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May 25, 2009 - Property Operations Minutes
Property/Operations Committee
May 25, 2009

A meeting of the Property/Operations Committee was held at Bayridge Secondary School, 1059 Taylor-Kidd Boulevard, Kingston, on Monday, May 25, 2009, at 5:30 pm.
Present Trustees:
L. French, Chair
H. Brown
H. Chadwick
E. Crawford
A. Goodfellow (ex-officio)
D. Jackson
B. McLaren
P. Murray

G. Beavis
Present Staff:
M. Akey, Supervising Principal
G. Carson, Manager of Facility Services
D. Kirkpatrick, Recording Secretary
P. Lynch, Manager of Financial Services
R. Richard, Superintendent of Business Services
W. Toms, Manager, Information Technology Services       
Chair French called the meeting to order, welcoming those present to the meeting.  She thanked Principal Sackfield, Vice-Principal Seitz, and Assistant Vice-Principal McDonald for providing a tour of the school, and for hosting the meeting at the school.

Approval of Agenda

The Chair reported that an additional item, Tender for Grass Cutting Kitchen is to be added to the agenda in Public Session.
MOVED BY Trustee Crawford, that the agenda, as amended, be approved.–Carried

Annual Accessibility Plan, September 2009-August 2010

Supervising Principal Akey reviewed the Annual Accessibility Plan, September 2009-August 2010.

Ms. Akey referred to page 2, Executive Summary, noting that it remains the same, and that the standard that will be developed under the Accessibility for Ontarians with Disabilities Act, 2005 (AODA, 2005) will apply to both public and private organizations.

Ms. Akey referred to page 2, Executive Summary, third paragraph, noting that the measures which will be undertaken during the 2009-2010 year to identify, remove and prevent barriers for people with disabilities who use facilities and services within the LDSB, including staff, students, parent of students, and other members of the community will now have to comply with ON Regulation 429 – Customer Service.

Annual Accessibility Plan, September 2009-August 2010

Ms. Akey referred to page 3 and reported that the Accessibility Working Group will also have to comply with AODA, 2005.  She said that LDSB has three new members and they are Sue McWilliams who acted as the Labour Relations Specialist; Paula Carson, representing the Non-Union Group; and Scot Gillam, Principal at Educational Services.

Ms. Akey referred to page 6 and indicated that the date the Plan would be forwarded to the Board of Trustees would be June 17, 2009.  She said that date would have to be filled in, and the date of May 25, 2009, the date the Plan was accepted at the Property and Operations Committee meeting would also have to be filled in.

Ms. Akey referred to page 7, section 12, Communication of the Plan, and noted that once the Plan has been approved by the LDSB, it will be posted on the Educational Services Department and public areas of the LDSB web-site.  It will also be available in every school to be shared with School Councils.

Ms. Akey advised that members of SEAC they would invite her to share the Accessibility Plan with their membership.  Epilepsy Kingston and the Autism Society have indicated that they would invite representatives of the LDSB to one of their meetings to share information about the Plan.

Ms. Akey referred to Appendix “A”, Barrier-Free Accessibility Projects, and thanked Facility Services staff for their work.

Ms. Akey referred to Appendix “B”, Transition to School Profile, and noted that it is a new template with more information.

Ms. Akey referred to Appendix “C”, Status of 2008-2009 Goals, and Goals for 2009-2010 and reported that a parent has requested that an elevator be installed in QECVI.  She said that this matter is being investigated at this time.

Ms. Akey referred to Information Goals, and noted that some of the courses will be offered in DVD format.  She said that previously we have done in-service through a web-cast format.

Ms. Akey referred to page 27, Communicational Goals, and stated that they would like to bring an OPEN DOORS Award to the Board, which would recognize students/staff who support an inclusive school environment.

Ms. Akey referred to page 29, Policy or Practice, and indicated that we have to comply with Ont. Reg 429/07 Customer Services by January 2010.  She said that they talked about Ontario Education Services Corporation (OESC) helping to develop policy and procedures.

Ms. Akey said that she would be happy to report about the status of compliance to the regulations at a future meeting of the Property/Operations Committee.

Ms. Akey reported that the rest of the Appendices are the same, except that Appendix  “K”, Accessibility Standards for Customer Service Ontario Regulation 429/07, LDSB Draft Administrative Procedure is new.  She said that the draft Administrative Procedure will go to Executive Council, and then come back to the Board for information.

Ms. Akey reported that the Board is very compliant with what is included in the draft Administrative Procedure regarding transportation.  She said that she is not sure how the Information standard will roll out.

