Peel District • School Board '-"

AGENDA

Physical Planning & Building Committee

June 11, 2019 6:30p.m.

Brampton Room

PEEL DISTRICT SCHOOL BOARD

Physical Planning & Building Committee Meeting

AGENDA Tuesday,June11,2019

Open Session

1. Call to Order

Approval of Agenda

2. Declaration of Conflict of Interest

3. Minutes

6:30p.m.

3.1 Physical Planning and Building Committee Meeting- May 7, 2019

4. Chair's Request for Written Questions from Committee Members

5. Notices of Motion and Petitions

6. Special Section for Receipt

6.1 STOPR - Student Transportation of Peel Region Minutes -January 28, 2019 (Thomas Tsung)

7. Delegations

8. Old Business

9. New Business

10. Reports from Officials and Staff

10.1 Tender Activity Report (Thomas Tsung)

10.2 Schedule of 2019/20 Physical Planning & Building Committee (PP&B) Meetings (Randy Wright)

11. Communications- For Action or Receipt

12. Response of Administration to Former Questions

13. Reports from Representatives on Councils/Associations

14. Questions asked by Committee Members

15. Public Question Period

1

16. Further Business

17. Adjournment

Physical Planning & Building Committee Agenda - June 11, 2019 2

2 May 7, 2019 3.1 Physical Planning and Building Committee:nf

PEEL DISTRICT SCHOOL BOARD

Minutes of a meeting of the Physical Planning and Building Committee of the Peel District School Board, held in the Brampton Room, the H. J. A. Brown Education Centre, 5650 Hurontario Street, Mississauga, Ontario on Tuesday, May 7, 2019 at 19:00 hours.

Members present:

David Green, Chair Carrie Andrews Susan Benjamin Robert Crocker Balbir Sohi

Administration:

Trustees also present:

Sue Lawton Will Davies

Randy Wright, Controller, Planning and Accommodation Support Services (Executive Member)

Tania Alatishe-Charles, Controller, Finance Support Services Wendy Dowling, Associate Director, School Support Services Jaspal Gill, Associate Director, Operational Support Services Peter Joshua, Director of Education Thomas Tsung, Controller, Corporate Support Services

Nicole Fernandes, Board Reporter

1. Approval of Agenda

Chair Green expressed appreciation and thanks to colleagues and staff who extended their sympathies on the passing away of his mother.

A revised agenda was circulated, with Item 9.1, Education Development Charges - Ministry Update re Legislative Changes, being added, and the agenda reordered.

PB-31 , moved by Robert Crocker, that the agenda be approved.

2. Conflict of Interest

There were no declarations of conflict of interest.

. .. . .. . . . . . carried 213rds' majority

3 May 7, 2019 Physical Planning and Building Committee:nf

3. Minutes of the Physical Planning and Building Committee Meeting, April 2, 2019

PB-32, moved by Balbir Sohi, that the Minutes of the Physical Planning and Building Committee Meeting, held April2, 2019, be approved.

. ............. carried

4. Education Development Charges - Ministry Update re Legislative Changes

Controller of Planning and Accommodation Support Services, Randy Wright, reported that, on May 2, 2019, the Ministry announced legislation under "More Homes, More Choice: Ontario's Housing Supply Action Plan·, which outlines a variety of legislative, regulatory and policy changes, including changes to the Education Development Charges (EDC). Two conference calls were held on May 3, 2019 by the Ministry of Education, when a summary of the changes affecting the EDCs was highlighted. The changes are proposed to be effective November 1, 2019. Controller Wright outlined the summary of the major changes, which were: need to notify the Minister when purchasing or expropriating school sites, and the Minister can reject both; use of EDC funds for 'alternate projects' that are less costly than acquiring land for schools; localized education development agreements that would exempt developers from EDCs in exchange for accommodation provided to the Board through lease, real property, or other prescribed benefits to provide school space. He explained that details are not yet available regarding the alternate projects or localized education development agreements.

