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4/20/2010 - Special Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD SPECIAL BOARD MEETING,PUBLIC SESSION 2010 APRIL 20,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1. CALL TO ORDER V M 2.APPROVAL OF AGENDA 3.REPORTS OF DESIGN COMMITTEES M a.Proposed New North Ingersoll Public School b.Proposed Addition and Renovation to Harris Heights Public School c.Proposed Addition and Renovation to Princess Anne Public School (Ingersoll) d.Proposed Addition and Renovation to Edward Street Public School e.Proposed Addition and Renovation to Locke's Public School f.Proposed Addition and Renovation to DM Sutherland Public School g. Proposed Additionand Renovationto Springbank PublicSchool 4.ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD SPECIAL MEETING,PUBLIC SESSION 2010 APRIL 20 The Boardmet inspecial session on 2010 April 20 inthe BoardRoomat the Education Centre, meetingin public session from 7:08 p.m. to 9:46 p.m. The following were in attendance: TRUSTEES J.Bennett S.Peters S.Doub 8.Polhill F.Exiey T.Roberts T.Grant P.Sattler G.Hart J.Stewart W.Huff R.Tisdale C.Neville Regrets:P.Jaffe,J.Kamphuis ADMINISTRATION AND OTHERS B.Tucker K.Dalton B.Greene S.Hughes M.E.Smith B.Sonier P.Tufts K.Bushell S.Christie J.Marlborough 1.CALL TO ORDER. Board Chair T.Roberts called the meeting to order at 7:08 p.m. 2.APPROVAL OF AGENDA The agenda was approved on motion of T. Grant,seconded byJ.Stewart. 3.REPORTS OF DESIGN COMMITTEE Chair Roberts introduced Executive Officer K.Bushell to update the Board on seven design presentations.Exec. OfficerBushell described the workofthe Design Committees and the approval process through the Ministry of Education. He noted that within five to seven years enrolment projections are expected to be met inthe new schools.Aswell,each JK/SK area is designed to have separate coat and cubby rooms and a storage room.Washrooms are designed in each room,as well as water table centre.The Boards'standards do not provide a separate lunchroom. a.Proposed New North Ingersoll Public School Exec. OfficerBushell indicated that the Board approved on 2009 December 15 forAdministration to plan a New North Ingersoll Public School and to report back to the Board with respect to: detailed plans; •funding; estimated cost/budget; schedule. After the Board received the ARC #13 Report,the Board approved a recommendation to begin the design process for the New North Ingersoll Public School.As recommended in the ARC Report,a design committee was formed comprised of community representatives from Princess Elizabeth,Beachville and Harris Heights Public Schools,the Superintendent of Education forthis area.Princess Elizabeth and Beachville Principals and teaching staff,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. 2010 April 20...2 3.REPORTS OF DESIGN COMMITTEES -cont'd a.Proposed New North Ingersoll Public School -cont'd During the past four months, design committee meetings were held to receive inputand refine the proposed design.The proposed design was presented to the school communities on 2010 April 07. The reception from the school communities has been excellent. The process to-date has been very beneficial and has resulted in a plan that meets the needs of students,staff and the community. The new school is to be constructed on the comer of Wonham Street North and Innes Street as previously approved by the Board. PROJECT OVERVIEW Project Synopsis The objective of this project is to create a new JK-8 Elementary 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 615. This capacity matches the enrolment projection for the proposed school. The proposed school would be a two storey facility of approximately 58,900 FP and would include 19 classrooms,5 JK/SK classrooms,a General Arts Room,Gymnasium,Activity Room, Stage,Library Resource Centre,Developmental Centre,Learning Support Room and administrative areas. Site Development The site will include 52 parking spaces,bus and student drop-off area,as well as asphalt and grass playing surfaces.The site is adjacent to an existing publicpark and a Joint Use Agreement will be developed to ensure maximum public use of the combined park and school site. Energy Efficiency Measures The new school incorporates a number of measures to address sustainability and the efficient use of energy,including; high qualitywindow systems,which reduce heat gain and loss while providing natural light throughout •upgraded insulation factors inwalls and roof • an energy efficient water source heat pump which allows "free heating" of the perimeter of the building areas using energy obtained from cooling the building core areas the use of energy recovery wheels which pre-heat ventilation air in the winter using waste heat fromthe exhaust air system,and pre-cool ventilationairinthe summer byrejecting heat into the exhaust air system • ultra efficient condensing hot water heating and domestic boilers low flow plumbing fixtures occupancy sensors to turn lights offand set back temperature setpoints when rooms are unoccupied The building will be a LEED school silver equivalent in keeping with Ministry of Education expectations. MINISTRY OF EDUCATION PUPIL ACCOMMODATION GRANT The funding of this project is contingent upon receiving a Ministry of Education Pupil AccommodationGrants. This projectwas submitted tothe Ministry for funding inthe Fall of2009 under the Capita! PrioritiesTemplate and we are optimisticthat funding for this project will be approved in the near future. 