AGENDA
THE REGULAR MEETING
OF THE
ADMINISTRATIVE AND
CORPORATE SERVICES COMMITTEE
PUBLIC SESSION
Wednesday,
March 21, 2007
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
February 14, 2007 for PUBLIC SESSION. p.1-p.7
6. Presentations:
a) To St. Agatha School Community and MPP Lorenzo Berardinetti.
7.
Delegations:
a) Yoda Fraser,
CSAC Chair of St. Charles Garnier, regarding playground requirements.
b) Andrew Crawley, Belair Playgrounds Company, regarding playground
requirements for St. Charles Garnier Catholic School.
c) CSAC of Cardinal Carter Academy for the Arts, regarding Science
Rooms and Wellness Centre.
d) Patrick Murray, President of Student Council, Cardinal Carter
Academy for the Arts, regarding Science Rooms and Wellness Centre.
e) Linda Smart and Betty Sedej, representing the CSAC of St. Ambrose
Catholic School, regarding Accommodation Review.
f) Andy Wasiuk, member of the
St. Pius X Catholic School CSAC regarding space issues at the school.
g) Emily Marangoni, CSAC Chair
of St. Basil-the-Great College School, regarding over-crowding at the
school.
h) Louise Russo,
parent of St. Basil-the-Great College School, regarding the situation at
the school.
i) Mark Oxley, member of the
CSAC of St. Basil-the-Great College School, regarding over-crowding at
the school.
j) Sylvia Cappellacci, CSAC
Vice-Chair of St. Basil-the-Great College School, regarding
over-crowding at the school.
k) Noris Picciani, parent St.
Basil-the-Great College School, regarding over-crowding at the school.
l) Mariaveronica Barbuto,
representing the Student Council of St. Basil-the-Great College School,
regarding over-crowding at the school.
m) Jeffery Appiah-Bediako,
representing the Leadership Students of St. Basil-the-Great College
School, regarding over-crowding at the school.
n) Alexander Oxley, Student Body
representative of St. Basil-the-Great College School, regarding
over-crowding at the school.
o) Member of the St. Basil ESP
Committee.
p) Teresa Bhandal, regarding St. Basil-the-Great College School.
8. Trustee Matters:
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
Cardinal Carter Academy for the Arts Science Rooms, Wellness Centre
(Deferred by the Committee at its meeting held
February 14, 2007). URGENT
p.8-p.9
Receive.
12. Reports of Officials and Special Committees for ACTION of the
Board.
a) Report regarding Impact of Increased Enrolment at St.
Basil-the-Great College School. URGENT p.10-p.24
That all those
students who have been admitted to St. Basil-the-Great College School
for 2007-2008 be allowed to remain and that the placement issues for St.
Basil for 2008-2009 be considered as part of the review of the Placement
of Pupils Policy.
b) Report regarding Disposal of Portable Trustee Ward 4.
p.25
That portable
#
251–0–56 be declared
surplus to the needs of the Board, disposed of by sale or demolition in
accordance with Board policy and that the actions of staff in initiating
disposal procedures be endorsed.
c) Report regarding Asbestos Surveys.
p.26-p.27
That the contract to update
the surveys of TCDSB sites for asbestos-containing material be awarded
to Jacques Whitford Ltd. meeting Board’s specifications in the amount of
$352,721.00 plus $21,163.26 net GST for the total amount of $372,884.26
d) Report regarding Credit and Purchase Card Policy.
URGENT
p.28-p.35
1. That policy A. 24, Credit Cards, be rescinded.
2. That a new policy A. 24, Credit and Purchase Cards, be adopted as
follows:
Policy:
Board approved budget funds may be accessed by Board authorized
corporate credit or purchase cards for low value purchases and approved
expenses.
Regulations:
1. Corporate credit and purchase cards shall be used for the purpose
of Board business only. Personal purchases are not permitted.
2. The card holder responsible for the card must sign a card
holder’s agreement and shall comply with the Board’s purchasing policies
and procedures and any other related policies concerning expenditures.
3. No cash advances shall be allowed on any credit card (Purchasing
or Corporate) and items purchased may not be returned for cash.
4. Corporate credit cards shall be issued to members of Directors
Council and upon request to trustees.
5. Corporate credit card expenditures incurred shall be within the
Board approved budget assigned to the cardholder.
