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4/21/2009 - Special Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD SPECIAL BOARD MEETING,PUBLIC SESSION 2009 APRIL 21,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER V 2.APPROVAL OF AGENDA M 3.CONFLICTS OF INTEREST V 4.DESIGN COMMITTEE PRESENTATIONS a.Proposed New Stoney Creek Elementary School M b.Proposed Addition and Renovation to Northridge Public School M c.Proposed Addition and Renovation to Caradoc Central Public School M d.Proposed Addition and Renovation to A.E.Duffield Public School M e.Proposed Addition and Renovation to College Avenue Secondary School M f.Proposed Addition and Renovation to Glendale High School M 5.ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD SPECIAL MEETING,PUBLIC SESSION 2009 APRIL 21 The Board metinSpecialsession on2009 April 21 in the Board Room at the Education Centre,meeting in public session at 7:20 p.m.to 9:45 p.m. The following were In attendance: TRUSTEES J.Stewart (Chair) J.Bennett S.Doub F.Exley ADMINISTRATION AND OTHERS B.Tucker K.Dalton B.Greene C.Bourbonnals-MacDonald Regrets:P. Jaffe, R.Tisdale Absent:M.Hendrick T.Grant G.Hart S.Peters 8.Polhill (-8:20) T.Roberts S.Hughes M.Moynihan B.Sonier M.E.Smith P.Tufts J.Rowe P.Settler L.Varghese K.Wilkinson K.Bushell 8.Christie K.Young W.Scott 1.CALL TO ORDER Board Chairperson Stewart called the meeting to order at 7:20 p.m. 2.APPROVAL OF AGENDA Theagenda was approvedon motion ofT.Roberts,seconded byF.Exley. 3.CONFLICTS OF INTEREST No conflicts of Interest were declared. 4.DESIGN COMMITTEE PRESENTATIONS Exec.Supt.K.Dalton provided opening remarks regarding the Design Committees'presentations that involvesix different teams and are the culmination of almost two years of work that began In 2007 June with the Accommodation Review Committee (ARC)process. Exec.Officer K.Bushellcommented onthisbeinga historic occasion for TVDSB with schoolrenewal projects In excessof $40M.He presented the following reports ofthe Design Committees. a.PROPOSED NEW STONEY CREEK ELEMENTARY SCHOOL Exec. Officer Bushell introduced Alison Hannay,Architect,Cornerstone Architecture Incorporated,ProjectCoordlnatorCharlleAttard and thanked Nancy Hindmarsh,Facility Services for assisting with the presentation for the proposed new Stoney Creek elementary school in London.Supt.Bourbonnals-MacDonald acknowledged the members ofthe New Stoney Creek Elementary School Design Committee. Exec.Officer Bushelladvised thatthe Boardapprovedon2008 June 24for Administration toplan a New Stoney Creek Elementary School in London and to report back tothe Board with respect to; i) detailed plans; II)funding; III)estimated cost/budget; Iv)schedule. 2009 April 21 •••2 4.DESIGN COMMITTEE PRESENTATIONS -cont'd a.PROPOSED NEW STONEY CREEK ELEMENTARY SCHOOL -cont'd After the Board received the ARC Report for London Study Area 1, the Board approved a recommendationto beginthe design process forthe newStoney Creek elementary school. As recommended inthe ARC Report,a DesignCommitteewas formed comprised of community representatives,the Superintendent of Education for thearea,TVDSB principals and teaching staff,the Executive Officer of Facility Servicesand Capital Planning andProjectCoordinator.The committee worked with Cornerstone ArchitectureIncorporated to develop the proposed plan. During the past four months,Design Committee meetings were held to receive input and refine the proposed design.The proposed design was presentedtothe school communities on2009 April 08.The reception from the school communities was excellent.The process todatehas been very beneficial and has resulted in a plan thatmeetsthe needs of students,staffandthe community. The new school is to be constructed on Nicole Avenue in the Stoney Creek Subdivision as previouslyapproved bythe Board. PROJECT OVERVIEW Proiect Svnopsis Alison Hannay,Architect,advised that the objective of this project Is to create a new Juniior Kindergarten toGrade8 (JK-8)Elementary School toaccommodate pupils as designatedinthe ARC Report.The Design Committee utilized program standards developed by Board administration in the design. The on-the-ground capacity (OTG)will be605. Thiscapacitymatches the enrolment projection for the proposed school. The proposed school would be a two-storey facility of approximately 60,465 FF and would include20 classrooms,6Junior Kindergarten/SeniorKindergarten (JK/SK)classrooms,ageneral arts room,double gymnasium,stage,library resource centre,developmental centre,learning support room and administrative areas. Site Development The site will include 70 parking spaces, bus and student drop-off area, as well as asphalt and grass playing surfaces. Enerov Efficiencv Measures The