YORK REGION DISTRICT SCHOOL BOARD
PROPERTY MANAGEMENT COMMITTEE
PUBLIC SESSION
Meeting #5 November 17, 2020 Electronic Meeting 5:30 P.M. Access instructions on page 3
AGENDA Page
3 1. Webinar and Access Instructions
2. Call to Order
3. Approval of Agenda
4. Declaration of Conflict of Interest
5 - 9 5. Receipt of Minutes of Previous Meeting - October 20, 2020
BUSINESS ARISING FROM THE MINUTES
1. Business Arising Report
NON-ROUTINE BOARD REPORTS
ROUTINE BOARD REPORTS (*)
11 - 14 1. Proposed Development Applications, D01- Gilbert Luk 20009/ D02-20018, City of Richmond Hill
15 - 18 2. Proposed Development Applications, D01- Gilbert Luk 18001 D02-18007, City of Richmond Hill
INFORMATION ITEMS
19 - 21 1. Construction Projects Review Jerry Stoangi
23 - 27 2. Secondary Schools Closed to Transfers for Trina 2021-2022 Sprayson
3. Capital Priorities Program 2020-2021 – Verbal Dawn Adams
Page 1 of 27
DISCUSSION ITEMS
DATE OF NEXT MEETING
1. • Tuesday, January 19, 2021
ADJOURNMENT
Page 2 of 27 York Region District School Board: Accessing Electronic Meetings
Connecting By Webinar
Register for the Tuesday, November 17, 2020 Public Property Management Committee Meeting (Electronic) at: https://attendee.gotowebinar.com/register/8145868644746865424
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Connecting By Telephone
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Page 3 of 27 Page 4 of 27 ROUTINE
YORK REGION DISTRICT SCHOOL BOARD PROPERTY MANAGEMENT COMMITTEE MINUTES
MEETING #4 (PUBLIC) October 20, 2020
The public session of the Property Management Committee meeting was held electronically at 4:03 p.m. on Tuesday, October 20, 2020 with the following trustee members present: C. Liang, N. Mahmood (Chair), B. McRoberts, D. Sherman and A. Tam
Staff resources: D. Adams, S. Bruni, T. Dungey, C. La Touche, J. Lagaev, G. Luk, J. Pacione, S. Reid, R. Selvazzo, K. Shaw-Edmond, T. Sprayson, J. Steh and J. Stoangi
CALL TO ORDER
Committee Chair N. Mahmood called the meeting to order at 4:03 p.m.
APPROVAL OF THE AGENDA
(*)1. Moved by A. Tam, seconded by B. McRoberts:
That the agenda be approved as written.
- Carried -
DECLARATION OF CONFLICT OF INTEREST
Committee Chair N. Mahmood asked any trustee who has a direct personal interest or direct or indirect pecuniary interest in any matter being discussed by the Property Management Committee during the meeting to state the conflict and nature thereof. No conflicts were declared by trustees at this time.
APPROVAL OF MINUTES OF PREVIOUS MEETING
(*)2. Moved by D. Sherman, seconded by A. Tam:
That the minutes of the September 22, 2020 Property Management Committee meeting be approved as written.
- Carried -
Page 5 of 27 PROPERTY MANAGEMENT COMMITTEE MEETING MINUTES Page 2 October 20, 2020
ROUTINE BOARD REPORTS (*)
Proposed Development Application, Block 60 East Block Plan, City of Vaughan
Manager, Property and System Operations G. Luk provided information regarding the proposed development application, Block 60 East Block Plan in the City of Vaughan, as outlined in the Board Report.
(*)3. Moved by B. McRoberts, seconded by D. Sherman:
That the York Region District School Board approve the following recommendations:
1. That the York Region District School Board will not require a public elementary school site within the proposed development application Block 60 East Block Plan, City of Vaughan.
2. That the Director of Planning for the City of Vaughan be advised of this action. (Appendix A)
- Carried -
Proposed Development Application, Promenade Centre Secondary Plan, City of Vaughan
Manager, Property and System Operations G. Luk provided information regarding the proposed development application, Promenade Centre Secondary Plan in the City of Vaughan, as outlined in the Board Report.