2010 April 20...3 3.REPORTS OF DESIGN COIWWIITTEES -cont'd a.Proposed New North Ingersoll Public School -cont'd 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 April 28,2008,the Board is required to receive Ministry approval when utilizing any Pupil Accommodation Grants or transfer of Reserve Funds for a Capital project, prior to awarding the construction contract.The appropriate submission to the Ministry will be completed once tender results and Board approval have been finalized. ESTIMATED COST/BUDGET Site Purchase and Development $160,000 Design and Construction $11,234,300 Disbursements including permits $150,000 Furniture &Equipment $514.400 TOTAL $12,058,700 Exec.Officer Bushell introduced Project Coordinator P.Schepens,N.Hindmarsh,and Architect Lance Dickson.Supt.B.Sonier introduced Principals L.D'Ambrose and B. Reid,Teacher L. Waton,and Community Representatives Susie Macauley and Sherri Young.Supt.Sonier expressed thanks to the Design Committee,community representatives,teaching staff,and custodial staff for their time and effort taken to attend meetings and share dialogue. Architect Lance Dickson described the new North Ingersoll school site including,site design, building layouts,and exterior design.Community Representatives S.Macauley and S. Young expressed their appreciation for the efforts of the design committee and for taking the community needs and requests into consideration. Exec.Officer Bushell and Architect Dickson advised that a future addition has been taken Into account with three classrooms on the first floor and three classrooms on the second floor.Exec. Officer Bushell noted that with the full-day learning program,standards for capacity have changed withJK/SK classrooms being loaded at 26 students rather than 20.All gymnasium designs meet the Board's standards. Exec.Officer Bushell advised that there are plans for special education space at Harris Heights as well. He noted that three of the last four schools built have been attached to a public park area and each municipality has slightlydifferent joint use agreements;however, they are essentially the same which allows for sharing of parking and space. He advised that joint agreements generally stipulate that grass cutting and snow plowing are completed separately as the municipality standards may differ from the Boards'standards, however, the agreements have the flexibility to be modified as needed. RECOMMENDATIONS 1.That the Board approve the attached design,budget,and tentative schedule forthe proposed new north Ingersoll public school. 2.That Administration proceed to tender the proposed new north Ingersoll public school pending receipt of Ministryof Education approval to construct the project. 2010 April 20...4 3.REPORTS OF DESIGN COWIWIITTEES -cont'd a.Proposed New North Ingersoll Public School -cont'd Recommendations 1 and 2 were approved on motionof J Stewart,seconded byG Hart. Trustee Hartthanked the architectural firm forthe work involved Inthe project.Trustee Stewart expressed thanks to the Design Committee and community representatives for their work. b.Proposed Addition and Renovation to Harris Heights Public School Exec. Officer Bushell noted that the Board approved,on 2009 December 15, for Administration to plan an addition and renovation to Harris Heights PublicSchool and to report back tothe Board with respect to: •detailed plans; • funding: •estimated cost/budget; •schedule. After the Board received the ARC #13 Report,the Board approved a recommendation to begin the design process for the addition and renovation to Harris Heights Public School.As recommended in the ARC Report,a design committee was formed comprised of community representatives from Harris Heights and Westfield Public Schools,the Superintendent of Education for this area,Principals and teaching staff from Harris Heights and Westfield Public Schools,Harris Heights Charge Custodian,the Executive Officer of Facility Services and Capital Planning and Project Coordinator.Thecommittee 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 2010 April07.The reception from the school communities has been excellent.The process to