Property/Operations Committee Meeting Minutes
Limestone District School Board
September 24, 2014
A meeting of the Property/Operations Committee was held at the Limestone Education
Centre, 220 Portsmouth Ave, Kingston, Ontario, on Wednesday, September 24
5:30 p.m. th , 2014 at
Members/
Trustees: G. Beavis
H. Brown
E. Crawford
L. French
A. Goodfellow (Chair)
D. Jackson
S. Ruttan
P. Van Herpt
Officials: P. Babin, Superintendent of Business Services
W. Toms, Manager of ITS and Planning Officer
D. Fowler, Manager of Facility Services
Regrets: M. McCormac, (Student Trustee)
Guest: R. Horn-McQuay, Colbourne & Kembel Architects Inc.
H. Chadwick, Trustee
Recorder: Liz Strange, Records Management Coordinator
1. Approval of Agenda
Chair Goodfellow advised that there would be an addition to the agenda in the
Private Session.
MOVED BY Trustee Jackson that the agenda, as amended, be approved. Carried.
2. Declaration of Conflict of Interest
There were no declarations of conflict of interest.
PRESENTATION
3. Kingston North Elementary School Design Committee and Consultation
(Strategic Plan Reference: 3.4 Item)
Manager Fowler gave an overview of the Kingston North Elementary School design concept and community consultations, which have included reviewing the Ministry design templates, reviewing features/best practices of new school designs, touring the recently constructed École Sir John A Macdonald Public School, and consulting with school and board staff .

Property/Operations Committee Meeting Minutes
Limestone District School Board
The report was received for information purposes.
September 24, 2014
3. a) Design Concept Presentation, H. Kembel, Colbourne & Kembel
Architects Inc.
Rhonda Horn-McQuay of Colbourne & Kembel Architects attended the meeting to provide an overview of the design concepts for the new Kingston North Elementary School, to be located on the current QECVI property.
The Design Committee includes the area Trustee (H. Chadwick), Principals, Teachers,
Parent Council Representatives from First Avenue and Frontenac Public Schools, Colbourne
& Kembel Staff, and staff from the LDSB. The presentations to staff and parents thus far have been well received.
The presentation will next be shared at the First Avenue and Frontenac Schools’
Parent/Teacher Nights, at a Community Partner Consultation Session at the Board Office on
September 29 th and at a Public Consultation Session at QECVI on October 1 parents/public/staff, which will then be fed back to the Design Committee. st time will be allowed following the sessions for questions and comments from
. A period of
Trustee Chadwick clarified that the design being presented is likely what will be taken to the Board for approval, however if an outside organization were to offer monies for a space alternation that would be considered
Trustee Chadwick clarified that the lot for the new school site has not yet been severed from QECVI as the exact location on the property for the school has not yet been approved by the Board.
Trustee Chadwick thanked the Design Team, in particular the staff at Colbourne &
Kembel, for all their hard work during the design/planning process.
The presentation on the proposed design included the following features:
• Proposed location of the school to be the North corner of the current QECVI lot with access from Lyon Street.
• Separate parent and bus routes, and 50 parking spaces
• An access lane for delivery of supplies for technology classroom, maintenance, and garbage collection
• An outside classroom area with access from the library
• A large kitchen lab space
• The school to include two day care spaces (funding was approved in August 2014 in the amount of $509,000)
• Potential for a community grow garden on the south side of the building
• Co-joined kindergarten classrooms with sink areas and washrooms for each classroom
• Stage is multi-use space with access to the library and gymnasium, which can be separated with a retractable divider. The space can be used for a music room, assemblies, etc.
• A dedicated technology space that can serve other area schools and can be used as an additional classroom

Property/Operations Committee Meeting Minutes
Limestone District School Board
September 24, 2014
• Primary classrooms are paired with a discovery center between the spaces and each class room will have its own sink
• Library space is open concept with a partition that can be drawn for after school hours’ use.
• Lockers for upper grades
• Junior/Intermediate classrooms are paired with discovery centres that allows for more classroom space, and will be utilized in a different manner
• Plans to green the outside space, and use of trees to help control natural light
• Singles story sections of the building will be designed to allow for solar panel installations, and the building will incorporate solar shading on south side windows
Superintendent Babin clarified that landscaping expenses are not covered under
Ministry guidelines, and that the plans are a ‘concept’ that will have to be approved.
Manager Fowler explained that playground equipment at First Avenue Public School will be moved to the new site. The Frontenac Public School equipment will be assessed to see if it meets guidelines, and if so will also be moved to the new site.
Trustee Chadwick recalled that much of the input from the public focused on:
• Community use of interior space
• Concerns about windows in the gym – allowing for wall space for play
• Colouring in hallways
• Inclusion of lockers
• Having access to the existing track and soccer pitches
Trustee French inquired about the use of fencing for the proposed site, and Trustee
Chadwick clarified that fencing was not included in the current design plans. During the consultation process there was mixed reaction from the public about fencing. Members were reminded that current schools are not completely fenced now.
The input from the public sessions will be brought back to the Design Committee at the October 7 th meeting, and a summary of feedback will be shared with the Property
Operations Committee. After that time the design team will seek approval from the Board at the November meeting and will proceed with the Ministry Capital Construction approval process.
Trustee French informed the members about plans of the Algonquin & Lakeshore
Catholic District School Board to close their school in the area and another in an adjacent neighborhood. Theses closures could impact enrolment at the new Kingston North School.
Trustee Chadwick clarified that the possibility of future expansion has been included in the designs, including space for portables, and the potential to add an addition(s) to the building.
INFORMATION ITEMS
4. Request for Quotation – Supply and Installation of Back-up Generator
NAEC (Strategic Plan Reference: 3.4 Item)

