The global competencies of citizenship, character, communication, critical thinking, collaboration and creativity are core to teaching principles at the Ottawa Catholic School Board. In order to foster student learning and growth, the Planning and Facilities department has focused on ways to incorporate building design elements into the as-built spaces to create an environment to support our Deep Learning approach to teaching and learning. New school designs have evolved over the past years with innovative spaces to make the entire school a place to learn and grow. An overview of the key school design enhancements will be presented to provide examples of the ways our new schools support Deep Learning.

Don Wood, Project Coordinator, will join me for the presentation at the Board Meeting on April 11, 2023 to provide further information.

Please see the attached slidedeck for more information.

RECOMMENDATION:

THAT the Memorandum from the Superintendent of Planning and Facilities dated April 6, 2023, entitled “Deep Learning Features in New School Designs” be received.

_____________________________

Miro Vala

Superintendent of Planning and Facilities

Ref: Regular Board Meeting - April 11, 2023

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Re: Special Education Advisory Committee (SEAC) Minutes February 15, 2023

To: Mark D. Mullan, Chairperson, and Members of the Board of Trustees

From: Nicola Benton, Superintendent, Special Education and Student Services

Date: March 7, 2023

Please find attached a copy of the Minutes of the Special Education Advisory Committee Meetings held on February 15, 2023, and approved, at the March 8, 2023 SEAC meeting.

SEAC Minutes, February 15, 2023

RECOMMENDATION:

THAT the Memorandum from the Superintendent of Special Education and Student Services dated March 7, 2023 and entitled Special Education Advisory Committee (SEAC) Minutes of February 15, 2023 be received.

Nicola Benton, Superintendent

NB:lk

Ref: Regular Board Meeting, April 11, 2023

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Re: OSTA Minutes of Regular Session Meetings of January 30, 2023 and February 27, 2023

To: Mark D. Mullan, Chairperson, and Members of the Board of Trustees

From: Trustee Joanne MacEwan, President/Chairperson, Ottawa Student Transportation Authority (OSTA)

Date: April 6, 2023

The purpose of the Ottawa Student Transportation Authority (OSTA) is to facilitate and ensure the provision of safe, reliable and efficient transportation services to eligible students of both the Ottawa Catholic School Board and the Ottawa-Carleton District School Board.

The Ottawa Catholic School Board’s representatives on the OSTA Board of Directors include: Trustee Joanne MacEwan, President of OSTA Board of Directors; Trustee Cindy Simpson; Trustee Spencer Warren and Trustee Scott Phelan, Alternate Trustees; Tom D’Amico, Director of Education; and Lisa Schimmens, Associate Director of Business Affairs.

Please find linked below the minutes of the OSTA Regular Session meetings of January 30, 2023 and February 27, 2023.

OSTA Board minutes Regular Session, January 30, 2023

OSTA Board minutes Regular Session February 27, 2023

Recommendation:

THAT the Memorandum from Trustee Joanne MacEwan, dated April 6, 2023, entitled OSTA Minutes of Regular Session Meetings of January 30, 2023 and February 27, 2023, be received.

JM:sd

Ref: Regular Board meeting April 11, 2023

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Re: Learning Innovation Fund for Teachers (LIFT)

To: Mark D. Mullan, Chairperson, and

Members of the Board of Trustees

From: Tim Slack, Superintendent Leading & Learning Department

Date: April 4, 2023

I am pleased to be joined by Katie Lewis-Prieur, Coordinator in Leading and Learning. Katie will be sharing some highlights on the Learning Innovation Fund for Teachers (LIFT). The purpose of these funds is to build capacity and spark innovation in educator pedagogy.

Learning Innovation Fund for Teachers (LIFT)

RECOMMENDATION:

THAT the Memorandum from the Superintendent of Leading and Learning, dated April 4, 2023, entitled “Learning Innovation Fund for Teachers (LIFT)” be received.

We will be happy to answer any questions you might have.

