404,199 804,200 50.3% 806,300 100.3% -2,100 398,935 Junior High Music and Art 129,014 156,459 285,472 579,300 49.3% 580,200 100.2% -900 275,357 Elementary Art 137,259 161,603 298,863 583,800 51.2% 590,800 101.2% -7,000 291,433 Additional Teachers 797,681 828,160 1,625,841 3,159,100 51.5% 3,242,700 102.6% -83,600 1,643,335 Fine Arts 353,018 417,121 770,139 1,558,000 49.4% 1,553,000 99.7% 5,000 756,857 Sub-total 1,602,907 1,781,607 3,384,514 6,684,400 50.6% 6,773,000 101.3% -88,600 3,365,917

Special Education Resource Teachers 573,369 660,399 1,233,768 2,484,100 49.7% 2,475,800 99.7% 8,300 1,209,689 Social Workers 115,181 134,377 249,558 499,100 50.0% 499,100 100.0% 0 244,526 Educational Program Assistants 216,776 246,929 463,706 950,500 48.8% 939,000 98.8% 11,500 460,773 Sub-total 905,326 1,041,705 1,947,031 3,933,700 49.5% 3,913,900 99.5% 19,800 1,914,988

Library & Guidance Library Support Specialists 499,116 598,961 1,098,077 2,216,300 49.5% 2,206,200 99.5% 10,100 1,096,788 Guidance 0 0 0 0 0 0 260,274 Sub-total 499,116 598,961 1,098,077 2,216,300 49.5% 2,206,200 99.5% 10,100 1,357,062

Curriculum Leadership 99,326 121,760 221,086 410,800 53.8% 426,500 103.8% -15,700 201,721

Page 21 September 30, 2015 SUPPLEMENTARY FUND SUMMARY OF REVENUES AND EXPENDITURES SEPTEMBER 30, 2015

Actual Actual Actual Projected Actual Apr-Jun Jul-Sep Year to Date Budget % BUD PROJECTION Proj % Budget Year to Date 2015-2016 2015-2016 2015-2016 2015-2016 Used 2015-2016 Bud Util Variance 2014-2015 Other Student Services Secretaries 7,174 3,160 10,333 34,500 30.0% 30,900 89.6% 3,600 9,923 Early Learning Opportunities 79,863 95,236 175,099 359,100 48.8% 354,700 98.8% 4,400 162,793 Secretaries 11,170 5,248 16,419 54,100 30.3% 48,700 90.0% 5,400 15,638 Student Support Workers 23,771 32,187 55,958 120,400 46.5% 116,100 96.4% 4,300 57,620 Sub-total 121,978 135,831 257,809 568,100 45.4% 550,400 96.9% 17,700 245,974

Benefits Statutory 248,126 253,122 501,248 903,100 55.5% 879,900 97.4% 23,200 504,586 Medical/Dental/SalCon 82,470 94,355 176,825 410,800 43.0% 381,600 92.9% 29,200 167,287 Service Awards 20,425 20,425 40,850 81,700 50.0% 81,700 100.0% 0 50,000 Pension 97,758 115,973 213,731 446,700 47.8% 437,300 97.9% 9,400 209,318 Sub-total 448,779 483,875 932,653 1,842,300 50.6% 1,780,500 96.6% 61,800 931,191

Substitutes 101,520 33,840 135,360 338,400 40.0% 338,400 100.0% 0 143,997

Program Support Program Supplies and Materials 26,158 20,564 46,722 73,000 64.0% 81,800 112.1% -8,800 27,745 Therapeutic Swim Program 2,491 6,069 8,560 20,000 42.8% 20,000 100.0% 0 8,795 Sub-total 28,648 26,633 55,282 93,000 59.4% 101,800 109.5% -8,800 36,540

