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November 28, 2012 - Property Operations Minutes
Property/Operations Committee
November 28, 2012

A meeting of the Property/Operations Committee was held at Southview Public School, 18 Golf Course Lane, Napanee, on Wednesday, November 28, 2012, at 6:00~p.m. 
Present Trustees:
D. Jackson, Chair
G. Beavis
H. Brown
H. Chadwick
E. Crawford
L. French
A. Goodfellow
B. Milligan, Student Trustee
S. Ruttan
Present Staff:
L. Fox, Vice-Principal, Southview Public School
D. Fowler, Manager of Facility Services
P. Mouncey, Principal, Southview Public School
R. Richard, Superintendent of Business Services
W. Toms, Manager, ITS and Planning Officer
G. Taylor, CEO, Tri-Board Student Transportation Services
D. Kirkpatrick, Recording Secretary
                                                        S. Wowk, CEO, Tri-Board Student Transportation Services 
Chair Jackson thanked Principal Peter Mouncey and Vice-Principal Lani Fox for conducting a tour of the school, and for hosting the meeting at the school.  He called the meeting to order, welcoming those present to the meeting.
Approval of Agenda

        Chair Jackson asked if there were any additions to the agenda.  Trustee Chadwick indicated that she would provide a brief labour update in Private Session.

        Trustee Goodfellow indicated that she would be declaring a conflict of interest with regard to the labour update, as her son is an employee of the Limestone District School Board.

MOVED BY Trustee Goodfellow, that the agenda, as amended, be approved.Carried

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

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 have moved into the new school.  He advised that the Grades 4, 5 and 6 students moved  into the school on November 27th, and that 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 3.4.2b

        Manager Fowler showed slides of some of the construction that was completed at Southview Public School in Greater Napanee.

Update re: New School Construction at Sharbot Lake  Strategic Plan Reference: Item 3.4.2c

Manager Fowler shared a slide presentation of the construction to date for the new school to be built at Sharbot Lake.

10-Year Forecast for Capital Projects --  Strategic Plan Reference: Item 3.5.1

        Manager Fowler stated that he is requesting that the Property/Operations Committee and the Board approve the list of the capital spending projects planned for the 10-year period 2012-2022.

        Manager Fowler stated that each year, the Board receives 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.  He advised that 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 2012-2013 total grant for capital renewal is $3,964,000, and the 2011-2012 grant amount was $3,600,000.  He further reported that the grant allocation for the past several years has been approximately $3.7 million.  He indicated that for planning purposes, Facility Services staff has assumed a capital renewal grant of $3.8 million going forward.  The Board has also received a School Condition Improvement grant of $1,847,000 for the 2012-2013 budget year to supplement the regular capital renewal grant (2nd year of a 3-year program).

        Manager Fowler advised 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 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 10-year planning list of projects, it is anticipated that the list will be updated each year to take into account new priorities and unanticipated emergencies, which may arise.  He advised that an updated list will be brought back to the Board for approval each year.

        Trustee Beavis inquired as to when more washrooms would be constructed at James R. Henderson Public School, noting that at a James R. Henderson Public School Enrolment Pressures meeting, parents were told that there would be more washrooms constructed at the school.

        Manager Fowler indicated that washrooms would be included in the Full-Day Kindergarten classroom addition construction capital project to be done at the school.  He stated that the school is part of the Full-Day Kindergarten classroom addition projects on the capital project list for 2012-2013, noting that the tender for the construction of Full-Day Kindergarten classroom additions for James R. Henderson, Lord Strathcona, Amherstview and Yarker Public Schools will hopefully go out early next year, with construction to begin in the spring of 2013.   
Manager Fowler said that he would investigate the building code issue related to the number of washrooms required at the school.   Manager Fowler stated that he would provide further clarification about the matter at the January 2013 Property/Operations Committee meeting.

        MOVED BY Trustee Goodfellow, the Property/Operations Committee recommends to the Board, that the Board approve the 10-year planning list of capital renewal projects for the period September 2012 to August 2022.—Carried

Wind Turbines on Amherst Island – Strategic Plan Reference: Item 3.5

        Committee members reviewed a copy of a letter from Murray J. Beckel, Director of Planning and Development Services, Loyalist Township, addressed to Chair Chadwick, dated October 23, 2012, expressing concern to the Ministry of the Environment and Windlectric Inc. regarding the proposed location of a wind turbine (labeled S06) relative to Amherst Island Public School.  The letter noted that Loyalist Township staff was directed to obtain a third party opinion on the impact of noise in this location and that costs be covered by the terms of the indemnity agreement with Windlectric.

        Superintendent Richard stated that the letter was included in the agenda package so Trustees would be aware of it.  He indicated that a report that dealt with this issue was brought  forward previously, wherein the Board questioned how close the turbine was to Amherst Island Public School.  He said that the Board had forwarded a letter to the consultant asking that the minimum distance, as outlined in a by-law, be honoured.  He said that the Board requested that the 500 ft. minimum distance requirement be from the edge of the property, rather than from the centre of the property.

