AGENDA

ADMINISTRATIVE AND CORPORATE SERVICES COMMITTEE

PUBLIC SESSION
Wednesday, June 6, 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 May 9, 2007 for PUBLIC SESSION.    p.1-p.17

6.              Presentations: 

a)            John Hrajnik, Deputy Director of Business Services and Chief Financial Officer, regarding the 2007-2008 Budget.          

7.             Delegations: 

a)            Adelle Generon, parent of St. Denis Catholic School regarding greening and shade. 

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

c)         Kingsley Morrison, representing Nu Generations Arts Group and Youth Services regarding the lease at former St. William Catholic School. 

d)         Mandy Gyulay, representing the CSAC of St. Vincent De Paul Catholic School, regarding the Long Term Accommodation Plan. 

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. 

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

a)       Report regarding Budget Estimates 2007-2008.   p.18-p.28 

1.            That the 2007-08 in year Budget Expenditures be approved in the amount of $849,731,946 incorporating permanent reductions of $2.9M as indicated in this report to deal with the 2007-08 in year deficit but would still reflect the $18.4M accumulated deficit. 

2.            That the estimated 2006-07 year end accumulated deficit of $18.4M be dealt with in 2008-09 in order to remain within the context of a 3 year deficit management plan. 

3.            That any 2006-07 and 2007-08 in year savings be used to reduce the estimated 2006-07 year end accumulated deficit of $18.4M.

4.             That staff report back to the Board of Trustees, in the 2008-09 Budget Process, on the status of the accumulated deficit and identify options to deal with the accumulated deficit in 2008-09. 

5.            That staff and Trustees continue to lobby the Ministry for historical deficiencies of the funding model. 

b)            Report regarding TCDSB Mould Protocol and Intrusive Inspections of Portables.   p.29-p.32 

           That the Board approve the creation of a new position for a Safety Officer for Portables to concentrate exclusively on all health and safety issues pertaining to portables as outlined in option 5(b).                       

c)            Report regarding Security Intrusion Monitoring Panels.   p.33-p.34 

                        That the new standard for security intrusion monitoring panels; developed by IBM for TCDSB be adopted and implemented at 210 Board sites at an estimated cost of $225,000. 

d)            Report regarding Audio/Video Entry Systems at Elementary Schools.  p.35-p.37 

                        That the installation of the new video entry-phone standard as outlined and recommended by IBM be approved at the remaining forty-six (46) elementary schools identified in Appendix “A”. 

e)             Report regarding Digital Signage – Secondary Schools – Unit Price.  p.38-p.40 

1.            That the Board’s 2007/2008 Unit Price Contract for digital signage (lawn and wall-mounted) be awarded to the low bidder, Everest Signs. 

2.             That the digital signage both lawn and wall-mounted be approved as the Standard Secondary Schools signage. 

f)              Report regarding St. Augustine Catholic School – Accommodation Issues.  p.41-p.60                       

1.         That Option C, the installation of a modular building (E–pod) as a pilot project, combined with the purchase and installation of 5 new, steel structured, fully ventilated and air conditioned portables, and interior modifications/alterations, all at an estimated cost of $1,522,000, be approved for September 2007. 

2.         That as an alternative, if Option C is not possible for September 2007, Option B, the purchase and installation of 11 new, steel structured, fully ventilated and air conditioned portables, combined with interior modifications to the main building, all at an estimated cost of $1,272,000, be approved for September 2007. 

g)         Report regarding Feasibility of Reopening the North Building of St. Vincent De Paul Catholic School.  p.61-p.81           

                       That the North Building at St. Vincent De Paul Catholic School be reopened for school purposes effective September 2007.                       

h)             Report regarding Transportation Policy Changes.  p.82-p.88 

            That the Transportation policy S.T.01 be rescinded and the following policy be adopted.

                   TRANSPORTATION - S.T.01

                   Policy

Transportation may be provided to pupils in Special Education Programs or where a substantial number of Catholic pupils have difficulty in availing themselves of a Catholic education.

