NOTICE OF MEETING Vancouver School Board Secretary-Treasurer’s Office Facilities Planning Committee February 22, 2019 Allan Wong Oliver Hanson Carmen Cho Jennifer Reddy Suzanne Hoffman, Superintendent of Schools J. David Green, Secretary-Treasurer Notice of Meeting A Meeting of the Facilities Planning Committee will be held in Room #114 of the Education Centre, 1580 West Broadway, Vancouver, British Columbia, on Wednesday, February 27, 2019 at 5:00 PM Trustees: Fraser Ballantyne Estrellita Gonzalez Lois Chan-Pedley Barb Parrott Janet Fraser Student Trustee: Hazel Pangilinan District Management Staff: Carmen Batista Brian Kuhn Aaron Davis Lisa Landry Pedro da Silva Jody Langlois John Dawson Patricia MacNeil Rosie Finch Jim Meschino Mette Hamaguchi David Nelson Joann Horsley-Holwill Lorelei Russell Magdalena Kassis Rob Schindel Michele Kelly Shehzad Somji Adrian Keough Richard Zerbe Reps: Terry Stanway, VSTA Alt: Jill Barclay, VESTA Karin Bernauer, VESTA Angela Haveman, VASSA Harjinder Sandhu, VEPVPA Doug Roch/David Murphy, VEPVPA Tim Chester, IUOE Tim De Vivo, IUOE Melissa Werfl, PASA Thomas Leung, CUPE 15 Anne Montgomery, DPAC Allison Tredwell/Amanda Hillis, DPAC Stephen Kelly, Trades Raymond Szczecinski, Trades Brent Boyd, CUPE 407 Fiona Chang, VDSC Others: Secretary-Treasurer’s Office Doug McClary District Parents Ron Macdonald Communications Jim de Hoop Chris Allen Kerry Chuah Lynda Bonvillain Ed. Centre Engineers Kathie Currie, CUPE 15 Rentals Debbie Mohabir, CUPE 15 VANCOUVER SCHOOL BOARD COMMITTEE MEETING FACILITIES PLANNING COMMITTEE Wednesday, February 27, 2019 at 5:00 pm Room 114, VSB Education Centre AGENDA The meeting is being held on the traditional unceded territory of the Musqueam, Squamish and Tsleil- Waututh Coast Salish peoples. Meeting Decorum: The Board has a strong commitment to ethical conduct. This includes the responsibility of committee members to conduct themselves with appropriate decorum and professionalism. As Chair of the Committee it is my responsibility to see that decorum is maintained. To do that I ask that: i. All members/delegates request to speak through the chair; ii. Civility towards others is maintained as stakeholder representatives and Trustees share perspectives and participate in debate; iii. Staff be able to submit objective reports without influence or pressure as their work is acknowledged and appreciated; iv. Committee members refrain from personal inflammatory/accusatory language/action; v. Committee Members, Trustees, representatives and /staff present themselves in a professional and courteous manner. Please see reverse for the Purpose/Function and Power and Duties of this Committee. 1. Delegations Presenters 2. Information Items 2.1 Long Range Facilities Plan D. Green, Secretary-Treasurer 3. Items for Approval No items requiring Board Actions/Motions 4. Information Item Request Date and Time of Next Meeting Wednesday, March 6, 2019 at 6:30 pm Facilities Planning Committee 2.1 Purpose/Function: 2.1.1 To review and provide recommendations to the Board in regard to assigned facilities planning matters. 2.2 Powers and Duties: 2.2.1 School Closures: 2.2.1.1 Review the materials provided by senior staff to the Board regarding a possible school closure and provide a recommendation to the Board as to whether the committee supports the possible closure advancing to the school closure public consultation process phase. 2.2.2 Naming and Renaming Schools: 2.2.2.1 Within the constraints of Board direction provided at the outset of any potential school naming or renaming process provide recommendations to the Board. 2.2.3 Student Enrolment: 2.2.3.1 Annually review enrolment and enrolment trends and the potential impact on capital planning, student accommodation and catchment changes. 2.2.4 Capital Planning: 2.2.4.1 Annually review and make recommendations regarding the draft five year capital plan for submission to the BC Ministry of Education. 2.2.5 Long Range Facilities Plan: 2.2.5.1 Annually review and make recommendations regarding the draft long range facilities plan for submission to the BC Ministry of Education. 2.2.6 Facilities Planning Matters Referred to the Committee by the Board: 2.2.6.1 Review matters referred and make recommendations as requested. Date: February 27, 2019 ITEM 2.1 To: Facilities Planning Committee From: D. Green, Secretary-Treasurer Re: Long Range Facilities Plan REFERENCE TO STRATEGIC PLAN: Goal 4: Provide effective leadership, governance and stewardship Objectives: • Advocate for public education • Support effective communication, engagement and community partnerships • Effectively utilize school district resources and facilities INTRODUCTION: School District No. 39 (Vancouver) developed a comprehensive Long Range Facilities Plan (“LRFP”) in 2016. The draft 2019 LRFP document is the first revision to the 2016 Plan. It is Vancouver’s mechanism to demonstrate that facility planning is taking place in support of the District’s educational plans over a 10-year window, using 2017 as the base year. BACKGROUND: The Vancouver School District operates 77 Elementary schools, 