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REGULAR MEETING OF
KAWARTHA PINE RIDGE DISTRICT SCHOOL BOARD
AGENDA
7.1 For the Regular Meeting of Kawartha Pine Ridge District School
Board held on Thursday, February 23, 2017 **
ITEM 9. DELEGATIONS
** Copy Attached
Note: If unable to attend, please advise Susan Beacock, Executive Assistant to the
Director Trustee Liaison, at 705-742-9773 or 1-877-741-4577, Extension 2006.
Item 7.1 March 23, 2017
PRESENT
Regrets: Nil.
Absent: Nil.
1. CALL TO ORDER
It was,
Moved by: Trustee A. Lloyd
Seconded by: Trustee D. Lloyd
(17-031) That the Board move into Committee of the Whole, In-camera (6:15 p.m.).
CARRIED
The Open Session of the meeting resumed at 7:00 p.m.
The Chairperson recognized and acknowledged that the Board is meeting on the
traditional territory of the Mississauga First Nations.
The meeting was opened with the singing of the National Anthem followed by a
Moment of Silence.
Regular Board Meeting Page 2
Thursday, February 23, 2017 SUBJECT TO BOARD APPROVAL
5. ADOPTION OF AGENDA
It was,
Moved by: Trustee Klassen Jeninga
Seconded by: Trustee Patterson
(17-032) That the agenda be adopted to include the following topics under Board
Member Additions:
It was,
Moved by: Trustee A. Lloyd
Seconded by: Trustee Bobka
(17-033) That the minutes for the Regular Board meeting held on Thursday,
January 26, 2017 be adopted as recorded.
CARRIED
7. EDUCATIONAL PRESENTATIONS
7.1 Nil.
8. DELEGATIONS
Nil.
It was,
Moved by: Trustee A. Lloyd
Seconded by: Trustee Caruso
(17-034) That the delegation at the February 23, 2017 Board meeting be
received for information with thanks.
CARRIED
9. BUSINESS ARISING FROM THE MINUTES
Nil.
Student Trustee Tenzin Shomar reported that he attended the Ontario Student
Trustees Associations Board Council Conferences in Ottawa to discuss
education issues that directly affect students. Trustees heard that student
trustees from across Ontario had the opportunity to hear a number of notable
speakers, including the Honourable Yasir Naqvi, Ontarios Attorney General and
MPP for Ottawa-Centre, Denise Siele, Director of Community and Stakeholder
Relations for Equal Voice, and the Honourable Pierre Poilievre, MP for Carleton.
As well, he provided an update from the Student Leadership Group meeting of
February 15, 2017, spoke to his Peterborough school visits, and noted that the
2017 Student Trustee Election will take place on April 4, 2017 at 4:00 p.m. at the
Education Centre.
It was,
Moved by: Trustee Abraham
Seconded by: Trustee Lynch-Taylor
Vice-chairperson Bobka announced that she was going to call the question.
YES NO ABSENT
Kitney, Rose X
Klassen Jeninga, Jaine X
Lloyd, Angela X
Lloyd, Diane X
Lynch-Taylor, Mary X
Patterson, Shirley X
Abraham, Cathy X
Bobka, Sarah X
Bonner, Wayne X
Caruso, Anthony X
Dickson, Cyndi X ___ ___
4 7 0
Based on discussion,
It was,
Moved by: Trustee Abraham
Seconded by: Trustee Bonner
Vice-chairperson Bobka announced that she was going to call the question.
YES NO ABSENT
It was,
Moved by: Trustee Abraham
Seconded by: Trustee Dickson
It was,
Moved by: Trustee A. Lloyd
Seconded by: Trustee D. Lloyd
Regular Board Meeting Page 7
Thursday, February 23, 2017 SUBJECT TO BOARD APPROVAL
It was,
Moved by: Trustee Abraham
Seconded by: Trustee Klassen Jeninga
It was,
Moved by: Trustee Abraham
Seconded by: Trustee A. Lloyd
Regular Board Meeting Page 8
Thursday, February 23, 2017 SUBJECT TO BOARD APPROVAL
Based on discussion,
It was,
Moved by: Trustee Abraham
Seconded by: Trustee D. Lloyd
It was,
Moved by: Trustee A. Lloyd
Seconded by: Trustee Patterson
It was,
Moved by: Trustee Bonner
Seconded by: Trustee Dickson
It was,
Moved by: Trustee Lynch-Taylor
Seconded by: Trustee D. Lloyd
It was,
Moved by: Trustee Lynch-Taylor
Seconded by: Trustee Bonner
It was,
Moved by: Trustee D. Lloyd
Seconded by: Trustee Lynch-Taylor
It was,
Moved by: Trustee A. Lloyd
Seconded by: Trustee Lynch-Taylor
It was,
Moved by: Trustee Dickson
Seconded by: Trustee Bobka
Trustee A. Lloyd, the Boards Delegate Member of OPSBA, drew attention to the
upcoming Board of Directors Meeting on March 2, 2017, and the OPSBA
Regional Council Meeting on April 8, 2017 (location TBD).
13. CORRESPONDENCE
It was,
Moved by: Trustee A. Lloyd
Seconded by: Trustee D. Lloyd
(17-059) That the correspondence for February 23, 2017 Board meeting be received
for information.
