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6/18/2013 - Special Board Meeting5. 6. 7. THAMES VALLEY DISTRICT SCHOOL BOARD SPECIAL BOARD MEETING 2013 JUNE 18,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA CALL TO ORDER - O CANADA APPROVAL OF AGENDA CONFLICTS OF INTEREST REPORTS FROM THE ADMINISTRATION L Elementary School Design Committee Reports Proposed Addition and Renovation to Aldborough Public School Proposed Renovation to Dunwich-Dutton Public School ill.Proposed Renovation to Annandale Public School iv. Proposed Addition and Renovationto South RidgePublicSchool v.Proposed NewTlllsonburg Elementary School 2013-2014 FINALIZATION OF BUDGET -UPDATE (To be distributed) REPORT OF COMMITTEES a.Committee of the Whole -In Camera,2013 June 18 ADJOURNMENT V-verbal M -material V M V M M M M M M V V THAMES VALLEY DISTRICT SCHOOL BOARD SPECIAL MEETING,PUBLIC SESSION 2013 JUNE 18 The Board met In special session on 2013 June 18 inthe Board Room at the Education Centre,meeting In public session at 7:10 p.m.The following were In attendance. TRUSTEES J.Bennett W.Huff R.Campbell P.Jaffe D.Clark S.Polhlll J.Coghlln P.Battler T.Grant R.TIsdale G. Hart (-10:23)J.Todd Regrets:B.McKlnnon P.Forron E.Kim ADMINISTRATION AND OTHERS B.Tucker K.Dalton L.Elliott M.Sereda C.Bourbonnals - MacDonald K.Edgar L.Griffith-Jones K.Meeson IVI.Moynlhan V.Nielsen P.Tufts K.Wilkinson K.Bushel! B.Williams K.Young K.Aitken M.Deman D.Macpherson S.Macey J.Pratt D.Munroe 1.CALL TO ORDER - O CANADA Board Chair J.Bennett called the meeting to order at 7:10 p.m.The meeting was opened with the playing of O Canada. 2.APPROVAL OF AGENDA The agenda was approved on motionofT. Grant,seconded byJ. Todd. 3. CONFLICTS OF INTEREST-Trustee P. Jaffe declared a potential conflictof interest to Item 5.0 citing spousal employment with the Board. 4.REPORTS FROM THE ADIUIINISTRATION a.Elementary School Design Committee Reports Exec. Officer K. Bushell and Supt. S.Hughes Introduced several members of the Design Committee who reviewed the additions and renovations for Aldborough,Dunwich-Dutton, Annandale,South Ridge Public School, and the new Tlllsonburg Elementary School. Exec.Officer Bushell noted the Board received a memorandum from the Ministry of Education on 2013June 17 regardingcapital priority funding.Headded that funding has been delayed and w/ill be released in 2014.Further Information will be received from the Ministry prior to 2013 October 31.Therefore, the timingon some renovations may be delayed and the Board will be advised accordingly.Full-Day Kindergartenfunding has not been impacted. I.Proposed Addition and Renovation to Aldborougii Public School Exec. OfficerBushellIntroducedthe report regarding AldboroughPublicSchool. A.Hannay of Cornerstone Architecture reviewed the proposed addition and renovations in detail. The Board approved,on 2013 April 09,for Administration toplanan addition and renovation to AldboroughPublicSchool and to report back to the Board with respect to: •detailed plans; •funding: •estimated cost/budget;and •schedule. 4.REPORTS FROM ADMINISTRATION -cont'd a.Elementary School Design Committee Reports -cont'd I.Proposed Addition and Renovation to Aldborough Public School -cont'd After the Board received the Western Elgin Elementary Accommodation Review Committee (ARC)Report,the Board approved a recommendation to begin the design process for the addition and renovation to Aldborough Public School.As recommended in the ARC Report,a design committee was formed comprised of community representatives from Aldborough Public School,the Superintendent of Education for this area,Principal and teaching staff from Aldborough Public School,Elgin County Trustee(s),the Executive Officer of Facility Services and Capitai Planning,and Project Coordinator.The committee worked with Cornerstone Architecture Incorporated to develop the proposed plan. During the past three months,design committee meetings were held to receive input and refine the proposed design.The proposed design was presented to the school communities on 2013 June 13.