UPPER GRAND DISTRICT SCHOOL BOARD
BUSINESS OPERATIONS COMMITTEE
MINUTES
February 12, 2013
The Business Operations Committee of Upper Grand District School Board met
on Tuesday, February 12, 2013, in the Board Room at 500 Victoria Road North, Guelph,
Ontario commencing at 7:00 p.m.
Trustee Waterston, Chair, presided and the following Trustees were present:
Bailey, Cooper, Fairbairn, Gohn, Moziar, Schieck, and Topping, along with Student
Trustee Brown.
Present from the Administration were Director of Education, Dr. M. Rogers,
Superintendents Benallick, Kelly, McDonald, Talbot and Wright; 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; H. Imm, Senior Planner; Ms. K.
Creery, Principal, Rockwood Centennial PS; and, B. Ellis, Wellness Co-ordinator.
APPROVAL OF AGENDA
Trustee Topping moved that the agenda be approved as printed.
The motion carried.
APPROVAL OF MINUTES
Trustee Schieck moved that the minutes of the previous meeting, held January
15, 2013 be approved as printed.
The motion carried.
DECLARATIONS OF CONFLICT OF INTEREST
There were no declarations of conflicts of interest.
OPEN SESSION
NAMING ROCKWOOD CENTENNIAL PS LIBRARY
Ms. Bonnie Talbot, Superintendent of Education, introduced Ms. Kate Creery,
Principal of Rockwood Centennial PS and Ms. Susan Frasson, Chair of the Eramosa
PS Parent Council and member of the Rockwood Centennial Parent Council.
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Ms. K. Creery introduced and reviewed the report entitled, “Naming of Rockwood
Centennial Public School Library,” dated February 12, 2013. Policy 303 requires the
request for the naming of a facility within a school to be brought to the Board for
consideration. The naming committee is recommending that the library be named the
Ashlynne Rayner Memorial Library, in order to create a permanent memorial for
Ashlynne, a senior Kindergarten student who was tragically killed while on her way
home from school in 2007. Ashlynne was an avid reader and her family pays tribute to
her through donations of many thousands of books to the school libraries.
Ms. Susan Frasson outlined some of the ideas being considered to embrace
Ashlynne’s incredible energy in order to create a legacy that makes reading and
learning fun for students.
Recommendation # 1
Trustee Cooper moved THAT:
1. The report entitled “Naming of Rockwood Centennial Public School Library,”
dated February 12, 2013, be received.
2. The Rockwood Centennial Public School Library be named the Ashlynne
Rayner Memorial Library.
The motion carried.
NEW SETTLERS CREEK JK-8 RT BOUNDARY REVIEW - REPORT #1
Ms Heather Imm, Senior Planner, introduced and reviewed the report entitled,
“New Settlers Creek JK-8 RT Boundary Review – Report #1,” dated February 12, 2013.
It was explained that the Settlers Creek development was designated a Development
Area (DA) during the preliminary stages of subdivision planning. The students from the
area are currently accommodated at East Garafraxa PS and Montgomery Village PS.
The FDK Capital Plan presented an opportunity to dissolve the DA status for the
Settlers Creek subdivision and accommodate Orangeville students in a local JK-8
school. In August 2012, Trustees approved the construction of a new 308 pupil place
school on the Settlers Creek site.
Ms. Imm reviewed the Goals, Objectives and Constraints (Appendix C),
Proposed Process, Communication Plan, Committee Composition and proposed
Timeline (Appendix A) for the New Settlers Creek JK-8 RT Boundary Review along with
the Attendance Area Map (Appendix B).
Recommendation #2
Trustee Schieck moved that this committee recommend to the Board THAT
1. Memo PLN:13-03 entitled “New Settlers Creek JK-8 RT Boundary Review –
Report #1,” dated February 12, 2013, be received.
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2. The Board approves the initiation of a boundary review process for the new
Settlers Creek JK-8 RT school.
3. Trustees adopt the schedule shown in Appendix A of report PLN:13-03, as
the proposed timeline for the boundary review process necessary to establish
the JK-8 boundary for the new Settlers Creek elementary school.
The motion carried.
NEW SOUTH GUELPH PUBLIC SCHOOL (ZADUK PLACE), CONCEPT DESIGN
REPORT
Mr. Paul Scinocca, Manager of Capital & Renewal Projects, introduced and
reviewed the report entitled, “New South Guelph (Zaduk Place) Concept Design
Report,” dated February 7, 2013 including the projected expenditure budget, architect’s
building program summary, architect’s cost estimate and concept drawings. The User
Advisory Committee has met to provide input on the concept design and site plan. The
total anticipated cost is $7.5M. The funding for this project is from FDK Captial grants
and the remaining NPP grants. Given the project scope and timing a lump sum tender
construction model is suggested.
It was reported that several meetings have taken place with the City of Guelph.
Originally access to the school was planned from Zaduk Place, but the City has
requested that the school front onto the future McCann Street.