CARRIED
14. INFORMATION ITEMS CONSENT ITEMS
It was,
Moved by: Trustee D. Lloyd
Seconded by: Trustee Bobka
(17-060) That the following agenda items for February 23, 2017 Board meeting be
received for information:
Requests were made by trustees to pull the following reports for comment and/or
discussion:
On January 16, 2017 a public meeting was held at Kirby Centennial Public
School to solicit feedback on the staff recommendation and to seek input
regarding the placement of students currently attending Kirby Centennial
Public School. During the course of the public meeting staff outlined the
benefits, issues and concerns surrounding the possible closure of Kirby
Centennial Public School.
Trustee Patterson reported that students in the Grade 4/5 class at Havelock-
Belmont Public School attended the Town Hall meeting in Peterborough to meet
the Prime Minister, and spoke to the benefit of the Blessings in a Backpack
program to families in the community.
Trustee Klassen Jeninga reported that during a recent blood donor drive,
students at Port Hope High School donated the equivalent to save 21 lives, and
noted the cooperative efforts of students and community partners at a community
dinner at Cobourg Collegiate Institute.
Trustee A. Lloyd spoke to Pink Shirt Day and recognized the efforts of staff and
students to create awareness to bullying.
Chairperson C. Abraham drew attention to the future meeting dates listed in the
Board agenda.
It was,
Moved by: Trustee Bobka
Seconded by: Trustee Lynch-Taylor
Regular Board Meeting Page 17
Thursday, February 23, 2017 SUBJECT TO BOARD APPROVAL
(17-061) That the Kawartha Pine Ridge District School Board approves the
appointment of Milena Ceglie, to an initial three year term as a non-
trustee member of the audit committee, effective February 23, 2017.
(17-062) That the Kawartha Pine Ridge District School Board approves the
appointment of Ben Suter to a third, three year term as a non-trustee
member of the audit committee, effective February 23, 2017.
CARRIED
19. ADJOURNMENT
It was,
Moved by: Trustee A. Lloyd
Seconded by: Trustee Caruso
____________________
Cathy Abraham
Chairperson of the Board
____________________
W.R. (Rusty) Hick
Director of Education
and Secretary of the Board
Action requested
of the Board: Delay in potential demolition of Lakefield Intermediate School for
one year
Item 9.1.2 March 23, 2017
Tenzin Shomar
Introduction
A couple of weeks ago, former Student Trustee Khadijah Jilani travelled to Ottawa,
where she represented the riding of Durham in the Daughters of the Vote initiative
where 338 young women across Canada took their seats in Parliament and brought
forward their vision of a better Canada. I was able to watch some of the speeches made
by the delegates and they were emotional and thought-provoking to say the least. On
behalf of the entire board, I want to congratulate Khadijah on her impressive
accomplishment and for exemplifying #KPRisAwesome!
Around this time of the year, the Student Leadership Group (SLG) organizes the annual
Student Trustee Election. The election will be taking place on Tuesday, April 4, 2017 at
4 p.m. at the Education Centre. Throughout my term, I have learned a lot about how our
board operates and Ive truly been humbled with the responsibilities invested in me as I
represent to the best of my ability KPRs 31,000 students. As such, I am proud to run for
re-election, but I am also excited to hear about the platforms of the other candidates for
this fantastic position.
At the February SLG Meeting, Student Leaders were able to review the results from the
Our School survey. Students rotated through different responses to questions and took
part in a thoughtful roundtable discussion in order to understand how we can maintain
or improve student well-being in KPR. We were also delighted to have Mary Walker
Hope, Arts Resource Teacher give a presentation to the SLG regarding the annual
KPRts and Leadership Camp. The camp is a phenomenal opportunity where students
from across the board come together to hone and improve their arts and leadership
abilities in a fun and inclusive environment. Pamphlets were distributed to students and
applications are now open for camp counsellor positions.
As we move towards the end of the school year, the Ontario Student Trustees
Association is beginning to plan the Annual General Meeting (AGM) in Toronto. A big
part of AGM is to look back at the school year and celebrate our accomplishments but
also look towards the future. The conference is also an opportunity for outgoing student
trustees to say their goodbyes while incoming student trustees become acquainted with
the organisation and their new responsibilities. In addition, a huge component of AGM is
the Student Trustee Alumni Leadership Gala, where past and current Student Trustees
come together and celebrate many years of student voice in Ontario.
Item 11 March 23, 2017
Page 2
Conclusion
In a couple weeks, students from KPR and across Canada, including myself, will be
travelling to Europe to commemorate the 100th Anniversary of the Battle of Vimy Ridge.
The battle was a defining moment in Canadas history in terms of developing our
national identity and our core values. The trip promises to be one filled with emotion,
pride, and excitement as Canadians both young and old come together to pay tribute to
those who fought and will continue to fight in defense of our great country which we are
proud to call home.
Item 12.1.1 March 23, 2017
ATTENDANCE
Election of Chairperson
Trustee Mary Lynch-Taylor was elected Chairperson of the Program Review Committee
for the year 2017.
Trends related to the number of students being taken into the program were provided
which demonstrated a significant decrease over the years. It was also reported that to
date this year, a total of only 10 new students across the Board had entered into the
program, as opposed to intake numbers of 76 in 2014-2015 and 49 in 2015-2016. Also,
a variety of new programs have been implemented throughout the Board such as
Student Success and regional situation tables that support students at risk, which have
attributed to lower numbers in the program. As a result of these factors, along with the
decrease in the number of student retention counsellors in the system available to
support the program, it was indicated that KPRs future participation in the Champions
for Youth program would be discontinued. However, students currently in the program
would be grandparented for the current year.