6. Approvals of corporate credit card expenses under this policy
will be as follows:
(i) in the case of a trustee, the Chair of the Board;
(ii)
in the case of the Chair, the administrator of Corporate Services
or designate;
(iii) in the case of the Director of Education, the Chair of the
Board;
(iv) in the case of Director’s Council, the Director of Education.
7. All expenditures must be detailed on a monthly expense report
form indicating the date and purpose of the expenditure and must be
supported by original itemized receipts and other appropriate
documentation.
8. Purchase cards shall be issued to schools and departments
according to established procedures and expenditures shall be within the
established bloc budget and funds reservations for the school or
department.
9. A limited use Purchase card (P-Card) may be used for
purchases of items/services
normally purchased by low value purchase orders
in lieu of issuing a
purchase order.
10. Use of the Purchase card is limited to particular Merchant
Category Codes (MCC) and the user must comply with the Board’s
purchasing policy and procedures.
11.
A purchase card shall be held by the Materials Management
Department without MCC restrictions for special circumstance purchases
and shall be under the care and control of the Senior Coordinator,
Finance.
12. Exceptions to this policy and resolution of any dispute arising
shall be at the discretion of the Director for staff and the Board in
the case of trustees.
e) Report regarding Offering of Hospitality or Gifts.
URGENT
p.36-p.42
That a new Human Resources
– Miscellaneous policy, Offering of Hospitality or Gifts be adopted as
follows:
Policy:
It is the policy of the Toronto Catholic District School Board that
elected officials and staff designated by the Director may offer
hospitality or gifts on behalf of the Board where necessary and
reasonable in the course of their duties.
Definition(s):
Hospitality is the provision of food, beverages, accommodations,
transportation, or other amenities at Board expense.
Gifts are tokens of appreciation or promotional materials given to
persons who are not attached to the Board in exchange for pro bono
services or employees as identified in the regulations.
Regulations:
1.
Hospitality and gifts may be extended on behalf of the Board
when:
(i) Recognizing staff or other individuals for outstanding
achievement (e.g. retirement, service, meritorious awards, etc.);
(ii) Engaging representatives of other Boards, the broader public
sector, industry, public interest groups, or unions in discussions on
official matters;
(iii) Providing individuals from provincial, national, or international
organizations and charitable organizations with an understanding and
appreciation of the workings of the Board and;
(iv) Sponsoring or attending formal conferences related to the goals
of the Board.
2. Hospitality offered to others may include the moderate
consumption of alcoholic beverages with a meal. The cost of alcohol
cannot exceed the cost of food. Elected officials shall be guided as to
whether to order alcoholic beverages according to guest preference.
(i) Alcoholic beverages may be offered during a reception approved by
the Board. These should not include premium brands or vintage wines.
Costs of alcohol must be reasonable.
3. Gifts of appreciation should be of a value of less than $50.
Gifts of greater value must be approved by the Director for designated
staff or by the Chair for elected officials.
4. All expenses related to hospitality and gifts in this policy must
be submitted on the Board’s expense reports and must be accompanied by
original detailed receipts or invoices with the names of those in
attendance, their roles and the purpose of the expenditure.
5. Approvals of
expenses under this policy will be obtained from the immediate
supervisor; in the case of trustees, the Chair of the Board; in the case
of the Chair, the administrator of Corporate Services or designate; in
the case of the Directors Council, the Director of Education and the
Chair of the Board will approve all of the expenditures of the Director.
6. The TCDSB will assume no obligation to reimburse expenses that
are not in compliance with this policy.
7. Exceptions to
this policy and resolution of any dispute arising shall be at the
discretion of the Director for staff and the Board in the case of
trustees.
f) Report regarding Advertising Policy.
URGENT p.43-p.48
Policy:
It is the policy of the Toronto Catholic District School Board that
advertising should be for the purposes of informing and educating the
public, as well as creating awareness of education programs, services,
events and community activities of specific interest or benefit to
students, parents/guardians, staff, Catholic School Supporters and
stakeholders.
Advertising is permitted for the on-going business functions of the
Board in accordance with purchasing and procurement policies and
procedures.
Regulations:
1. Board wide advertising shall be paid for from the approved
Board’s annual budget.
2. Board wide advertising shall be done in a cost effective manner
and in accordance with the Board’s purchasing policy.
3. Advertising by the Board will present objective, factual and
explanatory information based on verifiable facts.
4. TCDSB will not engage in advertising where the objective of the
advertisement is to encourage students of a coterminous board to
register as a TCDSB student.
g) Report regarding Changes to Student Trustee Policy.