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 Proiect Synopsis The objective of this project is to enlarge and renovate the existing JK - 6 elementary school to create a 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 389 (FDK classrooms are loaded at 26). This capacity matches the enrolment projection for the proposed consolidated school. Two single-storey additions are proposed for this project,with an area of 14,765 FP and would include 2 FDK classrooms,Gymnasium/Activity Room,General Arts room and administrative areas.The renovated area would include 1 Full-Day Kindergarten (FDK)classroom,4 standard classrooms,Learning Support Room,and Library Resource Centre.Renovations will also ensure the school is accessible. School Renewal components to be addressed in the existing school includes boiler, HVAC, window, public address and security system replacement as well as interior finishes and lighting upgrades.The costs for these components are not included in the project estimates and will be funded from the School Renewal and School Condition Grant. Site Development The site will include additional parking and modifications to bus drop-off. MINISTRY OF EDUCATION PUPIL ACCOMMODATION GRANTS The funding of this project Is contingent on receiving a Ministry of Education pupil accommodation grant This projectwas submitted tothe Ministry for funding under the Capital Priorities and they are optimisticthat funding forthis project will be approved inthe near future. The Board previously received an FDKCapital Grant for this school. It will be used as part of the overall funding for the project. '.^ 4.REPORTS FROM ADMINISTRATION -cont'd a.Elementary School Design Committee Reports -cont'd i.Proposed Addition and Renovation to Aldborough Public School -cont'd MINISTRY OF EDUCATION PROJECT APPROVAL As detailed in Ministry of Education 2008:SB 12 Memo,the Board Is required to receive Ministry approval when utilizing any pupil accommodation grants and/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 has been finalized. ESTIMATED COST/BUDGET i)Design and Construction ii)Disbursements including permits ill)Furniture &Equipment TOTAL $4,957,000 $50,000 $112,000 $5,119,000 Notes 1.2.5%construction contingency allowance carried in estimated cost for design and construction section. 2.FDK F & E included. 3.All costs are Net HST. FUNDING i)Capital Priorities Grant ii) FDK Capital Grant iii)FDK F & E Grant TIMELINE TOTAL $4,613,734 $475,266 $30,000 $5,119,000 TENTATIVE SCHEDULE (Pending MOE Funding) Administrative Council Review 2013 June 11 Community Meeting 2013 June 13 Presentation to the Board 2013 June 18 Ministry Approval 2013 Summer Tender Period/Award of Contract 2013 Fall Construction to Commence 2013 Fall Substantial Completion 2014 July 31 Commissioning of Project 2014 August School Set-up 2014 August School Occupancy 2014 September 01 RECOMMENDATIONS: 1.THAT THE BOARD APPROVE THE ATTACHED DESIGN,BUDGET,AND TENTATIVE SCHEDULE FOR THE PROPOSED ADDITION AND RENOVATION TO ALDBOROUGH PUBLIC SCHOOL 2.THAT ADMINISTRATION PROCEED TO TENDER THE PROPOSED ADDITION AND RENOVATION TO ALDBOROUGH PUBLIC SCHOOL,PENDING RECEIPT OF MINISTRY OF EDUCATION APPROVAL TO CONSTRUCT THE PROJECT. The recommendations were moved by T.Grant,seconded by J.Todd and carried. II.Proposed Renovation to Dunwich-Dutton Public School Exec.Officer Bushed introduced the report regarding Dunwich-Dutton Public School.A. Hannay of Cornerstone Architecture reviewed the proposed renovations in detail. The Board approved,on 2013 April 09, for Administration to plan renovations to Dunwich-Dutton Public School and to report back to the Board with respect to: •detailed plans; •funding; •estimated cost/budget;and •schedule. After the Board received the Western Elgin Elementary Accommodation Review Committee (ARC)Report,the Board approved a recommendation to begin the design process for the renovation to Dunwich-Dutton Public School.As recommended in the ARC Report,a design committee was formed comprised of community representatives from Dunwich-Dutton Public School,the Superintendent of Education for this area.Principal and teaching staff from Dunwich-Dutton Public School,Elgin County Trustee,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 three months,design committee meetings were held to receive input and refine the proposed design.The proposed design was presented to the school communities on 2013 June 13.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 renovate the existing JK - 6 elementary school to create a 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 343 (FDK classrooms are loaded at 26).This capacity matches the enrolment projection for the proposed consolidated school. 4.REPORTS FROM ADMINISTRATION -cont'd a.Elementary School Design Committee Reports -cont'd ii.Proposed Renovation to Dunwich-Dutton Public School -cont'd The renovations would Include 3 Full-Day Kindergarten classrooms,2 standard classrooms. Library Resource Centre,Learning Support Room,Gymnasium/stage,General Arts room and administrative area.Renovations will also ensure the school is accessible. School Renewal components to be addressed in the existing school include HVAC system and electrical service replacement,as well as Improvements to interiorfinishes.The costs for these components are not included in the project estimates and will be funded from the School Renewal and School Condition Grant. 