February 22, 2012
A meeting of the Property/Operations Committee was held at Napanee District Secondary School, 245 Belleville Road, Napanee, on Wednesday, February 22, 2012, at 5:30 p.m.
D. Jackson, Chair
J. Bonham-Carter, Vice-Principal, Napanee District SS
P. Dawson, Coordinating Supervisor of Maintenance
D. Fowler, Manager of Facility Services
D. Jenkins, Health & Safety Coordinator
R. Richard, Superintendent of Business Services
W. Toms, Manager, ITS and Planning Officer
D. Kirkpatrick, Recording Secretary
James Bonham-Carter, Vice-Principal, Napanee District Secondary School, and Paul Dawson, Coordinating Supervisor of Maintenance, conducted a tour of the school.
Trustee French withdrew from the meeting as she had to attend a School Integration Committee meeting for the new school being constructed in Greater Napanee.
Mr. Bonham-Carter thanked the Board for its great work in making Napanee District Secondary School a great place for students to be.
Chair Jackson thanked Messrs. Bonham-Carter and Dawson for conducting a tour of the school. He also thanked Mr. Bonham-Carter for hosting the meeting at the school.
Messrs. Dawson and Bonham-Carter withdrew from the meeting.
Chair Jackson called the meeting to order, welcoming those present to the meeting. He reported that regrets were received from Trustee Crawford.
Approval of Agenda
Chair Jackson advised that an item regarding transportation is to be added to the agenda in Private Session, and an item concerning school playground equipment and an update regarding full day kindergarten classroom additions are to be added to the agenda in Public Session.
MOVED BY Trustee Goodfellow, that the agenda, as amended, be approved.–Carried
Limestone DSB W.S.I.B. Program Update
Mr. Jenkins, Health & Safety Coordinator, provided an update regarding the Limestone DSB W.S.I.B. Program, as follows:
- Limestone DSB (Board) is a Schedule 2 employer.
- The Board is self-insured.
- The Board pays all costs associated with a work related injury (emergency treatment, ambulance, follow-up medical costs, and all therapy) plus a W.S.I.B. administration fee. The provisional administration fee for 2012 is 27.60%.
- The Board belongs to School Boards’ Cooperative Incorporated (SBCI) made up of 57 member boards and two transportation consortiums – all Schedule 2 for W.S.I.B. SBCI is a non-for-profit co-operative that works between the employer and W.S.I.B. SBCI. represents the Board in appeals and tribunal hearings. They also provide information on return-to-work programs and advice on how to work within the Workplace Safety & Insurance Act.
Mr. Jenkins reviewed the percentages of total claims per employee group for the 2010-2011 school year.
Mr. Jenkins reported that the Board has an early and safe return to work program. Employees are brought back to work on either modified hours or duties or both. He further reported that in the 2010-2011 school year, the Board has experienced an accident frequency that was below average in comparison to other medium sized school boards.
Mr. Jenkins reviewed information concerning total claims frequency for the Limestone DSB and for its peer group. He indicated that in two out of the last three years, the Board has experienced below average percentage of lost time claims in comparison to other medium sized school boards. He said that lost time injuries are up by 24%. Mr. Jenkins advised that the Board, with respect to the frequency of lost time injuries, has maintained its position below the peer group and is very similar to the data experienced in the 2009-2010 year.
Mr. Jenkins reviewed information concerning W.S.I.B. claim costs for the years 2005-2011. He said that the Limestone DSB is in the middle sized group of member school boards.
Chair Jackson thanked Mr. Jenkins for providing the above-noted information.
Mr. Jenkins withdrew from the meeting.
Status of New School Construction in Kingston and Greater Napanee
Manager Fowler provided an update regarding the status of the new school construction in Greater Napanee and for Ècole Sir John A. Macdonald Public School, sharing photographs of the construction. He reported that both projects are on target for completion at this time.
Good Places to Learn Capital Projects – Long-Term Financing
Superintendent Richard reviewed an administrative report regarding the Ministry of Education’s intention to have boards refinance some of the short-term capital debt accumulated under Stages 1, 2, 3 and 4 of the Good Places to Learn (GPTL) initiative.
Superintendent Richard advised that the Ministry of Education introduced the GPTL capital initiative in February of 2005. As part of this initiative, the Limestone DSB received an initial allocation of $23,041,672 under GPTL Stage 1 and a further allocation of $8,953,723 under GPTL Stage 2. Superintendent Richard stated that the Board also received $1,427,662 in Primary Class Size (PCS) funding in order to provide additional classroom space in the primary division. The Board received a further $12.8 million approximately under GPTL Stages 3 and 4 for a total GPTL allocation of $44.8 million to date. Boards were instructed to use short-term financing in order to fund the GPTL and PCS expenditures and it was intended that longer term financing would be made available
in the future.
