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May 25, 2010 - Property Operations Minutes
Property/Operations Committee
                 May 25, 2010
        A meeting of the Property/Operations Committee was held at Westdale Park Public School, 12 Richmond Park Drive, Napanee, ON, on Tuesday, May 25, 2010, at 5:30~p.m.
Present Trustees:
L. French, Chair
H. Brown
H. Chadwick, Ex-Officio
E. Crawford
A. Goodfellow
D. Jackson
B. McLaren
Present Staff:
M. Akey, Supervising Principal
G. Carson, Manager of Facility Services
K. Haight, ITS Department
D. Kirkpatrick, Recording Secretary
A. Labrie, Superintendent of Human Resources
R. Richard, Superintendent of Business Services
W. Toms, Manager, Information Technology Services       
Present Other:
P. Mouncey, Principal, Westdale Park PS
M. Campeau, Teacher, Napanee District SS
M. Gallupe, Teacher, Westdale Park PS
Jasmine, Student, Westdale Park PS
Mike, Student, Westdale Park PS
        Chair French called the meeting to order, welcoming those present to the meeting.  She thanked Principal Mouncey for hosting the meeting at the school.

Approval of Agenda

        Chair French advised that the following item is to be added to the agenda: Design Committee Update.
        MOVED BY Trustee Goodfellow, that the agenda, as amended, be approved.–Carried

Update on ITS Pilot Projects

        Manager Toms introduced Matt Gallupe, a teacher at Westdale Park Public School, and Matt Campeau, a teacher at Napanee District Secondary School.

        Messrs. Gallupe and Campeau, as well at students Jasmine and Mike, demonstrated how the Smart Board at Westdale Park Public School works.

        Chair French thanked Messrs. Gallupe and Campeau and the students for the demonstration of how the Smart Board works.

        Messrs. Gallupe and Campeau, as well as the students, withdrew from the meeting.

Installation of Lighting System at LaSalle Secondary School     

        Superintendent Richard advised that a group of volunteers has formed the Friends of LaSalle Secondary School, and they are raising funds through the Black Knights Fund for athletic facilities and equipment.  He said that the benefits from the Black Knights Fund will accrue to both LaSalle Secondary School students and Pittsburgh Township residents.

        Superintendent Richard reported that the Friends of LaSalle have secured a lead gift of $100,000 for the Campaign, which will completely cover the cost for the purchase and installation of lights on Berk Brean Field located east of the school building.  He indicated that their intent is to bring the level of the infrastructure up by adding a lighting system.

        MOVED BY Trustee Jackson, the Property/Operations Committee recommends to the Board, that the Board accept the proposal from the Friends of LaSalle to purchase and install lighting on the Berk Brean Field located east of the LaSalle Secondary School building.–Carried

Annual Accessibility Plan, September 2010-August 2011

        Supervising Principal Akey reviewed the Annual Accessibility Plan, September 2010-August 2011.  She advised that the Executive Summary talks about the purpose of the Ontarians for Disabilities Act 2001 (ODA 2001), which is to improve opportunities for people with disabilities and to provide for their involvement in the identification, removal and prevention of barriers to their full participation in the life of the province.  To this end, the ODA 2001 mandates that each school board prepare an Annual Accessibility Plan.  On June 13, 2005, the Accessibility for Ontarians with Disabilities Act, 2005 (AODA, 2005) received Royal Assent and is now law.  The purpose of the AODA, 2005, is to achieve accessibility for Ontarians with disabilities by providing for the development, implementation and enforcement of mandatory accessibility standards respecting food, services, facilities, accommodation, employment and buildings by January 2, 2025.

        Ms. Akey said that for the 2010-2011 year, the LDSB has again committed itself to the continual improvement of access to school and board premises, facilities and services for students and staff with disabilities; the participation of people with disabilities in the development and review of its annual access plans, and the provision of quality services to all students, parents and members of the community with disabilities.  It has committed to work on not only the identification and removal of Physical and Architectural barriers, but also to identify at least one barrier in each of the following areas: Informational, Communicational, Attitudinal, Technological and Policy or Practice.  Ms. Akey thanked Manny Brandao, and Facility Services staff for their work.  She said that more Human Resources and Educational Services staff are involved in the Working Group for the 2010-2011 Plan.

        Ms. Akey advised that as part of the communication of the plan, it is being presented this evening to the Property/Operations Committee, and then will be shared with the Special Education Advisory Committee.  Once it has been approved by the Board, it will be posted on the Educational Services Department and public area of the Limestone District School Board web-site.  It would be available in very school to be shared with School Councils.