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 to the Ministryforfunding under the Capital Prioritiesand they are optimisticthat fundingforthis project will be approved inthe near future. The Board previouslyreceived a FDK Capital Grant forthis school.It will be used as part of overall funding for the project. MINISTRY OF EDUCATION PROJECT APPROVAL As detailed in Ministry of Education 2008:SB 12 Memo, the Board is required to receive Ministry approval when utilizing any pupil accommodation grants and/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 has been finalized. ESTIMATED COST/BUDGET I)Design and Construction $1,628,000 II)Disbursements including $50,000 permits ill)Furniture &Equipment $67,000 TOTAL $1,745,000 Notes 1.2.5%construction contingency allowance carried in estimated cost for design and construction section. 2.FDK F & E included. 3.All costs are Net HST. FUNDING i) Capital PrioritiesGrant $1,239,734 Ii)FDK Capital Grant $475,266 iii)FDK F &E Grant $30,000 TOTAL $1,745,000 TIMELINE 2013 June 11 2013 June 13 TENTATIVE SCHEDULE (Pending MOE Approval) Administrative Council Review Community Meeting Presentation to the Board Ministry Approval Tender Period/Award of Contract Construction to Commence Substantial Completion Commissioning of Project School Set-up School Occupancy 2013 June 18 2013 Summer 2013 October 2013 December 2014 July 31 2014 August 2014 August 2014 September 01 RECOMMENDATIONS: 1.THAT THE BOARD APPROVES THE ATTACHED DESIGN,BUDGET,AND TENTATIVE SCHEDULE FOR THE PROPOSED RENOVATION TO DUNWICH-DUTTON PUBLIC SCHOOL 2.THAT ADMINISTRATION PROCEED TO TENDER THE PROPOSED RENOVATIONS TO DUNWICH-DUTTON PUBLIC SCHOOL,PENDING RECEIPT OF MINISTRY OF EDUCATION APPROVAL TO CONSTRUCT THE PROJECT. The recommendations were moved by J.Todd,seconded by T.Grant and carried. ill.Proposed Renovation to Annandale Public School Exec.Officer Bushell Introduced the report regarding Annandale Public School.L. Dixon of Dickson Partnership Incorporated Architects reviewed the proposed renovations in detail. The Board approved,on 2013 March 26, for Administration to plan renovations to Annandale Public School and to report back to the Board with respect to: •detailed plans; •funding: •estimated cost/budget;and •schedule. After the Board received the Tillsonburg Elementary Accommodation Review Committee (ARC)Report,the Board approved a recommendation to begin the design process for the renovations to Annandale Public School. 4.REPORTS FROM ADMINISTRATION -cont'd a.Elementary School Design Committee Reports -cont'd ill.Proposed Renovation to Annandale Public School -cont'd As recommended inthe ARCReport, a design committeewas formed comprised ofcommunity representatives from MapleLane PublicSchool,the SuperintendentofEducationforthisarea, Principal and teaching staff from Maple Lane PublicSchooland Annandale PublicSchool, Oxford CountyTrustee(s),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 three months,designcommitteemeetingswere heldto receiveinputand refine the proposed design. The proposed design was presented tothe schoolcommunitieson 2013 June 12.The process to date has been very beneficial and has resulted ina planthat meets the needs of students,staff and the community. PROJECT OVERVIEW Proiect Synopsis The objective of this project Isto renovate the existing Grade 7-8 elementary school to create a JK- 8 elementary school to accommodate pupilsas designated inthe ARC Report. The design committee utilized program standards developed byBoard administration inthe design. The On-The-Ground Capacity (OTG)will be 580 (FDK classrooms are loaded at 26). This capacity matches the enrolment projectionforthe proposed,consolidated school. Renovations to create 4 FDK classrooms,student washrooms.Developmental Centre,and removal of locker bays to facilitate the installation of bench/coat/cubbie areas. SchoolRenewalcomponents to be addressed inthe existing schoolinclude HVAC system and plumbing fixture replacement as well as improvementsto interior finishes.The costs forthese components are not Included inthe projectestimates and will be funded from the School Renewal and School Condition Grant. Site Development The site will include additional parking, new student drop-off as well as asphalt play surfaces and additional fencing. MINISTRY OF EDUCATION PUPIL ACCOMMODATION GRANTS The funding of this projectiscontingenton receiving a Ministry ofEducation pupil accommodationgrant. Thisprojectwas submittedtothe Ministry for funding underthe Capital Priorities and they are optimistic