AGENDA

THE REGULAR MEETING OF THE
ADMINISTRATIVE AND CORPORATE SERVICES COMMITTEE

PUBLIC SESSION

MONDAY, JANUARY 17, 2005

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

g) CSAC of St. Cecilia Catholic School.

h) Cindy Beman, member of the Playground Committee, regarding the report.

8. Trustee Matters:

a)From Trustee Rizzo, regarding the contract with Navigator Ltd. p.10-p.14

Whereas the Toronto Catholic District School Board approved a marketing plan and hired Navigator to implement a pilot project at a cost of $925,000:

1. $100,000 to tell the Board what Navigator would do;

2. $75,000 (approved in June) to prepare a 45 page report on the design of the plan at a cost of approximately $1,800 per page

3. $750,000 to implement the pilot project; and

Whereas the board instructed Navigator to produce campaign materials in other languages because the target area is predominantly an immigrant community and English is not the first language of many residents in these neighbourhoods, but only $4,624 has been allocated for multilingual posters (1000) and $5,435 for multilingual booklets (see Appendix A) ; and

Whereas an expenditure of approximately $10,000 for multilingual campaign material from the allocated funds of $925,000 is an insult to the Board directive and to the communities we serve; and

Whereas the Board asked for on going reports on expenses, however Navigator submitted an invoice dated December 21, 2004 for $648,493 for expenses “incurred” (see Appendix A) on this project and there are items listed with costs that are not fully justified, explained or documented (see Appendix B); and

Whereas the TCDSB is facing a financial crisis and was not able to access debenture funding for capital projects this year; and

Whereas our school facilities are crumbling: toilets, roofs, carpets, faulty wiring, windows and boilers need to be replaced and there are more than 2,400 work orders that have not been completed; and

Whereas, thousands of kids are learning without necessary textbooks and adequate equipment in deteriorating buildings; and

Whereas, the trustees, advocating on behalf of the parents and students have a wish list of educational needs that if compiled would reach the moon; and

Whereas the goal of the Board is to provide a quality education to students in a safe and healthy environment and educational dollars are better spent on education and not advertising campaigns; and

Whereas the cost of this campaign is more than what trustees originally intended; and

Whereas the rationale advanced for supporting this program is that it would attract new students that will generate the dollars from the government to pay for this advertising campaign – an ill conceived notion considering there is only one taxpayer; and

Whereas the provincial funding formula does not adequately provide the necessary dollars to educate students but ad campaigns that waste taxpayer’s money is no justification to continue this misadventure.

Therefore be it resolved that, if legally possible, the Board terminate its contract with Navigator and pay any outstanding, fully documented and justified costs incurred to date.

9. Unfinished Business:

a) Report regarding Community Use of Schools Initiative Update. p.15-p.28

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.

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

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

a) Communication from the Directors of Education TDSB and TCDSB addressed to Chairs of TDSB and TCDSB. (Referred to the Committee by the Board at its meeting held December 9, 2004). p.29

Receive.

b) Report regarding 2004/2005 OCSTA Membership Fees. (Deferred by the Committee at its meeting held October 14, 2004). p.30-p.38

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.

c) 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.

d) Report regarding Revision to Permit Policy. (Referred to the Committee by the Board at its meeting held December 9, 2004 – Regulations 5, 6 and 7 of the Permit Policy were approved together with Category ‘B’. Regulations 1, 2, 3, 4, 8, 9, 10, 11, 12 and 13 need to be approved). p.39-p.81

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”.

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

a) Report regarding Borrowing By-Law #156. p.82-p.84

That the Board approve Borrowing By-Law #156 which authorizes the Board to maintain a sixty-five million dollar ($65,000,000) demand operating line of credit.

b) Report regarding Hardware and Software Upgrade for Board E-Mail, Voice Mail and Fax Services. p.85-p.87

That the Board approve funding in the amount of $1,811,958.37 plus $144,956.67 PST and $40,587.87 net GST for a total of $1,997,502.91 funded over a 5-year period to purchase the required hardware and software to complete the implementation, testing and migration phases of the project to upgrade the current Exchange 5.5 system to an enterprise Exchange 2003 environment for the Board’s e-mail, voice mail and fax services.

c) Report regarding Disposal of Portable. p.88

That portable #488-E-75 be declared surplus to the needs of the Board, and disposed of by demolition or sale, in accordance with Board policy.

d) Report regarding B.G.01 Playground Equipment: Revision of Policy. p.89-p.94

1. That the current Policy and Regulations of B.G.01 Playground Equipment be rescinded.

2. That the revised Policy and Regulations of B.G. 01 Playground be approved as follows:

(a) The Policy is:

Every school community will have suitable playground equipment to enhance the learning environment of students.