Property/Operations Committee Meeting Minutes
Limestone District School Board
September 24, 2014
Manager Fowler gave an update on the r esu lt s of the Request for Quotation for the supply and installation of a back-up generator for North Addington Education Centre.
The generator is needed to ensure a supply of continuous power in case of emergency. The area is known to have power issues.
The recently installed biomass boiler cannot operate if the power is out, as the well water that is required to cool it can’t be pumped. This was a manufacturer oversight, but the cost of the generator will be the responsibility of the LDSB.
Manager Fowler clarified that it will be a permanently installed generator for the site. The LDSB already owns a 100 watt mobile generator.
Manager Fowler clarified that the generator has an automatic transfer switch in case of a power outage, which meets the Technical Standards & Safety Association
(TSSA) guidelines. Weekly tests will be run to ensure the generator is operational.
Manager Fowler expects that efficiencies saved by running the generator will result in cost benefits for the LDSB.
The contract for supply and installation of a back-up generator was awarded to
Wemp & Smith Construction Ltd in the amount of $236,000 in accordance with
Administrative Procedure 515 (Purchasing Procedures).
5.
The report was received for information purposes.
Request for Tender – Renovations at Elginburg, Loughborough and W.J.
Holsgrove Public Schools (Strategic Plan Reference: 3.4 Item)
Manager Fowler reported on the results of the Request for Tender for a General
Contractor to perform renovations at Elginburg Public School, Loughborough Public School and W.J. Holsgrove Public School.
The contract for renovations at Elginburg Public School, Loughborough Public
School and W.J. Holsgrove Public School was awarded to Emmons & Mitchell
Construction (2000) Limited in the amount of $769,875in accordance with Administrative
Procedure 515 (Purchasing Procedures).
6.
The report was received for information purposes.
Request for Tender – Renovations at Lancaster Drive, R.G. Sinclair and
Winston Churchill Public Schools (Strategic Plan Reference: 3.4 Item)
Manager Fowler reported on the results of the Request for Tender for a General
Contractor to perform renovations at Lancaster Drive Public School, R.G. Sinclair Public
School, Truedell Public School and Winston Churchill Public School.
The contract for renovations at Lancaster Drive Public School, R.G. Sinclair Public
School, Truedell Public School and Winston Churchill Public School was awarded to Emmons
& Mitchell Construction (2000) Limited in the amount of $735,000 in accordance with
Administrative Procedure 515 (Purchasing Procedures).
The report was received for information purposes.

Property/Operations Committee Meeting Minutes
Limestone District School Board
7.
September 24, 2014
Request for Tender – Renovations at The Prince Charles Public School
(Strategic Plan Reference: 3.4 Item)
Manager Fowler reported on the results of the Request for Tender for a General
Contractor to perform renovations and construct a two room addition at The Prince
Charles Public School.
The contract for renovations at The Prince Charles Public School was awarded to
David J. Cupido Construction Ltd in the amount of $965,400 in accordance with
Administrative Procedure 515 (Purchasing Procedures).
8.
The report was received for information purposes.
Request for Tender – Addition to Welborne Avenue Public School
(Strategic Plan Reference: 3.4 Item)
Manager Fowler reported on the results of the Request for Tender for a General
Contractor to construct an addition at Welborne Avenue Public School. The addition is to accommodate the kindergarten program at the school.
T he contract to construct an addition at Welborne Avenue Publ i c School was awarded to David J. Cupido Construction Ltd in the amount of $919,540 in accordance with Administrative Procedure 515 (Purchasing Procedures).
9.
The report was received for information purposes.
Request for Quotation – Site Services and Alterations – Fairfield
Elementary School (Strategic Plan Reference: 3.4 Item)
Manager Fowler reported on the results of the Request for Quotation for site services and alterations at Fairfield Elementary School.
The school’s property has had grading issues for years, which has resulted in flooding of the school building. The work was completed by the beginning of the school year, with minor fencing issues still to be completed.
The contract for provision of site services and alterations at Fairfield Elementary
School was awarded to Gordon Barr Ltd in the amount of $195,895 in accordance with
Administrative Procedure 515 (Purchasing Procedures).
The report was received for information purposes.
10. Request for Quotation – Boiler Plant Upgrade
(Strategic Plan Reference: 3.4 Item)
Manager Fowler reported on the results of the Request for Quotation for a boiler plant upgrade at Prince Charles Public School in Verona.
The contract for provision of the boiler plant upgrade at Prince Charles Public School was awarded to Alex McCoy Plumbing & Heating Ltd in the amount of $129,464 in accordance with Administrative Procedure 515 (Purchasing Procedures).
The report was received for information purposes.

