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November 23, 2011 - Property Operations Minutes
Property/Operations Committee
November 23, 2011

        A meeting of the Property/Operations Committee was held in the Board Room at the Limestone Education Centre, 220 Portsmouth Avenue, Kingston, on Wednesday, November 23, 2011, at 5:30~p.m.     
Present Trustees:
A. Goodfellow, Chair
G. Beavis
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.   

Approval of Agenda

        Trustee Jackson indicated that he would provide a brief report regarding the Sustainable Kingston Open House he had attended earlier today, under the Other Business section of the agenda.

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

Building Construction Internship Program

        Superintendent Richard reviewed an administrative report with regard to 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.

        Superintendent Richard advised 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 2011-2012 school year.  The single family residence will be constructed on Lot 3, MaDougall Drive, Amherstview.

        Superintendent Richard reported that Barr Homes owns the property and the new home 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.  All materials required to complete the construction of the building shall be provided by Barr Homes.  If the house is not completed by June 22, 2012, Barr Homes agrees to complete construction.

        Superintendent Richard indicated that the Q.E.C.V.I. BCIP program is a long-standing program with an outstanding record of success, which provides our students with hands-on experience in working on the construction of new residential houses.  This hands-on work experience complements the theory taught in the classroom.  He advised 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 Crawford, 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 3, McDougall Drive, Amherstview, to be completed by June 22, 2012 by the Q.E.C.V.I. Building Construction Internship Program.–Carried

Donation of the Flagpole from Sandhurst Public School

        Manager Fowler reviewed an administrative report with regard to the donation of the flagpole from Sandhurst Public School.  He advised that a student from the former Sandhurst Public School, who currently attends Bath Public School, had forwarded a letter to Marina Pinder, the former Principal of Sandhurst Public School, requesting that the flagpole at Sandhurst Public School be donated to the Dorland (local) volunteer Fire Department.  The student’s father is a volunteer firefighter for the Fire Department in Dorland.

        Manager Fowler stated that the letter states in part, “I feel that it’s respectful to have a flag at every station, and it would be nice to keep Sandhurst Public School alive in our community by having the pole stand proud at the Fire Hall for everyone to see.”

        Manager Fowler stated that since receiving the letter, he has had several telephone discussions with the mother of the student and has explained that approval from the Board would be required before the flagpole or any other item from Sandhurst Public School could be donated or disposed of.

        Manager Fowler reported that the flagpole is presently mounted on a concrete base at the front of the school and is no longer in use.  Only the metal portion of the pole would be donated, as the Fire Department has agreed to install a concrete base on their own site at their cost.  He advised that the Board has approved the disposal of Sandhurst Public School, once the retrofit work at Bath Public School has been completed.  He said that the flagpole at Sandhurst Public School does not add any significant value to the property value of the school and the disposal of the flagpole will not in any way reduce the value of the existing property.

        MOVED BY Trustee French, the Property/Operations Committee recommends to the Board, that the Board approve to donate the flagpole currently located at Sandhurst Public School to the Dorland Fire Department, subject to the Dorland Fire Department signing an appropriate waiver of liability; and further; that an appropriate plaque honouring the history of the flagpole’s location at Sandhurst Public School be produced and included with the installation of the flagpole at the Dorland Fire Hall site; and further; that a letter be forwarded to the student, thanking him for his thoughtful suggestion.

        In response to a question from Trustee French, Superintendent Richard stated that before any item from a school was approved for donation, the item would first be offered to the school where the students from that school would be attending.  Then, for any other materials that school did not want, which would be of value to another school within the district, then the first school that responds for them, would get them.  He stated that once the Bath Public School project is completed, staff would bring a report around the disposal of items from Sandhurst Public School.

The original motion was called and Carried.

Department Updates

Information Technology Services

        Manager Toms provided an ITS update, as follows:

Five-Year Plan Implementation

        Our WAN upgrades have begun; we are moving wireless sites to higher bandwidth, including plans for 100mb to North Addington Education Centre in the near future.

        Ernestown Secondary School is now connected at 1GB to the Board office, and will begin to provide file and print services to their family of schools in the near future.

        Our connection to the Internet is now improved from 100 mb to 1 GB for ORION and 600~mb to the Internet.  We are now sharing with Algonquin and Lakeshore Catholic DSB (since November 14th) and Hastings-Prince Edward DSB is making their plans to transition to this service in the near future.  This sharing will allow us to look at future sharing opportunities such as BCP/DR.

Additional Funding Updates

        We have begun the planning for special funding allocations to support Wireless/AD rollout to schools, planning the lab replacement in secondary schools, personal device projects and Special Education Program computer refresh.

City of Kingston Mapping Services

        ITS and Facility Services staff met with the City of Kingston regarding their mapping services.  There is the potential to utilize their mapping services to store or secure data and overlay on Kingston maps.  Challenges are there for areas outside the City, but we are looking at how that can be addressed in the future, and how we can effectively use this service.
        Chair Goodfellow thanked Manager Toms for providing the above-noted information.

