UPPER GRAND DISTRICT SCHOOL BOARD
BUSINESS OPERATIONS COMMITTEE
MINUTES
November 13, 2012
The Business Operations Committee of Upper Grand District School Board met
on Tuesday, November 13, 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, and Topping.
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.
APPROVAL OF AGENDA
Trustee Busuttil moved that the agenda be approved as printed.
The motion carried.
APPROVAL OF MINUTES
Trustee Bailey moved that the minutes of the previous meeting, held October 16,
2012 be approved as printed.
The motion carried.
DECLARATIONS OF CONFLICT OF INTEREST
There were no conflicts of interest.
OPEN SESSION
Business Operations Committee Minutes, November 13, 2012
DELEGATIONS
King George Boundary Review
1.
Martina White
Ms. Martina White spoke on behalf of the parent group at Victory PS regarding
the King George PS Boundary Review as it pertains to Victory School. She noted that
the birth rates in Guelph remain steady and there will be no new housing starts in the
neighbourhood. This leads to their assumption that enrolment will be steady and will
allow sufficient room to accommodate FDK at Victory PS. The group is asking that the
Board wait until 2013 or 2014 to see what the enrolment numbers will be and to allow
more time to consider other options including making renovations to improve and
expand the school in order to keep the community together. The group asked that their
children not be moved unless there is no other option. Ms. White highlighted a survey
distributed to the school community to gather input regarding their preferred scenario
should it become necessary for any children to be moved away from Victory PS. The
results indicated that the families value the Victory community enough to be willing to
move their Grade 6 children to a new school; however, moving grade 5 was not strongly
supported. Families would prefer the make Victory FI only rather than move Grade 4
students, even though dual track is highly valued. Overall, they did not feel that any of
the scenarios presented were good options.
In response to questions of clarification from Trustees, Ms. White indicated that
having a walkable school is one of the main values expressed by parents. Further,
while only three regular track families responded to the survey, all families were
contacted and correspondence went home in all backpacks. It was also clarified that
while there are 28 students in grade 6 (FI and RT) that number extrapolates into 22 FI
and 14 RT students by their calculations.
2.
Marty Williams
Mr. Marty Williams spoke to Trustees on behalf of the parent group from Victory
School regarding the King George Boundary Review as it pertains to Victory Public
School. He explained that all parents from Victory PS were invited to attend the
meetings to discuss the issues and that more than 100 parents, representing about 50%
of students, have participated and contributed to the presentations. Positive feedback
has also been received from the broader neighbourhood about their position. The group
wants Victory PS to remain a JK-6 dual track community school. The group is asking
that the Victory School be taken out of the King George Boundary review as they do not
support the assumptions concerning Victory’s role in this review as they do not stand up
to rigorous review. The families believe that the school has capacity that can
accommodate FDK and that there is no certainty that there will be an enrolment
problem at Victory that cannot be addressed in a less disruptive way. He also noted
there are two portables on the site sitting empty and that a kindergarten class is empty
half the time. They believe that space can be repurposed and have thought of some
2
Business Operations Committee Minutes, November 13, 2012
creative ways to do so. The group believes a solution is needed for the long term and
that a thorough review and analysis of the Victory site with regard to expanding its
capacity has not been done. They do not support either staff scenario as they currently
stand. Mr. Williams indicated they are willing to support a plan developed together that
in the long term keeps Victory as a community, dual track JK-6 school. He concluded
by asking that Victory be taken out of the King George Boundary Review, that staff work
with them on a better way forward and to enhance Victory PS and build a better school.
In response to questions of clarification from Trustees, Mr. Williams confirmed
the parents are asking to be taken out of the of the King George process, and to engage
in a new process to achieve a long term solution that a boundary review would not
achieve. This would include expanding the space capacity and accessibility of the
current school. He then acknowledged the community would accept a short term,
interim step as part of a longer term plan that might require the transfer of students to
another school temporarily if the plan retained Victory as a community walkable, JK- 6,
accessible school.
TRUSTEES’ RESPONSE TO DELEGATIONS
Trustee Moziar thanked the delegations and asked staff to comment on the
ability for the Board to consider some of the things being asked, based on the
parameters of the review.
Ms. Jennifer Passy, Manager of Planning, explained the King George review
was established to set the boundary for the new FI school and does not contemplate
that regular track enrolment would be considered. She noted it is the FI program that
causes capacity issues at Victory PS. To consider the regular track capacity would
result in stalling the current process and creating a new one which would impact the
Board’s ability to implement FDK by 2014. Ms. Passy acknowledged that the Terms of
Reference for the review, as well as communications with the school community,
reinforced to regular track parents that they were not being considered as an option due
to the desire of the school community to maintain Victory PS as a dual track school.
Ms. Passy also noted that the focus at this time is on the implementation of FDK
and that capital dollars are available to address resulting pressures from that Provincial
initiative. The pool of money available for renovation to Victory PS would be limited to
those related to FDK only. For anything the Board may require to address enrolment
matters beyond that would require that the Board demonstrate to the Province there is
no capacity available elsewhere. She indicated it appears the delegation has
incorporated portable classroom space in their presentation, noting there are currently
three portables on site, only one of which is in use. The boundary review is based on
having enrolment in line with the bricks and mortar capacity.