                   Regulations:

                        1.         Home to school transportation shall:

a)         be provided for elementary level pupils who are deemed exceptional by an I.P.R.C. and require programs not offered in their home school;

b)         be provided for elementary level pupils who are certified by a medical practitioner to be temporarily or permanently unable to walk to school due to ongoing medical issues and supported through Board approved documentation signed by a physician;

c)         be provided for qualified pupils living within the transportation area of an Eastern Rite Catholic elementary school where the walking distance to the school is more than 1.5 km;

d)         be provided where no less than 30 existing or new elementary school pupils live more than 1.5 km from the nearest Catholic school or the proposed site thereof; or where safety hazards, as defined, exist;

e)         be considered by the school principal for elementary level pupils as a temporary service where individual hardship exists and home to school transportation is the most appropriate response in accordance with the guidelines for extenuating circumstances as established by the Board from time to time; and

f)          where funds are available, service is provided for all (resident) pupils attending the gifted program who reside more than 1.5 km from the centre school which they attend.

g)         where funds are available, service is provided for all French Immersion students (SK to grade 8) who reside more than 1.5 km from the centre school they attend.

h)         be provided for students in select geographical areas whose home school is over subscribed and redirection to another local facility with sufficient capacity best addresses the needs of the community and the School Board;

                        2.               TTC tickets shall:

a)         be provided for elementary pupils attending St. Michael Choir School who live more than 1.5 km from the school;

b)         be provided for individual pupils attending Eastern Rite Catholic Schools who do not live within a school transportation area;

c)         where funds are available, be provided for elementary and secondary school pupils as a temporary service where individual hardship exists and TTC tickets are the most appropriate response;

d)         be provided for elementary school pupils attending partial immersion programs (middle immersion grades 5 to 8) where the walking distance to the program is 1.5 km or more and TTC service is available and utilized;

e)         where funds are available, be provided for resident and non-resident pupils attending the Gifted Program who reside 1.5 km or more from the centre school and TTC service is available and utilized;

f)          be provided one way for resident and non-resident secondary school pupils enrolled in cooperative education programs provided that TTC service is available and utilized.

3.         Regular home to school transportation for kindergarten programs shall:

a)         be provided for all pupils who reside more than 1.5 km from the school to which transportation is normally provided; and 

b)         be considered by the school principal for any pupil residing less than 1.5 km from school where adequate parental supervision cannot be provided while en route to or from school or personal hardship, family circumstances or unusual hazards warrant.

4.         Where funds are available, School to School transportation shall be provided for all Grade 5 and 6 pupils enrolled in the gifted program.

5.         Anyone wishing to appeal a decision or recommendation made by staff can appear in person at the Board’s Administrative and Corporate Services Committee to present their case to the Board of Trustees.    

i)               Report regarding 2006-2008 School Renewal Program May 2007 Status.  p.89-p.98 

                        That the 2006-2008 School Renewal Program, as currently revised in Appendix A, be approved. 

j)              Report regarding V.P.05 Police Investigation.  p.99-p.109 

1.             That V.P. 05, Police Investigation, be rescinded.

2.             That a new policy V.P. 05, Police and Immigration Investigations, be adopted as follows:

                   Policy:

The Toronto Catholic District School Board is committed to providing its students with a quality Catholic Education within a safe and welcoming school environment. While respecting the rights and responsibilities of all parties concerned, staff will cooperate fully with the police and others carrying out their responsibilities as part of a law enforcement investigation or proceeding. 

                    Regulations: 

1.             In instances of law enforcement investigation, school authorities shall respect the rights of all individuals involved. It is an accepted position that parents and guardians place their children in the Board’s care during the hours that they are in school. Board staff stands “in loco parentis”. 

2.             An investigation can be initiated by the police, Immigration officers, the appropriate Children’s Aid Society, the principal or designate, a victim or a victim’s parent/guardian .The victim may be a student or a staff member. 

3.             The access of police and Immigration officers to pupils and the procedures to be followed will be governed by S. 15 Access to Pupils, S. 18 Apprehension or Arrest of Pupils and the Police/School Board Protocol. 