A recommendation was adopted that the Champions for Youth Mentoring program
report be received for information.
Tutors in the Classroom and Ontario Focused Intervention Program (OFIP) Tutoring
Programs
It was reported that Tutors in the Classroom is a tutoring program that has been
implemented in a variety of schools since 2005. The program is delivered during the
school day and is funded jointly by the Ministry of Education and the Board. Since its
inception, the program has focused on students needing support, mainly in JK to Grade
3, in the areas of literacy and numeracy.
The OFIP Tutoring program was implemented in 2015 and is funded by the Ministry of
Education. Tutors work with students at the end of the school day, in the school, for
approximately 30-60 minutes. The focus of tutoring in this program may include
assisting with homework assignments, projects, reading, math, and remedial or
enrichment activities.
Questions regarding school selection criteria and outcomes were addressed, and a
recommendation that the report be received for information was adopted.
Courses K-12. She indicated that she visited several schools prior to attending the
meeting and was impressed by how staff support our Learning and Life Skills (LLS)
students. She encouraged others to advocate for these programs so that LLS students
can continue to be best supported.
Future meeting dates for the 2016-2017 school year were reviewed. The next regular
meeting of the Program Review Committee will be held in the Roy H. Wilfong Boardroom at
the Education Centre, 1994 Fisher Drive, Peterborough, at 7:00 p.m. on Tuesday, March
21, 2017.
RECOMMENDATIONS
2. That the Program Review Committee Report, dated March 23, 2017, be received
for information.
Mary Lynch-Taylor
Committee Chairperson
Appendix A Item 12.1.1 March 23, 2017
POLICY STATEMENT
The Kawartha Pine Ridge District School Board believes in the social, emotional, intellectual,
moral, aesthetic and creative development of all students through quality arts education. The
Board supports the arts within a balanced program for all students through such subjects as
visual arts, music, dance, and drama, and media arts as strong visible evidence of a dynamic
culture.
The Board supports arts education based on the Ministry of Education=s The Kindergarten
Program (revised 2016) and The Ontario Curriculum, for Grades 1-12, The Arts Grades 1-8
(revised 2009), and The Arts Grades 9 -12 (revised 2010) that provide every student with the
opportunity to participate in a wide variety of artistic explorations, investigations and
expressions.
The Board recognizes the value of arts programs in achieving the following:
1.1 involving the student in creative problem solving critical and creative thinking
skills and/or processes by
1.3 increasing the student=s knowledge and understanding in the strands of the arts
curriculum in variety of areas by
1.3.2 appreciating and communicating judgements about the arts applying the
critical analysis process, and
1.3.3 developing an awareness of career opportunities in the arts and the skills
needed to pursue them;
1.4.2 developing intellectual, perceptual and motor kinesthetic skills that serve
the creative purpose in individual disciplines, and
1.5 increasing the student=s ability to participate in life as an enriched adult nurturing
life-long interests in the arts by
1.5.1 developing knowledge, skills and attitudes which may lead to vocational
possibilities, and
Comprehensive programs in specific arts areas and the arts integrated into other areas of
the curriculum can accomplish these benefits for each student as well as provide special
opportunities for students whose aptitudes are strong in the arts. The integration of the
arts into other program areas can enhance learning in that area and is an effective mode of
program delivery. Learning in the arts and the ability to use the arts to learn are valued.
KAWARTHA PINE RIDGE DISTRICT SCHOOL BOARD
The Board supports schools in the delivery of Specialist High Skills Major pathways in
the arts (e.g. Technical Theatre: Lighting Specialist) as a way to encourage and support
students interested in pursuing careers in the arts.
The Board recognizes the value of student participation in arts performances, exhibitions
and enrichment activities in the curriculum of each school.
The Board endorses school activities that involve visits to arts venues and the use of
artists and programs in schools in order to stimulate and enhance student interest in arts
activities. The schools and students of the Kawartha Pine Ridge District School Board
are encouraged to interact with the local communities through exhibitions, performances
and collaboration on joint projects.
BACKGROUND
1. On November 24, 2016, the Kawartha Pine Ridge District School Board
approved Board Policy BA-1.2, Pupil Accommodation Review: School
Closure/Consolidation, which relates to pupil accommodation and
accommodation reviews. Provincial directives released in March 2015 are
reflected in this policy.
There are currently 81 students bused at Kirby Centennial Public School of the
92 total students. At Orono Public School, there are 88 walkers and 44 students
who are bused to school.
3. On November 24, 2016 the Kawartha Pine Ridge District School Board approved
the following motion:
That, in accordance with Board Policy BA-1.2, Pupil Accommodation
Review: School Closure/Consolidation, which relates to pupil
accommodation reviews, a Modified School Accommodation Review
be held to consider the closure of Kirby Centennial Public School.
The initial staff recommended option for Kirby Centennial Public School is to have
students from Kirby Centennial Public School attend Orono Public School
beginning in September 2017.
4. On January 16, 2017 a public meeting was held at Kirby Centennial Public School
to solicit feedback on the staff recommendation and to seek input regarding the
placement of students currently attending Kirby Centennial Public School.
Kirby Centennial Public School Item 12.2.1 March 23, 2017
Pupil Accommodation Review Final Staff Report Page 2
5. During the course of the public meeting staff outlined the benefits, issues and
concerns surrounding the possible closure of Kirby Centennial Public School.