Ms. Passy commented that some movement of students should parents withdraw
their children from FI and enrol them in the regular track at Victory might result in the
better use of space based on the current regular track enrolments that result in split
3
Business Operations Committee Minutes, November 13, 2012
4
classes. Should a significant number move and this process does not achieve what is
required, there may need to be consideration of another process at a later date. Ms.
Passy explained the work plan approved by the Board extends out to early 2014 in
order to have all decisions made in advance of FDK implementation. Staff would then
be able to direct resources to longer term accommodation planning that might be
required.
Trustee Bailey thanked the community for the hard work and community
leadership in order for Trustees to have a good understanding of the community values.
He also indicated his hope that the community has gained a better appreciation of the
challenges around FDK implementation and the Board’s capital planning goals.
HEAD CARETAKER PROGRAM
Mr. John Veit, Manager of Plant Operations, introduced and reviewed the report
entitled, “Head Caretaker Program, Information Report,” dated November 13, 2012. He
explained that, in order to improve the skill level and gain consistency among the head
caretakers, a development program has been developed to define expectations of the
role and provide training and support as required. The program is fully supported by the
union. The process and program elements were reviewed in detail. The program is
open to anyone interested in becoming head caretaker as well as to those currently in
the position. The program was launched in August, and the successful completion of
the program is now a prerequisite to apply for a permanent position as head caretaker.
Recommendation #1
Trustee Bailey moved that this committee recommend to the Board that the
report entitled, “Head Caretaker Program, Information Report,” dated November
13, 2012, CP:12-14, be received.
The motion carried.
OPERATIONS DEPARTMENT MULTI-YEAR PLAN MAINTENANCE SERVICES –
2012-2014
Mr. John Veit, Manager of Plant Operations, introduced and reviewed the report
entitled, “Operations Department Multi-Year Plan – Maintenance Services – 20122014,” dated November 13, 2012. It was explained that the goals for 2012-2014 were
developed using the UGDSB Strategic Direction, the Director’s Operational Plan
Objectives and the department’s Goals from 2009-2011. In addition, the goals for each
of the four Operation’s departments (Maintenance, Custodial, Facilities and Contract,
and Capital and Renewal) have been aligned with each other in terms of resources,
timing and direction. Mr. Veit provided a status update on objectives outlined for 20092011 (Appendix A) and reviewed the updated Multi-Year Plan for Maintenance Services
for 2012-2014 (Appendix B).
Business Operations Committee Minutes, November 13, 2012
5
Recommendation # 2
Trustee Cooper moved that this committee recommend to the Board that the
report entitled “Operations Department Multi-Year Plan – Maintenance Services
– 2012-2014,” CP 12-15 be received.
The motion carried.
TRUSTEE HONORARIA ANNUAL CALCULATION
Ms. Janice Wright, Superintendent of Finance, introduced and reviewed the
report entitled “Trustee Honoraria Annual Calculation,” dated November 13, 2012. The
remuneration calculation for the positions of Trustee, Chair and Vice-Chair was
reviewed (Appendix A) and is based on the budgeted enrolment number from the
previous year (2011-2012). A very small decrease results and the new amount goes
into effect December 1, 2012.
Recommendation #3
Trustee Schieck moved that this committee recommend to the Board that the
report, Trustee Honoraria Annual Calculation dated November 13, 2012 (Finance
#2012-31) be received.
The motion carried.
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 #4
Trustee Schieck acknowledged the long service employees and moved that the
report, Resignations and Retirements (Appendix A and B) dated November 13,
2012, be received.
The motion carried.
HEALTH AND SAFETY REPORT
Ms. Jennifer Rose, Executive Officer of Human Resources provided a verbal
Health and Safety Update. Staff developed and rolled out Spill Kits at all secondary
school technology areas. The use of gloves related to personal protective equipment
for technology was standardized. The Joint Health and Safety Committee (JHSC)
Terms of Reference were reviewed and resulted in some changes to reflect legislative
Business Operations Committee Minutes, November 13, 2012
6
requirements, limiting the expectations and involvement of JHSC personnel for
circumstances in which they are not legally required. Ms. Frances Norlen, the Science
Safety Resource person, has been asked to present at the Ontario Association of
School Business Officials (OASBO) regarding science safety initiatives and processes
at the UGDSB as a best practice for other Boards to implement. Improvements to the
effectiveness and direction of the JHSC have been implemented. Fire rated cans for
storage and disposal of oily, combustible rags in technology areas have been
purchased and are being distributed. Health and Safety Training has been provided to
OCT bargaining unit personnel and CUPE Head Custodians. The design of an online
(staff portal) accident/incident reporting process is in the early development stage and is
being done in an effort to minimize time delay in reporting and follow up of work related
incidents.
Recommendation #5
Trustee Gohn moved that this committee recommend to the Board that the verbal
Health and Safety Report be received.
The motion carried.
OTHER BUSINESS - Nil
IN CAMERA
OTHER BUSINESS - Nil
ADJOURNMENT
Trustee Borden moved that this Committee adjourn at 10:00 p.m. to report to the
Board.
The motion carried.