May 29, 2013
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 Wednesday, May 29, 2013, at 5:30~p.m.
D. Jackson, Chair
D. Fowler, Manager of Facility Services
A. McDonnell, Supervising Principal
R. Richard, Superintendent of Business Services
W. Toms, Manager of ITS and Planning Officer
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 Beavis, Chadwick and French.
Approval of Agenda
Trustee Jackson indicated that under the “Other Business” section of the agenda, he would be adding an item, “Future Agenda Items” for the fall.
MOVED BY Trustee Ruttan, that the agenda, as amended, be approved.–Carried
Conflict of Interest
No Trustee declared a conflict of interest.
Update re: Sydenham High School Addition
Manager Fowler provided an update on the construction of the addition at Sydenham High School to date.
Update re: Granite Ridge Education Centre New School Construction
Manager Fowler provided an update on the construction of Granite Ridge Education Centre to date.
Multi-Year Accessibility Plan for the Period December 2012 to December 2017
Ms. McDonnell referred to the cover page and noted that the title of the “Annual Accessibility Plan” has been changed to the “Multi-Year Accessibility Plan” in accordance with the Integrated Accessibility Standards.
Ms. McDonnell referred to Section 7.0, “Barrier Identification Methodologies” and stated that a chart has been included, which includes the development of a survey. She advised that the survey will be ready for use before December 2013, noting that the Accessibility Committee will use the information to guide further planning. She said that we will start with a small pilot of the survey.
Ms. McDonnell referred to Section 9.0, “Barriers to be addressed under the Multi-Year Accessibility Plan”. She said that the Multi-Year Accessibility Plan chart in this section looks different than charts from past years. She said that the chart lays out the type of barrier, the location, and the action to be taken. She advised that the Integrated Standards have specific time lines that need to be met. She said that we see specific areas that need to be addressed in each of the years. Ms. McDonnell said that the Action section outlines exactly what was accomplished, and the Status time line outlines when that happened.
Ms. McDonnell indicated that page 90 of the Plan includes Policy 19 (Accessibility Standards). She said that also included in the appendices are the administrative procedures relating to accessibility. She said that AP 157 (Providing Accessible Information and Communications Services [Accessibility Standards for Information and Communication]) is also included as an appendix and was a requirement within the Accessibility Standards.
Ms. McDonnell stated that page 96 includes information that was sent out related to the Professional Development Module for classroom-based educators.
Ms. McDonnell stated that page 97 includes information related to the Board’s Accommodation and Disability Management Program, noting that the Standards are embedded into this document.
MOVED BY Trustee Ruttan, the Limestone District School Board recommends to the Board, that the Multi-Year Accessibility Plan for the Period December 2012 to December 2017, be approved.–Carried
Chair Jackson thanked Supervising Principal McDonnell for providing the above-noted information.
Ms. McDonnell withdrew from the meeting.
Long-Term Financing Arrangements for Specific Capital Programs
Superintendent Richard reviewed an administrative report regarding long-term financing arrangements for specific capital programs. He said that the Ministry of Education introduced the Good Places to Learn (GPTL) capital initiative in February of 2005, advising that the Limestone DSB received total allocations of $44.8 million under the GPTL Capital program (4 stages), and received additional allocations totaling $28.25 million under the Capital Priorities program for the construction of an elementary school in both Kingston East and Greater Napanee. Superintendent Richard reported that boards were instructed to use short-term financing in order to fund the GPTL and Capital Priorities expenditures, and it was intended that longer-term financing would be made available in the
Superintendent Richard advised that the Ministry has now initiated procedures to refinance an additional portion of the school boards’ approved capital debt through the use of 25-year amortization term financing. The financing will be arranged through the OFA, a Crown agency of the Province of Ontario.
Superintendent Richard indicated that the longer-term refinancing of additional GPTL and Capital Priorities capital debt for the Limestone DSB 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.
Superintendent Richard stated that in order to meet the June 2013 deadline for the conversion of our eligible short-term capital debt to the long-term financial instrument, the Ministry of Education and the OFA require Board approval of the by-law and the loan agreement at the Board’s regular meeting scheduled for June 19, 2013.
MOVED BY Trustee Goodfellow, the Property/Operations Committee recommends to the Board:
1. That the Board approve By-Law Number 001-2013 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 4 short-term capital debt (i.e. $253,226) and a portion of the existing Capital Priorities capital debt (i.e. $28,252,440) 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 By-Law 001-2013 and the loan agreement between the Board and the Ontario Financing Authority.
