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January 29, 2008 - Property Operations Minutes
Property/Operations Committee
January 29, 2008

A meeting of the Property/Operations Committee was held at the Board Office on Tuesday, January 29, 2008, at 5:30 p.m.
Present Trustees:
L. French, Chair
H. Brown
H. Chadwick
E. Crawford
A. Goodfellow (ex-officio)
D. Jackson
B. McLaren

P. Murray

Present Staff:
G. Carson, Manager of Facility Services
D. Kirkpatrick, Recording Secretary
R. Richard, Superintendent of Business Services
D. Scarlett, Principal, KCVI
W. Toms, Manager, Information Technology
T. Voteary, Teacher, Streetsmart
P. Warren-Chaplin, Superintendent of Education

Present Other:

Chair French welcomed those present to the meeting. She thanked Trina Voteary, a teacher at Streetsmart, and Darlene Scarlett, Principal at KCVI, for hosting the meeting at the site, and for conducting a tour of the facility.

Approval of Agenda

MOVED BY Trustee McLaren, that the agenda, as distributed, be approved.–Carried

Portsmouth Community Correctional Centre

Superintendent Warren-Chaplin introduced Nancy Stableforth and Paul Snyder, from Correctional Services of Canada. She advised that Ms. Stableforth was appointed Regional Deputy Commissioner, Ontario Region on October 21, 2002. She further advised that Ms. Stableforth was the first Deputy Commissioner for Women, appointed in 1996. In that capacity, she had the overall responsibility for federal women offender programs and policies. From 1993 to 1996, Ms. Stableforth was executive vice-chairperson of the National Parole Board (NPB). Previously, she served as a member and head of the NPB’s Appeal Division. Superintendent Warren-Chaplin stated that prior to entering the public service, Ms. Stableforth was a partner in the law firm of Gaetz & Stableforth in Sault Ste. Marie, Ontario. Her major areas of practice were in the fields of criminal and family law.

Ms. Stableforth advised that Mr. Snyder is the Assistant Deputy Commissioner of Corporate Services. She reviewed his responsibilities as Assistant Deputy Commissioner of Corporate Services, noting that his duties have been expanded to include community facilities and partnership arrangements.

Ms. Stableforth said that she would provide background information as to what Correctional Service of Canada (CSC) does and what they are working on at this time. She stated that CSC is responsible for offenders sentenced to serve more than two years and that they are responsible for the people in institutions and the community.

Ms. Stableforth indicated that under legislation framework, people are eligible to apply for parole once they have served one-third of their sentence. She further indicated that if a person is serving a defined sentence, and he/she had not earned parole, then after serving two-thirds of his/her sentence, he/she is eligible for statutory release (this is not a Board decision). She said that CSC does have a number of individuals in the community on parole or statutory release at any given time.

Ms. Stableforth said that in addition to those serving a sentence, CSC has a legislative responsibility to supervise long-term supervision cases; it does provide additional protection to individuals to respect individuals who would be out in the community.

Ms. Stableforth commented that in some cases a long-term supervision order could be imposed on an offender who has a sentence of less than two years, providing information about that situation.

Ms. Stableforth noted that there are 13 institutions in Ontario, and that the majority of them are in the Kingston area. She said that there are three community correctional centres in this region – the Portsmouth Community Correctional Centre, one in Hamilton and one in the Toronto area (Keele Community Correctional Centre). She said that CSC does have partnership arrangements with a number of agencies that run half-way houses, noting that there is not a half-way house in Kingston, but that there are 33 across Ontario. Half-way houses are run by organizations, such as the John Howard Society and Elizabeth Fry Society. These facilities house a number of individuals who are under supervision, such as statutory release cases and parolee cases.

Ms. Stableforth reported that although the Portsmouth Community Correctional Centre has a number of statutory releases with residency cases, from time to time, it does have long-term supervision cases. There are also a number of day parolees at the Portsmouth facility.

Ms. Stableforth advised that the other community residential facilities run by the community partners also house more difficult or challenging cases.

Ms. Stableforth stated that the Portsmouth Community Correctional Centre has been in existence for a long time; however, the population has changed over time. She advised that when this facility was first established, there was no such thing as statutory release with residency, and no such thing as a long-term supervision provision.

Ms. Stableforth said that the CSC has introduced correctional officers at the Portsmouth Community Correctional Centre, and that there is a move to introduce some more programs. She said that CSC is careful that some individuals have condition on their release, and that they have to enforce the conditions. She said that some individuals cannot leave the property for a period of time.