Thank you,

Tim Slack, Superintendent

TS/kl

Ref: Regular Board Meeting April 11, 2023

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Re: 2023-2024 Budget Process and Guidelines

To: Mark D. Mullan, Chairperson, and Members of the Board of Trustees

From: Lisa Schimmens, Associate Director of Business Affairs

Date: April 5, 2023

The following report is provided to the Board of Trustees in accordance with the requirements of Board policy entitled “Financial Reporting” and/or the approved annual Schedule of Financial Reports.

BACKGROUND

The 2023-2024 Budget refers to the Board’s fiscal year September 1, 2023 to August 31, 2024.
The Ministry of Education is expected to release the Grants for Student Needs Regulation for the 2023-2024 fiscal year in the near future.
The deadline for providing a Board approved 2023-2023 Budget to the Ministry of Education is June 30, 2022.

FUNDING

Information necessary to complete the Board’s various grant calculations has now been/will be received as follows:

November 2022 2023-2024 Enrolment Projections

December 2022 2022-2023 Revised Estimates completed

Late April 2023 2023-2024 Grants for Student Needs Regulation (anticipated)

May 2023 2023-2024 Estimates Forms/Software (anticipated)

2022-2023 final year end surplus/deficit information (audited) will not be available until November 2023 so actual results will not be included in the 2023-2024 Budget.

TIMELINES

School boards expect further Ministry guidance during the months of April and May to assist with determining staffing and funding decisions that are quickly approaching. Given that a budget must be approved before the end of June 2023, it is proposed that the Board again proceed with the sectioned review of budget information in logical components as they become available. Subsequent revisions to sections will be provided over the course of the Board’s April, May, and June meetings with special Board meeting(s) during this time period if required.

BUDGET GUIDELINES

The Ottawa Catholic School Board’s Budget is developed each year in accordance with specific pre-determined budget guidelines.

Such budget guidelines describe the assumptions made and the process employed in determining the Board’s preliminary budget position. Furthermore, such budget guidelines include both legislative and regulatory requirements that impact the Board’s Budget as well as Board level contractual, negotiated, and self-determined conditions or restrictions that must be respected.

A summary of some of the more significant guidelines/requirements that the budget must comply with for 2023-2024 are as follows:

Balanced budget;
Restrictions on the use of accumulated Board surplus funds;
Special education spending restrictions;
School renewal or major repairs funding restrictions;
Rural and Northern Education Fund spending restrictions;
Learning Opportunities Student Achievement, Mental Health Lead, Indigenous Education, New Teacher Induction Program (NTIP), and Internal Audit spending restrictions;
Administration and Governance spending restrictions;
Class size requirements:

FDK - Average class size for Full-Day Kindergarten is 26:1 with 29 max;
Primary Class Size

At least 90 percent of primary classes have 20 or fewer students
100 percent of primary classes have 23 or fewer students
100 percent of combined grades 3/4 classes have 23 or fewer students

Intermediate (Grades 4-8) - Average class size is 24.5:1
Secondary (Grades 9-12) - Average class size is 23:1; (Note: NEW The Elearning Funding adjustment assumes 26% of students in e-learning at an average class size of 30:1)

Salaries and benefits are to be provided for in accordance with Ministry Class Size Regulations and collective agreements;
Incorporates projected enrolment increases of 2.3% overall K-12 (enrolment is the main driver for the GSN’s representing 95% of Board revenues);
Certain fixed costs and contractual obligations (i.e. debenture repayments, transportation costs, and operating costs related to new construction/additions) are to be provided for in accordance with contractual agreements;
Department budgets are adjusted annually for special grants as appropriate.

