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

        A meeting of the Property/Operations Committee was held in the Barry C. O’Connor Board Room at the Limestone Education Centre, 220 Portsmouth Avenue, Kingston, on Tuesday, October 30, 2012, at 6:00~p.m.    
Present Trustees:
D. Jackson, Chair
G. Beavis       
H. Brown
E. Crawford
L. French
A. Goodfellow
S. Ruttan

P. Murray
Present Staff:
J. Douglas, Communications Officer
D. Fowler, Manager of Facility Services
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 Trustee Chadwick.
Approval of Agenda

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

Update re: École Sir John A. Macdonald Public School – Strategic Plan Reference: Item 3.4.2

        Manager Fowler shared a slide presentation of the construction to date at École Sir John A. Macdonald Public School in Kingston East.  He said that the Grade 7 and 8 students at LaSalle Secondary School will begin to move into the new school on Tuesday, November 20th, the Grades 4, 5 and 6 students at the Lundy’s Lane site will begin to move into the school on November 27th, and the Kindergarten to Grade 3 students at the J.E. Horton site will begin to move into the school on December 4th.

Update re: Southview Public School – Strategic Plan Reference: Item 3.4.2

        Manager Fowler shared a slide presentation of the construction to date at Southview Public School in Greater Napanee.  He indicated that the Kindergarten students who were located at the H.H. Langford site are now moved into the new school.

Update re: New School at Sharbot Lake – Strategic Plan Reference: Item 5.2.2c

        Manager Fowler shared a slide presentation of the construction to date for the new school to be built at Sharbot Lake.
Report Re: Capital/Facility Partnerships – Procurement Procedures

        Superintendent Richard reviewed an administrative report outlining the Board’s capacity to solicit, review, evaluate and administer any proposed capital/facility partnerships.  He advised that the Board currently has in place a number of capital/facility partnerships, which have been developed over a number of years in conjunction with various community organizations.  He said that the Board values these partnerships, as they are of mutual benefit to both our students and our communities.  He stated that in addition, the concept of schools as community hubs, that is, focal locations for the provision of community services and activities, continues to gain momentum locally and beyond the Board’s jurisdiction.

        Superintendent Richard reported that final reports from the various Program and Accommodation Review Committees (PARCs) include recommendations for the Board to actively solicit community partnership arrangements.  He further reported that a commitment for such outreach was included in the LDSB Senior Staff report of February 2012.

        Superintendent Richard advised that the Board currently has three administrative procedures (APs) that support the outreach, evaluation and administration of potential capital/facility partnerships – AP 515 (Purchasing Procedures), AP 550 (Community Use of Schools), and AP 551 (Facility Partnerships).

        Superintendent Richard indicated that AP 550 (Community Use of Schools) deals with partnership opportunities outside of the regular school day, while AP 551 (Facility Partnerships) deals with potential partnerships utilizing surplus space or land at a school site during and outside of the regular school day.

        Superintendent Richard stated that AP 551 (Facility Partnerships) outlines the process for reviewing and evaluating potential capital/facility partnerships.  It provides clear criteria for evaluating the suitability of partners and their proposals.  The general criteria are as follows:

1)      respect the values of the Board;
2)      protect the health and safety of students;
3)      not compromise the student achievement strategy of the Board;
4)      be appropriate for the school/Board setting;
5)      not interfere with school/Board operations and activities;
6)      not be a competing educational interest to the Board; and
7)      operate on a cost-recovery basis to the Board.

        Superintendent Richard indicated that the Board may also outline other specific criteria on a case-by-case basis.

        Superintendent Richard provided the following two examples of capital/facility partnerships approved by the Board in the past:

1)      the Early Years Centre at Bayridge Public School; and
2)      the new library complex at Yarker Family School.

        Superintendent Richard commented that both of these capital partnerships fully met the criteria listed in AP 551, and have been of significant mutual benefit to both the community and the Board.

        Superintendent Richard said that AP 550 (Community Use of Schools) similarly provides general criteria for evaluating partnership opportunities at school sites outside of the regular school day.

        Superintendent Richard remarked that AP 103 (Administrative Procedures Manual) states that all administrative procedures shall be reviewed at least once within a three-year period, or more frequently, if required to respond to changing system needs or to maintain compliance.