TOTAL EXPENDITURES 3,807,601 4,224,212 8,031,813 16,087,000 49.9% 16,090,700 100.0% -3,700 8,197,390

NET OPERATING SURPLUS (DEFICIT) 332,224 -316,838 15,387 0 0 0 82,260

Page 22 September 30, 2015 Variance Review September 2015

Projection YTD Actual Variance Variance Description to Budget to Prev YTD Explanation Revenue:

Province of Nova Scotia NR2 Provincial Initiatives -322,600 Received additional Provincial grants that were not included in the budget. (Offset by projected expenditures.) NR3 Other Prov Initiatives and Grants -972,900 Received additional Provincial grants that were not included in the budget. (Offset by projected expenditures.) Government of Canada NR8 Other Projects -262,100 Prior Years HST claim that had been denied, but was subsequently paid.

Board Generated Revenues R14 Misc Board Generated Revenues -276,800 Additional grants/revenues that were unbudgeted, with accompanying expenditure projections.

Expenditures:

Office of the Superintendent B5/B6 Salaries and Benefits 130,000 The Corporate Secretary position was vacant until September, and a number of other positions within Board Services were not filled at the start of school. Savings were achieved as a result of these vacancies. B8 Contracted Services -100,000 The Corporate Secretary position was filled on a temporary basis through the Contracted Services line.

Financial Services OP1 Excel Before & After Program - Revenues 161,200 Fewer students registered, compared to the budgeted number of students for the program. OP1 Excel Before & After Program - Revenues -188,200 Excel experienced growth during the 2014-15 school year. This growth is included in the April - September 2015 period, but not in the April - September 2014 period. OP2 Excel Before & After Program - Expenditures 160,600 With fewer students registered, expenditure amounts are expected to be below budget.

School Services Salaries: SS5 Classroom Based -1,074,000 SS9 Special Education 142,500 SS13 Student Support 189,600 SS24 School Administration 322,900 -419,000 Teachers salaries are tracking higher than budgeted for this fiscal year, including substitute teacher costs.

SS8 Classroom Based Supplies/Materials 538,600 Student Support grants of more than $700,000 were included in the year to date expenditures for 2014-2015. These funds had not been received or distributed by September 30, 2015.

SS30 School Services Grants -185,200 Additional grants/revenues that were unbudgeted, with accompanying expenditure projections.

Page 23 September 30, 2015 Variance Review September 2015

Projection YTD Actual Variance Variance Description to Budget to Prev YTD Explanation

Program NP10 Program Grants -880,000 Additional grants/revenues that were unbudgeted, with accompanying expenditure projections. NP11 Program Professional Development -445,700 Additional grants/revenues that were unbudgeted, with accompanying expenditure projections.

Operations Services OS13/14 Maintenance Salaries and Benefits 85,000 Maintenance salary and benefit costs are tracking below budget. OS23 Capital Projects 3,151,200 The April - September expenditures related to a number of capital projects (to be reimbursed by the EECD) are lower in 2015-16 as compared to 2014-15. OS24 Capital Projects -499,600 Capital cost amortization for building improvements incurred in prior years come from the accumulated surplus, for capital cost amortization, and is not included in the budget.

Page 24 September 30, 2015 APPENDIX 3.0 GENERAL FUND BUDGET SUMMARY 2015-2016

Proposed Change Change Budget Budget Projected Budget To Budget To 2015-2016 2014-2015 2014-2015 Budget Projected Line REVENUE

Province of Nova Scotia Formula Funding 274,898,200 266,643,200 266,637,000 8,255,000 8,261,200 R1 Provincial Initiatives 19,419,900 21,716,100 22,067,900 -2,296,200 -2,648,000 R2 Other Provincial Initiatives and Grants 5,794,400 9,276,600 12,338,100 -3,482,200 -6,543,700 R3 Subtotal 300,112,500 297,635,900 301,043,000 2,476,600 -930,500

Halifax Regional Municipality Mandatory Contribution 125,835,800 119,856,200 119,856,200 5,979,600 5,979,600 R4 Subtotal 125,835,800 119,856,200 119,856,200 5,979,600 5,979,600