FORMAT AND CONTENT OF 2023-2024 BUDGET

Consistent with budget packages of recent years, the 2023-2024 Budget will contain the following sections and information content:

Section

A Overview

B Budget Summaries

C Budget Guidelines

D Enrolment Statistics

E Full-Time Equivalent Staffing

F Expenditures – Salaries and Benefits

G Expenditures – Other

Summary by Functional Area
Departmental Initiatives or Activities (“Narratives”)

H Revenues

Government Grant Allocations
Other

I Debenture Debt Information

J Accumulated Surplus (Deficit) and Deferred Revenue

The Budget document will continue to contain the core budget summaries for Operating and Capital (Section B), as has been provided to the Board and to the public in the past.

Other sections provide breakdowns of full-time equivalent staffing by position; enrolments are detailed not only by Board-wide total but by panel and by school with percentage increases/decreases by school and in total; and non-salary and benefit spending is detailed:

a) according to functional area; b) by department; and c) supplemented by Summaries of Initiatives or Activities for each department.

The aforementioned departmental summaries will document the purpose of the department/program or service and detail the department’s major initiatives or activities planned for 2023-2024, and for which 2023-2024 funding is requested.

Additionally, as a means of showcasing the Board’s Strategic Initiatives, departments have been asked to identify the areas within their budget submissions that are specific to Be Well, Be Innovative and Be Community through a provision within the department narrative.

Government grant revenue is also detailed not only by envelope but also by type of grant and amount. Debenture debt and accumulated surplus information are incorporated as well.

In all sections, graphics in the form of bar charts and pie charts are utilized as much as possible as it serves to enhance the presentation of information to the readers of the document.

In order to commence the Board’s review of such documentation, 2023-2024 Board Budget information will be distributed to Trustees with their Board agendas for review and discussion in accordance with prior years' timelines as follows**:

April 11, 2023

Section C - Budget Guidelines
Section D - Enrolment Statistics
Section I - Debenture Debt Information

May 9, 2023

Section G - Expenditures Other - Summary by Functional Area
Section G - Expenditures Other – Departmental Initiatives or Activities (“Narratives”)
Section H3 - Other Revenue

May 23, 2023

Section B1 - Preliminary Operating Budget Summary

Section E - Full-Time Equivalent Staffing
Section F - Expenditures - Salaries and Benefits
Section H1 and H2 - Government Grant Allocations

June 13, 2023

Section A – Overview
Section B1 – Operating Budget
Section B2 - Capital Budget
Section J – Accumulated Surplus (Deficit) and Deferred Revenue

Options for balancing the Budget will be provided as part of the agenda materials for the May and June 2023 Board meetings for deliberation. Final approval of the 2023-2024 Budget is scheduled for June 13, 2023.

PUBLIC CONSULTATION

Trustee and Public Budget Input Sessions were held on February 14 and March 28, 2023

Budget information will be forthcoming to the Board as mentioned above, in components as they are completed over the course of the Board’s remaining April to June 2023 meetings with special Board meeting(s) if required within such a time period. The 2023-2024 Budget will be prepared and posted to the OCSB website subsequent to its approval so as to enhance its availability to the general public.

I trust that this is satisfactory. I shall be pleased to address any questions there may be at the meeting on April 11, 2023.

RECOMMENDATION:

THAT the Memorandum from the Associate Director of Business Affairs

dated April 5, 2023, entitled “2023-2024 Budget Process and Guidelines”, be received.

Lisa Schimmens

LS:kw

Ref: Regular Board Meeting - April 11, 2023

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Re: 2023-2024 Preliminary Budget Information

To: Mark D. Mullan, Chairperson, and

Members of the Board of Trustees

From: Lisa Schimmens, Associate Director of Business Affairs

Date: April 5, 2023

Further to my April 5, 2023 Board Meeting memorandum regarding the format and content of the proposed 2023-2024 Budget and discussion, I am please to provide the following information:

For the consideration of the members of the Board, the following sections of the 2023-2024 Preliminary Budget have been hyperlinked below:

A presentation of the above information will be provided to Trustees at the Board meeting on April 11, 2023, for review and discussion.

The remaining sections of the Board’s budget will be provided electronically when available for future Board meetings at which time the Preliminary Budget will continue to be deliberated upon.