Approximately 30 members of the public along with KPR staff were in attendance
at the meeting to hear staff presentations, hear questions and listen to
information provided from public delegations. The information presented, as well
as questions arising from the public meeting, were addressed by staff during the
meeting.
Minutes from the meeting were posted on the Kawartha Pine Ridge District
School Board website on January 18, 2017.
Information provided and discussed at the meeting included the following items:
Pupil Accommodation Review Mandate
Initial Staff Recommendation
Pupil Accommodation Review Timelines
Meeting Agenda
Background Information
School Information Profile
School Instructional Profile
Transportation
Current and future enrollment
Current and future classroom structures
Advantages of combining Kirby Centennial and Orono Public Schools
The school community was provided an opportunity for input at the conclusion of
the staff presentation. Two parents from Kirby Centennial Public School and one
parent from Orono Public School asked questions and provided their thoughts
regarding the pupil accommodation review. In total, those three presenters
asked 17 questions. As well, there were 16 questions from the audience that
were asked through the use of a question box. Overall, the questions focused on
many issues including timelines, the facilities of both Kirby Centennial and Orono
Public School, schools resources, classroom structures, teachers, and
transportation. A positive discussion occurred between board staff and the
community members regarding the entire Kirby Centennial Pupil Accommodation
Review.
Staff responded to all questions during the presentation. Responses have been
outlined in the minutes found on the board website.
Staff ensured the community that combining the two school populations (with a
population of approximately 217 students) would provide a better learning
opportunity for students from both schools with regards to the facility and student
learning. Students would have more opportunities for grade alike placements
and friendships, triple grading would be avoided, and there would be more staff
and students to facilitate and participate in extracurricular opportunities.
Kirby Centennial Public School Item 12.2.1 March 23, 2017
Pupil Accommodation Review Final Staff Report Page 3
The community was also informed that students from Kirby Centennial and
Orono Public Schools would be combined beginning in September 2017.
However, the students would begin at Kirby Centennial Public School until a
three room addition and facility and classroom upgrades are completed at Orono
Public School. It is estimated that the addition and upgrades will take
approximately 6 months. Once completed, all students would move back to
Orono Public School. Four portables will be required at Kirby Centennial Public
School to accommodate all of the students.
STATUS
7. Students and staff will benefit from a number of educational opportunities with the
amalgamation of students from Kirby Centennial Public School and Orono Public
School. Areas of improvement include the following:
Opportunity with Peers: Students will have more grade, same age peers. This will
allow for students to make friendships and develop relationships with those with
similar interests/abilities.
Staff: There is a benefit to staff when they are part of a larger group and share
similar assignments. This allows for more collaboration, sharing of information, and
program expertise.
9. The final staff report was presented at the February 23, 2017 Board meeting. No
delegations on this topic were presented.
RECOMMENDATIONS
1. That Kirby Centennial Public School be closed as of the end of June 2017 pending
Ministry approval for funding of an addition at Orono Public School.
2. That in accordance with Board Policy BA-1.2, Pupil Accommodation Review: School
Closure/Consolidation, a Transition Committee be authorized to assist in the
transition of students from Kirby Centennial Public School to Orono Public School.
Joe Tompkins
Superintendent, Student Achievement and Co-chairperson
Steve Girardi
Superintendent, Student Achievement and Co-chairperson
Item 12.2.2 March 23, 2017
BACKGROUND
2. The Board recognizes the Ontario Public School Boards Association (OPSBA)
as an incorporated, non-profit organization designed to represent and promote
the interests and concerns of Ontarios public school trustees and public
education.
STATUS
4. At its March Board meeting, the Board is to appoint one trustee to act as its
Director and Delegate Member who will vote on behalf of the Board at the
annual, general and regional OPSBA meetings. The Board will also appoint
another trustee who will act as an Alternate Director and Delegate Member in the
absence of the Director and Delegate Member.
RECOMMENDATIONS
1. That the Kawartha Pine Ridge District School Board reaffirm its membership in
the Ontario Public School Boards Association for 2018.
Cathy Abraham
Chairperson of the Board
Item 12.2.3 March 23, 2017
ATTENDANCE
Present: Ben Suter (Committee Chairperson), Trustee Sarah Bobka, Milena Ceglie,
Trustee Diane Lloyd, Trustee Mary Lynch-Taylor.
Other: Rusty Hick, Chris Arnew, April Foster, Bruce Hamilton; and Jane
Nahrgang were also present.
Committee member Ben Suter was acclaimed as Chairperson of the Audit Committee
for the year 2017.
On behalf of the Regional Internal Audit Team, Chris Arnew, Superintendent, Business
and Corporate Services, provided an update on work that the Regional Internal Audit
Team has undertaken since the last update in November 2016.
The approved Internal Audit Plan for 2016-2017 includes the annual items; School
Generated Funds/P-Card audit and Outstanding Recommendations.
Work on the Facility Operations Process Audit has been completed. The internal
auditors will present their findings to the Facilities managers, and report back to the
committee.
Superintendent Arnew advised the committee that the Ministry is changing the Risk
Assessment Audit framework, and an update will be provided by the Internal Audit
Team at a future date.
Deloitte has been working with Internal Audit Teams from nine school boards to provide
a tool to search and identify patterns, and manage attendance problems (Attendance
Support/Data Visualization). Administration has provided attendance data to Deloitte
who will provide follow-up to the Board.
