AGENDA

ADMINISTRATIVE AND CORPORATE SERVICES COMMITTEE

PUBLIC SESSION
Wednesday, May 9, 2007
7:00 p.m.     

1.               Memorials and Prayer.

2.           Roll Call and Apologies.

3.           Approval of the Agenda 

              THE MEETING WILL RESOLVE INTO PRIVATE PRIVATE SESSION AT 9:00 p.m. 

4.           Declarations of Interest. 

5.             Approval and Signing of the Minutes of the Regular Meeting held April 11, 2007 for PUBLIC SESSION.     p.1-p.13 

6.             Presentations: 

a)            Brian Philcox, FASworld Canada, regarding Fetal Alcohol Syndrome. 

b)         Scott Grieve, Officer of Energy Management and Conservation and Roberta Oswald, Science Resource Teacher, Elementary  regarding Environmental Council Update.           

7.             Delegations: 

a)             Mandy Gyulay, CSAC Chair of St. Vincent de Paul Catholic School regarding facilities. 

b)            John Romano, representing the CSAC of St. Augustine of Canterbury Catholic School regarding the immediate accommodation plans for the school. 

c)             Belinda Bonsu, President of the Student Council of St. Augustine of Canterbury Catholic School, regarding issues at the school. 

d)             Gaspare Galati, community representative for the CSAC at St. Augustine of Canterbury Catholic School on accommodation at the school. 

e)            Meaghan Grego, student at St. Augustine of Canterbury Catholic School, regarding the need for an addition at the school. 

f)              Sonia Suarez, parent of St. Augustine of Canterbury Catholic School, on accessibility issues at the school. 

g)             Maria Grego, parent of St. Augustine of Canterbury Catholic School, regarding the long term accommodation plan at the school. 

h)             Susan Luciani, parent, St. Augustine of Canterbury Catholic School, regarding various issues at the school.

8.         Trustee Matters: 

a)         From Trustee Andrachuk, regarding request for liquor license for TDCAA appreciation dinner at Father John Redmond  Catholic Secondary School’s, Thursday, June 14, 2007.  p.14-p.15 

            That permission be granted to obtain a liquor permit for the use of Father John Redmond Catholic Secondary School for the TDCAA appreciation dinner on Thursday, June 14, 2007 from 5:00 p.m. to 10:30 p.m. 

b)            From Trustee Rizzo, regarding liquor permit for St. Antoine Daniel Catholic School for the “after party” for their Swim Meet Committee and volunteers on Friday, June 1, 2007 from 7:00 p.m. to 10:00 p.m.   p.16-p.17 

                        That permission be granted to obtain a liquor permit for the use of St. Antoine Daniel Catholic School for the “after party” for their Swim Meet Committee and volunteers on Friday, June 1, 2007 from 7:00 p.m. to 10:00 p.m. 

c)             From Trustee Kennedy, regarding Asian Heritage Month.  p.18-p.23 

            That the following history be received and that the trustees and staff promote the Asian Heritage Event within their schools: 

·               The historical involvement of the TCDSB in Asian Heritage Month with The Canadian Foundation for Asian Culture (Central Ontario) Inc which brought about the first major joint school board/community initiative in 2005 in Brebeuf College School.

·               The 2005 historical liaison with the Canadian Multicultural Council – Asian in Ontario (CMC – AO).

·              The Asian Institute (University of Toronto Munk Centre for International Studies) 2006 Roundtable with the Honourable Vivienne Poy and former Deputy Minister of Education - Ben Levin.

·              The 2006 TDSB/Canadian Foundation for Asian Culture (Central Ontario) Inc program in the Performing Arts Centre.

·              The 2007 Joint TCDSB/TDSB Asian Heritage Month Programs across the city, the positive collaboration between both boards of education to recognize the diversity in demographics of its students, parents, staff, Trustees and stakeholders, and the meaningful engagement through various forms of curricula.  

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 Gifted Transportation.  (Referred to the Committee by the Board at its meeting of March 28, 2007).   p.24-p.27 

            Receive. 

b)             Communication from Councillor Giorgio Mammoliti regarding boundaries for St. Basil-the-Great College School.  .  (Referred to the Committee by the Board at its meeting of April 18, 2007).   p.28 

      Receive. 