Property/Operations Committee Meeting Minutes
Limestone District School Board
September 24, 2014
11. Request for Quotation – Construction of Accessible Washroom (Collins Bay
Public School) (Strategic Plan Reference: 3.4 Item)
Manager Fowler reported on the results of the Request for Quotation for construction of an accessible washroom, modifications to a classroom and front entrance for a special needs student at Collins Bay Public School.
The contract for construction of an accessible washroom at Collins Bay Public School was awarded to Wemp & Smith Construction Ltd in the amount of $145,500 in accordance with Administrative Procedure 515 (Purchasing Procedures).
The report was received for information purposes.
Trustee Jackson inquired in the bid-bond threshold and Manager Fowler clarified that it can be applied to work over $50,000.
Trustee Jackson asked for an update on performance bonding criteria and processes for the next meeting.
Trustee Jackson requested an update on the recent and current construction projects. Manager Fowler reported the following:
Elginburg Public School: Currently waiting for delivery of a ventilation unit. The work should be completed by the end of October. The two kindergarten classes are currently housed in the gymnasium.
Lancaster Drive Public School: Children are in the new space. Waiting for millwork to be delivered.
Loughborough Public School: Waiting for millwork. Construction expected to be completed by November 15th. Students are currently located in alternate classrooms.
Polson Park Public School: Work to be completed October 24th. Higher grades have been displaced to portables.
R. G. Sinclair Public School – Work to be completed by October 6th. Currently waiting for millwork. Students are in classrooms in school.
Rideau Public School– Work to be completed by October 24 th . All students are within classroom spaces, with one class in the resource centre.
Prince Charles Public School: Work to be completed by December 23rd. Construction is underway. The smaller gym is being used for a classroom in the interim.
Truedell Public School: Work to be completed by September 26 th .
W. J. Holsgrove Public School: Work to be completed by December 15 higher grade classes is currently housed in the resource centre. th . One of the
Welborne Avenue P.S.: Work to be completed by January 15 th . This project experienced design delay issues. Portable being used for a higher grade class.
Winston Churchill P.S.: Work to be completed by October 20 th. Currently using a portable for upper grades. FDK class is located within school.

Property/Operations Committee Meeting Minutes
Limestone District School Board
September 24, 2014
12. Sale of former J.E. Horton Public School
(Strategic Plan Reference: 3.4 Item)
Manager Toms reported on the need to acquire the services of a real estate broker to administer the sale of the former J.E. Horton Public School property. The property was declared surplus and offered to preferred agencies in accordance with Ontario Regulation
444/98 in January 2014. The Board did not receive any offers, and so requested and received approval from the Ministry of Education to dispose of the property through public sale. Ministry approval was received in July 2014.
The services of a real estate broker will now be acquired to sell the former J.E.
Horton Public School surplus property in accordance with Administrative Procedure 515
(Purchasing Procedures).
The report was received for information purposes.
13. Compliance Audit Committee –Trustee Elections
(Strategic Plan Reference: 3.1 Item)
Superintendent Babin shared that municipalities and school boards are required to appoint a compliance audit committee by September 30, 2014 in accordance with the
Municipal Elections Act to hear and decide on applications for compliance audits of a candidate's campaign expenses.
The responsibilities of the compliance audit committee and the compliance audit process are set out in Section 81 of the Municipal Elections Act, which was shared as part of the meeting package.
There are five districts within the board in which there are a number of candidates running for the position of school board Trustee. In all areas the Clerk for the municipality/township has agreed to the request for a Joint Compliance Audit Committee for the 2014 elections.
This report is to be received for information purposes.
CORRESPONDENCE
14. Ministry of Education – Request for School Consolidation Capital Projects
Superintendent Babin shared a memorandum from Gabriel F. Sekaly, Assistant
Deputy Minister, which was sent to Directors of Education (August 2014) providing the details of the new School Consolidation Capital (SCC) program, and soliciting requests for capital project proposals from school boards. The funding is intended to help school boards adjust their cost structure in response to reductions in Ministry funding that currently supports empty space. This program is supported by the $750M in funding announced with the GSN’s in March 2014 –as part of the School Board Efficiencies and Modernization initiative. Funding will be allocated on a business case basis for new schools, retrofits and additions that support consolidations.
Eligible projects include:
• Consolidating two or more schools into one facility