The concept and scope of the School Board Governance Audit was discussed by
committee members. The Internal Audit Team will review current practices with various
Ministry guidelines and report back to the committee with recommendations regarding
the scope of the audit.
Item 12.2.3 March 23, 2017
Audit Committee Report Page 2
Audit Services
A competitive Request for Proposals was issued in August 2013 for Audit Services for a
period not to exceed five years, beginning with the fiscal period ending August 31, 2014.
Collins Barrow Kawarthas LLP was appointed by the Board as Auditor for Kawartha Pine
Ridge District School Board, for the fiscal year September 1, 2015 to August 31, 2016.
Bruce Hamilton, Controller, Business and Corporate Services, advised that Collins
Barrow Kawarthas LLP have fulfilled their contractual obligations in a timely and efficient
manner. Administration supports the recommendation for re-appointment for the 2016-
2017 fiscal year.
C. Arnew explained the Leading Practice Repository is a pilot set up by the Ministry for
school boards to share best practices identified through internal audits. Access to the
repository is available to senior business officials (SBO) and regional internal audit
managers (RIAM).
The committee reviewed and agreed to future meeting dates as listed in the agenda.
The next meeting date is June 15, 2017.
RECOMMENDATIONS
1. That Collins Barrow Kawarthas LLP be appointed Auditor for Kawartha Pine
Ridge District School Board for the fiscal year September 1, 2016 to August 31,
2017.
2. That the Audit Committee Report, dated March 23, 2017, be received for
information.
Ben Suter
Committee Chairperson
Diane Lloyd
Trustee Representative
Item 12.2.4 March 23, 2017
BACKGROUND
1. In April 2014 the Board approved a tender for pre-qualified vendors to provide Annual
Property Maintenance Services Grass Cutting, Snow Plowing and Power Sweeping.
The term of the contract was for three (3) years with an additional option of two one year
extensions. Services included spring clean-up, grass cutting and trimming, snow plowing
and removal, sanding and salting, and power sweeping.
2. The three year term of the current contract is finished on April 30, 2017. Due to lower
fuel prices and with consideration to other cost saving options, it was decided that the
contract would not be renewed for the two additional option years. Power sweeping,
which was included previously, was removed for cost savings available through direct
contracting. Further savings may also be available as a result of a fuel escalation clause
that includes a rebate for lower fuel prices. A pre-qualification process was carried out in
December 2016 and five companies were evaluated. All five companies were qualified
and a tender was issued in January 2017 for all three areas of the board. The pre-
qualification and tender process provides the Board with a number of improvements as
follows:
STATUS
3. By tendering at this time for the three year term, an estimated savings of $332,470.24
including Net Tax (2.16%) was achieved. The results are listed in Appendix A.
Item 12.2.4 March 23, 2017
Annual Property Maintenance Services Tender Page 2
RECOMMENDATIONS
1. That the tender for Annual Property Maintenance Services for the Northern Area of the
Board be awarded to Town and Country Estate & Commercial Lawn Maintenance Ltd. in
the amount of $1,513,061.16 including Net Tax (2.16%) for a three (3) year term.
2. That the tender for Annual Property Maintenance Services for the Central/Eastern Area
of the Board be awarded to Town and Country Estate & Commercial Lawn Maintenance
Ltd. in the amount of $1,338,770.29 including Net Tax (2.16%) for a three (3) year term.
3. That the tender for Annual Property Maintenance Services for the Western Area of the
Board be awarded to Landscape Effects Group in the amount of $1,088,953.07 including
Net Tax (2.16%) for a three (3) year term.
Chris Arnew
Superintendent, Business and Corporate Services
Appendix A Item 12.2.4 March 23, 2017
BACKGROUND
1. Board Policy BA-5.1, Purchasing Procedures, requires Board approval for capital
project tenders and consulting services in excess of $1,000,000 or expenditures
which exceed the budgeted amount by 10% and $100,000.
3. Among the projects previously approved on November 26, 2015, was the Port
Hope High School HVAC Upgrade Phase 2 at a cost of $1,200,000.
STATUS
5. There were three itemized prices included in the bids. These costs have been
removed to keep project on budget.
6. There was $48,000 carried as cash allowances in the bids. The cash allowance has
been adjusted to $40,000 to keep project on budget.
RECOMMENDATION
1. That the tender for Port Hope High School - HVAC Upgrade Phase 2 project, be
awarded to Mutual Mechanical in the amount of $1,321,173.40 (including
applicable taxes).
Chris Arnew
Superintendent, Business and Corporate Services
Appendix A Item 12.2.5 March 23, 2017
HVAC Phase II
Roof Top
Replace 28 roof top exhaust fans.
Bid Summary
Mutual Mechanical, the low bidder, completed a similar sized project for the Board at
Cobourg Collegiate Institute in 2008.
Bid $1,523,240.00
HST ($ 151,993.40)
Revised subtotal $1,169,180.00
Budget $1,200,000.00
Variance $ 5,565.71
Item 14.1 March 23, 2017
Item 14.2 March 23, 2017
Appendix A Item 14.2 March 23, 2017
Appendix A Item 14.2 March 23, 2017
Page 2
Item 14.3 March 23, 2017
Item 14.4 March 23, 2017
Item 14.5 March 23, 2017
Page 1
Item 14.5 March 23, 2017
Page 2
Item 14.5 March 23, 2017
Page 3
Item 15.1 March 23, 2017
BACKGROUND
1. At the March 29, 2016 Regular Board meeting, the Board approved that Lakefield
Intermediate School be closed as of June 2017 and that Ridpath Junior Public
School be relocated into the Lakefield District Secondary School (LDSS) building
(English, French Immersion and Ojibway) creating a Kindergarten to Grade 8
school beginning in September 2017, subject to consultation with the Ridpath
Junior Public School community.