URGENT
p.49-p.70
1.
That the student trustee leadership
scholarship be rescinded.
2.
That policy T. 02, Student Trustee, be
rescinded.
3.
That a new policy T. 02, Student
Trustee, be approved as follows:
Policy:
In accordance
with the provisions of the Education Act, the Toronto Catholic District
School Board will establish and maintain a Student Trustee position(s)
on its Board of Trustees.
The Toronto Catholic District School Board recognizes the
benefits accrued when students have an opportunity to share and
represent the perspectives and insights of their various school
communities. To assist the Student Trustee in garnering these
perspectives and insights, the Catholic Student Leadership Impact Team (CSLIT)
is established. Each Secondary School shall have a representative.
Regulations
-
The Toronto Catholic District School Board shall
establish one student trustee position to represent the interests of
students in the last two years of the intermediate division and in
the senior division of the board.
-
The term of a student trustee runs from August1st
of the year of election through July 31st of the
following year. Following election process, the Student Trustee(s)
Elect will be entitled to attend Board and Committee meetings in
May, June and July along with the Student Trustee Incumbent(s) in
order to familiarize themselves with the duties of the Office of
Student trustee and the issues which are before the Board and which
are of concern to and have impact on the student population of the
Board.
-
Each secondary school will be entitled to put
forward one candidate for election for the position of Student
Trustee.
-
Each candidate for the position of Student
Trustee shall meet the following qualification criteria:
· The
student trustee must be a Roman Catholic student enrolled at a Toronto
Catholic District School Board secondary school, and during his or her
term of office must be a full-time student in the senior division by the
commencement of their term;
·
must receive the written approval of his
or her school principal to stand for election and present a letter of
reference from either one of his or her teachers or guidance
counsellors;
·
must be maintaining a grade
average of 70% or better at the time he or she becomes a candidate for
the position and must maintain a 70% average throughout his or her term
of office; and
·
must meet the eligibility requirements
within the Education Act related to Catholic District School Board
Trustees, excluding those related to age and residence.
-
The Superintendent of Education, Curriculum and
Accountability Department or designate, shall establish procedures
to assist the student trustee in fulfilling his/her roles and
responsibilities.
-
A student trustee shall be
entitled to reimbursement of out-of-pocket expenses as if they were
members of the board.
-
A student trustee shall be paid
an honorarium of $2,500 per term which shall be prorated if the
trustee holds office for less than a full term.
-
A student trustee has the same
status as a board member with respect to access to board resources
and opportunities for training.
-
The successful candidate
elected/appointed to the position of Student Trustee will have the
following rights/responsbilities.
Rights:
· to
receive public session materials for all Board and Standing Committee
meetings; attend and participate in all public session meetings of the
Board and Standing Committees;
·
to receive private session materials for all Board and
Standing Committee meetings and to attend and participate in private
session meeting except where such materials and meetings involve the
disclosure of intimate, personal or financial information in respect of
a member of the board or committee, an employee or prospective employee
of the board or a pupil or his or her parent or guardian;
· A
student trustee is entitled to require that a matter before the board or
one of its committees on which the student trustee sits be put to a
recorded vote, and in that case there shall be,
(a)
a recorded non-binding vote that includes the
student trustee’s vote; and
(b) a recorded binding vote that
does not include the student trustee’s vote.
·
A student trustee is not
entitled to move a motion, but is entitled to suggest a motion on any
matter at a meeting of the board or of one of its committees on which
the student trustee sits, and if no member of the board or committee, as
the case may be, moves the suggested motion, the record shall show the
suggested motion.
Responsibilities:
·
to promote a voice for students in the last two years
of the intermediate division and those in the senior division on the
TCDSB;
·
to inform the student body at large through liaison
with and seeking advice from TCDSB Student Councils, and with the
Toronto inter-board council of the Ontario Catholic Student Council
Federation (OCSCF);
attend public and permitted private session meetings
of the Board and its Standing committees;
·
demonstrate confidentiality and discretion where
required and act in accordance with the Board’s Policies, By-laws, and
Rules-of-Order; and
·
uphold and promote the Board’s Mission and Vision in
performance of his/her duties.
·
The student trustee, once sworn in
by the Board, the student trustee shall be the Chair of the Catholic
Student Leadership Impact Team. The CSLIT will hold at least one meeting
per month.
