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November 26, 2008 - Property Operations Minutes
Property/Operations Committee
November 26, 2008

A meeting of the Property/Operations Committee was held at the Limestone Education Centre, 220 Portsmouth Avenue, Kingston, on Wednesday, November 26, 2008, at 6:40 p.m.

Present Trustees:
L. French, Chair
H. Brown
H. Chadwick
E. Crawford
A. Goodfellow (ex-officio)
D. Jackson
B. McLaren
Present Staff:
P. Fisher, Assistant Supervisor, Purchasing
K. Haight, Academic Integrator, ITS Department
D. Kirkpatrick, Recording Secretary
P. Lynch, Manager, Financial Services
R. Richard, Superintendent of Business Services
D. Sheard, Coordinating Supervisor, Caretaking
S. Wowk, Manager of Tri-Board Student Transportation Services   
Chair French called the meeting to order, welcoming those present to the meeting.

Approval of Agenda
Chair French advised that an additional item regarding bus route tendering is to be added to the agenda in Private Session.

Trustee Jackson requested that information regarding the Limestone Education Centre expansion be provided.

MOVED BY Trustee Crawford, that the agenda, as amended, be approved.–Carried

Review of Websites – Corporate and Schools

Kerry Haight, Academic Integrator, ITS Department, provided a demonstration of how the Board’s corporate website works, as well as the website for the schools.  He said that the website was updated to provide consistency in how it looks.

In response to comments by Trustee Jackson, Mr. Haight stated that the ITS Department is ready to start training staff at the Limestone Education Centre with regard to the Board’s corporate website.  He said that ITS has not done a lot of quality control.

Trustee Jackson stated that he finds it difficult to search.  He also stated that staff, who post items on the website, need to review the information as sometimes the reference when doing a search is nonsensical.  He said that someone needs to review this.

Chair French thanked Mr. Haight for providing a demonstration and information about the Board’s website.

Mr. Haight withdrew from the meeting.

Tender for Snow Plowing Services

The Property/Operations Committee received the information regarding the tender for snow plowing services for the 2008-2009 season, as follows:

Location                        Contractor                      Sanding Only Per Season Plowing/Sanding Per Occasion

Amherst Island PS       Noel McCormick                  $330.00                                 $55.00
Amherstview PS          Kiley Paving                    $900.00                                 $320.00
Bath PS                 W & W Snow Removal      $1,425.00                                       $225.00
Bayridge PS             David Campbell                  $600.00                                 $110.00
Cataraqui Woods ES      David Campbell                  $600.00                                 $140.00
Centreville PS          W & W Snow Removal      $1,400.00                                       $210.00
Clarendon Central PS    Jim Boles Maintenance   $200.00                                 $40.00
Collins Bay PS          David Campbell                  $400.00                                 $72.00
Denbigh PS              Jim Boles Maintenance   $305.00                                 $120.00
Elginburg PS            Kenehan’s Topsoil               $1,400.00                                       $165.00
                                        Sand & Gravel
Enterprise PS           W & W Snow Removal      $1,400.00                                       $210.00
Fairfield ES            Wayne’s PMC                     $1,550.00                                       $170.00
Glenburnie PS           Kenehan’s Topsoil               $1,400.00                                       $165.00
                                        Sand & Gravel
Gould Lake                      Phil Leonard Snowplowing        $3,600.00                                       $300.00
                                        & Sanding
Harrowsmith PS          Phil Leonard Snowplowing        $2,600.00                                       $160.00
                                        & Sanding
J.R. Henderson PS       Bayridge Lawns &                $2,000.00                                       $175.00
                                        Landscaping Inc.
Hinchinbrooke PS        Scott’s Snow Removal    $1,600.00                                       $190.00
W.J. Holsgrove PS       David Campbell                  $400.00                                 $60.00
J.E. Horton PS          Hughes Construction &   $110.00                                 $290.00
Joyceville PS           Kenehan’s Topsoil Sand  $1,500.00                                       $259.00
                                        & Gravel
Lancaster Drive PS      David Campbell                  $600.00                                 $95.00
Land O’Lakes PS Scott’s Snowplowing             $1,600.00                                       $190.00
H.H. Langford PS        Shelin Pools Ltd.               $3,000.00                                       $800.00
Lundy’s Lane PS         Hughes Construction &   $170.00                                 $390.00
Marysville PS           Hulton Construction             $350.00                                 $90.00
Morven                  Lawn Care Professionals $1,500.00                                       $130.00
Newburgh PS             W & W Snow Removal      $1,400.00                                       $210.00
Odessa PS                       Hughes Construction &   $90.00                                  $240.00
Perth Road PS           Percy Snider Snowplowing        $3,350.00                                       $450.00
Prince Charles PS       Phil Leonard Snowplowing        $3,000.00                                       $290.00
                                        & Sanding
The Prince Charles      Don Hart Construction   $1,820.00                                       $700.00
School (Napanee
Sandhurst PS            W & W Snow Removal      $2,600.00                                       $260.00
Selby PS                        Lawn Care Professionals $3,200.00                                       $240.00
Sharbot Lake PS Scott’s Snow Removal    $1,100.00                                       $110.00
R.G. Sinclair PS                David Campbell                  $400.00                                 $65.00
Storrington PS          Kent Hughson                    $2,600.00                                       $335.00
Sydenham PS             Bayridge Lawns &                $1,000.00                                       $325.00
                                        & Landscaping Inc.
Tamworth ES             W & W Snow Removal      $2,200.00                                       $250.00
Truedell PS             David Campbell                  $400.00                                 $70.00
Welborne Avenue PS      David Campbell                  $600.00                                 $80.00
Westdale Park PS        Lawn Care Professionals $4,400.00                                       $800.00
Yarker FS                       BG Marine & Small Engines       $2,500.00                                       $375.00
Bayridge SS             Bayridge Lawns &                $2,000.00                                       $325.00
Ernestown SS            Hughes Construction &   $190.00                                 $565.00
Frontenac SS            Bayridge Lawns &                $2,000.00                                       $345.00
KCVI                            Bayridge Lawns &                $2,000.00                                       $625.00
LaSalle SS                      Pleasant View Greenhouses       $2,200.00                                       $680.00
Napanee District SS     Don Hart Construction   $2,950.00                                       $1,300.00
NAEC                            T.A. Snider Sand & Gravel       $3,200.00                                       $575.00
QECVI                   Wayne’s PMC                     $2,500.00                                       $375.00
Sharbot Lake HS Hamilton Snow Plowing   $1,000.00                                       $200.00
Sydenham HS/
Loughborough PS Percy Snider Snowplowing        $5,650.00                                       $650.00
Napanee Adult CEC       Lawn Care Professionals $600.00                                 $80.00
Tri-Board Student
Transportation          Lawn Care Professionals $625.00                                 $95.00

