UPPER GRAND DISTRICT SCHOOL BOARD
BUSINESS OPERATIONS COMMITTEE
MINUTES
October 16, 2012
The Business Operations Committee of Upper Grand District School Board met
on Tuesday, October 16, 2012, 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 Brown and Sampson.
Present from the Administration were Director of Education, Dr. M. Rogers,
Superintendents Benallick, McDonald, Morrell, Talbot and Wright; C. Zen, Assistant
Superintendent; M. McFadzen, Communications Officer; M. Weidmark, Administrative
Officer, Communications; J.L. Rose, Executive Officer of Human Resources; J. Passy,
Manager of Planning; J. Veit, Manager of Operations; P. Scinocca, Manager of Capital
and Renewal Projects; J. Shanks, Chief Information Officer; Heather Imm, Senior
Planner.
APPROVAL OF AGENDA
Trustee Bailey moved that the agenda be approved as amended.
The motion carried.
APPROVAL OF MINUTES
Trustee Waterston moved that the minutes of the previous meeting, held
September 11, 2012 be approved as printed.
The motion carried.
DECLARATIONS OF CONFLICT OF INTEREST
There were no conflicts of interest.
OPEN SESSION
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SHELBURNE PUBLIC SCHOOL (NEW) PROJECT APPROVAL REPORT
Mr. Paul Scinocca, Capital and Renewal Projects Manager, introduced and
reviewed the report entitled, “Shelburne Public School (New) Project Approval Report,”
dated October 16, 2012, including Appendix A - Tender Results, Architect’s
Recommendation Letter, Final Project Budget and Ministry of Education Project
Approval Letter. The final project budget is approximately $158,749.15 less than the
$7,193,254.00 projected project costs approved by the Ministry for the project. The
revenue sources available to fund the project come from NPP and FDK Funding.
Recommendation #1
Trustee Topping moved THAT:
1. the report entitled “Shelburne Public School (New) Project Approval Report,
Construction Tender and Final Project Budget,” dated October 16, 2012,
CP:12-12, be received.
2. a Final Project Budget of $7,034,504.85 outlined in Appendix A in the report
CP:12-12, be approved, and that the contract for the Shelburne Public School
(New) building project be awarded to the low tenderer, Tambro Construction
Ltd.
The motion carried.
LEE STREET PUBLIC SCHOOL, CONCEPT DESIGN REPORT
Mr. Paul Scinocca, Capital and Renewal Projects Manager, introduced and
reviewed the report entitled, “Lee Street Public School Concept Design Report,” dated
October 16, 2012, including Appendix A – Projected Expenditure Budget, Architect’s
Building Program Summary, Architect’s Cost Estimate and Concept Drawings. Given
the project scope and timing, a lump sum tender construction model is suggested. It
was noted this project is not a repeat design.
Mr. Scinocca clarified that there are still details in the drawings that need to be
determined such as the ability to access a defined space as an extension of the library,
details of the kindergarten playground, and for the area for student drop off. It was also
noted that the water and electrical efficiencies meet our standards, which exceed the
requirement of the building code. Ministry approval has been received to this point in
the project and for funding allocation, but final approval has not yet been received
Recommendation #2
Trustee Busuttil moved THAT:
1. The report entitled, “Lee Street Public School Concept Design Report,” dated
October 16, 2012, CP: 12-13, be received;
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2. The Concept Design report for the Lee Street Public School building project,
including the Preliminary Budget of $8,162,499.69 as outlined in Appendix A
of CP:12-13, be approved;
3. The construction model for the Lee Street Public School building project be
Lump Sum Tender.
The motion carried.
PLANNING DEPARTMENT – WORK PROGRAM
Ms. Jennifer Passy, Manager of Planning, introduced and reviewed the report
entitled, “Planning Department – Work Program,” dated October 16, 2012. She
presented to Trustees, the Planning Department work program for the next two years,
including a revised schedule of boundary reviews (Appendix 1) and other concurrent
priorities. Ms. Passy explained that an Education Development Charges (EDC)
Background Study is required prior to passage or renewal of the EDC By-law. This
process will be initiated by June 2013 in order to provide adequate time for completion
of the review and adoption of new by-laws, when the current EDC By-laws for
Wellington and Dufferin expire in August 2014.