that funding forthisproject will be approved inthe near future. The Board previously received a FDK CapitalGrantforMapleLane PublicSchool It will be used as part of overall funding for the project. MINISTRY OF EDUCATION PROJECT APPROVAL As detailed in Ministry of Education 2008:SB 12 Memo,the Board Isrequired to receive Ministry approvalwhen utilizing any pupil accommodationgrants and/ortransfer of Reserve Funds fora Capitalproject prior to awardingthe construction contract. The appropriate submission to the Ministry will be completed once tender results and Board approval has been finalized. ESTIMATED COST/BUDGET i)Design and Construction ii)Disbursements including permits lii)Furniture &Equipment TOTAL $1,754,000 $50,000 $80,000 $1,884,000 Notes 1. 2.5%construction contingency allowance carried in estimated cost for design and construction section. 2.FDK F & E Included. 3.All costs are Net HST. FUNDING i)Capital Priorities Grant ii) FDK Capital Grant iii)FDKF&E Grant TOTAL TIMELINE TENTATIVE SCHEDULE (Pending MOE Funding) $893,468 $950,532 $40,000 $1,884,000 Administrative Council Review Community Meeting Presentation to the Board Ministry Approval Tender Period/Award of Contract Construction to Commence Substantial Completion Commissioning of Project School Set-up School Occupancy 2013 June 11 2013 June 12 2013 June 18 2013 Summer 2013 October 2013 December 2014 July 31 2014 August 2014 August 2014 September 01 4.REPORTS FROM ADMINISTRATION -cont'd a.Elementary School Design Committee Reports -cont'd III.Proposed Renovation to Annandale Public School -cont'd RECOMMENDATIONS: 1.THAT THE BOARD APPROVES THE ATTACHED DESIGN,BUDGET,AND TENTATIVE SCHEDULE FOR THE PROPOSED RENOVATION TO ANNANDALE PUBLIC SCHOOL. 2.THAT ADMINISTRATION PROCEED TO TENDER THE PROPOSED RENOVATION TO ANNANDALE PUBLIC SCHOOL,PENDING RECEIPT OF MINISTRY OF EDUCATION APPROVAL TO CONSTRUCT THE PROJECT. The recommendations were moved by G. Hart,seconded by J.Todd and carried. Iv.Proposed Addition and Renovation to South Ridge Public School Exec.Officer Bushel!introduced the report regarding South Ridge Public School.L.DIxon of Dicl<son Partnership Incorporated Architects reviewed the proposed additions and renovations in detail. The Board approved,on 2013 iVlarch 26, for Administration to plan renovations to South Ridge Public School and to report back to the Board with respect to: •detailed plans; •funding: •estimated cost/budget;and •schedule. After the Board received the Tillsonburg Elementary Accommodation Review Committee (ARC)Report,the Board approved a recommendation to begin the design process for the renovations to South Ridge Public School.As recommended In the ARC Report,a design committee was formed comprised of community representatives from South Ridge Public School,the Superintendent of Education for this area,Principal and teaching staff from South Ridge Public School,Oxford County Trustee(s),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 three months,design committee meetings were held to receive input and refine the proposed design.The proposed design was presented to the school communities on 2013 June 12.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 Proiect Synopsis The objective of this project is to enlarge and renovate the existing JK - 6 elementary school to create a 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 400 (FDK classrooms are loaded at 26).This capacity matches the enrolment projection for the proposed consolidated school. 4.REPORTS FROM ADMINISTRATION -cont'd a.Elementary School Design Committee Reports -cont'd Iv.Proposed Addition and Renovation to South Ridge Public School -cont'd A single-storey addition is proposed for this project,with an area of 11,500 FT^and would include Gymnasium/Activity Room and 4 classrooms.The renovated area would include 2 Full-Day Kindergarten (FDK)classrooms,1 standard classroom.Learning Support Room, General Arts Room,Library Resource Centre and administrative area.Renovations will also ensure the school is accessible. School Renewal components to be addressed in the existing school includes HVAC improvements,heat pump replacement,site drainage and interior finishes.The costs for these components are not included in the project estimates and will be funded from the School Renewal and School Condition Grant. Site Development The site will include additional parking and the construction of bus drop-off area along the frontage of the adjacent park. 