RECOMMENDATION:

THAT the Memorandum from the Associate Director of Business Affairs dated April 5, 2023, entitled “2023-2024 Preliminary Budget Information” and accompanying budget documentation, be received.

Lisa Schimmens, Associate of Business Affairs

LS:kw

Ref: Regular Board Meeting - April 11, 2023

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Re: St. Joseph High School and St. Mother Teresa High School

Proposed Attendance Boundary Revisions - Consultation Document

To: Mark D. Mullan, Chairperson, and Members of the Board of Trustees

From: Miro Vala, Superintendent of Planning & Facilities

Date: April 5, 2023

The purpose of this memorandum is to provide Trustees with a consultation document regarding proposed revisions to the attendance boundaries of St. Joseph and St. Mother Teresa High Schools, and to obtain approval for its use as the basis for the receipt of public comment.

In combination, St. Joseph High School and St. Mother Teresa High School are the designated schools for all grade 7 to 12 students residing within the larger South Nepean Community.

St. Mother Teresa High School is located at 440 Longfields Drive, and currently serves students residing in the Knollsbrook neighborhood of Old Barrhaven, and all of the Longfields-Davidson Heights area. The school had an enrolment of 1,389 students as of October 31, 2022, and a utilization rate of 89%.

St. Joseph High School is located at 3333 Greenbank Road, and currently serves students living in the rest of South Nepean. The school’s attendance area includes Chapman Mills, Stonebridge, Barrhaven South, Barrhaven Mews, Cedarhill Estates, and the Old Barrhaven area located west of Greenbank Road.

In April 2021 a 30-classroom addition to St. Joseph High School was completed. This additional instructional space increased the school’s capacity from 1,266 to 1,937 pupil places. The school had an enrolment of 2,135 students on October 31, 2022, resulting in a utilization rate of 110%.

Over the next five years, student enrolment at these two schools is projected to progress in different directions. Enrolment at St. Mother Teresa High School is expected to decrease during this period from 1,389 students in 2022 to a projected 1,204 in 2028. Conversely, the number of students at St. Joseph High School is projected to increase from 2,135 in October 2022, to 2,903 in 2028 (a utilization rate of 150%).

This difference in forecasted student enrolment is a result of the composition of the two schools’ existing attendance areas. Almost all new residential development in South Nepean is contained within the current St. Joseph High School boundary.

Staff are proposing that an attendance boundary revision be considered in order to manage future accommodation pressures at St. Joseph High School, better balance enrolment between the schools, and make best use of available local classroom space.

The attendance areas of both secondary schools would be revised to redirect that portion of the current St. Joseph HS attendance area generally located west of Greenbank Road and north of the Jock River and McKenna Casey Drive (the St. Patrick and St. Elizabeth Ann Seton Elementary School attendance boundaries) to St. Mother Teresa HS.

These proposed attendance boundary revisions would be implemented effective for the 2024-2025 school year.

Existing students who reside within the area that is proposed to be redirected, and attend St. Joseph High School during the 2023-2024 school year, would be provided with a one-time option to remain at the school.

New students who reside within the redirected area would be directed to St. Mother Teresa High School.

Students residing in the redirected area who have older siblings attending St. Joseph High School would also be directed to St. Mother Teresa High School.

Please see the attached Consultation Document for details regarding the proposal.

In addition to the secondary schools, the two impacted elementary feeder schools, St. Patrick Elementary School and St. Elizabeth Ann Seton Elementary School, would also be included in the consultation.

As part of the process, we are planning to hold a Public Meeting with impacted school communities and the larger public in the cafetorium at St. Joseph High School on September 28, 2023.

Following completion of the consultation process a recommendation report regarding the proposed attendance boundary revision will be brought to the Board for a final decision in November 2023.

Ian Baxter, Manager of Planning and Construction, will join me for the presentation at the Board Meeting on April 11, 2023 to provide further information.

