UPPER GRAND DISTRICT SCHOOL BOARD
BUSINESS OPERATIONS COMMITTEE
MINUTES
May 10, 2011
The Business Operations Committee of Upper Grand District School Board met
on Tuesday, May 10, 2011, in the Board Room at 500 Victoria Road North, Guelph,
Ontario commencing at 7:00 p.m.
Trustee Fairbairn, Chair, presided and the following Trustees were present:
Bailey, Borden, Busuttil, Cooper, Gohn, Moziar, Schieck, Topping and Waterston, along
with Student Trustees MacDougall and Vander Vlugt.
Present from the Administration were Director of Education, Dr. M. Rogers,
Superintendents Benallick, Boswell, Fyfe, Morrell, Kelly and Wright; J. Alder, Manager
of Plant Operations; D.S. Cuomo, Manager of Planning; M. McFadzen, Communications
Officer; M. Weidmark, Administrative Officer, Communications; J.L. Rose, Executive
Officer of Human Resources; and, P. Scinocca, Manager of Capital and Renewal
Projects.
APPROVAL OF AGENDA
Trustee Bailey moved that the revised agenda be approved as distributed.
The motion carried.
APPROVAL OF MINUTES
A correction had been made to the Identified Schools Report that was presented
to the Business Operations Committee on April 12, 2011 that was not reflected in the
minutes. The following addition was made on page 4 of the minutes of the previous
meeting (prior to recommendation #2):
• Item 3 c) on page 6 of the report indicated that there would be a need for an
additional portable in 2011/12 based on the projected increase in the schools'
enrolment. In fact according to the staffing numbers and the classroom
composition, the number of required classrooms is projected to decrease by 2
which would mean the school would require only 3 portables next year.
Trustee Busuttil moved that the minutes of the previous meeting, held April 12,
2011 be approved as amended.
The motion carried.
Business Operations Committee Minutes, May 10, 2011
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DECLARATIONS OF CONFLICT OF INTEREST
There were no declarations of conflict of interest.
OPEN SESSION
RENEWAL ENERGY FUNDING FOR SCHOOLS: VICTORIA TERRACE PS
AND CENTRE DUFFERIN DHS
Mr. Paul Scinocca, Manager of Capital and Renewal Projects introduced and
reviewed the report entitled, “Renewable Energy Funding for Schools: Victoria Terrace
PS and Centre Dufferin DHS Solar Photovoltaic Projects,” dated May 10, 2011.
It was explained that business case proposals for the purchase and installation of
four projects involving renewable energy technologies were submitted to the Ministry of
Energy and Infrastructure. Ministry approval was given for two projects, Victoria
Terrace PS (10kW Solar PV) and Centre Dufferin DHS (50kW Solar PV), for a total
board allocation in the amount of $572,580.00. Funding will flow as a capital grant to
the Board and the projects must be completed and operating by August 31, 2011. The
initiative fits well with the Board’s commitment to promote and teach environmental
stewardship. A contract and connection agreement with a local distribution company is
necessary for both projects. It was noted that a small system is also in place at Island
Lake. Return on investment through resale of energy was acknowledged as making this
type of project a sound economic as well as a sound environmental approach that
should be considered strategically.
Recommendation #1
Trustee Bailey moved that this Committee recommend to the Board the report
entitled “Renewable Energy Funding for Schools: Victoria Terrace PS and
Centre Dufferin DHS Solar Photovoltaic Projects” dated May 10, 2011 be
received.
The motion carried.
CUSTODIAN’S GREEN INITIATIVE AWARD
Mr. Paul Scinocca, Manager of Capital and Renewal Projects introduced and
reviewed the report entitled, “Custodian’s Green Initiative Award,” dated May 10, 2011.
It was explained that the UGDSB is actively pursuing energy saving opportunities to
combat increasing utility costs and reduce our carbon footprint. The Operations
Department have successfully obtained rebates related to previous energy conservation
projects and would like to leverage these funds to create more cost savings possibilities
and carbon reduction benefits. To achieve this, the Operations Department would like
to set up an internal grant program to encourage school environmental clubs and
Business Operations Committee Minutes, May 10, 2011
3
committees to partner with the school custodial teams to reduce energy consumption.
Schools will be asked to establish a plan which will be submitted to the Operations
Department for review and monitoring. If the reduction plan proves effective, the school
will receive a grant for $500 which the custodian will present to the school to support
environmental initiatives. This initiative will be circulated this spring for start up in the
fall.
As part of the measurement process, it was reported that utilization can be
monitored across the Board through access to a utilities report database put in place by
the Ministry of Education. It was also acknowledged that newer schools are operating
with more sophisticated controls making the ability to affect change different among
schools. The intent is to encourage participation and to achieve success through
sustainability rather than by defining a level of expected outcome.
Recommendation #2
Trustee Borden moved that this Committee recommend to the Board that the
report entitled, “Custodian’s Green Initiative Award,” dated May 10, 2011, be
received.
The motion carried.
Environmental Sustainability Awards
Trustee Borden announced that the UGDSB and Montgomery Village PS teacher
Ann Fenton received one of the 2011 Environmental Sustainability Awards presented by
the Town of Orangeville. Ms. Fenton won in the individual category for fostering
environmental awareness and for being instrumental in the greening program at the
school. The UGDSB won the award in the group category for their green bin initiative in
schools. The information is posted on the board website.
