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AGENDA REGULAR MEETING OF THE BOARD PUBLIC SESSION
Wednesday,
March 26, 2008 1. MEMORIALS AND PRAYER We need the Holy Spirit John 14:16,26 2. ROLL CALL AND APOLOGIES. 3. APPROVAL OF THE AGENDA N.B. Staff would be pleased to walk the Trustees through any report on this agenda at the direction of the Chair. The Board will resolve into Committee of the Whole Board in Private Private Session at 7:30 p.m.. 4. DECLARATIONS OF INTEREST 5. NOTICES OF MOTION 6. APPROVAL AND SIGNING OF THE MINUTES OF PREVIOUS MEETINGS. February 11 Special Board (HR/PRAC) February 13 Special Board (ADMIN./CORP.) February 20 Regular Board 7. PRESENTATIONS: (a) Grant Miles, representing Natural Resources Canada, regarding presentation of certificate to the Director for ecoEnergy efficiency in 2007. (b) Kevin Kobus, Director of Education – monthly verbal update. (c) Angelo Sangiorgio, Deputy Director of Planning and Facilities – monthly verbal update. 8. CONSIDERATION OF MOTIONS, INCLUDING MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN. a) From Trustee Del Grande regarding advance motions from Trustees for Staff Reports. WHEREAS certain staff reports including policies may be amended by the Board WHEREAS significant or complex motions presented in writing would assist Board members debate the item and the recording secretary in tracking them WHEREAS the timing provisions for Trustee Matters may not correspond to when a report is placed on the agenda THEREFORE BE IT RESOLVED THAT the matter of a procedure for “advanced” Trustee motions for Staff Reports be referred to the next meeting of the Trustee Services and By-laws Committee for further discussion. b) From Trustee Carroll regarding Secret Ballot Vote. Whereas trustees may wish the right to vote by way of secret ballot in the election of the Chair and other officials, and, Whereas other school boards, including the Toronto District School Board and the Durham District School Board, have provisions to conduct these elections by secret ballot, it is moved, that, the following amendments be made to the bylaws of the Board
Revision to bylaw Article 2, Section 2.9, to add the following: The Board prior to the commencement of the election of the Chair of the Board or other Officials, as outlined previously, determine whether the vote shall be by secret ballot by a simple majority of those present. 9. UNFINISHED BUSINESS: 10. REVIEW OF MINUTES OF MEETINGS OF COMMITTEES OF THE BOARD. 11. MATTERS RECOMMENDED/CONSIDERED/QUESTIONED AT SPECIAL MEETINGS OF THE BOARD. FROM:
Questioned by Trustees Poplawski/Del Grande/Andrachuk a) Report regarding Trustee Vacancy – Education Act Rules Re: Replacement of a Vacant Seat. That the vacancy be filled by holding a by-election Staff were directed to find ways to reduce the cost of the By-election by using our own facilities as it would only be Catholic school supporters who would be voting in the By-election FROM:
Questioned by Trustees Rizzo/Martino/Cicogna b) Trustee Matter from Trustee Carroll regarding By-election expenses and Communication from Trustee Cicogna Whereas the Education Act prescribes two options for the filling of a vacant trustee seat, and, Whereas the decision as to which option to select lies solely with Trustees, and, Whereas the Board has filled, by appointment, at least 4 vacant trustee seats in the last 10 years, and, Whereas, the TCDSB is in a second year of a deficit management plan and no surplus funds are available; MOVE that the cost of a by-election (plus/minus $180,000), if held, be paid for equally (approximately $15,000) by each Trustee from their individual Constituency Assistant account and/or expense account beginning with the passage of a motion approving the calling of a by-election and continuing into the next Trustee fiscal year until the full amount is recovered, and, MOVE that if the Board approves the appointment of an individual as a trustee for the vacant Ward 6 seat that the cost ($180 to $1,800) be paid out of the expense budget of the Chair of the Board. THAT the Ministry of Education be requested to provide funding for the By-Election. 12. MATTERS CONSIDERED BY TWO OR MORE COMMITTEES. 13. MATTERS CONSIDERED BY STANDING/SPECIAL COMMITTEES REQUIRING BOARD APPROVAL. FROM:
a) Draft Minutes of the Budget Committee – meeting held March 5, 2008. p.1-p.3 1. Proposed Terms of Reference a) Communication with stakeholders around the preparation of draft estimates and Ministry initiatives which impact current and future budgets of the Board. b) Organizations and hosting of budget consultation/information sessions for stakeholders. c) Consultation with stakeholders, including the hearing of delegations and the gathering of proposals/./public opinion around budget issues. d) Other matters as mandated from time to time by the Administrative and Corporate Services Committee or the Board. e) Discussion and recommendations on detailed budget items. b) Draft Minutes of the Budget Committee – meeting held March 26, 2008. (to be distributed). 14. MATTERS RECOMMENDED BY STATUTORY COMMITTEES REQUIRING BOARD APPROVAL. FROM:
a) Draft Minutes of the Special Education Advisory Committee – meeting held February 27, 2008. p.4-p.7 Receive. 15. MATTERS REFERRED/DEFERRED TO THE BOARD BY THE BOARD OR OTHER COMMITTEES: FROM:
a) Trustee Matter from Trustee Andrachuk, regarding Religious Education Test for Grade 4. QUESTIONED BY TRUSTEE ANDRACHUK Receive. b) Report regarding Replacement Staff. QUESTIONED BY TRUSTEE RIZZO. p.8-p.16 1. That the Board leave at the discretion of the Human Resources department decisions to determine the appropriate qualifications and deployment of staff based on an on-going assessment of supply and demand data. 2. That staff continue the practice of consulting with the local trustee in regards to placements and transfers prior to presenting a summary list to the Board and that the Board as a whole approve the list as presented by staff. 3. That the Human Resources department be required to report to Board, on a bi-yearly basis the incidence of recruitment, hiring and deployment of staffing. c) Report regarding School Year Calendar 2008-2009. QUESTIONED BY TRUSTEE PICCININNI. p.17-p.20 1. In considering the above, the following proposed School Year Calendar be submitted to the Ministry of Education: Number of school days 194 Number of Professional Activity Days 6 Labour Day September 1, 2008 First instructional day September 2, 2008 Thanksgiving Day October 13, 2008 Christmas Break December 22, 2008 to January 2, 2009 Family Day February 16, 2009 Mid-Winter Break March 16-20, 2009 Good Friday April 10, 2009 Easter Monday April 13, 2009 Victoria Day May 18, 2009 Last instructional day June 26, 2009 2. The elementary calendar will have two professional development days for the purpose of conducting Parent-Teacher Conferences: December 5, 2008 and March 13, 2009. 3. The elementary calendar will have two professional development days devoted to provincial education priorities: October 24, 2008 and February 13, 2009. 4. The elementary calendar will have two professional development days to facilitate one Day of Reflection and one further Professional Development Day. 5. The secondary calendar will have two professional development days devoted to provincial education priorities: October 24, 2008 and February 13, 2009. 6. The secondary calendar will have three locally determined professional development days and one locally determined Day of Reflection. Consideration for the selection of these days will consider the elementary professional development day calendar. 7. The secondary calendar will include a maximum of 10 days for examination purposes to be scheduled according to the school’s organization of the instructional program. No instructional days will be scheduled after the end of year examination days. d) Report regarding Review of Dress Code in Elementary Schools. QUESTIONED BY TRUSTEE RIZZO. p.21-p.33 That a consultation with all school communities be undertaken in the months of April, May and June with a report to Board in September, 2008 on the impact of requiring all elementary students to wear school uniforms effective the beginning of September 2009. e) Report regarding Pediculosis Guide and Return to School. QUESTIONED BY TRUSTEE ANDRACHUK. p.34-p.35 That the Return to School Notice be revised as per the attached and provided to Principals for implementation in consultation with their Catholic School Advisory Councils. f) Report regarding Fresh Start Policy. QUESTIONED BY TRUSTEE RIZZO. p.36-p.40 That the Board approve Fresh Start Policy S.S. 12 as follows: Policy Definition: A Fresh Start is generally defined as a non-voluntary or unusual movement of a student to a new school within the school year or at the end of a semester. Fresh Starts can be considered as a response to TCDSB Victims’ Rights Policy (VP13), court conditions imposed by the Criminal Justice System for an incident for which the student was not expelled, or other special circumstances as approved by the superintendent of the student’s school. Secondary Panel: 1. All Fresh Starts will be coordinated by the principal of the A.P.P.L.E. program. 2. All requests for Fresh Starts will be considered for approval by the superintendent at the school the student (initially) attends. 3. The Fresh Start administrator will decide the new location for a student based on the following criteria: a. Proximity to new school and change of home address. b. Fair distribution of fresh start students c. Police or court order and conditions of bail or release d. Presence of student or staff victim or known potential conflict e. Charges dropped or pending f. Previous fresh starts and transfers g. Presence of academic, CYW, special education and social work program 4. The sending school must send an application with pertinent information to the Fresh Start Administrator within two school days of notification. 5. The student and parent must be notified by the sending Principal that a move is being determined and that a Fresh Start Administrator or Superintendent will contact them with new school information and obligation of social work follow-up as part of the process. 6. The Receiving School will receive email and fax information from the Fresh Start Administrator with all pertinent information. 7. The Receiving School will reply to the Fresh Start Administrator that a timetable will be produced to accommodate the best possible fit. 8. The receiving school principal will contact the student and parents for an intake meeting. At that meeting school regulations and expectations will be covered before placing the student in the new school. The mandatory social work follow-up will be initiated at this meeting if a social work referral does not already exist. 9. The Fresh Start tracking form will be completed and signed once the intake meeting has occurred and it is confirmed that the obligations are agreed to by the students and his/her parent. This form will be kept in the students’ OSR. 10. If a student is Fresh Started more than once or was previously expelled, then the student and the parents must meet with the area superintendent when they meet at the receiving school and give written agreements on abiding by all obligations of the receiving school and the Fresh Start Policy. Failure to do so will be interpreted as refractory conduct and dealt with accordingly. 