date has been very beneficial and has resulted in a plan that meets the needs of students,staff and the community. PROJECT OVERVIEW Project Synopsis The objective of this project is to enlarge and renovate the existing JK-8 Elementary Public School to accommodate pupils as designated inthe ARCReport. The design committee utilized program standards developed by Board administration inthe design. The on-the-ground capacity (OTG)will be 602. This capacity matches the enrolment projection for the proposed consolidated school. Asinglestorey addition isproposedforthis project,with an area of 17,400 FT®and would include, 5JK/SK classrooms,Gymnasium,Stage and Activity Room. The renovated area would Include, 2 classrooms,Learning Support Room, General Arts Room,Library Resource Centre and administrative area. School Renewalcomponents to be addressed inthe existingschool Include window,electrical services and intercom replacements,HVAC system upgrades and asbestos abatement.The cost for these components is not includedinthe project estimates and will be funded fromthe School Renewal,Good Places to Learn and Energy Efficient School grants. Site Development The site will include 53 parking spaces and bus and student drop-off area. 2010 April 20...5 3.REPORTS OF DESIGN COMMITTEE -cont'd b.Proposed Addition and Renovation to Harris Heights Public School -cont'd PROJECT OVERVIEW -cont'd MINISTRY OF EDUCATION PUPIL ACCOMMODATION GRANTS The funding of this project is contingent upon receiving a Ministry of Education Pupil Accommodation Grants.This project was submitted tothe Ministry forfunding inthe Fall of2009 under the Capital Priorities Template and we 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 Project Approval As detailed in Ministryof Education Memo SB-12,dated April 28,2008,the Board is required to receive Ministry approval when utilizing any Pupil Accommodation Grants and/or transfer of Reserve Funds fora Capital project, priorto awarding the construction contract.The appropriate submission to the Ministry will be completed once tender results and Board approval have been finalized. ESTIMATED COST/BUDGET Design and Construction $4,057,000 Disbursements including permits $150,000 Furniture &Equipment $81.140 TOTAL $4,288,140 Exec. Officer Bushell introduced Lance DIckson,architect for the Harris Heights design and P. Schepens,the Project Coordinator.Supt.B.Sonier introduced Principals J.Schmalz,N. Bankes,Vice-Principal K.McCormack,Community Representatives Christine Greeman,June Nussey and Custodian K. Dumoulin. Architect DIcksonhighlighted the site design and noted that students will be able to attend at the school during construction.Community Representative J.Nussey expressed appreciation forthe efforts of the Design Committee and for taking the community needs and requests into consideration. Exec. Officer Bushell noted that whenever asbestos removal is required,itis removed when the school is unoccupied,e.g. during summer hiatus.All new designs meet barrier free requirements.Because ramps require a 1-in-12 run and rise,stair lifts are used in some cases. Buses will line up at the front of the school with eight buses able to be accommodated without double stacking. If10 buses are on site,only two will require double stacking. Foot traffic flow was taken into consideration with all new designs. RECOMMENDATIONS 1.That the Boardapprove the attached design, budget, and tentative schedule forthe proposed addition and renovation to Harris Heights Public School. 2. That Administration proceed to tenderthe proposed additionand renovationtoHarrisHeights PublicSchool pending receipt of Ministry of Education approval to construct the project. Recommendations 1 and 2 were approved on motion G. Hart,seconded byJ. Stewart. 2010 April 20...6 3.REPORTS OF DESIGN COMMITTEE -cont'd b.Proposed Addition and Renovation to Harris Heights Public School - cont'd Trustee Stewart expressed thanks tothe DesignCommitteeand community representatives for their work on the Committee. c.Proposed Addition and Renovation to Princess Anne Public School (Ingersoll) The Board approved, on 2009 December 15, for Administration to plan an addition and renovation to Princess Anne PublicSchool and to report back to the Board with respect to: detailed plans; •funding: •estimated cost/budget; •schedule. Afterthe Board received the ARC #13 Report,the Board approved a recommendation to begin the design process for the addition and renovation to Princess Anne Public School.As recommended in the ARC Report, a design committee was formed comprised of community representatives from Princess Anne and Victory Memorial Public Schools,the Superintendent of Education for this area,Principals and teaching staff from Princess Anne and VictoryMemorial Public Schools,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. During the 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 2010 April 07.