(*)4. Moved by B. McRoberts, seconded by D. Sherman:
That the York Region District School Board approve the following recommendations:
1. That the York Region District School Board will not require a public elementary school site within the proposed development application Promenade Centre Secondary Plan, City of Vaughan.
2. That the Director of Planning for the City of Vaughan be advised of this action. (Appendix B) - Carried -
Page 6 of 27
PROPERTY MANAGEMENT COMMITTEE MEETING MINUTES Page 3 October 20, 2020
Proposed Development Applications, Z.20.008/OP.20.003/19T-20V002, City of Vaughan
Manager, Property and System Operations G. Luk provided information regarding the proposed development applications, Z.20.008/OP.20.003/19T-20V002 in the City of Vaughan, as outlined in the Board Report.
(*)5. Moved by D. Sherman, seconded by A. Tam:
That the York Region District School Board approve the following recommendations:
1. That the York Region District School Board will not require a public elementary school site within the proposed development applications Z.20.008/OP.20.003/19T-20V002, City of Vaughan.
2. That the Director of Planning for the City of Vaughan be advised of this action. (Appendix C)
- Carried -
INFORMATION ITEMS
Construction Projects: New Elementary and Secondary Schools and Additions to Schools
Senior Manager, Plant Services J. Stoangi updated trustees on information contained in the construction projects report.
In response to a question from a Trustee, staff provided information on the timeline for opening E.J. Sand Public School.
Upcoming Proposed Minor/Major Boundary Changes and Program Changes
Manager, Planning and Property Development Services T. Sprayson shared information on an upcoming proposed secondary school boundary change in Richmond Hill and new primary dual track French Immersion programming required in Newmarket. She also shared the proposed timelines for implementation.
Renaming of a Secondary School in the City of Vaughan
Superintendent of Education, School and System Operations, Plant and Planning T. Dungey provided information regarding the renaming of a secondary school in the City of Vaughan.
Page 7 of 27
PROPERTY MANAGEMENT COMMITTEE MEETING MINUTES Page 4 October 20, 2020
Superintendent T. Dungey presented the consultation and process timeline for the renaming of the Secondary School named after the City of Vaughan.
The first component is to consult with the community regarding the submission of recommended names for the new school. This would occur over the month of November 2020.
The Board will be consulting with EAC, PEAC and SEAC, students from the impacted school, the school council, staff, alumni, feeder school principals and their students.
After consultations, Trustee D. Sherman will have a short list of three or four names that have been fully reviewed through the lens of the policy in place as well as the mission, vision and values of the Board.
The list of suggested school names will be presented at the next Property Management Committee Meeting.
The Board will host a virtual Town Hall with Trustee D. Sherman to arrive at a final name that is aligned with Board policies and priorities.
The final name will be shared with the Property Management Committee Meeting on March 23, 2021 and to the April 6, 2021 Board meeting for formal consideration.
In response to questions from trustees, Superintendent of Education, School and System Operations, Plant and Planning T. Dungey;
clarified the consultation process will extend beyond the local school community and the City of Vaughan, and indicated the consultation process will help the local trustee determine a short list of names while at the same time ensuring compliance Board policies and priorities.
Community input, obtained through a virtual Town Hall meeting will help the local trustee identify a final name to bring forward to the Board of Trustees for consideration.
NEXT MEETING
Committee Chair N. Mahmood noted the next meeting is scheduled on Tuesday, November 17, 2020 at 4:30 p.m.
ADJOURNMENT
(*)6. Moved by B. McRoberts, seconded by D. Sherman:
That the Property Management Committee meeting be adjourned at 5:00 p.m.
Page 8 of 27
PROPERTY MANAGEMENT COMMITTEE MEETING MINUTES Page 5 October 20, 2020
- Carried -
Page 9 of 27
Page 10 of 27
Board Report
Subject: Proposed Development Applications, D01-20009/ D02-20018, City of Richmond Hill
Contact(s): Dawn Adams, Senior Manager, Planning and Property Development Services
Tod Dungey, Superintendent of Education, School and System Operations, Plant and Planning
Clayton LaTouche, Associate Director of Education, Schools and Operations
Department(s): Planning and Property Development Services
Meeting Date: November 17, 2020
Recommendations
That the York Region District School Board approve the following recommendations:
(*)1. That the York Region District School Board will not require a public elementary school site within the proposed development application D01-20009/ D02- 20018, City of Richmond Hill.
