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November 3, 2009 - Property Operations Minutes
Property/Operations Committee
November 3, 2009

A meeting of the Property/Operations Committee was held at Kingston Christian Fellowship Church, 2621 Highway 38, Kingston, on Tuesday, November 3, 2009, at 6:30 p.m.
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:
G. Carson, Manager of Facility Services
P. Fisher, Assitant Supervisor - Purchasing
B. Hunter, Director of Education
D. Kirkpatrick, Recording Secretary
P. Lynch, Manager of Financial Services
R. Richard, Superintendent of Business Services
W. Toms, Manager, Information Technology Services
B. Woodley, Executive Assistant and Supervising Principal       
        Chair French called the meeting to order, welcoming those present to the meeting.  She thanked Bruce Lonneberg, a teacher of the Building Construction Internship Program, for conducting a tour of Kingston Christian Fellowship Church.  She indicated that a letter would be sent to the Pastor of the church thanking him for allowing the meeting to be held there.

Approval of Agenda
        MOVED BY Trustee Goodfellow, that the agenda, as distributed, be approved.–Carried

Update Re: School Construction Project Administration

        Superintendent Richard advised that most of the information being presented this evening was presented to Trustees at the Property/Operations Committee meeting held in May 2009. He indicated that since that time, the Minister of Education introduced changes to the project administration process.  Superintendent Richard reported that one of the biggest changes is that before a board selects an architect for a school construction project, the Ministry must approve the facility space template.  He indicated that the Ministry has developed a template that boards must follow.

        Manager Carson provided an update regarding the new accountability measures for capital projects based on preliminary findings of the expert panel, as follows:

Approval Point 1: Pre-Design
•       Facility space template requirement
•       Project Manager

Approval Point 2: Pre-Tender
•       Cost Consultant
•       Transfer from Reserves

Approval Point 3: Post Tender
•       Transfers (if required)

                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 the 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

Ministry Approvals (Approval Point 1 by Ministry of Education)

•       Facility Space Template
        Boards must complete the Facility Space Template as the first approval point for new school and major additions that cost more than 50% of the value of the existing school.  The Ministry must approve the template prior to the board retaining the services of an architect.

•       Project Manager
        Ministry requires board to select a project manager to act as main contact between board and the Ministry

        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 III 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

Ministry Approvals (Approval Point 2 by Ministry of Education)

•       Cost Consultant
        Prior to tendering, the Ministry requires a letter from a senior board official confirming that the project estimate by the Cost Consultant is within the approved budget, as part of the Transfer from Reserve request.

        Board will also require a Transfer from Reserves approval from the Ministry prior to tendering.

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)

Ministry Approvals (Approval Point 3 by Ministry of Education)

•       Post Tender
        If the tendered amount is consistent with pre-tendered transfer approval, then board may award the tender.
        If tendered amount is higher than the approved amount, board must identify the funding source to offset costs, and will need approval from the Ministry.

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

        Chair French thanked Manager Carson for providing the above-noted information.

Private Session

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

Public Session

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

Automated External Defibrillators (AED)

        Ms. Woodley reviewed an administrative report regarding automated external defibrillators.  She advised that an automated external defibrillator (AED) is a small lightweight device used to assess a person’s heart rhythm.  Built-in computers assess the patient’s heart rhythm, judge whether defibrillation is needed, and administers an appropriate level of shock.  Audible and/or visual prompts guide the user through the process.

        Ms. Woodley said that the use of AEDs has extended beyond medical and paramedical staff with the advent of safe and easy-to-use, less expensive AEDs.  Public access to AEDs is being promoted by organizations such as the Heart and Stroke Foundation and the Ontario Government.  Some school boards in Ontario have begun installation.

        Ms. Woodley reported that Ken Allen (father of the late Taylor Allen, a former LaSalle Secondary School student who passed away during the 2007-2008 school year), along with Blake Hurst from Halton region, made a presentation to Senior Staff about purchasing AEDs for each school, as a tool to help with Arrhythmic Heart Disease.  They indicated that there was funding and a training program available through the Heart & Stroke Foundation.  They advised that the Mikey Network would provide 11 AEDs for LDSB in return for fund-raising and awareness raising for the Mikey Network.  They acknowledge that the presence of an AED in the school could not have helped his daughter because she was not a school when she passed away.