4.             The provision of personal pupil information to officers shall be governed by S. 16 Access to Pupil Information and the Police/School Board Protocol.

5.             When students are to be interviewed or arrested, they shall not be called to the school office over a Public Address System. Wherever possible, principals or designates should go to the classrooms to get the student.             

6.             Police Investigations to Assist Educators/Staff Members  

(a)           When an educator or other staff member is a victim of an alleged criminal offence, committed in the workplace or otherwise work‑related, that employee shall: 

(i)           have access to the police to lay a complaint;  

(ii)         have the support of the Board in this decision; and  

(iii)        have access to all support services available to such employees.  

(b)           When an educator or other staff member is to be interviewed as part of a police investigation, the principal/designate shall request that such interview be conducted with minimal disruption to the school community and respecting the individual rights and confidentiality of all persons involved.  

k)                  Report regarding S.S.04 Access to School Premises.    p.110-p.130 

1.                  That policy S.S. 04, Access to School Premises, be rescinded. 

2.          That a new policy, S.S. 04, Access to School Premises, be adopted as follows:

                        Policy: 

The Toronto Catholic District School Board encourages visits to the schools and school sites, operated by the Board, from those with a statutory right to visit and from those whose presence will be of benefit to the pupils and/or staff.  

Access to school premises both during and after school hours shall also be governed by the Board Permit Policy and procedures. 

                        Regulations: 

1.             The Board recognizes that the following persons are permitted to be on school premises pursuant to the Education Act and Ontario Regulation 474/00, Access to School Premises: 

(a)               A person enrolled as a pupil;

(b)               A parent or guardian of such pupil;

(c)                A person employed or retained by Board;

(d)               A person who is otherwise on the premises for a lawful purpose;

(e)               A person who is invited to attend an event, a class or a meeting on school premises, provided the person is on the premises for that purpose;

(f)                 A person who is invited onto school premises for a particular purpose by the principal, a vice-principal or another person authorized by the Board policy provided the person is on the premise for that purpose;

(g)               A trustee of the Board;

(h)               A Member of the Provincial Legislature for the school in his/her constituency; or

(i)                 A member of the clergy for the Roman Catholic Church who has pastoral charge of the area in which the school is situated. 

2.             Those individuals who are permitted on school premises in accordance with regulation 1 are not entitled to have access to all areas of the school premises.  The principal shall determine access to pupils in a classroom according to Policy S.15, Access to Pupils. 

3.             Visitors for Presentations and Performances 

The Director, the appropriate supervisory officer, the principal or a teacher following consultation with the Principal, may invite visitors to make instructional or other presentations to and for the benefit of the pupils or the staff of the school.  Presentations must be in harmony with the expectations for the Ontario Catholic School Graduate and be in harmony with the Mission and Vision Statements of the TCDSB.  For this reason, appropriate staff is required to scrutinize the aims, objectives and methods of those invited to make presentations in the school. 

(a)               Announcements by Political Parties (Provincial) 

1.             Between provincial elections, the Governing Party shall have the ability to hold announcements in our schools related to Education and Early Childhood policies.  Requests for access shall be made through the Director of Education prior to the event. 

2.             During a writ period of a provincial election no political parties may make public announcements in TCDSB schools.  

(b)           All Candidates Meetings:  

The Board continues to encourage political awareness during election campaigns by means of “all-candidate meetings" for its secondary school students. These may be organized during the school day with the permission of the Principal and Superintendent. Such meetings are to be conducted under the following guidelines:  

(i)             All registered candidates must be invited to attend.

(ii)           A panel of students is to be set up with questions approved by the supervising teacher or Principal.

(iii)         The Principal or a designated teacher must act as moderator.

(iv)         Each candidate will be given an equal opportunity to speak and to answer questions.

(v)           The meeting is to be held for the education of the students on policy issues. Personal criticisms are not permitted.

