board of education saskatoon school division no. 13 ... school year/apr2115 regular...board of...

Board of Education Saskatoon School Division No. 13

Meeting Of The Saskatoon Board of Education

TUESDAY, APRIL 21, 2015

Board Room 310 – 21st Street East

7:00 p.m.

Please Note: All public Board meetings are audio recorded

AGENDA 1. Roll Call 2. Playing of O Canada 3. Adoption of Agenda

4. Celebrating Excellence

Princess Alexandra School Cadet Program

5. Comments/Concerns/Questions from the Public (Maximum 5 minutes per speaker; 20 minutes total)

6. Consent Items The Chair will ask for a motion to receive the items, which are starred (), and to

approve all recommendations contained therein. Prior to approving the motion, any trustee may request a star(s) be removed.

7. Reports from Administrative Staff a. Core Strategy Update: Literacy for Life b. Transportation Options for South East Schools c. New School Bundling Project Update d. Facilities for Learning Update e. Financial Results for the Period September 1, 2014 to March 31, 2015

8. Approval of Minutes from Last Meeting: March 31, 2015 9. Delegations

10. Business Arising from the Minutes

11. Unfinished Business a. Items Arising from the Committee of the Whole 12. Correspondence

(a) Individual Item

13. Reports of Committees and Trustees

14. New Business

Decision a. Roofing Replacement Tenders for Various Schools b. City Park Collegiate Interest Rate Approval Request for Proposal T1415-0024 c. Employee and Family Assistance Plan Request for Proposal T1415-0027

15. Notices of Motion

16. Questions by Trustees a. Response to Trustee Utley’s Question Regarding Window Repair

Next Regular Meeting: At the call of the Chair or

Tuesday, May 5, 2015 7:00 p.m.

MEETING DATE: APRIL 21, 2015

TOPIC: CELEBRATING EXCELLENCE: PRINCESS ALEXANDRA SCHOOL CADET PROGRAM FORUM AGENDA ITEMS INTENT [] Board Meeting [ ] Correspondence [] Information [ ] Committee of the Whole [ ] New Business [ ] Decision [ ] Reports From Administrative Staff [ ] Discussion [] Other: Celebrating Excellence

BACKGROUND Strengthening Our Learning Community- Strategic Direction: Our Students’ Learning goal states: “Our students will engage in relevant and challenging learning opportunities to enhance their academic, personal, and social/cultural growth.” Our People goal states: “Our people will be committed to a constructive educational culture that values people, excellence, and life-long learning.” Our Community goal states: “We seek to build with our community shared ownership and responsibility for the well-being and education of our children and youth.” Our Organization goal states: “Our organization will be principled, innovative, collaborative, accountable, and effective.” CURRENT STATUS Saskatoon Police Services, led by Constable Matt Maloney is currently offering a “Cadet Training Program” for students in grades 4 to 7. At the beginning of the program, they had hoped to attract 15 students. Currently, there are over 25 regular attenders from the core neighborhood surrounding Princess Alexandra School. The cadets created the following five goals:

1. Listen and be respectful, 2. Work hard in everything we do, 3. Help each other, family and community, 4. Be a good influence to those around me, and 5. Be a positive role model.

Constable Maloney will be accompanied by student members of the Cadet Training Program to share their insights and learnings to date.

PREPARED BY DATE ATTACHMENTS Mr. Barry MacDougall, Deputy Director of Education April 15, 2015 None Mr. Bruce Bradshaw, Superintendent of Education

SASKATOON BOARD OF EDUCATION 4


TOPIC: CORE STRATEGY UPDATE: LITERACY FOR LIFE

FORUM AGENDA ITEMS INTENT [] Board Meeting [ ] Correspondence [] Information [ ] Committee of the Whole [ ] New Business [ ] Decision [] Reports From Administrative Staff [ ] Discussion [ ] Other:

BACKGROUND The School Division is in its eleventh year of implementing the Board’s priority, Literacy for Life. The overall goal of Literacy for Life is to have all students, K-12, reading at or above grade level. The initiative is comprised of the following components:

• Literacy Enhanced Kindergarten; • Literacy in the Early Years (Kindergarten to Grade 2); • Literacy Instruction with a focus on Inquiry (Grade K - 3); • Literacy Instruction with a focus on explicit strategies to create independent readers (Grades K-8); • Just Read (Pre-Kindergarten to Grade 12); • Read to Succeed (Grade 3-8).

All of these components move us toward our overall goal, while attending to the Ministry of Education’s – Education Sector Strategic Plan. We monitor data about our students’ learning, focus on promising practices in assessment and instruction, renew provincial curricula in all subject areas, integrate First Nations, Inuit and Métis content, perspectives and ways of knowing, use technology to enhance instruction, and attend to the needs of our English as an additional language students. CURRENT STATUS Saskatchewan Reads is a companion document to the Saskatchewan English Language Arts curriculum for grades one, two and three and a significant part of the provincial Education Sector Strategic Plan reading hoshin. Mrs. Lori Kindrachuk has been an integral part of the Provincial Reading Team that designed this teacher-friendly resource. Key components include: instructional approaches to reading, outlining interventions, creating a print-rich environment, and ways to support families in the reading journey. The tenth anniversary of the Literacy for Life Conference is occurring in May 2015. Highlights of this conference will be shared. PREPARED BY DATE ATTACHMENTS Mr. Barry MacDougall, Deputy Director of Education April 15, 2015 - Reading Instruction Ms. Lisa Fleming, Superintendent of Education - Literacy for Life Mrs. Lori Kindrachuk, Coordinator: Literacy for Life Conference and Curriculum and Instruction K-8 Overview

SASKATOON BOARD OF EDUCATION 7a


TOPIC: TRANSPORTATION OPTIONS FOR SOUTH EAST SCHOOLS

FORUM AGENDA ITEMS INTENT [] Board Meeting [ ] Correspondence [ ] Information [ ] Committee of the Whole [ ] New Business [ ] Decision [] Reports From Administrative Staff [] Discussion [ ] Other: Unfinished Business

BACKGROUND At the March 31, 2015 Board meeting, the Board asked Administration to prepare a report on whether transporting Stonebridge students to John Lake School would eliminate the necessity to perform renovations to increase additional spaces at Hugh Cairns V.C. School. CURRENT STATUS Families living in Stonebridge currently have the opportunity to choose the elementary school they feel best suited to their children. Families are able to consider the learning environment at the school plus other options that are important to the family including full day alternating or half-day kindergarten and childcare at the school. Students are offered transportation to three schools for English programming: École Alvin Buckwold School, Prince Philip School and Hugh Cairns V.C. School. Two schools provide French Immersion programming: kindergarten to grade five at École Alvin Buckwold School, and grades 6 to 8 at École Lakeview School. All three of the schools in the southeast have seen substantial enrolment increases over the last several years. As of September 30, 2014 the enrolment at Hugh Cairns was 332 students, a growth of over 100 students in the last five years. Over the next two years we anticipate the enrolment of Hugh Cairns to grow to over 400 students. This enrolment increase will require us to plan to create additional classroom spaces at Hugh Cairns that would be used until the construction of the new school in Stonebridge is completed and would provide opportunities for additional programming in future years. John Lake School, located in the Avalon neighborhood, currently has the capacity to receive additional students without requiring renovations. It has been suggested that we offer busing from Stonebridge to John Lake in order to balance enrolment growth between all the schools in the southeast. It should be noted that most of the growth in student numbers from Stonebridge is caused by large cohorts of younger children (i.e. kindergarten) enrolling, while smaller numbers of grade eight students move on to high school. For example, the current grade eight class at Hugh Cairns has 30 students and we expect between 50 and 60 kindergarten students to enroll for the fall of 2015, a net growth of 20 to 30. Providing transportation from Stonebridge to John Lake School is a viable option and should definitely be considered. Properly advertised, it could result in slowing the enrolment growth in the other three southeast schools and potentially reducing the number of renovations necessary to create additional classroom spaces. Given the overall continued growth from Stonebridge until the new school is built in the fall of 2017, some renovations will also be necessary in order to ensure the appropriate number of teaching spaces in growing schools like Hugh Cairns. PREPARED BY DATE ATTACHMENTS Mr. Barry MacDougall, Deputy Director of Education April 15, 2015 None Mr. Shane Skjerven, Superintendent of Education