(b) The Regulations are:

i Subject to budgetary consideration, the minimum standard of playground equipment funding will be installed at every TCDSB elementary school if requested by the school community

ii The minimum standard of playground equipment will be approved by the Board of Trustees and updated as required.

iii The TCDSB Playground Equipment Eligibility Criteria will be approved by the Board of Trustees and updated as required.

iv Individual school eligibility for any Board approved funding allocation for the purchase and installation of playground equipment will follow the ranking established utilizing the TCDSB Playground Equipment Eligibility Criteria.

v Where playground equipment is being considered by a school community, the school’s Superintendent of Education shall make the school community aware of the financial, safety, and social implications of such installation.

vi Elements of diversity, flexibility, child-scale, sensory stimulation, and safety will be included in the schoolyard design.

vii Playground equipment suitable for students with special needs shall be considered when the selection is made.

viii The school community, Principal, Superintendent of Education and the Superintendent of Planning and Facilities shall collaboratively review the choice of playground equipment to ensure quality, safety, and functional use on site

ix The Principal will highlight the safety aspects of the playground equipment to the school community on an annual basis.

x All playground equipment installed on a TCDSB site shall comply with Board specifications and other jurisdictional codes. The Board is responsible for the maintenance and inspection of the equipment and site.

xi All playground equipment purchased with Board funds must comply with the TCDSB approved Procurement Process.

xii Board funds will be used for site preparation, installation, and equipment required for the Board approved minimum standard

xiii CSAC funds will be used for site preparation, purchase and installation of playground equipment beyond the minimum standard.

xiv Insurance for public liability will be the responsibility of the TCDSB if the equipment is on TCDSB property.

xv Individual School Communities are responsible for funding the installation of playground equipment that exceeds the minimum standard approved by the Board. School communities may apply for funding to purchase equipment that exceeds the Board’s minimal standard if circumstances warrant.

xvi Installation of donated playground equipment is the responsibility of the donor. All equipment donated to the Board, if accepted by the Board, shall become the property of TCDSB and must meet Board standards.

xvii Where outside agencies such as the City of Toronto have proposed a cost sharing arrangement for the provision and installation of playground equipment, TCDSB shall have regard for City of Toronto criteria in selecting candidate sites for funding under this program.

e) Report regarding TCDSB Playground Equipment Eligibility Criteria and Minimum Standard Board Contribution. p.95-p.97

1. That the following Playground Equipment Eligibility Criteria be used to rank schools:

a) Existing playstructures

b) Available Playspace per pupil

c) Low Income Cut Off (LICO) criteria of combined family income of less than $40,000 used by the Board to allocate Learning Opportunities Grant funds

d) Other playground equipment available

2. That the maximum Board contribution be $25,000 per school.

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

a) Report regarding School Renewal Initiative Update. p.98-p.128

Receive.

b) Report regarding Purchase of Natural Gas for the Balance of the Year February 1, 2005 to October 31, 2005. p.129-p.130

Receive.

c) Report regarding “Success for All” Initiative Update. p.131-p.132

Receive.

d) Report regarding 2004-05 Facilities Renewal Budget Compared to Actual and Committed Expenditures as at December 31, 2004. p.133-p.151

Receive.

e) Report regarding New Pupil Places Budget Compared to Actual and Committed Expenditures as at December 31, 2004. p.152-p.156

Receive.

f) Report regarding 2004-05 School Budgets Compared to Actual and Committed Expenditures for the Period September 1, 2004 to December 31, 2004. p.157-p.163

Receive.

g) Report regarding School’s Outside Agency Account Status Report for the Period September 1, 2004 to December 31, 2004. p.164-p.169

Receive.

h) Report regarding School’s CSAC Account Status Report for the Period September 1, 2004 to December 31, 2004. p.170-p.173

Receive.

i) Report regarding Education Development Charges (“EDC”) for the Period September 1, 2004 to December 31, 2004. p.174-p.176

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.