newschool incorporates a numberofmeasures to address sustainabllity and the efficient use of energy,including: •high quality window systems,which reduceheat gain andloss while providing natural light throughout; •upgraded insulationfactors inwalls and roof; an energy efficient watersourceheat pump which allows "free heating"ofthe perimeter of the building areas usingenergy obtained from cooling the building core areas; • the use ofenergyrecoverywheels which pre-heat ventilation air In the winter usingwaste heat from theexhaustair system,and pre-cool ventilation airinthesummerby rejecting heat into the exhaust air system; • ultraefficient condensing hotwater heating and domestic boilers; • low flow plumbing fixtures; •occupancy sensors to turn lights off andset back temperature setpoints when rooms are unoccupied. 2009 April 21 ...3 4.DESIGN COMMITTEE PRESENTATIONS -cont'd a.PROPOSED NEW STONEY CREEK ELEMENTARY SCHOOL -cont'd MINISTRY OF EDUCATION PUPIL ACCOMMODATION GRANT The funding of this project is contingent on receiving a Ministry of Education Pupil Accommodation Grant.This project was submitted tothe Ministry for funding in the Pall of2008 under the Capital Priorities Template andthe Administration is optimistic that funding for this project will be approved in the near future. APPROVAL PROCESS Board Approval of Tender A recommendation for the award ofthe construction contract will be presentedtothe Board at the completion of the tendering process. Ministry of Education Proiect Approval As detailed in Ministry of Education Memo SB-12,dated 2008 April 28,the Board is required to receive Ministry approvalwhen utilizing any Pupil Accommodation Grants ortransferofReserve Funds for a Capital project,prior to awarding the construction contract.The appropriate submission tothe Ministry will be completed oncetender results and Board approval has been finalized. Estimated Cost/Budaet 1)Site Purchase and Development Charges $3 209 385 ii)Design and Construction $10 949 335 iii)Disbursements including permits $100 000 rv)Fumiture &Equipment $766 453 Total $15 025 173 Itwas noted that 2.5% construction contingency allowance carried in estimated cost for design and construction section and all costs are net GST. Fundlnc Ministryof Education Pupil Accommodation Grant Total The following timelines were presented: Tentative Schedule fPendina MOE Funding^ Administrative Council Review Community Meeting Presentation to the Board Tender Period Board Approval to Award Construction Contract Ministry Approval Construction to Commence Substantial Completion Commissioning of Project School Set-up School Occupancy $15 025 173 $15 025 173 2009 April 06 2009 April 08 2009 April21 2009 June 2009 June 2009 June 2009 July 2010 August 01 2010 August 2010 August 2010 September 2009 April 21 ...4 4.DESIGN COMMITTEE PRESENTATIONS -confd a.PROPOSED NEW STONEY CREEK ELEMENTARY SCHOOL -cont'd RECOMMENDATIONS: 1.That the Board approve the plans,budget,and tentative schedule for the proposed New Stoney Creek Elementary School. 2.That the Administration proceed to tender the new Stoney Creek Elementary School pending receipt of Ministry of Education Pupil Accommodation Grant to construct the project. The Administration responded to questions posed by Trustees.Trustee Hart asked about additional costs to make this size of school an eco school.Ms.Hanny indicated that the energy efficiency measures being Incorporated are standard to allTVDSB projects in order to make the school's heating and cooling systems as efficient as possible.Exec. Officer Bushell indicated that he has spoken with the Ministry on the availability of extra funding for even greater efficiencies above the present technology being used. It was noted that the Ministry is not assigning additionalfunding over and above what is currentlyavailable for eco schools at this time. It was also noted that new buildings will be barrier free compliant. The recommendations were adopted on motion of P. Battler,seconded byT. Grant. b.PROPOSED ADDITION AND RENOVATION TO NORTHRIDGE PUBLIC SCHOOL Exec.Officer K.Bushell Introduced Jim Sheffield,Malhotra Nicholson Sheffield Architects and advised that Kevin McMurray was the Project Coordinator for the Proposed addition and renovation to Northridge Public School, London.Supt.C.Bourbonnais-MacDonald acknowledged the membership ofthe NorthridgePublicSchool Design Committee. Board approved, on 2008 June 24 for Administration to plan a Northridge Public School Renovations &Addition and to report back to the Board with respect to: i)detailed plans ii)'funding III)estimated cost/budget iv)schedule After the Board received the ARC Report for London Study Area 1, it approved a recommendation to begin