(*)2. That the Director of Planning for the City of Richmond Hill be advised of this action.
Purpose
The purpose of this report is to request approval of the comments that are to be submitted to the City of Richmond Hill concerning the Board’s requirement for school sites within the proposed development applications.
Page 11 of 27 City of Richmond Hill – Proposed Development Applications D01-20009/ D02-20018 Page 2 of 3
A. Applications:
D01-20009/ D02-20018 by HILLCREST HOLDINGS INC. AND MONTEZ HILLCREST INC.
B. Location:
The proposed application is located west of Yonge Street and north of Carrville Road. Please see attached map (Appendix A).
C. Proposed Housing Units
Condominium Apartments 584
Total 584
D. Total Pupil Yield:
Elementary 48 – 53 Secondary 16 – 23
The pupil yield range reflects regional and community high density yields.
E. Student Accommodation:
Elementary
At the elementary panel, the proposed application is located within the Ross Doan Public School/Roselawn Public School boundary. Ross Doan Public School is a Junior Kindergarten to Grade 3 school with a capacity of 461 and an enrolment of 342 (in-class and virtual) as of October 31, 2020. Roselawn Public School is a Grade 4 to Grade 8 school with a capacity of 389 and an enrolment of 307 (in-class and virtual) as of October 31, 2020.
Secondary
At the secondary panel, the proposed application is located within the Alexander Mackenzie High School boundary. Alexander Mackenzie High School has a capacity of 1,428 and an enrolment of 1,411 (in-class and virtual) as of October 31, 2020.
Page 12 of 27 City of Richmond Hill – Proposed Development Applications D01-20009/ D02-20018 Page 3 of 3
Connection to Multi-Year Strategic Plan
The Planning Team supports the work specifically in three main areas in the Multi-Year Strategic Plan and goals in the Director’s Action Plan.
Foster Well-Being and Mental Health • Build safe, healthy and inclusive learning and working environments where students and staff feel they matter and belong.
Build Collaborative Relationships • Build trust and collaborative relationships with students, families and staff through respectful and responsive communication focused on shared solutions.
Empower Ethical Leadership • Build a collective understanding of ethical leadership.
Budget Impact
Not applicable at this time.
Timelines
Executive Council November 11, 2020 Property Management Committee November 17, 2020 Board Meeting December 15, 2020
Appended Data
Appendix A: Location of Proposed Development Applications, D01-20009/ D02-20018, City of Richmond Hill
Page 13 of 27 !
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Board Report
Subject: Proposed Development Applications, D01-18001/ D02-18007, City of Richmond Hill
Contact(s): Dawn Adams, Senior Manager, Planning and Property Development Services
Tod Dungey, Superintendent of Education, School and System Operations, Plant and Planning
Clayton LaTouche, Associate Director of Education, Schools and Operations
Department(s): Planning and Property Development Services
Meeting Date: November 17, 2020
Recommendations
That the York Region District School Board approve the following recommendations:
(*)1. That the York Region District School Board will not require a public elementary school site within the proposed development application D01-18001/ D02- 18007, City of Richmond Hill.
(*)2. That the Director of Planning for the City of Richmond Hill be advised of this action.
Purpose
The purpose of this report is to request approval of the comments that are to be submitted to the City of Richmond Hill concerning the Board’s requirement for school sites within the proposed development applications.
Page 15 of 27 City of Richmond Hill – Proposed Development Applications D01-18001/ D02-18007 Page 2 of 3
A. Applications:
D01-18001/ D02-18007 by J-G CORDONE INVESTMENTS LIMITED.
B. Location:
The proposed application is located west of Yonge Street and north of Brookside Road. Please see attached map (Appendix A).
C. Proposed Housing Units
Condominium Apartments 146
Total 146
D. Total Pupil Yield:
Elementary 5 – 13 Secondary 6 – 7
The pupil yield range reflects regional and community high density yields.