Government of Canada Adult EAL 1,997,000 2,592,000 2,592,000 -595,000 -595,000 R5 French Special Projects 231,500 231,500 231,500 0 0 R6 Minority Official Language 160,600 208,500 208,500 -47,900 -47,900 R7 Other Projects 0 0 18,500 0 -18,500 R8 Subtotal 2,389,100 3,032,000 3,050,500 -642,900 -661,400

Board Generated Revenue Nova Scotia Student Adult Learning 295,000 295,000 330,200 0 -35,200 R9 Investment Income 300,000 200,000 392,900 100,000 -92,900 R10 Summer School Fees 22,500 22,500 10,900 0 11,600 R11 Facilities Rental 773,000 703,000 782,400 70,000 -9,400 R12 EXCEL - Before and After School Program 9,332,500 8,431,200 8,629,200 901,300 703,300 R13 International Services 3,466,700 3,249,100 3,208,200 217,600 258,500 R14 Miscellaneous 165,800 170,700 616,300 -4,900 -450,500 R15 Subtotal 14,355,500 13,071,500 13,970,100 1,284,000 385,400

TOTAL REVENUE 442,692,900 433,595,600 437,919,800 9,097,300 4,773,100

APPROVED General Fund Business Plan Page 51 July 7, 2015 and Budget 2015-2016 APPENDIX 3.0 GENERAL FUND BUDGET SUMMARY 2015-2016

Proposed Change Change Budget Budget Projected Budget To Budget To 2015-2016 2014-2015 2014-2015 Budget Projected Line EXPENDITURES

SCHOOL ADMINISTRATION

Salaries - Teachers Classroom 180,956,100 175,075,100 176,162,900 5,881,000 4,793,200 S1 Special Education 25,298,800 24,819,500 24,250,500 479,300 1,048,300 S2 Student Support 9,922,400 9,424,500 9,251,300 497,900 671,100 S3 Library and Guidance 6,787,300 6,395,400 6,295,300 391,900 492,000 S4 Teacher Administrators 25,396,500 24,628,500 24,591,300 768,000 805,200 S5 Board Administration 1,630,500 1,622,600 1,621,300 7,900 9,200 S6 Substitutes 13,416,500 13,232,900 14,444,100 183,600 -1,027,600 S7 Subtotal 263,408,100 255,198,500 256,616,700 8,209,600 6,791,400

Salaries - Non-Teachers Educational Program Assistants 21,712,900 21,274,900 21,063,500 438,000 649,400 S8 Library Support Specialists 398,200 390,200 364,100 8,000 34,100 S9 School Secretaries 6,009,400 5,835,400 5,837,100 174,000 172,300 S10 Board Administration 207,200 200,100 200,300 7,100 6,900 S11 Student Support 818,100 822,700 776,900 -4,600 41,200 S12 Security 87,400 87,100 87,100 300 300 S13 Lunch Supervision 2,495,800 2,427,500 2,427,500 68,300 68,300 S14 Subtotal 31,729,000 31,037,900 30,756,500 691,100 972,500

Benefits Statutory 16,553,000 16,036,700 16,177,800 516,300 375,200 S15 Medical/Dental/Salary Continuation 4,856,300 3,411,800 4,438,000 1,444,500 418,300 S16 Service Awards 2,112,500 2,084,200 2,084,200 28,300 28,300 S17 Pension 3,488,800 3,463,500 3,423,900 25,300 64,900 S18 Subtotal 27,010,600 24,996,200 26,123,900 2,014,400 886,700

APPROVED General Fund Business Plan Page 52 July 7, 2015 and Budget 2015-2016 APPENDIX 3.0 GENERAL FUND BUDGET SUMMARY 2015-2016

