AGENDA

THE REGULAR MEETING OF THE
ADMINISTRATIVE AND CORPORATE SERVICES COMMITTEE

PUBLIC SESSION

THURSDAY, NOVEMBER 11, 2004

7:00 P.M.

1. Memorials and Prayer.

2. Roll Call and Apologies.

3. Approval of the Agenda

4. Declarations of Interest.

5. Approval and Signing of the Minutes of the Regular Meeting held October 14, 2004 for PUBLIC SESSION. p.1-p.14

6. Presentations:

a)Cameron Summers, Warren Kinsella and Patrick Muttart, regarding recommendations re Enrolment Campaign.

Receive.

7. Delegations:

a) Bill Chandler, representing the CSAC of St. Agatha Catholic School regarding the need for a new school.

b) The St. Cecilia Catholic School Advisory Council New Building Committee regarding their century old school.

c) John Morrison, President of Toronto East Sport and Social Club, regarding the Permit Policy.

d)Vilma Santos-Bidinost, representing the CSAC of Monsignor Percy Johnson regarding Word of Honour.

e) Fr. Carlos Sierra, pastor of St. Andrew Catholic Church, regarding the new Father Henry Carr Catholic Secondary School.

8. Trustee Matters:

a) From Trustee Piccininni regarding pagers for head caretakers and assigned lead caretaker.

Receive.

b) From Trustee Del Grande regarding EDC site purchases.

That the TCDSB begin the process to purchase immediately part or all of the identified EDC eligible land sites that can be 100% funded through EDC revenues and reserves.

c) From Trustee Paul Crawford, regarding Request for a Liquor Permit for Neil McNeil Alumni Association in conjunction with the Holy Ghost Fathers for Friday, November 26, 2004. p.15-p.16

That permission be granted to obtain a liquor permit for The Neil McNeil Alumni Association in conjunction with the Holy Ghost Fathers to host its annual Alumni Night at Neil McNeil High School on Friday, November 26, 2004.

9. Unfinished Business:

a)Report regarding St. Joseph Catholic School Playground. p.17-p.18

Receive.

10. Matters recommended by Sub-Committees requiring Committee approval.

11. Matters referred/deferred to this Committee by the Board and other Committees.

a) Report regarding Revision of Permit Policy. (Referred to the Committee by the Board at its meeting held October 21, 2004). p.19-p.56

A.That the current policy B.R.05 be rescinded effective October 14, 2004.

B. That the following Revised Permit Policy B.R.05 be approved effective October 14, 2004\

Policy

The Toronto Catholic District School Board, as a publicly supported educational institution, shall make its facilities available to the public for use for worthwhile purposes, without infringing upon the school’s educational process.

Regulations:

1.School facilities may be made available by means of one of the following two types of permits:

Permit Type I: occasional use between 7:00 a.m. – 6:00 p.m. on school days
- use by TCDSB
- use by school community
- processed by the school principal after consideration of the following:

Guidelines for Principals in Approving Permits up to 6:00 p.m.

1.History of the Group

If a group is known to be an excellent user and applies by June 15 for next September they should get first priority; After that it is first come, first served.

2.Ties to Student Population

The closer, the better: e.g. –
elementary schools for elementary-
aged clients.

3. Ties to Community

Local groups are given higher priority

4. Available Space

Is the space requested appropriate to the use

5.School Needs

Teachers in many schools need work space
after school to prepare for following day’s
activities and allowing a 4:00 p.m. use may be
detrimental to that end.

6. Auditoriums/Specially Designed Areas

Permit applicant must make an appointment to come to the school to view and discuss all the local arrangements prior to application and submit payment for specialized equipment to the school before the permit date.

7. Wear and Tear on School

Will the proposed activity contribute to the deterioration of the building?

8. Attitude towards Caretakers

Respect for the caretaker in the capacity of
permit supervisor must be maintained by the
permit holder and group. Groups who have
had previous complaints about their
behaviour have a greater possibility of being
denied a permit.

Permit Type II: occasional or continuing use after 6:00 p.m. and during non-school days.

- Processed by the Community Use of Schools Department

2. Permits my be issued to any organization or individual on the following priority basis:

a) Toronto Catholic District School Board schools and related departments.

b) Catholic Church Organizations

c) Local school and parish community

d) Registered Charities and Not-for-Profit groups as defined by Ministry of Tourism and Recreation and funded by the Ministry of Education

e) Others

3. Facilities available for use:

a) Facilities normally available on a permit basis are:

i. General purpose room

ii. Gymnasium

iii. Playing fields – note: any weekend permit of 3 hours or longer must also include access to washrooms

iv. Parking areas

v. Access to washrooms

b) The following facilities may be available, with the prior approval of the School Principal

i. Classrooms

ii. Library resource rooms

4. Permit rates:

Rates for the use of a facility are based on the following charges:

i. Facility usage fees

ii. Supervision fees

iii. Processing fee

iv. Recovery of direct costs

Permits are divided into three categories. Category A permits will be provided at no charge. Category B permits will be provided at reduced charges. Category C permits will pay the full permit rates.

CATEGORY A

a. The use of facilities for the celebration of the Eucharist, Catholic religious services or instruction, and education activities approved by the Director of Education

CATEGORY B

a. The use of facilities for registered charitable organizations.

b. B1- Not-for-profit as defined by Ministry of Tourism and Recreation and funded by Community Use of School funds from Ministry of Education.