RECOMMENDATIONS:

That the memorandum from the Superintendent of Planning & Facilities dated April 5, 2023, entitled “St. Joseph High School and St. Mother Teresa High School Proposed Attendance Boundary Revisions - Consultation Document” be received, and that the proposal contained therein form the basis for public comment; and

That potentially impacted schools and parent councils be advised of the proposal and the consultation process, and provided with avenues to submit their feedback; and

That following the completion of the public consultation process, a recommendation regarding the proposal be brought back to the Board of Trustees for a final decision.

_______________________________ _______________________________

Miro Vala Ian Baxter

Superintendent of Planning & Facilities Manager of Planning & Construction

Ref: Regular Board Meeting April 11, 2023

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Re: New Fernbank High School Temporary Accommodation Plan - Consultation Document

To: Mark D. Mullan, Chairperson, and Members of the Board of Trustees

From: Miro Vala, Superintendent of Planning & Facilities

Date: April 5, 2023

The purpose of this memorandum is to provide Trustees with a consultation document regarding a proposed plan for the temporary accommodation of students in advance of the opening of a new secondary school in the Fernbank development area, and to obtain approval for its use as the basis for the receipt of public comment.

The opening of a New Fernbank High School has been a capital priority of the Board for a number of years. Both Holy Trinity High School and Sacred Heart High School serve this area, and are currently operating well above capacity and experiencing significant enrolment pressures.

In February 2022, the Board approved its most recent list of capital priorities for submission to the Ministry of Education. The opening of a new secondary school in Fernbank was our number one priority. Unfortunately, the province did not choose to fund the project at that time.

Holy Trinity Catholic High School is located at 180 Katimavik Road and has a total enrolment of 1,930 students and a utilization rate of 136% (as of October 31, 2022). The school requires the use of 25 temporary classrooms to serve its students, including 13 stand-alone portables.

Sacred Heart High School is located at 5870 Abbott Street East. As of October 31, 2022 the school’s total enrolment was 2,131 students, resulting in a utilization rate of 135%. The school has a need for 22 portable classrooms on site.

As a result of residential development, student enrolment at these two schools is projected to continue to increase.

Enrolment at Holy Trinity High School is expected to increase from 1,930 students in 2022 to a projected 2,312 in 2028; Sacred Heart High School from 2,131 to 2,300.

In order to meet classroom needs for the upcoming 2023-2024 school year, both schools will require the placement of three additional portables. Once these units are added, both schools will reach their maximum site capacity; no additional portable classrooms will be possible without impacting instructional fields and student play areas.

There is no information at this time with respect to when the next request for Capital Priorities will be received from the province. The timeline for the opening of a new high school, once funding is approved, is typically in the four year range.

Given the above, we will need to redirect students from these schools in order to alleviate pressures and manage future enrolment growth.

In order to do so, we are proposing that a preliminary attendance boundary be formed for the new secondary school, and that students residing in this area are temporarily accommodated at All Saints High School.

The proposed boundary would be composed of the current St. Martin de Porres Elementary School attendance area, and that of the new St. Bernadette Catholic Elementary School which is scheduled to open in September 2023.

The creation of this new boundary would impact enrolments at Holy Trinity High School, Sacred Heart High School, and All Saints High School, and would be implemented for the 2024-2025 school year.

Existing students who reside within the new boundary area, and attend either Holy Trinity High School or Sacred Heart High School during the 2023-2024 school year, would be provided with a one-time option to remain at those schools.

New students would be directed to All Saints High School. Students residing in the new boundary area who have older siblings attending either Holy Trinity High School or Sacred Heart High School would also be directed to All Saints High School.

Please see the attached Consultation Document for details regarding the proposal.

Although it is understood that this proposal would result in disruption to students and families, action is unfortunately required. Without implementing changes, we will not have the ability to accommodate additional students at these schools beyond the 2023-2024 school year.

