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June 8, 2010 - Property Operations Minutes
Property/Operations Committee
                  June 8, 2010

        A meeting of the Property/Operations Committee was held at the Limestone Education Centre, 220 Portsmouth Avenue, Kingston, ON, on Tuesday, June 8, 2010, at 7:15 p.m.
Present Trustees:
L. French, Chair
G. BeavisH. Brown
H. Chadwick (ex-officio)
A. Goodfellow
D. Jackson
B. McLaren
P. Murray
Present Staff:
G. Carson, Manager of Facility Services
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       
        Chair French called the meeting to order, welcoming those present to the meeting.  She advised that regrets were received from Trustee Crawford.

Approval of Agenda

        The Chair advised that a personnel issue would be brought forward in Private Session.   

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

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

        Director Hunter withdrew from the meeting.

Tender – Mechanical Upgrading and Remediation Project at Napanee District Secondary School

        Superintendent Richard reviewed an administrative report regarding the tender for the mechanical upgrading and remediation project at Napanee District Secondary School.  He advised that the Board commenced a complete retrofit of the heating and ventilation systems at NDSS in 2007.  This project’s contract was terminated in October 2008.  Superintendent Richard reported that in January 2010 the consultants were directed to develop tender construction specification documents to complete the remaining phases of the original retrofit project.

        Superintendent Richard stated that invitations to tender were forwarded to the Board’s Pre-Qualified Contractors and Pre-Qualified Mechanical Contractors (as a subcontractor to the General Contractor).  He indicated that tenders were received and opened on Tuesday, June 1, 2010 at 4:00 p.m. by the Tender Opening Committee consisting of Trustee Beavis, Manager Carson and Paul Dawson of Facility Services, Will Hiejmans of Colbourne & Kembel Architects Inc., and David Downey of Downey Engineering Inc.

        Superintendent Richard reported that this project was estimated by the consultants to cost $5.5 million, noting that the retrofit project will be funded from the Ministry of Education’s GPTL Capital program.

        MOVED BY Trustee Goodfellow, the Property/Operations Committee recommends to the Board, that the tender for the Mechanical Upgrading and Remediation Project at Napanee District Secondary School be awarded to H.R. Doornekamp Construction Ltd., in the amount of $5,115,000; it being the lowest bid received and meeting the specifications of the call for tender.–Carried

Administrative Procedure 551 (Facility Partnerships)

        Manager Toms advised that Administrative Procedure 551 (Facility Partnerships) is a new administrative procedure.  He indicated that the policy is governed by the Education Act and the Ministry of Education’s Facility Partnerships Guideline, which was released on February 11, 2010.

        Manager Toms indicated that in order to maximize the efficiency of operations, the Board will work with community partners to share facilities during school hours, from 7:00 a.m. to 6:00 p.m., Monday to Friday, in new and existing facilities.  He advised that where available space has been identified for partnership opportunities or co-build partnerships, the following principles will be the primary consideration when identifying suitable partnership opportunities:

1)      Partnerships will not compromise the health and safety of Limestone DSB students and staff;
2)      Partnerships will improve services and supports available to the students and community in which the school is located;
3)      Partnerships will reduce facility operating costs for school boards and government;
4)      Partnerships will maximize the use of public infrastructure through increased flexibility and utilization;
5)      Partnerships will strengthen relationships between the Board and community partners and the public;
6)      Operation and maintenance of the space will be carried out by the Board on a cost recovery basis to the partner.

        Manager Toms stated that we want to get a message out about potential opportunities for partnership to the community for them to start to consider.  He said that the Board does not have to have a funding source to solicit partners for co-building opportunities.  He said that the Board encourages community partners to provide notification to the Board when they have proposals or plans to build their own new facilities.  He said that co-build opportunities with eligible partners will be evaluated on a case-by-case basis.

        Manager Toms advised that the Superintendent of Business Services shall undertake an analysis of all schools to determine whether there are factors that indicate that a school is suitable for a partnership opportunity.  The analysis should include, but is not limited to an assessment of short and long term enrolment projections, school capacities, school facility conditions, and existing uses in the facilities.  He indicated that the factors to be considered in the analyses of suitable facilities are as follows, but not limited to:

a)      Projected 200 or more excess pupil places for at least five years from the start of the partnership;
b)      60% or less school utilization (based on Ministry OTG capacity) for at least five years from the start of the partnership;
c)      Ability to identify and create a distinct and contiguous space within the facility, separate from the students;
d)      Facility is not located within an area identified for Program and Accommodation Review, subject to Board Policy 15, within five years from the time the space is identified as available;
e)      Space is not required for Board programming or other uses;
f)      Appropriate access to the space;
g)      Parking availability;
h)      Site use restrictions;
i)      Zoning restrictions;
j)      Other criteria as appropriate.

        Manager Toms reported that in January of each year, the Planning Department shall undertake a review of all schools on the basis of the above-mentioned factors and prepare analyses for th Superintendent of Business Services.  The Superintendent of Business Services will consult and determine whether there are other internal Board uses for the under-utilized space.  The Board’s Long Term Plan will be considered in the analyses.  The Planning Department’s analyses will identify which schools may be suitable for partnership opportunities with the Board’s eligible community partners.