Property/Operations Committee Meeting Minutes
Limestone District School Board
September 24, 2014
• Building an addition and/or undertaking a major renovation to an existing school to accommodate enrolment from other schools that are deemed surplus to the board’s needs
• Right sizing existing schools by renovating or demolishing existing excess capacity
Boards will be required to submit their Trustee approved updated SCC projects by
October 15th, 2014. The Ministry is expecting that boards will be submitting projects for
SCC funding that are linked to accommodation review decisions and is again encouraging boards to consider Joint Use Capital Projects.
LDSB Staff does not believe we have any projects that would qualify as we do not have consolidation decisions resulting from Accommodation Review Processes (PARC).
Ministry officials confirmed for LDSB staff that they are expecting business cases linked to an accommodation review decision.
Members discussed the Capital Priorities submission process, which has evolved into the current School Consolidation Capital program (SCC). This initiative is driven by the need to address issues of excess space in the province.
Trustee French stated she would like it to be clear to the public, should inquiries arise, that LDSB has already accessed Ministry funding for capital projects from recent
PARCs, as evidenced in the five new schools that have been recently funded. And further that the anticipated accommodation review policy has been drafted provincially and will come to the school boards for consultation, but is in fact supporting boards to proceed with consultations.
15. City of Kingston – Designation Under the Ontario Heritage Act for KCVI
Superintendent Babin reported that Director Hunter had received a letter from the
City of Kingston, dated July 15th, 2014, informing her of the City's interest in adding 235
Frontenac Street and 136 Alfred Street, locally known as KCVI, to their register as a designated heritage site.
The letter included:
• A draft statement of the Cultural Heritage Value of this property
• Description of the Heritage Attributes of the property.
• And a draft By-law designating the property under the Ontario Heritage Act
Superintendent Babin informed the Director of the Planning & Development
Department at the end of July that the board has just received a legal action concerning the
PARC process and the closure of KCVI and expressed concern with the City of Kingston proceeding with the possible designation of KCVI under the Ontario Heritage Act while the status of KCVI is before the courts.
At the request of the City, Managers W. Toms, D. Fowler and Superintendent Babin met with the Director of the Planning & Development Department and her staff on
September 10th, 2014. After the meeting, at the suggestion of the Director, Superintendent
Babin wrote a letter (dated September 18, 2014) requesting that the possible designation of
KCVI under the Ontario Heritage Act be deferred until the matter before the courts is settled. The letter also mentioned the April 17th, 2012 motion passed by Kingston City

Property/Operations Committee Meeting Minutes
Limestone District School Board
September 24, 2014
Council, which deferred the Consideration of the Designation for KCVI until the PARC process was finalized.
In a phone call today with the Director of the Planning & Development Department for the City of Kingston Superintendent Babin confirmed that the letter was received, and he understands that City staff will continue to abide by the April 2012 Council motion.
Trustee French inquired what were the next steps of Kingston City Council, once the process is finalized. Superintendent Babin stated that the LDSB staff are currently working on a report regarding the designation process and it will be provided to Trustees later this year.
Recess to Private Session
Chair Goodfellow called for a motion to recess, and to reconvene in private session.
MOVED BY Trustee Beavis, that the Committee recess and reconvene in Private
Session. Carried.
The Committee recessed at 7:25 p.m.

Property/Operations Committee Meeting Minutes
Limestone District School Board
Private Session
September 24, 2014
Attendance
Members/
Trustees: G. Beavis
Officials:
H. Brown
L. French
A. Goodfellow (Chair)
D. Jackson
S. Ruttan
P. Babin, Superintendent of Business Services
D. Fowler, Manager of Facility Services
W. Toms, Manager of ITS and Planning Officer
Approval of the Agenda
MOVED BY Trustee Jackson, that the agenda, as amended, be approved. Carried.
Declaration of Conflict of Interest
There were no declarations of conflict of interest.
Property Update
Manager Toms provided a property update.
Committee to Rise and Report
MOVED BY Trustee Jackson that the Property/Operations Committee rise and report and that the resolutions of the Board be made public. Carried.
The committee reported at 7:36 p.m.
16. Other Business
There was no other business at this time.
17. Next Meeting Date
Wednesday, October 22nd, 2014 at The Limestone Education Centre
18. Adjournment
MOVED by: Trustee Jackson that that meeting adjourn. Carried.
The meeting adjourned at 7:35 pm.