11. The Fresh Start Administrator will keep central files of all moves covered by this section of the policy. 12. If a student is Fresh Started within 20 school days at the end of a semester the sending principal will facilitate credit completion at the home school, negotiate completion with the receiving school or discuss completion of work and exams at another location and start the new school at the beginning of a new semester. Elementary Panel: 1. All Fresh Starts will be coordinated by the Superintendent of the school the student attends. 2. The Superintendent will decide the new location for a student based on the following criteria after consultation with sending school and parents. a. Proximity to new school and change of home address. b. Fair distribution of fresh start students c. Police or court order and conditions of bail or release d. Presence of student or staff victim or known potential conflict e. Charges dropped or pending f. Previous fresh starts and transfers
g. Presence of
academic, CYW, special education and social work 3. The Superintendent will contact the student and parents to arrange a meeting at the receiving school as well as arrange for mandatory social work follow-up. At this meeting academic and social needs of the student will be shared by the sending school and the social work referral completed. 4. The Fresh Start tracking form will be completed and signed once the intake meeting has occurred and it is confirmed that the obligations are agreed to by the student and his/her parent. The form will be kept in the OSR. 5. The Superintendent with responsibility for Safe Schools will keep files of all moves covered by this section of the policy. g) Report regarding T.14 Delegations Policy. QUESTIONED BY TRUSTEE RIZZO. p.41-p.47 That regulation 3, of Delegations Policy T.14 be amended to provide that: “late registration must be received by 11:00 a.m. on the day of the meeting”. 1. That Policy T.14, Delegations be rescinded. 2. That the 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 may register with the Recording Secretary of the Board by submitting a written Delegation 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. This is the preferred method of registration. However, for further information, contact the Recording Secretary at 416-222-8282 ext. 2293, if you are unable to use this process. 3. Late registration must be received by 11:00 a.m. on the day of 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. Registration will be accepted by delivery, by facsimile, by email or by phone. 5. Delegations who submit registration on time will be listed on the agenda of the meeting and their topic and point of view shall be included in the documentation. Private information shall not be included. 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 Delegation Registration. 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 Delegation 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 registrations not presented shall be received by the trustees. 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. 19. Where the Board has established a consultation process with respect to any matter, delegations will be referred to that consultation process and will not be registered to appear before a standing committee until such time as the consultation process has been completed. g) Report regarding Update on Implementation of the Grade 4 Religious Education Knowledge Test. QUESTIONED BY TRUSTEE DEL GRANDE. p.48 Receive. h) Report regarding Qualification of Teachers. QUESTIONED BY TRUSTEE DEL GRANDE. p.49 Receive. i) Verbal Communication from Trustee LeBlanc-Miller regarding trip to South Africa. Receive. 16. RESOLVE INTO COMMITTEE OF THE WHOLE BOARD. a) Report regarding Continuing Education Summer School Locations and Timelines. p.50-p.52 Receive. b) Report regarding Toronto District School Board Disposition of Surplus Property Queens Court P.S. 35 Ourland Avenue Trustee Ward 2. p.53-p.59 That the TDSB be advised that the Board has no interest in acquiring the Queens Court P.S. property. c) Report regarding Removal of Fire Hoses and Cabinets. p.60-p.61 Receive. d) Report regarding Request for Change of Meeting Date. p.62 That the Regular monthly meeting of the Committee of the Whole Board be moved from Wednesday, April 16, 2008 to Monday, April 14, 2008. e) Report regarding TCDSB Representation on OCSTA Board of Directors. p.63-p.64 That the Board nominate two representatives to serve on the OCSTA Board of Directors for a two-year term ending April 30, 2010. f) Report regarding Staffing to Support Parent Involvement. p.65 1. That effective September 2008 a designated Program Coordinator position with a .50 FTE staffing allocation be established to support parent involvement. This dedicated portfolio will be created within the existing staffing allocations. 2. That a part-time position for two days a week be established in April – June 2008 to support on-going parent involvement activities and initiatives. g) Report regarding Replacement of Program Coordinator for Guidance and Cooperative Education. p.66-p.69 That the Program Coordinator for Guidance and Cooperative Education be filled by the successful candidate as soon as feasible. h) Report regarding OCSTA 2007-2008 Membership Fees. p.70 Receive. i) Report regarding OCSTA Resolutions. p.71-p.146 Receive. j) Report regarding Shared HVAC at Mary Ward Catholic Secondary School and L’Amoreaux. (to be distributed). PRIVATE SESSION **Distributed separately. PRIVATE PRIVATE SESSION **Distributed separately. 17. COMMUNICATIONS: 18. 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. 19. PENDING ITEMS: 20. ADJOURNMENT.
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