        Superintendent Richard stated that in light of the above and of the Board’s outreach, through the office of the Director of Education, for potential capital partnerships related to the ongoing school accommodation reviews, all three of the above-noted administrative procedures have been reviewed in detail and changes have been incorporated into the procedures in order to increase the effectiveness of the Board’s review process related to any proposed capital/facility partnerships.  He highlighted the changes to the AP 515 (Purchasing Procedures), AP 550 (Community Use of Schools) and AP 551 (Facility Partnerships).  

        Superintendent Richard stated that in light of all of the above, staff believe that the Board has in place the relevant administrative procedures required for the Board to solicit, respond to and make decisions regarding any potential capital/facility partnership ideas that may be put forward or contemplated.  He said that staff, therefore, believe that the Board is adequately positioned to initiate, receive, evaluate and administer any potential capital/facility partnerships brought forward for its consideration.

        Superintendent Richard highlighted the changes in the following sections of Administrative Procedure 551 (Facility Partnerships): 1.2.0, 2.2.0, 3.0.0, 4.1.0 and 5.1.0.

        The Committee members received the above-noted information.

Tender for Snow Plowing and Sanding Services for 2012/2013 Winter Season

        Manager Fowler reviewed an administrative report regarding the tender for snow plowing and sanding services for the 2012-2013 winter season.  He advised that the following vendors were awarded snow plowing and sanding contracts for the 2012-2012 winter season; it being noted that they were the low tenders received that met the requirements of the specifications of the request for tender, and taking into account the vendors’ equipment:

Plowing/Sanding – Lump Sum Per Season
Amherst Island PS
Noel McCormick
Amherstview PS
Asphalt Doctor
Bath PS
Pro-Stripe Traffic Lines
Bayridge PS
Asphalt Doctor
Cataraqui Woods ES
Zomer & Sons Landscaping
Centreville PS
Pro-Stripe Traffic Lines
Clarendon Central PS
Jim Boles Maintenance
Collins Bay PS
Asphalt Doctor
Elginburg PS
Zomer & Sons Landscaping
Enterprise PS
W & W Snow Removal
Fairfield ES
Asphalt Doctor
Glenburnie PS
Zomer & Sons Landscaping
Gould Lake Conservation Area
Jim Boles Maintenance
Harrowsmith PS
Phil Leonard Snowplowing & Sanding
J.R. Henderson PS
Asphalt Doctor
Hinchinbrooke PS
Hamilton’s Snow Removal
W.J. Holsgrove PS
Zomer & Sons Landscaping
J.E. Horton PS
Hughes Construction & Landscaping
Joyceville PS
Robert Acton Trucking & Haulage
Lancaster Drive PS
Hughes Construction & Landscaping
Land O’Lakes PS
Scott’s Snowplowing & Grass Cutting
H.H. Langford PS
D & B Property Maintenance

Lundy’s Lane PS
Hughes Construction & Landscaping
Marysville PS
Pat’s Lawnmowing
Morven site
Pro-Stripe Traffic Lines
Newburgh PS
Pro-Stripe Traffic Lines
Perth Road PS
Jim Boles Maintenance
Prince Charles PS (Verona)
Phil Leonard Snowplowing
Sandhurst PS
D & B Property Maintenance
Selby PS
Pro-Stripe Traffic Lines
Sharbot Lake PS
Jessica Tryon’s Snow Removal
R.G. Sinclair PS
Asphalt Doctor
Storrington PS
Jim Boles Maintenance
Sydenham PS
Bayridge Lawn & Landscaping Inc.
Tamworth ES
W & W Snow Removal
Truedell PS
Asphalt Doctor
Welborne Avenue PS
Asphalt Doctor
Westdale Park PS
D & B Property Maintenance
Yarker Family School
BG Marine
Bayridge SS
Asphalt Doctor
Ernestown SS/Odessa PS
Asphalt Doctor
Frontenac SS
Asphalt Doctor
Hughes Construction & Landscaping
LaSalle SS
Hughes Construction & Landscaping
Napanee District SS/
The Prince Charles School
Pro-Stripe Traffic Lines
North Addington Education Centre
Jim Boles Maintenance
Hughes Construction & Landscaping

Sharbot Lake HS
Hamilton’s Snow Removal
Sydenham HS/
Loughborough PS
Hughes Construction & Landscaping
Napanee Adult Community Education Centre
North Key Construction

        Committee members received the above-noted information.