The many enhanced educational opportunities that will be created for our students
in the new school, include:
maintaining the integrity of the 19 acre site (largest by far for an elementary
school in KPR)
maintaining intact the large high school gyms for school and community use
a large new learning commons (library)
maintaining a multi-purpose room/cafeteria with full kitchen
new sound enhancement technologies within classrooms with opportunities
for enhanced science programming
new modular classroom furniture to support 21st Century learning
a dedicated music room
newly designed Kindergarten rooms
maintaining a strong Curve Lake First Nation presence within the local
educational community, with continuance of a First Nation classroom
the ability to retain Grade 7-8 French Immersion students within the
Lakefield community.
4. In partnership with the YMCA of Central East Ontario and the Peterborough Family
Resource Centre, the school will also be home to a new childcare facility and a
new Early Years Child and Family Centre room.
Item 15.1 March 23, 2017
Lakefield District Public School Update Page 2
STATUS
In a public meeting at Ridpath Junior Public School last April, parents very clearly
noted that the new school will be located on a busy road, and stressed the critical
need to ensure safe access to the school for students, including management of
bus and traffic flow for parents dropping off children and for the childcare.
After extended consideration and planning with our architects and design team,
and as noted at the September 14, 2016 Resource Committee meeting, the plans
call for right-sizing the new school by removing the existing Lakefield Intermediate
School building.
safest access for students, especially primary and junior students, to the
playground before school
safest and most effective way to route buses each morning and afternoon
dropping off students
safest and most effective way to route parents dropping off students at
school and children at the new daycare.
By using the high school building, the new Lakefield District Public School will be
87,000 square feet in size. This is over 40% more space than would be planned
for any newly constructed elementary school with the same number of students.
That is part of the very unique aspects of this project. The new school will provide
students with access to facilities, including a high school style double gym, huge
library and cafeteria/learning space that are not normally found in an elementary
school.
Illustrations of the new school design without the intermediate wing are attached
to this report (Appendix A and Appendix B). The most recent Questions and
Answers (Q and A) on this issue are also included (Appendix C).
Enrolment Projections
The capacity for the new school will be 654 students, with our long-term
projections forecasting a high of 623 students over the coming years. If student
enrolment should unexpectedly increase, we have extensive capacity in the
school to create new classrooms and learning spaces.
Item 15.1 March 23, 2017
Lakefield District Public School Update Page 3
6. Community Partnerships
The removal of any building is always disappointing and not entertained without
extensive consideration and deliberation.
Lakefield District Public School will be a destination locally for community use
throughout the year.
Lakefield Soccer
Item 15.1 March 23, 2017
Lakefield District Public School Update Page 4
The new Lakefield District Public School is also benefitting from over $2 million of
child care and early years program funding and approximately $900,000 of
community hub funding to support a number of ongoing partnerships that will be
in place to serve township residents. These community supports and services
include:
Child Care: a full-service, three-room licensed child care, with space for 49
children, including infants, toddlers and pre-schoolers. The school will also
have a before and after-school licensed child care program for children in
Kindergarten up to Grade 6. Both of these programs are in partnership
with YMCA of Central East Ontario.
Child and Family Hub: Lakefield District Public School will also include a
new child and family hub dedicated space operated by the Peterborough
Family Resource Centre, for parents and children (0-6) to participate in
early learning activities together.
Kawartha Youth Unlimited will have community partner space for its many
youth programs and services, including daytime and after-school
programs.
Waiting a year for a possible alternative use of the wing to develop is challenging
in a number of ways:
RECOMMENDATION
1. That the Lakefield District Public School Update Report, dated March 23, 2017,
be received for information.
We continue to move forward with our planning for the relocation of Ridpath Junior
Public School to the Lakefield District Secondary School (LDSS) building, creating the
new Lakefield District Public School. This Kindergarten to Grade 8 school is scheduled
to open in September 2017.
Thanks to a $6.38 million investment in provincial funding for updates and renovations,
the newly named Lakefield District Public School will be one of the most unique
elementary schools in our Board.
Our Board is committed to providing the best possible educational opportunities for our
students, and needs to do so in a fiscally responsible manner. We also understand that
some members of the community are concerned about some aspects of this renovation
project and therefore we are providing this Q & A with the latest information.
The many enhanced educational opportunities that will be created for our students in the
new school, include:
We are also very pleased that, in partnership with the YMCA of Central East Ontario and
the Peterborough Family Resource Centre, the school will also be home to a new
childcare facility and a new Early Years Child and Family Centre room.
Appendix C Item 15.1 March 23, 2017
Page 2
As a follow-up to our February 2, 2017 letter, please find further information related to this
project.
Q. Why is the board planning to right-size the new school by removing the
Lakefield Intermediate School Wing?
A. This recommendation has not been made without extensive consideration and
planning, understanding that our responsibility to students and taxpayers is
paramount. Removing the wing allows us to provide the safest and most
effective use of the property for a Junior Kindergarten Grade 8 school, thereby
providing the most benefit to our students, now and into the future.
