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January 30, 2012 - Property Operations Minutes
Property/Operations Committee
January 30, 2012

        A meeting of the Property/Operations Committee was held in the Board Room at the Limestone Education Centre, 220 Portsmouth Avenue, Kingston, on Monday, January 30, 2012, at 5:30 p.m. 
Present Trustees:
D. Jackson, Chair
G. Beavis
H. Chadwick
E. Crawford
A. Goodfellow
S. Ruttan
Present Staff:
E. Braidford, Manager of Financial Services
D. Fowler, Manager of Facility Services
D. Hendry, Sustainable Initiatives Coordinator
J. Hendry, Energy/Environmental Technician
R. Richard, Superintendent of Business Services
W. Toms, Manager, ITS and Planning Officer
S. Wowk, CEO, Tri-Board Student Transportation Services
D. Kirkpatrick, Recording Secretary     
        Chair Jackson called the meeting to order, welcoming those present to the meeting.  He reported that regrets were received from Trustees Brown and French.

Approval of Agenda

        Trustee Beavis indicated that he would like to ask a question of staff, under the Other Business section of the agenda.

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

Update Re: Environmental/Energy Management Initiatives

        Manager Fowler introduced Dan Hendry, Sustainable Initiatives Coordinator, and Joe Hendry, Energy/Environmental Technician, noting that Dan Hendry would present information around curriculum and what the Board is doing with respect to environmental sustainability and Joe Hendry would speak to the Facility Services projects and how we are sharing that information in the schools.

        Dan Hendry indicated that he and Joe Hendry would provide  information about the LDSB Sustainable Living Project, noting that they would review the following areas:

1.      Fall 2011
2.      Waste Systems (Recycling, Organics and Battery)
3.      EcoSchools
4.      Photovoltaic systems, Water Bottle Filling Stations
5.      Monitoring and Control (Earth Hour, LimeTV)
6.      Energy Auditing

        Dan Hendry provided the following information:

Fall 2011
•     Environmental/Sustainability Contact List
•     EcoSchools Sustainable Initiatives Discussion Board on First Class
•     Created Recycling Signage for our schools
•     Jeremy Rifkin (an international energy expert) – 30 tickets for staff and students (September 29th)
•     County of Frontenac ISC (Integrated Sustainability Community) Workshop (October 5th)
•     Held a staff event to present and bring together our Environmental Sustainability Contacts – over 45 people representing over 50% of our schools (October 18th)

School Presentations

•     October 4th – Bayridge SS
•     October 12th – Prince Charles PS, Grades 4,5,6
•     October 13th – Challenge for Change
•     October 20th – St. Tomas More (Algonquin and Lakeshore Catholic DSB)

Waste Systems

School                                                  Waste Generated                         Recycling Generated     
                (Annual Average) Kilograms              (Annual Average) Kilograms

Elementary (5 school average)                           9,344                                                   770
Secondary (5 school average)                            60,730                                                  6,957

Recycling Systems

        Dan Hendry provided information regarding the recycling systems at W.J. Holsgrove Public School and Collins Bay Public School, and the Organics Pilot (Green Bin Pilot) at Lancaster Drive Public School.

Battery Recycling Program

•     Researching the possibility of a battery recycling program
•     Raw Materials Company Inc. (RMC) is a reputable company the City of Kingston and other schools boards use for a free battery recycling program

        Joe Hendry reviewed information about the Ontario Eco-Schools Programs, as follows:

•     Limestone DSB has been participating in the EcoSchools Program since 2005
•     We had our first schools certify in the 2008-2009 school year (four schools in total)
•     In the 2009-2010 school year, we had 8 school certify
•     In the 2010-2011 school year, we had 5 schools become certified
•     In 2011-2012 school year, we hope to have over 10 schools become certified

        Mr. Hendry stated that to help with the EcoSchools application process, the Board has developed a Waste Audit Kit.

        Mr. Hendry reported that in the summer of 2011, two photovoltaic systems were installed, one at Ernestown Secondary School and one at Lancaster Drive Public School.  He advised that these projects were funded through the Ministry of Education’s Renewable Energy program.  He said that with these new systems on line, the Board has a total fo 38 Kilo-Watts of photovoltaic capacity installed at a total of six sites (Winston Churchill Public School, Central Public School, LaSalle Secondary School, Ernestown Secondary School, Lancaster Drive Public School and the Education Centre).