In response to questions from Trustees it was explained that the library is located
on the second floor in order have a cost efficient design for the school that meets the
other space demands on the first floor (e.g. Kindergarten class, gym, office). It was
also explained that there is strict control over the site design and that direction to
reallocate funds from the rest of the project would be required in order to provide a more
mature look to the site by planting more larger trees. The plan includes many
environmental/sustainable design features with other “green” technologies being
investigated and considered for installation if possible (e.g. solar wall). It was also
clarified that no interest was expressed in response to the circulation seeking interest in
a co-build opportunity on this site.
Recommendation #3
Trustee Fairbairn moved that this committee recommend to the board THAT:
1. the report entitled “New South Guelph Public School, Concept Design
Report,” dated February 12, 2013, CP:13-05, be received.
2. the Concept Design report for the New South Guelph Public School (Zaduk
Place) building project, including the Preliminary Budget of $7,554,312.46 as
outlined in Appendix A of CP:13-05, be approved;
3. the construction model for the New South Guelph Public School (Zaduk
Place) building project be Lump Sum Tender.
The motion carried.
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KENILWORTH PUBLIC SCHOOL FACILITY CONDITION UPDATE
Mr. Paul Scinocca, Manager of Capital & Renewal Projects, introduced and
reviewed the report entitled, “Kenilworth Public School, Facility Condition Update,”
dated February 12, 2013. He reviewed the background leading to the decision made by
the Board in April 2010, “that the Kenilworth PS facility be maintained to a minimum
standard and any discretionary abnormal expenditures be brought back to the board for
consideration.” The revised FDK Capital Plan approved in June 2012 identified the
need for an expansion of one classroom for use as an FDK room at Kenilworth PS. In
addition, a summary of the projected renewal projects under consideration for 2013/14
school year included an estimated $650,000 to meet renewal needs at Kenilworth PS.
The identified facility concerns (Appendix A) and the Renewal Budget Allocation
(Appendix B) were reviewed. The proposed expenditures at Kenilworth PS are
discretionary abnormal expenditures and are restricted by the April 2010 Board motion.
As a result, the projects are being brought back to the board for consideration. Mr.
Scinocca reviewed two options.
The first is to direct staff to schedule an
Accommodation review for the purpose of considering the future status of Kenilworth PS
and the second is to direct staff to proceed with the construction of an FDK classroom
and the renewal work at Kenilworth PS.
It was clarified that an accommodation review would include Mount Forest and
Arthur in keeping with the Ministry guidelines. If the Board directs the review, a more
detailed report would be brought forward to Trustees, including the suggested timeline.
Recommendation #4
Trustee Moziar moved that this committee recommend to the board THAT:
1. the report entitled “Kenilworth Public School, Facility Condition Update,” dated
February 12, 2013, be received.
2. The Board direct staff to schedule an Accommodation Review for the purpose
of considering the future status of Kenilworth PS.
The motion carried.
The Superintendent will advise the school of the pending review and Trustee
Schieck will contact the School Council.
RESIGNATIONS AND RETIREMENTS - Nil
WELLNESS UPDATE
Ms. Jennifer Rose, Executive Officer of Human Resources introduced Ms.
Brenda Ellis, Wellness Co-Ordinator for the UGDSB. Ms. Ellis provided a verbal update
regarding the development and implementation of a Wellness Program. A staff survey
was conducted and based on the data collected, a plan was put in place focusing on the
top areas identified which include stress management, managing sleep issues and
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overall wellness. The response from the unions and other staff groups has been
positive; however, in person sessions have been delayed due to the current labour
climate. Other ways to disseminate the information to the employee population have
been identified and include the sponsorship of PD sessions, on site/after work exercise
sessions and on line learning options. A Wellness Newsletter is also circulated and
made available on First Class. One outcome identified regarding the work to date is the
increased access to EAP. The next steps were highlighted as follows: continued
communication with the unions; continued distribution of information; ongoing promotion
of EAP; revisions of programming and timelines; and the completion and promotion of
the wellness website.
In response to questions from Trustees, it was clarified that EAP is funded by the
Board. The increase in the cost to provide the program related to the increase in
access by staff is more than offset by the reduction in lost time replacement costs.
Current research supports this finding of a return on funds invested in wellness
initiatives in addition to increased engagement and productivity. It was also noted that
Ms. Ellis reaches out to other local resources in the community, including the University
of Guelph and the Department of Public Health. The wellness survey did not include a
question regarding depression as it is a specific diagnosis. Stress is often a precursor
to depression if left unidentified or untreated. A review of the EAP usage showed a
strong indication of stress and generalized anxiety disorders as reasons for accessing
the program and this was supported by a review of prescription drugs that also indicated
access to medications to treat these disorders. It is hoped that a proactive approach to
promote the EAP and other good mental health resources will result in a decline in this
type of illness.
Recommendation #5
Trustee Bailey moved that this committee recommend to the Board that the
verbal Wellness Report be received.
The motion carried.
OTHER BUSINESS
Bell Let’s Talk Day
Trustee Moziar reported that today is Let’s Talk Day. It is sponsored by Bell with
five cents from each text message, tweet and long distance call being donated in
support of programs for mental health.
IN CAMERA
Business Operations Committee Minutes, February 12, 2013
ADJOURNMENT
Trustee Bailey moved that this Committee adjourn at 9 15 p.m. to report to the
Board.
The motion carried.
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