        Ms. Woodley said that training for AEDs has been part of the CPR course taught by Dave Chamberlain for the past few years.  The training has provided certification in the use of AEDs since 2007.

        Ms. Woodley reported that the Director requested that a committee be struck to explore the installation of AEDs in schools and other Board buildings with respect to the following concerns and issues: cost, maintenance, liability, placement/location, and training.  She said that meetings and teleconferences were conducted with representatives from the Heart & Stroke Foundation, the ACT Foundation and local EMS over the spring and summer of 2009.  Information about installation in other school boards in Ontario was put together by the Heart and Stroke Foundation.

        Ms. Woodley reviewed the following information:

Cost – $4,000 for equipment, training and four-year maintenance plan.  However, since the LDSB has certification for AEDs within the First Aid/CPR training provided to staff, the above cost would be reduced by approximately $750.  The price of an AED continues to drop and good quality devices are currently between $1,250 to $2,000.  For all schools, administrative buildings and the LDSC Education Centre, the costs are estimated at $90,000 to $140,000, depending on the cost of the units.

Funding Sources

•       Heart and Stroke Foundation – Phase 4 funding (probably available in the spring of 2010)
•       ACT Foundation – training of teachers of grade Phys Ed – also provide schools involved in the training with an AED (upon requrest)
•       Mikey Network – funding might still be available
•       Lennox & Addington EMS secured funding in Phase 3 for Napanee District SS
•       Frontenac & The Islands secured funding for schools on Wolfe Island

Maintenance/Ongoing Costs

Recorded battery checks (by checking a light on each unit) are required on a regular basis.  Batteries would need to be replaced when indicated.  Other maintenance should be done as per manufacturer’s requirements.  Depending on the brand, replacement will be required every 5-10 years.  The cost of alarmed cabinets for each AED should be included.


Research provided by the Heart & Stroke Foundation indicates that the problem of vandalism of AEDs has been solved in many schools and public places by the use of mounted cabinets with audible alarms that sound when the cabinet door is opened.  (Many of our schools currently use alarmed covers for fire alarm pull stations.)


There are two pieces of legislation in the province of Ontario that would protect users of AEDs:  The Good Samaritan’s Act provides protection from liability to persons who provide emergency first aid assistance; and the Chase McEachern Act, 2007, provides protection from liability to persons who use AEDs and owners/operators who make AEDs available except in the case of gross negligence.  It will be incumbent upon the Board to provide due diligence around maintenance of the AEDs.


Local EMS will assess each building and make recommendations for placement.  Discussion of the issue of “having the AED wired to contact Londry’s or 911 when the AED was used” took place.  No decision was made on this topic.


•       Napanee District SS
•       ACT Foundating training for grade 9 Phys Ed teachers at Ernestown SS, Napanee District SS, Sharbot Lake HS, and Sydenham HS.

        Ms. Woodley said that where a diagnosed medical condition of a student exists, an AED is made available through Educational Services.

        Trustee Chadwick suggested that the process not be stalled because of funding issues.  She said that if funding is an issue, the Board should investigate to see from where money could be taken.

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

1.      That the Limestone District School Board engage in a pilot at Napanee District Secondary School;

2.      That the Limestone District School Board engage in a pilot in at least one other high school during this school year; it being noted that LaSalle Secondary School is recommended due to the community use of the fields;

3.      That the Limestone District School Board use the information and advice resulting from the pilots to establish best practices with respect to communication, education, management, location (including future sites) and equipment;

4.      That funding opportunities through the Heart & Stroke Foundation, the Mikey Network and municipalities be pursued;

5.      That discussion occur with the City of Kingston around the issue of a funding application on the Board’s behalf for Phase IV from the Province of Ontario for the purchase of AEDs for the schools within the City of Kingston;

6.      That the ER Emergency Response Focus Program simulate the use of an AED at a pilot school before the end of semester 1;

7.      That the Emergency Response procedures for the Limestone District School Board be reviewed to ensure appropriate inclusion of AED information for schools involved.

