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March 25, 2013 - School Enrolment/School Capacity Minutes
School Enrolment/School Capacity Committee
March 25, 2013

A meeting of the School Enrolment/School Capacity Committee of the Whole Board was held in the Barry C. O’Connor Board Room at the Limestone District School Board Education Centre, 220 Portsmouth Avenue, Kingston, on Monday, March 25, 2013 at 6:00 p.m.
Present Trustees:
L. French, Vice-Chair
G. Beavis
H. Brown
H. Chadwick
E.  Crawford
A. Goodfellow
D.  Jackson
B. Milligan, Student Trustee
P.  Murray
S.  Ruttan (via Skype)
Present Staff:
Ruth Bailey, Accommodation Review Facilitator
Myra Baumann, Manager of Financial Services
Krishna Burra, Supervisor of Safe and Caring Schools, and Assistant to the Director
Jane Douglas, Communications Officer
Dave Fowler, Manager of Facility Services
Barb Fraser-Stiff, Superintendent of Education
Tammy Giles, Supervising Principal
Richard Holmes, Supervising Principal
Brenda Hunter, Director of Education
Darlene Kirkpatrick, Recording Secretary
Andre Labrie, Superintendent of Human Resources
Shawn Lehman, Supervising Principal
Norah Marsh, Superintendent of Education\
Alison McDonnell, Supervising Principal
Roger Richard, Superintendent of Business Services      
Vice-Chair French chaired the meeting.  She called the meeting to order reporting that regrets were received from Student Trustee Yun.  She also indicated that Trustee Ruttan would be joining the meeting via Skype.

Conflict of Interest

        No Trustee declared a conflict of interest.

Approval of Agenda

        Vice-Chair French advised that there is an unrelated item to be added to the agenda in Private Session.  

        Trustee Chadwick indicated that she has an unrelated question to ask in Private Session.

MOVED BY Trustee Jackson, seconded by Trustee Brown, that the agenda, as amended, be approved.–Carried

Vice-Chair French commented that any School Enrolment/School Capacity Committee of the Whole Board meeting operates as a regular Committee of the Whole Board meeting, and therefore, the normal protocols for meeting conduct will apply.  She said that, therefore, there is no opportunity for public input at this evening’s meeting.

Vice-Chair French indicated that at the last meeting, there was a discussion about how to proceed with the presentation of topics at the School Enrolment/School Capacity Committee of the Whole Board upcoming meetings.  She reported that a list of topics for presentation to SE/SCC at upcoming meetings was developed, and that it has been distributed to Trustees.

        Vice-Chair French stated that the meeting will proceed until approximately 7:30 p.m., at which time Trustees would take a short break, noting that at that time they will decide as to whether they wish to continue the meeting or adjourn.  She said that Trustees will then review the list to see how they wish to proceed at the next SE/SCC meeting.

        Vice-Chair French called on Ms. Bailey.  Ms. Bailey presented the following information:

Overview of Schools in Central Kingston Review Area

        Ms. Bailey referred to page 2, Section B (Area & Schools in the Central Kingston Intermediate and Secondary Schools Program and Accommodation Review) of the Senior Staff Report.  She said that in looking at the map area bordered in red, it includes the whole City of Kingston area.  She indicated that at the bottom of page 2, information about all of the schools in that area is noted.

        Ms. Bailey reported that within the City of Kingston there are six secondary schools, three intermediate schools and twenty-two elementary schools.  She stated that the accommodation review for the Central Kingston area includes three secondary schools and two intermediate schools and 12 elementary schools.  In 2011-2012 all of the LDSB City of Kingston schools (elementary, intermediate and secondary) accommodated approximately 12,492 students with approximately 5,087 students attending all of the schools within the central Kingston review area.  She said that the six secondary schools accommodated 4,909 students in 2011-12, with the three secondary schools in the review having a total enrolment of 2,375 students.

        Ms. Bailey stated that the secondary schools in the Central Kingston program and Accommodation Review area are located in close proximity to each other.  She referred to the map on page 3 of the Senior Staff Report, noting that the map shows the schools with circles drawn around them indicating the 3.2 km walking distance, which is the Board’s policy distance for students from Grades 7 to 12.  She said that the circles indicate distances “as the crow flies”; however, Board distances are calculated by travel on actual streets.  She indicated that using street routes, the distance between KCVI and LCVI is 2.5 km, between KCVI and QECVI is 3.0 km and between LCVI and QECVI the distance is 3.8 km.