        Trustees received the above-noted information.

School Playground Financing Guidelines for School Councils – Strategic Plan Reference: Item 3.5

        Chair Jackson indicated that a question was raised by School Councils about the timeline for paying back loan advances from the Board for playground equipment.

        Superintendent Richard stated that the Board asks for a reasonable repayment schedule.  He said that in most cases, School Councils pay back their loans within three or four years.  He said that the Board deals with each case independently.

        In response to questions, Superintendent Richard stated that Principals should be aware of the school playground financing guidelines.  He suggested that at a future District Principals’ meeting, this matter could be brought forward.

        Trustee Ruttan suggested that the guidelines be posted on the Board’s website.

        Trustee Chadwick stated that perhaps a statement can be posted on the Board’s website, that Facility Services should be contacted for information with regard to fundraising for playground equipment.

        Chair Jackson requested that this matter be brought back to a future Property/Operations Committee meeting, with further clarification.

City of Kingston District Boundary Changes – Strategic Plan Reference: Item 3.8

        Chair Jackson indicated that at the November 14, 2012 Board meeting, Trustee Chadwick had indicated that the City of Kingston was undergoing a review of its electoral districts to change them to a population-based system.  He said that a change would impact the Board’s districts, as we use the City’s electoral districts for our electoral districts.  Chair Jackson stated that the City is holding four public meetings regarding its electoral districts.

        Trustees agreed that the Board needed to provide input to the City of Kingston with regard to this matter.

        Superintendent Richard stated that staff could provide Trustees with information as to what the City of Kingston is contemplating, and then the Board could either send a formal letter to the City or do a short presentation.

        Following discussion, Chair Jackson stated that Manager Toms will provide more information about this matter, and that the Director is to be consulted with regard to how input is to be received from Trustees, and how that input is to be communicated to the City of Kingston.

Department Updates

Information Technology Services

        Manager Toms stated that ITS is continuing with server deployment, cabling and access points for wireless.  He indicated that software to manage devices is in place, and ITS is beginning to utilize it for central deployment of services.

        Manager Toms reported that ITS continues to work with new schools to ensure availability and effective deployment of technology.  He said that smart board training will be provided in January for both Southview Public School and Ecole Sir John A. Macdonald Public School.

        Manager Toms stated that an enrolment audit was conducted at two schools in mid-November.  He advised that we are still awaiting final results, but preliminary information is that we are in good shape, with some minor process improvements recommended.

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

Tri-Board Student Transportation Services

        Mr. Wowk thanked the Property/Operations Committee members for their support over his many years associated with the Limestone District School Board, and the former Frontenac County Board of Education.

        Mr. Wowk introduced Gord Taylor, Chief Executive Officer of Tri-Board Student Transportation Services, noting that he began in this position on November 1, 2012.

Mr. Taylor said that it was a pleasure to be invited to the Property/Operations Committee meeting.  He reported that the buses were running normally.  He commented on fuel costs.

        Mr. Taylor stated that as part of the accommodation review process, Tri-Board is working on route optimizations.

        Mr. Taylor advised that Tri-Board is recruiting for a Safety Officer.

        Mr. Taylor stated that he is thrilled and excited to be in the Chief Executive Officer position, and to follow Mr. Wowk in this role.  He said that Mr. Wowk has been a much respected leader in the province.

        Chair Jackson thanked Mr. Wowk for his long years of service, and he extended appreciation to him for his work.  He wished Mr. Wowk well in his retirement.

        Chair Jackson welcomed Mr. Taylor, and stated that he looks forward to his transportation updates at Property/Operations Committee meetings.

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

Facility Services

        Manager Fowler reported that the Board has received funding for the construction of Full-Day Kindergarten classroom additions at Lord Strathcona, James R. Henderson, Amherstview and Yarker Public Schools.  He said that hopefully the tenders will go out next spring, and construction will begin next spring for implementation in the fall of 2013.

        Manager Fowler advised that the Board received a written structural engineer stamped letter indicating that the cracked block at École Sir John A. Macdonald Public School had been corrected, and met building code requirements.

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

Recess to Private Session

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

Recess to Public Session

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

Next Meeting Date

The next meeting of the Property/Operations Committee is to be determined.

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


Update re: Well Situation Adjacent to Perth Road Public School Site – Strategic Plan Reference: Item 3.1.1

Superintendent Richard provided an update regarding the well situation adjacent to the Perth Road Public School site.

Update re: Request for Proposal (RFP) of Tri-Board Buses  Strategic Plan Reference: Item 3.1.1f

Mr. Taylor provided an update with regard to the Request for Proposal of Tri-Board Student Transportation Services bus routes.

Labour Update

        Trustee Goodfellow declared a conflict of interest, as her son is an employee of the Limestone District School Board, and she withdrew from the meeting.

        Student Trustee Milligan withdrew from the meeting.

        Managers Baumann, Fowler and Toms withdrew from the meeting, as well as Messrs. Taylor and Wowk.

        Trustee Chadwick provided a brief labour update.

Recess to Public Session

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