E. Student Accommodation:
Elementary
At the elementary panel, the proposed application is located within the Trillium Woods Public School boundary. Trillium Woods Public School is a Junior Kindergarten to Grade 8 school with a capacity of 623 and 4 portables on site bringing the effective capacity to 715 and an enrolment of 718 (in-class and virtual) as of October 31, 2020.
Secondary
At the secondary panel, the proposed application is located within the Richmond Hill High School boundary. Richmond Hill High School has a capacity of 1,099 and nine portables on-site bringing the effective capacity to 1,327 and an enrolment of 1,593 (in-class and virtual) as of October 31, 2020.
Page 16 of 27 City of Richmond Hill – Proposed Development Applications D01-18001/ D02-18007 Page 3 of 3
Connection to Multi-Year Strategic Plan
The Planning Team supports the work specifically in three main areas in the Multi-Year Strategic Plan and goals in the Director’s Action Plan.
Foster Well-Being and Mental Health • Build safe, healthy and inclusive learning and working environments where students and staff feel they matter and belong.
Build Collaborative Relationships • Build trust and collaborative relationships with students, families and staff through respectful and responsive communication focused on shared solutions.
Empower Ethical Leadership • Build a collective understanding of ethical leadership.
Budget Impact
Not applicable at this time.
Timelines
Executive Council November 11, 2020 Property Management Committee November 17, 2020 Board Meeting December 15, 2020
Appended Data
Appendix A: Location of Proposed Development Applications, D01-18001/ D02-18007, City of Richmond Hill
Page 17 of 27 #!
! APPENDIX A Location of Proposed Development Applications D01-18001/ D02-18007 ¯ City of Richmond Hill
Gamble Road 19th Avenue
Trillium Woods PS !
Yonge Street Richmond Hill HS D01-18001/ # D02-18007
H.G. Bernard PS Brookside Road !
# Public Elementary School Page 18 of 27 ÊÚ Public Elementary French Immersion
$ Public Secondary School
S Public Elementary School Site
T Public Secondary School Site #!
Location of Proposed Plan
Silver Proposed Roads Pines PS ! Road Centreline
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Information Report
Subject: Construction Projects: New Elementary and Secondary Schools and Additions to Schools
Contact(s): Jerry Stoangi, Senior Manager, Plant Services
Tod Dungey, Superintendent of Education, School and System Operations, Plant and Planning
Clayton LaTouche, Associate Director of Education, Schools and Operations
Department(s): Plant Services
Meeting Date: November 17, 2020
Purpose
The progress update and schedules for New Schools and Additions are presented in this report. Appendix A provides construction updates and Appendix B a schedule for projects that are approved and have been funded by the Ministry of Education.
Background
The Projects Schedule Report is a regularly scheduled report taken to the Property Management Committee on new elementary and secondary school projects and include the status of projects that have received funding from the Ministry of Education.
Connection to Multi-Year Strategic Plan
Plant Services Operates within a service delivery and support model dedicated to delivering the highest quality service to York Region students, staff and communities.
Foster Well-Being and Mental Health • Building safe, healthy, inclusive learning and working environments where students and staff feel they matter and belong.
Page 19 of 27 Construction Projects: New Elementary and Secondary Schools and Additions to Schools Page 2 of 2
Build Collaborative Relationships
• Develop an understanding of Service Excellence in an educational context through building a greater understanding of our customers’/stakeholders’ expectations and needs.
Empower Ethical Leadership
• Build a collective understanding of ethical leadership.
Plant Services strives to provide continuous improvement while acting in an environmentally responsible manner ensuring legislative compliance is met while applying the best uses of technology and providing timely responses. This is done while demonstrating ethical leadership in providing a safe and welcoming environment to our staff, students and community.
Budget Impact
The total estimated project cost for each project will be presented to the Property Management Committee after tendering.
Timelines
Communications Implementation Plan:
Property Management Committee November 17, 2020
Additional Resources
Not applicable at this time
Appended Data
Appendix A: Schedules to September 2022 - Funded Projects
Page 20 of 27
Appendix A Schedules to September 2022, Funded Projects
The following table includes projects that have received funding from the Ministry of Education. Scheduled dates are subject to change.
