AGENDA

ADMINISTRATIVE AND CORPORATE SERVICES COMMITTEE

PUBLIC SESSION
Wednesday, November 7, 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 October 11, 2007 for PUBLIC SESSION.   p.1-p.9

6.         Presentations: 

a)         By Paul Matthews, Legal Counsel, on the changes to Trustee responsibilities as a result of Bill 212 Safe Schools Legislation. 

b)         Mario Pascucci, Trustee, Dufferin-Peel Catholic District School Board, regarding school bus safety. 

7.         Delegations: 

a)         Bill Chandler, representing the CSAC of St. Agatha Catholic School, regarding the need for a new school.  p.10 

b)         Shereen Persano, Chair of Sub-Committee, Facilities Replacement Committee, Father Serra Catholic School, regarding need for a new facility and request for status update.  p.11 

c)         Jennifer Stords, Chair, and Linda Smart, Secretary of the CSAC of St. Ambrose Catholic School, regarding the Long Term Accommodation Plan.  p.12 

8.         Trustee Matters: 

a)         From Trustee Crawford regarding request for a liquor license for Neil McNeil Catholic Secondary School to serve alcohol at the Alumni Night to take place on Friday, November 30, 2007.            p.13-p.15

That the Board waive the permit policy and allow the Neil McNeil Alumni Association in conjunction with the Holy Ghost Fathers to obtain a liquor permit for their Annual Alumni Night to be held at Neil McNeil Catholic Secondary School on Friday, November 30, 2007. 

b)         From Trustee Rizzo regarding request for a liquor license for Marshall McLuhan Catholic Secondary School to serve alcohol at the 10^th Anniversary Celebration Pub Night to be held Friday, May 23, 2008.            p.16-p.17

That the Board waive the permit policy and allow the Marshall McLuhan Catholic Secondary School Advisory Council to obtain a liquor permit for their 10^th Anniversary Celebration Pub Night to be held at Marshall McLuhan Catholic Secondary School on  Friday,  May 23, 2008.          

c)         From Trustee Martino regarding request for a liquor license for Father Henry Carr Catholic Secondary School to serve alcohol at its Pub Night to be held on Saturday, November 17, 2007.  p.18-p.19         

That the Board waive the permit policy and allow Father Henry Carr Catholic Secondary School to obtain a liquor permit for Pub Night to be held at Father Henry Carr Catholic Secondary School on Saturday, November 17, 2007.         

d)         From Trustee Kennedy regarding request for a liquor license for Senator O’Connor Catholic Secondary School to serve alcohol at the Senator O’Connor Christmas Dinner to be held on Thursday, December 13, 2007.  p.20-p.21

That the Board waive the permit policy and allow Senator O’Connor Catholic Secondary School to obtain a liquor permit for the Christmas Dinner to be held at Senator O’Connor Catholic Secondary School on Thursday, December 17, 2007. 

e)         From Trustee Del Grande, regarding Fundraising in Schools. 

            Staff to report back on amending/enhancing Policy S.M.04 to:           

            1.         prescribe limits on the number of fundraising events within the     school year.   

2.         prescribe types of acceptable/unacceptable awards to students for           fundraising activities (grades, uniform free days etc.).             

3.         ensure fundraising activities/purpose are clearly disclosed to the school community. 

f)          From Trustee Rizzo, requesting Financial Information for OAPCE and TAPCE.           

            Receive. 

9.         Unfinished Business:           

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

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

a)         Report regarding Response to Trustee Matter regarding Enrolment Issues at St. Basil-the-Great College.  (Referred to the Committee by the Human Resources and Religious Affairs Committee at its meeting held November 1, 2007).   p.22-p.33

            Receive. 

b)          Verbal Communication from the Chair of the Board regarding his trip to China. (Referred to the Committee by the Human Resources and Religious Affairs Committee at its meeting held November 1, 2007).

            Receive.

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

a)         Report regarding Association Fees – Ontario Student Trustees’ Association OSTA/AECO.   p.34-p.40 

That the Board support the Ontario Student Trustees’ Association by paying the annual membership fee of $3,200. 

b)         Report regarding 2004-2006 & 2006-2008 School Renewal Program October            2007 Status Update.  p.41-p.59 

1.         That the 2004-06 School Renewal Program be approved as revised in Appendix A. 

2.         That the 2006-08 School Renewal Program be approved as revised in Appendix B. 

c)         Report regarding Renewal: SAP Software Maintenance Agreement.  p.60-p.61

That the Board renew its annual maintenance agreement with SAP Canada for its SAP software for the period January 1, 2008 to December 31, 2008 in the amount of $836,333.20 plus PST of $66,906.66 and net GST of $16,057.60 for a total of $919,297.46. 

d)         Report regarding Revision of Purchasing Policy F.P.01.  p.62-p.105 

1.                  That policy F.P. 01, Purchasing be rescinded. 

2.                  That policy B.M. 05 Change Orders be rescinded. 

3.                  That a revised policy, F.P. 01, Purchasing be approved as follows: 

            Policy:

The Board shall purchase goods and services through a process consistent with the Mission and Vision statements of the Board and with the following objectives:

(i)         to provide a high level of service to all areas of the Board;

(ii)        to provide fair, competitive and transparent business practices for vendors and ensure equal treatment without preference; 

(iii)             to endeavour to obtain all goods and services at the lowest total end-user cost considering price, quality, function and delivery in an efficient, effective manner while maintaining the controls necessary for the expenditure of public funds;

(iv)             to encourage the acquisition of environmentally friendly products and the reduction of the impact of the Board’s activities upon the environment.

                        The Board delegates to the Director of Education, the authority to approve the award of all contracts where the budget, project or report has been approved by the Board with the exception of new school construction, major school additions, contracts which have exceeded the approved budget and Partnership Development opportunities. 

                        Regulations:

1.         This policy, regulations and procedures applies to any employee or elected official who is involved in the acquisition of goods and /or services on behalf of the Board. 

2.         All supervisory personnel are responsible for ensuring their immediate staff are properly informed of and comply with this policy, its regulations and procedures. 

3.         All purchasing activities will be carried out in accordance with all applicable Board policies and procedures and any other statutory acts or regulations. 

4.         Personal purchases on behalf of an employee, elected official or family member, the requirement for which is not for the Board or any of its purposes, are not permitted. 

5.         Purchases made without an authorized purchase order/purchase card will be considered an obligation of the person making the purchase and not an obligation of the Board. 

6.         Employees and elected officials shall not use their authority, influence or office for personal gain or to advance the interest of any particular party and shall seek to uphold and enhance the integrity of all Board business operations. 

7.         In accordance with the Education Act, no teacher, supervisory officer or other employee of the Board may promote or sell goods or services for compensation to any to any board, provincial school or teachers’ college, or pupil enrolled therein except as permitted by the Act. 

8.          All goods and services are to be acquired through a publicly advertised competitive bidding process whenever possible in order to obtain maximum value from the expenditure of public funds.  

9.         Any arrangements which might prevent fair competition shall be avoided, in order to ensure open competition among qualified bidders.  

10.       Lobbying during a competitive procurement call is prohibited. An official point of contact shall be named and communication with any one other than the official point of contact from the time of issuance, up to and including the time of award, is prohibited. 

11.        Any vendor/proponent who violates the lobbying prohibition will be subject to disqualification from the current or future procurements at the Board’s discretion.  

12.        Awards will be given to the lowest bidder except where the best interests of the Board are served by accepting other than the lowest price. 

13.        Where an emergency situation exits, the approval requirements of the Purchasing Policy shall not apply, and administration shall take immediate necessary remedial action. 

14.       Where feasible, the Board may participate in cooperative purchasing with other school boards and public agencies. 

15.        Contracts for all goods and services will be limited to a maximum term of five years and renewals will be subject to a public competitive bidding process whenever possible. 

16.        Contract or purchases shall not be divided to avoid the requirements of this policy, its regulations or procedures and the annual or total project cost shall be considered. 

17.        Contracts for the acquisition of products and services on behalf of the Board, regardless of the amount or term, must be reviewed centrally prior to execution. 

18.        For purposes of Partnership Development, the Board retains the right to source and accept unique proposals that are deemed to be in the Board’s interests. 

19.       The Director of Education or delegate shall be responsible for the processing and acquisition of:
 

i)          employee fringe benefits contracts,

ii)         professional services,

iii)        land acquisition and disposal, and insurance.  

The Executive Superintendent of Planning and Facilities or delegate, shall be responsible for the processing, acquisition supervision, and installation of approved projects as follows:  

i)          capital construction projects (new schools and additions),

ii)         trade work performed by Board personnel,

iii)        minor building renovations and repairs,

iv)         plant emergency repairs and replacements.  

The Materials Management Department shall be responsible for the processing of all other tenders, contracts and purchases.  

20.       The Senior Manager of Materials Management Department shall be responsible for operating a centralized purchasing system for the purchase and supply of all other materials, equipment and services required by the Board. 

21.       The Materials Management Department shall be consulted on all major purchases and have general oversight of the procurement process and procedure.  In addition to any conflict of interest policy applicable to employees, the Code of Purchasing Ethics established by the Purchasing Management Association of Canada shall apply to all staff involved in the procurement process.  

22.       To ensure the timely delivery and to avoid unnecessary delays in the occupancy of an educational facility, change orders which develop as a result of unforeseen conditions or jurisdictional requirements will be approved as follows:

·        A contingency allowance of 5% of the tendered contract amount shall be approved as the budget for mandatory change orders at the time of award of contract.

·        A mandatory change order within the contingency allowance will be approved by the Director of Education

·        Optional change orders shall be approved by a standing committee of the Board prior to commencement of work to be done.

·        A change order in excess of the contingency allowance shall be approved by a standing committee of the Board prior to commencement of work to be done.

·        A change order will be required for all new school construction projects, major additions, major renovations and major site development. 

23.       The Purchasing/Materials Evaluation and Approval Committee will review tenders, proposals and quotations before issue. 

24.       A Purchasing Procedures Manual shall provide direction to those individuals who have been delegated to purchase or approve the purchase of goods or services on behalf of the Board.  

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

            a)         Report regarding Brief to Ministry: Funding Requirements for Information and Communications in Technology.  p.106-p.118

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.