(vi)         Proper decorum must be maintained. There may be no interruptions by other candidates or students during a candidate’s comments or answers.

(vii)        Questions from the floor are permitted at the discretion of the moderator.

(viii)       Staff members are not permitted to address comments or questions to candidates other than to welcome, thank and advise them on procedures.

(ix)         There may be no other forms of canvassing or recruiting of students or staff or other forms of partisan activity by candidates.

(x)           There may be no signage, or no candidate or party information material left in the school other than those that may be kept by students as part of a project or display.

(xi)         All candidates will agree to this format before the meeting.

(xii)        No media may be present. No pictures may be taken by or provided to candidates.

(xiii)      No student information may be provided to the candidates.

(xiv)      No meetings may be held within 2 days of the election. 

4.                  No Smoking Policy  

To convey a warm, welcoming atmosphere to the school and to provide information regarding the Board’s no smoking policy, the following sign will be conspicuously posted at entrances to the school: 

“Welcome to our school

You are required to visit the office to inform us of your presence.

We provide a smoke-free environment.” 

5.                  Informing the Local School Trustee  

The school principal will inform the local school trustee, prior to the visit of specially invited visitors to the school in accordance with policy S. 02, School Events Communications and Invitee Protocols.  

l)              Report regarding Video Surveillance.    p.131-p.133 

1.            That a new policy, B.M. 07, Video Security Surveillance, be adopted as follows: 

                        Policy: 

The Toronto Catholic District School Board and its schools will strive to maintain safe and secure learning environments for students, staff and community members involved in school programs. 

It is correspondingly Board policy to employ video security surveillance systems at Board schools and facilities as deemed necessary by the Director of Education. Every secondary school shall have a video surveillance system where feasible.  

                        Regulations: 

1.             The Board will maintain control of and responsibility for the video surveillance system at all times. 

2.             Surveillance systems shall only be used in public spaces – hallways, entrances, open general offices, cafeterias and building perimeters. 

3.             Video surveillance will occur seven days per week, 24 hours per day. 

4.            The retention period for recorded information shall be a minimum of twenty-eight (28) calendar days and a maximum of forty-two (42) calendar days. 

5.             Every video surveillance system shall be inspected semi-annually as part of the maintenance program. 

6.             Prior to the installation of a video surveillance system in an elementary school, the Board will ensure that a consultation process will occur with relevant stakeholders at the school level. 

7.             Using clearly written signs, prominently displayed at the perimeter of the video surveillance area, students, staff and the public shall be notified of video surveillance equipment locations; such that each person has reasonable and adequate warning that surveillance is or may be in operation. 

8.             Schools will make video records available upon written request for the purposes of law enforcement in accordance with the Police/School Board Protocol.

9.            The Director may delegate to Principals, Facility Managers, and other employees at Board schools and facilities, authority to operate the systems. Board employees and service providers are required to review and comply with the Municipal Freedom of Information and Protection of Privacy Act, with this Policy, and with administrative procedures in performing their duties and functions related to the operation of video surveillance systems. 

m)           Report regarding Lobbying Disclosure – Purchasing.    p.134-p.138                       

1.            That F.P. 01, section 8, Lobbying disclosure information, be rescinded. 

2.            That a new policy, F.P. 04, Lobbying and Disclosure, be adopted as follows: 

                        Policy:

It is the policy of the Toronto Catholic District School Board (TCDSB) to ensure a high level of transparency in the competitive procurement process through a lobbying disclosure process.

It is the policy of the TCDSB to discourage lobbying and to direct all bidders and proponents to communicate only with the designated Board contact person.  

Definition(s):

Lobbying for the purposes of this policy, means oral or written communications by bidders/proponents and/or representatives employed or retained by them, with trustees, Board officials, or staff, in order to promote or oppose any bidder or proponent, responding to a Call or Request from the TCDSB Materials Management department.

Regulations:

1.             A supplier or prospective supplier of any good or service to the Board is required to disclose to the Secretary of the Board any lobbying related to its dealings with the TCDSB. 

