Halton Catholic DSB 2016 Facility Accommodation Meeting
• Background Information • Notification Process • Facility Partnerships • Cost Recovery Model • Existing Facility Partnership Availability • Long-Term Capital Plan (LTCP) Overview • New or Potential Partners • Project Summary • Questions and Answer Period Outline Page 2
BACKGROUND INFORMATION Page 3
• On March 26th, 2015 the Ministry circulated memorandum 2015: B09 “Release of New Pupil Accommodation Review Guideline (PARG) and Community Planning and Partnerships Guideline (CPPG)” requiring all Boards to amend their existing school closure/consolidation and facility partnership policies and procedures to reflect the changes to the PARG and CPPG. • On November 17, 2015, the Board approved the implementation of the newly revised Operating Policy I-37: Community Planning & Facility Partnerships and the revised Administrative Procedure VI-78: Community Planning & Facility Partnerships. Background Information Updated Board Policies and Procedures Policy and Procedures Webpage: http://www.hcdsb.org/Board/Pages/Accommodation-Review-and-Partnerships.aspx Page 4
NOTIFICATION PROCESS Page 5
the scheduled public meeting by email, as well as post the information on the Board planning and partnership opportunities with the public and community organizations. website for broader public access. • All or a portion of the Board’s Long-Term Capital Plan (LTCP) • Details of any schools deemed eligible for facility partnerships • Relevant information available on the Board’s website and any supplementary Community Planning and Partnership information Notification Process Community Consultation • The Board will hold at least one public meeting per year to discuss potential • The Board will notify the entities on the “Approved Partner Notification List” of During the annual Community Consultation, the Board will outline: Page 6
• Federal Government • Diocese of Hamilton Agencies that are included on the Distribution List are identified below: • Other entities as requested and approved by the Board • Co-terminus School Boards • Local Area Municipalities within the Board’s jurisdiction • Region of Halton • Local colleges and universities • Provincial Government Current partners received notification regarding the annual information session. • The Board’s Existing Child Care Operators • District Social Services Administration Board(s) or Consolidated Municipal Service Manager(s) • Public Health Boards, Local Health Integration Networks and Children’s Mental Health Centres Agencies Included on Distribution List Agencies listed under Ontario Regulation 444/98 Agencies required under the Ministry CPPG Other agencies approved by the Board Page 7
thibeaultf@hcdsb.org Executive Assistant, Director of Education 905-632-6314 ext. 107 Administrator, Planning Services merrickr@hcdsb.org 905-632-6314 ext. 188 Administrator, School Operations and Maintenance rossd@hcdsb.org 905-632-6314 ext. 115 Services for general inquiries: public meeting to express their ideas, or contact Facility Services and/or Planning contact the office of the Director of Education directly instead of waiting for the annual with the Board to use existing space within a school or co-building are encouraged to Agencies interested in being on the approved notification list or interested in partnering Agencies Included on Distribution List Interested Potential Partners Danielle Ross: Ryan Merrick: Frederick Thibeault: Page 8
TYPES OF FACILITY PARTNERSHIPS Page 9
• New schools, additions and significant renovations may be considered as opportunities for partnerships. Site size, topography and other restrictions may limit partnership opportunities. • The Board encourages community partners to provide notification to the Board when partners have proposals or plans to build their own new facilities. • Eligible partners can express interest in co-building partnerships to the Board, by way of a letter to the Director of Education. • Based on an annual analysis of all schools, and whether there are factors that indicate a school is suitable for a partnership opportunity, partners have the opportunity to explore using Board selected under-utilized space in existing schools. Types of Facility Partnerships Co-Building with Community Partners Sharing Under-Utilized Space in Existing Schools Page 10
Official Plan Designation and/or zoning restrictions. School facility is not located within an area where a Pupil Accommodation I. Site use restrictions; and, H. Parking availability; G. Appropriate access to the space; F. Space will not be required in the future for programming or other uses; E. Review has been announced, subject to Operating Policy I-39; D. the facility, separate from the students; Ability to identify and create a separate, distinct, and contiguous space within C. the start of the partnership; or have 200 or more projected unused pupil places for at least 5 years from School facilities projected to be 60% utilized or less for the next 5 years and/ B. 200 or more unused pupil places; School facilities utilized at 60% or less for 2 consecutive years and/or have A. Criteria for Selection of Under-Utilized Space Page 11
• The day to day operations of the proposed use/service; • How the agency’s operation will benefit students and the wider community; • Space requirements of the agency; • Who will be the primary users of the space; • Required capital investments (if any); • Term of the partnership; and • The financial status of the agency. Partnerships proposals will be evaluated based on Board defined selection criteria. The Board will have full discretion when evaluating partners and their compatibility and suitability for each facility. Application Process During the Application Process, the Board will examine: Partnersip Selection & Proposals Page 12
community needs, land-use and green space/park requirements. • exist on a cost recovery basis to the Board. • In the case of a municipality: provide population projections, growth plans, • agree that all staff working within the school complete a criminal background check. • be willing to enter into a lease, license, or joint-use/partnership agreement; and • agree to operate in accordance with Board policies; and, • provide financial statements showing financial viability of their organization; • not be a competing educational interest to the Board; and • not interfere with Board/school operations and activities; • be appropriate for the Board/school setting; • not compromise the student achievement strategy of the Board • protect the health and safety of students and staff; • respect the values of the Board and the Catholic faith, expressions and symbols; Criteria for Partnership Selection The Community Partnership is expected to: The Community Partner must: Page 13
COST RECOVERY & PARTNERSHIP AGREEMENTS Page 14
• No additional costs should be incurred by the Board to support facility partnerships. • Fees will be charged to partners to cover operating costs, capital costs, administrative costs and property taxes (if applicable), for the space occupied by the partner. • In co-building, facility partners will be required to pay for and finance their share of construction, including a proportional share of joint-use or shared space. • Additional costs to obtain municipal approvals, perform renovations to protect student safety, provide appropriate washrooms, and otherwise make the space suitable for use by facility partners will be borne by the partner. Cost Recovery Model Page 15
• The Board will provide clear instructions to potential partners regarding their rights and responsibilities as tenants, including maintenance standards and the applicability, or lack thereof, of the Board’s user policies, including accessibility and inclusiveness policies. • The successful partner is expected to enter into agreements for the use of space within Board facilities. The Board will ensure that all legal agreements respect the Education Act and protect the rights of the Board. • Facility partnerships and agreements will be reviewed on an annual basis, subject to the needs of the school, needs of the Board, and announcement of Pupil Accommodation Reviews. Partnership Agreements Requirements and Expectations Page 16
• Term of the lease or license agreement • Cost sharing • Use of the leased premises • Hours of operation • Maintenance • Compliance with legislation • Improvements or alterations to the building • Insurance/liability • Environmental matters • Mediation in the event of conflict • Circumstances in which the lease may be terminated by either party • And/or other clauses as deemed applicable Partnership Agreements Agreements may contain clauses regarding the following: Page 17
EXISTING FACILITY PARTNERSHIPS AVAILABLE Page 18
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