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April 28, 2010 - Property Operations Minutes
Property/Operations Committee
                April 28, 2010

A meeting of the Property/Operations Committee was held at Amherst Island Public School, 5955 Front Road, Stella, ON, on Wednesday, April 28, 2010, at 6:30~p.m.
Present Trustees:
L. French, Chair
H. Brown
H. Chadwick, Ex-Officio
A. Goodfellow
D. Jackson
B. McLaren
Present Staff:
G. Carson, Manager of Facility Services
J. Hendry, Facility Services
D. Kirkpatrick, Recording Secretary
P. Lynch, Manager of Financial Services
R. Richard, Superintendent of Business Services
W. Toms, Manager, Information Technology Services
S. Wowk, Manager of Tri-Board Student Transportation Services   
        Chair French called the meeting to order, welcoming those present to the meeting.  She thanked Vice-Principal Allport for hosting the meeting at the school, asking that thanks also be extended to Principal Potter who was unable to be present.

        Chair French advised that regrets were received from Trustee Crawford.

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

Energy Reduction Initiatives/Sustainability Presentation

        Joe Hendry, Facility Services Department, was present.  He presented the following information:

2009/2010 Incentives Received by the Board

  •         Green Schools Pilot Initiative
  •                 Biomass Boiler – $596,342
  •                 Solar Thermal System – $47,500
  •         Ministry of Education – Renewable Energy
  •                 Perth Road PS Ground Source Heat Pump – $306,450
  •                 Bath PS Ground Source Heat Pump/Solar Thermal – $400,350
  •                 Lancaster Drive PS Photovoltaic System – $100,000
  •                 Ernestown SS Photovoltaic System – $40,000
        Mr. Hendry indicated that the Board was allowed to apply for funding for three projects, but funding for five projects was applied for, and all five projects received funding from the Ministry of Education.

LaSalle SS Solar Panels

  •         Currently installing 8 kilowatts of solar panels on LaSalle SS
  •         This will be the largest photovoltaic system in the Limestone Board
  •         Expected to generate $8,500 annually
  •         TV monitor in the lobby displaying real time data to students
        Mr. Hendry provided information about the Winston Churchill Public School Solar Array.  He also provided information about Frontenac SS.

        Mr. Hendry also provided the following information:

Biomass Heating System at Sydenham HS

  •         Funded through the Green Schools Pilot Initiative (SCPI)
  •         Being installed at four schools in four different school boards
  •         Using wood pellets to heat the school
  •         To be installed by September 1, 2010
Ground Source Heat Pumps

  •         Approved for funding to install Ground Source Heat Pumps at Bath PS and Perth Road PS
  •         Currently conducting feasibility studies as required by the Ministry of Education
  •         Must be installed by September 2011
Bayridge SS Solar Thermal

  •         Received funding from the Green Schools Pilot Initiative to install a solar thermal system at Bayridge SS
  •         We are currently installing a six panel solar thermal system to heat domestic hot water
  •         Panels installed on a custom rack which is adjustable
Napanee District SS Solar Thermal

  •         Will be installing a solar thermal heating system on Napanee District SS to heat the domestic hot water
Heating System Retrofits

  •         Truedell PS Heating Plant Retrofit
  •         The Prince Charles School Heating Plant
  •         We expect a natural gas consumption reduction of approximately 20% at each site
  •         This will reduce the schools Green House Gas (GHG) emissions and carbon footprint
Lighting Retrofits

  •         Looking to upgrade gymnasium lighting systems at Napanee District SS and Sydenham HS
  •         As well as the library at Ernestown SS
Lancaster Drive PS/Ernestown SS Solar Systems

  •         Conditional Approval on Photovoltaic Systems at the two schools
  •         Lancaster Drive PS system capacity of approximately 10 kilowatts
  •         Ernestown SS system capacity of approximately 4 kilowatts
        Trustee Jackson asked if there was some sense of operating savings.  Superintendent Richard stated that staff could look at individual projects to come up with the projected total cost savings of the projects, once completed.


  •         Four ecoSchools certified in 2009
  •         Currently have seven schools seeking certification this year
  •                 Sydenham HS
  •                 North Addington Education Centre
  •                 Bayridge SS
  •                 Frontenac SS
  •                 Lancaster Drive PS
  •                 Napanee District SS
  •                 Tamworth ES
  •         Applications are due April 30th
  •         ecoSchools assessments are scheduled for the first week of June
Water Bottle Filling Stations

  •         Facility Services installed water bottle filling stations at seven schools as part of a pilot project
  •                 Frontenac SS
  •                 LaSalle SS
  •                 Harrowsmith PS
  •                 Fairfield ES
  •                 North Addington Education Centre
  •                 James R. Henderson PS
  •                 QECVI
  •         These filling stations will allow students to refill their reusable bottles
  •         Reducing the need for single use water bottles
        Trustee Chadwick congratulated Mr. Hendry on his proposal writing skills, indicating that it was impressive that the Board received funding for all five projects.

        Chair French thanked Mr. Hendry for providing the above-noted information.