SASKATOON BOARD OF EDUCATION 7b


TOPIC: NEW SCHOOL BUNDLING PROJECT UPDATE

FORUM AGENDA ITEMS INTENT

[] Board Meeting [ ] Correspondence [] Information

[ ] Committee of the Whole [ ] New Business [ ] Decision [] Reports From Administrative Staff [ ] Discussion [ ] Other:

BACKGROUND

Trustees have requested that Administration provide regular updates for the New School Bundling Project.

CURRENT STATUS

Shortlisted proponents for the project have recently made their technical submissions on April 16, 2015 with financial submissions due May 21, 2015. Technical evaluations are scheduled for April 21 ‐ May 1, 2015. Financial evaluations are scheduled for May 19 ‐ May 29, 2015. The selection of the preferred proponent(s) is expected to be announced in June 2015.

Attached, please find a copy of the Joint Use School Project Ministry update recently provided by the Ministry of Education to the five affected school divisions.

PREPARED BY DATE ATTACHMENTS

Mr. Stan Laba, Superintendent of Facilities April 15, 2015 JUSP Monthly Update

RECOMMENDATION

Proposed Board Motion (if removed from consent items):

That the Board receive the New School Bundling Project update for information.

SASKATOON BOARD OF EDUCATION 7c

Joint-Use Schools Projects Monthly Update

February/March Highlights

User Group Sessions & Collaborative Meetings – Final Round The third and final round of user group sessions was held for project one (Regina) and project two (Saskatoon, Martensville and Warman).

Each session allowed teachers, school division administrators and trustees the opportunity to work with Group 2 (technical advisors), the Ministry of Education and SaskBuilds to review and provide feedback on the shortlisted teams’ preliminary ideas and proposals.

Following that, the collaborative meetings allowed the shortlisted teams to review the user-groups comments, discuss solutions to design concerns and exchange information and ideas.

Interim Financial Review The shortlisted teams submitted their interim financial summary in February. Following that, the procurement team (review committee) conducted an interim financial review, which will allow each applicant to consider and implement steps to ensure there is value for money when making their final submissions in May.

Draft Project Agreement The second round of meetings were held March 10th and 11th with each competitor’s legal teams reviewing wording for the final draft of the Project Agreement. The agreement must include performance specifications for the design, construction and maintenance of the facility, and the scope of services to be provided by the winning team or teams. The teams will use this information to prepare their final proposals.

Coming Up

Final Draft Project Agreement The final draft project agreement for Project One and Project Two are expected to be issued by The Ministry of Education no later than March 31st.

Technical Submissions April 2 – Project One (Regina) April 16 – Project Two (Saskatoon, Martensville and Warman)

The evaluation team will review each team’s technical submission. The submission is expected to provide sufficient information to reasonably demonstrate that the applicant can meet the responsibilities and obligations as set out in the Project Agreement.

Joint-Use Schools Projects Monthly Update

Project Milestones

October 22, 2013 Premier Brad Wall announces the Government of Saskatchewan will build nine joint-use schools in the communities of Saskatoon, Regina, Warman and Martensville.

December 23, 2013 Group 2 is selected as Project Management and Technical Advisor

January 13, 2014 Initial technical project meeting

February 2014 Weekly Technical Team Meetings initiated including Schools Divisions

February-April 2014 Phase 1 work completed including Base Conceptual Designs (Indicative Designs)

March 10-14, 2014 Five day Lean Event (3P – production, process, preparation)

April 11, 2014 Phase 1 Design Report delivered

April-June 2014 Phase 2 work completed including Modified Base Designs

June 11, 2014 Phase 2 Modified Base Design Report delivered

July-October 2014 Phase 3 work completed including development of performance specifications

July 31, 2014 Decision to proceed with a public-private partnership (P3) model for the joint-use schools announced

July 31, 2014 RFQ (Request for Qualifications) posted on SaskTenders and MERX

September 11, 2014 RFQ closed

October 31, 2014 RFP (Request for Proposal) issued to three short-listed proponents for Project 1 and Project 2

November 2014- RFP Exposure Period (Projects #1 and #2) Summer 2015 O (Nov) Business to Business Networking (Saskatoon and Regina)

O (Nov-Mar) Collaborative Meetings O (April) Technical Submissions O (May) Financial Submissions

June 2015 Target date for selection of preferred proponent for each project

Summer 2015 Target date for financial close

August 2015 Target date for construction start

June 2017 Target date for construction completion

Summer 2017 Prepare for school opening

September 2017 Target date for schools opening


TOPIC: FACILITIES FOR LEARNING UPDATE

FORUM AGENDA ITEMS INTENT [] Board Meeting [ ] Correspondence [] Information [ ] Committee of the Whole [ ] New Business [ ] Decision

[] Reports From Administrative Staff [ ] Discussion [ ] Other:

BACKGROUND

The Board receives a Facilities for Learning update periodically, for its information and reference.

CURRENT STATUS

Attached please find a copy of the updated facilities 2014-2015 work plan, alphabetized by school, as well as a more specific roofing and portable update.

Mr. Stan Laba will be in attendance to answer any questions that Trustees may have.

PREPARED BY DATE ATTACHMENTS Mr. Stan Laba, Superintendent of Facilities April 15, 2015 - 2014-2015 Work

Plan - Roofing and Portable Update

RECOMMENDATION


That the Board receive the Facilities for Learning update for information.

SASKATOON BOARD OF EDUCATION 7d

For Board File ‐ Printed April 13, 2015

2014‐2015 WORK PLAN ‐ ALPHABETIZED BY SCHOOL

Facility Status Description

Aden Bowman Collegiate Approved New flooring in earth keeper program room

Aden Bowman Collegiate In Progress Roof replacement section #2,14,15 and 16

Aden Bowman Collegiate Complete Painting millwork in science hallway

Aden Bowman Collegiate In Progress Gym lighting

Administration Central Office Complete Summer 2014 renovations

Administration Central Office Approved DVD shelves for Central Resource Centre

Administration Central Office Complete Additional work in basement ‐ removal of pipes

Administration Central Office Complete Market analysis for Central Office

Administration Central Office In Progress Commissionaires ‐ Board Meetings

Administration Central Office Complete Light switch in Facilities

Alvin Buckwold In Progress 2015 2016 enrolment increases

Avenue G Administration In Progress Tow boom

Avenue G Administration Complete Two trucks

Avenue G Administration Complete Replacement truck

Bedford Road In Progress Additional items for gym ‐ sound system, sound clocks and entry way to gym

Bedford Road In Progress Replace gym floor and painting of walls and divider

Bedford Road Complete Reno ‐ Technology Centre of Excellence

Bedford Road Complete New windows 2nd floor (three classrooms)

Bedford Road Complete Replace flooring in 1301 storage room

Bedford Road In Progress Out door air dampers fan

Bedford Road In Progress Replace windows Phase II (three classrooms and two storage rooms)