In our public meeting at Ridpath Junior Public School last April, parents very
clearly noted that the new school will be located on a busy road, and stressed to us
the critical need to ensure safe access to the school for students, including
management of bus and traffic flow for parents dropping off children and for the
childcare.
As a result, and after extended consideration and planning with our architects and
design team; it is our plan to right-size the new school by removing the existing
Lakefield Intermediate School wing. The removal of any building or a large part of
one may be disappointing, but it is necessary not only to make best use of the
whole space for our children, but also to ensure the safest and best access to the
new school for students exiting from buses, from parent vehicles and for the
childcare.
Q. Will there be enough room for students now, and into the future, with the
removal of the intermediate wing?
A. Yes. By using the high school building, the new Lakefield District Public School
will be 87,000 square feet in size. This is over 40% more space than would be
planned for any newly constructed elementary school with the same number of
students.
That is part of the very unique aspects of this project. The new school will provide
students with access to facilities, including a high school style double gym, huge
library and cafeteria/learning space with full kitchen facilities for
school/community use, that are not normally found in an elementary school.
The capacity for the new school will be 654 students, while our long-term
projections forecast a high of 623 students over the coming years.
Appendix C Item 15.1 March 23, 2017
Page 3
A. As we noted earlier, the removal of any building is always disappointing and not
entertained without extensive consideration and deliberation.
A. Yes, and the new Lakefield District Public School is benefitting from over $2
million of child care and early years program funding and approximately
$900,000 of community hub funding to support a number of ongoing partnerships
that will be in place to serve township residents. These community supports and
services include:
Child Care: a full-service, three-room licensed child care, with space for 49
children, including infants, toddlers and pre-schoolers. The school will also
have a before and after-school licensed child care program for children in
Kindergarten up to Grade 6. Both of these programs are in partnership
with YMCA of Central East Ontario.
Child and Family Hub: Lakefield District Public School will also include a
new child and family hub dedicated space operated by the Peterborough
Family Resource Centre, for parents and children (0-6) to participate in
early learning activities together.
Kawartha Youth Unlimited will have community partner space for its many
youth programs and services, including daytime and after-school
programs.
A. Postponing a decision would result in some costs to the Board, but more
importantly, would likely result in postponing the creation of the new school.
Keeping the intermediate wing does not allow us to design and build the new
school in the best interests of our students and parents and, therefore, a
redesign of our current plan would place everything on hold.
As we have indicated earlier, our design for the new school without the
intermediate wing is based on a number of factors, including:
safest access for students, especially primary and junior students, to the
playground before school
safest and most effective way to route buses each morning and afternoon
dropping off students
safest and most effective way to route parents dropping off students at school
and children at the new daycare.
Appendix C Item 15.1 March 23, 2017
Page 5
Waiting a year for a possible alternative use of the wing to develop is challenging
in a number of ways:
if we have to redesign the school to keep the intermediate wing, it will result in
a less than ideal outcome for our students
if we postpone our renovations and wait a year, keeping students at Ridpath
Junior Public School and Lakefield Intermediate School as they currently are,
it will cost us approximately $95,000 in utilities and minimal maintenance of
the high school building. This is based on square footage calculations for
other surplus buildings we have recently maintained
any redesign of the school will also result in additional costs as a result of
new architectural and design plans as well as interim maintenance fees for
the wing.
Q. How will the school board safeguard students and staff during
construction at Lakefield Intermediate School?
A. Student and staff safety is always our first priority. We take this obligation
seriously, and maintain safe learning environments at all times.
All of the significant, large-scale aspects of the construction and renovations are
scheduled to begin in July, after students and staff are gone for the summer.
Q. How will the bricks and building materials of the intermediate wing be
disposed?
A. As part of any construction process of this nature, all building materials will be
disposed of by the contractor in accordance with local by-laws and provincial
regulations.
A. Yes. Intermediate students will be grouped in an area that allows for all of the
same academic and social interactions with their peers that they experience
currently.
Item 15.2 March 23, 2017
The committee met on Monday, February 23, 2017 and reports as follows.
ATTENDANCE
The committee reviewed the 2016 dinner location and it was agreed that the 2017
dinner will be held at the Best Western Cobourg Inn and Convention Centre, Cobourg,
on June 6, 2017. Details of the event were reviewed, including assignment of duties for
trustees during the evening. Administration was directed to proceed with the
organization of the event.
RECOMMENDATION
1. That the Employee Recognition Committee Report, dated March 23, 2017 be
received for information.
Diane Lloyd
Committee Chairperson
Item 15.3 March 23, 2017
ATTENDANCE
Board Report
Trustees C. Dickson and S. Patterson updated the committee on events and initiatives
being undertaken by the Board.
It was reported that currently there are 42 LLS classes in KPR; 17 elementary classes
and 25 secondary classes. A needs assessment was undertaken through a strategic
planning process that established the following goals:
Two dedicated LLS class teachers, one from Queen Elizabeth Public School and one
from Crestwood Secondary School, shared their experiences and spoke to the
individualized work that they undertake with LLS students on a daily basis, as well as the
interactions with their families, emphasizing the importance of trust and inclusion. Slides
demonstrating activities and manipulatives used in the classroom in order to meet
varying student needs were also shared.
Administrative Update
Association Updates
Future Topics
The next meeting of the Special Education Advisory Committee will be held in Room 158
at the Education Centre, 1994 Fisher Drive, Peterborough, at 3:30 p.m. on April 4, 2017.
RECOMMENDATION
1. That the Special Education Advisory Committee Report, dated March 23, 2017,
be received for information.
