Forms Manual
Board Agenda
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F2-2
Background and Recommendation
FOR BOARD MEETING DATE:
February 12. 2014
AGENDA ITEM:
201 3-14 School Closure Criteria Report
BACKGROUND:
Pembina Hills Regional Division No. 7 Administrative Procedure 20-9 Facility Closure
School/Program requires the Superintendent to annually apply the school closure criteria to the
Division’s schools and notify the Board in any year as to which schools meet the criteria for
school closure.
—
The preliminary report was presented at the November 12, 2013 Regular Board Meeting.
Four (4) schools were identified in this report under various criteria. Appended is the report on
the outstanding items and recommendation from the Superintendent.
RECOMMENDATION:
See attached
February 11.2014
Date
Form 2-2
Received February 12, 2014
February 12, 2014
2013-2014 School Closure Criteria Report
BACKGROUND
Pembina Hills Regional Division No. 7 Administrative Procedure 20-9 Facility Closure –
School/Program requires the Superintendent to annually apply the school closure criteria to the
Division’s schools and notify the Board in any year as to which schools meet the criteria for
school closure.
The preliminary report was presented at the November 12, 2013 Regular Board Meeting. Four (4)
schools were identified in this report under various criteria.
1. FORT ASSINIBOINE SCHOOL
Background
Fort Assiniboine School was identified under the following criteria:
- Criteria 2.2 – Facility Space Utilization Rate < 50% - The school’s utilization rate at
September 30, 2013 was 49.77%.
- Criteria 2.6 – Grade 7-9 Enrolment < 40 students - The school had an enrolment of 20
Grade 7-9 students at September 30, 2013.
Over the past two (2) years, Fort Assiniboine School has utilized creative ways to provide
instruction to their students, including the use of video-conferencing for some junior high
courses. This has enabled the school to maintain its financial viability as a K-9 school. The school
is not projecting an operating deficit in the 2013-2014 school year.
Recommendation
That the Board maintain Fort Assiniboine School as a K-9 school for the 2014-2015 school year.
Later this spring the Board will have a conversation with the Fort Assiniboine School Community
regarding the high school program that was closed effective the 2011-2012 school year.
2. DAPP SCHOOL
Background
Dapp School was identified under Criteria 2.2 – Facility Space Utilization Rate < 50%. The
school’s utilization rate at September 30, 2013 was 49.08%.
At the February 27, 2013 Regular Board Meeting, the following motion was made:
#5945/02/13 - Moved by Trustee Bokenfohr that Dapp School be designated as an
elementary and junior high school effective September 1, 2014, subject to adequate
learning spaces to accommodate the students from Westlock North.
February 12, 2014
On January 30, 2014 the Province announced approval of modular classrooms and a major
modernization of Dapp School. The costs of the modular classrooms and the modernization will
be borne by the province.
At the June 12, 2013 Regular Board Meeting the Board designated the name for the new school
for the students of Westlock North “Pembina North Community School” and designated the
school be a K-9 school.
Recommendation
No further action is required at this time.
3/4. JARVIE SCHOOL and W. R. FROSE SCHOOL
Background
Jarvie School and W. R. Frose School were both identified under the following criteria:
- Criteria 2.2 - Facility Space Utilization Rate < 50%
o Jarvie School’s utilization rate at September 30, 2013 was 41.84%.
o W. R. Frose School’s utilization rate at September 30, 2013 was 34.00%.
- Criteria 2.6 – Critical Minimum Enrolment
o For stand-alone schools – minimum enrolment per Administrative Procedure 209 is 45 students. Jarvie School had 41 students in grades 7-9 at September 30,
2013.
o For grade 7-9 – minimum enrolment per Administrative Procedure 20-9 is 20
students in grades 7-8. W. R. Frose School had 15 students in grades 7-8 at
September 30, 2013.
In early 2014, Administration was to present the remaining components of the School Closure
Criteria Report:
- Criteria 2.1 – 5-Year Enrolment Projections, and
- Criteria 2.5 – The continued operation of the school will create excessive costs to the
School Division, along with recommendations.