Ms. Bailey stated that in examining where students come from to attend the six secondary schools in Kingston and in particular the three schools in this review, it is important to note that all of the schools service students from a larger region than just the neighbourhood catchment area in which the schools are located.  KCVI gathers about 71% of its students from outside its catchment area, LCVI 43% and QECVI 34%.  The variety of district programs distributed across the secondary schools in the Limestone DSB are intended to provide opportunities for students from across the district to gain skills and develop interest in a wide variety of fields of study.

        Ms. Bailey stated that the catchment area noted in the Senior Staff Report shows how many students attend schools from within, and outside, the catchment area, but it does not pull out the students attending Second Chance and Street Smart.  She indicated that the Senior Staff Follow-Up Report takes these programs out and gives further information as to how many students are from within the catchment area or outside of it.

        Ms. Bailey stated that each of the three secondary schools and two elementary schools houses within it regular programs as well as special programs.

        Ms. Bailey stated that Calvin Park Public School is located on the second floor of LCVI and houses Grade 7 and 8 students, noting that the students in the core program are drawn from the catchment areas for Centennial PS, Lord Strathcona PS, and the English program at Polson Park PS.  Ms. Bailey advised that there are also three district programs in Calvin Park PS – Challenge, LEAP and ATLAS.  She said that 60% of the student population is in special programs and 40% comes from core schools (students in regular program).  She said that enrolment at Calvin Park PS has increased by 100 students in the past five years and is projected to decline by 40 students over the next eight years.

        Ms. Bailey reported that École Module Vanier is a single track French Immersion school located on the third floor of KCVI.  It houses about 180 Grade 7 and 8 students enrolled in French Immersion or Extended French.  She said that some of the students have been enrolled in an Early French Immersion Program and some were part of the Core French program since Grade 4 in their home school and have elected to start a Late French Immersion program for Grades 7 and 8.

        Ms. Bailey stated that in 2011-2012, students in the school came from 24 different schools including one school from outside the Limestone DSB.  Of these students about 72 (38%) lived within the 3.2 km walking distance of Module Vanier, while 118 (62%) were registered with Tri-Board Transportation for bus service.

        Ms. Bailey stated that KCVI is located on a 2.7 acre lot adjacent to Queen’s University School of Business, and has a capacity of 1,143 secondary students.  She said that it has regular English programs, a French Immersion/Extended French, International Baccalaureate, Special High Skills Major and Focus programs.  She indicated that the regular Grade 9 to 12 programs have a heavy emphasis on academic, university and university/college courses.

        Ms. Bailey reported that the three Focus programs offered regularly at KCVI are: Guitar Building, Robotics and Radio Broadcasting.

        Ms. Bailey advised that KCVI hosts the Transitions Program, a specialized School to Community program.  She indicated that students with an identified developmental disability may be referred to this program from all over the District.  This program at KCVI is provided for students between the ages of 18-21 years, and in 2011-2012 it had an enrolment of 15 students.
        Ms. Bailey advised that KCVI oversees Streetsmart, a leased off-site alternative to regular high school program for youth in downtown Kingston.  She said that information about Streetsmart can be found on page 8 of the Senior Staff Report.  She indicated that enrolment at KCVI has remained stable over the past six years, but is projected to decline by about 150 students over the next five years (2012-2016), followed by an increase in enrolment and a return in 2020 to the 2012-2013 numbers.  She said that this recovery in enrolment is due primarily to an increase in the district French Immersion/Extended French program projected numbers.

        Ms. Bailey reported that LCVI is situated on a 12.5 acre lot.  She said that it has a capacity of 1,404 secondary student spaces.  She reported that Calvin Park PS is located within LCVI.  She said that as well, it has regular Grade 9-12 programs, and special programs.  She said that it houses about six Focus programs, and an International Program.  She said that of the International students, the highest number of students is located at LCVI, and they are students who require ESL support, noting that some of the other students in the International language program can be housed in other schools.  She said that LCVI also houses Grade 9 and 10 Challenge and LEAP programs, and an Advanced Placement program.   LCVI also offers Focus programs.  She indicated that LCVI houses a School to Community program, with 33 students.  She said that this particular School to Community program is for students in a general age range of 13 to 18 years.  She said that the students in this program come from elementary school to community programs and move into secondary school in this program.  Ms. Bailey said that QECVI also has a School to Community program.