Recommendation #3
Trustee Moziar moved THAT:
1. The report entitled, “Planning Department – Work Program,” PLN: 12-22,
dated October 16, 2012, be received;
2. Trustees approve the “Schedule of Boundary Reviews – Revised,” as shown
in Appendix 1 of PLN: 12-22;
3. Board staff be directed to implement the boundary reviews and other
processes scheduled for 2012/13, as outlined in PLN: 12-22.
The motion carried.
2012 PARTNERSHIP REPORT
Ms. Jennifer Passy, Manager of Planning, introduced and reviewed the report
entitled, “2012 Partnership Report,” dated October 16, 2012. The report is in keeping
with Policy 319 – Facility Partnerships, which provides direction to the Board regarding
opportunities to share facilities with community partners when building new schools or
undertaking significant renovations or when considering the use of underutilized space
in existing facilities. No suitable space has been identified in existing buildings;
however, it is suggested that notification should be provided to potential co-build
partners immediately to ensure site and building designs accommodate any interest as
early as possible for the three new schools being constructed in South Guelph,
Rockwood and Orangeville.
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Recommendation #4
Trustee Schieck moved THAT:
1. The report entitled, “2012 Partnership Report,” dated October 16, 2012, PLN:
12-24 be received.
2. Trustees approve the “Schedule of Partnership Space,” as shown in Appendix
1 of PLN: 12-24.
3. Staff be directed to advise the Partnership List of available Partnership Space
or Co-Build opportunities identified on the Schedule of Partnership Space.
The motion carried.
KING GEORGE PS JK-8 FI BOUNDARY REVIEW – REPORT #2
Ms. Heather Imm, Senior Planner, introduced the report entitled, “King George
PS JK-8 FI Boundary Review – Report #2,” dated October 16, 2012. She reviewed the
details of the report including the Background, Purpose, Enrolment Background for King
George PS, Victory PS, John McCrae PS and Paisley Road PS.
Ms. Imm presented an overview of Scenario 1 and Scenario 2, the two shortlisted
scenarios developed by the Boundary Review Staff Committee along with a comparison
of advantages and disadvantages and implementation timelines for the two scenarios.
The Staff’s Preferred Scenario is Scenario 1 – Grades 4-6 FI Reassignment,
which involves the move of entire grades of FI students from Victory PS to King George
PS as a way to reduce the enrolment pressures at Victory PS. The Staff Committee
considered this approach given the already limited area of the Victory JK-6 FI boundary.
JK-3 FI students would remain at Victory PS along with the JK-6 Regular track students.
The Grade 7 and 8 FI from Victory PS and Edward Johnson PS would attend King
George PS and the 7 & 8 FI from King George PS would remain at King George PS.
The next steps include a public information session on October 23 rd, the final
report presented to the Business Operations Committee on December 11 th, and
consideration by the Board at the regular meeting on December 18th.
Recommendation #5
Trustee Bailey moved THAT memo PLN:12-23 entitled, “King George PS JK-8 FI
boundary Review – Report #2” be received.
The motion carried.
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RESIGNATIONS AND RETIREMENTS
Ms. J. L. Rose, Executive Officer Human Resources, introduced and reviewed
the report “Resignations and Retirements (Appendix A and B)”, dated October 16, 2012,
as distributed at the meeting.
Recommendation #6
Trustee Schieck acknowledged the long service employees and moved that the
report, Resignations and Retirements (Appendix A and B) dated October 16,
2012, be received.
The motion carried.
OTHER BUSINESS
MSAC
Trustee Borden requested a brief consultation with the Guelph Trustees
regarding an upcoming meeting of the Macdonald Stewart Art Centre.
T-Shirts
Trustee Borden reported that samples are available at the back of the room for
clothing items that can be ordered bearing the Board logo. An order form will be
circulated to Trustees.
End of Term
Trustee Borden reminded Trustees that he will be stepping down as Chair at the
end of this term on December 4, 2012
Education Today Magazine
Trustee Bailey encouraged members to read the excellent articles in the
Education Today magazine as they address many relevant issues. He also noted the
web link section that provides more resources and information on the various topics.
Jack Layton Award
Trustee Cooper reported that, at the Learning for a Sustainable Future breakfast
meeting held today, it was announced that Wellington Heights S.S. was one of the five
schools recognized and is a runner up for the Jack Layton Award for Youth Action in
Sustainability.
IN CAMERA
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ADJOURNMENT
Trustee Waterston moved that this Committee adjourn at 9:40 p.m. to report to
the Board.
The motion carried.