        Ms. Akey reviewed Appendix A, which lists the Barrier-Free Accessibility Projects; Appendix B which includes the Transition to School Profile, and Appendix C which lists the Status of 2009-2010 Goals, as well as the Goals for 2010-11;

        Ms. Akey stated that in the Communicational Goal, the Committee did create the “Open Doors” Award, which is a new strategy for recognizing students/staff who support an inclusive school environment for students.  The Open Doors Award for staff will be developed in the fall of 2010.  She said that they would like the membership on the Accessibility Committee enhanced, and that they have invited members of the SEAC Committee to join the membership committee.  She said that we will continue to work in compliance with the standards as developed by AOD Directorate Information and Communication, noting that we will continue to provide feedback to the Directorate, as requested.

        Ms. Akey stated that we are excited to offer training to eight to ten new schools for the Roots of Empathy program.  She said that with regard to the Technological Goal, LDSB submitted a record 342 SEA claims for the 2009-2010 school year, and that for 2010-2011, we will continue to process SEA applications as per new/revised MOE SEA Funding Guidelines 2010-2011, and that we will continue to provide training for staff and students in the use of assistive technology and differentiated instruction.  She said that Compass OT has been contracted to deliver training to students in the use of Assistive Technology in LDSB secondary schools.  She said that the QECVI Assistive Technology Pilot Project was developed, implemented and is successful.

        Ms. Akey reported that with regard to the Policy/Practice Goal, we were compliant with Ontario Regulation 429/07 --  Customer Services.

        Ms. Akey reported that the Attitudinal Goal is closely linked to the Communicational Goal.

        Ms. Akey advised that Appendix D includes a Sample Occupational Therapist Report; Appendix E includes a Sample Request for Renovation; Appendix F includes the Accessibility and Accommodation Survey by Family of Schools; Appendix G includes the Overview of Schools Requiring Accessibility Upgrades; Appendix H includes the Accessibility and Accommodation Status Report by Family of Schools (April 2010); Appendix I includes information about the Consultation Session for the Accessibility Plan – January 2010; Appendix J includes a list of all In-Service and Training by lead staff to their teams.  It also includes a memorandum and description of the Open Doors Award.

        Ms. Akey reported that Appendix K includes Compliance Information Regarding Customer Service Ontario Regulation 429-/07, as well as LDSB Accessibility Standards for Customer Services.

        MOVED BY Trustee Jackson, the Property/Operations Committee recommends to the Board, that the Annual Accessibility Plan, September 2010-August 2011, be approved.–Carried

Request for Proposal for Mechanical/Electrical Engineering Services

        Superintendent Richard reviewed an administrative report regarding the RFP for Mechanical/Electrical Engineering Services.  He reported that the Board wishes to engage the services of a mechanical/electrical engineer on an as and when required basis for projects where fees for such services are anticipated to be less than $100,000.  He said that the term of the contract is for a three-year period.  He said that where fees for the services of a mechanical/ electrical engineer are reasonably anticipated to exceed $100,000, separate competitive requests for proposals or tenders will be used.

        Superintendent Richard advised that the responses received were evaluated based on company profile, related project experience and fees.  He reported that David Downey Engineering Ltd. was the proponent with the highest commutative score for all three sections, and the firm also provided the Board with the lowest fees.

        MOVED BY Trustee McLaren, the Property/Operations Committee recommends to the Board, that David Downey Engineering Ltd. Be awarded the contract for mechanical/electrical engineering services, for a three-year period.–Carried

Tender for New Vehicles

        Manager Carson reviewed an administrative report regarding the Tender for New Vehicles.  He advised that the tender was awarded by the Director and Superintendent of Business, in accordance with Administrative Procedure 515 (Purchasing Procedures), meeting the specifications of the call for tender and being within the approved budget amount of $185,000.  The tender was awarded as follows:

Taylor Chev Olds Cadillac for the Tradesmen Vehicle (a) in the amount of $27,086.00; Taylor Chev Olds Cadillac for the 1 Ton Cutaway Van in the amount of $42,840.00; Taylor Chev Olds for the Tradesmen Vehicle (d) in the amount of $25,086.00; Edwards Ford for the HD Extended Cab 4x4-3/4 ton in the amount of $26,537.00; and Gananoque Chev Olds Cadillac for the 2010 Mid Size Pickup Vehicle in the amount of $48,601.58.

