AGENDA

THE REGULAR MEETING OF THE
ADMINISTRATIVE AND CORPORATE SERVICES COMMITTEE

PUBLIC SESSION

MONDAY, DECEMBER 6, 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 November 11, 2004 for PUBLIC SESSION. p.1-p.9

6. Presentations:

7. Delegations:

a)Tina Molinari, National Director of Development, Catholic Missions in Canada, regarding Catholic Missions in Canada.

b)Father Sebastian Groleau, regarding Catholic Missions in Canada.

c)M.C. Havey, Chair of the St. Joseph College School CSAC regarding relocation of students.

d)Olivia Hall and Kate Clarke, representing the student body of St. Joseph College School regarding relocation of students.

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

f) Lynda Altobelli and Valeria Moniz, representing the CSAC of St. John the Evangelist Catholic School, regarding Minor Variance Application submitted by the TCSB to the City of Toronto Urban Development Services to increase the number of portable classrooms on site from 7 to 12 by relocating 2 existing portables and replacing 5 with 10 new portable classrooms.

g) Jane Williamson, CSAC member of Canadian Martyrs Catholic School regarding use of track at the school.

8. Trustee Matters:

a)From Trustee Kennedy regarding request for liquor permit for staff Christmas dinner on Wednesday, December 15, at St. Patrick Catholic Secondary School. p.10

That permission be granted to obtain a liquor permit for the staff Christmas dinner at St. Patrick Catholic Secondary School on Wednesday, December 15, 2004.

b)From Trustee Carroll regarding Request for Liquor Permit for Mother Teresa Alumni Reunion – Change of dated to Saturday, April 9, 2005. p.11

That permission be granted to obtain a liquor permit for Mother Teresa Catholic School alumni to hold their reunion at Mother Teresa Catholic Secondary School on Saturday, April 9, 2005 instead of Saturday, January 15, 2005.

c)From Trustee Carroll, regarding establishment of a Steering Committee for the Enrolment Campaign.

Receive.

9. Unfinished Business:

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 2004/2005 OCSTA Membership Fees. (Deferred by the Committee at its meeting held October 14, 2004). p.12-p.20

That the Toronto Catholic District School Board approve annual membership in OCSTA for the 2004/2005 school year and payment of the annual membership fees of $174,421.

b) Trustee Matter from Trustee Piccininni regarding pagers for head caretakers and assigned lead caretaker. (Deferred by the Committee at its meeting held November 11, 2004)

Receive.

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

a) Report regarding Revision to Permit Policy. p.21-p.63

1. That the current policy B.R.05 be rescinded effective December 6, 2004

2. That the following Revised Permit Policy B.R.05 be approved effective December 6, 2004

3. The changes to this policy will be communicated by letter to all permit Holders (see Appendix “G” for full policy with highlighted changes.)

4. All permits approved by the Community Use of Schools Department between September 1 and December 6, 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.

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 may 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:

Facility usage fees

i) Supervision fees

ii) Processing fee

iii) 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.

Note: Scouts, Guides and Air Cadets will be billed at the lowest weekend rates for gyms, cafeterias, theatres/auditoriums and pools.

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.

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 Category A $0

Category B $17.00

Category C $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 processed based 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”.

b) Report regarding Community Use of Schools Initiative Update.p.64-p.76

1. That the Board authorize the Director to enter into Community Recreation and Use Agreement with the Ministry of Tourism and Recreation under the following terms:

a) Redefining the permit policy of the TCDSB to include the not-for-profit organizations (B1) as defined by the Ministry in the same group as registered charities Category B.

b) Charge the following rates for Category B, B1 users:

Gymnasium: Single $10 Mon.-Fri. $5 Sat.-Sun.

Double $20 Mon.-Fri. $10 Sat.-Sun.

Classrooms: $ 2/use.

Cafeteria: $ 50/use Mon.-Fri. $25 use Sat.-Sun.

Theatre/Auditorium: $250/performance Mon.-Fri.

$125/useSat.-Sun.

Fields: $ 12/use.

Parking: No Charge.

Swimming Pools: $ 50/use Mon.-Fri.

$ 25/use Sat.-Sun.

Administration Fee: $ 17.

Caretaker permit

Supervision: $12.39/hour Mon.-Sat. $16.52-Sun.

Note: -Scouts, Guides, Air Cadets are always charged lowest facility fee.

-Before and After School Childcare charge is $0 Mon.-Fri. for caretaker permit supervision.

c) Reopen the following schools for after school use at no cost to groups in Categories B, B1 of TCDSB permit policy from Monday to Friday.

Marian Academy

St. Gabriel Lalemant

St. Florence

St. John de Brebeuf

St. Thomas More

Santa Maria

St. James

d) Agree that the revised fee schedule in (b) will apply until September 1, 2005.

e) Agree that the total rate is noted in Schedule E (see Appendix “B”).

f) Agree that the revised fee schedule will be retroactive to September 1, 2004 and will reconcile with the community groups before the end of permit use.

g) Apply the definitions as per Schedule B. If there is a misunderstanding about permit categories (see Appendix “C”).

h) Equipment charges will not apply to the groups in Category B or B1, except as noted in TCDSB permit policy as it relates to theatres/auditoriums and gym equipment all of which need arrangements with the principal.

i) Agree that custodial costs will not be charged when custodians are regularly scheduled to work.

j) If more than one group is using enhanced custodial services (when custodian is present in unscheduled hours) the custodial costs shall be distributed evenly amongst the user groups.

2. That the Board authorize the Director to enter in an agreement with the City of Toronto so that City of Toronto programs sponsored through Parks and Recreation and operated in TCDSB schools for participants under the age of 18 or under the age of 28 for groups serving people with a disability will be permitted at the Category B rate in the TCDSB permit policy.

c) Report regarding City of Toronto Daycare Projects Construction Manager Appointment. p.77-p.81

That Kembic Construction Inc. be appointed at an estimated cost of $49,200 to provide all required construction management services to complete the daycare projects at Canadian Martyrs and St. Patrick Secondary Catholic Schools, as detailed in Appendix A, subject to City of Toronto commitment to reimburse the Board for all costs incurred on its behalf.

d) Report regarding Gallery 235. p.82-p.83

That the Board approve the program and authorize the Director of Education to enter into a one-year renewable agreement with Gallery 235.

e) Report regarding Disposal of Obsolete Computers and Computer Peripheral Equipment. p.84-p.89

That the computers and computer peripheral equipment identified as obsolete in the current rollout to Elementary Schools not be returned to the Warehouse Distribution Centre but be shipped directly to Computer for Schools Ontario, the Board’s designated recycling agency of surplus, obsolete or non-functional computer and computer peripheral equipment, in accordance with Board Policy F.M.08.

f) Report regarding Annual Calendar of Meetings – 2005. p.90-p.92

That the Board approve the following calendar of meetings for the year 2005:

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

a) Report of One Student to Blessed Sacrament Catholic School. p.93-p.106

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.