Proposed Change Change Budget Budget Projected Budget To Budget To 2015-2016 2014-2015 2014-2015 Budget Projected Line Student Services Travel - Student Services 61,200 61,200 61,200 0 0 S19 Other Non Salary Expenditures 15,000 15,000 15,000 0 0 S20 Subtotal 76,200 76,200 76,200 0 0

Program Support Resources Classroom Supplies and Equipment 4,216,500 4,209,600 4,769,300 6,900 -552,800 S21 School Technology 756,000 756,000 1,006,000 0 -250,000 S22 Data Lines 544,700 530,800 545,800 13,900 -1,100 S23 Circuit/Resource Travel 187,100 187,100 187,100 0 0 S24 Textbook Credit Allocation 2,591,700 2,565,400 2,565,400 26,300 26,300 S25 Other Non Salary Expenditures 170,000 190,000 190,900 -20,000 -20,900 S26 Provincial Math/Literacy Strategies 0 269,800 269,800 -269,800 -269,800 S27 Other Projects 113,300 118,200 218,200 -4,900 -104,900 S28 Subtotal 8,579,300 8,826,900 9,752,500 -247,600 -1,173,200

Administration Supplies and Materials 20,000 20,000 20,000 0 0 S29 Other Non Salary Expenditures 31,500 31,500 31,500 0 0 S30 Subtotal 51,500 51,500 51,500 0 0

Professional Development System Leadership/Student Info Systems 125,000 125,000 125,000 0 0 S31

International Services Revenue 3,466,700 3,249,100 3,208,200 217,600 258,500 S32

Expenditure 2,690,300 2,500,100 2,517,800 190,200 172,500 S33 Net Revenue 776,400 749,000 690,400 27,400 86,000

APPROVED General Fund Business Plan Page 53 July 7, 2015 and Budget 2015-2016 APPENDIX 3.0 GENERAL FUND BUDGET SUMMARY 2015-2016

Proposed Change Change Budget Budget Projected Budget To Budget To 2015-2016 2014-2015 2014-2015 Budget Projected Line Summer School Revenue 22,500 22,500 10,900 0 11,600 S34

Expenditure 22,500 22,500 17,300 0 5,200 S35 Net Revenue 0 0 -6,400 0 6,400

Adult and Community Education Night School 15,000 15,000 15,000 0 0 S36 Nova Scotia Student Adult Learning 280,000 280,000 314,700 0 -34,700 S37 Subtotal 295,000 295,000 329,700 0 -34,700

Total School Administration 333,987,500 323,129,800 326,367,100 10,857,700 7,620,400

PROGRAM

Salaries - Teachers Special Education 6,507,800 6,372,100 6,347,800 135,700 160,000 P1 Student Support 0 262,900 335,400 -262,900 -335,400 P2 Board Administration 2,675,300 2,349,300 2,304,500 326,000 370,800 P3 Subtotal 9,183,100 8,984,300 8,987,700 198,800 195,400

Salaries - Non-Teachers Board Administration 306,500 285,700 275,000 20,800 31,500 P4 Student Services Secretaries 226,400 218,700 216,200 7,700 10,200 P5 Tutors 90,000 90,000 137,300 0 -47,300 P6 Subtotal 622,900 594,400 628,500 28,500 -5,600

Benefits Statutory 493,200 469,800 496,200 23,400 -3,000 P7 Medical/Dental/Salary Continuation 121,800 70,200 111,500 51,600 10,300 P8 Service Awards 77,100 90,700 90,700 -13,600 -13,600 P9 Pension 67,300 65,700 67,400 1,600 -100 P10 Subtotal 759,400 696,400 765,800 63,000 -6,400 APPROVED General Fund Business Plan Page 54 July 7, 2015 and Budget 2015-2016 APPENDIX 3.0 GENERAL FUND BUDGET SUMMARY 2015-2016

Proposed Change Change Budget Budget Projected Budget To Budget To 2015-2016 2014-2015 2014-2015 Budget Projected Line