Ms. Stableforth stated that she realizes the concerns the community has regarding the Portsmouth Community Correctional Centre’s close proximity to a school and a park. She said that the CSC has come to the point, where they feel they need to try to identify another location for the Portsmouth Community Correctional Facility. She said that CSC has worked with City officials, going through a process to try to identify different sites. She said that they needed to ensure any site meets the City’s zoning requirements. CSC also wants to ensure that the facility would not be close to schools or daycare centres. Ms. Stableforth remarked that the facility would have to be close to public transportation though, in order to accommodate the residents’ needs to be close to public transportation, and a grocery store.

Ms. Stableforth stated that CSC came to the conclusion that they needed to relocate the Portsmouth Community Correctional Centre as soon as possible; however, there was no property available. She said that one of the options they looked at was putting the facility on the Collins Bay Penitentiary site, noting that CSC has property there to accommodate the facility.

Ms. Stableforth reported that CSC also looked at a property closer to the Gardiner Road/Bath Road intersection, and at a site on Front Road, but the site on Front Road is deemed too close to Centre 70. She said that they have also looked at Bridge House, but the costs to renovate the building would be exorbitant.

Ms. Stableforth stated that when she attended a City Council meeting in November, CSC indicated that they wanted to move forward with the relocation of the facility, but that it could take up to three years, as they have a process they must follow. She said that they have started the process to move the facility to the Collins Bay Penitentiary site. She reviewed the process they have to follow, noting that they need to tender publicly. They are currently looking at ways to shorten the process.

Ms. Stableforth indicated that she would be happy to address the Property/Operations Committee or another committee of the Board to provide an update on the status of the project in the future. She said that CSC is aware of the concerns in the community. She said that CSC does review all of the cases that go to the Portsmouth Community Correctional Centre, and makes an assessment as to what the best option would be. She said that there are a number of sexual offenders who are subject to a residency provision or long-term supervision at the facility. She said that she knows there is no perfect location for this facility. Ms. Stableforth said that CSC does recognize and wants to improve the situation to the extent that it can.

Ms. Stableforth commented on a review done by an independent review panel with regard to earned parole, which would get rid of statutory release, and would provide additional resources. However, this would only apply to someone who was sentenced after the new legislation passes. She said that all CSC could do would be to plan and work on the existing legislation.

In response to comments by Chair French, Ms. Stableforth stated that the process will take three years, and it was started in November. She said that the contracting process takes some time, and CSC is investigating to see if they can do a “one off” on an existing design. She commented that if CSC can use an existing design plan, it would help. She said that she would like to say that the facility would be completed quickly, but the process is complicated.

Chair French thanked Ms. Stableforth and Mr. Snyder for attending the meeting to provide an update.

Trustee Jackson stated that the biggest issue is that sexual offenders are located in the Portsmouth Community Correctional Centre, which is in close proximity to a school. He said that he is pleased to hear that the CSC is moving forward with the process to relocate the facility.
He said that he believes it is helpful to have the stakeholders participate in the process.

Ms. Stableforth said that CSC continues to talk with City of Kingston officials, and CSC intends to have some type of public meeting, when they have additional information. She said she is hopeful that they will broaden their scope to talk to people in the community.

In response to comments by Trustee Chadwick, Ms. Stableforth stated that the community correctional facility in Hamilton is very close to Copps Coliseum and schools, and that the Keele Centre in Toronto is located in a residential area, close to schools and a daycare centre. She said that half-way houses are located in residential areas. Ms. Stableforth stated that these types of facilities cannot be put in rural areas as they need to meet requirements in terms of community access. She said that if an individual has a certain profile, CSC will put them under house arrest, but there is a time frame for CSC. She said that the offenders are entitled to be in a facility. She said if offenders are not placed in this type of facility, they could be in a community in their own apartment across from a school.

Ms. Stableforth stated that if the Portsmouth Community Correctional Centre is moved to the Collins Bay Penitentiary property, the facility would be in more of a buffer zone. She said that the three community correctional centres are full just about every day, noting that the Portsmouth facility is the smallest with 30 beds. She said that CSC will move people if they believe there is a better option. She said that these individuals are entitled to be in a community, subject to conditions. She said that if CSC is concerned about a behaviour, they will suspend the person before they commit a crime. She commented on long-term supervision cases.

Trustee Crawford commented on restrictions put on the individuals in the facility, namely pedophiles, noting that if the individuals are put next to a place where children are, it puts the individual at a disadvantage.