Controller Wright advised that the Ministry of Education is encouraging all board to approve and implement a new By-law. As the current By-law expires on July 1, 2019, he noted that there may be a need to amend the new By-law to comply with the legislative changes after November 1, 2019.

PB-33, moved by Susan Benjamin, that the report reEducation Development Charges­Ministry Update re Legislative Changes, be received.

. ............. carried

5. Education Development Charge By-Law Renewal2019- Update

Suzanne Blakeman, Acting Manager, Planning and Enrolment, reported that on March 29, 2019, the Government amended the EDC legislation to lift the freeze imposed in the fall of 2018 with a provisional phase-in of proposed EDC rates. She noted that Board staff held a meeting in April2019 with representatives of the Building Industry and Land Development (BILD) and other stakeholders. Suzanne Blakeman indicated that two public EDC By-law meetings will be held by the Board on May 14, 2019. The first meeting will be to present and review current Board EDC policies, and the second meeting will present the EDC background study report and a draft EDC By-law. The recommendation to approve the By-law will be brought to the May 28, 2019 Regular Meeting of the Board, for implementation effective June 3, 2019.

4 May 7, 2019 Physical Planning and Building Committee:nf

5. Education Development Charge By-Law Renewal2019- Update (Continued)

PB-34. moved by Sue Lawton, that the update report re Education Development Charge By-Law Renewal2019, be received.

.. .... ........ carried

6. Permit Fees - Update

Reporting on amendments to permit fees, Kelly O'Boyle, Manager of Facilities Rentals, noted that the Rentals department has several rate sheets and different pricing for different times of the year or days of the week. She indicated that the proposal is to amalgamate the rate sheets to simplify the rate structure for the entire school year. In addition, the proposed permit fees will include a cost of living increase of 2% for the 2019-2020 school year. An increase in custodian rates is also proposed to enable cost recovery. The rates for the H.J.A Brown Education Centre will increase by 4% effective July 1, 2019. In response to a trustee's question, Kelly O'Boyle advised that groups are listed by categories, and fees for different categories will be charged as prescribed. She noted that there may be internal and external groups that book space at H.J.A. Brown Education Centre after hours, and internal groups are charged custodian fees.

PB-35, moved by Carrie Andrews, that the update report re Permit Fees, be received .

.............. carried

7. Application Status Update

Suzanne Blakeman stated that the report outlines the development applications reviewed by staff for the month of March 2019. Anticipated enrolment from the developments will be accommodated in existing schools.

PB-36, moved by Balbir Sohi, that the Application Status Update report, be received .

...... ... .. .. carried

8. Tender Activity Report

PB-37, moved by Robert Crocker, that the Tender Activity Report for March 26, 2019 to April12, 2019, be received.

.. ...... ...... carried

9. Vandalism Reports

PB-38, moved by Robert Crocker, that the Vandalism Reports for December 2018 -February 2019, be received.

.. .. ..... ..... carried

5 May 7, 2019 Physical Planning and Building Committee:nf

10. Question Period

There were no questions.

11. Public Question Period

Stan Taylor referred to the question he had asked at the March 5, 2019 Committee meeting regarding the effects of the carbon tax, which will increase to $50 by 2023. Noting that environmentalists have indicated that this should be $200-$300 in order to have the desired effect, he expressed the belief that the prognosis of climate change will make consideration of alternate building facilities and reliance on renewable energy sources more imperative. Stating that he was not satisfied with the response provided, he asked about the equivalence point between the cost of natural gas and hydro systems that will make geothermal and energy-efficient systems economically viable to meet the needs of school boards. He asked for a quantitative analysis of geothermal systems that will last for the next 20 - 30 years, taking into account the rising cost of carbon-emitting fuels, as this will assist trustees when they approve facilities that are to last for the next 50 - 1 00 years. He spoke of the importance of investing in geothermal systems, and noted that the cost of geothermal installations has been decreasing. The administration responded.

12. In Committee Session

PB-39, moved by Carrie Andrews, that the Committee move into In Committee Session (19:30 hours).