REPORT TO SITE PLAN BUILDING PROJECT ARCHITECTURAL TENDER PROPERTY CONSTRUCTION PROPOSED PROJECT MUNICIPALITY APPLICATION PERMIT TYPE FIRM AND CLOSE MANAGEMENT BEGINS OPENING SUBMISSION SUBMISSION CONTRACTOR COMMITTEE
E.J. Sand December Makrimichalos February 2021 March 2021 April 2021 September 2022 Public Markham Replacement 2020 Cugini Architects January 2018 School (May 2019)
* Note: E.J. Sand Public School dates are based on Ministry approval to proceed (ATP) on or before December 30, 2020. November 17, 2020 * Note shaded areas indicate work completed
Page 21 of 27 Page 22 of 27
Information Report
Subject: Secondary Schools Closed to Transfers for 2021-2022
Contact(s): Dawn Adams, Senior Manager, Planning and Property Development Services
Tod Dungey, Superintendent of Education, School and System Operations, Plant and Planning
Clayton LaTouche, Associate Director of Education, Schools and Operations
Department(s): Planning and Property Development Services
Meeting Date: November 17, 2020
Purpose
The Secondary Schools Closed to Transfers for 2021-2022 report identifies secondary schools to be closed to transfers for 2021-2022 school year. Closing a school to transfers ensures that students within the school attendance area can be accommodated within their community school.
Background
Historically in November, Secondary Schools Closed to Transfers are identified for the upcoming school year. This timing supports students in determining which secondary schools are open to the transfer process for the 2021-2022 school year.
Each year staff review system accommodation needs and determine available space in secondary schools. Balancing accommodation needs over time to ensure that students can be accommodated within their community school attendance area is a priority. Additionally, those accepted into courses and programs from outside the home school attendance area need to be accommodated without displacing or limiting opportunity for students who reside locally. Typically, schools that have an accommodation utilization over 115 percent are reviewed to determine if they should be closed to transfers for the upcoming school year. This year, schools with a utilization greater than 100% were
Page 23 of 27 Secondary Schools Closed to Transfers for 2021-2022 Page 2 of 4
reviewed, taking into account history of closed to transfers status, enrolment projections and portable requirements.
Rationale
For the 2021-22 school year, there are two changes to the secondary schools ‘closed’ or ‘open’ to new transfer requests from the 2020-21 school year that affect Emily Carr Secondary School and Westmount Collegiate Institute. In order to assist schools in their planning and students in their course selection and pathways choices, the following is provided which outlines the secondary schools ‘closed’ or ‘open’ to new transfer requests for the 2020-21 school year, categorized under one of the following headings:
A. Schools Closed to New Transfers
B. Schools Open to New Transfer Requests
A. The following schools will not be accepting new student transfer requests for the 2021-2022 school year:
CEC Central: Aurora High School (except from Highview PS and Regency PS), Bayview Secondary School, Richmond Hill High School
CEC East: Markville Secondary School, Pierre Elliott Trudeau High School CEC North: Newmarket High School CEC West: Vaughan Secondary School (for French Immersion) B. The following schools will be open to new student transfer requests for the 2021-2022 school year:
CEC Central: Alexander Mackenzie High School, Aurora High School (only from Regency Acres PS and Highview PS), Dr. G. W. Williams Secondary School, King City Secondary School, Langstaff Secondary School, Richmond Green Secondary School
CEC East: Bill Hogarth Secondary School, Bur Oak Secondary School, Markham District High School, Middlefield Collegiate Institute, Milliken Mills High School, Unionville High School
CEC North: Dr. John M. Denison Secondary School, Huron Heights Secondary School, Keswick High School, Sir William Mulock Secondary School, Stouffville District Secondary School, Sutton District High School
Page 24 of 27 Secondary Schools Closed to Transfers for 2021-2022 Page 3 of 4
CEC West: Emily Carr Secondary School, Maple High School, Stephen Lewis Secondary School, Thornhill Secondary School, Thornlea Secondary School, Tommy Douglas Secondary School, Vaughan Secondary School (only for Regular Track), Westmount Collegiate Institute, Woodbridge College
Board Policy and Procedure # 108.0, Student Accommodation – Attendance Areas and Student Transfers outlines the process by which new student transfer requests into secondary schools will be handled. To support the communication of this information to parents and students, schools will be requested to distribute a letter to parents in their school community outlining the above information in late November 2020 or early December 2020.