        Ms. McDonnell advised that all of our secondary schools have School to Community programs.  She said that KCVI’s School to Community program is a specialized, referral program for students 18 to 21 years old.

        In response to a question from Trustee Murray, Mr. Lehman stated that there are a number of students going to the Professional Effectiveness course at St. Lawrence College, not only students from KCVI.  That course is available to any student across the District in their last three years of secondary school taking School to Community Programs.  The course assists with student transitions after school.

        Trustee Chadwick indicated that the program at St. Lawrence College is by application only.  She said that it is a community integration through cooperative education program targeted for students that have come in through School to Community classes.  This year, the program has taken 15 students, and last year it took 10 students.

        Ms. Bailey reported that the enrolment at LCVI has declined by about 115 students over the past six years (2005-2011) and is projected to continue to decline by approximately 100 students over the next nine years (2011-2020).

Ms. Bailey reported that QECVI is situated on a 16.5 acre lot on Kirkpatrick Street, reporting that it is the largest property of the three schools.  She advised that it is a two-storey building with a basement with usable space and in total is about 141,836 square feet in area.  The school has a capacity of about 1,104 secondary student spaces.  Ms. Bailey stated that the school houses the regular program, as well as specialized programs.  She said that the school has about 11 Focus Programs.  She said that the information at the bottom of page 9 of the Senior Staff Report gives the names of the most prominent Focus Programs.  The school also offers a Special High Skills Major programs in arts and culture, and construction.  The regular Grade 9 to 12 programs span all program pathways, but are distributed with an emphasis on workplace programs.

        Ms. Bailey indicated that QECVI oversees Second Chance, a leased, off-site alternative to regular high school program for youth in Kingston.  She indicated that the school is also responsible for curriculum delivery at Katarokwi Aboriginal School.

        Ms. Bailey commented that in 2011-2012, of the students attending QECVI, about 65% lived within the 3.2 km walking distance of the school, while about 23% were registered with Tri-Board Student Transportation Services for bus service.

        Ms. Bailey indicated that enrolment at QECVI has declined by about 180 students over the past six years (2005-2011) and is projected to continue to decline by approximately 140 students over the next 10 years (2011-2021).

Staffing and Programming Secondary Schools in LDSB

        Superintendent Labrie provided an overview of staffing and programming for secondary schools within the Limestone District School Board.  He indicated that during the PARC process, he provided a brief presentation with respect to secondary program in general to give PARC members an understanding of what goes into programming for secondary schools and its implications around school size as it relates to programming.

        Superintendent Labrie reviewed the following information:


  • Collective Agreements
  • Timetabling (a balancing act)
  •                 Special Program Implications
  •                 Small School Compromises
  •                 Alternate year Courses
  •                 Pre-built Timetable vs. Course Selection Matrix Analysis
Collective Agreements

  • Over time courses offered have different numbers attached, and that indicates the maximum class size allowed in that class.
Building a Secondary School Timetable

  • A Two-Step Process:
  • “Pre-building” tasks – take months of planning.  It is a careful and methodical process, taking many hours of work over several weeks
  •         “Building the timetable”

1.      Gather course selection data – The work that leads to this stage takes months.  Superintendent Labrie provided an example of the information involved in gathering course selection data. He indicated that the problem with the example provided is that if there are 35 students that choose that course, there is not enough students who can get into that course.  He said that the Principal faces a dilemma because there is a cap on the number of students allowed in one class, and the Principal wants to make sure all students have an opportunity to get what they need for the most part.
2.      Determine staffing allocation.  Superintendent Labrie commented on how a Principal or school can receive a number of sections to staff their school.  Staffing allocation is assigned by Human Resources based on projected enrolment and staffing index for that school (differentiated based on program offering and school size).  Principals can request a limited number of additional sections for unique program or enrolment needs.
 3.     Allocate sections to departments/subjects – Given total number of sections for school, assign sections to programs/departments;
4.      Determine teaching assignments – Superintendent Labrie stated that this is a balancing act.
  • Generally: teachers are assigned to subject(s) or programs (more student-centred)
  • Specifically: teachers are assigned to specific sections (more teacher-centred)
Superintendent Labrie indicated that in large schools, the subject(s) or programs are more student-centred, and in small schools, the subject(s) or programs are more teacher-centred.