Brevoort Park In Progress Roof replacement section #3

Brevoort Park Complete Roof replacement section #5

Brevoort Park Complete Gym & multipurpose flooring

Caroline Robins In Progress Renovate Early Learning Care Centre

Caroline Robins Complete Finish interior painting in hallway of split wing, data/electrical and flooring

Centennial Complete Install 100 lockers in school

Centennial Complete Add two additional portables to school

Centennial Complete Theatre stair repair ‐ replace vinyl cap and rubber nosing

City Park Approved Confirm fire alarm is up‐to‐date

College Park Complete Supply/install three cabinets and countertops

College Park Approved Finish interior painting in hallway of split wing

College Park Complete Adjust doors and install closures

College Park Complete Add two new classrooms (Library conversion)

College Park In Progress Front Entrance wood paneling

Confederation Park In Progress Tarmac repair ‐ slurry coat

Confederation Park In Progress Brick repair

Confederation Park Approved Wheelchair accessible push button front entrance

Confederation Park Complete Gym, multipurpose and hallway flooring

Dr. John G. Egnatoff In Progress Replace one roof top unit on portable with new change air unit

Dr. John G. Egnatoff Complete Enrolment increases

Dr. John G. Egnatoff In Progress Classroom back into a boot room

Dundonald In Progress One new portable addition

Dundonald Complete Replace flooring in 1300.3 with entry carpet

Dundonald Complete Replace flooring in 1308 with safety floor

Dundonald In Progress New lighting in gym

Dundonald Complete Pendant sprinkler entrance to 1204

Evan Hardy Approved Masonry repairs

Evan Hardy In Progress Roof replacement section # 9 and 9A

Evan Hardy Approved Gutters by theatre

Evan Hardy In Progress Replace three roof top units (until 1, 2 and 3)

Evan Hardy Approved Washroom across from staffroom floor cracked (test flooring ‐ Polyflor Verona)

Evan Hardy In Progress International Program office renovation

Forest Grove In progress French signs

Forest Grove In Progress Roof replacement section #4

Forest Grove In Progress Portable roofing and addition project

Forest Grove Complete Enrolment increase ‐ electrical required

Greystone Heights In Progress Roof replacement section# 4 and 5

Greystone Heights Complete Divide one classroom to support resource and English Additional Language

Henry Kelsey In Progress One new portable addition

Page 1 of 3



Henry Kelsey Complete Asbestos remediation and supply/install shelving

Henry Kelsey Complete Electrical service replacement

Henry Kelsey Complete Repair boot room asphalt step

Holliston Approved Stage front and casters

Holliston Approved Gym flooring

Holliston Approved Gym painting

Holliston Approved Flooring ‐ multi purpose room, north end hallways, mudrooms and stairwells

Holliston Complete Push button ‐ gym lobby exterior door

Holliston Complete Install three sets of door hold opens

Holliston Approved Corridor painting (to gym) and multipurpose room

Howard Coad In Progress Paint ceiling in Principal's office

Hugh Cairns Complete Add two new classrooms

Hugh Cairns Complete Install PVC in 1403

Hugh Cairns In Progress Boiler replacement

James L. Alexander Complete Demo/disposal of materials

James L. Alexander In Progress Assist the green thumb group with lighting

John Dolan Approved Exterior painting ‐ steel support beams front carport

John Dolan Complete Autism program addition to school

John Dolan In Progress Remove hill ‐ prevent roof top access by kids (design only)

John Lake Complete Office renovation

John Lake Approved Stage front and casters

John Lake Approved Gym flooring (small)

John Lake Approved Gym painting (small)

King George Approved Replace fifth floor windows

King George In Progress Build new cabinet, counter top, sink and taps in art room

King George Approved Basement interior wall repair

Lakeridge Complete Roof replacement section #15B, 15C and 15D

Lakeridge Complete Roof replacement in corridor 15A and portable 9 (30)

Lakeridge Approved Structural repair

Lakeview In Progress Add two additional portables to School (Phase II)

Lawson Heights In progress Ceiling retrofit ‐ (1311/1312/1314)

Lawson Heights Approved Front entrance painting

Lester B. Pearson Complete Boiler replacement

Marion Graham Approved Gym dividing curtain

Marion Graham Complete Site refinishing after moving portables

Marion Graham In progress Cleaning affected areas in Library

Mayfair In progress Masonry repair

Mayfair In Progress Replace condensate tank

Mayfair Complete Fire alarm replacement

Mayfair Complete New playground

Montgomery In Progress North exterior wall repair ‐ moisture is coming through add metal cladding

Montgomery Approved Asphalt the eastside walkway

Montgomery In Progress Paint exterior doors

Mount Royal In progress Replace domestic boiler with commercial domestic hot water tank

Mount Royal Closed Saskatoon Trades and Skills Centre out building permit

Mount Royal In progress Room 1609 division

North Park Wilson In Progress Ceiling Track

Pleasant Hill In Progress Roof Replacement Section #1

Pleasant Hill In Progress Re‐key school

Pleasant Hill Complete Structural repair

Pleasant Hill Complete Structural review

Prince Philip Complete Autism upgrade

Prince Philip Complete Change main electrical service

Prince Philip Complete Brick investigation/repair

Prince Philip In Progress Autism room ceiling and new lights

Prince Philip Approved Stage flooring

Princess Alexandra Complete Accessible washroom ceiling lift

Queen Elizabeth Complete Sidewalk (tripping hazard)

Queen Elizabeth In Progress Roof replacement section #5

Queen Elizabeth Complete Exterior windows

Queen Elizabeth Complete Asbestos remediation

Queen Elizabeth In Progress Install thirteen sinks and three counter tops

Page 2 of 3



River Heights Complete Temp structural support for three glulam beams in music room

River Heights Approved Permanent repair to ceiling beams

River Heights Approved Stage front

River Heights Approved Gym painting (large and small)

River Heights Approved Gym flooring (large and small)

Roland Michener Approved Modify existing circulation desk

Royal West Approved Early Learning Care Centre

Royal West Complete Cabinet and data in classroom

Saskatoon Public Schools Complete Asbestos reports ‐ Ministry of Education standards

Saskatoon Public Schools Complete Sports field maintenance

Saskatoon Public Schools In Progress Johnson Controls maintenance contract

Saskatoon Public Schools In Progress Corridor fire hold opens ‐ various schools to support accessibility

Silverwood Complete Site repair from portables & long jump pit

Silverwood Complete Replace roof sections #1, 2 ,3 and 4

Silverwood Complete Two additional portables

Sutherland Complete Lock in Library

Sutherland In progress Pre Kindergarten renovation

Victoria Complete Exterior stabilization/repair Phase II

Victoria In progress Re‐key school

Victoria In progress Floor sinking next to caretakers room in basement

Victoria Approved Stairwell painting

Victoria Complete Install twenty‐six double tier lockers in basement

Victoria In progress 2015/2016 enrolment increase items

Vincent Massey Complete Replace roof sections #4, 5, 6, 8, 11, 10 and portable #18 plus eaves

Vincent Massey Approved Replace Library flooring in 1506 and 1506.1 with PVC

Vincent Massey Complete Replace flooring in corridor 1109

W.P. Bate In Progress Add two additional portables to school

Walter Murray Approved Site upgrades (asphalt around transformer)

Walter Murray Approved Second floor painting

Walter Murray Approved Caulking replacement as required on exterior windows

Walter Murray In Progress Roof Replacement Section# 7A, 7C and 7D

Walter Murray Complete Venting for silkscreen

Walter Murray Complete Flooring in 2203 and 2321

Westmount Complete Brick repair

Westmount Approved New playground

Westmount Approved Playground site improvements

Westmount In progress

Basement washroom ‐ Replace five sinks, taps and counter top in boys and girls washroom,

painting, fixtures and partitions as required

Willowgrove In Progress Furniture & equipment

Willowgrove In Progress Shared construction

Status Definitions:

Approved: Finalizing tender documents, no contractor has been awarded the work

In Progress: Contractors are on site

Completed: Project work on site is completed

Page 3 of 3

Roofing Update

The 2013-2014 Roofing Projects that were awarded are as follows:

Aden Bowman Section 2,14,15,16

• Construction work completed.