.. .. .. .. .. .. .. carried

The Committee moved back into Open Session at 19:40 hours, on a motion by Trustee Lawton.

13. Adoption of the In Committee Report

PB-40, moved by Susan Benjamin, that the report of the In Committee Session re: Permission to Enter Agreement with the Region of Peel- Streetsville Secondary School; Combined Capital Project Status Report; Tender Activity Report for March 26, 2019 to April12, 2019; Student Transportation of Peel Region, and Question Period, be received, and that the recommendations contained therein, be approved.

.. .. .......... carried

14. Adjournment

PB-41 , moved by Balbir Sohi, that the meeting adjourn (19:40 hours).

carried

......... .. .............. ..... .............. .... ... Chair ... .. ..... ....................... ................ Secretary

In Attendance:

6

STOPR STUDENT TRANSPORTATION OF PEEL REGION

GOVERNANCE COMMITTEE MINUTES Monday, January 28, 2019

Keaton Centre, Boardroom A

APPROVED

Frank Di Cosola, Trustee - DPCDSB -Chair Daniel Del Bianco, Associate Director, Corporate Services- DPCDSB Thomas Tsung, Controller, Corporate Support Services- PDSB Mathew Thomas, Superintendent of Planning & Operations- DPCDSB Tom Howe, Manager- Student Transportation of Peel Region Roy Wierenga, Assistant Manager- Student Transportation of Peel Region Pat Pierre- Recorder

Regrets: Marianne Mazzorato, Director of Education- DPCDSB Peter Joshua, Director of Education- PDSB David Green, Trustee- PDSB Jaspal Gill, Associate Director of Operational Support Services- PDSB

1 Call to Order

The meeting of the Governance Committee of the Student Transportation of Peef Region (STOPR) was called to order at 2:10p.m.

Approval of Agenda

Approval of the agenda was moved by Daniel Del Bianco and seconded by Mathew Thomas . ................................................................................................................................................................. carried

2 Approval of Minutes

2a Approval of the November 16, 2018 minutes was moved by Daniel Del Bianco and seconded by Mathew Thomas .

................................................................................................................................................................. carried

3 Business Arising from the Minutes

Nil

4 New Business

4a Proposed Eligibility Reassessments 2019-2020

6.1

7

STOPR STUDENT TRANSPORTATION OF PEEL REGION

GOVERNANCE COMMITTEE MINUTES Monday, January 28, 2019

Keaton Centre, Boardroom A

• STOPR staff conduct an annual review of transportation eligibility, reassessments and adjust where necessary

• Revisions may occur due to newly created or altered pedestrian access routes and/or roadways, new residential developments being completed, new schools scheduled to be opened are part of process

• Planned reassessments are: School Reason EJigibllitv Reduction Jean Augustine SS Sidewalks & traffic signals installed 192 St. Lucy CES Traffic signals/Brampton Safety Council

conducted site inspection 43 Louise Arbour SS & Sidewalk enables pedestrian access 70 St. Marguerite d'Vouvifle CSS St. Philip CES Cooksville Creek PS

Corrected measurement discrepancy Pedestrian walkway

45 5 6

• Communication to trustees subject to Governance Committee review, then communication to schools and parents by end of March

Comments from Committee members and STOPR staff: 362 students in total removed from eligibility; 268 Peel, 94 DP total consistent with prior years (range from 200- 450) DP trustees that are impacted are made aware before next Administration & Finance Committee meeting Peel has similar process with meeting trustees before Physical Planning & Building Committee

Moved by Mathew Thomas, seconded by Daniel Del Bianco that the report entitled "Proposed Eligibility Reassessments 2019-2020" be received as information . ............................................................................................................................................................. carried

4b Student Transportation Service Level Update

• During 9-week period since last report (Nov 5- Jan 18) bus routes with no assigned driver reduced from 10 to zero

• Spare drivers increased by 35 to a total of 147 (exceeding requirement of 143 or 10%)

• Expanded driver recruitment and training by all contracted operators

• $143,000 payment reductions at end of December due to service level deficiencies

