AGENDA

ADMINISTRATIVE AND CORPORATE SERVICES COMMITTEE

PUBLIC SESSION
Wednesday, January 16, 2008
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 December 10, 2007 for PUBLIC SESSION.   p.1-p.13 

6.             Presentations: 

a)             By a Representative of  Home Depot  - presentation of a Home Depot gift card to the following schools since they participated in the 2007 City of Toronto Clean-up Campaign: 

                        St. Brigid

                        St. Monica

                        Marshall McLuhan

                        St. Bonaventure 

7.               Delegations: 

a)             Vinanso Gray and Zack Babuji, representing the CSAC of Father Henry Carr Catholic Secondary School, regarding the air-conditioning at Father Henry Carr new site.   p.14 

b)            Michael Gisondi, parent of Our Lady of Peace Catholic School, regarding snow/ice removal procedures at the school.  p.15 

c)         Bill Chandler, representing St. Agatha Catholic School, regarding the need for a new facility.   p.16 

d)         Joe Ferraro, representing CUPE Local 1280, regarding internet access for CUPE 1280.   p.17 

e)         Robert Selvadurai, representing TAPCE and OAPCE, regarding update on the regional and provincial organization.   p.18 

f)              Brian Evoy, President OAPCE, regarding update on OAPCE.   p.19 

8.         Trustee Matters: 

a)             From Trustee Del Grande, regarding CSAC accounts. 

                        Whereas CSAC Accounts are now included under the yearly financial reporting of the Board 

                        Whereas each school typically has one internal and one external CSAC account 

                        Whereas the principal must be a signing authority for each external CSAC account 

                        Be It Resolved That 

1.         The Partnership Development Department in conjunction with the Materials Management Department investigate the feasibility of one central bank for external CSAC accounts taking into account board reporting, free or low free accounts and ease of banking. 

                        2.         This may be accomplished through an RFP, RFQ or Partnership  

                        3.         This recommendation come back to Board by April 2008. 

b)         From Trustee Del Grande regarding an update from the Partnership Development Department through the Director of Education on: 

            1.         Active Partnerships under its domain 

            2.         Lapsed/Expired Partnerships or contracts not renewed 

3.         Revenues generated from partnerships throughout 2007 to the TCDSB collectively (broken down central vs direct to schools).                                  

c)         From Trustee Del Grande regarding new draft policy – Sponsorships and Donations be adopted: 

                        SPONSORSHIP & DONATIONS POLICY                         

                        Policy Objective 

                        To recognize the important contribution of donations to the enhancement of learning opportunities for students and to endorse the use of sponsorships that support the Board’s Mission, Vision and Goals. 

                        Definitions  

                        Donation – A gift that involves money, materials or services where the only tangible benefits the donor receives may be a letter of thank-you and (excluding services, where receipts are not issued) a charitable donation receipt for tax purposes.  

                        Sponsorship – A written agreement for the provision of funds, price reductions, equipment, materials or services in exchange for some form of exclusivity          and/or product recognition for a specified period of time.  

                        Regulations 

1.         The Toronto Catholic District School Board will seek sponsorships and donations with and from persons, groups, communities and business entities and organizations which will benefit the Board’s educational objectives, are consistent with the goals of the Board, will not compromise or exploit students or staff, and will strive to balance educational opportunities for students.  

2.         The Board shall encourage contributions from sponsors whose ethical and political values correspond to the common good as defined in Ontario Catholic Education and the Corporate Sector published by the Institute for Catholic Education: “the common good balances harmoniously the recognition, respect, and interests of the human person with the needs and expectations of the community”.  

3.         Under the auspices of the Partnership Development Department, administrative staff shall develop procedures to govern the consideration of offers for donations, the acceptance of donations, and the establishment of sponsorship agreements.  

4.         The Board of Trustees shall be informed of all donations/sponsorships on an annual basis.  

5.         The responsibility for implementation of this policy and any supporting procedure shall be with the Director of Education and the Deputy Director of Business Services.  

                        Procedures 

                        1.         Approvals required for accepting donations  

a)            The Board may, through its authorized representatives, accept or decline offers of donations of cash, negotiable securities or other non- cash donations (gifts in kind). Offers of donations shall be considered as follows:  

i)          Donations with a maximum dollar value of $5,000 directed to a particular school shall be subject to the approval of the Principal in consultation with the Superintendent of Education and the Superintendent of Business or designate.  

ii)         Donations with a dollar value greater than $5,000 directed to a particular school shall be subject to the approval of the Superintendent of Education in consultation with Executive Council.  

iii)        Donations directed to a group of schools or Board – wide shall be subject to the approval of Director’s Council.              

To be considered, offers of donations other than cash or negotiable securities must be in writing and include a valuation of the donation by a person competent to make such appraisal.  

                        2.         Authority to enter sponsorship agreements on behalf of the Board  

a)         All school based sponsorship agreements require the approval of the Principal, in consultation with the School Council, and the appropriate Superintendent of Education. The Superintendent may discuss the proposal with Director’s Council before rendering a decision.  

b)         Any agreement deemed by the Superintendent of Education to be out of the ordinary or the first of its kind for the Board shall be brought to Director’s Council for discussion.  

c)         All board- wide agreements require the approval of the Board of Trustees.  