Brevoort Park Section 3


Evan Hardy Sections 9,9A

• Minor construction work yet to be completed.

Forest Grove Section 4


Greystone heights Sections 4,5,5 cladding


Pleasant Hill Section 1


Queen Elizabeth Section 5


Walter Murray Sections 7A,7C,7D


Portables Update – 2013-2014

Forest Grove

• One portable was removed and three portables were added at Forest Grove. A new roofstructure was also built above all of the existing portables. The portables were installedand ready for occupancy for the start of the school year (September 2014)

Dundonald

• One portable was installed and was ready for occupancy at the beginning of October2014.

Henry Kelsey

• One portable has been installed and was ready for occupancy the first week in January2015. Some seasonal work yet to be completed.


TOPIC: FINANCIAL RESULTS FOR THE PERIOD SEPTEMBER 1, 2014 TO MARCH 31, 2015


[] Reports From Administrative Staff [ ] Discussion [ ] Other:

BACKGROUND The attached financial information shows the school division’s year-to-date financial position.

CURRENT STATUS Attached are the following documents:

1. Memorandum regarding Financial Results to March 31, 2015 Pages 1-4 2. Statement of Financial Activities to March 31, 2015 Page 5 3. Statement of Cash Flow Requirements Page 6 4. Accumulated Surplus Detail at March 31, 2015 Pages 7-9 5. Capital Expenditures Pages 10-11

Trustees with specific questions are asked to contact Mr. Garry Benning prior to the Board meeting.

PREPARED BY DATE ATTACHMENTS Mr. Garry Benning, Chief Financial Officer April 15, 2015 Financial Results Ms. Wanda McLeod, Budget and Audit Manager Memo

RECOMMENDATION

Proposed Board Motion (if removed from consent items): That the Board receive the financial results for the period September 1, 2014 to March 31, 2015 for information.

SASKATOON BOARD OF EDUCATION 7e

TO: Trustees Administrative Council

FROM: Garry Benning, Chief Financial Officer Wanda McLeod, Budget and Audit Manager

RE: FINANCIAL RESULTS TO MARCH 31, 2015

For the seven months ending March 31, 2015, it is anticipated that Saskatoon Public Schools will be on budget at year end. The following is an explanation for several of the revenues and expenditures:

1. Revenuesa) Total Revenue

Total revenue to date is approximately $144.2 million which is 61.2% of budget (which is2.8% more than the prior year). The revenues include the funding from the Ministry ofEducation for the payments related to the new collective bargaining agreement for theteachers (for the September 2014 to June 2015 time period.

Estimated grant revenues and related increased salary expenses for the collective bargainingagreement were included in the 2013-14 audited financial statements for the September2013 to August 2014 time period.

b) Property Taxes$61.2 million or 57.8% of property tax has been recognized (which is 0.4% less than the prioryear). The property tax revenue for 2013 is based on the final information from the City ofSaskatoon, 2014 is based on the final information from the City and 2015 is based on thebudget and the preliminary assessments from the City.

c) Provincial Grants$70.4 million or 63.6% (6.5% more than the prior year) of the grants have been reported.For the seven months ending March 31,2015, $68.6 million or 65.2% (which is 5.0% morethan the prior year) of the operating provincial grant revenue has been recognized.

The provincial grants include $4.5 million for the funding of the increased costs due to thenew provincial collective bargaining agreement of the teachers (for the September 2014 toJune 2015 time period). The estimated increased costs related to the agreement for theSeptember 2013 to August 2014 time period were included in 2013-2014 audited financialstatements.

Memo to Trustees and Administrative Council Financial Results to March 31, 2015

d) Tuition and Related Fees$2.9 million or 94.3% of tuition and related fee revenues have been reported at March 31,2015. There are 212 students in the International Student Program in 2014-2015. Thebudget was calculated based on an estimate of 200 students. In 2013-2014, there were 172students in the same program and the budget was only 110.

e) Complementary ServicesThe complementary services revenues of $1.9 million or 57.7% (2.7% less than the prioryear). Complementary services revenues include provincial grants for prekindergartenprograms and grants received for alternate programs. There were more third party grantsreceived in 2013-2014.

f) External Services$3.7 million or 57.1% (2.5% more than the prior year) of external services revenue has beenrecorded. External services revenue includes adult education, donation revenues, cafeteriarevenues, federal funding for Whitecap Dakota Elementary School and provincial funding forthe associate schools and grants from the Saskatoon Public Schools Foundation.

g) School-Generated$3.2 million or 65.4% of the budget (1.6% less than the prior year) for school-generatedrevenue has been recorded. School-generated revenue includes student fees and grants atthe school level.

The collection of the school-generated funds can vary from year to year.

h) Other$881,412 or 70.9% (11.7% more than the prior year) of other revenue has been recognized.The timing of the payments in this category also varies from year to year. Other includesinvestment and rental income. In 2013-2014, there were more third party grants reported.

2. Expendituresa) Total Expenditures

Total expenditures to date are $152.2 million which is 63.6% of the budget (which is 1.2%more than March 31, 2014).

b) GovernanceGovernance expenses for the seven months ending March 31, 2015 total $415,328 or 51.1%of budget (3.2% more than in 2013-2014). In 2014-2015, there has been more spent onpublic relations compared to the prior year. The timing of these expenses can vary fromyear to year.


c) AdministrationAdministration expenses for the seven months ending March 31, 2015 total $3.9 million or58.0% of budget (56.0% in 2013-2014). This area is expected to be on budget at year end.

d) InstructionInstruction expenses total $115.8 million or 66.2% of the budget for the seven monthsending March 31, 2015 which is which is 1.0% more than the prior year results.

Instructional expenses include approximately $3.2 million for the anticipated increased costsof the new collective bargaining agreement with the teachers for the September 2014 toFebruary 2015 time period.

e) PlantPlant expenses totaling $18.0 million or 52.6% of the budget has been incurred (comparedto $17.4 million or 51.7% in the prior year).

f) School-generatedSchool-generated expenses totaled $2.8 million or 56.7% of the budget for the sevenmonths ending March 31, 2015 (54.8% in the prior year). The timing of the school-generated expenses can vary from year to year.

g) TransportationTransportation expenses of $4.8 million or 70.0% are estimated at March 31, 2015(compared to 70.0% in 2013-2014). Both amounts are estimates based on the budgets.

h) Tuition and Related FeesTuition and related fees totaling $274,409 or 98.5% of the budget have been incurred(compared to 103.8% in the prior year).

i) Complementary Services$2.0 million or 59.7% (4.0% more than the prior year) of the budget for complementaryservices has been spent at the end of March 2015. Complementary services expensesreport the Pre-Kindergarten programs and expenditures related to alternate funding.