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 Synopsis The objective of this project is to enlarge and renovate the existing JK-6 Elementary Public School to accommodate pupils as designated in the ARC Report and create a JK-8 Elementary Public School.The design committee utilized program standards developed by Board administration in the design. The on-the-ground capacity (OTG)will be 412. This capacity matches the enrolment projection for the proposed consolidated school. Asingle storey addition is proposed forthis project withan area of 23,500 FT^and would include 9classrooms,JK/SKclassroom,General Arts Classroom,Gymnasium,Stage and Activity Room. The renovated area would Include 2 classrooms,Learning Support Room and administrative area. School Renewal components to be addressed Inthe existing school include window,fire alarm and intercom replacements,HVAC system upgrades and room finishes. The cost for these components is not included inthe project estimates and will be funded fromthe School Renewal, Good Places to Learn and Energy Efficient Schools grants. Site Development: With the expansion of the site as previouslyapproved by the Board, the site will include 42 parking spaces and student drop-off area. 2010 April 20...7 3.REPORTS OF DESIGN COWIWIITTEE -cont'd 0.Proposed Addition and Renovation to Princess Anne Pubiic Schooi (ingersoli)- cont'd PROJECT OVERVIEW -cont'd MINISTRY OF EDUCATION PUPIL ACCOMMODATION GRANTS The funding of this project is contingent upon receiving a Ministry of Education Pupii Accommodation Grants.This project was submitted tothe Ministry forfunding inthe Faiiof2009 under the Capitai PrioritiesTemplate and we are 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. Ministryof Education Project Approval As detailed in Ministry of Education Memo SB-12,dated April 28,2008,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 to the Ministry will be completed once tender results and Board approval have been finalized. ESTIMATED COST/BUDGET Site Expansion $210,000 Design and Construction $5,737,800 Disbursements Including permits $100,000 Furniture &Equipment $114.756 TOTAL $6,162,556 Exec. OfficerBushell introduced Project Manager J. Attard. Supt. B.Sonier introduced Principals A.M. Luce and K.Waud,Community Representatives Melanie Everest and Caroline Fitzgerald and Teacher Marty Vollmershausen. Architect DicI<son highlighted the site design and noted that this site will be inhabited during construction. Community Representatives M.Everest and Caroline Fitzgerald expressed appreciation forthe efforts of the Design Committee and for taking the community needs and requests into consideration.It was noted that the existing JK/SK classrooms contain the water table. Staff and parents have been informed ofa proposed plan to accommodate students during the construction and this will be presented at the 2010 April 27 Board meeting. RECOMiUIENDATIONS 1.That the Boardapprove the attached design, budget,and tentative schedule forthe proposed addition and renovation to Princess Anne Public School. 2.That Administration proceed to tenderthe proposed additionand renovation to Princess Anne Public School pending receipt of Ministry of Education approval to construct the project. Recommendations 1 and 2 were approved on motion of J Stewart,seconded by G Hart. Trustee Stewart expressed thanks to the design committee and community representatives. 2010 April 20...8 3.REPORTS OF DESIGN COMMITTEE -cont'd d.Proposed Addition and Renovation to Edward Street Public School The Board approved,on 2009 December 15 forAdministrationto planan addition and renovation to Edward Street Public School and to report back to the Board with respect to: •detailed plans; • funding: •estimated cost/budget; •schedule. Afterthe Board received the ARC #15 Report,the Board approved a recommendation to begin the design process for the addition and renovation to Edward Street Public School.As recommended in the ARC Report, a design committee was formed comprised of community representatives from Edward Street,Balaclava Street and Scott Street Public Schools,the Superintendent of Education for this area,Principals and teaching staff from Edward Street, Balaclava Street and Scott Street Public Schools,Edward Street Charge Custodian,the Executive Officer of Facility Services and Capital Planning and Project Coordinator.The committee worked with Cornerstone Architecture Incorporated 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 presented to the school communities on 2010 April 15.The reception from the school communities has been excellent.The process to date has been very beneficial and has resulted in a plan that meets the needs of students,staff and the community. PROJECT OVERVIEW Project