Tender for Snow Plowing Services – 2009/2010 Winter Season

        Manager Carson stated that the total budget for contract snow plowing services for the 2009-2010 season is $350,000.  He said that the following contractors have been awarded the tender for snow plowing services; it being noted that they were the lowest tenders received, having met the requirements of the snow plowing specifications and taking into account the vendors’ equipment, in accordance with section 6.2.1 of Administrative Procedure 515 (Purchasing Procedures):

Plowing/Sanding- Lump Sum Per Season
Amherst Island PS
Noel McCormick
Amherstview PS
Kiley Paving
Bath PS
Pro-Stripe Traffic Lines
Bayridge PS
David Campbell
Cataraqui Woods ES
David Campbell
Centreville PS
W & W Snow Removal
Clarendon Central PS
Jim Boles Maintenance
Collins Bay PS
David Campbell
Denbigh PS
Lloyd Burgess
Elginburg PS
Terry’s Plowing & Lawncare
Enterprise PS
W & W Snow Removal
Fairfield ES
Wayne’s PMC
Glenburnie PS
Terry’s Plowing & Lawncare
Gould Lake Conservation Area
Phil Leonard Snowplowing & Sanding
Harrowsmith PS
Phil Leonard Snowplowing & Sanding
J.R. Henderson PS
David Campbell
Hinchinbrooke PS
Hamilton’s Snow Plowing
W.J. Holsgrove PS
David Campbell
J.E. Horton PS
Pleasant View Greenhouses
Joyceville PS
Dale Wood

Lancaster Drive PS
David Campbell
Land O’Lakes PS
Hamilton’s Snow Plowing
H.H. Langford PS
Pro-Stripe Traffic Lines
cole Lundy’s Lane School
Hughes Construction & Landscaping
Marysville PS
Hulton Construction
Pro-Stripe Traffic Lines
Newburgh PS
W & W Snow Removal
Odessa PS
Kiley Paving
Perth Road PS
Percy Snider Snowplowing
Prince Charles PS
Phil Leonard Snowplowing
The Prince Charles School
Pro-Stripe Traffic Lines
Sandhurst PS
Pro-Stripe Traffic Lines
Selby PS
North Key Construction
Sharbot Lake PS
Hamilton’s Snow Plowing
R.G. Sinclair PS
David Campbell
Storrington PS
Kent Hughson
Sydenham PS
Bayridge Lawns & Landscaping Inc.
Tamworth ES
W & W Snow Removal
Truedell PS
David Campbell
Welborne Avenue PS
David Campbell
Westdale Park PS
Pro-Stripe Traffic Lines
Yarker FS
BG Marine & Small Engines
Bayridge SS
David Campbell
Ernestown SS
Hughes Construction & Landscaping
Frontenac SS
Pleasant View Greenhouses
Bayridge Lawns & Landscaping Inc.
LaSalle SS
Pleasant View Greenhouses

Napanee District SS
North Key Construction
North Addington Education Centre
Scott’s Snow Plowing
Wayne’s PMC
Sharbot Lake HS
Hamilton’s Snow Plowing
Sydenham HS/Loughborough PS
Percy Snider Snowplowing
Napanee Adult Community Education Centre
North Key Construction
Tri-Board Student Transportation Services Office
North Key Construction

        The Committee received the above-noted information.

Request for Proposal for Custodial Supplies and Services

        Superintendent Richard introduced Patrick Fisher, Assistant Supervisor – Purchasing, advising that he spearheaded the Request for Proposal for custodial supplies and services.

        Mr. Fisher advised that the Board cooperatively issued a Request for Proposal for custodial supplies and related services with the Hastings and Prince Edward DSB and the Algonquin and Lakeshore Catholic DSB.  He reported that the Request for Proposal for Custodial Supplies and Services was awarded to Morgan Scott Partnership, in the amount of $547,323 (for all three boards).  He said that the Board’s portion of this contract was included in the budget, the price did not exceed the estimate by more than 10%.  He said that the proposal from Morgan Scott Partnership was the lowest proposal received, and there was more than one valid proposal.  Therefore, as per Board Administrative Procedure 515 (Purchasing Procedures), the proposal met the required conditions to be awarded by the Director and the Superintendent of Business Services.