Interim Financing for New Addition at Sydenham High School and New Full-Day Kindergarten Additions
Superintendent Richard indicated that over the last several years the Ministry of Education has provided the Limestone DSB with capital allocations for the construction of new schools in Kingston East, Greater Napanee and Sharbot Lake. He advised that in November 2010, the Board approved a short-term financing agreement with the Royal Bank for the new schools in Kingston East and Greater Napanee and the agreement provided for revolving term loans in the amounts of $13.5 million and $13 million for the two schools respectively. This interim financing provided the Board with funding to cover the ongoing costs associated with the construction of the two new schools in question.
Superintendent Richard stated that in August 2012, the Board also approved a short-term financing agreement for the new school in Sharbot Lake in the amount of $18 million. He said that the Board has also received Ministry approvals related to the construction of a new addition at Sydenham High School under the Enrolment Pressures capital program and for capital additions at various elementary schools throughout the district related to the FDK program.
Superintendent Richard stated that following completion of the projects, the Ministry of Education will allow the Board to consolidate the short-term financing debt into long-term financing through the Ontario Financing Corporation (OFA) up to the approved allocation amount and will then provide annual grants equal to the principal and interest payments.
Superintendent Richard stated that he believes it would be prudent to put in place separate revolving term loan facilities to cover these very significant new school expenditures (i.e. for the Sydenham High School addition and various FDK projects). He said that the Board has to interim finance these projects itself. He advised that the Royal Bank is willing to provide the interim financing for these projects, $3.8 million for the Sydenham High School addition and$12.8 million for the remaining FDK additions, on the same terms and conditions that it provides for the operating line and the current revolving term loan facilities in place for the Kingston East, Greater Napanee and Sharbot Lake new school constructions.
Superintendent Richard advised that there is no direct cost to the Board related to the short-term financing of Ministry approved capital projects. The Ministry will reimburse the Board for all short-term interest costs incurred for all these projects until the Board has consolidated the short-term debt into 25-year financing with the OFA.
MOVED BY Trustee Brown, the Property/Operations Committee recommends to the Board, that the Board approve the financial agreement with the Royal Bank for:
i) a revolving term loan in the amount of $3.8 million as short-term interim financing for the building addition at Sydenham High School; and
ii) a revolving term loan in the amount of $12.8 million as short-term interim financing for the new building additions at various schools under the Ministry’s FDK capital program.
Transportation and School Boundary Change – Granite Ridge Education Centre
Manager Toms stated that as part of the Accommodation Review in the Sharbot Lake Family of Schools area, it was recommended that the southern boundary for the new school take into account busing for students, and redirect some of the former Hinchinbrooke students south to Prince Charles Public School and Sydenham High School, as opposed to bringing them north to the new school. He indicated that the previous school boundaries for Hinchinbrooke Public School and Sharbot Lake High School (i.e. the southern boundary of the new school district) were not in the same location.
Manager Toms stated that in the 2012-2013 school year, there are 47 students within the Study Area. Of this group, 21 currently attend Sydenham High School, 13 attend Prince Charles Public School, 8 attend Hinchinbrooke Public School, 2 attend Harrowsmith Public School, 2 attend Loughborough Public School and 1 attends Sharbot Lake High School.
Manager Toms reported that since there are buses travelling in both directions on Highway 38 currently, it is suggested that the students currently attending Hinchinbrooke Public School and Sharbot Lake High School be allowed to continue to attend Granite Ridge Education Centre, but that all future students within the study area attend Prince Charles Public School and Sydenham High School. As well, in consultation with the school principals, it is recommended that the boundary for Land O’Lakes Public School be extended further down Long Lake Road, to include students outside the town of Parham. This is currently a group of students attending Land O’Lakes, and would not have a significant impact on either school’s enrolment.
MOVED BY Trustee Goodfellow, the Property/Operations Committee recommends to the Board, that the Board approve the boundary modifications for the Granite Ridge Education Centre, as presented at the Property/Operations Committee Meeting of May 29, 2013.–Carried
Extension of Current Banking Services Agreement with Royal Bank
Superintendent Richard stated that the Board approved a five-year banking services agreement with RBC in 2003, with an option for an additional five-year term based on satisfactory service and competitive rates and services being offered to the Board at the option renewal date in 2008. He said that based on a comprehensive review carried out in 2008 by the Manager of Financial Services, RBC was awarded a five-year extension in accordance with the terms of the original tender specifications.