18 Secondary schools, 13 Annexes, 8 District Schools (leased or district program sites), 6 District Support Facilities and 3 properties on which businesses operate, for 125 active facilities. The School District also has a number of portable classrooms. The operating capacity of the Districts’ schools is 58,766. The September 2017 resident student enrolment was 48,634 for a capacity utilization of 82.8%. When the population of 1,741 tuition-paying international students of is factored in, the capacity utilization increases to 85.7%. The District has experienced declining enrolment for a number of years, with 4,700 fewer students in 2017 than were in schools in 2007. The declining enrolment trend is projected to continue with a further decline of 2,300 students anticipated by 2027. The Long Range Facilities Plan is a comprehensive plan outlining how the District will manage its school facilities in order to deliver its educational programs. This requires a two-step approach: 1 S:\Facilities\FAC PLAN COMMITTEE\Reports\2019 Reports\2019-02-27 - Feb 27\ITEM 2.1 - Long Range Facilities Plan.docx 1. examining how to best utilize the current operational and maintenance resources of the District to best maintain its facilities; 2. identifying the capital project requirements at the end of a facilities life or to meet changing needs. The VSB’s inventory of schools consists of many older buildings with significant seismic safety concerns and deferred maintenance requirements. With current surplus capacity of 10,132 student seats, and anticipated surplus capacity in 2027 of over 12,000 seats, the District’s focus, with respect to capital investment needs, has been on the Seismic Mitigation Program. With limited new capital investment opportunities, until the District addresses the reality of surplus capacity, that focus will remain along with attention required to address a significant deferred maintenance challenge. The District should consider the development of a strategy to reduce surplus capacity to ensure that all students and staff will be in seismically safe schools in the future and the District will be in a position to address facility end-of-life realities with capital requests for new schools over the longer term. The District also needs to identify opportunities and put in place a plan to generate capital fund revenue to be able to enhance seismic upgrade projects, contribute to new schools in the future, and support district initiatives, such as workforce housing. The development of a Capital Asset Management Plan in 2018 positions the District to develop a plan to generate capital revenue. DISCUSSION: The District released the 2019 Long Range Facilities Plan on February 22, 2019 as a working draft. It is not a report on school closures and does not contain a school closure list. This working draft contains seventeen recommendations. District staff expect other recommendations to be developed or existing ones modified as work continues on the draft. District staff want to engage stakeholders and the broader community in discussion of the themes contained in the draft. The main themes of this draft are: 1. the identification of strategies to address the excess capacity this exists in the District to ensure that all students now and in the future can attend seismically safe schools; 2. locating schools in areas that support student enrolment now and in the future; 3. identifying opportunities to generate capital fund revenue so the District can contribute to current and future capital projects to enhance learning environments for students; 4. the need for the District to develop a strategic Capital Asset Management Plan There will be significant opportunities for feedback before a final draft is presented to the Board of Education. The development of the final draft will be the responsibility of the Facilities Planning Committee. The following meetings of the Facilities Planning Committee are planned to receive and analyze feedback from stakeholders and the community: 1. February 27, 201 – special meeting where the agenda will be the Long Range Facilities Plan; 2. March 6, 2019 – regular meeting of the committee where the Long Range Facilities Plan 2 S:\Facilities\FAC PLAN COMMITTEE\Reports\2019 Reports\2019-02-27 - Feb 27\ITEM 2.1 - Long Range Facilities Plan.docx will be an agenda item; 3. March 13, 2019 – special meeting where the agenda will be the Long Range Facilities Plan; 4. April 17, 2019 - regular meeting of the committee where the Long Range Facilities Plan will be an agenda item. For the February 27, 2019 and March 13, 2019 meetings the composition of the Facilities Planning Committee will be expanded to include all trustees and two representatives of every stakeholder group. If necessary, District staff will arrange other opportunities for the public to provide feedback. Stakeholders and the community are also encouraged to provide feedback to a special email account set up for that purpose at [email protected]. Questions, concerns and feedback can also be directed to the Secretary-Treasurer’s office at [email protected].