Tender Re: Grass Cutting Services

        Superintendent Richard advised that the Tender Re: Grass Cutting Services was awarded by the Director of Education and Superintendent of Business Services, as per section 6.2.1 of Administrative Procedure 515, these being the lowest tenders received, meeting the specifications of the Call for Tender and meeting the budget specifications, as follows:

Amherst Island Ps
Tom de Haan
Bath PS
Terry’s Plowing & Lawncare
Cataraqui Woods ES
Terry’s Plowing & Lawncare
Centreville PS
W & W Snow Removal
Clarendon Central PS
Jim Boles Maintenance
Denbigh PS
Jim Boles Maintenance
Enterprise PS
W & W Snow Removal
Harrowsmith PS
Terry’s Plowing & Lawncare
Hinchinbrooke PS
Scott’s Snow Removal & Lawn Maintenance
Joyceville PS
Terry’s Plowing & Lawncare
Land O’Lakes PS
Scott’s Snowplowing & Grass Cutting
H.H. Langford PS
Terry’s Plowing & Lawncare
LaSalle SS
Phil Bradden Quality Grass Cutting
Loughborough PS
Hughes Construction & Landscaping
Marysville PS
Dennis Mosier
Morven School
Phil Bradden Quality Grass Cutting
Napanee District SS
Pro-Stripe Traffic Lines
Napanee Adult Education Centre (Gateway)
Phill Bradden Quality Grass Cutting
Newburgh PS
W & W Snow Removal

North Addington Education Centre
Scott’s Snow Removal & Lawn Maintenance
Perth Road PS
Terry’s Plowing & Lawncare
Prince Charles PS (Verona)
Sundance Gardens Lawns Shrubs
Sandhurst PS
Terry’s Plowing & Lawncare
Selby PS
Hughes Construction & Landscaping
Sharbot Lake PS
Scott’s Snow Removal & Lawn Maintenance
Sharbot Lake HS
Scott’s Snow Removal & Lawn Maintenace
Storrington PS
Terry’s Plowing & Lawncare
Sydenham HS
Hughes Construction & Landscaping
Tamworth ES
W & W Snow Removal
The Prince Charles School (Napanee)
Hughes Construction & Landscaping
Westdale Park PS
Hughes Construction & Landscaping
Winston Churchill PS
Terry’s Plowing & Lawncare
Yarker Family School
W & W Snow Removal

        The Committee received the above-noted information.

Department Updates

ITS Department

Manager Toms provided the following update:

Library Software RFP

        The Library RFP will be finalized Friday, April 30, 2010, and published as soon as possible after that date.

Educational Services Software

        Working with Educational Services staff to review current software, and look at future needs, with potential for software upgrade sometime during the 2010/2011 school year.

Wireless in Schools

        With the proliferation of wireless laptops and netbooks, ITS is looking at upgrading the wireless infrastructure within our schools.  In the early stages of investigation at this time, but working to widespread access eventually.

Eastern Ontario Technician Conference

        Working with other IT leaders in Eastern Ontario, ITS put together a one-day professional development session for about 100 IT technicians from Eastern Ontario boards.  All LDSB IT school technicians were invited, and all but three were able to attend.  The conference was funded by MISA this year, but hope would be to keep it going next year by funding with our own professional development,  if MISA funding is not available.  Good reviews were received from all staff who attended.

        Chair French thanked Manager Toms for his update.

Tri-Board Student Transportation Services

        Manager Wowk advised that the whole computer system at Tri-Board Student Transportation Services had crashed just before the Easter weekend, and it was not in operation until the following Thursday.

        Manager Wowk stated that Tri-Board staff are in the process of preparing bus routes for September, taking into account declining enrolment and early learning.  He stated that at this time there is a slate of four bus routes to be removed, and that number could be as high as eight.

        Manager Wowk stated that Tri-Board Student Transportation Services Inc. has signed an agreement, along with nine other boards, to go into live data streaming.

        Manager Wowk reported that the Automatic Vehicle Locator (AVL) system is working well, noting that the software system is being upgraded.  He advised that with regard to the AVL, Tri-Board had saved $78,000 in costs this first year, since the AVL has been installed.

        Manager Wowk advised that fuel costs are stable, noting that Tri-Board will keep in line with the Ministry’s guideline of 96.3 cents.

        Manager Wowk reported that Tri-Board’s 2010-11 draft budget has been completed, and it has been forwarded to the Finance Departments of its district school boards.

        Manager Wowk also commented on the Harmonized Sales Tax, which will come into effect soon, noting that it will impact on Tri-Board Student Transportation Services.
        Chair French thanked Manager Wowk for providing a Tri-Board Student Transportation Services update.

Facility Services

        Manager Carson reported that this a busy time of year for Facility Services, referring to the many projects in which Facility Services is involved.

        Manager Carson advised that the remedial work has started at Napanee District Secondary School, advising that he would provide a report on this project at the next Property/Operations Committee meeting.

        Manager Carson commented on the design project at Sydenham High School.

        Chair French thanked Manager Carson for his comments.
Private Session

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

Public Session

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

Other Business

        Manager Carson advised that the 62nd OMC Conference is being held this year from July~13-16, 2010.

Next Meeting Date

        The next meeting of the Property/Operations Committee is scheduled for Tuesday, May~25, 2010, at 5:30 p.m., at Westdale Park Public School.  


        MOVED BY Trustee Goodfellow, that the meeting adjourn at 7:35 p.m.–Carried


Disposition of Surplus Real Property – Denbigh PS

        Superintendent Richard reviewed an administrative report regarding the disposal of the Denbigh Public School property.

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

1.      That the Board approve the professional removal of all asbestos contaminated materials from the Denbigh Public School building, as per the formal quote received; and

2.      That the Board, following the completion of the work outlined in 1 above, offer the Denbigh Public School property to the Township of Addington Highlands on an “as is” basis for the sum of $75,000.00.

New Elementary School Site in Greater Napanee

        Superintendent Richard provided a brief update with regard to the new elementary school site in Greater Napanee.
Public Session

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