2.            For the purposes of this section, lobbying does not include contact with the authorized Board project contact person as named in a Call or Request. 

3.             A supplier or prospective supplier having lobbied, shall complete and submit to the Secretary or Assistant Secretary of the Board, a completed “Lobbying Disclosure Form”. 

4.             Lobbying disclosure forms filed with the Secretary or Assistant Secretary will be posted on the Board Website upon receipt.  All lobbying disclosure forms filed with the Secretary or Assistant Secretary are available for review in the Office of the Secretary of the Board, 3^rd Floor, Catholic Education Centre, 80 Sheppard Ave. East, Toronto, Ontario.  Business Hours are 8:30 a.m. to 4:30 p.m., Monday to Friday. Lobbying disclosure forms shall form part of any related report to the Board. 

5.            All trustees and employees of the Board, other than the contact person, who have been in communication with a supplier or prospective supplier regarding a Call or Request shall complete a “Contact Report Form”, and file it with the Board Secretary or Assistant Secretary. 

6.             Should bidders or proponents lobby Trustees, staff, consultants or individuals or companies on contract to the Board, who are not the listed contact person they could be disqualified and their bid or proposal could be rejected unless they complete and submit a “Lobbying Disclosure Form” to the Secretary or the Assistant Secretary of the Board. 

7.             Employees and elected board officials shall not lobby or attempt to influence, directly or indirectly, any Board employee or consultant etc. involved in the procurement process. 

n)            Report regarding Delegations to Standing Committees.   p.139-p.150           

1.             That policy T. 14, Delegations, be rescinded. 

2.             That a new policy, T. 14 Delegations, be adopted as follows: 

                        Policy: 

In recognition of the need to hear the concerns of the TCDSB community and of individuals to have a voice in the decision making process, delegations may be heard at any of the Board's Standing Committees.          

                         Regulations: 

1.             A delegation wishing to address a matter to the attention of the Board shall appear before the Standing Committee with jurisdiction in the matter. Standing committees shall be held on Wednesdays.  

2.             Delegations must register with the Recording Secretary of the Board by submitting a written Delegate’s package and registration form (available on the Board’s website) by 11 a.m. on the Friday preceding the committee meeting. Where the Friday preceding is a holiday, the package must be submitted by 11 a.m. of the Thursday preceding the committee meeting. 

3.            Late registration must be received by 4:30 p.m. on the Monday prior to the meeting. It will be added as an addendum to the agenda. A late delegation will only be allowed to present if fewer than 10 delegations are to be heard or if the Committee Chair grants an extension. 

4.             Packages and registration will be accepted by delivery, by facsimile or by email. 

5.            Delegations who submit a completed package and registration on time will be listed on the agenda of the meeting and their Delegation package shall be included in the documentation. The registration form will not be included for privacy concerns. 

6.             Delegations will be subject to a five (5) minute maximum and the presenter shall limit their presentation to the subject matter(s) outlined in the Delegate’s package. A delegate may share their time or ask a designate to speak on their behalf as long as the Recording Secretary has been advised by 4:00 p.m. on the day of the meeting. 

7.            A late delegation if granted permission to present shall be given up to three minutes. 

8.             A delegate may only speak once at a particular meeting. 

9.            Delegations from the same school community on the same point of view shall be limited to a combined total of 15 minutes. 

10.          Delegations who are unrelated to a particular school community but who are speaking on a common issue shall be limited to a combined total of 10 minutes. 

11.          The order of receipt of completed Delegation packages and registration shall determine the order of issues and concerns. Once this order of issues is determined, priority for a school community shall be given to: CSAC spokesperson and student government spokesperson. The Chair of the Standing Committee shall review and approve the order of speaking. 

12.         The Board shall only hear ten (10) delegations in public session at a Standing Committee meeting. Delegation packages and registrations not presented shall be received by the trustees. 

13.          The Committee chair may allow an extension of up to two (2) additional delegations if they are to address an aspect or issue not listed to be heard. 

14.          Trustees may ask short questions of the delegation for clarification only, for a period of time which shall be at the discretion of the Committee Chairperson. 