Ms. Stableforth said that they know that for this type of offender, stress can be a factor for them to commit a crime. She said that CSC has been working with the Ontario Halfway House Association to try to house more offenders in half-way houses.

Trustee Brown thanked Ms. Stableforth for attending this evening’s meeting, noting that her presentation has been most informative.

Ms. Stableforth said that if any one wished to tour the Portsmouth Community Correctional Centre facility and talk to the director of the facility, it would be possible. She said that she is prepared to attend a future meeting to provide an update.

Chair French thanked Ms. Stableforth and Mr. Snyder for attending the meeting.

Ms. Stableforth, Mr. Snyder, and Superintendent Warren-Chaplin withdrew from the meeting.

Board Corporate Website

Manager Toms provided a brief update on the status of the work on the Board’s corporate website to date. He provided a demonstration of the website.

Chair French thanked Manager Toms for his update.

Trustee Murray withdrew from the meeting.

Construction of Bus Loading/Unloading Zone at James R. Henderson Public School

Superintendent Richard updated the Committee of the need to create a new bus loading/unloading zone on the north side of Henderson Boulevard, in order to allow the students of James R. Henderson Public School to load and unload school buses in a more controlled and safer environment.

Superintendent Richard advised that currently, a school bus loading and unloading zone exists on Roosevelt Drive at the front of James R. Henderson Public School. He said that given the limited space at the school, this often creates hazardous situations since parents are often picking up and dropping off their children at the same time. Parents and students continually cross between the buses, as they make their way to and from their vehicles.

Superintendent Richard stated that the mixture of pedestrian traffic with vehicular traffic is a safety concern, given the number of school buses and vehicles that use the front of the school along Roosevelt Drive. Appropriate levels of supervision certainly mitigate the problem; however, the sheer size of the school population (students, parents and staff) sometimes makes it very difficult to control the problem. This situation is exacerbated by the fact that the current enrolment at James R. Henderson Public School is high and continues to increase. Also, the number of parents dropping off and picking up their children increases significantly during inclement weather conditions.

Superintendent Richard reported that the school’s current parking lots do not have sufficient space to allow for the efficient and safe operation of a school bus loading/unloading zone. Also, Roosevelt Drive (in front of the school) is not wide enough to accommodate a school bus loading/unloading zone, and a safe student pick-up/drop-off area.

Superintendent Richard reported that Facility Services has worked with the school and Tri-Board Student Transportation Services in the past to try to improve the current situation. However, to date, there have been few options available to truly solve the problem, as space is very limited at the school.

Superintendent Richard advised that the City of Kingston has recently informed the Board that it plans to construct a sidewalk along the north side of Henderson Boulevard in July 2008. The City presently owns significant amounts of land along Henderson Boulevard adjacent to the school. Superintendent Richard stated that the City has indicated that if the Board were to consider constructing a school bus loading/unloading zone on the north side of Henderson Boulevard just west of the school, the City would be prepared to design the new school bus loading/unloading zone project as part of its sidewalk plans. The City would also be prepared to tender and supervise the project on the Board’s behalf, since the new loading/unloading zone would be located on municipal property. He said that this would save the Board considerable time and money. The larger scope of the project would create economies of scale and the simultaneous planning and completion of the two projects would ensure a higher level of design and construction integrity.

Superintendent Richard stated that the City would tender and assume overall responsibility for supervising the project, as the construction will take place on municipal property. He said that Facility Services staff would remain involved in the project; however, the construction supervision workload would be reduced and allow for Board personnel to spend more time supervising the many other projects that will take place this summer.

Superintendent Richard reported that if the Board were to approve the construction of the school bus loading/unloading zone on Henderson Boulevard, then the current bus loading zone at the front of the school could become the parent pick-up/drop-off area for students, thereby eliminating a major safety concern at the school.

Superintendent Richard said that the initial cost estimate for completing the construction of the new school bus loading/unloading zone is $100,000. The funding for this project could be allocated from the 2008-2009 Capital renewal budget.

Superintendent Richard stated that this offer from the City would allow the Board to solve a major traffic problem at one of its largest schools in the district. The project can also be completed much more economically than the Board could ever hope to accomplish by completing the project on its own.