        Joe Hendry reported that Facility Services has installed 16 water bottle filling stations, and he advised that reusable water bottles have been provided to all Facility Services staff

        Mr. Hendry provided the following information:

Monitoring and Control

•     Utility Consumption Database
•     Building Automation Systems
•     Measure and verify energy savings after a new system has been installed

        Mr. Hendry reported that by participating in Earth Hour, students at Odessa Public School cut the school’s electricity consumption by 66% on that day.

Lime TV

•     Lime TV is a Board initiative that communicates various environmental projects to Limestone staff, students and the community.
•     A television screen has been installed at the Limestone Education Centre to showcase these projects.
•     Lime TV is being installed at seven different schools (Bath Public School, Ernestown Secondary School, LaSalle Secondary School, Bayridge Secondary School, Lancaster Drive Public School, Loughborough Public School, École Polson Park Public School) as part of a pilot project.

        Joe Hendry provided a Biomass Boiler update.
        Mr. Hendry provided the following information regarding energy auditing:

•     A partnership between St. Lawrence College and the Limestone DSB was created in 2007-08.
•     St. Lawrence College students in the Energy Systems Engineering Technologist program learn how to perform energy audits on Limestone schools.

        Chair Jackson thanked Messrs. Hendry and Hendry for providing the above-noted information.

Final Approval of School Design for New K-12 School in Sharbot Lake

        Superintendent Richard stated that staff presented to the Property/Operations Committee in September 2011, the preliminary school design for the new K-2 school in Sharbot Lake and the Board approved the preliminary design in October 2011.   He said that over the last few months, the architect, in conjunction with Facility Services staff, has made a few changes to the design.

        Manager Fowler reviewed the school design for the new K-12 school in Sharbot Lake, noting the revisions and reported that all of the components of the original design are still there.

        Trustee Chadwick expressed concern about only one toilet being on the first floor to serve students in the computer lab, Family Studies room, wood shop and auto shop.  Manager Fowler stated that he would investigate this matter.

        Trustee Goodfellow asked that in the planning of construction in any new buildings, if there are plans to have photovoltaic systems installed.  Manager Fowler indicated that no funding is being provided for photovoltaic systems in any new construction.

        MOVED BY Trustee Goodfellow, the Property/Operations Committee recommends to the Board, that the school design for the new K-12 school in Sharbot Lake be approved, pending the washroom aspects of the design being investigated.–Carried

Request for Proposal, Commissioning of New School Projects

        Manager Fowler reported on the results of the Request for Proposal for a firm to provide commissioning services for the new Kingston East and Greater Napanee elementary schools, and the new Sharbot Lake K-12 school.

        Manager Fowler stated that as Trustees know, the Limestone DSB is in the process of designing and building new schools in Kingston East, Greater Napanee and Sharbot Lake.  He advised that commissioning is the review and testing of mechanical and electrical components of a new building.  He said that the Board issued a Request for Proposal to acquire the services of an independent third party, referred to as a commissioning agent, for the commissioning of the new schools.  The commissioning agent will confirm to the Board that both the design and construction of the building meets the expectations of the Board, as designed by the architect and constructed by the contractor.

        Manager Fowler stated that responses to the RFP were received and opened in public on November 2, 2011, at 2:00 p.m., with Trustee Goodfellow in attendance to witness the opening of proposals.  He reported that six proposals were received, and one of the proposals included a self-declared conflict of interest, whereby that proponent advised the Board that it is a wholly owned subsidiary of the mechanical and electrical design engineers of record for all three schools.  Manager Fowler advised that this proponent was not evaluated because of the conflict of interest in order to ensure the integrity of both the competitive bid process and the commissioning process.  He said that the remaining five proponents met the mandatory submission requirements for evaluation.  He indicated that the qualifying responses were evaluated based on experience and abilities, as they relate to the Board’s requirements, as well as fees.
Request for Proposal, Commissioning of New School Projects (continued)

        Manager Fowler reported that HRCx Building Services was awarded the Request for Proposal for the commissioning of the new elementary schools in Kingston East and Greater Napanee, and the new K-12 school in Sharbot Lake, in accordance with LDSB Administrative Procedure 515 (Purchasing), Section 6.2.1.  He noted  that the bid met the specifications of the Request for Proposal, and the proposed fee was within 10% of the budgeted amount.