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

            a)         Report regarding S.16 Access to Pupil Information.  p.29-p.36 

                        1.         That policy S. 16, Access to Pupil Information, be rescinded. 

2.         That a new policy, S. 16 Access to Pupil Information, be adopted as follows: 

                                    Policy: 

The Toronto Catholic District School Board requires that all staff will strictly observe confidentiality with respect to pupil‑identifying records, including health and other records, maintained by the Board. 

Access to pupil records shall be in compliance to existing federal, provincial Acts and the most current Ontario Student Record Guideline. 

Regulations: 

1.         Maintenance of Confidentiality  

Principals shall regularly review with teaching and other staff the obligation of maintaining confidentiality respecting pupil records imposed by the Education Act, the Municipal Freedom of Information and Protection of Privacy Act and the Ontario Student Record Guideline. No employee of the Board shall provide information about any student or their family to any outside agency, including immigration officials, unless legally obliged to do so.  

2.             Providing Pupil Information To Another School, Private School Or Other Educational Institutions  

Principals shall adhere to the requirements of the Regulation respecting Pupil Records (Ontario Student Record Guideline) governing the transfer of Pupil Records when a pupil transfers from one school to another.  

3.         Providing Pupil Information To A Pupil, Or His/Her Parent Or Guardian  

A pupil, and his or her parent or guardian where the pupil is a minor, are entitled to examine the record of such pupil. 

A separated or divorced parent is entitled to be given information as to the education of that parent’s child unless and until there is either an Order of the Court or a term in a separation agreement denying the person access to the child.  

Unless the pupil, parent or guardian, and the existence of the necessary relationship of the latter two to the pupil are all actually known to the principal, proper identification should, with sensitivity and discretion, be insisted upon.  

4.             Providing Pupil Information To Others  

Every person shall preserve secrecy in respect of the content of a record that comes to the person’s knowledge in the course of his or her duties or employment, and no such person shall communicate any such knowledge to any other person except, 

(a)          as may be required in the performance of his or her duties; or 

(b)          with the written consent of the parent or guardian of the pupil where the pupil is a minor; or 

(c)           with the written consent of the pupil where the pupil is an adult; or 

(d)           through a search warrant requiring the surrender of an Ontario Student Record to the police; or 

(e)            through a subpoena or appropriate court order; or  

(f)             where a teacher or the principal may have information where it is suspected that the child is in need of protection as defined in the Child and Family Services Act; or  

(g)           upon request of the medical officer of health as provided in the Education Act; or 

(h)           where the Municipal Freedom of Information and Protection of Privacy Act permits a school board to disclose confidential information to the police to aid an investigation undertaken with a view to a law enforcement proceeding or from which a law enforcement proceeding is likely to result. 

            b)         Report regarding Policy T.18, Constituency Assistants.  p.37-p.40 

                        That the current policy T. 18, Constituency Assistants, be rescinded. 

1.            That a new policy, T. 18, Constituency Assistants be approved as follows: 

                        Policy: 

The Toronto Catholic District School Board will, at the request of a Trustee, retain the services of a Constituency Assistant(s) who will provide administrative assistance to the Trustee in the normal performance of his/her duties.  

                        Regulations: 

1.             At the discretion of an individual Trustee, the Board, on a renewable annual basis, will employ or enter into a service contract with a constituency assistant(s) at a cost per Trustee not to exceed $18,000 per annum inclusive of net GST. Signed copies of the contract(s) must be received by the Administrative Assistant to Trustee Services prior to commencement of the contract. No portion of the amount allowed for constituency assistants which is unused may be carried forward to a future year. 

2.             Administratively, the following rules will apply with respect to constituency assistants:  

(i)            Each Trustee Ward will be provided at Board cost with one standard cellular telephone and one computer and printer for use by the Constituency Assistant(s) if hired as an employee of the Board 

(ii)           A constituency assistant retained not as an employee but as an “independent contractor” will not be provided with a cellular telephone, computer or printer in order that the constituency assistant’s status as independent contractor not be tainted for Income Tax purposes. 