MOVED BY Trustee Jackson, the Property/Operations Committee recommends to the Board:

1.      That the Board approve the construction of a new school bus loading/unloading zone on Henderson Boulevard adjacent to James R. Henderson Public School, in conjunction with the City of Kingston; and

2.      That $100,000 be allocated from the 2008-2009 Capital Renewal Budget in order to fund the cost of the project.

Notice of Motion

Trustee Jackson served the following Notice of Motion at the January 29, 2008 meeting of the Property/Operations Committee:

MOVED BY Trustee Jackson, the Property/Operations Committee recommends to the Board, that the Limestone District School Board request a report on the following action from staff:

1.      That the property at 220 Portsmouth Avenue be named the Limestone Education Centre to reflect its actual use and in honour of the 10th anniversary of the founding of the Limestone District School Board; and

2.      That costs and other implication of such a change in name be brought forward.

        Superintendent Richard reported that the costs would be minimal, somewhere in the vicinity of $3,000 to $5,000. He stated that there would be no change in the Board’s name, only the central office building would be called the Limestone Education Centre.

After discussion, Committee members agreed to call the building “Education Centre”, with smaller Limestone District School Board lettering under the “Education Centre” lettering.

MOVED BY Trustee Jackson, the Property/Operations Committee recommends to the Board, that the building at 220 Portsmouth Avenue be named “Education Centre”, with smaller “Limestone District School Board” lettering underneath “Education Centre”, to reflect the actual use and in honour of the 10th anniversary of the founding of the Limestone District School Board.–Carried

Letter Received Re: LEED Canada Schools Pilot

Superintendent Richard reported that the letter received regarding LEED Canada Schools Pilot was a form letter that every board in Canada received, noting that the company is trying to sell its services in highlighting LEED schools. He said that the pilot is directed to brand new schools.

Superintendent Richard stated that if in the future the Board receives funding for a new school, the school would be a “green” school. He said that the Board could incorporate some of the technology and services regarding LEED schools, but not necessarily everything.

Manager Carson stated that the Canada Green Building Council has LEED technology, but St. Lawrence College and Queen’s University are leading in this area as well.

The Committee received the letter from the Canada Green Building Council as information.

Department Updates

Information Technology Services

Manager Toms reported that the Board is getting additional towers at Land O’Lakes Public School, Clarendon Central Public School, and the North Addington Education Centre so that the schools can have high speed internet access. He said that this will complete the Board’s high speed network. Manager Toms indicated that he will meet with the three School Councils, noting that he has already informed the Principals at the three schools about the towers.

Trustee McLaren withdrew from the meeting.

Tri-Board Student Transportation Services

Superintendent Richard reported that Manager Wowk is ill; and therefore, could not attend this evening’s meeting.

Superintendent Richard reported that because of the inclement weather conditions, there have been many minor accidents over the winter. He further reported that a Grade 7 student from Truedell Public School had been involved in an accident with a car today while crossing a street after getting off a bus. He said that the police are involved, noting that he had called the school administrator to follow up with the parents. He stated that the child did not appear to be injured, but the school administrator would suggest to the parents that the child be taken to the hospital to be checked for any injuries. Superintendent Richard advised that once he receives further information, he will leave a message for Trustees.

Chair French thanked Superintendent Richard for his update.

Facility Services

Manager Carson reported that construction projects are ongoing, keeping staff in the Facility Services Department busy. He commented on some of the challenges faced since work is being done in schools during school hours. Manager Carson reported that the construction work at Napanee District Secondary School and Frontenac Secondary School continues.

Manager Carson reported that Bayridge Secondary School has just about completed the site plan approval process.

Manager Carson expressed concern about fuel oil costs, and snow removal costs.

Manager Carson reported that we continue to work on minimizing our slips, trips and falls. He said that staff has to log where they are salting and sanding.

Manager Carson advised that the climate changes (freeze, thaw cycles) have caused a lot of problems in the Board’s buildings, with roofing and brick damage.

Manager Carson advised that the next edition of the Eco Schools newsletter should be distributed shortly.

Chair French thanked Manager Carson for his update.

Other Business

Trustee Jackson reported that Centennial Public School will have an Eco Fun Fair this year.

Trustee Jackson requested that the matter of Security Cameras be placed on a future Property/Operations agenda for discussion. Trustee French stated that the Board has a process with regard to security cameras, and perhaps Superintendent Richard could explain the process at a future meeting.

Trustee Jackson also requested that the issue of fuel costs and some of the alternatives be discussed at a future meeting, noting that he is concerned about the transportation and heating costs.

Trustee Brown stated that she has heard unofficially that the official opening of the library at Yarker Family School will take place on Saturday, March 29, 2008.

Next Meeting Date

The next meeting of the Property/Operations Committee is scheduled for Tuesday, March~25, 2008, at 5:30 p.m., at Frontenac Secondary School.

MOVED BY Trustee Goodfellow, that the meeting adjourn at 7:50 p.m.–Carried