Connection to Multi-Year Strategic Plan
The Planning Team supports the work specifically in three main areas in the Multi-Year Strategic Plan and goals in the Director’s Action Plan.
Foster Well-Being and Mental Health • Build safe, healthy and inclusive learning and working environments where students and staff feel they matter and belong.
Build Collaborative Relationships
• Build trust and collaborative relationships with students, families and staff through respectful and responsive communication focused on shared solutions.
Empower Ethical Leadership
• Build a collective understanding of ethical leadership.
Page 25 of 27 Secondary Schools Closed to Transfers for 2021-2022 Page 4 of 4
Budget Impact
Not applicable at this time.
Timelines
Senior Team November 2, 2020 Executive Council November 11, 2020 Property Management Committee November 17, 2020 System Memo Weekly Summary November 19, 2020 Parent Letter Disseminated Late November/Early December 2020
Appended Data
Appendix A: Secondary School Utilizations
Page 26 of 27 Appendix A - Secondary Schools Closed to Transfers for 2021-22
Secondary Schools Closed to Transfers for 2021-22
Enrolment 2020/21 2021/22 Utiliz (23) Oct 31 Change 'Closed to 'Closed to CEC ID Secondary Schools OTG (Excl. Rationale 2020 FTE from Prev Transfer' Transfer' PORTABLES) Oct (+/-) Status Status Current Portables Current Central 307 Alexander Mackenzie HS 1,397 42 0 106% Monitor; Growth Closed FI; Closed FI; Central 202 Aurora HS 1,212 -122 5 116% >115% w/o portables Closed RT* Closed RT* Central 303 Bayview SS 1,658 -16 6 120% Closed Closed >115% w/o portables East 410 Bill Crothers SS 1,535 46 0 109% Program School East 410 Bill Hogarth SS 1,367 219 0 84% East 402 Bur Oak SS 1,528 -13 6 111% Monitor; Stable Central 218 Dr. G.W. Willams SS 1,216 123 0 102% Monitor; Growth North 102 Dr. John M. Denison SS 852 -14 0 87% West 314 Emily Carr SS 1,310 -201 5 105% Closed Open Decline North 105 Huron Heights SS 1,101 -56 10 65% North 107 Keswick HS 846 -23 0 80% Central 206 King City SS 939 16 0 78% Central 311 Langstaff SS 548 -156 0 50% Open FI Open FI West 313 Maple HS 1,464 43 4 117% Monitor; Decline East 404 Markham DHS 1,429 -68 3 111% Decline East 407 Markville SS 1,328 -32 2 112% Closed Closed Growth East 405 Middlefield CI 1,332 -102 0 93% East 406 Milliken Mills HS 1,197 65 0 93% North 109 Newmarket HS 1,409 56 6 134% Closed Closed >115% w/o portables East 403 Pierre Elliott Trudeau HS 1,688 -68 8 109% Closed Closed Growth Central 201 Richmond Green SS 1,188 -1 0 102% Monitor; Growth Central 316 Richmond Hill HS 1,593 -79 9 156% Closed Closed >115% w/o portables North 112 Sir William Mulock HS 1,278 -3 2 114% Decline West 318 Stephen Lewis SS 1,694 60 6 125% Monitor; Decline North 210 Stouffville DSS 1,154 -30 6 88% North 113 Sutton DHS 437 5 0 36% West 408 Thornhill SS 893 -97 6 90% West 412 Thornlea SS 997 -34 0 67% West 308 Tommy Douglas SS 1,609 109 8 109% Monitor; Growth East 416 Unionville HS 1,538 69 14 110% Monitor; Stable Closed 'FI Closed 'FI West 317 Vaughan SS 1,076 17 2 101% Monitor RT Only' Only' West 414 Westmount CI 1,200 -137 0 115% Closed** Open >115% w/o portables; Decline West 319 Woodbridge College 483 -31 0 63% 40,495 -414 108 8 6 2 FI 2 FI
Page 27 of 27