ANNUAL REPORT 2015-16

TABLE OF CONTENTS

1. Annual Report i. Introduction p2

ii. Student Transportation p3

iii. Community Use of Schools p4

iv. Child Care p5

v. Energy & Environmental p6

vi. Closing Thoughts p7

2. Appendix A: Energy Initiative Metrics

i. CLASS Consolidated p9

ii. LKDSB Metrics p10

iii. SCCDSB Metrics p11

3. Appendix B: Customer Survey Feedback

i. Student Transportation & p13

Community Use of Schools (Internal)

ii. Community Use of Schools (External) p14

2015-16 Annual Report

IN THIS REPORT

During the 2015-16 school year CLASS staff divided their energies between providing efficient service and seeking out new improvement opportunities. As part of our focus on increasing the value of CLASS shared services we also underwent a minor staff reorganization.

The newest CLASS business units continue to mature and deliver value for the Boards. As an organization we have also continued on our transformation journey with an intentional focus on re-branding. In the fall of 2016 look for a completely redesigned corporate website that better represents CLASS.

In the Spring of 2016 CLASS obtained the services of a third party consultant through a competitive procurement process. The expert consultant was tasked with conducting a feasibility study on a potential new shared service for the Boards. CLASS remains uniquely positioned to continue its early adopter status for potential new shared service opportunities for our Boards.

This report has been structured in an effort to provide a high level overview of the initiatives completed during the school year. Another component of the report are some key metrics for each business unit to provide some context. While not exhaustive in detail, it has been created with the intention of giving readers a clear picture of the key organizational accomplishments.

As a result of the staffs’ cumulative efforts, both Boards continue to reap

the benefits of the investments made into CLASS. It is with optimism for the future and respect for the collective accomplishments in the past that I submit this report.

Who We Are

Patty Authier Transportation Coordinator

Kris Davis Coordinator, Community Use of Schools

Scott Hall Transportation Analyst

Katie Hurst Assistant Service Coordinator

Michelle Finance Administrator Johnston

Theresa Supervisor Child Care McFadden Services

Kent Orr General Manager

Pat Teahan Transportation Planner

Willy Wong Coordinator, Energy &

Environmental

Transportation p3 Key metrics associated for 2015-16 and highlights of the initiatives completed

Community Use of Schools p4 Key metrics associated for 2015-16 and highlights of the initiatives completed

Child Care p5 Key metrics associated for 2015-16 and highlights of the initiatives completed

Energy & Environmental p6 Key metrics associated for 2015-16 and highlights of the initiatives completed

Closing Thoughts p7 Some final comments on the year and the outlook for 2016-17 initiatives

600 Gillard Street Wallaceburg, ON N8A 4L3

www.cklass.ca

www.communityuseofschools.ca

www.schoolbusinfo.com

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QUICK FACTS 2015-16

17,194 Planned riders on CLASS buses daily

46,580 KMS travelled daily by CLASS fleet

1,116 Number of CLASS runs (AM & PM)

312 CLASS fleet size for 2015-16

78.5% Portion of CLASS buses servicing multiple schools daily (multi-tiered routes)

81.1% Portion of CLASS bus seats planned for riders (Capacity Utilization)

19.37 minutes Average one-way ride time on CLASS bus

2,177 Approved Courtesy Seat Riders (2,905 applications)

Business Plan Initiative Highlights

• Service Agreements with all bus operators completed and signed for 2016-17 school year.

• Daily routing solution reduced by 500+kms over previous year due to updates and efficiencies.

• Enhanced internal website student identification tools by adding diabetic and inhaler designations for children.

• Developed enhanced student identification tag students with medical conditions to assist drivers and school staff.

• Conducted 3-year REFRESH Emergency preparedness training program for 345 drivers in two locations.

• Completed rollout of enhanced website portal password security to all internal users.

• Amended route information distribution to families via school distribution to eliminate reliance on postal service.

• Hosted First Time Rider program at 2 locations in August 2016 for 500+ attendees.

• Investigated and revised cost sharing arrangements for shared late bus service; effecting annual cost savings of approximately $10,000.

• Developed and rolled out new brochure for JK registration addressing website, inclement weather, contact points and general school bus safety rules.

• Updated aging video surveillance equipment and expanded capacity to include external view to capture stop arm violations by motorists.

• Updated Video Surveillance on School Buses operating procedure STS-OP-021-2014.

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QUICK FACTS 2015-16

3,033 Permit Applications Received (community, commercial, school, daycare)

280 Community groups using space

23,789 Hours Permits for community/commercial groups

158% Increase in senior 65+ health and wellness program hours since 2014-15 (256 to 659)

367,699 Participants for community / commercial permits

16,238 Hours Not for Profit Your Sports rentals

1,400+ Hours Increase in Not for Profit Youth Sports rentals

52.5% Program rentals targeting youth 0-18yrs

Business Plan Initiative Highlights

• Developed draft CUoS user manual for custodians as a support resource.