Special Education and Student Support Supplies and Materials 168,000 168,000 168,000 0 0 P11 Assistive Technology Equipment 293,800 301,600 301,600 -7,800 -7,800 P12 Innovation Challenge 380,300 380,300 380,300 0 0 P13 SEIRC/Special Needs Support 534,900 482,400 482,400 52,500 52,500 P14 Travel - Student Services 80,000 85,000 85,700 -5,000 -5,700 P15 Contracted Services 1,240,300 1,389,300 1,171,400 -149,000 68,900 P16 Subtotal 2,697,300 2,806,600 2,589,400 -109,300 107,900

Program Support Resources Supplies and Materials 185,600 233,500 233,500 -47,900 -47,900 P17 Provincial Program Initiatives and Projects 5,406,200 5,382,800 6,916,000 23,400 -1,509,800 P18 Adult English as an Additional Language 1,997,000 2,592,000 2,592,000 -595,000 -595,000 P19 Subtotal 7,588,800 8,208,300 9,741,500 -619,500 -2,152,700

Administration Supplies and Materials 35,000 35,000 35,000 0 0 P20 Other Non Salary Expenditures 49,600 42,500 42,500 7,100 7,100 P21 Subtotal 84,600 77,500 77,500 7,100 7,100

Professional Development Curriculum Implementation 318,300 339,500 293,300 -21,200 25,000 P22 Literacy Implementation 41,200 250,200 278,900 -209,000 -237,700 P23 Mathematics Implementation 317,000 374,300 680,900 -57,300 -363,900 P24 Assessment and Evaluation 29,200 13,800 16,700 15,400 12,500 P25 School Improvement 46,400 120,100 154,200 -73,700 -107,800 P26 Student Services 243,600 191,600 222,700 52,000 20,900 P27 RCH 225,900 242,800 356,600 -16,900 -130,700 P28 Subtotal 1,221,600 1,532,300 2,003,300 -310,700 -781,700

Total Program 22,157,700 22,899,800 24,793,700 -742,100 -2,636,000

APPROVED General Fund Business Plan Page 55 July 7, 2015 and Budget 2015-2016 APPENDIX 3.0 GENERAL FUND BUDGET SUMMARY 2015-2016

Proposed Change Change Budget Budget Projected Budget To Budget To 2015-2016 2014-2015 2014-2015 Budget Projected Line BOARD SERVICES

Board Governance Stipends and Benefits 116,100 108,300 108,300 7,800 7,800 B1 Supplies and Materials 5,000 5,000 5,000 0 0 B2 NSSBA Dues 85,000 85,000 85,000 0 0 B3 Other Non Salary Expenditures 95,100 78,600 78,600 16,500 16,500 B4 Subtotal 301,200 276,900 276,900 24,300 24,300

Board Services Salaries 954,900 847,100 828,100 107,800 126,800 B5 Benefits 139,300 140,600 141,400 -1,300 -2,100 B6 Supplies and Materials 70,000 70,000 70,000 0 0 B7 Professional Services 250,000 250,000 268,000 0 -18,000 B8 Other Non Salary Expenditures 72,400 72,400 72,400 0 0 B9 Subtotal 1,486,600 1,380,100 1,379,900 106,500 106,700

Total Board Services 1,787,800 1,657,000 1,656,800 130,800 131,000

OPERATIONS SERVICES

Administration Salaries 1,860,100 1,803,300 1,785,800 56,800 74,300 O1 Benefits 446,500 433,700 428,100 12,800 18,400 O2 Travel 35,000 35,000 35,000 0 0 O3 Other Non Salary Expenditures 47,500 47,500 44,500 0 3,000 O4 Subtotal 2,389,100 2,319,500 2,293,400 69,600 95,700

APPROVED General Fund Business Plan Page 56 July 7, 2015 and Budget 2015-2016 APPENDIX 3.0 GENERAL FUND BUDGET SUMMARY 2015-2016