Synopsis The objective of this project is to enlarge and renovate the existing JK-6 Elementary School to accommodate pupils as designated in the ARC Report and create a JK-8 Elementary school. The design committee utilized program standards developed by Board administration in the design. The on-the-ground capacity (OTG)will be 392.This capacity matches the enrolment projection for the proposed consolidated school. Atwo storey addition is proposed forthis project, with an area of 23,940 FP and would include 5 classrooms,4 JK/SK classrooms,Gymnasium,Stage and Activity Room.The renovated area would include the General Arts Room,the Library Resource Centre,Learning Support Room and administrative area. School Renewal components to be addressed in the existing school include electrical service replacement,asbestos abatement,HVAC system upgrades,boiler replacement and room finishes.The cost for these components is not included in the project estimate and will be funded from the School Renewal,Good Places to Learn and Energy Efficient Schools Grants. Site Development - The site will include 40 parking spaces,bus and student drop-off area. MINISTRY OF EDUCATION PUPIL ACCOMMODATION GRANTS The funding of this project is contingent upon receiving a Ministry of Education Pupil Accommodation Grants.This project was submitted to the Ministryforfunding in the Fall of2009 under the Capital Priorities Template and we are optimistic that funding for this project will be approved in the near future. 2010 April 20...9 3.REPORTS OF DESIGN COMMITTEE -cont'd d.Proposed Addition and Renovation to Edward Street Public School -cont'd PROJECT OVERVIEW -cont'd 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. Ministryof Education Project Approval As detailed in Ministry of Education Memo SB-12,dated April 28,2008,the Board Isrequired to receive Ministry approval when utilizing any Pupil Accommodation Grants and/or transfer of Reserve Funds fora Capital project, priorto awarding the construction contract.The appropriate submission to the Ministry will be completed once tender results and Board approval have been finalized. ESTIMATED COST/BUDGET Design and Construction $5,104,422 Disbursements including permits $100,000 Furniture &Equipment $97,750 TOTAL $5,302,172 Exec. OfficerBushell introduced Architect Alison Hannayand ProjectCoordinatorChariieAttard. Supt. S.Hughes introduced Principal D.Clar who expressed the excitement for this project by the community and students.Exec. Officer Bushell noted the ravine area will be fenced off. RECOMMENDATIONS 1.That the board approve the attached design,budget, and tentative schedule forthe proposed addition and renovation to Edward Street Public School. 2.That administration proceed to tender the proposed addition and renovation to Edward Street Public School pending receipt of Ministry of Education approval to construct the project. Recommendations 1 and 2 were approved on motion of T. Grant,seconded byS.Polhill. Trustees Grant and Exiey expressed thanks to the design committee and community representatives. e.Proposed Addition and Renovation to Locke's Public School The Board approved,on 2009 December 15, for Administration to plan an addition and renovation to Locke's Public School and to report back to the Board with respect to: •detailed plans; •funding; estimated cost/budget; schedule. After the Board received the ARC #15 Report,the Board approved a recommendation to begin the design process for the addition and renovation to Locke's Public School.As recommended in the ARC Report,a design committee was formed comprised of community representatives from Locke's and Edward Street Public Schools,the Superintendent of Education for this area. Principals and teaching staff from Locke's and Edward Street Public Schools,Locke's Public School Charge Custodian,the Executive Officer of Facility Services and Capital Planning and Project Coordinator.The committee worked with Cornerstone Architecture Incorporated to develop the proposed plan. 2010 April 20...10 3.REPORTS OF DESIGN COWIWIITTEE -cont'd e.Proposed Addition and Renovation to Locke's Pubiic School -cont'd During the past four months, design committee meetings were held to receive inputand refine the proposed design.The proposed design was presented to the school communities on 2010 Aprii 15.The reception fromthe 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 Synopsis The objective of this project is to enlarge and renovate the existing JK-8 Elementary Public School to accommodate pupils as designated inthe ARC Report. The design committee utilized program standards developed by Board administration in the design. The on-the-ground capacity (OTG)will be 567. This capacity matches the enrolment projection for the proposed consolidated school. A single storey addition is proposed for this