Recommendations
5-Year Enrolment Projections
Appended are the 5-year enrolment projections for each of Dapp, Jarvie, and W. R. Frose
Schools, as well as the combined enrolments of all 3 schools. The projections are based on
existing enrolments at the schools, rolled forward on an annual basis.
Based on existing and previous data, it is projected that Jarvie School will continue to be under
the facility space utilization rate of 50% for the following five (5) years and under the critical
minimum enrolment of 45 students for stand-alone schools, with projected enrolments of
39,43,43,40 and 39 respectively.
Based on existing and previous data, it is projected that W. R. Frose School will continue to be
under the facility space utilization rate of 50% for the following five (5) years.
It is also projected that the school will be:
February 12, 2014
- under the critical minimum enrolment of 20 students in K-3 in two (2) of the next five (5)
years (2017-18 and 2018-19);
- under the critical minimum enrolment of 20 students in grades 4-6 in two (2) of the next
five (5) years (2014-15 and 2016-17); and
- under the critical minimum enrolment of 20 students in grades 7-8 in five (5) of the next
five (5) years, with projected enrolments of 19, 16, 15, 12, and 12 respectively.
Conversely, combining the enrolments of all three (3) schools – Dapp, Jarvie, and W. R. Frose
will result in enrolments that are sustainable and provide educational opportunities for all
students.
The continued operation of the school will create excessive costs to the School Division
Based on the Pembina Hills allocation formula, Jarvie School is projecting an instructional deficit
in their 2013-2014 school operating budget of $12,995. Based on the current Pembina Hills
allocation formula, the projected instructional deficit for the school in 2014-2015 will be $22,775.
Given the projected continual enrolment decline, it is likely that Jarvie School will continue to
experience operating deficits for the four (4) years following 2014-15.
As of September 1, 2013, Jarvie School had $52,863 in their operating reserve plus a further
$5,000 in their technology operating reserve, for total reserves of $57,863. Their projected total
reserve balance at the end of the 2013-14 school year is $44,868.
While Jarvie School has sufficient funds to cover their 2013-2014 projected deficit the reserve
fund will likely be depleted within the next two (2) school years and the school will begin to
experience operating debt, compounded by annual operating deficits.
Based on the Pembina Hills allocation formula, W. R. Frose School is projecting an instructional
deficit in their 2013-2014 school operating budget of $11,479. Based on the current Pembina
Hills allocation formula, the school will have slightly more revenue in 2014-15, given the current
size of the Kindergarten class. However, the projected instructional deficit for the following year
will increase to approximately $42,000, given the projected loss in enrolment of six (6) students.
The enrolment is expected to decline further in the following three (3) years. Therefore, it is
likely that W. R. Frose School will continue to experience operating deficits for the three (3)
years following 2015-16.
As of September 1, 2013, W. R. Frose School had $42,248 in their operating reserve plus a
further $11,900 in their technology operating reserve, for total reserves of $54,148. Their
projected total reserve balance at the end of the 2013-14 school year is $42,669.
While W. R. Frose School has sufficient funds to cover their 2013-2014 projected deficit, the
reserve fund will likely be depleted within the next two (2) school years and the school will begin
to experience operating debt, compounded by annual operating deficits.
The above is based on the current Pembina Hills allocation formula for distributing resources to
schools. As noted in the Business Case for the consolidation of Westlock North Schools, it is
estimated that Pembina Hills’ instructional expenses will be reduced by approximately $320,000
per year as a result of consolidating the three existing Westlock North Schools into one school.
Also noted in the Business Case, the net annual savings, after factoring the change in funding
from Alberta Education, will be $140,000 for facilities.
February 12, 2014
Conversely, if all three schools remain operational beyond September 1, 2014, major
facility work will need to be completed at W. R. Frose School.
Upon closer examination of the proposed transportation system for the attendance area to be
served by Pembina North Community School, $79,295 in cost savings will be achieved. In
addition, Pembina Hills will be eligible for a further $30,000 in transportation funding from
Alberta Education, for a net annual savings over the current model of $109,295, versus $80,000
as noted in the Business Case.
RECOMMENDATIONS
That the Board consider a notice of motion to commence the process to consider closure of Jarvie
School effective September 1, 2014, pursuant to Pembina Hills Policy 200-5 and Administrative
Procedure 20-9, directing the students residing in the attendance area to Pembina North
Community School in Dapp, Alberta.