Superintendent Richard indicated that multiple changeovers in the Manager position in the Financial Services Department over the last several years combined with current workload priorities in the department have made it impossible to complete a formal tendering process in time for the regular renewal of the banking services agreement. He said that, therefore, he is recommending a one-year extension to the current agreement with RBC until April 30, 2014. He stated that this will give the Financial Services Department sufficient time to complete a formal tendering process over the next year in anticipation of awarding a new banking services contract in May 2014.
MOVED BY Trustee Ruttan, the Property/Operations Committee recommends to the Board, that the Board approve a one-year extension to the current banking services agreement with RBC, until April 30, 2014.–Carried
Motions Referred from the Environmental Sustainability Advisory Committee
Chair Jackson advised that the following motions were referred from the ESAC:
Consideration of Active Transportation
That the Limestone District School Board consider active transportation criteria including design guidelines such as walkability, cycling and pedestrian access and safety in the development and planning of new and existing schools operated by the Board; and further, that this motion be referred to the Property and Operations Committee for consideration and action.
Green Criteria in the Planning, Development and Operation of New and Existing Schools
MOVED BY Trustee Murray, seconded by Trustee Jackson, that the Limestone District School Board consider green criteria in the planning, development and operation of new and existing schools including such green schools initiatives or criteria as:~
Naturalization of school yards
Solid Waste Reduction
Motions Referred from the Environmental Sustainability Advisory Committee (continued)
Sustainability of buildings and operations
Green Curriculum development
Local Community Partnerships
– and further –
That this motion be referred to the Education and Human Resources and the Property and Operations Committees for consideration and action.
Trustee Ruttan indicated that staff already considers active transportation and green criteria in the planning, development and operation of new and existing schools.
Trustee Brown stated that the Board already does consider the above, commenting on the outdoor classrooms at Centreville and Bath Public Schools. She said that we are proud of our schools doing solid waste reduction. She said that with regard to the naturalization of school yards, we have done that over the years, noting that the naturalization of the Centreville Public School school yard was implemented at least 10 years ago.
Chair Jackson stated that the motions were brought forward to formalize what the Board already does.
Trustee Ruttan suggested that the wording should have read “continue to consider”.
Trustee Goodfellow requested that information on the Walking School Bus program be provided at a future Property/Operations Committee meeting.
Communications Tower in Central Kingston
Superintendent Richard reviewed the amended Technical Circulation document received from the City of Kingston with regard to an application for Site Plan Approval from Summit Telecom Services, on behalf of Rogers Communications, to place a communications tower at 36 Cliff Crescent, Kingston.
Superintendent Richard indicated that Rogers Communications completed a detailed Safety Code 6 analysis for the future installation of Rogers Communications’ cell site C4113 – Sir John A. Macdonald Boulevard and Johnson Streets. The information indicates that the maximum power density as a fraction of Health Canada’s Safety Code 6 limit was calculated for the antenna configuration, and the antenna installation of the future monopole site is in compliance with Health Canada’s Safety Code 6.
The above-noted information was received.
Parking/Bus Changes for École Sir John A. Macdonald Public School
Manager Fowler reviewed the parking/bus changes for École Sir John A. Macdonald Public School.
Information Technology Services
Manager Toms stated that he is looking forward to next year’s budget process beginning, indicating that in preparation for next year’s budget, ITS believes where they made their investment in infrastructure, they will be looking at personal systems for students who are in classrooms. He said that ITS is now looking at evaluating different tablets/small laptops for use by students in the classroom.
Manager Toms advised that he met with the CIO at Queen’s University indicating that they are looking for opportunities for us moving forward to see if they are things the Board and Queen’s can share that would benefit both organizations. He said that one of the areas they are discussing relates to Microsoft Cloud Services.
In response to a question from Trustee Ruttan asking if there is any plan for public Wifi access across the Board, Superintendent Richard stated that we can investigate to see what other boards are doing and report back at a future meeting.
Chair Jackson thanked Manager Toms for providing the above-noted information.
Tri-Board Student Transportation Services
There was no Tri-Board Student Transportation Services update.
