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February 7, 2011 - Property Operations Minutes
Property/Operations Committee
February 7, 2011

A meeting of the Property/Operations Committee was held in the Board Room at the Limestone Education Centre, 220 Portsmouth Avenue, Kingston, ON, on Monday, February~7, 2011, at 5:30~p.m.
Present Trustees:
A. Goodfellow, Chair
G. Beavis
H. Brown
E. Crawford
D. Jackson
S. Ruttan
Present Staff:
D. Fowler, Manager of Facility Services
D. Kirkpatrick, Recording Secretary
P. Lynch, Manager of Financial Services
R. Richard, Superintendent of Business Services
W. Toms, Manager, ITS and Planning Officer
S. Wowk, CEO, Tri-Board Student Transportation Services
        Chair Goodfellow called the meeting to order, welcoming those present to the meeting.  She advised that regrets were received from Trustees Chadwick and French.

Approval of Agenda

        Chair Goodfellow advised that an additional item, Building Construction Internship Program – Barr Homes (2024162 Ontario Ltd.) is to be added to the agenda in Public Session, and that two updates are to be added to the agenda in Private Session.

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

RFP for Architectural Services for New K-12 School Building in Sharbot Lake

        Manager Lynch reported on the results of the request for proposals for architectural services for a new K-12 school building in Sharbot Lake.  He indicated that the Board had received approval from the Ministry of Education to design and build a new K-12 school located in Sharbot Lake, and as such, issued a request for proposals from qualified architectural firms.

        Manager Lynch advised that responses to the RFP were received and opened in public on Monday, November 15, 2010 at 12 noon, with Trustee Beavis in attendance.  He further advised that the qualifying responses were evaluated based on experience and abilities, as they relate to the Board’s requirements, as well as their fee proposal.  The evaluation process was separated into three sections, as follows: qualifications, presentation and fees.  The three sections were evaluated and scored separately, with the final score being the total of the three sections.

        Manager Lynch stated that first the written responses to the request for proposals were evaluated.  Written responses detailed the architects’ qualifications, experiences, resources and capacity to provide their services, as they related to the Board’s requirements.  

        Manager Lynch said that secondly, the short-listed firms attended a site visit on December 14, 2010.  On January 10, 2011, the short-listed firms made formal presentations to the Evaluation Committee and answered interview questions.  The presentation allowed the firms to specifically demonstrate their understanding of the Board’s requirements and approach to the design and building of the new school, as well as their ability to work with key stakeholders in a positive manner.

        Manager Lynch advised that lastly, the proposed fees were scored.  The proposed fee is a percentage of the cost of construction.  The proposed fee schedules of all architects were submitted in separate sealed envelopes, as part of the proposal submission.  At the conclusion of the evaluation of the presentation, the fee schedules of the short-listed architects were opened.  Fee schedules for all other architects were returned unopened.

        Manager Lynch reported that the firm earning the highest total score was +VG~Architects in association with Shoalts & Zaback Architects Ltd.  In addition to obtaining the highest total score for their proposal, +VG Architects in association with Shoalts & Zaback Architects Ltd. provided the Board with the lowest fee.  Manager Lynch said that the Evaluation Committee unanimously supported a recommendation for +VG Architects in association with Shoalts & Zaback Architects Ltd., for award of architectural services for the design and build of a new K-12 school in Sharbot Lake.

        MOVED BY Trustee Brown, the Property/Operations Committee recommends to the Board, that the contract for architectural services for a new K-12 school building in Sharbot Lake be awarded to +VG Architects in association with Shoalts & Zaback Architects Ltd.–Carried

Ten-Year Capital Spending Plan

        Superintendent Richard provided an update with regard to the Board’s Ten-Year Capital Spending Plan, indicating that Trustees were last updated at the Strategic Planning Session in August 2010.

        Superintendent Richard reported that about four years ago, the Board hired a firm to do a third party consultation with regard to school accommodation.  He indicated that the process the LDSB put into place was that we used Program and Accommodation Review Committees (PARC) for our accommodation review.  He advised that the PARCs did the work so that the Board could make informed decisions.  He further advised that this was tied in with the Five-Year Strategic Plan.  He commented that the Board will review most of/all of its facilities in the future.

        Superintendent Richard reported that the Board has completed three accommodation reviews and the fourth one is nearing completion.  He said that we also looked at our Good Places to Learn funding and green initiatives funding, noting that all of these flow through to the Ten-Year Capital Spending Plan, which the Board approved in the fall of 2010.  He said that the amount totals more than $20 million this year, and that this amount is significant partly due to the fact that the commencement of construction of the new schools is included.

        Superintendent Richard commented that our process started four years ago and it is working very well.

Renewal of Gould Lake Lease

        Manager Toms advised that the Limestone District School Board has leased the Gould Lake Outdoor Centre from the Cataraqui Region Conservation Authority for quite some time.

        Manager Toms reviewed the benefits of leasing the Gould Lake Outdoor Centre from an educational program perspective.

        Manager Toms reported that the current lease was signed in September 2003, and it is scheduled to expire on August 31, 2011.  There is an option for the Board to renew this lease under the same terms and conditions for a period of another five years.  Manager Toms indicated that the Board has the option to terminate the agreement at any time by giving 60 days notice in writing.

        Manager Toms advised that the annual rent payable is based on initial rent of $18,727.20 in 2003, with annual increased based on the Consumer Price Index for the Province of Ontario from July of the previous year to July of the current year, as published by Statistics Canada.  The payments are made in three equal instalments on December 31st, April 30th and August 31st of each year.

        Manager Toms stated that the registered owner of the Gould Lake Conservation Area is the Cataraqui Region Conservation Authority.  Gould Lake Conservation Area is located in the Township of South Frontenac and includes a converted Dairy Barn.

        Manager Toms reported that the current lease rate for the 2010-2011 school year is $21,630.69 (three equal payments of $7,210.23).

        MOVED BY Trustee Beavis , the Property/Operations Committee recommends to the Board, that the lease with Cataraqui Region Conservation Authority for the Gould Lake Outdoor Education Centre be renewed for an additional five-year term, under the existing terms and conditions.–Carried

Building Construction Internship Program – Barr Homes (2024162 Ontario Ltd.)

        Superintendent Richard advised that a request from Q.E.C.V.I. and Barr Homes to participate in a Building Construction Internship Program (BCIP) at Q.E.C.V.I. was received.  He stated that the Q.E.C.V.I. BCIP program wishes to participate in a Home Building Project for a single family residence, in partnership with Barr Homes, during the second semester of the 2010-2011 school year.  He said that the program gives students an opportunity to work on the construction of a new house.

        Superintendent Richard stated that Barr Homes owns the property and the new homes will be enrolled under the Tarion Warranty Program.  The Limestone District School Board, through the Q.E.C.V.I. BCIP program, acts as subcontractor in assisting with the completion of the project.

        Superintendent Richard stated that all materials required to complete the construction of the building shall be provided by Barr Homes.  All work is to be completed to the standards required by Barr Homes.  If the house is not completed by June 24, 2011, Barr Homes agrees to complete construction.

        Superintendent Richard stated that the Q.E.C.V.I. BCIP program is a long-standing program with an outstanding record of success.  He further stated that Barr Homes is not asking for a mortgage from the Board, and as such, there is no direct financial liability to the Board of participating in the project.

        MOVED BY Trustee Jackson, the Property/Operations Committee recommends to the board, that the Board enter into an agreement with Barr Homes for the construction of a single family residence on Lot 16 (Phase 3), Islandview Drive, Amherstview, to be completed by June~24, 2011 by the Q.E.C.V.I. Building Construction Internship Program.–Carried

Request for Tenders for Supply and Delivery of Fine Paper

        Manager Lynch advised that the Limestone District School Board cooperatively purchases fine paper, as part of the St. Lawrence Seaway Purchasing Co-operative.  The Board is the lead agency for this commodity, and therefore, was responsible for issuing the tender.  The Co-operative as a whole purchases approximately $800,000 worth of fine paper annually, and the Board’s portion of this total is approximately 20%.

        Manager Lynch said that the Co-operative requested unit pricing for fifteen paper items based on estimated volumes that were provided to the bidders, as part of the tender document.  Paper items include 8 ½ x 11 white as well as legal and ledger sizes, three hole punched and various colours.  The specifications required that papers be certified by the Forest Stewardship Council, Sustainable Forestry Initiative, Ecologo or Canadian Standards Association.  The term of the contract is for one year with the option for two additional one year renewals at the Board’s discretion.

        Manager Lynch advised that in accordance with section 6.2.1 of Administrative Procedure 515 (Purchasing Procedures), the tender for the supply and delivery of fine paper was awarded to Spicers, this being the lowest bid received and the tendered amount being within the funding allocation provided in the budget.

        The above-noted information was received.