        Manager Toms reviewed the Notification Process as outlined in Section 2.0.0 of Administrative Procedure 551 (Facility Partnerships).  He advised that the notification list will consist of the following entities:

•     Co-terminus School Boards
•     Local Municipalities within the Board’s jurisdiction
•     Local colleges and universities
•     Provincial Government
•     Federal Government
•     United Way
•     Existing Child Care Operators
•     Other entities as requested

        Manager Toms advised that the Board will hold a public meeting once a year to discuss potential facility partnership opportunities with the community.  The board will notify entities on the notification list about this public meeting, by e-mail, as well as post information regarding this meeting on the Board website.  He indicated that those that are interested in being on the Notification List or interested in partnering with the Board to use existing space within a school or co-building are encouraged to contact the Board’s Community Outreach Coordinator directly rather than waiting for the annual public meeting to present their ideas.  Contact information will be posted on the Board’s website and provided through any advertisements.

        Manager Toms reviewed the Partner Selection Criteria, as outlined in Section 4.1.0.  He stated that the partnership must:

•     respect the values of the Board;
•     protect the health and safety of students and staff;
•     not compromise the student achievement strategy of the Board
•     be appropriate for the school/Board setting;
•     not interfere with school/Board operations and activities;
•     not be a competing educational interest to the Board;
•     exist on a cost-recovery basis to the Board.

        Manager Toms advised that the partner must:

•     provide financial statements showing financial viability of their organization;
•     agree to operate in accordance with all Board policies and administrative procedures;
•     be willing to enter into a lease, license, or joint-use/partnership agreement; and,
•     agree that all staff working within the school complete a criminal background check.

        Manager Tom advised that preference will be given to partners requesting less than 5,000 square feet of space, and to partnerships that support student achievement.  He further advised that the Superintendent of Business Services will prepare a report to Executive Council summarizing partnership applications, evaluation, and recommendation for partnership, if any.

        Manager Toms reviewed Section 5.1.0, Cost Recovery, as well as Section 5.2.0, Agreement.

        Manager Toms stated that the Application of Interest for Partnerships in Existing Space/Questionnaire will be included in the Forms section of the Board’s Policy and Procedures Manual.

        In response to a question from Trustee Jackson regarding the United Way being listed as an entity in the Notification Process, Superintendent Richard stated that in listing the United Way it appears that the Board is giving preferential treatment to a particular organization.  He said that he would review the Ministry guideline to see if they indicate that the United Way specifically is to be listed.  He said that if they do not mandate this, then we can make a change to the entities being listed.  

        Manager Toms reported that he will be sending letters to those listed in the Notification Process this week, advising them that there are potential partnership opportunities with the Board.

        The Property/Operations Committee received Administrative Procedure 551 (Facility Partnerships).

Department Updates

ITS Department

        There was no ITS update.

Tri-Board Student Transportation Services

        There was no Tri-Board Student Transportation Services update.

Facility Services

        Manager Carson advised that Facility Services has to complete 11 or 12 significant capital projects this summer and that presently it appears that it will virtually impossible to do so given the current staffing complement in Facility Services.  He indicated that his staff do not have the time to produce detailed design specifications and complete a full tendering process for all of the projects in question.  However, Facility Services could provide a much condensed specification document and solicit formal quotations from the Board’s approved list of pre-qualified contractors.  He said that in shortening the Board’s tendering process for the work that needs to be done this summer, the Board’s Administrative Procedure 515 (Purchasing Procedures) would have to be set aside in order to do so.

        MOVED BY Trustee Chadwick, the Property/Operations Committee recommends to the Board, that Administrative Procedure 515 (Purchasing Procedures) be set aside in order that Facility Services can complete the significant capital projects that need to be completed during the 2010 summer period, it being understood that formal quotations will still be obtained from the Board’s list of approved  pre-qualified vendors.–Carried

        Manager Carson reported that another eight schools in the Limestone District School Board have received Eco-Schools certification, noting that some of the schools achieves gold status.
        Chair French thanked Manager Carson for providing a Facility Services update.

Private Session

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

Public Session

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

Other Business

        Chair French wished Manager Carson well in his retirement, thanking him for his work over the years.  She, on behalf of her fellow Trustees, extended sincere appreciation to him for his contributions to the Limestone District School Board.

        Manager Carson thanked Trustee French for her comments.

Next Meeting Date

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


        MOVED BY Trustee Goodfellow, that the meeting adjourn at 8:15 p.m.–Carried


Personnel Item

        Superintendent Richard provided an update on a personnel issue.

Public Session

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

Update Re: NDSS Retrofit Project

        Superintendent Richard provided an update with regard to the retrofit project at Napanee District Secondary School.

        Chair French withdrew from the chair.  Trustee Chadwick assumed the Chair.

        Trustee French commented on the situation.

        Trustee Chadwick withdrew from the chair, and Trustee French resumed the chair.

Public Session

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