Superintendent Richard reported that the Ministry of Education has now initiated procedures to refinance an additional portion of the school boards’ GPTL Stages 3 and 4 capital debt through the use of 25-year amortization term financing. The financing will be arranged through the Ontario Financing Authority (OFA), a Crown agency of the Province of Ontario.
Superintendent Richard said that the long-term financing of additional GPTL Stages 3 and 4 capital debt for the Board will have absolutely no impact on the Board’s budget, as the Ministry of Education is presently covering all of the costs associated with the short-term borrowing costs and will continue to cover all costs associated with the new longer term financing arrangement. He said that the Ministry of Education wants to finalize the refinancing arrangements by March 9, 2012.
Superintendent Richard advised that the documentation from the Ministry of Education and the OFA was forwarded to the Board’s solicitor, Borden Ladner Gervais LLP, for review. He said that BLG has indicated that all of the documentation is in proper legal form and is ready for signing, once the Board has approved the by-law.
MOVED BY Trustee Goodfellow, the Property/Operations Committee recommends to the Board:
1. That the Board approve By-Law Number 001-2012 to authorize the Limestone District School Board to enter into an agreement with the Ontario Financing Authority in order to replace a portion of the existing GPTL Stage 3 and GPTL Stage 4 short-term capital debt (i.e. $6,476,464) with longer term financing, as per the instructions of the Ministry of Education; and
2. That Senior Staff be authorized to take all appropriate action to implement the new long-term refinancing arrangement as per the by-law and loan agreement between the Board and the Ontario Financing Authority.
Playground Equipment Project at Ècole Sir John A. Macdonald Public School
Superintendent Richard reported that on Monday, February 20, 2012, the Pittsburgh Community Benefit Fund (PCBF) Board of Directors passed a motion approving $252,008 to be allocated to École Sir John A. Macdonald Public School for the purchase of three major pieces of playground equipment for September 2012.
Superintendent Richard stated that the Limestone DSB’s contribution is to prepare the site for the playground equipment and to place shock absorbent material around the structures, noting that the contribution includes installation of the equipment by a company.
Superintendent Richard indicated that the Pittsburgh Community Benefit Fund Board of Directors asked the Board to fund the project up front and that they will reimburse the Board over a three year period, upon completion of the project and after the Board has notified them that the work has been completed.
Superintendent Richard stated that the joint use agreement between the Board and the Pittsburgh Community Benefit Fund is to ensure that the Pittsburgh Township resident children and families have access to the equipment outside of regular school times. He said that the Board will have to have signage indicating that those who use the equipment outside regular school hours, do so at their own risk.
MOVED BY Trustee Brown, the Property/Operations Committee recommends to the Board:
1. That the Board approve expenditures of $252,008 for the purchase and installation of playground equipment at École Sir John A. Macdonald Public School for September 2012;
2. That the Board approve the Pittsburgh Community Benefit Fund’s phased three-year financing plan with respect to the installation of playground equipment at École Sir John A. Macdonald Public School as follows: Year 1 – $124,450; Year 2 – $80,632 and Year 3 – $46,927;
3. That the Board approve the development of a joint use agreement between the Board and the Pittsburgh Community Benefit Fund regarding the use of the playground facilities/equipment by Pittsburgh Township resident children and families outside of regular school times; and
4. That the Board staff be authorized to take all appropriate action to implement the playground equipment project as describe above.
Superintendent Richard stated that we are working on a press release that will talk about the wonderful opportunity the Pittsburgh Community Benefit Fund has provided for our students.
Trustee Chadwick asked that a letter be forwarded to the PCBF to express the Board’s sincere gratitude and appreciation for their very kind donation to the new school project in Kingston East.
Trustee Goodfellow reported that the municipality of Central Frontenac passed a motion to give back to the new school in Sharbot Lake.
The original motion was called and Carried.
Update re: Final Approved Design for New K-12 School at Sharbot Lake
Manager Fowler reported that a concern was brought forward at the last Property/ Operations Committee meeting with regard to the number of washrooms on the main floor of the new school being built in Sharbot Lake.
Manager Fowler reported that he worked with the architect on this issue. He said that the total number of washrooms met the Building Code requirements; however, the architect and he believed that the distribution of the washrooms on the first floor was insufficient. Manager Fowler reported that, therefore, the space design was changed. He said that the accessible washroom was enlarged to make a full-size female washroom. He indicated that the meeting room beside the accessible bathroom has been relocated into the library, which still meets all space requirements. He indicated that this will allow for a full male washroom to be located on the first floor.
Manager Fowler reviewed the other updates to the final design, noting that the functional design did not change, but the plans were fine-tuned.
Chair Goodfellow stated that at one point in design committee discussions, there were special education classrooms on each floor. She said that committee members did not want the special education classroom on the main floor to be used for the high school students because it was located beside the kindergarten classroom, and the students in the special education classroom may feel that they were going back to kindergarten.