the design process forthe NorthridgePublicSchool renovations and addition. As recommended inthe ARC Report,a Design Committee was formed comprised of community representatives from Northridgeand Northdale PublicSchools, the Superintendent of Education for the area,principals and teaching staff from Northridge and Northdale Public Schools,the Executive Officerof FacilityServices and Capital Planning and Project Coordinator. The committee worked with Malhotra Nicholson Sheffield Architects to develop the proposed plan. During the past fourmonths, DesignCommitteemeetingswere heldto receive Input and refine the proposed design. The proposed designwas presented to the school communitieson2009 April 16. The reception from the school communitieshas been excellent. The process todate has been very beneficial and has resulted ina plan thatmeets the needs ofstudents, staffand the community. PROJECT OVERVIEW Project Synopsis: Jim Sheffield,Architect,reportedthatthe objective ofthisprojectIstoenlarge and renovate the existing JK-8 Elementary School toaccommodate pupils as designated in the ARC.The Design Committee utilized program standards developed byBoard administration inthe design. 2009 April 21...5 4.DESIGN COMMITTEE PRESENTATIONS -cont'd b.PROPOSED ADDITION AND RENOVATION TO NORTHRIDGE PUBLIC SCHOOL -cont'd Project Synopsis -cont'd The on-the-ground capacity (OTG)will be 557. This capacity matches the enrolment projection for the proposed consolidated school. The proposed addition would be a 10,140 FP consisting ofa gymnasium/activity room including change rooms,servery,stage and storage. The renovated area would include 6 JK/SK rooms,library resource room,general arts room, learning support room and administrative area.The school would also be renovated to become barrier-free. School Renewal components to be replaced in the existing school include HVAC,intercom, washroom fixtures,and fire alarm and will be funded from the School Renewal or Good Places to Learn Grant. Site Development: The site will include 14 additional parking spaces,bus and student drop-off area. MINISTRY OF EDUCATION PUPIL ACCOMMODATION GRANT The funding of this project is contingent on receiving a Ministry of Education Pupil Accommodation Grant. This project was submitted to the Ministry for funding inthe Fallof2008 under the Capital Priorities Template and the Administration is optimistic that funding for this project will be approved inthe.near future. APPROVAL PROCESS Board Approval of Tender A recommendation for the award of the construction contract will be presented to the Board at the completion of the tendering process. Ministry of Education Proiect Approval As detailed in Ministry of Education Memo SB-12,dated 2008 April 28, the Board is required to receive Ministry approval when utilizing any PupilAccommodation Grants and/or transfer of Reserve Funds fora Capital project, priorto awarding the construction project. The appropriate submission to the Ministry will be completed once tender results and Board approval has been finalized. Estimated Cost/Budoet 1)Design and Construction $3 272 925 ii)Disbursements including permits $100 000 ill)Furniture &Equipment $65 458 Total $3 438 383 Itwas noted that 2.5% construction contingency is allowance carried inthe estimated cost for design and construction section and that allcosts are net GST. Funding Ministry of Education Pupil Accommodation Grant Total $3 438 383 $3 438 383 2009 April 21 ...6 4.DESIGN COMMITTEE PRESENTATIONS -confd b.PROPOSED ADDITION AND RENOVATION TO NORTHRIDGE PUBLIC SCHOOL -confd The following timelines were presented: Tentative Schedule fPendlna MOE Fundina) Administrative Council Review 2009 April06 Community Meeting 2009 April 16 Presentation to the Board 2009 April 21 Tender Period 2009 July Board Approval to Award Construction Contract 2009 July Ministry Approval 2009 July Construction to Commence 2009 August Substantial Completion 2010 August 01 Commissioning of Project 2010 August School Set-up 2010 August School Occupancy 2010 September RECOMMENDATIONS: 1.Thatthe Board approve the plans,budgetand tentative schedule forthe proposed Northridge Public School renovations and addition. 2.That the Administration proceed to tender the Northridge Public School renovations and additionpending receiptof Ministry ofEducationPupilAccommodation Grantto constnjct the project. The Administration responded to questions posed by Trustees.The recommendations were adopted on motion of P. Sattler,seconded by F.Exiey. 