Proposed Change Change Budget Budget Projected Budget To Budget To 2015-2016 2014-2015 2014-2015 Budget Projected Line Custodial Services Salaries 12,793,100 13,107,000 13,082,100 -313,900 -289,000 O5 Benefits 4,279,400 4,359,700 4,305,000 -80,300 -25,600 O6 Supplies and Equipment 803,400 788,400 838,400 15,000 -35,000 O7 Building Rental Expense 1,892,100 1,840,500 1,864,600 51,600 27,500 O8 Contracted Services 2,062,900 2,057,900 2,071,500 5,000 -8,600 O9 Subtotal 21,830,900 22,153,500 22,161,600 -322,600 -330,700

Maintenance Services Salaries 1,889,000 1,842,000 1,836,000 47,000 53,000 O10 Benefits 639,600 638,000 610,400 1,600 29,200 O11 Supplies and Equipment 4,154,600 4,104,600 4,794,000 50,000 -639,400 O12 Vehicle Operating Expense 250,000 200,000 250,000 50,000 0 O13 Contracted Services - Maintenance 800,000 800,000 800,000 0 0 O14 Relocation Expenses 0 50,000 50,000 -50,000 -50,000 O15 Subtotal 7,733,200 7,634,600 8,340,400 98,600 -607,200

Plant Operations Insurance 707,600 665,100 647,900 42,500 59,700 O16 Utilities - Electricity 5,393,700 5,765,100 5,734,500 -371,400 -340,800 O17 Utilities - Heating Fuel 6,797,600 7,963,700 6,500,000 -1,166,100 297,600 O18 Utilities - Water / Sewer 1,189,000 1,189,000 1,189,000 0 0 O19 Utilities - Telephone 67,000 67,000 67,000 0 0 O20 Subtotal 14,154,900 15,649,900 14,138,400 -1,495,000 16,500

Capital Projects 1,201,000 1,024,200 1,599,000 176,800 -398,000 O21

Student Transportation 18,900,500 18,619,000 18,593,500 281,500 307,000 O22

APPROVED General Fund Business Plan Page 57 July 7, 2015 and Budget 2015-2016 APPENDIX 3.0 GENERAL FUND BUDGET SUMMARY 2015-2016

Proposed Change Change Budget Budget Projected Budget To Budget To 2015-2016 2014-2015 2014-2015 Budget Projected Line Technology Services Salaries 2,258,000 2,262,600 2,250,900 -4,600 7,100 O23 Benefits 596,700 598,000 584,100 -1,300 12,600 O24 Computer Services - Schools 181,400 403,600 453,600 -222,200 -272,200 O25 Computer Supplies - Administration 79,100 79,100 79,100 0 0 O26 O'Connell Drive Refresh 160,700 147,000 147,000 13,700 13,700 O27 P3 Information Technology Sinking Fund 335,300 1,134,900 1,134,900 -799,600 -799,600 O28 IEI Non Salary Expenses 122,900 122,900 122,900 0 0 O29 Travel 68,000 68,000 68,000 0 0 O30 Professional Services 410,100 406,000 406,000 4,100 4,100 O31 Telephone/Fax/Data 132,000 132,000 132,000 0 0 O32 Subtotal 4,344,200 5,354,100 5,378,500 -1,009,900 -1,034,300

Facilities Rentals Revenue 773,000 703,000 782,400 70,000 -9,400 O33

Salaries 417,400 412,600 365,800 4,800 51,600 O34 Benefits 85,300 83,100 75,200 2,200 10,100 O35 Service Contract 52,400 52,400 52,400 0 0 O36 Other Non Salary Expenditures 700 5,000 5,000 -4,300 -4,300 O37 Subtotal 555,800 553,100 498,400 2,700 57,400 Net Revenue 217,200 149,900 284,000 67,300 -66,800