CATEGORY C

a. All others

5. Facility Usage Fees Applicable to Permits Type II:

a. The following user fees will apply:

n/c = no charge

*Requests for filming and special event permits are negotiated by the Community Use of Schools Department

*Note: Trustees will receive notice of any movie permits in their wards.

All facility fees are submit to G.S.T.

b. Permits issued for polling stations shall be at the rates established by municipal, provincial, or federal election authorities (actual costs incurred by the school may be recovered upon request to the Community Use of Schools Department).

c. Costs for use of school equipment are to be arranged directly with the school principal and paid for directly to the school, in advance, using a secure method of payment upon confirmation of the permit. Where equipment used requires an A/V technician, this technician will be paid for by the permit holder as arranged through the school. Equipment is to be left as it was found.

d. The estimated cost of the permit will be clearly shown on the confirmation sheet that the permit holder receives.

e. Programs that operate during the school day, such as lunch time or just after school but before 6:00 p.m. and that help our Board retain and attract new students by offering programs during the normal working day of our parents will receive a 50% reduction of fees.

6. Permit supervision costs:

All rates are subject to GST

1. The minimum charge is for 3 hours when a CUPE 1280 member has to be called in to cover the permit over and above the regular work week.

2. Groups larger than 200 persons must pay for an additional permit supervisor

3. Permit supervision rates will not be charged for:

a) The celebration of the Eucharist, Catholic religious services or instruction, and education activities approved by the Director of Education

b) In recognition of the efforts and support provided by the Catholic School Advisory Councils facilities will be made available to each council free of charge, on application through the school principal, for two fund raising events during the school year.

7. Permit processing fees:

Processing fee: $85.00

Permit change/revision fee: $25.00

8. Permit Application, notification timelines.

September – June (All Requests)

Acceptance of applications starts June 1. All applications received by July 31 will be processed, approved and confirmed in date and priority order by August 31.

Applications from non-TCDSB users received after July 31 will be processed based upon the availability of appropriate facilities and times.

May-August – exterior use of space

Acceptance of applications starts January 2. All applications received by March 1 will be processed, approved and confirmed in date and priority order by March 31. Applications received after March 1 will be processedbased upon the availability of appropriate facilities and times.

July-August-interior use of space

Acceptance of applications starts January 2. All applications received by May 1 will be processed, approved and confirmed in date and priority order by June 15.

Applications received after May 1 will be processed based upon the availability of appropriate facilities and times.

Note: In the event of cancellations after confirmation due to Board related activities, Community Use of Schools Staff will make all efforts to accommodate in alternate locations.

9. Recovery of Direct Costs:

Staff members are authorized to secure where appropriate, from the permit holder, any additional costs for extra supplies that may result from a permit.

10. Cancellation of Permits by the school:

Once the school year has begun, displacement of an existing permit for use by the school requires two weeks advance notice and approval from the school Principal and

Superintendent of Education. Cancellation on shorter notice requires approval from the Director of Education.

11. Indemnity against potential damages:

a) Staff members are authorized to secure where appropriate, from the permit holder, a bond to indemnify the Board against potential damages that may result from a permit. (note: Adult indoor soccer must pay $500 bond).

b) Adult ball hockey is limited to facilities that have been identified by the Facilities Department as having floors suitable to that purpose.

12. Prioritization of permits:

Where there are multiple permit requests for the use of the same facilities staff will, in all cases, endeavour to distribute the facilities equally amongst the applicants. Preference will be given to those permit groups that serve students in the immediate school community. Following these groups permits will be distributed giving preference to Category A

Permit applicants, then Category B applicants and then Category C applicants.

Note: Users that have been identified as non compliant by the feedback sheet will be denied permits.

13. Rules and regulations:

Each permit holder must abide by the Permit Rules and Regulations.

Note: Full regulations Appendix “F”.

C. The changes to this policy will be communicated by letter to all permit

Holders (see Appendix “G” for full policy with highlighted changes.)

D. All permits approved by the Community Use of Schools Department

between September 1 and October 14, 2004 be allowed to finish as agreed even if it is a use that as a result of the new policy will have restrictions placed on it.

12. Reports of Officials and Special Committees for ACTION of the Board.

a) Report regarding Disposal of Portable. p.57

That portable #540-E-81 be declared surplus to the needs of the Board and disposed of, by sale or demolition, in accordance with Board policy.

b) Report regarding Feasibility of Building a Walkway for Notre
Dame Students along the shoulder of the school to St. John
Catholic School. p.58-p.59

That the Toronto Catholic District School Board does not install a walkway system between St. John Catholic School and Notre Dame Secondary School.

13. Reports of Officials and Special Committees for INFORMATION of the Board.

a)Report regarding Additional Daycare Spaces Development Opportunity City of Toronto. p.60-p.62

Receive.

b) Update on School Responses to Enrolment Action Plan. p.63-p.64

Receive.

14. Approval of Matters for which no trustee has requested debate:

15. Communications:

16. Inquiries and Miscellaneous:

N.B. Private Inquiries must only be related to matters as outlined in the reference to legislation on the inside cover of the Private Agenda.

17. Update of Pending List:

18. RESOLVE INTO PRIVATE SESSION.