0.PROPOSED ADDITION AND RENOVATION TO CARADOC CENTRAL PUBLIC SCHOOL Exec.Officer K.Bushed advised that Jim Sheffield,Malhotra Nicholson Sheffield Architects is the Architectfor Cardoc Central PublicSchool,Mt.Brydges. He advised that EdClarke Isthe Project Coordinator. Supt. P. ts acknowledged the membersship of the Caradoc Central P.S. Design Committee. The Boardapproved, on2008 October 14,for Administration toplanan addition and renovation to Caradoc Central Public School and to report back to the Board with respect to: i)detailed plans li)funding III)estimated cost/budget Iv)schedule After the Board received the ARC Report for Middlesex Study Area 1,the Board approved a recommendation to beginthe design process forthe additionand renovation to Caradoc Central PublicSchool. As recommended intheARCReport,a DesignCommitteewas formedcomprised of community representatives from Caradoc Central and Caradoc South PublicSchools, the SuperintendentofEducationforthisarea,principals andteachingstaff from CaradocCentraland Caradoc South Public Schools,Caradoc Central Charge Custodian,Executive Officer of Facility Services and Capital Planning and Project Coordinator. The committee worked withMalhotra Nicholson Sheffield Architects to develop the proposed plan. During the past fourmonths, DesignCommitteemeetingswere heldto receive Input and refine the proposeddesign. The proposeddesignwas presented tothe school communities on2009 April 06.The reception from the school communities has been excellent.The process todate has beenvery beneficial and has resulted ina plan that meets the needs ofstudents, staffand the community. 2009 April 21...7 4.DESIGN COMMITTEE PRESENTATIONS -confd c.PROPOSED ADDITION AND RENOVATION TO CARADOC CENTRAL PUBLIC SCHOOL - confd PROJECT OVERVIEW Project Synopsis: Mr.Sheffield advised that the objective of this project is to enlarge and renovate this Junior Kindergarten to Grade 8 (JK-8)Elementary Public School to accomniodate pupils as designated in the ARC Report.The Design Committee utilized program standards developed by Board administration in the design. The on-the-ground capacity (OTG)will be 377. This capacity matches the enrolment projection for the proposed consolidated school. The proposed addition would be a one-storey facility with an area of 17,546 FP and would include 4 JK/SK classrooms,gymnasium,stage and activity room as well as administrative area. The renovated area would include the library resource centre,general arts room, learning support room and instructional classrooms. School Renewal components to be replaced in the existing school include,windows,boilers, HVAC systems,electrical service,lighting,fire alarm and room finishes and will be funded from the School Renewal or Good Places to Learn Grant. Site Development: The site will include 52 parking spaces,bus and student drop-off area. APPROVAL PROCESS Board Approval of Tender A recommendation for the award of the construction contract will be presented to the Board at the completion of the tendering process. Ministry of Education Project Approval As detailed in Ministryof Education Memo SB-12,dated 2008 April28,the Board is required to receive Ministry approval when utilizing any PupilAccommodation Grants and/or transfer of Reserve Funds fora Capital project, priortoawarding the construction contract.The appropriate submission to the Ministry will be completed once tender results and Board approval has been finalized. Estimated Cost/Budoet i)Design and Construction $3 995 392 ii)Disbursements including permits $100 000 ill)Fumiture &Equipment $79 908 Total $4 175 300 Itwas noted that 2.5% construction contingency allowance is earned Inthe estimated cost for design and construction section and that all costs are net GST. Funding 1)Prohibitive to Repair Grant $3 754 993 ii)Primary Class Size (PCS)$420 307 Total $4 175 300 2009 April 21...8 4.DESIGN COMMITTEE PRESENTATIONS -cont'd c.PROPOSED ADDITION AND RENOVATION TO CARADOC CENTRAL PUBLIC SCHOOL - cont'd The following timelines were presented: Community Meeting 2009 April06 Administrative Council Review 2009 April06 Presentation to the Board 2009 April21 Tender Period 2009 June Board Approval to Award Construction Contract 2009 June Ministry Approval 2009 June Construction to Commence 2009 July Substantial Completion 2010 August 01 Commissioning of Project 2010 August School Set-up 2010 August School Occupancy 2010 September RECOMMENDATIONS: 1.That the Board approve the plans,budget and schedule for the proposed addition and renovation to Caradoc Central Public School. 