UPPER GRAND DISTRICT SCHOOL BOARD
BUSINESS OPERATIONS COMMITTEE
MINUTES
2013 11 12
The Business Operations Committee of Upper Grand District School Board met
on Tuesday, November 12, 2013, in the Board Room at 500 Victoria Road North,
Guelph, Ontario commencing at 7:00 p.m.
The Chairperson, Trustee Waterston, presided, and the following Trustees were
present: Bailey, Borden, Busuttil, Cooper, Fairbairn, Gohn, Moziar, and Schieck, along
with Student Trustees Brown and Dong.
Present from the Administration were Dr. M. C. Rogers, Director of Education,
together with Superintendents Benallick, Lindsay, McDonald, Talbot, Slater, and Wright,
Communications Officer McFadzen, Administrative Officer Communications Weidmark,
Executive Officer of Human Resources Rose, Student Success Lead Zen, Operations
Officer Scinocca, Manager of Planning Passy, Senior Planner Imm, and Manager of
Operations Veit.
APPROVAL OF AGENDA
Trustee Bailey moved that the Agenda be approved with the addition of item #
10, Resignations and Retirements.
The motion carried.
APPROVAL OF MINUTES
Trustee Fairbairn moved that the Minutes of the Meeting of October 8, 2013 be
approved as printed.
The motion carried.
DECLARATIONS OF CONFLICT OF INTEREST
There were no declarations of conflict of interest.
CAPITAL AND RENEWAL PROJECTS (2013/2014)
In order to comply with the Ministry’s goal of transparency and increased
confidence in public education, Operations Officer Scinocca presented the report
Capital and Renewal Projects (2013/2014). He advised that the following capital
building projects are currently underway: Lee Street PS, new Rockwood PS, Settler’s
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Creek PS, and Zaduk PS. In order to meet the timelines for Full Day Kindergarten
implementation, there is a strong focus on FDK renewal projects which include: East
Garafraxa PS, Eramosa PS, James McQueen PS, JD Hogarth PS, Jean Little PS, John
McCrae PS, Kortright Hills PS, Maryborough PS, Mono-Amaranth PS, Montgomery
Village PS, Paisley Road PS, Princess Elizabeth PS, Rockwood Centennial PS, Ross R
MacKay PS, Sir Isaac Brock PS, Victory PS, and Westminster Woods PS.
RECOMMENDATION # 1
Trustee Busuttil moved that the report “Capital/Renewal Plans (2013/2014)”,
CP:13-16, dated November 12, 2013, be received.
The motion carried.
NEW ROCKWOOD ELEMENTARY SCHOOL BOUNDARY REVIEW – REPORT #2
Senior Planner Imm advised that, on September 24, 2013, the Board approved
PLN: 13-22 “New Rockwood Elementary School Boundary Review – Report #1, which
initiated the boundary review process for establishing the attendance area for the new
Rockwood elementary school. In compliance with the School Boundary Review
Procedures Manual (320-A), Report #2 was presented and includes: alternative
scenarios to address the accommodation issues; staff analysis of the alternative
scenarios developed; a list of recommended options including justification for the
recommendations; the proposed timeline for implementation of the boundary changes
and a communication plan. She advised of the following upcoming important dates:
November 21, 2013, public information session at Rockwood Centennial PS gym at
7:00 p.m. – 9:00 p.m.,
December 18, 2013, public input deadline
January 10, 2014, final boundary review report distribution
January 14, 2014, staff presentation of final boundary review report where delegations
are welcome, and
January 28, 2014, a final report will be presented to the Board, where there will be another
opportunity for delegations.
RECOMMENDATION # 2
Trustee Cooper moved that this Committee recommend to the Board that memo
PLN:13-31 entitled “New Rockwood Elementary School Boundary Review –
Report #2” be received.
The motion carried.
PONSONBY BOUNDARY REVIEW – REPORT #2
Manager of Planning Passy advised that on September 24, 2013, the Board
approved PLN: 13-24 “Ponsonby PS Boundary Review – Report #1” which initiated the
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boundary review process for Ponsonby PS and Elora PS. In compliance with the
School Boundary Review Procedures Manual (320-A), Report #2 was presented and
includes: alternative scenarios to address the accommodation issues; staff analysis of
the alternative scenarios developed; a list of recommended options including
justification for the recommendations; the proposed timeline for implementation of the
Boundary changes, and a communication plan. She advised of the following upcoming
important dates:
November 14, 2013, public information session at Ponsonby PS gym at 7:00 p.m. –
9:00 p.m.