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 to the Ministryfor funding under the Capital Priorities and they are optimisticthat funding forthis project will be approved inthe near future. South Ridge PublicSchool is also eligiblefor a FDK Capital Grant, which has not yet been released by the Ministry of Education. MINISTRY OF EDUCATION PROJECT APPROVAL As detailed in Ministryof Education 2008:SB 12,the Board is required to receive Ministry approval when utilizing any pupil accommodation grants and/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 has been finalized. ESTIMATED COST/BUDGET i)Design and Construction $3,906,000 ii)Disbursements including $50,000 permits iii)Furniture &Equipment $89,000 TOTAL $4,045,000 Notes 1.2.5%construction contingency allowance carried in estimated cost for design and construction section. 2.FDK F & E included. 3.All costs are Net HST. FUNDING i)Capital Priorities Grant ii) FDK Capital Grant (requested) iii)FDK F & E Grant TOTAL TIMELINE $2,589,202 $1,425,798 $30,000 $4,045,000 TENTATIVE SCHEDULE (Pending MOE Approval) Administrative Council Review Community Meeting Presentation to the Board Ministry Approval Tender Period/Award of Contract Construction to Commence Substantial Completion Commissioning of Project School Set-up School Occupancy 2013 June 11 2013 June 12 2013 June 18 2013 Summer 2013 Fall 2013 Fall 2014 July 31 2014 August 2014 August 2014 September 01 RECOMMENDATIONS: 1.THAT THE BOARD APPROVE THE ATTACHED DESIGN,BUDGET,AND TENTATIVE SCHEDULE FOR THE PROPOSED ADDITION AND RENOVATION TO SOUTH RIDGE PUBLIC SCHOOL. 2.THAT ADMINISTRATION PROCEED TO TENDER THE PROPOSED ADDITION AND RENOVATION TO SOUTH RIDGE PUBLIC SCHOOL,PENDING RECEIPT OF MINISTRY OF EDUCATION APPROVAL TO CONSTRUCT THE PROJECT. The recommendations were moved by G. Hart,seconded by R.Tisdale and carried. V.Proposed New Tlllsonburg Elementary School Exec.Officer Bushell introduced the report regarding New Tlllsonburg Elementary School.L. DIxon of Dickson Partnership Incorporated Architects reviewed the design in detail. 4.REPORTS FROM ADMINISTRATION -cont'd a.Elementary School Design Committee Reports -cont'd V.Proposed New Tlllsonburg Elementary School -cont'd The Board approved on 2013 March 26 forAdministration to plan a New Tillsonburg Elementary School and to report back to the Board with respect to: •detailed plans; •funding; •estimated cost/budget;and •schedule. After the Board received the Tillsonburg Elementary Accommodation Review Committee (ARC)Report, the Board approved a recommendation to begin the design process forthe New Tillsonburg Elementary School. As recommended inthe ARC Report, a design committee was formed comprised ofcommunity representatives from Rolph Street Public School, the Superintendent of Education forthis area,the Principal, and teaching staff from Rolph Street Public School, OxfordCounty Trustee(s),the Executive Officerof Facility Services and Capita! Planning,and Project Coordinator. The committee worked with Dickson Partnership Incorporated Architects to develop the proposed plan. Duringthe past three months,design committee meetings were held to receive input and refine the proposed design.The proposed design was presented to the school communities on 2013 June 12.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 proposed to be constructed offof Quarter Town Lineon property purchased by the former Oxford County Board of Education. PROJECT OVERVIEW Proiect Synopsis The objectiveofthis projectisto create a new JK-8 ElementarySchool 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 602 (FDK classrooms loaded at 26). This capacity matches the enrolment projection for the proposed school including FDK. The proposed school would be a two-storey facility of approximately 55,940 FP and would include 20 classrooms,5 JK/SK classrooms.Genera!Arts Room,Gymnasium,ActivityRoom, Stage,Library Resource Centre,Learning Support Room and administrative areas. Site Development The site will include 65 parking spaces,bus and student drop-off area,as well as asphalt and grass playing surfaces. Enerav Efficiencv Measures The new school incorporates a number of measures to address sustainability and the efficient use of energy,including: High quality window systems which reduce heat gain and loss while providing natural light throughout: Upgrade insulation factors in walls and roof; Energy efficient water source heat pump which allows "free heating"of the perimeter of the building areas using energy obtaining for cooling the building core areas; 4.REPORTS FROM ADMINISTRATION -cont'd a.Elementary School Design Committee Reports -cont'd V.Proposed New Tlllsonburg Elementary School -cont'd Energy Efficiency Measures -cont'd Variable speed pumping system circulating water to heat pumps; •The use of energy recovery wheels which pre-heat ventilation air in the winter using waste heat