MOVED BY Trustee Goodfellow, the Property/Operations Committee recommends to the Board, that the Annual Accessibility Plan, September 2009-2010, be approved.–Carried

Chair French thanked Ms. Akey for providing the above-noted information regarding the Annual Accessibility Plan.

Ms. Akey withdrew from the meeting.

Renovations and Equipment Renewal in the LCVI Kitchen and Cafeteria

Manager Lynch reviewed an administrative report regarding renovations and equipment renewal in the LCVI kitchen and cafeteria.  He said that LCVI has a unique cafeteria operation in the Board in that the school kitchen is operated by the Board as a teaching kitchen and not outsourced to a third party to operate.  As such, renovations and equipment upgrades and renewal to the kitchen areas are the responsibility of the Board.  Manager Lynch advised that the kitchen areas in LCVI have not had such a renovation and equipment upgrade and renewal for many years, if ever.  He indicated that the cafeteria serves the secondary students at LCVI and the elementary students at Calvin Park Public School.

Manager Lynch reported that funds for such a renewal have been accumulating in the cafeteria account for many years.  Accordingly, staff from Financial Services and Facility Services have been meeting with school administration and teaching and support staff who operate the cafeteria for over a year to plan a project within the financial constraints of what the school cafeteria account and the Board can afford.  Manager Lynch commented that Colbourne & Kembel Architects have been engaged to plan the renovations and to receive input rom the school, Facility Services and Financial Services.

Manager Lynch reported that the architect has completed the necessary work for the project to proceed to tender and the infrastructure work has been assessed by the Board’s mechanical consultant.  He said that the project was not included in the Board’s original budget for 2008-09 because funding was not coming from any of the regular budget sources, when it was first contemplated.

Renovations and Equipment Renewal in the LCVI Kitchen and Cafeteria (continued)

Manager Lynch stated that the total cost of the project is budgeted at approximately $300,000, which includes a 15% contingency, or $79,400.  Of the total budget, the school’s cafeteria account will cover $162,000; a Ministry targeted grant initiative will provide for $40,000 for the equipment, the Board’s cafeteria capital budget for 2008-2009 will cover $40,000 and the Board, through the Good Places To Learn capital program, would fund the electrical and mechanical improvements and renewal which is the balance of the budget.

Manager Lynch advised that the schedule for the project is proposed to be fast tracked in order that construction take place in the summer.  This would avoid any disturbance of the classroom programs that use the kitchen or the cafeteria operations that require the kitchen, and would also avoid the additional cost likely to be incurred if the construction company has to work around those operations.  The plan is to issue a tender by mid-June, close the tender by the end of June, and proceed with the renovations during July and August.  While work may carry on into September, this remaining work would not interfere with either program or cafeteria operations.

Manager Lynch stated that in order to meet this schedule, the Board needs to approve the project prior to the summer, since it was not in the original 2008-09 budget.  He said that the alternative would be to wait another year until the summer of 2010.  He indicated that while a Christmas schedule has been contemplated, this would result in significant disruption to the current operations.

MOVED BY Trustee Jackson, the Property/Operations Committee recommends to the Board, that the Board approve the LCVI kitchen and cafeteria renovations and equipment renewal project.–Carried

Roof Replacement – Limestone Community Education Centre

Manager Carson reviewed an administrative report concerning the need to replace the entire roof system at the Limestone Community Education Centre,

MOVED BY Trustee Jackson, the Property/Operations Committee recommends to the Board, that the Board approve the replacement of the roof system at the LC-Limestone Education Centre; and further; that the work be completed during the 2009 summer period; and further; that this project be funded as follows: $150,000 allocated from the Good Places To Learn program, and $330,000 be allocated from the 2009-2010 Capital Renewal Budget.–Carried

Building Construction Internship Program – Braebury Homes Corporation

Superintendent Richard reviewed an administrative report regarding a request from QECVI and Braebury Homes Corporation to participate in a Building Construction Internship Program (BCIP) at QECVI for one single family residence at Lot #2, 2346 Crossfield Avenue in the King’s Landing Subdivision, City of Kingston, during the first semester of the 2009-2010 school year.

Superintendent Richard said that the BCIP is constructing The Harvesting House, Canada’s first student-built Net-Zero “Harvesting House”.  He advised that the main goal of a Net-Zero house is to produce as much energy as is consumed on a yearly basis.  The house will also include the following certifications: EnerGuide®, ENERGYSTAR®, GreenHouse®, R-2000®, LEED® for Homes.