2.That the Administration proceed to tender the proposed addition and renovation to Caradoc Central Public School. The Administration responded to questions posed by Trustees.The recommendations were adopted on motion of J. Bennett,seconded by S. Doub.Trustee Peters was absent during the vote. d.PROPOSED ADDITION AND RENOVATION TO A.E.DUFFIELD PUBLIC SCHOOL Exec.Officer Bushell advised that Jim Sheffield,Malhotra Nicholson Sheffield Architects is the architect and Joe Attard is the Project Coordinator for the proposed addition and renovation at A. E. Duffield Public School,London.Supt.Moynihan recognized the membership of the A.E. Duffield Design Committee. The Board approved,on 2008 October 14, forAdministration to plan an addition and renovation to A.E.Duffield Public School and to report back to the Board with respect to: I)detailed plans ii)funding ill)estimated cost/budget iv)schedule After the Board received the ARC Report for London Study Area 2, the Board approved a recommendation to begin the design process for the addition and renovation to A.E.Duffield PublicSchool. As recommended intheARCReport, a Design Committee was formed comprised of community representatives from A.E.Duffield Public School and M.B.McEachren Public Schools, the Superintendent of Educationforthis area,Principals and teaching staff fromA.E. DuffieldPublic School and M.B.McEachren Public Schools,A.E. Duffield Charge Custodian,the Executive Officer of Facility Services and Capital Planning and Project Coordinator.The committee worked with Malhotra Nicholson Sheffield Architects to develop the proposed plan. During the past four months.DesignCommitteemeetingswere heldto receive inputand refine the proposed design. The proposed designwas presented tothe school communitieson2009 March30. The reception fromthe school communities has been excellent. The process to date has been very beneficial and has resulted In a planthat meets the needs ofstudents, staffand the community. 2009 April 21 ...g 4.DESIGN COWIMITTEE PRESENTATIONS -confd d. PROPOSED ADDITION AND RENOVATION TO A.E.DUFFIELD PUBLICSCHOOL - cont'd PROJECT OVERVIEW Project Synopsis: Mr.Sheffield advised thatthe objective ofthis project is to enlarge and renovate the existing JK-8 Elementary Public School to accommodate pupils as designated In the ARC Report.The Design Committee utilized program standards developed by Board administration in the design. The on-the-ground capacity (OTG)will be 592.This capacity matches the enrolment projection for the proposed consolidated school. Two additions are proposed for this project,with a combined area of 29,741 FP and would include 9 classrooms,6 JK/SK classrooms,gymnasium,stageand activity room.The renovated area would include the library resource centre,general arts room,learning support room and administrative area. School Renewal components to be replaced in the existing school includes,municipal sanitary sewer service, windows,HVAC systems and room finishes and will be funded fromthe School Renewal or Good Places to Learn Grant. Site Development: Thesite will include 57 parking spaces, busand student drop-off area. MINISTRY OF EDUCATION PUPIL ACCOMMODATION GRANTS The funding of this project is contingent on receiving a Ministry of Education Pupil Accommodation Grant.This project was submitted tothe Ministry forfunding In the Fall of2008 under the Capital Priorities Template and the Administration is optimistic that funding for this project will be approved in the near future. APPROVAL PROCESS Board Approval of Tender A recommendation forthe awardofthe constnjction contract will be presented tothe Board at the completion of the tendering process. Ministry of Education Proiect Approval As detailed in Ministry of Education Memo SB-12,dated2008 April 28,the Board is required to receive Ministry approval when utilizing any Pupil Accommodation Grants and/or transfer of Reserve Funds for a Capital project,priorto awarding the construction contract.The appropriate submission tothe Ministry will be completed once tender resultsand Board approval has been finalized. Estimated Cost/Budaet 1)Design and Construction $6 446 543 11)Disbursements including permits $100 000 ill)Furniture &Equipment $128 931 Total $6 675 474 It was noted that 2.5%construction contingency allowance is canied in the estimated cost for design and construction section and that all costs are net GST. 2009 April 21...10 4.DESIGN COMMITTEE PRESENTATIONS -confd d.PROPOSED ADDITION AND RENOVATION TO A.E.DUFFIELD PUBLIC SCHOOL -cont'd Funding 1)Ministryof Education Pupil Accommodation Grant $6 332 429 ii)Primary Class Size (PCS)$343 045 Total $6 675 474 The following timelines were presented: Tentative Schedule (Pending MOE Funding) Community Meeting Administrative Council Review Presentation to the Board Tender Period Board Approval to Award Construction Contract Ministry Approval Construction to Commence Substantial Completion Commissioning of Project School Set-up School Occupancy RECOMMENDATIONS: 2009 March 30 2009 April06 2009 April21 2009 May 09 2009 May 2009 June 2009 July 2010 August 01 2010 August 2010 August 2010 September 1.That the Board approve the plans,budget and tentative schedule for the proposed addition and renovation toA.E.Duffield Public School. 