from the exhaust air system,and pre-cool ventilation air in the summer by rejecting heat into the exhaust air system; • Exterior LED (Light Emitting Diode) lighting used to lower energy consumption,reduce maintenance requirements and reduce light pollution; Ultra efficient condensing hot water heating and domestic boilers; • Low flow plumbing fixtures; •DLM System (Digital Lighting Management)installed to control multi-level lighting system in classrooms and set back temperature set points 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 on receiving a Ministry of Education pupil accommodation grant.This project was submitted to the Ministry for funding under the Capital Priorities and they are optimistic that funding for this project will be approved in the near future. APPROVAL PROCESS Ministry of Education Project Approval As detailed in Ministry of Education 2008;SB 12 Memo,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 have been finalized. ESTIMATED COST/BUDGET 1)Design and Construction $10,910,000 ii)Disbursements including $100,000 permits iii)Furniture &Equipment $590,000 TOTAL $11,600,000 Notes 1. 2.5%construction contingency allowance earned in estimated cost for design and construction section. 2.FDK F & E included. 3.All costs are Net HST. FUNDING i)MOE Capital Priorities Grant ii) FDK F & E Grant TOTAL TIMELINE $11,550,000 $50,000 $11,600,000 TENTATIVE SCHEDULE (Pending MOE Funding) Administrative Council Review Community Meeting Presentation to the Board Ministry Approval Tender Period Construction to Commence Substantial Completion Commissioning of Project School Set-up School Occupancy RECOMMENDATIONS: 2013 June 11 2013 June 12 2013 June 18 2013 Summer 2013 Summer 2013 Fall 2014 July 31 2014 August 2014 August 2014 September 01 1.THAT THE BOARD APPROVES THE ATTACHED DESIGN.BUDGET,AND TENTATIVE SCHEDULE FOR THE PROPOSED NEW TILLSONBURG ELEMENTARY SCHOOL. 2.THAT ADMINISTRATION PROCEED TO TENDER THE PROPOSED NEW TILLSONBURG ELEMENTARY SCHOOL,PENDING RECEIPT OF MINISTRY OF EDUCATION APPROVAL TO CONSTRUCT THE PROJECT. The recommendations were moved by G. Hart,seconded by P.Jaffa and carried. Exec.Officer Bushell noted that this project will begin as soon as the Board receives funding from the Ministry. A contingency plan willbe required and brought back to the Board upon as the 2014 September 1 occupancy will not be possible. 5.2013-2014 FINALIZATiON OF BUDGET -UPDATE Trustee J.Coghlin,Chair of the Budget Advisory Committee,introduced the presentation on the 2013-14 Budget. Supt.K.Meeson noted that little public input was received following the preliminary budget presented on 2013 May 28.Supt.Meeson and Manager J.Pratt provided a summary of the budget including the current balances within accumulated surplus. a.POTENTIAL REDUCTIONS TO BUDGET Supt.Meeson described the following list of proposed reductions to the budget for trustee consideration.She provided a brief discussion of each potential reduction. RedundantA/acant 1.0 PTE Clerical Position it was agreed to remove the RedundantA/acant 1.0 PTE Clerical Position noting that this position has remained empty since last fall due to online capabilities that continue to work successfully. The following recommendation was approved on motion by J.Coghlin,seconded by J.Todd and carried: That the 2013-14 Budget expenses be reduced by $49,084 related to the RedundantA/acant 1.0 PTE Clerical Position. Surplus Virtual Academy -E-Learnina Salaries It was agreed to remove the surplus Virtual Academy -E-Learning Salaries.There will be no impact on a student's ability to access E-Leaming or teaching supports.The funding was originally allocated for professional development for the Virtual Academy and has not been utilized as online courses are developed centrally through the Ministry. The following recommendation was approved on motion by J. Coghlin,seconded by J.Todd and earned: That the 2013-14 Budget expenses be reduced by $28,503 related to the Surplus Virtual Academy -E-Learning Salaries. Efficiencies Related to School Consolidations Resulting in Surplus It was agreed to remove the efficiencies related to school consolidations resulting in a surplus as these amounts were allocated over and above the Board's compliment and grants to be received. The following recommendation was approved on motion by J.Coghlin,seconded by R.Tisdale and carried: That the 2013-14 Budget expenses be reduced by $452,580 related to the Efficiencies Related to School Consolidations Resulting in Surplus. b.POTENTIAL ADDITIONS TO BUDGET Supt.Meeson described the following list of proposed System Priorities and related costs for trustee consideration.She provided a brief discussion of each priority. Uninsured Losses It was noted that theft,accidental damage,and vandalism continue to be an issue,and therefore an allocation of funding Is required in this regard.These are incremental amounts which fall below our insurance deductible threshold (through OSBIE). 