Julie Wilson
Committee Vice-chairperson and
Acting Committee Chairperson
Angela Lloyd
Committee Chairperson
Item 15.4 March 23, 2017
ATTENDANCE
Committee Chairperson Sarah Bobka welcomed Trustees to the first meeting of the
2017-2018 Budget Committee.
Rusty Hick, Director of Education, opened by providing context for holding the Budget
Committee meeting prior to the release of the Grants for Student Needs (GSNs).
During the 2016-2017 budget process, administration committed to a process of
establishing Board priorities on which to focus, that proved to be successful. The
overall direction of the budget is set by the strategic plan.
Pre-budget Presentation
The funding formula is based on enrolment and generates revenue. This year,
elementary enrolment is growing and the decline in secondary enrolment has improved,
moving towards eventual stability. The allocation of funding is largely a school board
decision with few restrictions, other than compliance requirements and adherence to
collective agreements. It was noted that 76% of budget expenditures is for instructional
staffing.
The Ministry technical paper, which includes the funding estimate, is expected to be
received at the end of March. The Board is not anticipating any significant funding
changes this year.
Superintendent Arnew summarized that the ten priorities listed in the survey completed
by Trustees are a good reflection of what was discussed at the meeting. Discussion
also focused on sick leave and replacement staff, transportation, professional
development and various other matters.
Discussion regarding the budget process included budgeting dollars for sick time to
more accurately reflect expenses and to attend to gaps between funding received and
expense incurred in various operational areas. Trustees agreed that they would
consider short term spending for a clear objective to be an appropriate use of reserve
funds.
The committee was reminded of future meeting dates listed in the agenda which are
subject to change based on when the Board receives funding information from the
Ministry.
The Director thanked the committee for their contributions during the meeting.
RECOMMENDATION
1. That the Budget Committee Report, dated March 23, 2017, be received for
information.
Sarah Bobka
Committee Chairperson
Item 15.5 March 23, 2017
ATTENDANCE
J. Malfara reviewed programming and feedback with the committee from the most
recent conferences as part of initial planning for the fall 2017 annual parent conference,
taking place in October 2017. This conference rotates location by region each year,
and provides workshop opportunities for parents on issues of common concern in
education. This years conference will take place in the Peterborough Region, and the
committee held a wide-ranging discussion reviewing topics of consistent interest for
parents. There was general agreement to follow-up last years successful conference
with a continued focus on the broad theme of Healthy Children, including youth mental
health supports, and the valuable networking that this conference provides for parents.
There was discussion of possible keynote speakers for this years conference, with
consideration of early childhood development author and self-regulation expert
Dr. Stuart Shanker. Further information on scheduling and availability is being gathered
prior to a final decision. The committee also discussed possible workshop subjects with
further discussion expected at the next meeting.
Directors Updates, including Directors Annual Report: Spend the Day with Us!
RECOMMENDATION
1. That the Parent Involvement Committee Report, dated March 23, 2017, be
received for information.
February 1, 2017 Advisory Committee on Aboriginal Issues Mtg. (9:00 a.m.) Rm. 158
February 1, 2017 CANCELLED First Nations Education Services Agreement (11:00 a.m.) Rm. 158
Committee Mtg.
February 1, 2017 Chairpersons Committee Mtg. (7:00 p.m.) Boardroom
February 6, 27, 2017 NOTE DATE Audit Committee Mtg. (3:00 p.m.) Boardroom
* February 7, 14, 2017 NOTE DATE Special Education Advisory Committee Mtg. (3:30 p.m.) Rm. 158
February 8, 2017 Resource Committee Mtg. (7:00 p.m.) Boardroom
February 14, 2017 Program Review Committee Mtg. (7:00 p.m.) Boardroom
* February 23, 2017 Regular Board Mtg. (IC 6:15 p.m. / OS 7:00 p.m.) Boardroom
February 27, 2017 NOTE NEW MTG Parent Involvement Committee Mtg. (6:30 p.m.) Rm. 158
April 3, 2017 Parent Involvement Committee Mtg. (6:30 p.m.) Rm. 158
* April 4, 2017 Special Education Advisory Committee Mtg. (3:30 p.m.) Rm. 158
April 5, 2017 Equity, Diversity and Inclusion Committee Mtg. (9:30 a.m.) Rm. 158
April 10, 2017 Chairpersons Committee Mtg. (7:00 p.m.) Boardroom
April 11, 2017 Program Review Committee Mtg. (7:00 p.m.) Boardroom
April 12, 2017 Resource Committee Mtg. (7:00 p.m.) Boardroom
* April 24, 2017 Budget Committee Mtg. (7:00 p.m.) Boardroom
* April 27, 2017 Regular Board Mtg. (IC 6:15 p.m. / OS 7:00 p.m.) Boardroom
* September 28, 2017 Regular Board Mtg. (IC 6:15 p.m. / OS 7:00 p.m.) Boardroom
* October 26, 2017 Regular Board Mtg. (IC 6:15 p.m. / OS 7:00 p.m.) Boardroom
Item 17 March 23, 2017
Future Meeting Dates Page 2
* November 23, 2017 Regular Board Mtg. (IC 6:15 p.m. / OS 7:00 p.m.) Boardroom
* Most Regular Board Meetings, Budget Committee Meetings, and Special Education Advisory Committee
Meetings are available via video conferencing at the Brighton, Cobourg and Clarington locations.