        Superintendent Labrie stated that the general concept is related to staffing, facilities and specialties.

        Superintendent Labrie reviewed information related to the sequence of scheduling for special programs and small school compromises, as follows:

1.      Special Programs
2.      Senior Single Section Courses
3.      Grade 9 and 10 Program (typically driven by school philosophy)
4.      Technical/Visual Arts/Music/Healthy Active Living Education (courses dependent on specialty facilities)
5.      Science Labs
6.      Co-op, depending on the school
7.      Grade 11 and 12 Classroom Multi-Section Courses
8.      Run a simulation
9.      Generate a conflict matrix
10.     Iteration and tweaking
11.     Counsellors resolve individual student conflicts.

        Superintendent Labrie reviewed information related to Timetabling Special Programs (Schools with Schools and Small School Compromise), as follows:

Small School Compromises

  • Staff centred course offerings
  • Multiple stacked classes often triple and quadruple stacks (both by grade and course type)
  • Some electives like art and business may never be offered in the school beyond compulsory courses
  • More than 25% of students at NAEC enrolled in at least one correspondence course
  • Many courses offered in alternate years
Built in System Subsidies for Small Schools (Average class size in 2011-2012)

KCVI                            21.52
LCVI                            18.32
QECVI                   15.63
NAEC                            9.08
Sharbot Lake HS 10.65

        Trustees commented on the importance of student supervision.

        Superintendent Labrie stated that we have lots of students engaged in e-learning and if one or two students need a particular course, we are able to facilitate that situation by having students report to Student Services where there is an extra computer and that is where they can work.  Students may report to a learning resource room or the library.  He indicated that with regard to e-learning and student success, we have found that a small number of students find that this is a productive learning model, noting that only some students tend to succeed in e-learning courses.

        Superintendent Labrie reviewed the following information from the Senior Staff Follow-Up Report:

  • Enrolment has continued its annual decline as the review has progressed.  This means that we can now predict that the average size of the Central Kingston secondary schools following the Senior Staff Follow-Up Report regarding the Accommodations for Central Kingston Intermediate and Secondary Schools consolidation would be approximately 850 by 2016, further allaying any fears regarding that construction of a “mega” or “super” school. (page 28 of the Senior Staff Follow-Up Report)
  • KCVI Regular program has 201 students in catchment area and 342 from beyond for a total of 543 students (page 42)
  • QECVI Regular program has 246 students in catchment area and 49 students from beyond for a total of 295 (page 43)
  • LCVI – Regular program has 400 students
  • Total Regular program students: 1,239
  • Page 11 – Recall 1,111 fewer students in the three schools between 1995 and 2011
  • For 2012-2013, the enrolment in the three City schools was down 124 students from the previous year
  • The three City schools are currently projected to be down an additional 202 students for 2013-2014 school year
  • A total of 326 students less than the numbers currently being used in the final report
Trustee Chadwick indicated that she remembers that one of the PARC members asked a question asking if a student in any pathway could choose to go to any high school to get what he/she needs to complete their pathway.   Superintendent Labrie stated that the answer is still no.

The Chair called a 10 minute recess at 7:40 p.m.  The meeting resumed at 7:50 p.m.

Superintendent Labrie referred to Table 2: Number of Courses by Grade and Level for KCVI, LCVI & QECVI in 2011-2012 (page 12 of the Senior Staff Report), reviewing the information, which includes the number of sections at each of the three secondary schools and the number of sections overall at the Grade 9, 10, 11 and 12 levels and each of the various pathways.

In response to a question from Trustee Chadwick, Superintendent Richard stated that in order to fund programming for schools below Ministry funded 22:1 pupil teacher ratio, the Board would effectively need to take resources from other functional areas to backstop the lower pupil teacher ratio.