In 2014-2015, the salary increases (as a result of the new collective bargaining agreement)for the prekindergarten teachers have been reported in this area. As directed by theMinistry, the salary increases were not included in the budget. The Ministry have fundedthese salary increases, too.

j) External ServicesIn 2014-2015, $4.1 million or 62.5% of the budget (compared to 56.6% in the prior year) forexternal services has been spent. External services include expenses related to theassociate schools, Whitecap Dakota Elementary School, cafeterias, alternate funding anddonations.

In 2014-2015, the salary increases (as a result of the new collective bargaining agreement)for the teachers of the associate schools and Whitecap Dakota Elementary School have beenreported in this area. As directed by the Ministry, the salary increases were not included in


the budget. The Ministry has funded the salary increases for the teachers at the associate schools (that are as a result of the new collective bargaining agreement). The federal government will be funding the salary increases for the teachers at Whitecap Dakota Elementary School.

k) Interest/AllowancesIn 2014-2015, $416,484 or 58.9% of the budget for interest/allowances has beenrecognized. This compares to the prior year at $532,109 or 54.7% in the prior year.

3. Cash Flow RequirementsThe Cash Flow Requirements statement converts the Statement of Financial Activities into moreof a cash basis.

The Cash Flow Requirements statement provides financial information that is not included in theStatement of Financial Activities such as the purchase of tangible capital assets and therepayment of long-term debt. The statement also adjusts for non-cash items included in theStatement of Financial Activities such as amortization expense.

4. Internally Restricted SurplusThe budget allocations for 2014-2015 have been completed and more detailed information isincluded in the attached schedule.

5. Capital ExpendituresThe attached schedule provides information regarding the capital expenditures for the sixmonths ending March 31, 2015.

The final detailed expenses have been provided to the Ministry for the Nutana Collegiaterenovations. The financial information included in the report for the Nutana Collegiaterenovations agrees to the information that has been provided to the Ministry.


Consolidated Statement of Financial Activities For the Seven Months Ended March 31, 2015

2014-2015 2013-2014Percentage of Percentage of

Consolidated Consolidated Consolidated ConsolidatedActual Budget Actual Budget

RevenuesProperty taxes 61,193,106$ 57.8% 59,145,989$ 58.2%Provincial grants 70,388,764 63.6% 65,350,170 57.1%Tuition and related fees 2,863,392 94.3% 2,460,277 158.3%Complementary services 1,874,030 57.7% 1,865,116 60.4%External services 3,745,191 57.1% 3,428,689 54.6%School-generated 3,242,593 65.4% 3,320,562 67.0%Other 881,412 70.9% 1,000,746 82.6%

Total Revenues 144,188,488 61.2% 136,571,550 58.6%

ExpensesGovernance 415,328 51.1% 385,139 47.9%Administration 3,883,693 58.0% 4,293,667 56.0%Instruction 115,779,091 66.2% 110,353,600 65.2%Plant 17,723,939 51.9% 17,420,408 51.7%School-generated 2,808,265 56.7% 2,716,475 54.8%Transportation 4,771,050 70.0% 4,328,912 70.0%Tuition and related fees 274,409 98.5% 273,435 103.8%Complementary services 2,012,972 59.7% 1,804,217 55.7%External services 4,130,833 62.5% 3,278,637 56.6%Interest/allowances 416,484 58.9% 532,109 54.7%

Total Expenses 152,216,063 63.6% 145,386,599 62.4%

Surplus/(deficit) (8,027,575) (8,815,049)


Cash Flow Requirements For the Seven Month Period Ended March 31, 2015

Actual Budget Actual Budget2014-2015 2014-2015 2013-2014 2013-2014

Surplus/(deficit) (8,027,575) (3,690,822) (8,815,049) 389,970

CASH REQUIREMENTS:

Tangible capital assets:Purchases (6,462,160) (7,235,098) (6,384,878) (12,508,709)

Long term debt:Repayments (2,557,855) (4,425,000) (2,896,259) (4,924,000) Debt issued 455,000 2,037,920 - -

Non-cash items included in surplus/deficit:Amortization expense 7,168,015 11,670,000 6,568,584 11,772,000 Employee Future Benefits expenses 363,000 - 340,000

NET EXCESS (REQUESTED) CASH (9,424,575) (1,280,000) (11,527,602) (4,930,739)

Reserves: Use/timing difference for Capital Reserves 3,686,978 1,045,000 2,499,484 2,740,739 Contributions to Other Reserves (955,873) (715,000) (1,478,888) (210,000) From unrestriced accumulated surplus 554,167 950,000 From capital accumulated surplus 777,885 Technology - 2,400,000

ADJUSTED CASH REQUIREMENT (5,361,418) - (10,507,006) -


Internally and Externally Restricted Surplus As at March 31, 2015

Internally RestrictedCivic ElectionsBalance, August 31, 2014 75,139 Add: 2014-15 Budget allocation 60,000 Deduct: Expenses - Balance, March 31, 2015 135,139

School Generated FundsBalance, August 31, 2014 2,540,999 Add: Revenues 3,242,593 Deduct: Expenses (2,808,265) Balance, March 31, 2015 2,975,327

Facility Rental ReserveBalance, August 31, 2014 216,953 Add: 2014-15 Budget allocation 15,000 Deduct: Expenses - Balance, March 31, 2015 231,953

System Application ReserveBalance, August 31, 2014 1,125,000 Add: 2014-15 Budget allocation - Deduct: Expenses - Balance, March 31, 2015 1,125,000

Trustee Education AllowanceBalance, August 31, 2014 43,000 Add: 2014-15 Budget allocation - Deduct: Expenses - Balance, March 31, 2015 43,000

Facility Operating ReserveBalance, August 31, 2014 332,201 Add: 2014-15 Budget allocation - Deduct: Expenses - Balance, March 31, 2015 332,201

Specialized School Equipment ReserveBalance, August 31, 2014 1,400,000 Add: 2014-15 Budget allocation - Deduct: Expenses - Balance, March 31, 2015 1,400,000


Curriculum Renewal ReserveBalance, August 31, 2014 1,460,000 Add: 2014-15 Budget allocation - Deduct: Expenses - Balance, March 31, 2015 1,460,000

Technology Renewal ReserveBalance, August 31, 2014 50,000 Add: 2014-15 Budget allocation 350,000 Deduct: Expenses - Balance, March 31, 2015 400,000

Mount Royal Facility Partnership ReserveBalance, August 31, 2014 169,486 Add: 2014-15 Budget allocation - Deduct: Expenses - Balance, March 31, 2015 169,486

Staff Professional Development ReserveBalance, August 31, 2014 800,000 Add: 2014-15 Budget allocation - Deduct: Expenses - Balance, March 31, 2015 800,000

Secondary Security Camera Balance, August 31, 2014 50,000 Add: 2014-15 Budget allocation - Deduct: Expenses - Balance, March 31, 2015 50,000

School Carry ForwardsBalance, August 31, 2014 1,582,503 Add: Revenues - Deduct: Expenses - Balance, March 31, 2015 1,582,503

Contingency Fund ReserveBalance, August 31, 2014 104,169 Net increase - Balance, March 31, 2015 104,169


Alternative FundsBalance, August 31, 2014 226,005 Add: Revenues 319,944 Deduct: Expenses (285,272) Balance, March 31, 2015 260,677

Total Internally Restricted, March 31, 2015 11,069,455

Externally RestrictedDonationsBalance, August 31, 2014 333,032 Add: Revenues 131,403 Deduct: Expenses (69,530) Balance, March 31, 2015 394,905

FoundationBalance, August 31, 2014 190,386 Add: Revenues - Deduct: Expenses - Balance, March 31, 2015 190,386

Total Externally Restricted, March 31, 2015 585,291

Grand Total - March 31, 2015 11,654,746


Capital Expenditures As at March 31, 2015

Facility Project Description Total Available

in 2014-15 Expenditures to March 31, 2015

Percent Expended to March 31, 2015

Mount Royal Collegiate Saskatoon Trades and Skills Centre 43,520 - 0.0%

Nutana Collegiate Renovation Project 64,541 - 0.0%

Various Schools Portables 112,937 4,314 3.8%

Various Schools Accessibility 42,120 0.0%

Willowgrove Construction 6,299,332 2,696,338 42.8%

Total Projects from Prior Years 6,562,450 2,700,652 41.2%

Various Schools Roofing Projects 767,128 42,554 5.5%

Victoria School Exterior Stabilization - Phase 1 & 2 80,725 4,681 5.8%

Total Additional Projects in 2012-13 & Budget 2013-14 847,853 47,235 5.6%

Queen Elizabeth School Window Replacements 161,534 116,618 72.2%

Vehicles 120,484 53,939 44.8%

Various Schools Infrastructure Emergencies 445,300 - 0.0%

Caroline Robins School Early Learning Centre 140,048 103,372 73.8%

Henry Kelsey School Portables 395,549 347,984 88.0%

Dundonald School Portables 371,847 303,581 81.6%

Forest Grove School Portables and Roof Replacements 533,950 144,857 27.1%

Forest Grove School Roofing Replacement 30,130 37,285 123.7%

Greystone Heights School Roofing Replacement 484,704 439,972 90.8%

Queen Elizabeth School Roofing Replacement 126,269 122,483 97.0%

Aden Bowman Collegiate Roofing Replacement 528,752 467,529 88.4%

Evan Hardy Collegiate Roofing Replacement 270,431 11,011 4.1%

Walter Murray Collegiate Roofing Replacement 805,879 683,947 84.9%

Brevoort Park School Roofing Replacement 213,721 192,313 90.0%

Pleasant Hills School Roofing Replacement 169,708 152,614 89.9%

Total Additional Projects in 2013-14 and Budget 2014-15 4,798,306 3,177,505 66.2%

1,389,367 536,768 38.6%

13,597,976 6,462,160 47.5%

ADDITIONAL PROJECTS IN 2013-14 AND BUDGET 2014-15

OTHER DEPARTMENTS

TOTALS

PROJECTS FROM PRIOR YEARS

ADDITIONAL PROJECTS IN 2012-13 & BUDGET 2013-14


Long-term Projects

Total Budget Total to Date Total Budget Remaining

Nutana Collegiate 12,401,603 12,337,062 64,541

Willowgrove School 21,209,803 17,606,809 3,602,994 (includes $802,228 for the City of Saskatoon portion of the project)


TOPIC: APPROVAL OF MINUTES FROM LAST MEETING: MARCH 31, 2015

FORUM AGENDA ITEMS INTENT [] Board Meeting [ ] Correspondence [ ] Information [ ] Committee of the Whole [ ] New Business [] Decision

[ ] Reports From Administrative Staff [ ] Discussion [] Other: Approval of Minutes from Last Meeting

BACKGROUND

CURRENT STATUS

Attached are the minutes from the March 31, 2015 Board meeting.

PREPARED BY DATE ATTACHMENTS Mr. Garry Benning, Chief Financial Officer April 15, 2015 Board Meeting

Minutes

RECOMMENDATION

Proposed Board Motion (if removed from consent items) That the Board approve the minutes of the Committee of the Whole and Regular Board meeting held March 31, 2015.


UNAPPROVED MINUTES OF A MEETING: of the Board of Education of the Saskatoon School Division No. 13 of March 31, Saskatchewan, held on Tuesday, March 31, 2015 at 3:00 p.m. 2015

MEMBERS PRESENT: Ms. Donna Banks, Mr. Dan Danielson, Ms. Bronwyn Eyre, Ms. Holly Kelleher, Mr. Vernon Linklater, Ms. Colleen MacPherson, Mr. Ray Morrison, Darrell Utley, Mr. Kevin Waugh Mr. Waugh excused himself from the meeting at 5:20 p.m. Following discussions in Committee of the Whole, Ms. MacPherson moved that the Board rise and report.

CARRIED (8)

The meeting adjourned at 6:11 p.m. Secretary of the School Division Board Chair

UNAPPROVED MINUTES OF A MEETING: of the Board of Education of the Saskatchewan School Division No. 13 of March 31, Saskatchewan, held on Tuesday, March 31, 2015, at 7:00 p.m. 2015

MEMBERS PRESENT: Mr. Ray Morrison (Board Chair), Ms. Donna Banks, Mr. Dan Danielson, Ms. Bronwyn Eyre, Ms. Holly Kelleher, Mr. Vernon Linklater, Ms. Colleen MacPherson, Mr. Darrell Utley,

Mr. Kevin Waugh

Agenda: Mr. Utley moved approval of the agenda. Agenda

CARRIED (9)

Celebrating Excellence: Marion M. Graham Collegiate Student Athlete Celebrating Patrick Traves: Mr. Shane Skjerven, Superintendent of Education, introduced Mr. Doug Njaa, Principal of Excellence: Marion M. Graham Collegiate, Mr. Dan Dewar, basketball coach and Patrick Traves. Mr. Dewar and Patrick Marion M. highlighted the basketball season, including the BRIT tournament. Mrs. Traves spoke on the importance of Graham sportsmanship and inclusion. Collegiate Student Athlete Patrick Traves Comments/Concerns/Questions From The Public: Mr. Trevor Smith, Comments/ representing Hugh Cairns V.C. School Community Council, spoke to the Board regarding the school’s concerns Concerns/ with overcrowding, increasing enrolments and potential loss of space in the school. Questions From The Public Consent Items: Ms. Banks moved that the following consent agenda Consent items be received and recommendations be approved as presented. Items 7b) New School Bundling Project Update 7c) Financial Results for the Period September 1, 2014 to February 28, 2015 8 Approval of Minutes from Last Meeting – March 10, 2015 12 Correspondence

CARRIED (9)

Reports from Administrative Staff: Reports were received, for information, Reports on the following issues: from Administrative Staff

● Core Strategy Update: Safe, Caring and Accepting Schools: Mr. Barry Core Strategy MacDougall, Deputy Director of Education, introduced Ms. Patricia Prowse, Superintendent of Education, Mrs. Update: Pamela Goulden-McLeod, Consultant: Safe, Caring and Accepting Schools and Mr. Jay Salikin, Coordinator: Safe, Caring Technology. The group spoke to the Board on the overview of the strategy and highlighted how to support and Accepting students in the development of healthy and respectful relationships. Schools

UNAPPROVED Board Chair Morrison asked the Board’s permission to amend the agenda and move Item #14b) Assessing Our Learning Community: Staff Perceptions, ahead in the agenda to accommodate presenters. The Board agreed unanimously. Assessing Our Learning Community: Staff Perceptions: Mr. Danielson Assessing Our moved that the Board receive the Assessing Our Learning Community: Staff Perceptions report to be included Learning as part of the evidence of the quality indicators for the Director’s annual evaluation. Community: Staff Mr. MacDougall, Deputy Director of Education and Dr. Scott Tunison, Perceptions Coordinator: Research and Measurement, highlighted the report and answered Trustee questions.