• Participated in collaborative planning sessions with Municipalities of Sarnia-Lambton and Chatham-Kent to grow recreation programs.

• Developed and conducted online customer experience survey for both user groups and school administration; response rate exceeding 25%.

• Conducted fifty (50) on site visits with school administration, rental groups for the purpose of site tours and impromptu rental use verifications.

• Conducted southwest regional assessment and created summary report of rental fees/rates/subsidies. Report shared with other Boards and has been used in other rate schedule determinations.

• Commenced developing a digital database with access points, floor plans and defibrillators for school sites to support rental groups. Completed for 70% of schools still working on balance. Provincial leader.

• Implemented after hour support protocol for user groups via toll free phone number to increase accessibility.

• Ten percent increase in opportunities for youth to be active demonstrates a positive indication that student engagement continues outside of school hours.

• Provided representation for CLASS & Boards at OASBO Community Use of Schools meetings throughout the year.

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QUICK FACTS 2015-16

71 Child Care program sites at Board facilities

57 Before and After School child care programs at Board facilities

38 Full Day child care programs operating at Board facilities

19 FDK Extended Day programs operating at Board facilities

160 Child Care spaces added at Board facilities from Retro-Fit projects

16 Independent Service Providers

6 Child Care Committees / sub committees where CLASS represents Boards

Business Plan Initiative Highlights

• Executed standardized Full Day and Before and After School Child Care Leases for all child care sites.

• Completed two retro-fit projects for additional child care spaces within schools. Final project be completed Fall 2016.

• Work collaboratively with Mental Health Leads to develop protocols to help support children with special needs enrolled in before and after school programs.

• Developed and provided Boards accurate billing support documentation relating to child care leased space use.

• Surveyed school communities to establish child care service demand / need.

• Completed Expression of Interest to obtain providers for three new before and after school programs starting Sept. 2016.

• Conducted on-site visits to all child care operations within schools.

• Provided representation for CLASS & Boards at local child care steering groups and Ministry of Education regional meetings throughout year.

• Support schools and child cares through the transition from the Day Nurseries Act to the new Child Care and Early Years Act.

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QUICK FACTS 2015-16

31 Energy consumption reduction focused initiatives undertaken during fiscal year

97 Combined facilities for Boards

4,873,461 Total facility square footage

29,981,248 Kilowatt-hours of electricity used

6,324,105 Cubic metres of Natural Gas used

45,209 Litres of Propane used

$273,966 IESO / Union Gas incentive applications 2015-16 for energy conservation projects

$187,804 Estimated annual energy cost avoidance impacts for Boards due to 2015-16 energy conservation projects

1,267,905 Projected future annual kwH electricity consumption avoidance due to conservation initiatives

Business Plan Initiative Highlights

• Planned and chaired regular CLASS Energy and Environmental meetings.

• Coordinated and hosted energy saving equipment training session for Board maintenance staff.

• Twenty-four LED facility light conversion projects with incentives commenced during fiscal year.

• Four real-time energy monitoring technology initiatives launched during fiscal year.

• Business cases developed for seven high consumer sites for voltage harmonizers. Three projects approved and launched.

• Prepared and submitted annual Energy Consumption and Green House Gas reports for both Boards.

• Acted as system resource and subject matter expert for Boards on maintenance, operations and project initiatives.

• Attended and participated at Board Facility staff meetings. Forty on-site school visits to explore and investigate energy savings opportunities.

• Enhanced bench strength with Canadian Institute for Energy Training (CEIT) Certified Energy Manager designation.

• Developed CLASS Energy and Environment Policy EES-PO-001-2016; approved by Executive Committee and adopted.

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CLASS 2015-16

Annual Report

CLOSING THOUGHTS

The 2016-17 school year will once again present opportunities for CLASS to provide valuable shared services for both of the Member Boards. In addition to maintaining a focus on operational excellence, the CLASS team will once again be undertaking many initiatives and strategies to position the organization for future service needs.

Since its original launch CLASS has been building upon staff expertise, improving operational efficiency and creating enhancements in technologies, operational processes and safety programs to better serve our stakeholders. The combined bench strength and collaboration is yielding compounding positive results.

As we look ahead to 2016-17 there will be many opportunities for CLASS to support the Boards. In addition to providing reliable, valuable and customer centric service-based operations, there will be continued efforts to explore further efficiencies. We will also be well positioned and ready to provide data, opinions and support for the Boards as they undertake their accommodation reviews. It is with great optimism we look ahead to this new year and the challenges it will bring.

Finally, I would like to take this opportunity to recognize the collaborative efforts of the CLASS team members. Each of the initiatives outlined in this report is a reflection of their dedication and commitment to providing value added shared services for the Boards.

Sincerely,

Kent

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APPENDIX A ENERGY INITIATIVE METRICS 2015-16

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APPENDIX B CUSTOMER EXPERIENCE SURVEYS 2015-16