Total Operations Services 71,109,600 73,307,900 73,003,200 -2,198,300 -1,893,600

APPROVED General Fund Business Plan Page 58 July 7, 2015 and Budget 2015-2016 APPENDIX 3.0 GENERAL FUND BUDGET SUMMARY 2015-2016

Proposed Change Change Budget Budget Projected Budget To Budget To 2015-2016 2014-2015 2014-2015 Budget Projected Line FINANCIAL SERVICES

Administration Salaries 1,638,900 1,606,500 1,598,000 32,400 40,900 F1 Benefits 418,300 400,800 401,000 17,500 17,300 F2 Supplies and Materials 160,000 185,000 170,000 -25,000 -10,000 F3 Travel 3,000 3,000 3,000 0 0 F4 Liability Insurance 342,700 227,900 240,100 114,800 102,600 F5 Professional Services 39,000 38,100 38,100 900 900 F6 Service Fees 15,000 25,000 25,000 -10,000 -10,000 F7 Subtotal 2,616,900 2,486,300 2,475,200 130,600 141,700

Excel - Before and After School Program Revenue 9,332,500 8,431,200 8,629,200 901,300 703,300 F8

Salaries 5,145,200 4,549,900 4,636,200 595,300 509,000 F9 Benefits 625,300 550,700 548,200 74,600 77,100 F10 Other 705,800 641,200 629,700 64,600 76,100 F11 Subtotal 6,476,300 5,741,800 5,814,100 734,500 662,200 Net Revenue 2,856,200 2,689,400 2,815,100 166,800 41,100

Total Financial Services 9,093,200 8,228,100 8,289,300 865,100 803,900

APPROVED General Fund Business Plan Page 59 July 7, 2015 and Budget 2015-2016 APPENDIX 3.0 GENERAL FUND BUDGET SUMMARY 2015-2016

Proposed Change Change Budget Budget Projected Budget To Budget To 2015-2016 2014-2015 2014-2015 Budget Projected Line HUMAN RESOURCE SERVICES

Administration Salaries 1,807,900 1,668,600 1,615,200 139,300 192,700 H1 Benefits 431,800 416,700 423,700 15,100 8,100 H2 Pension Top-Ups 24,100 40,000 40,000 -15,900 -15,900 H3 Supplies and Materials 108,300 101,100 105,100 7,200 3,200 H4 Travel 5,000 7,200 7,200 -2,200 -2,200 H5 Service Contracts 0 5,000 1,000 -5,000 -1,000 H6 Subtotal 2,377,100 2,238,600 2,192,200 138,500 184,900

Staff Development Professional Development 2,180,000 2,134,400 2,135,600 45,600 44,400 H7 Subtotal 2,180,000 2,134,400 2,135,600 45,600 44,400

Total Human Resource Services 4,557,100 4,373,000 4,327,800 184,100 229,300

TOTAL EXPENDITURES 442,692,900 433,595,600 438,437,900 9,097,300 4,255,000

NET SURPLUS/(DEFICIT) 0 0 -518,100 0 518,100

APPROVED General Fund Business Plan Page 60 July 7, 2015 and Budget 2015-2016 Public [ X] Report No. 2015-11-47 Private [ ] Date: November 18, 2015

HALIFAX REGIONAL SCHOOL BOARD Purchasing Annual Report – 2014/2015

PURPOSE: To provide the Governing Board with an annual report with respect to the implementation of and compliance with the Purchasing Policy.

BUSINESS PLAN GOAL: N/A

BACKGROUND: The mandate of the Purchasing Division is to ensure that goods and services are purchased in an open, fair, consistent, efficient and competitive manner, by providing staff with information and tools to implement best practices in purchasing.

The HRSB’s Purchasing Policy requires that the Purchasing Division provide an annual report to the Board “on the implementation of the policy, purchasing activities and any recommendations for improving the purchasing policy and procedures.”