Department Updates

Information Technology Services

        Manager Toms provided an ITS update, as follows:

WAN Improvements:

Our connection to the internet is now being shared with the Algonquin and Lakeshore Catholic District School Board (since November 14, 2011) and the Hastings-Prince Edward DSB (early December).  Utilization sits at about 60% (400 mb) of the Internet Traffic and 20% (200 mb) of the Orion Traffic.  Hoping to shift more to Orion as they provide more peered sites.

Personal Device Pilot:

We have ordered and installed the devices for the personal device projects at Lord Strathcona Public School and QECVI.  We will be visiting schools in February to observe students using the device, and to speak with teachers about the effectiveness in the short term.

Software Use:

We are working with Human Resources and Facility Services to improve the use of PD Place for management/documentation related to staff professional development.  We are working with the Program Team to look at new software from a Microsoft partner that will facilitate video recording/assessment of student work.

        Chair Jackson thanked Manager Toms for providing the above-noted information.

Tri-Board Student Transportation Services

        Mr. Wowk provided information about Tri-Board’s e-mail notification system, noting that hopefully they will have improved notification capability over the next week.

        Mr. Wowk indicated that the GPS system works well, but that there is a glitch as the system slows down when there are 42 million pieces of data received at one time.  He said that they are investigating to see how this situation can be corrected.

        Mr. Wowk provided comments on the fluctuation of diesel fuel rates.

        Mr. Wowk reported that the Minister’s Task Force on Transportation Consortia has completed its work, and we are now awaiting the Minister’s report regarding this matter.

        Chair Jackson thanked Mr. Wowk for providing the above-noted information.

Facility Services
        Manager Fowler provided an update on new school construction, indicating that we are on target for completion in July and for occupation in August.  He said that he is arranging for media visits within the next few weeks, indicating that Trustees are welcome to tour the sites.  He asked that Trustees wishing to tour a site to please contact him so that he could coordinate the visit.

        Manager Fowler reported that school playgrounds are icy, and the reason that they do not salt/sand playgrounds is because of the toxic components of salt/sand.  He said that staff do salt/sand the places where students/staff walk.

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

Other Business

        In response to a question from Trustee Beavis regarding the possible renovation of the Education Centre, Superintendent Richard stated that the previous Board had dealt with this matter prior to the election, and its decision was to defer renovation of the Education Centre.  He said that the matter of the Education Centre being renovated would have to be brought before the current Board to review.  Superintendent Richard indicated that staff are looking at options at this time.  He said that this matter would be brought to a future Property/Operations Committee meeting.

Private Session

        MOVED BY Trustee Goodfellow, 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 22, 2012, at 5:30 p.m., at Bath Public School.

        MOVED BY Trustee Goodfellow, that the meeting adjourn at 7:55 p.m.–Carried


Request for Approval to Tender for New K-12 School in Sharbot Lake

        Committee members reviewed an administrative report regarding a request for approval to tender for the new K-12 school building in Sharbot Lake.

        MOVED BY Trustee Goodfellow, the Property/Operations Committee recommends to the Board, that Board staff seek approval from the Ministry of Education to tender for the construction of a new school (as per Board approved designs) in Sharbot Lake; and further; that the Board approve the transfer of $1,553,000 from the Accumulated Surplus - Pupil Accommodation Account to the Capital Fund in order to fund the current estimated funding shortfall as per the Cost Consultant’s cost estimates.–Carried

Reserved School Site – Cataraqui North Planning Area

        Superintendent Richard reviewed correspondence regarding the reserved school site in the Cataraqui North Subdivision.  This matter is to be brought to the February 8, 2012 Board Meeting, in Private Session.

Update Re: Well Water

        Superintendent Richard provided an update regarding well water.

Public Session

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