UPPER GRAND DISTRICT SCHOOL BOARD
BUSINESS OPERATIONS COMMITTEE
MINUTES
May14, 2013
The Business Operations Committee of Upper Grand District School Board met
on Tuesday, May 14, 2013, in the Board Room at 500 Victoria Road North, Guelph,
Ontario commencing at 7:00 p.m.
Trustee Schieck, Vice-Chair, presided and the following Trustees were present:
Bailey, Borden, Busuttil, Cooper, Gohn, Moziar, and Topping along with Student
Trustees Brown and Sampson.
Present from the Administration were Director of Education, Dr. M. Rogers,
Superintendents Benallick, Kelly, McDonald, Morrell, Talbot and Wright; Assistant
Superintendent C. Zen; 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; T. Woods,
Senior Core Services Technician; and A. Willsie, Enterprise Systems Engineer.
APPROVAL OF AGENDA
Trustee Bailey moved that the agenda be approved as printed.
The motion carried.
APPROVAL OF MINUTES
Trustee Gohn moved that the minutes of the previous meeting, held April 9, 2013
be approved as printed.
The motion carried.
DECLARATIONS OF CONFLICT OF INTEREST
There were no declarations of conflicts of interest.
OPEN SESSION
DELEGATION:
Business Operations Committee Minutes, May 14, 2013
2
Sir Isaac Brock 7/8 Feasibility Study
Two grade 8 students currently attending Rickson Ridge addressed Trustees
regarding their concerns about the Grade 7/8 Feasibility Study. They believe that the
Sir Isaac Brock (SIB) students should continue to attend Rickson Ridge for grades 7
and 8. Benefits expressed by the students included exposure to rotary and adapting to
different teaching styles of many different teachers, both male and female; expanding
their social circle; getting used to taking a bus to school; and, gaining time management
and organizational skills. It is also felt that if the intermediate students from SIB do not
attend Rickson Ridge, each school will have a smaller number of students and extracurricular activities (e.g. band, Me to We, intramural sports) and the unique and
important classroom set up that currently exists will be affected.
A short video was also presented providing comments by two high school
students who had moved to Rickson Ridge from SIB for grades 7 and 8 and detailing
how they had benefitted from the experience. They felt participation in full rotary with
specialized teachers had prepared them well for their high school experience and
continues to assist them as they transition to adulthood.
A petition signed by 135 students (72% of the intermediate students) from
Rickson Ridge was presented to the Board.
In response to questions from Trustees, it was confirmed that the main issue
centres on the fact that if the SIB students do not attend Rickson Ridge for grades 7 and
8, there will not be sufficient numbers to run the extra-curricular programs or to provide
specialized teachers that prepare the students for high school. It was also reported
there are 187 intermediate students currently at Rickson Ridge who receive nine
subjects on rotary.
TRUSTEES RESPONSE TO DELEGATION
Trustee Moziar thanked and commended the students for their professional
presentation that provided the very valuable perspective of the students on this issue.
She also requested details regarding such things as the cost of bussing, any
modifications required at SIB to accommodate the grades 7 and 8 students there,
division of musical instruments and other equipment, as well as an indication of the
number of students being lost to other systems in the district. Staff indicated they will
try to address the issues in the staff report to Trustees.
Trustee Busuttil thanked the students for the information about their intermediate
school years experience and indicated the information will contribute to the Board’s
discussion and analysis of the feasibility study.
Trustee Schieck explained the staff report will be received at the Business
Operations Committee meeting on June 11th for discussion.
Business Operations Committee Minutes, May 14, 2013
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HYDRO ENERGY SAVINGS
Superintendent Brent McDonald introduced Mr. Mark Britton, Energy Services
Representative, and Julie Wildgoose from Guelph Hydro, Tom Woods, Senior Core
Services Technician; and Andy Willsie, Enterprise Systems Engineer, who provided an
overview of an initiative undertaken that resulted in hydro energy costs savings for the
UGDSB.
Mr. Mark Britton explained that in 2011, the province mandated energy savings
that would take place off the grid to reduce hydro costs and reduce the need to build
further projects. He reported Guelph is within the top ten in the province for achieving
demand savings as a city.
Mr. Tom Woods explained there was an immediate need to update the data
centre in order to improve the disaster recovery plan. The major tool in order to
accomplish this goal is server virtualization which allows many servers to be
consolidated into one large server. The technology has the side benefit of lowering
hydro consumption as it requires less hydro and less cooling to operate, as well as
being more environmentally friendly. Mr. Woods contacted Guelph Hydro regarding
participation in their rebate initiative. Mr. Woods and Mr. Willsie presented an overview
of the work that took place between June and December of 2012.
Mr. Britton presented the Board Chair with a cheque in the amount of $13,757,
which represents the money the Board has saved in reduced electrical consumption by
outfitting the Data Centre with new servers. Significant cost savings will be ongoing.
Trustee Bailey extended thanks to Mr. Britton on behalf of the Board for the
cheque and for the progressive policies and work undertaken that resulted in this
initiative.
In response to questions from Trustees, Mr. Willsie explained that other servers
are in place that staff was not able to virtualize. Staff continues to work with cooling and
electrical vendors for the data centre to ensure optimization. There is also the potential
to reconfigure or resize the data centre space.
Mr. Britton explained Guelph Hydro is working with Board staff regarding
opportunities within existing and planned new schools in order to identify potential
projects and facilitate efficiencies. In addition, Guelph Hydro facilitates work with the
local distribution company for schools outside Guelph.
Mr. Woods explained that the Board leases a secondary site in Waterloo for our
disaster recovery and virtualization of servers. Critical services can be replicated in
close to real time. Data is transferred through fibre optics and our connection time to
Waterloo has been increased ten times over last year.
Business Operations Committee Minutes, May 14, 2013
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Recommendation # 1
Trustee Topping moved that this committee recommend to the Board that the
verbal Hydro Energy Savings report be received.
The motion carried.
NAMING OF NEW ELEMENTARY SCHOOL IN EAST GUELPH
Ms. Linda Benallick, Superintendent of Education, introduced and reviewed the
report entitled, “Naming of New Elementary School in East Guelph,” dated May 14,
2013. The new school is located on the former Laurine Avenue school site. The
committee consulted with students, parents and staff at each of the feeder schools
(Laurine Avenue and Tytler) as well as the broader public. The Naming Committee is
recommending that the name of the new school be “John Galt Public School.”
Recommendation #2
Trustee Busuttil moved that this committee recommend to the Board THAT
1. the report entitled “Naming of New Elementary School in East Guelph, dated
May 14, 2013 be received.
2. the new school be named “John Galt Public School.”
The motion carried.
STUDENT TRUSTEES 2013-14
Mr. Carlo Zen, Assistant Superintendent of Education, introduced and reviewed
the report entitled, “Student Trustees 2013-2014,” dated May 14, 2013. At the April 16,
2013 UGDSB Regional Student Senate meeting an election was held to nominate the
2013-2014 student trustees. The final approval of the student trustees rests with the
Board. Kaitlin Brown, a Grade 12 student at Wellington Heights and currently serving as
trustee for 2012-13 school year, and Kelly Dong, a grade 11 student at Centennial CVI
were the successful candidates in the recent Student Trustee election. A brief resume
of the two students was provided.
Recommendation #3
Trustee Bailey moved that this committee recommend to the Board
THAT:
1. the report entitled: Student Trustees 2013-2014, dated 2013 05 14 be
received.
2. The Upper Grand District School Board approve the selection of Kaitlin
Brown, Student Trustee for rural schools, and Kelly Dong, Student Trustee
for urban schools for 2013-2014.
The motion carried.
Business Operations Committee Minutes, May 14, 2013
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ELEMENTARY IDENTIFIED SCHOOLS REPORT – 2013/2014
Ms. Jennifer Passy, Manager of Planning, introduced the report entitled
“Elementary Identified Schools Report – 2013-2014,” dated May 14, 2013. In keeping
with Board Policy 305, the report is presented annually to the Board. The projected
enrolment figures for the next school year were reviewed and compared with the board
rated capacity of each school and existing portable data. The list of schools projected
to be overcapacity or underutilized for the following school year (2013-14) was reviewed
and the changes from the previous year noted. The report reflects the year four FDK
projects that will be in place for September 2013.
In keeping with the Ministry mandated Facility Partnerships Policy, the report
indicates that potential space has been identified at two schools--Grand Valley and
District PS and R.R. MacKay PS. Due to pending development applications in Grand
Valley, Erin and Hillsburgh that would generate new students to assist in filling capacity,
partnership opportunities will not be considered at this time.
French Immersion enrolment growth and capacity information across the district
was also reviewed and changes over the previous year noted. FI Growth has been
experienced in Guelph, Centre Wellington an Orangeville/Dufferin.
Ms. Passy reported that staff has undertaken several boundary reviews to
address overcapacity concerns as a result of FDK and that additional studies and
reviews are planned for the coming year. Planning staff will consider future initiatives to
resolve concerns with respect to any schools that are projected to be underutilized
despite the introduction of FDK, following full implementation of FDK in 2014.
In response to a question from Trustee Moziar, it was clarified that no capacity
concerns have been identified regarding the accommodation of the gifted program in
Guelph or as a result of the relocation of the program in Dufferin. In addition, there has
not been any impact identified on the FI home schools resulting from the FI students
leaving to attend the gifted program.
In response to a question from Trustee Busuttil, it was reported that intermediate
enrolment change trends are not tracked as the specifics of grade sizes are not
examined during the compilation of the information for the identified schools report.
Recommendation #4
Trustee Moziar moved that this committee recommend to the Board that the
report, PLN: 13:13, “Elementary Identified Schools Report – 2013-2014” dated
May 14, 2013 be received.
The motion carried.
Business Operations Committee Minutes, May 14, 2013
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SECONDARY IDENTIFIED SCHOOLS REPORT – 2013/2014
Ms. Jennifer Passy, Manager of Planning, introduced the report entitled
“Secondary Identified Schools Report – 2013-2014,” dated May 14, 2013. In keeping
with Board Policy 305, the report is presented annually to the Board. The projected
enrolment figures for the next school year were reviewed and compared with the board
rated capacity of each school and existing portable data. The list of schools projected
to be overcapacity or underutilized for the following school year (2013-14) was reviewed
and the changes from the previous year noted.
Three schools are projected to be over capacity (Centennial CVI, Westside SS,
and Erin DHS); one school is projected to be underutilized (Norwell DSS), and the
remaining seven high schools are neither over capacity nor underutilized.
Growth in secondary French Immersion will result in significant accommodation
pressures, particularly in Guelph, within the next five to ten years. French Immersion
growth in Orangeville, as well as the possible introduction of an elementary French
Immersion program in Rockwood may also result in future pressure at Erin DHS.
Planning staff recognizes that it will be necessary to address secondary
accommodation issues that are anticipated in Guelph and also as a result of FI growth
in Orangeville and Rockwood. A long term accommodation plan process, which is
anticipated to begin upon the completion of FDK projects and other related work items,
will provide the opportunity to further study both elementary and secondary
accommodation issues on a more comprehensive scale.
Recommendation #5
Trustee Borden moved that this committee recommend to the Board that the
report, PLN: 13:13, “Secondary Identified Schools Report – 2013-2014” dated
May 14, 2013 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 May 14, 2013, as
distributed at the meeting.
Recommendation #6
Trustee Borden acknowledged the long service employees and moved that the
report, Resignations and Retirements (Appendix A and B) dated May 14, 2013,
be received.
The motion carried.
Business Operations Committee Minutes, May 14, 2013
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HEALTH AND SAFETY REPORT
Ms. Jennifer Rose, Executive Officer of Human Resources provided a verbal
Health and Safety report and reviewed initiatives currently underway. A safety in
technology program has been developed and technology heads and staff are being
trained. An area specific work place inspection form has been implemented for use in
areas that present unique hazards e.g. wood shops, auto shops, science labs, etc. A
comprehensive assessment of confined spaces within schools program has also been
put in place. The implementation of a thorough early and safe return to work program
for employees that are off work due to injury provides accommodation and offers
modified work resulting in a significant decline in WSIB costs. There is a separate
program for those employees off work due to illness.
Recommendation #7
Trustee Gohn moved that this committee recommend to the board that the verbal
Health and Safety Report be received.
The motion carried.
OTHER BUSINESS
Trustee Topping thanked Superintendent Talbot and personnel from the Board,
fire and police who responded to an incident in Shelburne.
IN CAMERA
ADJOURNMENT
Trustee Moziar moved that this Committee adjourn at 9:00 p.m. to report to the
Board.
The motion carried.