Tri-Board Student Transportation Services

        Mr. Wowk commented on the weather conditions this morning, noting that there were late buses.

        Mr. Wowk advised of the Purple Band Program, which is a safety initiative that Tri-Board Student Transportation Services put forward for the three school boards in its area.  He reported that a safety brochure was sent home to parents, outlining the Purple Band Program.  He said that if a student has a purple band on his/her knapsack, then the driver will ensure that a parent is at the stop to pickup the child.  He said that because of this program, this year they have had to deal with only two situations, and in those cases, the child did not have the purple band on their knapsacks.

        Mr. Wowk commented on the price of fuel, noting that Tri-Board Student Transportation Services’ fuel costs have stabilized.

        Mr. Wowk reported that Tri-Board Student Transportation Services would like to have a completion date for the new schools that are being constructed so that they can do their route optimizations to ensure that the transportation costs are as low as they can be.
        Chair Goodfellow thanked Mr. Wowk for providing the above-noted information.

Facility Services
        Manager Fowler advised that the City of Kingston has approved the Green Bin pilot project at Lancaster Drive Public School, which will start in January.  He indicated that Lancaster Drive Public School students and staff had written letters to the City of Kingston requesting that schools be provided with green bins for their organic waste, and that the City then pickup the waste in the bins.

        Manager Fowler displayed pictures showing the progress of the construction of the new school in Greater Napanee, and the one in Kingston East.

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

Private Session

        MOVED BY Trustee Crawford, 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

Update re: Greater Napanee Pool Project

        Superintendent Richard reported that the Town of Greater Napanee does not own the pool where the Swim to Survive program is run, but it does contribute money towards the pool.  He said that as part of the Town’s long-term capital planning, they requested funding from the Federal Government for a new pilot facility; however, their request was not approved by the Federal Government.  He indicated that the Town passed a motion that they would no longer pay money for the upkeep of the pool that is privately owned.  Superintendent Richard advised that the Town approved a motion to build a splash pad facility.  He said that he is not sure at this point in time if the facility would be an indoor one or an outdoor one.

        Trustee French stated that this matter is of great concern to the community.  She reported that the Rotarians are providing funding for the refurbishing of the outdoor pool.  

Sustainable Kingston Open House

        Trustee Jackson advised that he had attended the Sustainable Kingston Open House early today, indicating that the Limestone District School Board showed very well, noting that the Board has quite a range of projects.
        Chair Goodfellow stated that this is the last meeting of the session ending November 30, 2011.  She thanked staff for their support over the past year.

Next Meeting Date

        The next meeting of the Property/Operations Committee is scheduled for Tuesday, January~24, 2012, at 5:30 p.m.  Superintendent Richard indicated that this date may change.  He suggested that the January meeting be held at Bath Public School.

        Trustee French requested that the February meeting be held at Napanee District Secondary School.

        MOVED BY Trustee Beavis, that the meeting adjourn at 7:25 p.m.–Carried


Property Title Issue – First Avenue Public School

        Manager Toms reviewed an administrative report with regard to the property title issue at First Avenue Public School.

        MOVED BY Trustee Beavis, the Property/Operations Committee recommends to the Board, that the small parcel of property in dispute be relinquished to the owners of the property at 435 Nelson Street in the City of Kingston, on the condition that they pay for all legal costs associated with the transfer of the property in question.–Carried

Disposition of Surplus Property – 3499 Woodburn Road (former Woodburn School)

        Manager Toms reviewed an administrative report regarding the disposition of surplus property located at 3499 Woodburn Road (former Woodburn School).

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

1.      That the Board cancel the lease with the City of Kingston for the Woodburn School site;

2.      That the Board hereby confirms that the Woodburn School site is not required for the purposes of the Board; and

3.      That the Board approve the sale of the former Woodburn School site in accordance with the Education Act and regulations, including but not limited to Ontario Regulation 444/98 – Disposition of Surplus Real Property.

Request from Chartwells to Amend Cafeteria Services Agreement

        Superintendent Richard reviewed an administrative report regarding a request from Chartwells to amend the Cafeteria Services Agreement.

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

1.      That the current commission rates on vending machine sales paid to the secondary schools and the Board remain as is for the 2011-2012 budget year; and

2.      That new commission rates from 4% to 6% on cafeteria sales to be paid to the secondary schools and the Board (maintaining current 2/3 and 1/3 split respectively) be negotiated with Chartwells for the 2011-2012 budget year.

Reserved School Site – Cataraqui North Planning Area

        Superintendent Richard provided an update with regard to a letter regarding the reserved school site in the Cataraqui North Subdivision.

Status of the Well Situation in Perth Road

        Manager Fowler provided an update on the status of the well situation in Perth Road.

RFP Process for School Bus Operators

        Mr. Wowk provided an update with regard to the RFP process for school bus operators.

Public Session

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