Manager Fowler indicated that Facility Services, in addition to the Sydenham High School addition and the new construction of Granite Ridge Education Centre, work continues with the four FDK projects, as well as mechanical and maintenance projects.
Manager Fowler provided information about the Ministry of Energy Reporting Requirements, as follows:
All school boards must report utility consumption data, as well as Greenhouse Gas Emissions as specified in Ontario Regulation 397/11 under the Green Energy Act 2009. This also applies to hospitals, municipalities, and post -secondary education institutions.
The Board must submit their completed template by July 1, 2013. This template will include: electricity, natural gas, fuel oil, propane, wood and coal consumption values for the 2011-2012 school year.
The Board must also publish these values for internal staff and the public to access.
Information on Reporting Documents
- School Site Name
- Total floor area
- Average hours per week
- Number of portables
- Electricity – kWh
- Natural gas – cubic metres
- Fuel Oil – litres
- Propane – litres
- Greenhouse Gas emissions – calculated by Ministry of Energy
- Intensity (ekWh/sq.ft.)
Manager Fowler advised that a year from now we have to provide a five-year energy conservation report.
Trustee Goodfellow asked about the biomass boiler at North Addington Education Centre. Manager Fowler indicated that it will be tested next week.
Chair Jackson thanked Manager Fowler for providing the above-noted information.
MOVED BY Trustee Goodfellow, that the Property/Operations Committee recess to Private Session.–Carried
MOVED BY Trustee Brown, that the Property/Operations Committee recess to Public Session.–Carried
Future Agenda Topics
- Rideau Heights Public School/City of Kingston Wally Elmer Community Centre Project
- Walking School Bus Program
Next Meeting Date
The next meeting of the Property/Operations Committee is scheduled for Wednesday, September 25, 2013, at 5:30 p.m. The location is to be determined.
MOVED BY Trustee Goodfellow, that the meeting adjourn at 7:40 p.m.–Carried
Disposal of Surplus School Sites in Greater Napanee Area
Superintendent Richard reviewed an administrative report with regard to the disposal of surplus property in the Greater Napanee area.
MOVED BY Trustee Brown, the Property/Operations Committee recommends to the Board:
1. That the Limestone District School Board hereby confirms that the H.H. Langford Public School site is not required for the purposes of the Board;
2. That the Board approve the sale of the H.H. Langford Public School site in accordance with Ministry of Education regulations including but not limited to Ontario Regulation 444/98 – Disposition of Surplus Real Property;
3. That the Limestone District School Board hereby confirms that the Westdale Park Public School site is not required for the purposes of the Board; and
4. That the Board approve the sale of the Westdale Park Public School site in accordance with Ministry of Education regulations including but not limited to Ontario Regulation 444/98 – Disposition of Surplus Real Property.
Disposition of Surplus Real Property – former Woodburn School Property
Superintendent Richard reviewed an administrative report with regard to the disposal of the former Woodburn School property.
MOVED BY Trustee Crawford, the Property/Operations Committee recommends to the Board, that the Board approve staff formally negotiating with the City of Kingston for the sale of the former Woodburn School site (on an “as is” basis) for the sum of $50,000.00 to $60,000.00, said range being the certified appraised market value of the former Woodburn School property.–Carried
Disposition of Surplus Real Property – Former Sandhurst Public School Property
Superintendent Richard reviewed an administrative report regarding the disposal of the former Sandhurst School site.
MOVED BY Trustee Goodfellow, the Property/Operations Committee recommends to the Board, that subject to Ministry of Education approval, the Board approve the sale of the former Sandhurst Public School property by way of formal tender.–Carried
Proposed City of Kingston Wally Elmer Community Centre Project
Superintendent Richard reviewed an administrative report regarding the proposed City of Kingston Wally Elmer Community Centre project.
MOVED BY Trustee Crawford, the Property/Operations Committee recommends to the Board, that the Board approve entering into a 40-year leasing arrangement with the City of Kingston for the leasing of gymnasium and kitchen space in the planned Wally Elmer Community Centre for use by Rideau Heights Public School, as per the parameters outlined in the administrative report.–Carried
Trustee Jackson read a statement from Trustee Chadwick, in favour of the project.
MOVED BY Trustee Brown, that the Property/Operations Committee recess to Public Session.–Carried