COMMUNITY GARDENS – BRANT AVE. PS AND STEPHANIE DRIVE SITE
Andrew Seagram, Community Use of Schools Coordinator, introduced and
reviewed the report entitled, “Community Gardens – Brant Avenue PS and Stephanie
Drive Site,” dated May 10, 2011. Trustees had approved the creation of the two
Community Gardens in April of 2010 as a joint initiative with the City of Guelph. The
gardens were supported by Brant Avenue and Parkwood Gardens Neighbourhood
Groups. It was noted that a large portion of the food grown went to food pantries. The
plans for 2011 include the increase in the size of the gardens at Brant Avenue PS and
the Stephanie Drive site and the creation of gardens at Sir Isaac Brock, Island Lake PS
and possibly June Avenue schools.
Mr. Seagram introduced Ms. Sonia Waraich, Community Development
Coordinator who gave an overview of the far reaching benefits to the Brant Avenue
Community that were achieved through the creation of the garden. The garden was a
children’s garden, used as a therapeutic and learning tool for the community’s children
Business Operations Committee Minutes, May 10, 2011
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and provided a safe place for children after school. There was also positive cooperation
and further support and participation from the children’s relatives and community
members and collaboration among agencies. It was explained that the plan moving
forward includes the development of food skills education which would include seed
saving. A brief video of the children working in the garden was shown to Trustees.
Recommendation #3
Trustee Bailey moved that this Committee recommend to the Board that the
report entitled, “Community Gardens – Brant Avenue PS and Stephanie Drive
Site,” dated May 10, 2011, be received.
The motion carried.
RESIGNATIONS, APPOINTMENTS AND RETIREMENTS
Ms. J. L. Rose introduced and reviewed the report “Resignations and
Retirements (Appendix A)”, dated May 10, 2011, as distributed at the meeting.
Recommendation #4
Trustee Schieck acknowledged the long service employees and moved that this
Committee recommend to the Board the report, “Resignations and Retirements
(Appendix A)” dated May 10, 2011 be received.
The motion carried
HEALTH AND SAFETY REPORT
Mr. J. Bowie introduced and reviewed the Ministry of Labour Internal Procedure,
(What to do if the MOL comes knocking) as distributed at the meeting. He explained
the purpose of the protocol is to provide clear direction to Principals, Vice Principals,
Designated Teachers, Managers and Supervisors when a Ministry of Labour Inspector
arrives on site and defines the process for the efficient and timely address of
requests/orders. Mr. Bowie reviewed the types of Ministry of Labour Orders, the
flowchart and roles and responsibilities of individuals within the organization when
orders are issued under the Occupational Health and Safety Act and applicable
regulations.
Recommendation #5
Trustee Schieck moved that this Committee recommend to the Board that the
verbal report Health and Safety Report as presented by Mr. J. Bowie, be
received as information.
The motion carried.
Business Operations Committee Minutes, May 10, 2011
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OPSBA REPORT
Trustee Busuttil introduced and reviewed the OPSBA report as distributed at the
meeting.
Trustee Busuttil noted that Bill 173 has passed third reading and is proceeding to
royal assent and contains provisions for flexibility for third party providers for extended
day programs related to the Full Day Early Learning program. Concerns have been
raised around supervision and accountability of the principals in these schools. The
principal will have the ability to delegate responsibility for the extended day. Another
concern arises in the event that the third party delivering the program at the school site
ceases to exist and the explicit requirement that the school board has seven days to
find another operator or to offer the program itself. There is nothing in the legislation to
address the issues of higher fees should the Board need to take on the program.
It was reported the list of OPSBA Priorities for 2011-12 will be discussed at the
Annual General Meeting.
It was reported that through OESC, in partnership with their respective
associations, Boards have access to a trained facilitator to work on governance training
tailored to the specific board. Some funding is available to help boards cover the cost of
a facilitator, on a cost sharing basis. It was suggested that this funding opportunity
should be investigated in light of the Board/Trustee development currently being
planned. Trustee Borden clarified that if a facilitator is identified and chosen through the
OPSBA initiative, the process can proceed separately from the Board’s procurement
process.
Trustee Busuttil circulated a copy of a letter from Catherine Fife, President of
OPSBA to the Minister of Education regarding funding shortfalls due to class size caps.
A package of information regarding the Kids Help Phone was also circulated for
information.
Recommendation #6
Trustee Schieck moved that this Committee recommend to the Board
THAT:
1. the report entitled “April 2011 OPSBA Board of Directors Meeting”, dated May
10, 2011 be received.
2. The Chair be directed to explore the OESC supported Governance Facilitator
initiative and submit an application if this meets our Board’s development
objectives.
The motion carried.
Business Operations Committee Minutes, May 10, 2011
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Trustee Borden suggested and received agreement from Trustees, that in order
to allow sufficient time to apply for support for a Governance Facilitator, the focus of the
Workshop scheduled May 31, 2011 be changed from Governance to the discussion of
Capital Project needs and the use of New Pupil Place (NPP) funding. If there is
sufficient time on the agenda, consideration will be given to including further review of
the Terms of Reference for the Accommodation Review Policy.
OTHER BUSINESS
Trustee Schieck assumed chair for discussion of other business.
Trustee Fairbairn distributed information regarding the Summit on Child and
Youth Mental Health being held on June 2, 2011 in Toronto. A coalition of mental
health professionals, organizations, hospitals and OPSBA is sponsoring the event.
Trustees were encouraged to attend and Trustee Fairbairn asked that the Board
consider approving the payment of registration fees. Student Trustee VanderVlugt
noted that the Student Trustees from OSTA will also be participating in the event.
Recommendation #7
Trustee Borden moved that this Committee recommend to the Board the
approval of financial support to cover the cost of registration fees for Trustees
Bailey and Fairbairn to attend the Summit on Children and Youth Mental Health
on June 2, 2011.
The motion carried.
Trustee Fairbairn resumed the chair.
ADJOURNMENT
There were no reports for presentation or discussion In Camera.
Trustee Waterston moved that this Committee adjourn at 8:25 p.m. to report to
the Board.
The motion carried.