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October 26, 2011 - Property Operations Minutes
Property/Operations Committee
October 26, 2011

                A meeting of the Property/Operations Committee was held at the North Addington Education Centre, 14196 Highway 41, Cloyne, ON, on Wednesday, October 26, 2011, at 6:30~p.m.     
Present Trustees:
A. Goodfellow, Chair
H. Brown
H. Chadwick
E. Crawford
L. French
D. Jackson
S. Ruttan
Present Staff:
D. Fowler, Manager of Facility Services
J. Hendry, Energy/Environmental Technician
R. Richard, Superintendent of Business Services
A. Salmond, Principal, North Addington Education Centre
W. Toms, Manager, ITS and Planning Officer
D. Kirkpatrick, Recording Secretary     
                Chair Goodfellow called the meeting to order, welcoming those present to the meeting.   She reported that regrets were received from Trustee Beavis.

Approval of Agenda

        MOVED BY Trustee Jackson, that the agenda, as distributed, be approved.–Carried

Tour of NAEC Biomass Boiler System

        Principal Angela Salmond conducted a tour of the school.

        Joe Hendry, Energy/Environmental Technician, provided information about of the biomass boiler system at the North Addington Education Centre.  

        Manager Fowler advised that the LDSB received a SWITCH Sustainable Energy Award for sustainable energy innovation for installing a biomass boiler at the North Addington Education Centre under the Ministry of Education’s “Green Schools Pilot Initiative.”

        Chair Goodfellow thanked Ms. Salmond for conducting a tour of the school and Mr. Hendry for providing information about the biomass boiler system at the North Addington Education Centre.  She also thanked Principal Salmond for hosting the Property/Operations Committee meeting at the school this evening.

10-Year Forecast for Capital Projects

        Manager Fowler reviewed an administrative report outlining a list of the capital building projects planned for the ten-year period 2011-2021.  He advised that each year, the Board received a grant from the Ministry of Education for school renewal, which is to be used for the renewal and upgrades to the Board’s building facilities.  In addition, the Board has received special capital funding for the construction of new schools and additions to existing schools, as well as for projects in support of green initiatives.

        Manager Fowler reported that the 2011-2012 total grant for capital renewal (including top-up allocations) is $3.6 million.  The 2010-2011 grant amount was $3.7 million.  Manager Fowler advised that the grant allocation for the past several years has been approximately $3.7~million.  This flat lining of the funding level is due to three factors: 1) a significant decrease in the Board’s enrolment, 2) no change in the Board’s complement of building facilities and 3)~the Ministry of Education’s arbitrary adjustments to top-up allocations.  The result of this flat lined funding is that the Board’s funding has not kept pace with the inflationary increases of the Board’s real capital renewal needs.  Manager Fowler advised that the Board is receiving decreased funding each year, but our construction costs continue to increase.

        Manager Fowler reported that the Facility Services Department has developed a 10-year planning list of building renewal projects.  He said that this list was developed taking into account the ReCAPP data for all of the Board’s schools, as well as local priorities to ensure that educational program needs are supported to the greatest extent possible.  He indicated that although the Board is being asked to approve a ten-year planning list of projects, it is anticipated that the list will be updated each year to take into account new priorities and any unanticipated emergencies, which may arise.  He indicted that an updated list will be brought back to the Board for approval each year.

        MOVED BY Trustee Jackson, the Property/Operations Committee recommends to the Board, that the Board approve the 10-year planning list of Capital Renewal projects, as presented, for the period of September 2011 to August 2021.–Carried

Tender for Snow Plowing Services – 2011-2012 Winter Season

        Superintendent Richard advised that the following list of low tenders for snow plowing and sanding for the 2011-2012 winter season has been approved; these being the lowest tenders received, having met the requirements of the snow plowing specifications and taking into account the vendors’ equipment, as in accordance with Section 6.2.1. of Administrative Procedure 515 (Purchasing Procedures):


Plowing/Sanding – Lump Sum Per Season
Amherst Island P.S.
Noel McCormick
Amherstview P.S.
Hughes Construction & Landscaping

Bath P.S.
Pro-Stripe Traffic Lines
Bayridge P.S.
Say It Ain’t Snow Plowing
Cataraqui Woods E.S.
Asphalt Doctor
Centreville P.S.
Pro-Stripe Traffic Lines
Clarendon Central P.S.
William Card
Collins Bay P.S.
Asphalt Doctor
Elginburg P.S.
Jim Boles Maintenance
Enterprise P.S.
W & W Snow Removal
Fairfield E.S.
Asphalt Doctor
Glenburnie P.S.
Hughes Construction & Landscaping
Gould Lake Conservation Area
Phil Leonard Snowplowing & Sanding
Harrowsmith P.S.
Phil Leonard Snowplowing & Sanding
J.R. Henderson P.S.
Say It Ain’t Snow Plowing
Hinchinbrooke P.S.
Scott’s Snow Removal & Lawn Maintenance
W.J. Holsgrove P.S.
Wayne’s PMC
J.E. Horton P.S.
Robert Acton Trucking & Haulage
Joyceville P.S.
Robert Acton Trucking & Haulage
Lancaster Drive P.S.
Bayridge Lawns & Landscaping Inc.
Land O’Lakes P.S.
Scott’s Snowplowing & Grass Cutting
H.H. Langford P.S.
Pro-Stripe Traffic Lines
Lundy’s Lane P.S.
Robert Acton Trucking & Haulage
Marysville P.S.
Hulton Construction
Morven P.S.
Pro-Stripe Traffic Lines
Newburgh P.S.
Roots to Roof Landscape Construction
Perth Road P.S.
Percy Snider Snowplowing