project with an area of 14,715 FP and would include 6 classrooms,Gymnasium,Stage and Activity Room.The renovated area would include 2 classrooms,5 JK/SK classrooms,the Library Resource Centre,Special Education Classroom, Learning Support Room and administrative area. School Renewal components tobe addressed inthe existing school includewindow replacement, HVAC system upgrades,fire alarm system replacement and room finishes. The cost for these components is not included in the project estimates and will be funded from the School Renewal, Good Places to Learn and Energy Efficient Schools grants. Site Development The site will include a bus and student drop-off area. MINISTRY OF EDUCATION PUPIL ACCOMMODATION GRANTS The funding of this project is contingent upon receiving a Ministry of Education Pupil Accommodation Grants.This project was submitted tothe Ministry forfunding In the Fall of2009 under the Capital Priorities Template and we 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. Ministryof Education Project Approval As detailed in Ministryof Education MemoSB-12,dated April 28,2008,the Board is required to receive Ministry approval when utilizing any Pupil Accommodation Grants and/or transfer of Reserve Funds fora Capital project, priorto awarding the construction contract.The appropriate submission to the Ministry will be completed once tender results and Board approval have been finalized. ESTIMATED COST/BUDGET Design and Construction $4,668,195 Disbursements including permits $100,000 Fumiture &Equipment $80.876 TOTAL $4,849,071 2010 April 20...11 3.REPORTS OF DESIGN COWIWIITTEE -cont'd e.Proposed Addition and Renovation to Locke's Public School -cont'd Exec. Officer Bushell noted that C. Attard is the Project Manager. Supt. Hughes introduced Principal David Westaway who expressed appreciation tothe DesignCommittee on behalfofthe communityand students.Architect Hannay highlighted the design and site plan. RECOMMENDATIONS 1.That the Board approve the attached design, budget, and tentative schedule forthe proposed addition and renovation to Locke's Public School. 2.That Administration proceed to tenderthe proposed addition and renovation to Locke's Public School pendingreceiptof Ministry of Educationapprovalto construct the project. Recommendations 1 and 2 were approved on motionof F.Exiey,seconded byT. Grant. Trustee Exiey expressed thanks to the design committee and community representatives. f.Proposed Addition and Renovation to P.M.Sutherland Public School The Boardapproved,on2009 November24,for Administration toplanan additionand renovation to D.M.Sutherland Public School and to report back to the Board with respect to: •detailed plans; • funding: •estimated cost/budget; •schedule. Afterthe Board received the ARC#14 Report.the Board approved a recommendation to begin the design process for the addition and renovation to D.M.Sutherland Public School.As recommended in the ARC Report, a design committee was formed comprised of community representatives from D.M.Sutherland and Hillcrest Public Schools,the Superintendent of Education for this area,Principals and teaching staff from D.M.Sutherland and Hillcrest Public Schools,D.M.Sutherland Charge Custodian,the Executive Officer of Facility Services and Capital Planning and Project Coordinator.The committee worked with Malhotra Nicholson Sheffield Architects Inc. 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 presented to the school communities on 2010 April 14. The reception from the school communities has been excellent. The process to date has been very beneficial and has resulted in a plan that meets the needs of students,staff and the community. PROJECT OVERVIEW Project Synopsis The objective of this 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 407.This capacity matches the enrolment projection for the proposed consolidated school. 2010 April 20...12 3.REPORTS OF DESIGN COMMITTEE -cont'd f.Proposed Addition and Renovation to D.M.Sutherland Public School - cont'd PROJECT OVERVIEW,Project Synopsis -cont'd Asingle storey addition is proposed forthis project, withan area of 16,932 FP and would Include 4 classrooms,JK/SK classroom,2 Special Education Classrooms,Gymnasium.Stage and Activity Room. The renovated area would include, the Library Resource Centre,General Arts Room,Learning Support Room and administrative area. School Renewal components tobe addressed inthe existingschool include HVAC,firealarmand P.A.system replacement and room finishes. The cost for these components is not included in the project estimate and will be funded from the School Renewal, Good Places to Learn and Energy Efficient Schools grants. Site Development -The site will include 40 parking spaces,student drop-off area. MINISTRY OF EDUCATION PUPIL ACCOMMODATION GRANTS The funding of this project is contingent upon receiving