2.That the Administration proceed to tender the proposed addition and renovation to AE. Duffield Public School pending receipt of Ministryof Education Pupi!Accommodation Grant to construct the project. The Administration responded to questions posed by Trustees.The recommendations were adopted on motion of T. Roberts,seconded by F.Exiey. e.PROPOSED ADDITION AND RENOVATION TO COLLEGE AVENUE SECONDARY SCHOOL Exec. Officer K. Bushel!introduced Lance Dickson,Architect,Dickson Partnership Incorporated Architects and Project Coordinator Paul Schepens who worked on the proposed addition and renovation of College Avenue Secondary School in Woodstock.Supt M.E.Smith acknowledged the membership of the College Avenue Secondary School Design Committee. The Board approved, on 2008 October 28, for Administration to plan an addition and renovation to College Avenue Secondary School and to report back to the Board with respect to: I)detailed plans II)funding ill)estimated cost/budget iv)schedule 2009 April 21...11 4.DESIGN COMMITTEE PRESENTATIONS -cont'd e.PROPOSED ADDITION AND RENOVATION TO COLLEGE AVENUE SECONDARY SCHOOL- confd After the Board received the ARC Report for Oxford Study Area 4, the Board approved a recommendation to begin the design process forthe addition and renovation to College Avenue Secondary School.As recommended in the ARC Report, a Design Committee was formed comprised of community representatives from College Avenue Secondary School and Norwich DistrictHighSchool, the Superintendent of Education for this area,principals and teaching staff from College Avenue Secondary School and NorwichDistrictHigh School,the Executive Officer of Facility Services and Capital Planning and Project Coordinator.The committee worked with Dickson Partnership Incorporated Architects to develop the proposed plan. Duringthe past four months,Design Committee meetings were held to receive input and refine the proposed design.The proposed design was presented to the school communities on 2009 April 02. The reception from the school communities has been excellent.The process to date has been very beneficial and has resulted Ina plan that meets the needs of students,staff and the community. PROJECT OVERVIEW Project SvnoDsIs: The objective of this project is to enlarge and renovate the existing high school to allow for additional enhancements to program space and to accommodate pupils as designated in the ARC Report. The design committee utilizedprogram standards developed by Board administration in the design. The on-the-ground capacity (OTG)will be 1023.This capacity matches the enrolment projection for the proposed consolidated school. The proposed addition would be a one storey facilitywith an area of 7,815 FP and would Include a hospitality and tourism suite,personal sen/Ices room, a horticultural lab and greenhouse, renovations would Include a weight room,drama room,dance studio,communication lab, technology rooms and science labs. MINISTRY OF EDUCATION PUPIL ACCOMMODATION GRANT The funding ofthis project Is contingent on receiving a Ministryof Education Pupil Accommodation Grant. This project was submitted to the Ministry forfunding In the Fallof 2008 under the Capital Priorities Template and the Administration is are optimistic that funding for this project will be approved in the near future. APPROVAL PROCESS Board Approval of Tender A recommendation for the award of the construction contract will be presented to the Board at the completion of the tendering process. Ministry of Education Proiect Approval As detailed In Ministry of Education Memo SB-12,dated 2008 April 28, the Board is required to receive Ministry approval when utilizing any Pupil Accommodation Grants and/or transfer of Reserve Funds fora Capital project, priorto awardingthe construction contract. The appropriate submission to the Ministry will be completed once tender results and Board approval has been finalized. 2009 April 21...12 4.DESIGN COMMITTEE PRESENTATIONS -cont'd e. PROPOSED ADDITION AND RENOVATION TO COLLEGE AVENUE S.S. - cont'd Estimated Cost/Budaet i)Design and Construction $2 727 000 il)Disbursements including permits $100 000 iii)Furniture &Equipment $54 540 Total $2 881 540 Itwas noted tliat 2.5% construction contingencyallowance is carried inthe estimated cost for design and construction section and that all costs are net GST. Funding Ministry of Education Pupil Accommodation Grant Total The following timelines were presented: Tentative Schedule fPendina MOE Funding^ Community Meeting Administrative Council Review Presentation to the Board Tender Period Board Approval to Award Construction Contract Ministry Approval Construction to Commence Substantial Completion Commissioning of Project School Set-up School Occupancy RECOMMENDATIONS: $2 881 540 $2 881 540 2009 April 02 2009 April 06 2009 April 21 2009 May 2009 June 2009 June 2009 July 2010 August 01 2010 August 2010 August 2010 September 1.That the Boardapprove the plans, budgetand tentative schedule forthe proposed addition and renovation to College Avenue Secondary School. 