Prince Charles P.S. (Verona)
Phil Leonard Snowplowing
The Prince Charles School (Napanee)
Pro-Stripe Traffic Lines
Sandhurst P.S.
Pro-Stripe Traffic Lines
Selby P.S.
Pro-Stripe Traffic Lines
Sharbot Lake P.S.
Scott’s Snow Removal & Lawn Maintenance
R.G. Sinclair P.S.
Say It Ain’t Snow Plowing
Storrington P.S.
Jim Boles Maintenance
Sydenham P.S.
Hughes Construction & Landscaping
Tamworth E.S.
Roots to Roof Landscape Construction
Truedell P.S.
Asphalt Doctor
Welborne Avenue P.S.
Say It Ain’t Snow Plowing
Westdale Park P.S.
Pro-Stripe Traffic Lines
Yarker F.S.
BG Marine
Bayridge S.S.
Hughes Construction & Landscaping
Ernestown S.S./Odessa P.S.
Pro-Stripe Traffic Lines
Frontenac S.S.
Asphalt Doctor
Bayridge Lawns & Landscaping Inc.
LaSalle S.S.
Hughes Construction &Landscaping
Napanee District S.S.
Pro-Stripe Traffic Lines
North Addington Education Centre
Scott’s Snowplowing & Grass Cutting
Hughes Construction & Landscaping
Sharbot Lake H.S.
Scott’s Snow Removal & Lawn Maintenance
Sydenham H.S./Loughborough P.S.
Hughes Construction & Landscaping

Napanee Adult Community Education Centre
Lawn Care Professionals

Department Updates

Information Technology Services

        Manager Toms provided an ITS update, as follows:

Five-Year Plan Implementation

        ITS has begun to implement its five-year plan in schools.  Delays due to construction/renovation projects have slowed the wireless implementation to date.  ITS has begun to enhance the wireless network at the existing pilot sites to provide complete coverage within schools.  Sydenham High School is now having cable drops run so that we can deploy complete coverage there next.

        Ernestown Secondary School will be the first school to deploy new server technology, along with Odessa Public School and Yarker Family School, to ensure the network will support the planned roll out.

        WAN upgrades have begun – moving wireless sites to higher bandwidth including plans for 100mb to North Addington Education Centre in the near future.  Connection to the internet is now improved from 100mb to 1GB for ORION and 600mb to the Internet.  This will be shared with the Algonquin and Lakeshore Catholic DSB and the Hastings-Prince Edward DSB, beginning in mid-November.

Board Motion Report

        ITS has met with two schools (one elementary and one secondary) to investigate the implementation of the Board motion related to personal devices and enhanced access to electronic resources.  Each of the schools is providing us with a proposal, which we will be presenting to Trustees.  The proposals appear to be very exciting on initial submission, and have interesting learning goals for both staff and students.  For ITS, the learning goals relate to its ability to manage, deploy and maintain tablet devices.
        Chair Goodfellow thanked Manager Toms for providing the above-noted information.

Tri-Board Student Transportation Services

        Superintendent Richard reported that Mr. Wowk, CEO of Tri-Board Student Transportation Services Inc., had sent his regrets for this evening’s meeting.

        Superintendent Richard advised that Mr. Wowk had reported that things are going well at Tri-Board Student Transportation Services, noting that the staff there are working on the Student Data Integrity system.  He said that currently Student Data Integrity is above  99% accuracy.  He indicated that subsequent to October 31st, Tri-Board staff will be starting route optimization reviews.
        Chair Goodfellow thanked Superintendent Richard for providing the above-noted information.

Facility Services
        Manager Fowler advised that the Ministry of Labour is conducting thorough inspections at secondary schools at this time, as a result of an accident that happened in the Ottawa Catholic District School Board, which resulted in the death of a student in a shop.  He said that they are looking at health and safety issues in classrooms.  He commented on the list of items found at Sydenham High School and the North Addington Education Centre, noting that these are being addressed.  He indicated that as our schools are being reviewed, we are addressing any issues found by the Ministry of Labour.

        Manager Fowler reported that we continue our water testing, noting that a high level of lead was found in the water at Sydenham High School.  He advised that the school is on bottled water.  He said that he believes the lead sediments may have been dislodged in some of the reconfigured piping associated with the new boiler installation project.  Manager Fowler reported that daily samples of the water at Sydenham High School are being tested.

        Manager Fowler provided an update on the renovation project at Bath Public School.

        Trustee Chadwick commented on the influx of students at Amherstview Public School, as a result of the Kingston West PARC movements, and said that she has heard that the playground at the school is under-serviced for the children.  Manager Fowler stated that he would investigate this matter to see what could be done.

        Manager Fowler advised that the construction of the new schools in Kingston East and Greater Napanee are proceeding well.

        In response to a question by Trustee Jackson, Manager Fowler stated that a tender for the new addition at Sydenham High School will be going out in the near future.

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, November 23, 2011, at 5:30 p.m., at the Education Centre, 220 Portsmouth Avenue, Kingston.

        MOVED BY Trustee Crawford, that the meeting adjourn at 8:25 p.m.–Carried


Dedicated School Site – Cataraqui North Planning Area

        Committee members reviewed a letter regarding the dedicated school site in the Cataraqui North Subdivision.

        MOVED BY Trustee Jackson, the Property/Operations Committee recommends to the Board, that the letter regarding the dedicated school site in the Cataraqui North Subdivision, to be signed by the Chair of the Board, be approved for distribution to those indicated in the letter.–Carried

Public Session

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