December 1, 2013, public input deadline
December 6, 2013, final boundary review report distribution
December 10, 2013, staff presentation of final boundary review report where
delegations are welcome, and
December 17, 2013, a final report will be presented to the Board, where there will be another
opportunity for delegations.
RECOMMENDATION # 3
Trustee Gohn moved that this Committee recommend to the Board that memo
PLN:13-29 entitled “Ponsonby PS Boundary Review – Report #2” be received.
The motion carried.
2013 PARTNERSHIP REPORT
Manager of Planning Passy advised that on June 27, 2010, the Board approved
Policy 319 Facility Partnerships which provides direction 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. She advised that, due to planned development, and time restrictions, there
are no Partnership Spaces or Co-build opportunities available.
RECOMMENDATION # 4
Trustee Schieck moved that this Committee recommend to the Board that:
a)
the report entitled “2013 Partnership Report”, PLN:13-32, dated November
12, 2013 be received,
b)
staff be directed to advise the Partnership List that there is no available
Partnership Space or Co-Build opportunities.
The motion carried.
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ANNUAL ACCESSIBILITY REPORT 2012 - 2013
Superintendent Talbot advised that, in accordance with the Accessibility for
Ontarians with Disabilities Act (AODA) 2005, school Boards are required to create and
implement a multi-year accessibility plan (to cover 5 years) as well as to prepare an
annual accessibility report. She advised that the Accessibility Plan for 2013-2018 was
shared with the Board in December 2013 and is posted on the Board’s website. She
also advised that the 2012-2013 Annual Report will be posted on the Board’s website to
meet the legislative requirement for public notification. The report summarized the
measures the Board has taken, and future plans in identifying, removing and preventing
barriers for persons with disabilities. The report included sections on procurement
practices, Board policy, assistance for physical disabilities, information and
communication, accessibility awareness and attitudes, education and training, and
employment. Ms. Talbot advised that, through the Terry James Resource Center, the
Board has purchased, and made available to schools, some text books in a digital
format, providing students with an alternate format for study material, meeting
accessibility needs. Ms. Talbot shared a new accessibility resource kit developed for
elementary students which contained lesson plans and resources to help with teaching
strategies of elementary students with various types of disabilities.
RECOMMENDATION # 5
Trustee Gohn moved that this Committee recommend to the Board that the
“Annual Accessibility Report 2012-2013” dated November 12, 2013 be received.
The motion carried.
TRUSTEE HONORARIA ANNUAL CALCULATION
Superintendent of Finance Wright advised that in accordance with Ontario
Regulation 357/06, Honoraria for Trustees are adjusted each year based upon the
enrolment reported in the Estimates (Budget) of the most recently completed year.
Trustees were provided with the Trustee Honoraria annual calculations for the
2013/2014 school year.
RECOMMENDATION # 6
Trustee Schieck moved that this Committee recommend to the Board that the
report “Trustee Honoraria Annual Calculation”, dated November 12, 2013
(Finance # 2013-30) be received.
The motion carried.
RESIGNATIONS AND RETIREMENTS
Executive Officer of Human Resources Rose introduced and reviewed the report
“Resignations and Retirements (Appendix B) November 12, 2013”. She noted that this
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particular report only contains information on support staff, and therefore there is no
Appendix “A”.
RECOMMENDATION # 7
Trustee Schieck moved that this Committee recommend to the Board that the
report, “Resignations and Retirements dated November 12, 2013” be received
with thanks.
HEALTH AND SAFETY REPORT
Executive Officer of Human Resources Rose reported that as a result of a
Ministry of Labour visit, 4 schools met all Health and Safety requirements and did not
receive any orders. At numerous schools throughout the Board, there were a total of
28 orders received, and Ms. Rose was pleased to report that deadlines have already
been met for all 28 orders. The Ministry of Labour noted progress achieved by the
Board in the areas of housekeeping, shop layout, program layout, and equipment
improvement and guarding. Ms. Rose advised of recent training sessions held for
caretaking staff, and upcoming initiatives including the commencement of fume hood
inspections in January 2014, and the reviewing and revisions as required of fire safety
plans.
RECOMMENDATION # 8
Trustee Cooper moved that this Committee recommend to the Board that the
verbal report on Health and Safety be received.
The motion carried.
OTHER BUSINESS
Trustee Fairbairn advised that November 18 – 22nd is anti-bullying week, and he
invited everyone to wear pink t-shirts as well as pink bracelets previously distributed by
Superintendent Talbot.
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ADJOURNMENT
Trustee Bailey moved that this Committee adjourn at 9:40 p.m. to report to the
Board.
The motion carried.