Department Updates

ITS Department

        Manager Toms advised that ITS has begun reviewing various infrastructure needs, noting that it is time to update the Project Connect project, which first began about 14 years ago.  He said that there will be some pilot projects to develop the full roll-out plan over the next 12 to 18 months.

        Manager Toms indicated that ITS staff are continuing to work on developing ITS’ Strategic Plan.  He stated that a reinstatement of funding for technology has been included in their budget.  He said that ITS is in the consultation process for their Strategic Plan, noting that the consultation with students has been completed.  He said that the feedback received from the students was excellent.  He said that the next phase will be the consultation with staff, asking them what they think technology for the 21st Century in the classroom should look like.  He said that the consultation with staff will be held on February 16-17, noting that there will be one group of elementary staff and one group of secondary staff.

        Manager Toms stated that he is working with his colleagues from the Algonquin and Lakeshore Catholic District School Board and the Hastings-Prince Edward District School Board  to develop a Request for Proposal for Technology for the next three to five years.  He said that he will provide updates about the RFP, as they move through the process.

        Chair Goodfellow thanked Manager Toms for providing the above-noted ITS update.

Tri-Board Student Transportation Services

        Mr. Wowk commented on the February 2, 2011 snow day.  He advised that one day, because of the cold weather, Tri-Board had to use 65 spare buses.  He said that there were six routes they could not cover that day because they could not get all of the buses started.

        Mr. Wowk commented on the increased cost for diesel fuel.

        Mr. Wowk reported that on the February 3rd PA Day, Tri-board did a RFP Operator Workshop, which was well received and very informative.  He indicated that Tri-Board will present another RFP Operator Workshop in the future.

        Mr. Wowk advised that the Automated Vehicle Locator system is about 99% completed, commenting on the additional savings this system has provided.  He also commented on the Key Performance Indicators, that measures the performance of the consortia.  He reported that they are now looking at the capacity rate.
        Chair Goodfellow thanked Mr. Wowk for providing the above-noted information.

Facility Services

        Manager Fowler provided updates on several projects.  He reported that the design stage for the new schools in Kingston East and Greater Napanee are 90% completed.  He further reported that the design for the Sydenham High School addition is almost completed, noting that we hope to finalize the design later this month, and that the project will go to tender in early March.

        Manager Fowler advised that the meeting concerning the Bath Public School renovations was well attended.  He said that it was a public meeting to welcome the Sandhurst Public School students to the school.  He said that the architect (Colbourne and Kembel), that is in charge of the Bath Public School renovation, gave a presentation on the new design.  He indicated that a geothermal heating system will be installed at the school.  Manager Fowler reported that four portables have arrived at Bath Public School, and they are in place for the construction of the project.  He said that the students in the construction areas will move to the portables.  He remarked that the geothermal unit portion of the project has gone out to tender.  He said that the tender for the complete renovation will be issued in early March.

        Manager Fowler commented on the three other energy renewable projects – a geothermal project at Perth Road Public School, and the solar voltaic projects at Lancaster Drive Public School and Ernestown Secondary School.

        Manager Fowler commented on the QECVI accessibility project, noting that the elevator should be ready for operation this Friday or early next week.

        In response to a question from Chair Goodfellow, Manager Fowler reported that there have been some complications with regard to the biomass project at North Addington Education Centre.  He said that they hope to have the final connection of the system in March.

        Chair Goodfellow thanked Manager Fowler for providing the above-noted information.
Private Session

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

Public Session

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

Next Meeting Date

        The next meeting of the Property/Operations Committee is scheduled for Wednesday, February 23, 2011, at 5:30 p.m., at the Limestone Education Centre, 200 Portsmouth Avenue, Kingston.


        MOVED BY Trustee Ruttan, that the meeting adjourn at 6:30 p.m.–Carried


Limestone Education Centre Addition     

        In response to a question from Trustee Beavis, Superintendent Richard provided an update with regard to the addition at the Limestone Education Centre, 220 Portsmouth Avenue, Kingston.  There is no action contemplated at this time.

Capital Asset Liability Owing to Coterminous French-Language Public School Board

        Superintendent Richard referred to the motion that was passed at the January 12, 2011 regarding the capital asset liability owing to our coterminous French-Language Public School Board, and provided an update on this matter.

Lease of Space at the LC-LEC to the French-Language Public School Board

        Superintendent Richard provided an update with regard to the lease of space at the LC-LEC to the French-Language Public School Board.

Public Session

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