2. Thatthe Administration proceed totenderthe proposed addition and renovation to college avenue secondary school pending receipt of Ministry of Education Pupil Accommodation Grant to construct the project. The Administration responded to questions posed by Trustees. Supt.Tufts was asked to commentabout MiddlesexCountystudents whoare nowable to complete theirschool towork destination in MiddlesexCounty in Strathroy.He advised that MiddlesexCountyis the home catchment forStrathroy DCI,and a number of students are inapplied or academic courses and are picking up extra courses in,forexample,horticulture. The recommendations were adopted on motion ofG.Hart,seconded byJ. Bennett. 2009 April 21...13 4.DESIGN COMMITTEE PRESENTATIONS -confd f.PROPOSED ADDITION AND RENOVATION TO GLENDALE HIGH SCHOOL Exec. Officer Bushell invited Lance Dickson,Dickson Partnership Incorporated Architects, to explain the addition and renovations to Glendale High School, Tillsonburg. As well.Project Coordinator Paul Schepens was acknowledged.The members of the Glendale High School Design Committee were acknowledged by Supt.K.Wilkinson. The Board approved 2008 October 28 for Administration to plan an addition and renovation to Glendale High School and to report back to the Boardwith respect to; i)detailed plans 11)funding ill)estimated cost/budget iv)schedule After the Board received the ARC Report for Oxford Study Area 4, the Board approved a recommendation to begin the design process for the addition and renovation to Glendale High School. As recommended in the ARC Report, a Design Committee was formed comprised of community representatives,the Superintendent of Education for this area,the Principal of Glendale High School,teaching staff from Glendale High School,Annandale School and Norwich District High Schools,a community member representing the gym expansion portion of the project, the Executive Officer of Facility Services and Capital Planning and Project Coordinator. The committee worked withDickson Partnership Incorporated Architects to develop the proposed plan. Duringthe past four months,Design Committee meetings were held to receive input and refine the proposed design.The proposed design was presented to the school communities on 2009 April20.The reception from the school communities has been excellent.The process to date has been very beneficial and has resulted Ina plan that meets the needs of students,staff and the community. The Board and the Town of Tillsonburg have developed a partnership to construct a double gymnasium rather than the single gym that was planned to meet TVDSB standards.The Town will provide funding for 50% of the cost of the double gym In return for preferential scheduling of the double gymnasium at a reduced rental rate. PROJECT OVERVIEW Prolect SvnoDsis: Mr.Dickson advised that the objective of this project is to enlarge and renovate the existing high school to accommodate pupils as designated in the ARC Report.The design committee utilized program standards developed by Board administration inthe design. The on-the-ground capacity (OTG)will be 1008.This capacity matches the enrolment projection for the proposed consolidated school. The proposed additionwouldbe a two-storey facility with an area of38,493 FP and wouldinclude 8 classrooms,5 science classrooms,horticultural lab and greenhouse,double gymnasium, aerobics/dance room,change rooms and storage.The renovated area would include technical areas,art room,guidance area,7 classrooms,library resource centre and cafeteria. School Renewal components to be replaced In the existing school Includes, corridor celling replacementand parkinglot reconstruction and will be fundedfromthe School RenewalorGood Places to Learn Grant. 