CARRIED (9) Unfinished Business – Items Arising from Committee of the Whole: City Park Collegiate Repurposing Project: Funding for Phase One: City Park Ms. Kelleher moved that the Board approve the application to the Ministry of Education for permission to borrow Collegiate up to the sum of $2,568,179 repayable over ten years on a monthly basis at an interest rate not to exceed 5.0% Repurposing for the purpose of funding the costs associated with Phase One of the repurposing project at City Park Collegiate, Project: subject to Ministry of Education approval of the project. Funding for Phase One

CARRIED (8-1) (Trustee Waugh voted against the motion)

City Park Collegiate Repurposing Project: Construction Management City Park Proposals: Ms. Kelleher moved that the Board award the construction management services contract for Collegiate Phase One of the City Park repurposing project to VCM Construction Ltd. as per its fee proposals dated Repurposing March 3, 2015, subject to Ministry of Education approval of the project. Project: Construction Management Proposals

CARRIED (8-1) (Trustee Waugh voted against the motion)

Revision to Board Policy 11: Director/CEO Roles and Responsibilities: Revision to Ms. Banks moved that the Board approve the minor housekeeping revisions to Board Policy 11: Director/CEO Board Policy 11: Roles and Responsibilities, as agreed to by the Director. Director/CEO Roles and Responsibilities

CARRIED (9)

Director’s Report to the Board – November 1, 2014 to March 1, 2015: Director’s Ms. Eyre moved that the Board approve the Director’s Report to the Board for the period November 1, 2014 Report to the to March 1, 2015 to be included as part of the evidence of the quality indicators for the Director’s annual Board - evaluation. November 1, 2014 to March 1, 2015

CARRIED (9)

Revision to Board Policy 21: Student Awards: Mr. Danielson moved Revision to that the Board approve the minor housekeeping revisions to Board Policy 21: Student Awards. Board Policy 21: Student Awards

CARRIED (9)

Board Subcommittee – Board Audit and Risk Committee: Ms. Kelleher Board moved that the Board approve the Board Audit and Risk Committee meeting minutes of January 13, 2015. Subcommittee- Board Audit and Risk Committee

CARRIED (9)

UNAPPROVED Correspondence: Ms. MacPherson moved that the Board receive, Correspondence in confidence, the correspondence from the closed session of the Committee of the Whole.

CARRIED (9)

Reports of Committees and Trustees: Reports of Committees Trustee Eyre congratulated Aden Bowman Collegiate on and Trustees being awarded Baccalaureate status. She also reported on her tour of Walter Murray Collegiate’s practical and applied arts space, her attendance at the meeting with Saskatchewan Party MLAs and her involvement with grades 5 and 8 at Prince Philip School on a writing project. Trustee Utley reported on his visit to Sherbrook Community Centre and the iGen program. He also attended meetings with the SSBA Public Section group, the student forum with the Board on March 17th, the diversity dinner at Roland Michener School and the Hoopla basketball game between St. Joseph Collegiate and Marion M. Graham Collegiate on March 27th. Trustee Waugh reported on his attendance at the meeting with Saskatchewan. Party MLAs, the CHEP art auction, the student forum with Board members, SSBA executive meetings, several Hoopla basketball events and the National Congress on Rural Education in Canada conference. Trustee Kelleher reported on her attendance at the Board meeting with Saskatchewan Party MLAs and the student forum with the Board. Trustee Linklater reported on his attendance at the student forum meeting, the powwow at Centennial Collegiate, the elimination of racism event sponsored by Saskatoon Police Services and the Indigenous thinking event at Centennial Collegiate sponsored by the University of Saskatchewan. Trustee Banks reported on her attendance at the Read Saskatoon Lit Up literacy event, the meeting with the Board and Saskatchewan Party MLAs, the EcoQuest program open house at Confederation Park School and the student/teacher hockey game with Tommy Douglas Collegiate students and staff. She also reported on meetings involving the upcoming CSBA conference. Trustee Danielson reported on his involvement as a Board member on the Wheat Commission and their involvement with the agriculture in the classroom program. Trustee MacPherson reported on her attendance at band concerts in Ward 5 schools and commended band instructors all throughout the division for their dedication. Board Chair Morrison reported on his attendance at the meeting with Saskatchewan Party MLAs, several Saskatoon Public Schools Foundation meetings, a planning meeting for the upcoming School Community Council assembly meeting, provincial budget day activities and meetings, new school bundling meetings and the recent meeting with Greater Saskatoon Catholic Schools and STA representatives. Mr. Morrison also reported on his attendance at a recent ULead conference hosted by the Alberta Teachers’ Association. Provincial Budget 2015-2016: Trustees shared their Provincial reaction to the provincial budget announced on March 18th. Budget 2015-2015 Five Year Capital Construction Plan 2015-2019: Mr. Linklater Five Year moved that the Board approve the Five Year Capital Construction Plan 2015-2019 dated March 25, 2015 Capital and direct Administration to forward it to the Ministry of Education. Construction Plan 2015-2019

CARRIED (9)

UNAPPROVED

Gymnasium Floor Screening and Recoating Request For Gymnasium Tender T1415-0022: Ms. MacPherson moved that the Board award the contract for refinishing gym floors Floor Screening to Wild Rose Flooring Ltd. for an initial term of one year with an option to extend at the end of one year for and Recoating an additional two terms of two years each up to a possible total of five years. Request For Tender T1415-0022

CARRIED (9)

Approval of Financing for New Technology: Ms. Banks moved Approval of that the Board accept the proposal from Bank of Montreal for the loan of $2,052,920 over a term of four Financing years at a fixed interest rate of 1.79% for the financing of the purchase of technology subject to the for New approval of the Ministry of Education. Technology

CARRIED (9)

Ms. MacPherson moved that the Board adjourn to the call of the Chair or the Committee of the Whole Board meeting of Tuesday, April 21, 2015 at 3:00 p.m.

CARRIED (9)

The meeting adjourned at 8:58 p.m. Secretary of the School Division Board Chair


TOPIC: CORRESPONDENCE

FORUM AGENDA ITEMS INTENT [] Board Meeting [] Correspondence [] Information [ ] Committee of the Whole [ ] New Business [] Decision [ ] Reports From Administrative Staff [ ] Discussion [ ] Other:

BACKGROUND The following correspondence is included in this file for the information of the Board: (a) Correspondence from the Saskatoon Teachers’ Association inviting trustees to attend the S.T.A.

Superannuation Banquet. PREPARED BY DATE ATTACHMENTS Mrs. Avon Whittles, Director of Education April 15, 2015 Correspondence Document RECOMMENDATION Proposed Motion: That the Board receive the correspondence as listed.



TOPIC: ROOFING REPLACEMENT TENDERS FOR VARIOUS SCHOOLS

FORUM AGENDA ITEMS INTENT [] Board Meeting [ ] Correspondence [ ] Information [ ] Committee of the Whole [] New Business [] Decision

[ ] Reports From Administrative Staff [ ] Discussion [ ] Other:

BACKGROUND Roofing replacement at existing schools continues to be a top priority for the facilities department in 2015- 2016.

CURRENT STATUS Tenders from roofing contractors for replacement of twenty-four different roof sections at five top priority schools were received on March 24, 2015. Administration recommends that tenders be approved by the Board as per the attachment – 2015-2016 Roofing Tender Recommendations.