Request for Tender – Construction of Sydenham High School Addition

        Superintendent Richard reviewed an administrative report regarding the request for tender for the construction of the addition at Sydenham High School.  He advised that the tender received from David J. Cupido Construction Ltd., in the amount of $3,838,000, for the construction of the addition at Sydenham High School, was awarded in accordance with Administrative Procedure 515 (Purchasing Procedures); it being the lowest compliant tender, meeting the specifications of the request for tender.
Department Updates

Information Technology Services

        Manager Toms stated that ITS is in year 2 of its five-year plan for technology refresh, noting that things are progressing as outlined in the Plan.

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

Tri-Board Student Transportation Services

        Mr. Wowk, Chief Executive Officer of Tri-Board Student Transportation Services, indicated that things are running smoothly in Tri-Board Student Transportation Services.  He said that almost of the concerns from the start of the school year have been resolved.  He reported that Tri-Board’s database is up to 97%-98% accuracy.  He said that they are using the data to complete the Ministry survey, which is due at the end of November.

        Mr. Wowk advised that Tri-Board is reviewing its software to see if they can improve usage to make it more efficient.  He said that the bus routes are being reviewed for efficiency.

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

Facility Services

        Manager Fowler indicated that Facility Services continues to support all Limestone District School Board schools.

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

Trustee Motion Re: Capital Partnerships

        Chair Jackson withdrew from the chair, and Trustee French assumed the Chair.

        Trustee French stated that a motion concerning capital partnerships was brought forward by Trustee Jackson, seconded by Trustee Crawford at the June 20, 2012 Board meeting, that was referred to a future Property/Operations Committee meeting.

        Trustee Jackson advised that he was amending the original motion as follows:

        MOVED BY Trustee Jackson, seconded by Trustee Crawford, that the Limestone District School Board receive the Director of Education’s report on procedures for potential major capital projects procurement methods involving private, not-for-profit or public partnerships with respect to Board property as follows:

1.      To receive the report on the analysis and evaluation, and any required professional expertise, for a Capital Partnership RFP or other procurement methods that could be used to obtain and evaluate major capital partnerships;

2.      To refer the report on the procurement methods to a Property/Operations Committee meeting for consideration of future partnership proposals to the Board.

        Trustee Jackson spoke to the Senior Staff report on capital partnership administrative procedures that was presented today.  He said that the procedural changes described in the report will be extremely helpful, as we consider future school partnerships at the Board that can strengthen our community schools.  He stated that as many school boards across Ontario have found, major capital partnerships can form a critical piece of solutions that can help us sustain our public school system.  He cited as an example, the Kingston Community Health Centres’ decision last spring to actively pursue a capital partnership with the Board, noting that it shows how we can begin to actively explore working with community partners to improve our schools.

        Trustee Jackson encouraged everyone at the Board to actively look at private, not-for-profit or public partnerships, as we consider sustainable options for both buildings and programming to create a better public school system at the Limestone District School Board.

        The amended motion of Trustee Jackson and Trustee Crawford, as listed above, was called and Carried.

        Trustee French withdrew from the chair, and Trustee Jackson resumed the chair.

        The Chair called a five-minute recess.

Recess to Private Session

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

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

Other Business

        Chair Jackson reported that a list of future agenda items for the Property/Operations Committee agenda was distributed separately with the agenda.  He said that the list may be altered, and if Trustees have any items they would like considered at future meetings, to please let himself or Superintendent Richard know so that they could be brought forward.

Next Meeting Date

        The next meeting of the Property/Operations Committee is scheduled for Wednesday, November 28, 2012, at 6:00 p.m., at Southview Public School, Napanee. 

        MOVED BY Trustee Ruttan, that the meeting adjourn at 7:18 p.m.–Carried


Capital Partnerships

        Committee members requested that a communication that includes a summary of AP 551 (Facility Partnerships), outlining the seven general criteria, and indicating that AP 551 is posted and available on the Board’s website, be prepared.

Request for Proposal (RFP) for Bus Routes – Strategic Plan Reference: Item 3.1.1

        Mr. Wowk provided an update with regard to the Request for Proposal for Bus Routes.

Update Re: Reserved School Site (Crossfield Property) – Strategic Plan Reference: Item 3.4)

        Superintendent Richard reminded Trustees why they made a decision to release the reserved school site (Crossfield Property).

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