5.2013-2014 FINALIZATION OF BUDGET -UPDATE -cont'd b.POTENTIAL ADDITIONS TO BUDGET -cont'd The following recommendation was approved on motion by J. Coghlin,seconded by J. Todd and carried: That $140,000 be Included in the 2013 -2014 Budget to cover uninsured losses. Additional 5.0 Secondary Teachers to Support Proarammina Needs As the Board continues to face declining enrolment,there is a need to continue supporting programming for students in smaller schools and technology emphasis schools. The following recommendation was approved on motion by J. Coghlin,seconded by T.Grant and carried: That $489,915 be included in the 2013 -2014 Budget to cover an additional 5.0 secondary teachers to support programming needs. Safe Welcome The Ministry of Education Isfunding $3,100 per elementary school for the Safe Welcome Initiative. The Board applied for full funding; however,following an RFP, the amount required to Implement the initiative is over and above the provincial funding. The following recommendation was approved on motion by J. Coghlin,seconded by R.Tisdale and earned: That $514,433 be included In the 2013 -2014 Budget to cover the Safe Welcome program. Trustees Hart and Todd spoke against the motion. It was noted that a more fulsome discussion Is needed with principals,school councils and parent groups prior to moving forward with the initiative.However,concern was raised for potential exposure to liabilityif the Board does not Implement the Ministry led initiative. Through discussion In regards to portables and student access to the main buildings with locked doors,the Director advised that all elementary schools were forwarded a memorandum advising that students must be accompanied by a buddy when travelling between a portable classroom and the main building during school hours. Trustee Tisdale requested that Senior Administration approach the Ministryfor an extension on the timeline for implementation to allow for community consultation.In the meantime,funding would be secured in the 2013-2014 budget for the initiative.Supt.Meeson cautioned the Ministry may not allow the time needed to implement the Program considering the time required for an RFP process. The following motion was moved by R.Tisdale,seconded by J.Coghlin and carried: That the Chair of the Board and the Director of Education communicate with the Ministry of Education for an extension to allow for an appropriate amount of time to consult with the community and schools In regards to their participation In the Safe Welcome Program. 5.2013-2014 FINALIZATION OF BUDGET -UPDATE -cont'd b.POTENTIAL ADDITIONS TO BUDGET -cont'd Musical Instrument Enhancement Initiative f5-Year Initiative:$250.000 per year for 5 vears^ This initiative was a result of Music Heads bringing fonivard a business case to support schools dealing with aging musical instruments and to help replace aging instruments in schools. The following recommendation was approved on motion by J. Coghlin,seconded by D.Clark and carried: That $250,000 be included In the 2013-2014 Budget to support the Musical Instrument Enhancement Initiative (5-Year Initiative:$250,000 per year for 5 years). The following motion was moved by T.Grant,seconded by J. Coghlin and carried: That a report be brought back to the Board at the end of the Music Instrument Enhancement initiative advising of the enhancements made. c.APPROVED BUDGET SUMMARY The following motion was moved by J. Coghlin,seconded by R.Tisdale and carried: That the 2013-2014 revenue budget of $817,025,751 and the 2013-2014 expense budget of $822,188,636 be approved. The following motion was moved by J. Coghlin,seconded by J.Todd and carried: That the 2013-2014 Full-Day Kindergarten revenue budget of $35,293,058 and expense budget of $37,134,040 be approved. The following motion was moved by J.Coghlin,seconded by R.Tisdale: That a 2013-2014 appropriation of accumulated surplus of $5,358,591 be approved to fund the ongoing amortization and interest expense of Board supported debt and that administration be authorized to utilize this appropriation to fund future capital expenditures for projects not supported by the Ministry. The following motion was moved by P.Sattler and J.Coghlin and carried: That the motion be amended as follows: That a 2013-2014 appropriation of accumulated surplus of $5,358,591 be approved to fund the ongoing amortization and interest expense of