That the Board consider the appended timelines to consider closure of Jarvie School effective
September 1, 2014.
That the Board consider a notice of motion to commence the process to consider closure of W.R.
Frose School effective September 1, 2014, pursuant to Pembina Hills Policy 200-5 and
Administrative Procedure 20-9, directing the students residing in the attendance area to Pembina
North Community School in Dapp, Alberta.
That the Board consider the appended timelines to consider closure of W. R. Frose School
effective September 1, 2014.
JARVIE SCHOOL
Timelines to Consider Closure
Consider closure at May 14, 2014 Regular Board Meeting
1. March 3, 2014 – Send letters to parents of all students in the Jarvie attendance area. (S.4 of AP209; S.4(2) A/R 238/97)
2. March 25 and April 1, 2014 issues of the Westlock News / Town & County – Advertise public
meeting. (S.5 AP20-9; S.5(2)(b) A/R 238/97
3. Prior to March 24, 2014 – Post notice of public meeting in five (5) conspicuous places in the
Jarvie attendance area. (S.5 AP20-9; S.5(2)(a) A/R 238/97)
4. Prior to March 24, 2014 – Write a letter to Westlock County, providing an opportunity for the
council to provide a statement to the Board of the impact the closure may have on the community.
(S.7 AP20-9; S.5(1)(b) A/R 238/97)
5. April 8, 2014 – 7:00 p.m. – Hold a public meeting at Jarvie School. (S.5 AP20-9; S.5(1)(a),
S.5(3) & S.5(4) A/R 238/97)
6. April 15, 2014 – 6:30 p.m. – Hold a meeting at Jarvie School to provide individuals or groups an
opportunity to make presentations directly to the Board of Trustees (by appointment).
Appointments will be in 15 minute intervals. If no appointments are made by April 11, 2014, the
meeting will be cancelled.
7. April 15 to May 13, 2014 – Comment period for parents and community members to present to
the Board of Trustees further written responses to the proposed closure. (S.8 & 9 AP20-9; S.6(1)
& (2) A/R 238/97)
8. Prior to April 25, 2014 – Completion of minutes of the public meeting. (S.5 AP20-9; S.5(4) A/R
238/97)
9. May 14, 2014 – Motion to consider closure of Jarvie School effective the 2014-2015 school year.
(S.10 AP20-9; S.6(3) A/R 238/97)
10. May 15, 2014 – Notify the Minister of Education if the Board votes to close Jarvie School. (S.10
AP20-9; S.6(3)(b) A/R 238/97)
W.R. FROSE SCHOOL
Timelines to Consider Closure
Consider closure at May 14, 2014 Regular Board Meeting
1. March 3, 2014 – Send letters to parents of all students in the W. R. Frose attendance area. (S.4 of
AP20-9; S.4(2) A/R 238/97)
2. March 25 and April 1, 2014 issues of the Westlock News / Town & County – Advertise public
meeting. (S.5 AP20-9; S.5(2)(b) A/R 238/97
3. Prior to March 24, 2014 – Post notice of public meeting in five (5) conspicuous places in the
W. R. Frose attendance area. (S.5 AP20-9; S.5(2)(a) A/R 238/97)
4. Prior to March 24, 2014 – Write letters to Westlock County / MD of Lesser Slave River,
providing an opportunity for the council to provide a statement to the Board of the impact the
closure may have on the community. (S.7 AP20-9; S.5(1)(b) A/R 238/97)
5. April 7, 2014 – 7:00 p.m. – Hold public meeting at W. R. Frose School. (S.5 AP20-9; S.5(1)(a),
S.5(3) & S.5(4) A/R 238/97)
6. April 15, 2014 – 8:00 p.m. – Hold meeting at W. R. Frose School to provide individuals or
groups an opportunity to make presentations directly to the Board of Trustees (by appointment).
Appointments will be in 15 minute intervals. If no appointments are made by April 11, 2014, the
meeting will be cancelled.