PREPARED BY DATE ATTACHMENTS Mr. Stan Laba, Superintendent of Facilities April 15, 2015 2015-2016 Roofing

Tender Recommendations

RECOMMENDATION

Proposed Board Motion:

That roofing replacement tenders be awarded as follows: 1. Fairhaven Elementary School - sections 1A, 1B, 1C, 2 and 3 to Clark Roofing in the amount of

$1,027,114 plus GST 2. Lawson Heights Elementary School - sections 2A, 2B, 2C, 3, 4, 5, and 6 to Transcona Roofing Ltd. in

the amount of $702,850 plus GST 3. City Park Collegiate - sections 2, 2A, 4, 4A and 5 to Flynn Canada Ltd. in the amount of $566,294 plus

GST 4. Brevoort Park Elementary School - sections 2, 2A, 6 and 6A to Clark Roofing in the amount of

$577,103 plus GST 5. Pleasant Hill Elementary School - sections 2, 4 and 7 to Clark Roofing in the amount of $192,444 plus

GST


04/15/2015

2015/2016 Roofing Tender Recommendations:

FHN LAW CPCI BPK PHL1A,1B,1C,2,3 2A,2B,2C,3,4,5,6 2,2A,4,4A,5 2,2A,6,6A 2,4,7

Contractor Clark Transcona Flynn Clark Clark Tender

Roof 1,027,114.00$ 702,850.00$ 566,294.00$ 577,103.00$ 192,444.00$ 3,065,805.00$

Change Orders ‐$ ‐$ ‐$ ‐$ ‐$ ‐$

Construction Total 1,027,114.00$ 702,850.00$ 566,294.00$ 577,103.00$ 192,444.00$ 3,065,805.00$

Design fees 11% 112,982.54$ 77,313.50$ 62,292.34$ 63,481.33$ 21,168.84$ 337,238.55$

Contingency 2% 20,542.28$ 14,057.00$ 11,325.88$ 11,542.06$ 3,848.88$ 61,316.10$

Construction cost to date 1,160,638.82$ 794,220.50$ 639,912.22$ 652,126.39$ 217,461.72$ 3,464,359.65$

GST 18,570.22$ 12,707.53$ 10,238.60$ 10,434.02$ 3,479.39$ 55,429.75$

Estimated Total Cost 1,179,209.04$ 806,928.03$ 650,150.82$ 662,560.41$ 220,941.11$ 3,519,789.40$

14/15 Carry Forward 1,028,938.00$

15/16 PMR 3,381,480.00$

TOTAL FUNDING 4,410,418.00$

Total Roofing expenses 3,519,789.40$

Emergency Roofing Reserve $890,628.60

Bid Total Roof Section:

Page 1 of 1


TOPIC: CITY PARK COLLEGIATE INTEREST RATE APPROVAL REQUEST FOR PROPOSAL T1415-0024



BACKGROUND On March 31, 2015, the Board passed a motion to approve an application to the Ministry of Education for permission to borrow up to $2,568,179 repayable over ten years on a monthly basis at an interest rate not to exceed 5.0% for the purpose of funding the costs associated with Phase One of the repurposing project at City Park Collegiate.

As part of the application process, the Ministry of Education required that Saskatoon Public Schools obtain competitive proposals for the financing requirement in the form of a fixed interest rate.

CURRENT STATUS A request for proposal (RFP) was issued on April 1, 2015 with a closing date of April 13, 2015. Two proposals were received. The interest rate proposed by Bank of Montreal (BMO) was the lowest at 2.47%. A letter of intent was issued to BMO to secure this rate until approval is received from the Ministry. Details have been forwarded to the Ministry of Education.

FINANCIAL IMPLICATIONS For the first thirty-one months of the loan, funds from the unrestricted accumulated surplus (operating reserves) will be used for the repayments. The remainder of the payments will be funded with the additional money available once the Energy Smart loans expire during the 2017-2018 fiscal year. The annual loan repayment will total approximately $292,000 and the Energy Smart annual repayments total $1.26 million.

PREPARED BY DATE ATTACHMENTS Mr. Garry Benning, Chief Financial Officer April 14, 2015 None Ms. Wanda McLeod, Budget and Audit Manager Mr. Gordon Mortson, Manager of Purchasing Services

RECOMMENDATION

Proposed Board Motion:

That the Board accept the proposal from Bank of Montreal for the loan not to exceed $2,568,179 over a term of ten years at a fixed interest rate of 2.47% for the purpose of funding the costs associated with Phase One of the repurposing project at City Park Collegiate, subject to the approval of the Ministry of Education.

SASKATOON BOARD OF EDUCATION 14b


TOPIC: EMPLOYEE AND FAMILY ASSISTANCE PLAN REQUEST FOR PROPOSAL T1415-0027



BACKGROUND Saskatoon Public Schools offers employee and family assistance services including counselling and related services to its employees.

A Request for Proposal for this service was issued on February 26, 2015. The request document was posted on both the Board’s public website and the SaskTenders website where it was downloaded by fourteen firms.

The Request for Proposal was issued for an initial term of three years with an option to extend the contract for another two-year term for a maximum of five years.

The request closed on March 30, 2015 and six (6) complete proposals were received.

An evaluation committee consisting of: Jaime Valentine, Superintendent of Human Resources, Lori Flaman, Manager of Benefits and Compensation, and Gordon Mortson, Manager of Purchasing Services, scored the proposals using weighted criteria specified in the request document.

The attached evaluation summary spreadsheet shows that the proposal submitted by Penny Murphy & Associates secured the most evaluation points.

CURRENT STATUS Penny Murphy & Associates currently provides this service. The current contract will expire August 31, 2015.

PREPARED BY DATE ATTACHMENTS Mr. Garry Benning, Chief Financial Officer April 14, 2015 Evaluation Summary Mr. Jaime Valentine, Superintendent of Human Resources Ms. Lori Flaman, Manager of Benefits and Compensation Mr. Gordon Mortson, Manager of Purchasing Services

RECOMMENDATION Proposed Board Motion: That the Board award the contract for employee and family assistance services to Penny Murphy & Associates for an initial term of three years with an option to extend at the end of the initial term for an additional two years up to a maximum total of five years.

SASKATOON BOARD OF EDUCATION 14c

Summary of EvaluationRequest for Proposal T1415-0027Employee and Family Assistance Program

Evaluation CriteriaPoints Available

Penny Murphy & Associates

Homewood Health

Family Service Saskatoon

Morneau Shepell

Ceridian - Lifeworks

Saskatoon Counselling Collaborative

Pricing 25 22 25 22 19 23 13

Expertise and qualifications of staff 20 19 20 19 20 20 15

Approach to providing service 5 5 5 5 4 4 3

Ability to provide services when required 20 18 15 15 15 15 15

Ability to provide full range of services 10 8 6 8 8 8 5

Service reputation, references 5 5 5 4 5 3 3

Additional value add 15 15 10 10 12 8 5

Total 100 92 86 83 83 81 59


TOPIC: RESPONSE TO TRUSTEE UTLEY’S QUESTION REGARDING WINDOW REPAIR


[ ] Reports From Administrative Staff [ ] Discussion [] Other: Response to Questions by Trustees

BACKGROUND

At the December 16, 2014 Board meeting, Trustee Utley asked what percentage of window repairs and budget is spent on vandalism.

CURRENT STATUS

Facilities annual operating budget for window and door repair is approximately $55,000. This is supplemented by contingency (i.e. other facilities operating budget) funds in any given year, if necessary. Additionally, specific major window replacement projects between $100,000 and $500,000 are periodically approved by the Board as capital projects for specific schools, and funded from facilities annual capital budgets. Vandalism costs (i.e. window repair and/or replacement costs) over the last 3 years are as follows: 2013-2014 approximately $58,000 (105.5%); 2012-2013 approximately $65,000 (118.2%); 2011-2012 approximately $56,000 (101.8%).

PREPARED BY DATE ATTACHMENTS Mr. Stan Laba, Superintendent of Facilities April 15, 2015 None

RECOMMENDATION


That the Board receive the information regarding window repair.


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