2009 April 21 ...14 4.DESIGN COMMITTEE PRESENTATIONS -cont'd f.PROPOSED ADDITION AND RENOVATION TO GLENDALE HIGH SCHOOL -cont'd MINISTRY OF EDUCATION PUPIL ACCOMMODATION GRANT The funding of this project Is contingent on receiving a Ministry of Education Pupil Accommodation Grant. This project was submitted to the Ministry forfunding inthe Fallof2008 under the Capital Priorities Template and the Administration is optimisticthat funding for this project will be approved in the near future. APPROVAL PROCESS Board Approval of Tender A recommendation for the award of the construction contract will be presented to the Board at the completion of the tendering process. Ministry of Education Proiect Approval As detailed in Ministry of Education Memo SB-12,dated 2008 April 28, the Board is required to receive Ministry approval when utilizing any Pupil Accommodation Grants and/or transfer of Reserve Funds fora Capitalproject,priortoawardingthe construction contract. The appropriate submission to the Ministry will be completed once tender results and Board approval has been finalized. Estimated Cost/Budaet 1}Design and Construction $8 533 800 11)Disbursements including permits $100 000 iii)Furniture &Equipment $170 676 Total $8 804 476. It was noted that 2.5%construction contingency allowance is carried in the estimated cost for design and construction section and that all costs are net GST. Funding 1)Ministryof Education Pupil Accommodation Grant ii)Town of Tillsonburg -Gymnasium Funding Total The following draft timelines were presented; Tentative Schedule (Pending MOE Funding) Administrative Council Review Community Meeting Presentation to the Board Tender Period Board Approval to Award Construction Contract Ministry Approval Construction to Commence Substantial Completion Commissioning of Project School Set-up School Occupancy $7 860 176 $944 300 $8 804 476 2009 April06 2009 April 20 2009 April21 2009 June 2009 June 2009 June 2009 July 2010 August 01 2010 August 2010 August 2010 September •N 2009 April 21...15 RECOMMENDATIONS: 1.That the Board approve the plans,budget and tentative schedule for the proposed addition and renovation to Glendale High School. 2. Thatthe Administration proceed totenderthe proposed addition and renovation to Glendale High School pending receipt of Ministry of Education Pupil Accommodation Grant to construct the project. The Administration responded to questions posed by Trustees.The recommendations were adopted on motion ofG.Hart,seconded by T.Roberts. Chairperson Stewart extended appreciation to the Town of Tlllsonburg for partnering with TVDSB in the construction ofa state-of-the-art double gymnasium at Glendale H.S.At the conclusion ofeach ofthe Design Committee presentation,Chairperson Stewart extended appreciation to the presenters and to the community representatives for their Input and refinements to the proposed designs. Trustee Exiey,In his capacity as Chair of the Budget Advisory Committee,advised that input into the 2009-10 Preliminary Budget will be received by Trustees on 2009 June 02,at 4:00 p.m.from Board employeesand at 7:00 p.m.from the general public. 5.ADJOURNMENT The meeting adjourned at 9:45 p.m.,on motion ofJ.Bennett,seconded by S.Peters. CONFIRMED hairperson 2009 April 21...16 SUMMARY OF APPROVED RECOMMENDATIONS OF 2009 APRIL 21 - Thatthe Board approve the plans,budget,and tentative schedule for the proposed New Stoney Creel< Elementary School. - Thatthe Administration proceed totenderthe new Stoney Creek Elementary School pending receipt of Ministry of Education Pupil Accommodation Granttoconstructthe project. - Thatthe Board approve the plans,budget and tentative schedule forthe proposed Northridge Public School renovations and addition. - Thatthe Administration proceedtotenderthe Northridge Public School renovations and addition pending receipt of Ministry of Education Pupil Accommodation Grantto constructthe project. - Thatthe Board approvethe plans, budgetand scheduleforthe proposed addition and renovation to Caradoc Central Public School. - Thatthe Administration proceedtotender the,proposed addition and renovation to Caradoc Central Public School. - Thatthe Board approvethe plans, budgetand tentative scheduleforthe proposed addition and renovation to A.E.Duffield Public School. - Thatthe Administration proceed totenderthe proposed addition and renovation to A.E.Duffield Public School pending receipt of Ministry of Education Pupil Accommodation Grant to construct the project. - Thatthe Board approvethe plans, budgetand tentative scheduleforthe proposed addition and renovation to College Avenue Secondary School. - That the Administration proceed to tender the proposed addition and renovationto collegeavenue secondary school pending receipt of Ministry of Education Pupil Accommodation Grant to construct the project. - Thatthe Board approvethe plans, budgetand tentative scheduleforthe proposed addition and renovation to Glendale High School. - Thatthe Administration proceed totenderthe proposed addition and renovation to Glendale High School pending receipt of Ministry of Education Pupil Accommodation Grant to construct the project.