Board supported debt and that the Board be authorized to utilize this appropriation to fund future capital expenditures for projects not supported by the Ministry. The motion was carried as amended. Supt.Meeson thanked the Budget Advisory Committee and the Finance and Business Department for their work in preparing the budget. Chair Bennett thanked Supt.Meeson and Exec.Officer Bushel!and their respective teams for their work in the budget process,as well as the capital planning projects. A motion to sit past 11:00 p.m. to 11:30 p.m.was moved by R.Tisdale,seconded by J. Coghlin. The committee recessed at 10:48 p.m.It reconvened in-camera at 11:02 p.m.It reconvened in public session at 11:06 p.m. 6.REPORT OF COMMITTEES a.Committee of the Whole - In Camera,2013 June 18 Trustee Tisdale reported the committee met in camera from 6:40 p.m. to 7:00 p.m.and from 11:02 p.m. to 11:06 p.m.The committee discussed confidential personal matters. The following motion was moved by R.Tisdale,seconded by T.Grant and carried: That the motions approved at the ln>camera session of 2013 June 18 related to personal matters be approved. 7.ADJOURNMENT The meeting adjourned at 11:06 p.m. on motion of T.Grant,seconded by R.Tisdale. Confirmed;i _ Chairperson I I V J SUMMARY OF APPROVED RECOMMENDATIONS FOR 2013 JUNE 18 That the Board approve the attached design,budget,and tentative schedule for the proposed addition and renovation to Aldborough Public School. That administration proceed to tender the proposed addition and renovation to Aldborough Public School,pending receipt of Ministry of Education approval to construct the project. That the Board approves the attached design,budget,and tentative schedule for the proposed renovation to Dunwich-Dutton Public School. That Administration proceed to tender the proposed renovations to Dunwich-Dutton Public School, pending receipt of Ministry of Education approval to construct the project. -That the Board approves the attached design,budget,and tentative schedule for the proposed renovation to Annandale Public School. -That Administration proceed to tender the proposed renovation to Annandale Public School,pending receipt of Ministry of Education approval to constmct the project. That the Board approve the attached design,budget,and tentative schedule for the proposed addition and renovation to South Ridge Public School. -That Administration proceed to tender the proposed addition and renovation to South Ridge Public School,pending receipt of Ministry of Education approval to construct the project. That the Board approves the attached design,budget,and tentative schedule for the proposed New Tillsonburg elementary school. -That administration proceed to tender the proposed New Tillsonburg Elementary School,pending receipt of Ministry of Education approval to construct the project. -That the 2013-14 Budget expenses be reduced by $49,084 related to the RedundantA/acant 1.0 PTE Clerical Position. - That the 2013-14 Budget expenses be reduced by $28,503 related to the Surplus Virtual Academy - E-Learning Salaries. - That the 2013-14 Budget expenses be reduced by $452,580 related to the Efficiencies Related to School Consolidations Resulting in Surplus. That $140,000 be included in the 2013 -2014 Budget to cover uninsured losses. That $489,915 be included in the 2013 -2014 Budget to cover an additional 5.0 secondary teachers to support programming needs. -That $514,433 be included in the 2013-2014 Budget to cover the Safe Welcome program. That the Chair of the Board and the Director of Education communicate with the Ministryof Education foran extension to allowforan appropriate amount oftime to consult with the community and schools in regards to their participation in the Safe Welcome Program. That $250,000 be included in the 2013-2014 Budget to support the Musical Instrument Enhancement Initiative (5-Year Initiative:$250,000 per year for 5 years). That a report be brought back to the Board at the end ofthe MusicInstrument Enhancement initiative advising of the enhancements made. That the 2013-2014 revenue budget of $817,025,751 and the 2013-2014 expense budget of $822,188,636 be approved. That the 2013-2014 Full-DayKindergarten revenue budget of $35,293,058 and expense budget of $37,134,040 be approved. That a 2013-2014 appropriation of accumulated surplus of$5,358,591 be approved to fund the ongoing amortization and interest expense of Board supported debt and that the Board be authorized to utilize this appropriation to fund future capital expenditures for projects not supported by the Ministry. That the motions approved at the in-camera session of 2013 June 18 related to personal matters be approved.