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

        Mr. Fisher withdrew from the meeting.

Department Updates

ITS Department

        Manager Toms reported that in the development of a strategic plan, ITS has started to implement two pilot projects, one at Napanee District Secondary School and one at Westdale Park Public School.  He said that a team consisting of Superintendents Labrie, Fraser-Stiff and Marsh, and the curriculum consultants met to look at what technology the schools would like.  He said that the valuation of this is to help determine what standards the Board will move forward with.

        Trustee French requested a brief report of some of the ideas the schools suggested.  Manager Toms said that some of the items included smart boards, portable smart boards to engage students, Clickers, Netbooks.

        Chair French thanked Manager Toms for his update.

Tri-Board Student Transportation Services

        Superintendent Richard reported that things are going extremely well at Tri-Board Student Transportation Services.  He indicated that Manager Wowk hopes to bring an E&E Report to the November 25, 2009 meeting of the Property/Operations Committee.  
        Chair French thanked Superintendent Richard for providing a Tri-Board Student Transportation Services update.

Facility Services

        Manager Carson reported that there are changes on the accountability factors by the Ministry of Education that affects the Good Places to Learn funding and RECAPP.  He said that his department is trying to bring the RECAPP data up-to-date to include four phases of Good Places to Learn funding.  He said that they are trying to “marry” them together so that they match.  He indicated that there is another change in the third phase, but it allows us to use program need as a determinant to use Good Places to Learn money.  He said that these projects have to go back to the Ministry for approval.

        Manager Carson reported that things are going fairly well in Facility Services.  He said that there are more interesting things happening with regard to energy conservation.  He said that some of our new projects are being used as best practices by the other boards, noting that we are hosting other boards in looking at our projects.

        Manager Carson advised that over the last one and half months, the Board has generated about $30,000 in additional funds from the Ministry.  He said that if we can maintain ourselves as a leader in the field, we will be provided with an opportunity to go to other organizations to try to raise funds.

        Manager Carson commented on the Green Energy Act, noting that boards were getting $0.40 per kilowatt hour, but now the new agreements indicate that boards will receive $0.80 per kilowatt hour sold back to the electricity grid.
        Chair French thanked Manager Carson for providing the above-noted information.  

Other Business

H1N1 Update

        Ms. Woodley provided an update on the activity of schools reporting absenteeism when it is greater than 10%.  She advised that last Friday, 27 schools were reporting in excess of a 10% absenteeism rate, noting that on Monday, the Board was down to 20 schools, and as of Tuesday, the Board was down to 15 schools.

Full-Day Kindergarten

Trustee Jackson requested a report on Full-Day Kindergarten.

        The Director stated that Directors are going to a face-to-face meeting with the Ministry, noting that staff have already seen a webcast, and there have been some memoranda forwarded to boards.  She said that we expect to get approximately 14 classes that have a board-wide average of 26 student to two staff members.

        In response to a question by Trustee Chadwick, the Director stated that more  information about providing before and after school care will be provided in January 2010.

Napanee District Secondary School

        Trustee Jackson asked if there was anything new to report at Napanee District Secondary School regarding litigation.  Superintendent Richard said that the Board solicitors are gathering information to present at our case at discovery.

Next Meeting Date

        The next meeting of the Property/Operations Committee is scheduled for November 25, 2009, at 5:30 p.m.  The location is to be determined.


        MOVED BY Trustee Crawford, that the meeting adjourn at 8:00 p.m.–Carried


Kingston Community Track & Field & Athletic Centre

        Wess Garrod was present.  He provided information regarding the Kingston Community Track and Field and Athletic Centre.

        MOVED BY Trustee Goodfellow, the Property/Operations Committee recommends to the Board, that the Board allocate an additional $100,000 for the Kingston Community Track and Field and Athletic Centre to be located at the Invista Centre; it being understood that the additional funds will come out of the Board’s capital reserves in 2010-2011.–Carried

        Mr. Garrod withdrew from the meeting.

Public Session

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