Superintendent Richard stated that the students will develop knowledge of employment and educational opportunities in sustainable energy systems and green building technologies.

Trustee Goodfellow commented on the Green Scholarship Phase, wherein proceeds from the sale of the house that exceed the regular list price of this type of model house without green features will be contributed to a Limestone Learning Foundation, Green scholarship fund.  This scholarship will be available to students in LDSB pursuing post-secondary education in sustainable energy or green building technology programs.

MOVED BY Trustee Jackson, the Property/Operations Committee recommends to the Board, that the Board enter into an agreement with Braebury Homes Corporation for the construction of one single family residence on Lot #2, 2346 Crossfield Avenue in the King’s Landing Subdivision, City of Kingston, to be completed by the end of January 2010 by the QECVI Building Construction Internship Program.–Carried

Tender for Renovations to the QECVI Science Labs

Superintendent Richard advised that the tender for renovations to the QECVI Science Labs was awarded to Emmons & Mitchell Construction, in that amount of $121,000.00; this being the lowest tender received, meeting the specifications of the Call for Tender, and meeting the budget specification as per Board policy.  He advised that the project was included in the 2008-09 Capital Renewal Projects list, approved by the Board in the fall of 2008.

The Property/Operations Committee received the above-noted information.

Tender for Grass Cutting – 2009 Season

Manager Carson advised that the following low tenders, having met all of the specification requirements of the Grass Cutting Tender were awarded as follows:

Amherst Island PS
W & W Snow Removal
Bath PS
Pro-Stripe Traffic Lines
Cataraqui Woods ES
Stewart’s Lawn Cutting & Trimming
Centreville PS
Pro-Stripe Traffic Lines
Clarendon Central PS
Jim Boles Maintenance
Denbigh PS
Jim Boles Maintenance
Enterprise PS
Pro-Stripe Traffic Lines
Harrowsmith PS
Pro-Stripe Traffic Lines
Hinchinbrooke PS
Scott’s Snowplowing & Grass Cutting
Joyceville PS
Terry’s Plowing & Lawncare
Land O’Lakes PS
Scott’s Snowplowing & Grass Cutting
H.H. Langford PS
Pro-Stripe Traffic Lines
LaSalle SS
Pro-Stripe Traffic Lines
Loughborough PS
Pro-Stripe Traffic Lines
Marysville PS
Dennis Mosier
JorMac Property Maintenance
Napanee District SS
JorMac Property Maintenance
Napanee Adult Education Centre
Lawn Care Professionals
Newburgh PS
Pro-Stripe Traffic Lines
Scott’s Snow Removal & Lawn Maintenance
Perth Road PS
Terry’s Plowing & Lawncare
Prince Charles PS
Scott’s Snow Removal & Lawn Maintenance
Sandhurst PS
Pro-Stripe Traffic Lines
Selby PS
JorMac Property Maintenance

Sharbot Lake PS
Jim Boles Maintenance
Sharbot Lake HS
Jim Boles Maintenance
Storrington PS
Terry’s Plowing & Lawncare
Sydenham HS
Jim Boles Maintenance
Tamworth ES
Scott’s Snowplowing & Grass Cutting
The Prince Charles School (Napanee)
Pro-Stripe Traffic Lines
Westdale Park PS
Pro-Stripe Traffic Lines
Winston Churchill PS
Terry’s Plowing & Lawncare
Yarker FS
W & W Snow Removal

Presentation Re: School Construction Project Administration

Manager Carson presented information with regard to Managing Capital Projects.  He reviewed the process for construction project planning.  He advised that Part I - Project Initiation involves determining the need, developing the scope of project and building a project report.  He reviewed the following information:

Determine the Need

Accommodation Review Decision (by Board)

Prohibitive to Repair Replacement
School Addition

Determine Funding Available

Develop Scope of Project (Staff Activity)

Size (number of Pupil Places)
Develop Building Program (Space Utilization)
Investigate Site Limitations (Review with Municipality)
Establish Target Budget
Set Preliminary Timelines

Building Project Report (Approval by Board)

Size, type, scope of project
        Revenue Summary based on funding available
        Target Budget
        Preliminary Timelines

        Establish Building Committee

Presentation Re: School Construction Project Administration (continued)

Manager Carson provided information about Part II – Concept Development, noting that this involves: Building Project Report, Architect Selection, Building Committee (Consultation), Concept Design Report.  He provided the following information:

Architect Selection

Solicit RFP for Architect selection
Tender Opening Committee members to tour schools of similar configuration;
Recommendation by Tender Opening Committee for approval by Board

Building Committee

Chair of Property/Operations Committee
Area Trustee
Superintendent of Education
Principal – one or more Principals from each of the school communities involved
Parent Representative – one from each of the school communities involved.  Chairs of present parent council usually
Architect (when selected)
Manager of Facility Services
Facility Services Supervisors
Capital Projects Coordinator

Develop concept design (sketch plans) for Board approval
        tour existing schools
        develop site, floor and elevation plans for recommendation to Board

Concept Design Report (Approval by Board)

Revenue Summary
Preliminary Expenditure Budget (based on architect’s estimate)
Concept Design Drawings (Site Plan, Floor Plans, Elevation Plans)
Architect’s Building Program Summary (components, finishes, mechanical & electrical systems)
Any rationale for proposed variances to construction standards

Manager Carson reported that Part II includes contract preparation, construction model, and project approvals report.  He provided the following information:

Contract Preparation

Design Development
Site Plan Submission
Detailed drawings, specifications and form of tender
Pre-tender cost estimate

Construction Model

Contract documents, drawings & specifications prepared by architect
Board tenders contract documents and approves/awards tender

Project Approvals Report (approval by Board)

Final Project Drawings (if modified significantly)
Tender results and recommended award of tender
Final project budget
Revenue (if revised from concept design)

Manager Carson advised that Part IV (Construction) involves Board Updates and Furniture and Equipment.

Department Updates

ITS Department

Manager Toms provided information about the Integrated Community Sustainability Plans for both the County of Frontenac and City of Kingston.  He said that they are going through the process, noting that he had attended the meetings for the County of Frontenac.  He said that there will be a celebratory breakfast in a couple of weeks.  He reported that during this week, the City will be going through a similar process.

Manager Toms commented on business continuity, noting that the Board is dealing with its local co-terminus boards.  They are doing business continuity and disaster recovery planning.  He said that consultants will be presenting their final report on May 29, 2009, and that the boards are moving through the budget process for next year.

Chair French thanked Manager Toms for his update.

Tri-Board Student Transportation Services

Superintendent Richard reported that Manager Wowk and his staff are working hard in preparation for the supplementary E&E Review taking place June 22 and 23, 2009.  He said that they are putting a host of items in place to ensure Tri-Board receives a high rating.

Facility Services (continued)

In response to a question from Trustee Jackson with regard to the strike at Kingston Access Bus, Superintendent Richard stated that transportation continues to be in place for the students requiring wheelchair accessibility transportation.  He said that Tri-Board has put out a tender for taxis only and wheelchair accessibility transportation.  Superintendent Richard stated that the service provider has been informed that Tri-Board is moving forward with the tender.  He reported that the tender for taxi services will close on June 5, 2009, and the tender for wheelchair accessible vehicles will close on June 12, 2009.
Chair French thanked Superintendent Richard for providing the above-noted information.

Facility Services

Manager Carson commented on the EcoSchools certification process, noting that four applications have been submitted, two of which includes Napanee District Secondary School and North Addington Education Centre.  He advised that we expect all four schools will receive certification, but that we will not know until early June.

Manager Carson stated that Facility Services has ben successful in doing several applications for “green” considerations.  He said that Facility Services has several projects ready to go if the Ministry announces funding for them.

In response to a question by Trustee Jackson regarding the track and field facility, Manager Carson indicated that he has a preliminary meeting at Invista tomorrow with that Committee.  He said that he and Wess Garrod will be presenting on Thursday
Chair French thanked Manager Carson for providing the above-noted information.  

Recess to Private Session

MOVED BY Trustee McLaren, 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

Other Business

In response to a question from Trustee Murray regarding the maintenance of pea gravel on playgrounds, Manager Carson said that he has two students rotatilling the playgrounds, and he is purchasing pea gravel.  He asked Trustee Murray to forward any concerns to him so that he could respond to them.

Chair French advised that “Lime Aid” is taking place on Tuesday, May 26, 2009, from 7~p.m. until 10 p.m., at Duncan McArthur Hall, Queen’s University.

Next Meeting Date

The next meeting of the Property/Operations Committee is scheduled for September 23, 2009, at 5:30 p.m., at Sharbot Lake Public School.


MOVED BY Trustee Crawford, that the meeting adjourn at 8:10 p.m.–Carried


Update Re: NDSS Retrofit Project

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

Recess to Public Session

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