7. April 15 to May 13, 2014 – Comment period for parents and community members to present to
the Board of Trustees further written responses to the proposed closure. (S.8 & 9 AP20-9; S.6(1)
& (2) A/R 238/97)
8. Prior to April 25, 2014 – Completion of minutes of the public meeting. (S.5 AP20-9; S.5(4) A/R
238/97)
9. May 14, 2014 – Motion to consider closure of W. R. Frose School effective the 2014-2015 school
year. (S.10 AP20-9; S.6(3) A/R 238/97)
10. May 15, 2014 – Notify the Minister of Education if the Board votes to close W. R. Frose School.
(S.10 AP20-9; S.6(3)(b) A/R 238/97)
ENROLMENT
Projected - Pembina North Community School
Dapp School
09/10
Total 1-6
Total ECS-6
12/13
11/12
13/14
0
26
26
3
15
18
4
12
16
3
14
17
14
13
20
15
17
18
97
123
22
18
14
19
15
16
104
122
12
21
18
13
19
13
96
112
16
11
20
20
12
18
97
114
Early Entry ECS
Regular ECS
Total ECS
GR. 1
GR. 2
GR. 3
GR. 4
GR. 5
GR. 6
10/11
Projected
14/15 15/16 16/17 17/18 18/19
0
3
0
0
0
0
15
15
7
6
12
6
18
15
7
6
12
6
12
15
10
20
19
12
88
106
Jarvie School
09/10
GR. 7
GR. 8
GR. 9
10/11
19
24
17
60
Total 7-9
11/12
13
21
26
60
12/13
14
11
22
47
13/14
12
13
10
35
17
11
13
41
W.R. Frose School
15
11
14
9
19
17
85
100
15
15
11
14
9
19
83
90
7
15
15
11
14
9
71
77
6
7
15
15
11
14
68
80
12
6
7
15
15
11
66
72
Projected
14/15 15/16 16/17 17/18 18/19
14
11
15
17
8
17
8
17
11
15
17
11
17
11
15
39
43
43
40
39
1
7
8
1
4
5
2
11
13
7
6
13
Projected
14/15 15/16 16/17 17/18 18/19
3
0
0
0
0
0
4
12
5
4
5
4
4
4
15
5
4
5
Total 1-6
9
10
13
8
9
11
60
9
9
10
13
7
9
57
5
8
8
9
11
7
48
9
4
8
7
9
11
48
5
8
5
8
7
9
42
10
6
8
4
8
7
43
5
10
6
8
4
8
41
4
5
10
6
8
4
37
4
4
5
10
6
8
37
4
4
4
5
10
6
33
Total 7-9
Total ECS-9
14
8
12
34
102
9
12
0
21
83
9
6
0
15
76
7
9
0
16
77
10
5
0
15
72
9
10
0
19
67
7
9
0
16
61
8
7
0
15
57
4
8
0
12
53
8
4
0
12
49
09/10
Early Entry ECS
Regular ECS
Total ECS
GR. 1
GR. 2
GR. 3
GR. 4
GR. 5
GR. 6
GR. 7
GR. 8
GR. 9
10/11
11/12
12/13
13/14
Combined
Projected
09/10 10/11 11/12 12/13 13/14 14/15 15/16 16/17 17/18 18/19
Early Entry ECS
1
4
6
10
6
0
0
0
0
0
11
16
10
11
Regular ECS
33
19
23
20
27
20
Total ECS
34
23
29
30
33
20
11
11
16
10
23
23
33
23
26
29
31
27
24
32
22
25
17
29
26
22
30
20
25
15
28
27
21
29
17
23
15
28
26
21
25
17
22
13
27
24
20
25
17
22
13
27
11
20
25
17
22
13
10
11
20
25
17
22
16
10
11
20
25
17
Total 1-6
157
161
144
145
130
128
124
108
105
99
Total 7-9
33
32
29
94
22
33
26
81
23
17
22
62
19
22
10
51
27
16
13
56
20
27
16
63
22
20
27
69
25
22
20
67
12
25
22
59
22
12
25
59
251
285
242
265
206
235
196
226
186
219
191
211
193
204
175
186
164
180
158
168
GR. 1
GR. 2
GR. 3
GR. 4
GR. 5
GR. 6
GR. 7
GR. 8
GR. 9
Total 1-9
Total ECS - 9
Note: for PNCS calc, WRF 9's are counted starting 2014-15
12-Feb-14