3.         Factors to be considered when approving donations or entering into sponsorship agreements:  

Before the acceptance of any donation or the approval of a sponsorship agreement the following must be considered:  

a)            The compatibility of the donation and/or sponsorship agreement with the Board’s mission, vision and goals;  

b)         The compatibility of the donation and/or sponsorship agreement with the Board’s policies and procedures;  

c)         Value of the gift and/ or sponsorship agreement to the school’s educational program;  

d)         Location of the gift in the school’s building or on the school property;  

                  e)         Applicable installation or repair costs;  

                  f)          Safety, security and maintenance requirements;  

                  g)         Board standards of equipment (e.g. computers, audio-visual);  

h)         Financial commitment required by the school or the Board (e.g. ongoing costs).  

i)          For sponsorship agreements involving school uniforms, compliance with the requirements of the OFSAA Uniform Sponsorship Policy where necessary.              

                        4.         Status of Donations  

                        An individual or group wishing to make a donation should consult with the school principal, or the designated Board official. The donor should be informed that:  

a)         All donations shall become the property of the Board and remain under the Board’s control.  

b)         The Board will attempt to honour the intent of the donor as to use and location of accepted gifts but does not make any commitment as to use, replacement or disposal.  

c)         The use of the gift will be dependent upon the availability of funds within the school/Board budget.  

d)         Installation of, and/or alterations to, Board property required in association with acceptance of the gift shall be subject to the approval of the Superintendent of Business.  

                        5.         Recognition of Donor  

                        The Principal is expected to express in writing to the donor the school’s appreciation for the gift. In the case of a group of schools or Board-wide donations or sponsorships, the Superintendent of Education is expected to express in writing to the donor the Board’s appreciation for the gift.  

                        6.         Tax Receipts  

                        The Deputy Director of Business Services or designate shall issue Income Tax Receipts in accordance with the Income Tax Act, R.S.C. 1985, c. 1 and the guidelines issued by the Ontario Association of School Business Officials.  

d)       From Trustee Poplawski regarding request for liquor permit for fundraiser at St. Mary’s Catholic Secondary School, Saturday, February 23, 2008.   p.20-p.21 

                       That the Board waive the permit policy and allow staff at St. Mary’s Catholic Secondary School to obtain a liquor permit for their school fundraiser on Saturday, February 23, 2008. 

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 Closed Boundaries Changed to Flexible Boundaries for Blessed Sacrament Catholic School.   p.22-p.23 

      That the Board maintain the fixed boundaries at Blessed Sacrament Catholic School. 

b)             Report regarding Interior Stair Replacement Program.   p.24-p.27 

1.         That the Board approve the appointment of Jass Construction and Specified Construction to perform necessary repairs to schools as identified on Scheduled “A”. 

2.             That the estimated account shortfall in the amount of $104,599.80 be charged to the School Renewal Allowance: 2006-2008 Urgent Operational Repair Line. 

c)             Report regarding Green Allowance.   p.28-p.37 

                        That the proposed school-based Green Projects Program be approved as detailed in Appendix A using the funds approved in the Green Allowance, from the 2006-2008 School Renewal Program. 

d)             Report regarding Father Henry Carr Catholic Secondary School Unforeseen Ventilation Changes.    p.38-p.40 

      That the ventilation improvements to the unaltered 1967 and 1990 sections of the new Father Henry Carr Secondary School facility, listed on Appendix A – Option 1 in the overall amount of $1,553,645 be approved as presented. 

            e)         Report regarding Canada Helps Online Charity Collections.   p.41-p.42 

                        That the Board approve the registration of TCDSB with the Canada Helps Organization and that the fundraising opportunities are discussed with our schools.

f)              Report regarding Ontario Financing Authority – Debenture Bylaw #162.   p.43-p.67 

That the By-Law #162 in Appendix A, a by-law for GPTL Stage 1 projects started before August 31, 2007 authorizing the issuance of 11,824,415 in debentures, be approved.           

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

a)            Report regarding Update – TCDSB Nightly Computer Shut-Down.   p.68-p.69 

            Receive.           

b)         Report regarding Revised Draft for Standard Operating Procedures Snow and Ice Control at TCDSB Schools.   p.70-p.87 

                        Receive.                    

c)         Report regarding TCDSB Policy B.R.05.   p.88-p.96 

                        Receive. 

d)         Report regarding Education Development Charges (EDC) for the Period September 1, 2007 to December 31, 2007.   p.97-p.105 

                        Receive. 

e)        Report regarding 2007-2008 School Budgets Compared to Actual and Committed Expenditures for the Period September 1, 2007 to December 31, 2007.   p.106-p.112 

                        Receive. 

f)          Report regarding School CSAC Account Status Report for the Period September 1, 2007 to December 31, 2007.   p.113-p.119 

                        Receive. 

g)         Report regarding School’s Outside Agency Account Status Report for the Period September 1, 2007 to December 31, 2007.   p.120-p.125 

                        Receive. 

h)         Report regarding Additional Schools for Inclusion in the School Accommodation Review Process.  (to be distributed). 

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.

• Addendum