        The Committee received the above-noted information.

Design Committee Update

        Superintendent Richard reported that last Thursday, the Design Committees for the new school in Kingston East and the new school in Greater Napanee visited three schools in the Toronto area, which were designed by the architects assisting with the design of the new schools in the LDSB area.  He reported that it was an outstanding trip, and those visiting the schools indicated that they were pleased with the designs of the schools they visited.  One of the conversations that day was the inclusion of teachers on the design committees.  Superintendent Richard indicated that they would like Trustees to consider the addition of one teacher from each of the affected schools to the design committee in order to offer input on classroom configurations.

        Following discussion, the following motion was brought forward:

        MOVED BY Trustee Goodfellow, the Property/Operations Committee recommends that one teacher from each of the affected schools be part of the Design Committee.–Carried

Department Updates

ITS Department

        Manager Toms stated that in addition to supporting the pilot project sites, the cart the Smart Board sits on is to make the Smart Board moveable.  He said that the battery life of the netbooks are working out well.

        Manager Toms stated that the Board is preparing for another report card cycle, and his staff are working to ensure that report cards are successful as possible for teachers.

        Manager Toms stated that the Growing Success document has an impact on ITS.  He said that they are working with SRB to make the changes appropriate to support our teachers, and their reporting under the Growing Success mandate.

        Manager Toms stated that ITS is working with Educational Services on a potential replacement of the software for the IEP Writer.

        Chair French thanked Manager Toms for his update.

Tri-Board Student Transportation Services

        Superintendent Richard reported that things are going very well at Tri-Board Student Transportation Services.  He further reported that Tri-Board represented the LDSB at the annual Canadian Pupil Transportation conference, noting that they were invited by the Ministry of Education to attend to provide several presentations.  He said that once again the LDSB model was highlighted in a different venue.
        Chair French thanked Superintendent Richard for providing a Tri-Board Student Transportation Services update.

Facility Services

        Manager Carson advised that the OMC Annual Workshop is being held July 13-16, 2010.

        Manager Carson stated that his department ran into problems in developing technologies in the energy fields.  He commented on the province going to companies that were developing new projects.  He said that the Board had designated Sydenham High School as the site for the new biomass heating system.  However, this site is too restrictive.  Manager Carson advised that the Board was asked to relocate its site and the only condition from the Ministry was that it be an off-oil site.  He said that the pilot will now be at the North Addington Education Centre site.

        Manager Carson stated that his department is working away on a group of energy based projects.  He commented on the installation at LaSalle Secondary School, and said that they are looking at putting a summary application in for the Limestone Education Centre.  He said that the Board is striving to be “green”.  He said that there is a little difficulty with one of the conditions under the Green Energy Act, noting that 50% of the value of the technology has to be of Canadian or Ontario content, and that most technology comes out of Europe.

        Manager Carson thanked Committee members for their support, noting that he has formed some great friendships over the years.  He said that the LDSB has an advantage because it works as a team.

        Chair French thanked Manager Carson for his work over the years for students and schools.  She wished him healthy and happy years in his retirement.

        Chair French thanked Manager Carson for providing a Facility Services update.

Other Business

        Superintendent Richard stated that the Building Design Committees are in full force.  He said that one of the components for the Greater Napanee Area was that Sandhurst students would go to Bath Public School.  He said that the new school was planned to open in 2012, noting that there is a potential for the Sandhurst students going to Bath Public School occurring earlier.

        Superintendent Richard commented on the work that needs to first be done at Bath Public School, and bringing in portables to accommodate the students while the work is being done.  He said that Bath Public School may be ready to accommodate the Sandhurst students by September 2011.

        Superintendent Richard stated that people in the community are interested in the Board’s plan.  He said that the Board will be moving ahead with the plan, and School Councils will be advised as to what is happening before the final day of school this year.      

Private Session

        MOVED BY Trustee McLaren, 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

Next Meeting Date

        The next meeting of the Property/Operations Committee is to be determined.


        MOVED BY Trustee Goodfellow, that the meeting adjourn at 8:05~p.m.–Carried

Status of Update on the Land Acquisition for the New School in the Greater Napanee Area

        Trustee Brown declared a conflict on interest as a family members owns the property, and she withdrew from the meeting.

        Manager Carson provided an update with regard to the land acquisition for the new school in the Greater Napanee area.

        Trustee Brown returned to the meeting.

Public Session

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