The proposal is an attempt to relieve those pressures, while continuing our planning for the future opening of a new secondary school in Fernbank.

In addition to the three secondary schools, St. Martin de Porres Elementary School and St. Bernadette Elementary School (which will receive students from both Holy Spirit Elementary School and St. Martin de Porres Elementary School) would also be included in the consultation process.

We are planning to hold a Public Meeting with potentially impacted school communities and the larger public in the cafetorium at Holy Trinity High School on October 5, 2023.

Following completion of the consultation process, a recommendation report regarding the proposed attendance boundary revision would be brought to the Board for a final decision in November 2023.

Ian Baxter, Manager of Planning and Construction, will join me for the presentation at the Board Meeting on April 11, 2023 to provide further information.

RECOMMENDATIONS:

That the memorandum from the Superintendent of Planning & Facilities dated April 5, 2023, entitled “New Fernbank High School Temporary Accommodation Plan - Consultation Document” be received, and that the proposal contained therein form the basis for public comment; and

That potentially impacted schools and parent councils be advised of the proposal and the consultation process, and provided with avenues to submit their feedback; and

That following completion of the public consultation process, a recommendation regarding the proposal be brought back to the Board of Trustees for a final decision.

_______________________________ _______________________________

Miro Vala Ian Baxter

Superintendent of Planning & Facilities Manager of Planning & Construction

Ref: Regular Board Meeting April 11, 2023

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Re: Award of Contract - New Riverside South Elementary School

To: Mark D. Mullan, Chairperson, and Members of the Board of Trustees

From: Miro Vala, Superintendent of Planning & Facilities

Date: April 5, 2023

On April 21, 2022, the Ministry of Education provided capital funding to the Board to support the opening of a new elementary school and child care centre in the Riverside South Community. This new school will be built on a site located at 736 Solarium Avenue.

A formal Approval to Proceed (ATP) to tender the project for construction was subsequently received from the Ministry of Education in February 2023.

A call for tender was issued to the Board’s prequalified General Contractors to bid on the construction of the new school and the tender closed on March 30, 2023 at the Catholic Education Centre. A public bid opening had taken place immediately following the tender closing at 3:00pm.

Planning & Facilities staff received four (4) compliant bid submissions from pre-qualified general contractors, as follows:

Hein Construction $17,699,000

Frecon Construction $17,883,000

McDonald Brothers Construction $18,306,000

Fuller Construction $18,458,000

The low bid was received from Hein Construction. They are a general contractor located in the Ottawa area with many years of experience in institutional projects. They last worked with the Board in the construction of St. Isabel ES, opened in Kanata North in 2018.

We have received confirmation from the architect of the New Riverside South Elementary School, Pye, Richards, Temprano, and Young, that the bid is compliant to the tender documents and are recommending the award of contract to the low bidder, Hein Construction.

Staff has reviewed the low bidder’s documents, and support a recommendation to the Board to award a CCDC2 Stipulated Price Contract to Hein Construction in the amount of $17,699,000 plus HST. This contract cost is within the approved Ministry ATP budget.

We continue to be on target for an opening date of September 2024 for the school.

RECOMMENDATION:

THAT the Memorandum from the Superintendent of Planning and Facilities dated April 5, 2023, entitled “Award of Contract - New Riverside South Elementary School” be received; and

THAT, subject to the satisfactory conclusion of certain contractual matters, the contract for construction of the New Riverside South Elementary School be awarded to Hein Construction in the amount of $17,699,000 plus HST.

_____________________________ ____________________________

Miro Vala Ian Baxter

Superintendent of Planning and Facilities Manager of Planning and Construction

Ref: Regular Board Meeting (April 11, 2023)

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Ottawa Catholic School Board | Board Meeting Agenda

Regular Board Meeting Agenda

Delegation & Public Session Presentation Guidelines

BACKGROUND

FUNDING

TIMELINES

BUDGET GUIDELINES

FORMAT AND CONTENT OF 2023-2024 BUDGET