15.          According to general beliefs and practice, the most effective delegations are those in which concerns are presented in a positive and constructive manner.  If however a situation arises where a delegation intends to refer to someone in a negative way, then the following will apply. 

(i)            When dealing with conflict between staff and the TCDSB community or between different members of the TCDSB community, reference should be made to Policy H.M.19, Conflict Resolution, for specific advice and procedures. 

(ii)           Delegations intending to use the name/title/position of any person in a negative, critical or derogatory fashion must indicate this intention during pre-registration and prior to presenting and will be asked to address the Committee in private session.

(iii)         The Board shall inform staff if a delegation intends to speak of them, at a Committee meeting,   in a negative, critical or derogatory fashion.   The staff member has the right to be present during the presentation and to be represented by their agent of choice.  

(iv)          If, in public session, a delegation uses the name/ title/position of any person in a negative, critical or derogatory fashion, the chair of the meeting shall advise the delegation to limit comments to non-personal references and, if relevant, refer the delegation to Policy H.M. 19, Conflict Resolution.  

Delegations will be encouraged to leave copies of their submissions presented to trustees with the secretary at the Committee meeting and such submissions will be circulated to all Trustees.   

16.          With respect to delegations from Board employees, where the submission is, or relates to, a matter:  

(a)           that is personal to the speaker, there shall be no special restrictions;   

(b)          that is or may be dealt with under a Collective Agreement to which the Board is a party; such submission shall be dealt with in accordance with the provisions of such Collective Agreement.  

17.       Exceptions to the above regulations may be made in order to hear delegations at special meetings of the Board or its Committees provided that the purpose of the special meeting includes the hearing of designated delegations. 
 

18.       That delegations are requested to maintain a level of decorum which will allow meetings to proceed effectively.  Delegations should be aware that placards and disruptive demonstrations are prohibited in the Catholic Education Centre and in any location where a Committee or Board meeting is held.

o)                  Report regarding Revision of School Volunteers Policy.    p.151-p.155 

1.                  That policy S. 01, School Volunteers, be rescinded. 

2.                  That the Board approve a new policy, S. 01, School Volunteers, as follows: 

                                    Policy:

                                    The TCDSB endorses the use of volunteers in its schools. 

                                    Regulations: 

1.         A principal is encouraged to use volunteers in school to assist teachers with school activities. 

2.         The volunteers will perform such duties as assigned by the principal.

3.         The volunteers will perform their duties without remuneration. 

4.         All volunteers who will be assisting students on a regular and/or an overnight excursion  basis will be required to complete a Volunteer Registration Form and a Confidential Information and Communications        form as found in the TCDSB Volunteer Manual and shall  be required by            the Principal to submit a current Criminal Background Check before the commencement of the assignment. 

5.         Volunteer coaches must abide by the Ontario Safety Guidelines for the particular athletic activity and Board policies as posted on the Board’s website. 

6.         This policy will be implemented during the course of the 2007-2008 school year with full implementation thereafter. 

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

            a)         Report regarding Equitable Funding in Student Transportation.    p.156-p.161 

                        Receive. 

b)         Report regarding Student Trustee Entitlements.   p.162-p.167

                        Receive. 

c)         Report regarding 2006-07 School Budgets Compared to Actual and Committed Expenditures for the period September 1, 2006 to May 31, 2007.   p.168-p.174 

                        Receive. 

d)         Report regarding School’s Outside Agency Account Status Report for the period September 1, 2006 to May 31, 2007.    p.175-p.180 

                        Receive. 

e)         Report regarding School’s CSAC Account Status Report for the period September 1, 2006 to May 31, 2007.    p.181-p.187 

                        Receive. 

f)              Report regarding Education Development Charges (“EDC”) for the period September 1, 2006 to May 31, 2007.   p.188-p.197 

            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. 

a)         From Trustee Del Grande regarding staff update on boardroom sound/video upgrades. 

                        Receive. 

17.       Update of Pending List: