UPPER GRAND DISTRICT SCHOOL BOARD
BOARD MEETING – TUESDAY, SEPTEMBER 24, 2013
The regular monthly meeting of Upper Grand District School Board was
held on Tuesday, September 24, 2013, in the Boardroom at 500 Victoria Road
North, Guelph, starting at 7:00 p.m.
Trustee Bailey, Chair, presided and along with Student Trustees Brown
and Hong all Trustees were present with the exception of Trustee Busuttil who
participated via teleconference.
OPENING PRAYER OR READING
Trustee Moziar presented an inspirational reading written by Robert
Service as the opening reading.
CONDOLENCES
Trustee Bailey, Chair, reported that condolences were sent on behalf of
the Board to the following: Betty Curylo, the Office Co-Ordinator at Princess
Elizabeth PS, on the loss of her husband; Blair Capling, the Manager of Capital
Projects, on the loss of his father-in-law; Heather Large, a teacher at John F.
Ross, on the loss of her mother; Katherine Mayo, a teacher at Elora PS, on the
loss of her father; Anne Fenton and Steve Haslam, teachers at Montgomery
Village PS, on the loss of Anne’s mother; Alex Cameron, Head Caretaker at Sir
Isaac Brock, on the loss of his wife; Marsha Haveman, a teacher at Jean Little
PS, on the loss of her mother; and, Karen Spencer, a teacher at James
McQueen PS, on the loss of her father.
GOOD NEWS
Dr. Rogers highlighted the “Good News” as follows:
Victoria Cross P.S.
Teacher James Fielding ran a 42km marathon on the track at Victoria
Cross PS in Mount Forest on September 20, 2013 as part of the school's Terry
Fox fundraising event. Mr. Fielding put forth a challenge to students and the
school community -- he would run 1 kilometre for every $25 raised, up to a
maximum of 42 kilometres (a full marathon). They reached their goal of $1050,
and Mr. Fielding took to the track with a class of kindergarten students. Students
from other grades also participated in the run.
East Garafraxa P.S.
Thanks to the generosity of their School Council, East Garafraxa P.S. now
has a beautiful outdoor classroom. The schedule to use this space is full, as
many teachers have jumped at the opportunity to use this great space. In
addition, it is home during afternoon recess to the "Bug Club" of 50 students.
Board Minutes – September 24, 2013
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What a beautiful way for our students to enjoy the outdoors and learn about the
environment.
June Avenue P.S.
A June Avenue P.S. grade 5 student is launching his second book titled:
George & Madeline & the Chinese Dragon vs the Pirates, presenting it October
12th at Chapters, Guelph. All proceeds go to "Free the Children."
Brant Avenue P.S.
Brant Avenue P.S. will soon be starting an after-school program called the
“The Running and Reading Club”. The program is “geared to inspire kids and
empowering them to do better with their lives” says Marilyn Bleach, who is
helping to bring the program to Brant Avenue, as part of her outreach activities
with St. David and St. Patrick Church. “The program is a literacy program and
also provides physical activity and mentoring from positive role models,” says
Bleach. The program is aimed at kids in Grades 1 to 6 and the basics are
simple, once a week, kids stay after school. For 45 minutes, they do some form
of physical activity, like skipping or running with volunteer coaches. They refuel
with a healthy snack, and then they read with mentors – again volunteers from
the community. The club will run from October to May. Willow Road P.S.
currently offers the same program to their students.
Erin D.H.S.
Erin District H.S. wrapped-up their Terry Fox fund raising today with an
assembly. They raised an amazing $11,400 for the Terry Fox Foundation.
Expression of Appreciation
Trustee Bailey reported that Trustees have completed the performance
evaluation process for Dr. Martha Rogers, Director of Education. At a Caucus
meeting earlier this evening, Trustees expressed their unanimous appreciation
and support for the exceptional leadership of Dr. Rogers. Dr. Rogers and her
team were thanked for their dedication and outstanding performance.
CONFIRMATION OF THE AGENDA
Trustee Fairbairn moved, seconded by Trustee Cooper, that the agenda
be confirmed as printed.
The motion carried.
DECLARATIONS OF CONFLICT OF INTEREST
There were no conflicts of interest.
APPROVAL OF THE MINUTES OF THE BOARD MEETING HELD AUGUST
27, 2013
Trustee Topping moved, seconded by Trustee Moziar, that the Minutes of
the Board meeting held August 27, 2013 and the Minutes of the
Board Minutes – September 24, 2013
152
Committee of the Whole meeting held immediately prior to the Board
meeting, be approved as printed.
The motion carried.
RATIFICATION OF BUSINESS TRANSACTED BY THE COMMITTEE OF THE
WHOLE IN CAMERA
Trustee Gohn moved, seconded by Trustee Borden, that the business
transacted by the Committee of the Whole in camera be now ratified by
the Board.
The motion carried.
MOTION TO RISE AND SIT IN COMMITTEE
Trustee Schieck moved, seconded by Trustee Topping, that the Board rise
and sit in Committee of the Whole, with the Chairperson presiding.
The motion carried.
BUSINESS OPERATIONS COMMITTEE
A.
Minutes of September 10, 2013
Trustee Waterston moved that the Minutes of the Business Operations
Committee held September 10, 2013 be received and considered.
The motion carried.
Trustee Waterston moved the adoption of recommendations 1, 2, 3, 4 and
5 as contained in the Minutes of the Business Operations Committee,
dated September 10, 2013.
The motion carried.
The motions are as follows:
THAT:
1. a) Memo PLN:13-22 entitled “New Rockwood Elementary School
Boundary Review – Report #1,” be received.
b) the Board approves the initiation of a boundary review process
for the new Rockwood Elementary School.
c) Trustees adopt the schedule shown in Appendix A of report
PLN: 13-22, as the proposed timeline for the boundary review
process necessary to establish the boundary for the new
Rockwood Elementary school.
2.
a) Memo PLN:13-24 entitled “Ponsonby PS Boundary Review –
Report #1,” be received.
Board Minutes – September 24, 2013
3.
4.
5.
B.
153
b) The Board approves the initiation of a boundary review process
for Ponsonby PS.
c) Trustees adopt the schedule shown in Appendix A of report
PLN: 13-24, as the proposed timeline for the boundary review
process necessary to establish the boundary for Ponsonby PS.
the report, Resignations and Retirements (Appendix A and B) dated
September 10, 2013, be received.
the verbal Health and Safety Report as presented by Ms. Jennifer
Rose, Executive Officer Human Resources, be received.
the verbal “High Needs Amount” report be received.
Lee Street Public School, Project Approval Report, Construction Tender
and Final Project Budget
Mr. Paul Scinocca, PDS Project Consulting Ltd., introduced and reviewed
the report entitled, “Lee Street Public School Project Approval Report,
Construction Tender and Final Project Budget,” dated September 24, 2013 as
distributed at the meeting. Appendix A, including the Tender Results, Architect’s
Recommendation letter and Final Project Budget, was reviewed in detail. It was
noted that the final project budget is less than the target budget and funding
approval from the Ministry. The revenue sources available to fund the project
come from NPP and FDK funding approved by the Ministry.
Mr. Scinocca noted that it is a difficult building site and reported that
preliminary work to address some of the grading issues was undertaken prior to
issuing the tender. This will allow the contractor to start work as soon as the
tender is awarded and assist in moving forward the project in order to achieve
the September 2014 opening. These costs are reflected in the budget.
In response to questions from Trustees, it was explained that some
additional site preparation costs are eligible under EDC. It was noted that the
site has been decertified as wetlands and that a dry storm water management
pond will be on site. In addition, it was reported that tree removal on the site was
based on a tree survey undertaken and the report of an arbourist. A 3:1
compensation ratio was used for the trees. There are some trees at the front of
the property that were condemned when the road was planned.
Trustee Fairbairn moved THAT:
1. the report entitled, “Lee Street Public School Project Approval Report,
Construction Tender and final project Budget,” dated September 24,
2013 CP:13-14, be received.
2. a Final project budget of $7,742,773.04 outlined in Appendix A in the
report CP:13-14, be approved, and that the contract for the Lee Street
Public School building project be awarded to the low tenderer, Devlan
Construction Ltd.
The motion carried.
Board Minutes – September 24, 2013
C.
154
(New) Rockwood Public School Tender Update
Mr. Paul Scinocca, PDS Project Consulting Ltd., introduced and reviewed
the report entitled, “(New) Rockwood Public School Project Approval Report,
Construction Tender and Final Project Budget,” dated September 24, 2013 as
distributed at the meeting. Appendix A, including the Tender Results and Final
Project Budget, was reviewed in detail. It was noted that the final project budget
is slightly more than the target budget and funding approval from the Ministry.
The revenue sources available to fund the project come from NPP and FDK
funding approved by the Ministry.
Mr. Scinocca explained that the tender closed earlier today, and there do
not appear to be any apparent qualifications or irregularities on the first review.
The report is being presented this evening to move the project forward in an
effort to meet the estimated January 2015 occupancy. Mr. Scinocca noted that
the recommendations include the conditions that a detailed tender analysis is
received confirming that the project budget is appropriate and that a written
recommendation is received from the project architect that the tender should be
awarded to the low tenderer. If either of the conditions are not met, a report will
be brought forward to the Board for further consideration.
In response to questions from Trustees, it was clarified that the site work
included in the contract is eligible for EDC funding. There is a landscape plan for
the site and every effort is made not to remove trees unless absolutely
necessary. Mr. Scinocca will forward a copy of the plan to Trustee Cooper.
Trustee Cooper moved THAT:
1. the report entitled, “(New) Rockwood Public School Project Approval
Report, Construction Tender and final project Budget,” dated
September 24, 2013 CP:13-15, be received.
2. a Final project budget of $6,267,363.57 outlined in Appendix A in the
report CP:13-15, be approved conditional on confirmation from Board
staff that a detailed tender analysis confirms that the project budget is
appropriate.
3. the contract for the (New) Rockwood Public School building project be
awarded to the low tenderer, Tambro Construction Ltd., conditional on
the receipt of a written recommendation from the project architect,
Allen & Sherriff Architects Inc., that the tender should be awarded to
the low tenderer.
The motion carried.
SPECIAL EDUCATION ADVISORY COMMITTEE
A.
Minutes of September 11, 2013
Trustee Fairbairn moved that the Minutes of the Special Education
Advisory Committee held September 11, 2013 be received.
The motion carried.
Board Minutes – September 24, 2013
4.
155
POLICY MANAGEMENT COMMITTEE
A.
Minutes of September 10, 2013
Trustee Gohn moved that the Minutes of the Policy Management
Committee held September 10, 2013 be received and considered.
The motion carried.
Trustee Gohn moved the adoption of recommendations 1, 2, 3, 4, 5, 6 and
7 as contained in the Minutes of the Policy Management Committee,
dated September 10, 2013.
The motion carried.
The motions are as follows:
THAT:
1. that this Committee recommend to the Board that
a)
Policy 301 Cadet Corps,
b)
Policy 306 Cafeterias, and
c)
Policy 601 Sale of Curriculum
be rescinded.
2. Policy 305 Accommodation Review be approved.
3. Policy 107 Advocacy Expenditures be approved.
4. Policy 702 Use of Operating Budget Surpluses be approved.
5. Policy 703 be renamed to Accepting Donations, Gifts and Bequests and
be approved.
6. Policy 704 Advertising Expenses be approved.
7. Policy 705 Investments be approved.
CHAIRS’ COMMITTEE
Trustee Fairbairn moved that the Minutes of the Chairs’ Committee held
September 17, 2013 be received and considered.
The motion carried.
Trustee Borden requested that recommendation 1 be considered
separately.
Trustee Fairbairn moved the adoption of recommendation 2 as contained
in the Minutes of the Chairs’ Committee, dated September 17, 2013.
The motion carried.
The motion is as follows:
1.
THAT the Director’s Annual Appraisal Report be recommended to
Board, (in Caucus).
Board Minutes – September 24, 2013
156
Trustee Fairbairn read recommendation 2 as follows:
THAT the 2012-2013 Trustee Expenses as at August 31, 2013
Interim report be received.
Trustee Borden noted that the Trustee Expenses report had not been
included in the package and moved that consideration of recommendation
2 be deferred to the October 22, 2013 meeting of the Board.
The motion to defer taking precedence was put first.
The motion carried.
.
2012 2013 INTERIM FINANCIAL REPORTING ON AUGUST 31, 2013
Ms. Janice Wright, Superintendent of Finance, introduced and reviewed
the report entitled, “2012 2013 Interim Financial Reporting on August 31, 2013,”
dated September 24, 2013. The document reflects spending on August 31 st,
prior to year-end adjustments and accruals. The deadline for submission of
invoices and expenses related to the 2012 2013 fiscal year was September 13,
2013.
The comparison of 2012 2013 year-to-date spending as a percentage of
budget to the year-to-date spending for 2011 2012 was reviewed in detail along
with explanations of material budget variances of +/- 10%.
In response to questions from Trustees, it was reported that the
transportation costs are not completely covered by the grant received. The new
General Manager of the Consortium is looking to achieve some savings for 201314. In addition, there is not great concern that the Board will be over budget for
the year as the financial statements as presented do not provide all the revenues
to offset expenditures due to some timing issues.
Director Rogers also explained the proactive strategy being implemented
to deal with future reduction of approximately $2M to the GSN by applying
projected surplus to pre-purchasing classroom computers and by funding the
retirement gratuity liability.
Trustee Fairbairn moved that the report: 2012 2013 Interim Financial
Reporting on August 31, 2013 (Finance #2013-17) dated September 24,
2013, be received.
The motion carried.
REFINANCING CAPITAL PROJECTS
Ms. Janice Wright, Superintendent of Education, introduced and reviewed
the report entitled, “Refinancing Capital Projects,” dated September 24, 2013.
Board Minutes – September 24, 2013
157
In 2003 the Ontario School Board Financing Corporation sold Pooled
Ownership Debentures to finance capital building projects on behalf of several
school boards. The Debenture was a 10 year Sinking Fund Debenture at a rate
of 5.3% maturing on November 7, 2013. UGDSB was a participant in that
offering. The Board passed a bylaw in October 2003 to authorize this debenture
and another debenture that matures in 2028. The debenture indicated that at
maturity, $13,591,133 of the balance owing could be refinanced. In keeping with
more recent long term financing arrangements, refinancing will be done through
a Loan Agreement with the Ontario Financing Authority. Ms. Wright highlighted
the details of the Loan Agreement, the schedules outlining the list of projects and
the amortization schedule, and the proposed Bylaw required under section 7 of
Ontario Regulation 41/10 to authorize a loan from the Ontario Financing Authority
in the principal amount of $13,591,133.
Trustee Fairbairn moved
THAT:
1. the report entitled Refinancing Capital Projects (Finance #2013-18)
dated September 24, 2013, be received.
2. By-law number 2013-2, attached as appendix A, authorizing the Board
to enter into a Loan Agreement with the Ontario Financing Authority in
the amount of $13,591,133 be approved.
The motion carried.
RESIGNATIONS AND RETIREMENTS - Nil
BOARD CORRESPONDENCE
It was moved by Trustee Borden that the Board Correspondence dated
September 24, 2013, be received.
The motion carried.
TRUSTEE QUESTIONS AND REPORTS
Appointment to Macdonald Stewart Art Centre
Trustee Gohn reported that in June, Anthony Vander Schaaf was
appointed to serve in the position of trustee member on the Board of the
Macdonald Stewart Art Centre. A recommendation for a person to fill the second
position was to be brought forward following an interview of the candidate.
Earlier this evening, the Property Committee met with the candidate, Karin
Silverstone.
Trustee Gohn moved that Karin Silverstone be appointed to serve in the
position of trustee member on the board of the Macdonald Stewart Art
Centre for a term ending November 30, 2014.
The motion carried.
Board Minutes – September 24, 2013
158
Canadian Parents for French - Language Symposium
Trustee Busuttil requested approval for funding for her to attend the
Canadian Parents for French Language Symposium on Saturday, October 26,
2013. The cost would be $100 for registration plus mileage.
Trustee Fairbairn moved that the Board approve the expenses for Trustee
Busuttil to attend the French Language Symposium on October 25, 2013.
The motion carried.
Official Opening of the W.M. Edelbrock Centre
Trustee Borden reported on his recent attendance at the official opening of
the W. M. Edelbrock Centre. The facility houses the alternate education program
for ODSS (Centre Street Program). All of the services that might be required by
these at risk students are also housed in the facility.
Solar FIT Projects
Trustee Moziar noted that at the last meeting, staff was directed to bring
forward information concerning the Solar FIT Projects to the October 8th
Business Operations Committee meeting to assist in drafting a letter to Premier
Wynne outlining our concerns regarding the rejection of the projects. Trustee
Moziar asked that information be included regarding the efficiencies of our solar
panels and the savings being achieved on our investment.
In order to allow staff to focus on capital project work currently underway.
Trustee Waterston moved that the report on our Solar Fit Projects be
deferred to the new year.
The motion carried.
OPSBA Northern Conference
Trustee Bailey reported that the OPSBA Northern Conference is being
held in Thunder Bay on October 18-19, 2013. OPSBA pays for his conference
registration fee. Trustee Bailey requested financial support to cover his travel
and accommodation.
Trustee Waterston moved that Board approve financial support up to $500
for Trustee Bailey to attend the OPSBA Northern Conference in Thunder
Bay.
The motion carried.
Presentation
Trustee Bailey acknowledged this is the last meeting for the Administrative
Assistant to the Board, Kathie Gravel, who is leaving her position with the
UGDSB. Trustee Bailey extended thanks on behalf of the Trustees and
presented her with a gift of appreciation.
Board Minutes – September 24, 2013
159
DATES OF FUTURE MEETINGS
Trustee Cooper moved that the October 2013 schedule for Board and
Standing Committee Meetings be approved as follows:
i. Program Committee – October 1, 2013
ii. Business Operations – October 8, 2013
iii. Regular Board Meeting – October 22, 2013
The motion carried.
The list of meetings scheduled in September 2013 were reviewed with the
following additions and changes:
Rockwood FI Parent Information Night - Thursday, September 26,
2013, Rockwood Centennial, 7:00 p.m.
Learning Foundation - Monday, September 30, 2013, Room 8, 5:30
p.m.
Policy Management Committee – Date was corrected to Tuesday,
October 1, 2013, Board Room, 3:00 p.m.
Secondary Principals Eligibility Short-listing- Monday, October 7, 2013
Room 4, 8:30 a.m.
Secondary Vice-Principals Eligibility Short-listing - Monday, October 7,
2013, Room 4, 1:00 p.m.
Elementary Principals Eligibility Short-listing - Friday, October 4, 2013,
Room 4, 8:30 a.m.
Elementary Vice-Principals Eligibility Short-listing - Wednesday,
October 9, 2013, Room 4, 8:30 a.m.
Secondary Principal Interviews - Wednesday, October 16, 2013, Room
4, all day
Secondary Vice-Principal Interviews - Thursday, October 17, 2013,
Room 7, all day
Elementary Vice-Principal Interviews - Friday , October 18, 2013,
Room 4, all day
Elementary Principal Interviews – Thursday, October 24, 2013, Room
4, all day
Learning Foundation - Monday, October 28, 2013, Room 8, 5:30 p.m.
Dufferin Parent Council - Monday, October 21, 2013, Credit Meadows,
7:00 p.m.
The remainder of the meetings are as follows:
Wednesday, October 2, 2013
-
Monday, October 7, 2013
-
Wednesday, October 9, 2013
-
Special Education Advisory Committee,
Board Room, 7:00 p.m.
Supervised Alternative Learning (SAL)
Orangeville, 1:30 p.m.
Official Opening, King George PS
7:00 p.m.
Board Minutes – September 24, 2013
160
Tuesday, October 15, 2013
Monday, October 21, 2013
-
Tuesday, October 22, 2013
-
Monday, October 28, 2013
-
Wednesday, October 30, 2013
-
Wednesday, October 30, 2013
-
Student Senate, Board Room, 5:00 p.m.
Safe, Equitable & Inclusive Schools
Steering Committee,
Board Room, 4:15 p.m.
Accessibility Committee
Room 9, 1:30 p.m.
Parent Involvement Committee,
Board Room, 7:00 p.m.
Supervised Alternative Learning (SAL)
Guelph, 9:00 a.m.
Supervised Alternative Learning (SAL)
Wellington Heights, 9:00 a.m.
OPSBA Regional Meeting
October 25-26, 2013
Thames Valley DSB, London, ON
Trustee Fairbairn moved that the Dates of Future Meetings dated
September 24, 2013 be received.
The motion carried.
MOTION TO RISE AND REPORT TO THE BOARD
Trustee Borden moved that the Committee of the Whole rise and report to
the Board.
The motion carried.
RATIFICATION OF BUSINESS
Trustee Topping moved, Seconded by Trustee Schieck, that the business
transacted by the Committee of the Whole be now ratified by the Board.
The motion carried.
ADJOURNMENT
Trustee Waterston Moved, Seconded by Trustee Borden, that the Board
adjourn and this meeting now close at 8:50 p.m.
The motion carried.