a Ministry of Education Pupil Accommodation Grants. Thisprojectwas submitted tothe Ministry forfundinginthe Fall of2009 under the Capital Priorities Template and we are optimisticthat fundingfor this project will be approved in the near future. APPROVAL PROCESS Board Approval of Tender A recommendation for the award of the construction contract wil!be presented to the Board at the completion of the tendering process. Ministryof Education Project Approval As detailed in Ministry of Education Memo SB-12,dated April 28,2008,the Board is required to receive Ministry approval when utilizing any Pupil Accommodation Grants and/or transfer of Reserve Funds fora Capital project, priorto awarding the construction contract.The appropriate submission to the Ministry will be completed once tender results and Board approval liave been finalized. ESTIMATED COST/BUDGET Design and Construction $4,304,450 Disbursements including permits $100,000 Furniture &Equipment $78.500 TOTAL $4,482,960 Exec. OfficerBushell noted the existing baseball diamond will be lost due to the placement ofthe newgymnasium. HeIntroducedArchitectJimSheffieldand ProjectCoordinator Kevin McMurray Super.M.E.Smithintroduced PrincipalsS. Davisand I.Ferrara and Community Representative Michelle Gall.Architect Sheffield highlighted the design and site plan. Exec.Officer Bushell introduced Architect Jim Sheffield and Project Coordinator KevinMcMurray Super.M.E. Smith introduced Principals Susan Davis and Iggy Ferrara and Community Representative Michelle Gall.ArchitectSheffield highlighted the design and site plan.Principal Davisand Community Representative M.Gall expressed appreciation to the DesignCommittee on behalf of the community and students. 2010 April 20...13 3.REPORTS OF DESIGN COMMITTEE -cont'd f.Proposed Addition and Renovation to D.M.Sutherland Public School -cont'd RECOMMENDATIONS 1.That the board approve the attached design,budget,and tentative schedule for the proposed addition and renovation to D.iVI.Sutherland Public School. 2.That administration proceed to tender the proposed addition and renovation to D.M. Sutherland Public School pending receipt of Ministryof Education approval to construct the project. Recommendations 1 and 2 were approved on motion of G. Hart,seconded by J.Stewart. Trustee Stewart expressed thanks to the design committee and community representatives. g.Proposed Addition and Renovation to Springbanlc Public School The Board approved,on 2009 November24,forAdministrationto planan addition and renovation to Springbank Public School and to report back to the Board with respect to: detailed plans; funding; •estimated cost/budget; •schedule. After the Board received the ARC #14 Report,the Board approved a recommendation to begin the design process for the addition and renovation to Springbank Public School. As recommended in the ARC Report, a design committee was formed comprised of community representatives fromSpringbank and Hlllcrest PublicSchools, the Superintendent of Education for this area,Principals and teaching staff from Springbank and Hillcrest Public Schools, Springbank Public School 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, design committee meetings were held to receive inputand refine the proposed design.The proposed design was presented to the school communities on 2010 April 14. The reception fromthe school communities has been excellent. The process to date has been very beneficial and has resulted in a plan that meets the needs of students,staff and the community. PROJECT OVERVIEW Project Synopsis The objective of this project is to enlarge and renovate the existing JK-8 Elementary Public School to accommodate pupils as designated inthe ARCReport. The DesignCommittee utilized program standards developed by Board administration inthe design. The on-the-ground capacity (OTG)will be 366. This capacity matches the enrolment projection for the proposed consolidated school. Asinglestorey addition Isproposedforthis project,with an area of 13,360 FT^and would include 4 classrooms,Gymnasium,Stage and Activity Room. The renovated area would include,JK/SK classroom, 2 classrooms,the Library Resource Centre, General Arts Room, LearningSupport Room and administrative area. 2010 April 20...14 3.REPORTS OF DESIGN COIUIIVIITTEE -cont'd g.Proposed Addition and Renovation to Sprlngbank Public School -cont'd PROJECT OVERVIEW,Project Synopsis -cont'd School Renewal components to be addressed inthe existing school Includewindow replacement, fire alarm replacement,HVAC system upgrades and room finishes.The cost for these components is not included in the project estimates and will be funded from the School Renewal, Good Places to Learn and Energy Efficient Schools grants. Site Development -The development of a bus and student drop-off area is proposed. MINISTRY OF EDUCATION