(iii)         Office space on TCDSB property, including telephone access, will be provided to an employed constituency assistant subject to availability.

(iv)          A constituency assistant’s employment or service contract will terminate not later than the end of the Trustee’s term of office.

(v)            As prescribed by Ontario Regulation 521/01, all constituency assistants will, as a pre-condition of the Board entering into an employment or service contract, provide the Board with a criminal background check.

(vi)          A self employed constituency assistant must submit, on a monthly basis, an invoice signed by the assistant and the trustee to the Administrative Assistant Trustee Services.

(vii)        A Board employed constituency assistant must inform the Human Resources Department if they are absent from his/her duties. 

3.             As directed by an individual Trustee, a Constituency Assistant may be provided with information that is not protected by privacy and confidentiality considerations subject to the applicable provisions of the Education Act and the Municipal Freedom of Information and Protection of Privacy Act. 

4.             No constituency assistant shall perform duties with respect to an election or re-election campaign of the trustee. 

5.             Contracts for constituency assistants and related documents shall be retained by the Corporate Services department for audit purposes. 

c)         Report regarding Professional Services for Wide Area Network (WAN) Services Project.  p.41-p.43 

            That the Request for Proposal for Professional Services for WAN and LAN design be awarded to Excendis, being the lowest cost proposal that best met the Board’s RFP requirements, in the amount of $172,980.00 plus $3,321.22 net GST for a total of $176,301.22 

d)         Report regarding Portable Replacement and Renewal Program.   p.44-p.63 

            That a portable replacement program be approved, as described herein, subject to the availability of funding from the Ministry of Education. 

e)         Report regarding Don Bosco Disposal of Portables Trustee Ward 1.  p.64 

            That portables #620-E-86, #621-E-72, #943-E-93, #622-E-86, 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 ratified. 

f)          Report regarding Unit Price – Portable Moving.   p.65-p.67 

            That the contract for the Board’s 2006/2009 Portable Moving – Unit Price Contract be awarded to the low bidder meeting Board specifications, Douglas Hunter Developments Ltd. (as described in Appendix “A”), for any services as required.  The Board has the option of approving one or two year Portable Moving contracts at the quoted prices. 

g)         Report regarding Draft Generic School – Valuation Framework School Accommodation Review Policy (S.09).   p.68-p.82 

1.             That the generic school valuation framework, which provides a means of assessing each of the four components (i.e. value to the student, value to the community, value to the school board, value to the local economy) be approved in principle by the Board. 

2.             That once approved by the Board, the generic school valuation framework in final format be incorporated as an appendix to the School Accommodation Review Policy (S.09). 

h)         Report regarding CCTV Inspection and Maintenance Program for Budget Year 2007 to 2008 at Board Sites.  p.83-p.86 

            That the contract to inspect, maintain, repair and install minor upgrades to video surveillance systems at various Board sites for a term of one (1) year be awarded to AC Technical Ltd. in the amount of $182,176.00, plus net of GST of $1,577.77 for a total of $183,753.77.  Funding is available in Board Facilities Maintenance accounts 848/161 and 849/161.            

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

            a)         Report regarding 2007-08 Draft Budget Status Report #2.  p.87-p.92 

                        Receive. 

b)         Report regarding TCDSB Environmental Committee – Council Update.  p.93-p.98 

                        Receive. 

c)         Report regarding 2006-07 School Budgets Compared to Actual and Committed Expenditures for the period September 1, 2006 to April 30, 2007.   p.99-p.105 

                        Receive. 

d)         Report regarding School’s Outside Agency Account Status Report for the period September 1, 2006 to April 30, 2007.   p.106-p.111 

                        Receive. 

e)         Report regarding School’s CSAC Account Status Report for the period September 1, 2006 to April 30, 2007.    p.112-p.118                      

                        Receive. 

f)              Report regarding Education Development Charges (“EDC”) for the period September 1, 2006 to April 30, 2007.   p.119-p.128 

            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.