·
The Student Trustee will report
regularly to the Board of Trustees and to the CSLIT on their respective
activities. At the end of his/her term, the student trustee will provide
a report re: issues of concern to students.
·
The student trustee will
participate in Catholic student leadership development activities
associated with the fulfillment of the roles and responsibilities of the
student trustee including the organization of the “Voices That
Challenge” student trustee conference.
·
The student trustee
will participate in Catholic student leadership development activities
associated with the fulfillment of the roles and responsibilities of the
student trustee.
· The
student trustee will hold membership in the English Catholic Board
Council of the Ontario Student Trustees' Association.
10. Process
for election of Student Trustee.
(a)
The student trustee will be elected by
representatives of each secondary school at a Catholic Student
Leadership Impact Team meeting no later than April 30th in
each school year. For the election to be valid, there must be at least
17 secondary schools present at the meeting where the student trustee is
elected. Each secondary school is entitled to nominate one
representative to run for the position of student trustee. Each
secondary school is allowed to have one vote in the election of student
trustee but must be represented at the election meeting.
(b) Notice seeking the nomination of one candidate
for the position of student trustee from each TCDSB Catholic secondary
school is sent to each school principal and Student Councils for posting
and communication to students in March of each school year.
(c) Each Secondary School, via the Principal and
Student Council, is requested to appoint either the President of the
Student Council or his/her designate to sit on a Student Trustee
Selection Committee for the purpose of reviewing applications for the
position of Student Trustee and nominating a candidate for the position.
(d) Applications will first be
received and pre-screened by staff assigned by the Office the Director
of Education to ensure each applicant its eligible under the
requirements of the Board Policy, Education Act and Regulations.
(e) An
all-candidates/election meeting will be held in April of each school
year at which time a presentation will be made by the nominees and a
vote by the school representatives will be conducted under the
supervision and guidance of staff.
(f) Where a vacancy occurs, the
CSLIT will recommend to the Board, a student for the balance of the
student trustee's term.
11. The
TCDSB Student Trustee shall be required to wear a uniform which is
representative of all TCDSB schools, when in attendance at Board or
Board Committee meetings, when representing the Board at either internal
or external board-related business meetings, or when meeting with other
students in the Board in the capacity of student trustee. When
representing the School Board, the Student Trustee should be expected to
wear suitable attire which is appropriate to the occasion: e.g. school
uniform, Student Trustee uniform or business casual.
The Student Trustee
uniform shall consist of:
· Grey
or black school uniform type pants of the student's choice, or
optionally the local school kilt for female student trustee;
·
A pullover for use in
cooler conditions, or a short-sleeve golf-style shirt for warmer
conditions, designed to encompass one or both of the Board approved
logo's in either the circular or horizontal design as shown below:
·
variety of vests,
pullovers and shirts are available for this purpose which include the
Board logo for use by the Student Trustee
·
The pullover may be
worn with a white shirt or blouse of the student's choice;
·
Appropriate dress
shoes of the student’s choice.
The Board shall provide annually for a budget from the
Trustee Services budget for the purchase of Student Trustee uniform
items for use and retention by the student trustee during his/her term
of office.
h) Report regarding Conferences, Conventions and Professional
Development Events. URGENT p.71-p.79
1. That policy A.
01, Travel Expenses – Board Officials, be rescinded.
2. That a new
Human Resources – Miscellaneous policy, Conventions, Conferences and
Professional Development be adopted as follows:
Policy
Expenses incurred while attending conferences, conventions and other
professional development activities as an approved representative of the
Toronto Catholic District School Board shall be reimbursed.
Regulations:
1. Requests for attendance of an event as a TCDSB representative
under this policy must have the support of the immediate supervisor
and/or superintendent.
2. A completed conference request form and supporting documentation
with the rationale for the request is required.
3. Approval for conferences or events within Ontario lies with the
appropriate Deputy Director.
4. Approval for conferences or events outside of Ontario lies with
the Director or designate.
5. Allowable expenses for an approved representative are determined
as follows:
Conferences,
Conventions and Professional Development
(i) Courses, conferences or workshop fee or registration charges;
(ii) Meals at
reasonable cost during the scheduled event which are not included in
registration;
(iii) Automobile
expenses, mileage and parking for use of a personal vehicle;
(iv) Taxi receipts
or public transportation at the lowest fare practicable;
(v) Standard
hotel accommodation at the government rate with prior approval;
(vi)
Transportation costs at the lowest fare practical for conferences
or conventions outside of the GTA (e.g. air flight, vehicle rental, taxi
costs);
(vii) Other
business expenses (e.g. telephone, fax, internet).