PUPIL ACCOiVIMODATION GRANTS The funding of this project is contingent upon receiving a Ministry of Education Pupil Accommodation Grants.This project was submitted to the Ministryfor funding in the Fall of2009 under the Capital Priorities Template and we 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 Project Approval As detailed in Ministryof Education Memo SB-12,dated April 28,2008,the Board is required to receive Ministry approval when utilizing any Pupil Accommodation Grants and/or transfer of Reserve Funds fora Capital project, priorto awarding the construction contract.The appropriate submission to the Ministry will be completed once tender results and Board approval have been finalized. ESTIMATED COST/BUDGET Design and Construction $3,629,579 Disbursements including permits $100,000 Furniture &Equipment $66.780 TOTAL $3,796,359 Principal Ferrara expressed appreciation to the Design Committee on behalf of the community and students. Exec.Officer Bushell noted they have been In contact with the City of Woodstock regarding bus and student drop-off.He also noted that all new construction meets barrier free building codes It was noted that the addition has been designed in such a way that if necessary -an addition could be added at back of gym in the future. Exec.Officer Bushell noted funding sources are available now for energy efficient schools, utilizing school renewal funds.The general estimate for the cost of renewal is approximately five to six million dollars.He introduced Project Manager Ed Clarke.Architect Sheffield highlighted the design and site plan. RECOn/IMENDATIONS 1.That the Board approve the attached design,budget,and tentative schedule for the proposed addition and renovation to Sprlngbank Public School. 2.That Administration proceed to tender the proposed addition and renovation to Sprlngbank Public School pending receipt of Ministryof Education approval to construct the project. 2010 April 20...15 3. 4. REPORTS OF DESIGN COMMITTEE -cont'd g.Proposed Addition and Renovation to Springbanic Public School - cont'd Recommendations 1 and 2 were approved on motionof J. Stewart,seconded byG. Hart. Trustees Bennett and Hart expressed her appreciation to ail ofthe Design Committees for their worl<on their respective projects. Chair Roberts and Director Tucker expressed appreciation and thanks to Manager Bushell, Facility Services, parents, communitiesand all design committeesfortheir extraordinary efforts and work on these projects. ADJOURNMENT The meeting adjourned at 9:46 p.m. on motionof J. Stewart,seconded byC.Neville. Confirmed: Chairperson 2010 April 20...16 SUMMARY OF APPROVED RECOMMENDATIONS OF 2010 April 20 Thatthe Board approvethe attached design,budget,and tentative schedule for the proposednew north Ingersoll public school. That Administration proceedtotendertheproposednew north Ingersoll public school pending receipt of Ministry of Education approval to construct the project. Thatthe Board approvetheattacheddesign,budget,and tentative schedule forthe proposed addition and renovation to Harris Heights Public School. That Administration proceed totender the proposed addition and renovation to Harris Heights Public School pendingreceiptof Ministry of Education approvalto construct the project Thatthe Board approvetheattacheddesign,budget,and tentative schedulefortheproposedaddition and renovation to Princess Anne Public School. That Administration proceedtotender the proposed addition and renovation toPrincess Anne Public School pending receipt of Ministry of Education approval to construct the project. Thatthe Boardapprovetheattached design, budget,andtentativeschedule forthe proposed addition and renovation to Edward Street Public School. That Administration proceed totender the proposed addition and renovation to Edward Street Public School pending receipt of Ministry of Education approval to construct the project. Thatthe Boardapprovetheattached design,budget,and tentativeschedule forthe proposed addition and renovation to Locke's Public School. That Administration proceedtotender the proposed addition and renovation toLocke's Public School pending receipt of Ministry of Education approval to construct the project. Thatthe Boardapprovetheattached design,budget,and tentativeschedule forthe proposed addition and renovation to P.M.Sutherland Public School. That Administration proceedto tenderthe proposed addition and renovation to D.M.Sutherland Public School pending receipt of Ministry of Education approval to construct the project. Thatthe Board approvetheattacheddesign,budget,and tentative schedulefortheproposedaddition and renovation to Springbank Public School. That Administration proceed to tender the proposed addition and renovation to Springbank Public School pending receipt of Ministry of Education approval to construct the project.