        Superintendent Labrie commented on the financial pressures the Board is facing.  Superintendent Richard stated that we might have to offer fewer course selections, if we were way below the 22:1 ratio.

        Trustee Chadwick asked if the Board gets any Ministry of Education funding to help support beyond the 22:1 ratio.  Superintendent Richard stated that we do get some additional grants for remote and rural schools, but it has been cut significantly over the years.  He indicated that the Board gets additional grants to help out in that area.  He said that these grants are based on a combination of size and distance to other schools.

French Immersion/Extended Programming in LDSB and the City of Kingston

Information was distributed showing enrolment, by school, for all Central Kingston offering French Immersion/Extended French Program(s) for 2011-12 and 2012-13.  Director Hunter stated that the information shows where students are coming from to take French Immersion/Extended French Program(s) at Module Vanier and KCVI.  Information was also distributed showing an enrolment overview, by Family of Schools, for all Board schools offering French Immersion/Extended French Program(s).

Vice-Chair French asked what the Board would have in mapping to show where our students are located to get to schools, and what that would look like across the three boundaries.  Ms. Bailey stated that within the Baragar system, there are maps that would show the whole Board area, down to a single street.

Following discussion, Ms. Bailey stated that she would provide further information with regard to the maps at the next SE/SCC Committee of the Whole Board meeting.

Ms. Bailey provided an overview of the information distributed.

Trustee Chadwick indicated that the considerations given to École Sir John A. Macdonald Public School for French Immersion be part of the French Immersion/Extended French Programming in Limestone DSB and the City of Kingston presentation at the next SE/SCC meeting.

Review of Focus Programs and Specific Classroom Requirements

        Mr. Lehman distributed information related to 2012-2013 Focus Programs.  He indicated that the information is a compilation of the Focus Programs offered at KCVI, LCVI and QECVI.  He said that the information also includes information related to space requirements for each of the programs, the room type, the semesters the specific Focus Program is offered in, and the approximate number of students in each of the Focus Programs.

        Mr. Lehman stated that the difference between the room type and space requirements is the space requirements are what teachers and Principals felt was the minimum space required to adequately run the program.

        Mr. Lehman stated that the Board offers Non Focus Technology at KCVI, Non Focus Technology at QECVI, and Non Focus Technology at LCVI .  He reviewed the information included in the package that was distributed.

        Director Hunter stated that if there is any information around what Trustees would like from staff to be ready for the next meeting, it would be helpful to have that information this evening.

        Vice-Chair French indicated that the following topics would be discussed at future SE/SCC meetings, noting that we would see how far we get at the April 11th meeting, and then decide how Trustees want to proceed with the remaining topics:

  • French Immersion/Extended French Programming in LDSB and the City of Kingston
  • Review of Focus Programs and Specific Classroom Requirements
  • Review of Alternative Programs and E-Learning in LDSB
  • Review of Enrolments and Boundaries
  • Review of Transportation, Walkability and School Locations
  • Review of Financial Information – operational savings, capital renewal, Capital Priorities grants (including application process), operating leases and partnerships
Recess to Private Session

MOVED BY Trustee Beavis, seconded by Trustee Chadwick, that the School Enrolment/School Capacity Committee of the Whole Board recess at 8:40 p.m. for five minutes to reconvene in Private Session at 8:45 p.m.–Carried

Committee of the Whole Board

MOVED BY Trustee Beavis, seconded by Trustee Chadwick, that the Board resolve itself into a Committee of the Whole Board in Private Session at 8:45 p.m.–Carried

Hiring of Superintendent of Business

Director Hunter advised of the date and times when the interviews for the Superintendent of Business position would take place, as well as the process to be followed.

Personnel Matter

        Chair Chadwick asked a question about a Personnel matter.  The Director answered Chair Chadwick’s question.

School Enrolment/School Capacity Committee of the Whole Board to Rise and Report

MOVED BY Trustee Jackson, seconded by Trustee Goodfellow, that the School Enrolment/School Capacity Committee of the Whole Board rise and report.–Carried


MOVED BY Trustee Murray, seconded by Trustee Goodfellow, that the meeting adjourn at 8:55 p.m.–Carried