• STOPR continues to closely monitor all initiatives by bus operators and maintain expected level of service

• Drivers on extended leaves, notwithstanding incentives provided by operators

• Fines falling off significantly

• Ten routes moved to other operators from weaker suppliers; continuing with this process until operators are at proper service level

• GPS functional in all buses; 90-95% aligned with route

8 STOPR

STUDENT TRANSPORTATION OF PEEL REGION GOVERNANCE COMMimE MINUTES

Monday, January ZB, Z019 Keaton Centre, Boardroom A

• Operators continue to recruit- only retain 20%; 1 operator paying for training and shows increase in retention

Comments from Committee members and STOPR staff: Retention measurement cumulative over school year; number of drivers trained and started vs how many retained can STOPR provide more context on weekly analysis- Appendix A? i.e. specific reason for delay, snow day, accident, etc. $143,000 fines 70-75% with Attridge and First Student GPS on vehicles allow STOPR staff to determine in real time where buses are. If split routes with no assigned driver, operator is not following agreement Weekly rolling stock report gives details of bus and driver's name, plus separate list of spare drivers; penalties given if not properly positioned

Moved by Thomas Tsung seconded by Mathew Thomas that the report entitled "Student Transportation Service Level Update" be received as Information . ............................................................................................................................................................. carried

4c Bell nme Revision Process

• 2019-2020 bell time revision process initiated January 25, 2019 with email to school principals inviting submission of proposed bell time changes over a 2-week period

• If more than 15-minute change, it must be discussed with community • STOPR to review and assess by March 1; response from principals re proposed changes by

March 29 • Unresolved bell time adjustments to be addressed at April 9 STOPR Admin. Team meeting • Final report will be provided to April 26 Governance Committee meeting

Comments from Committee members and STOPR staff: Fl runs are put as the latest runs; 9:15-3:45 HR from both boards require bell time information for instructional staff STOPR makes proposals to schools for optimization and reducing cost Costly bell optimization software available, however, only 27% of students are bussed

Moved by Thomas Tsung seconded by Mathew Thomas that the report entitled "Bell Time Revision Process" be received as information . ............................................................................................................................................................. carried

3:10p.m. A motion to move the STOPR Governance Committee into a 5-minute Break by Mathew Thomas . ........................................................................................................................................... .................. carried

l

9 STOPR

STUDENT TRANSPORTATION OF PEEL REGION GOVERNANCE COMMITTEE MINUTES

Monday, January 28, 2019 Keaton Centre, Boardroom A

4d Late Bus Notification App

• Under new service agreement, all vehicles equipped with an approved GPS system

• STOPR staff work with bus operators to ensure that all vehicle and route assignments are properly integrated and linked with Bus Planner system, necessary to provide real time tracking of vehicles

• After STOPR can ensure entire fleet w ithin Bus Planner system, then will be able to offer parents and students ability to track their own school bus through bus planner web feature called "Where's my bus?"

• Fully integrated system w ill also allow STOPR comprehensive "real time" vehicle tracking and analysis of operator's performance and compliance to their assigned STOPR route

• STOPR to provide update on this pilot project at next Governance Committee meeting

Comments from Committee members and STOPR staff:

GPS needs to be linked to vehicle number and route number; 1450 vehicles Pilot project to take place in spring on selected area, another with the three year round schools in Peel during August Board of trustees eager to go forward; soft launch until technology is accurate IT will work to make user friendly, as well as Bus Planner update in April Other than Toronto who tried a soft launch, we are only other consortia to try app

Moved by Daniel Del Bianco seconded by Mathew Thomas that the report entitled "Late Bus Notification App" be received as information . ............................................................................................................................................................. carried

4e RIAT Audit of STOPR

• Regional Internal Audit Team (RIAT) conducted reviews of selected student transportation processes concurrently at DPCDSB and PDSB; part of multi-year regional internal audit plan

• Six recommendations common to both boards relating to management responses and action plans

• Responses and action plans generated independently by each board, with coordination of actions and timelines to maintain cohesiveness and ensure maximized benefit