The following
will not be reimbursed:
(i) Recreational costs (e.g., fitness facilities, video rentals,
mini-bar charges, etc.);
(ii) Ticket costs for theatre, concert, movie or sporting events;
(iii) Purchase of
promotional items;
(iv) Parking tickets, traffic violations; and
(v) Other automobile expenses (e.g towing, repairs).
6. Reimbursement for expenses, on the approved expense claim
report form must be submitted within three months of an individual
expense.
7. An expense claim
must indicate the date and nature of the function attended and be
accompanied by original receipts providing detailed line items of each
expense; travel, accommodation meals etc;
8. All expense
reports and documentation must be approved by the immediate supervisor
and/or the superintendent as appropriate.
9. Exceptions to this policy and resolution of any dispute
arising shall be at the discretion of the Director for staff and the
Board in the case of trustees.
13.
Reports of Officials and
Special Committees for INFORMATION of the Board.
a) Update on Grants for Student Needs.
(to be distributed).
URGENT
Receive.
b) 2006-2007 Budget Compliance Status Report.
URGENT
p.80-p.83
Receive.
c) Report regarding Proposed Transportation Budget Cuts.
p.84-p.94
Receive.
d) Report regarding Safe Departure and Drop Off Practices.
p.95-p.126
Receive.
e) Report regarding Gifted Transportation.
p.127-p.130
Receive.
f)
Report
regarding Canadian Parents for French: Submission to the Ministry of
Finance. p.131-p.136
Receive.
g)
Report regarding
Capital Funding Update 1) Enrolment Pressures Grant 2) Stranded Capital
Debt 3) Primary Class Size. URGENT p.137-p.146
Receive.
h)
Verbal Update regarding the TELUS Proposal.
Receive.
i)
Report
regarding 2006-07 School Budgets Compared to Actual and Committed
Expenditures for the period September 1, 2006 to February 28, 2007. p.147-p.153
Receive.
j)
Report
regarding School’s Outside Agency Account Status Report for the period
September 1, 2006 to February 28, 2007. p.154-p.159
Receive.
k)
Report regarding
School’s CSAC Account Status Report for the period September 1, 2006 to
February 28, 2007. p.160-p.166
Receive.
l) Report regarding Education Development Charges (“EDC”) for the
period September 1, 2006 to February 28, 2007. p.167-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:
| Date Requested |
Subject |
Date Due |
Delegated To |
|
Apr/05 |
Report regarding changes to tender
process to give staff the option to
purchase or price shop for service vehicles in the future.
|
Apr/07 |
P. Matthews |
|
Jan/06 |
Report regarding Exterior Signage
Especially at Secondary Schools |
Apr/07
|
A. Sangiorgio |
|
Jan/06 |
Report regarding signage on board Vehicles.
|
Apr/07
|
A. Sangiorgio |
|
Mar/06 |
Report regarding the need for a
port-a-pak at Neil McNeil Catholic Secondary School.
|
Apr/07 |
A.Sangiorgio |
|
Mar/06 |
Report regarding policy to govern the decisions to hire those companies whowill
provide us with facilities
that are energy efficient. |
To be considered as part of Tender process
review |
A.Sangiorgio |
|
June/06 |
Report regarding development of of
protocol regarding heat in the schools. |
Apr/07 |
A.Sangiorgio |
|
Dec/06 |
Report regarding Municipal Freedom of Information and Protection Of
Privacy Act relating to Trustees,
what Trustees are privy to from Board issues to operational issues and why Trustees can or cannot be provided
with information. |
Apr/07
|
P.Matthews |
|
Jan/07 |
Report
with appropriate policy and
revisions addressing signage for closed schools |
May/07 |
A.Sangiorgio |
|
Jan/07 |
Report regarding security cameras at
Dante Alighieri Catholic
Secondary School. |
Apr/07 |
A.Sangiorgio |
|
Jan/07 |
Report regarding protocol and Policies on the use of Personal Electronic devices in schools
|
Apr/07 |
P.Crawford |
|
Feb/07 |
Report regarding Approval Process for Distribution of Material from Outside
Organizations. |
April/07
(Referred
back) |
M.J. Deighan |
18. RESOLVE INTO
PRIVATE SESSION. |