Manager Fowler reported that there are three special education classrooms, noting that there are two located on the first floor, one for elementary students and one for community use. He said that there is a special education classroom on the third floor for the high school students.
Chair Jackson thanked Manager Fowler for providing the above-noted information.
Information Technology Services
Manager Toms provided an ITS update, as follows:
Request for Proposal for Technology
We have been working with our coterminous boards to develop an RFP for technology. The Ontario Education Collaborative Marketplace (OECM) was also doing an RFP for technology, so we are awaiting their results before moving ahead. We are currently analyzing the OECM results and will determine next steps for LDSB over the next couple of weeks.
We are working closely with Purchasing staff to develop quite a few RFPs/RFQs in order to complete our year 1 projects. These include services for Microsoft management software, wireless network configuration support and school servers.
Technology Plan Progress
As reported to Education/Human Resources last week, pilot projects are continuing. We have made significant progress on Active Directory with Board Office staff (should be complete next week), and will begin the first group of schools (Ernestown SS family) in late March.
Sydenham High School and Ernestown Secondary School are completed for WiFi coverage. We are continuing with the remaining schools as quickly as possible now. Lots of devices are connected through WiFi and performing very well.
In response to a question from Trustee Chadwick, Manager Toms stated that ITS staff will be creating a “bring your own device” procedure during the next school year.
Chair Jackson indicated that the matter of WiFi safety was brought up at the Ottawa-Carleton DSB, and since then a couple of articles appeared in the Globe and Mail and on CBC News. Manager Toms stated that OECTA published a document that has suggested that all WiFi should be removed from classrooms for health and safety reasons. Chair Jackson suggested that we should publish, on the Board’s website, the research we have accumulated.
Chair Jackson thanked Manager Toms for providing the above-noted information.
Tri-Board Student Transportation Services
Superintendent Richard reported that things are going very well at Tri-Board Student Transportation Services, noting that they are about 50% through their annual review of route optimizations.
Chair Jackson thanked Superintendent Richard for providing the above-noted information.
Manager Fowler reported that staff are busy getting projects ready for the summer.
Manager Fowler advised that the Aboriginal School, which currently leases space in the Robert Meek building, will be accommodated through the Board’s training facility, located on Hickson Avenue, until such time as money is made available for them to complete the construction of their new school.
Trustee Chadwick suggested that the above-noted information be made available to the Kingston North PARC and the Central Kingston Intermediate and Secondary Schools PARC.
Manager Fowler reported that the French school is vacating the space at the old Calvin Park building and Educational Services will be moving into that space.
Chair Jackson thanked Manager Fowler for providing the above-noted information.
Full Day Kindergarten Classroom Additions
Superintendent Richard stated that the Board is moving forward with the full day kindergarten classroom additions at Centennial Public School (three classrooms), Bayridge Public School (one classroom), Harrowsmith Public School (one classroom) and Cataraqui Woods Elementary School (one classroom), indicating that they should be ready for the end of August 2012. He indicated that Facility Services and Purchasing staff are preparing a Request for Tender for architectural services, that will be sent to the pool of architects the Board has created. He indicated that the architect(s) for the projects will be appointed immediately to develop plans and designs. He said that the Board wants to have construction completed for the September school opening.
In response to a question, Superintendent Richard stated that there will be two tenders, one for the Centennial Public School project, and one for the Bayridge PS, Harrowsmith PS, and Cataraqui Woods ES projects.
School Playground Equipment
Trustee Goodfellow commented on playground equipment on school properties of schools that are slated to close. She said that if a community themselves raised the money for playground equipment, that it was the property of the Board. She said that if the school playground equipment was sold with a school and the money for the playground equipment was raised by the community, where does the money for the playground equipment go?
Superintendent Richard stated that if the playground equipment is in reasonable shape, it would be moved to the new school’s location. He said that as part of the Sharbot Lake report, it was indicated that the money from any schools sold in the Sharbot Lake review area, would be used to fund the new school at Sharbot Lake, and therefore, the money would move to the new school.
Trustee Goodfellow stated that the people in the Hinchinbrooke area are asking about the playground equipment at Hinchinbrooke Public School as they raised funds for it, and inquired as to what would happen to it once Hinchinbrooke Public School is sold.
Manager Fowler is to look at the playground equipment at Hinchinbrooke Public School to see if it is in reasonable shape to move to the new school at Sharbot Lake.
MOVED BY Trustee Brown, that the Property/Operations Committee recess to Private Session.–Carried
MOVED BY Trustee Ruttan, 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, March 28, 2012, at 5:30 p.m., at Bath Public School.
MOVED BY Trustee Beavis, that the meeting adjourn at 7:25 p.m.–Carried
Superintendent Richard provided information about a transportation matter.
MOVED BY Trustee Ruttan, that the Property/Operations Committee recess to Public Session.–Carried