• Peel had an additionaiS recommendations relating to Special Education transportation processes

• Recommendations 3 and 4 regarding record keeping and methodology; consortia working with both boards' separate financial systems

• Recommendation 5 regarding coordinating common days off between boards; annual discussions with both boards, involve collective agreements

• Recommendation 6 regarding bell time optimization; significant cost savings, but will affect many families that are not bussed

Comments from Committee members and STOPR staff:

4

10

STOPR STUDENT TRANSPORTATION OF PEEL REGION

GOVERNANCE COMMinEE MINUTES Monday, January 28, 2019

Keaton Centre, Boardroom A

RIAT recommendations must come to Governance for approval by both boards Report looking at eligibility for special education students; students less than 1 km may not be provided door to door service Recommendation 1 asks for key data; average load of students/bus, how far a bus travels per day, more analysis required to validate data- no significant change month over month. Wording different indicated by both boards, submitted under t ight tlmelines- STOPR Admin. will make wording consistent Recommendation 4 regarding invoicing- standard monthly invoices from operators for month of service have no major discrepancies, unless discontinued route, bus moved to different operator, route revisions on spec. ed. runs frequently; STOPR needs to manage this data and fine operators

Moved by Mathew Thomas seconded by Thomas Tsung that the report entitled "RIAl Audit of STOPR" be received as Information . .............. ... .......... .... ....... ......... ..... .. .... .. ...... ......... . .... ... . .. . ............. .... . .... . ..... . . .. ....... ..... . .... . . . ...... . .. • .... . . .. carried

5 Additional Business

• Seat belts on buses - both boards would have to be in agreement. Transport Canada, Minister Marc Garneau has a task force to consider seat belts on buses. Retrofit Issue with existing buses. Provinces would be involved in process and funding. Factors involve timelines, age of bus, 3-point seat belts. If it becomes a law, operators must meet requirements. If law is amended, funding would be required. Federal government is mandating. but province would have to come up with money.

• Kathleen Wynne private member bill has received 2"d reading

6 Adjournment

A motion to adjourn the meeting was made by Daniel Del Bianco at 4:10 p.m.

The next STOPR Governance Committee Meeting is scheduled for Friday, April 26, 2019 at 10:00 a.m. in Keaton Boardroom A.

Frank Oi Cosola Chair, Governance Committee Student Transportation of Peel Region, STOPR

s

Pat Pierre Recorder

11

12

PEEL DISTRICT SCHOOL BOARD 10.1 Physical Planning and Building Committee Meeting June 11, 2019

Tender Activity Report

Recommendation

It is recommended that the attached report be received.

Prepared by: Marlene McAlister, Manager, Purchasing Services

Submitted by: Thomas Tsung, Controller, Corporate Supporl Services

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Flynn Canada ltd.

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18

PEEL DISTRICT SCHOOL BOARD 10.2 Physical Planning & Building Committee Meeting June 11, 2019

Schedule of 2019/20 Physical Planning & Building Committee (PP&B) Meetings

Recommendation

It is recommended that the following schedule be received.

Background

1. Wednesday, September4, 2019 2. Wednesday, October 2, 2019 3. Tuesday, November 5, 2019- Annual Planning Document (APD) 4. Tuesday, December 3, 2019 5. Monday, January 6, 2020 6. Tuesday, February 4, 2020 7. Tuesday, March 3, 2020 8. Monday, April6, 2020 9. Tuesday, May 5, 2020 10. Tuesday, June 9, 2020

Note: Physical Planning & Building Committee meetings commence at 6:00p.m.

To the best of our knowledge, the proposed schedule does not conflict with any other key Board activities (eg. Education Week). Nevertheless, adjustments may be proposed by the Chair of PP&B, with appropriate notification, to the members of PP&B and the Board.

Prepared by: Donna Baptie, Executive Assistant to the Director of Education Debra Fenn, Assistant to the Controller of Planning & Accommodation Support Services

Submitted by: Randy Wright, Controller of Planning and Accommodation Support Services