Superintendent Richard advised that in accordance with Section 6.2.1 of Administrative Procedure 515 (Purchasing Procedures), the tender was awarded by the Director and himself.

Request for Proposal for Digital Copier Equipment, Service and Supplies
Manager Lynch introduced Patrick Fisher, Assistant Supervisor – Purchasing.

Mr. Lynch stated that the bids received were the lowest costs he had ever seen by a significant margin for a copier request for proposal.

Mr. Fisher reviewed the administrative report.  He reported that the Request for Proposal for digital copier equipment, service and supplies was awarded to Konica Minolta, in the amount of $148,390 annually for a period of four years, with the option to renew for a fifth year at $126,500.  He indicated that in accordance with Administrative Procedure 515 (Purchasing), Section 6.2.1, the proposal met the required conditions to be awarded by the Director and the Superintendent of Business Services.

The Committee received the above-noted information.

Department Updates

Information Technology Services

Superintendent Richard stated that there was no update at this time.

Tri-Board Student Transportation Services
Mr. Wowk stated that Tri-Board Student Transportation Services is running well.  He commented on the winter weather, and the many accidents wherein cars were involved in rear-end collisions with buses, and where a bus ran off the road in north Hastings.

Manager Wowk stated that on November 17th, Tri-Board aired public service announcements on television, and it also ran in October during School Bus Safety Week.

Manager Wowk stated that Tri-Board’s website is working well, and that they have been getting good reviews from the radio stations about how they can access information regarding bus cancellations.

Manager Wowk stated that the Automatic Video Locator (AVL) provides an update every 10 seconds regarding the tracking of buses.

Manager Wowk stated that he hopes to bring a report forward at the next Property/Operations Committee meeting regarding the contract for bus operators.

Chair French thanked Manager Wowk for his update.

Facility Services

Superintendent Richard advised that the Board is very close to going to tender with regard to the expansion at the Limestone Education Centre.

Chair French thanked Superintendent Richard for providing a Facility Services update.

Messrs. Fisher, Lynch and Sheard withdrew from the meeting.

Recess to Private Session

MOVED BY Trustee Crawford, that the Property/Operations Committee recess to Private Session.–Carried

Recess to Public Session

MOVED BY Trustee Goodfellow, that the Property/Operations Committee recess to Public Session.–Carried

Next Meeting Date

The next meeting of the Property/Operations Committee is scheduled for Tuesday, January 2, 2009, at 5:30 p.m.  The location is to be determined.


MOVED BY Trustee Crawford, that the meeting adjourn at 7:45 p.m.–Carried


Update Re: Napanee District Secondary School Retrofit Project

Superintendent Richard provided an update regarding the retrofit project at Napanee District Secondary School.

Bus Route Tendering

Superintendent Richard provided information about bus route tendering.

Recess to Public Session

MOVED BY Trustee Goodfellow, that the Property/Operations Committee recess to Public Session.–Carried