CONTENT: The attached report covers the period April 1, 2014 to March 31, 2015. Annual reporting under this policy covers the fiscal year and will be presented to the Board each year.

As required, the report provides an overview of compliance with the policy, and major purchasing activities during the course of the 2014/2015 fiscal year.

COST: N/A

FUNDING: N/A

TIMELINE: N/A

APPENDICES: Purchasing Annual Report – 2014/2015

RECOMMENDATIONS: It is recommended that the Board receive the Purchasing Annual Report – 2014/2015 for information.

COMMUNICATIONS:

Audience Responsibility Timeline General Public via Coordinator, Upon publication of Board Agenda web site Communications

From: For further information please contact Terri Thompson, Director of Financial Services at 902-464-2000, ext. 2241, or email at [email protected], or Kathryn Burlton, Manager of Accounting and Purchasing, at 902-464-2000 ext. 2843 or via e-mail [email protected].

To: Senior Staff – November 10, 2015 Audit Committee – November 18, 2015 Board – November 25, 2015

File name: ktucker/Purchasing/2014 2015 - Annual Purchasing Report 2015-11-47

Date last revised: November 10, 2015

Purchasing Annual Report 2014/2015 Page 2 of 4

Purchasing Annual Report – 2014/2015

Background

Section 15 of the Purchasing Policy states that:

“The Superintendent will submit an annual report to the Board on the implementation of this policy, purchasing activities and any recommendations for improving the purchasing policy and procedures.”

Implementation of the Policy

The Purchasing Division monitors all purchasing activities for compliance with the Purchasing Policy. The Purchasing Division reviews all requisitions for the purchasing thresholds to ensure compliance with the policy and ensures an open, transparent and competitive process is undertaken consistent with public tendering guidelines. There were no instances observed where policy provisions were not followed by schools and board offices in 2014/2015.

Purchasing Activities

The Halifax Regional School Board purchases approximately $92 million in goods and services annually. The Purchasing Division issued 87 tenders/RFP’s and 2,887 purchase orders from April 2014 to March 2015. The Purchasing Division will continue regular communication with schools and departments to ensure compliance with the policy. The Purchasing Division will continue its ongoing cooperation and networking with other school boards, public groups, government departments and agencies to leverage combined expertise in promoting and maximizing purchasing best practices and to ensure accountability for public funds.

Section 14 of the Policy requires all tenders, requests for proposals (RFP), and contracts with a value of $500,000 or more to be approved by the Board. The following contracts with a total contract value over $500,000 were approved by the Board in 2014/2015:

Contract Name Vendor Contract Date Approved value by Board Natural Gas Conversion – Admiral Westphal Atlantica Mechanical $578,589 26/11/2014 Roofing- 5 schools McCarthy’s Roofing $1,255,000 20/08/2014 Paving- various schools Dexter Construction $503,400 06/08/2014 Additions & Alterations-Phase 2-Cole Hbr High Blunden Construction $2,393,000 09/06/2014

Purchasing Annual Report 2014/2015 Page 3 of 4

Section 7 of the Policy permits alternative purchasing (sole sourcing) under certain circumstances. In 2014/2015, the following purchases were of values that should normally have been undertaken with tenders or RFP’s. However, alternative or sole sourcing is permissible under circumstances outlined in the Policy and these purchases met the criteria and were approved for sole sourcing.

Item/Project Vendor Value Reason for Sole Source 24 Bay Disk Shelf Enterprise Management Systems $39,890 Compatibility/warranty issue

Recommendations

Recommendations for revisions to the Purchasing Policy will be coming forward in the near future. These changes will address required updates to signing authorities as a result of changes to the SAP system as well as changes in the board’s management structure; additional requirements for approvals to change orders; more detailed explanations regarding requirements related to Standing Offers; and a new section outlining Canada Revenue Agency regulatory requirements when purchasing Services Provided by Non-Canadian vendors.

Purchasing Annual Report 2014/2015 Page 4 of 4