Administration and Finance Committee Meeting Tuesday, April 3, 2018, 7:00 p.m. Board Room, Catholic Education Centre The mission of the Dufferin-Peel Catholic District School Board, in partnership with the family and church, is to provide, in a responsible manner, a Catholic education which develops spiritual, intellectual, aesthetic, emotional, social, and physical capabilities of each individual to live fully today and to meet the challenges of the future, thus enriching the community. AGENDA A B C D E F G H I J Routine Matters 1. Call to Order and Attendance 2. Acknowledgement of First Nations Sacred Territory 3. Opening Prayer 4. Declaration of Interest 5. Approval of Agenda i) Approval of Consent of Calendar Items 6. Approval of Minutes from the Administration and Finance Committee Meeting on March 6, 2018 i) Business Arising from the Minutes Awards and Presentations Pastor s Remarks Delegations Updates/Information/Reports from Trustees for Receipt i) Regular Reports a. OCSTA Update T. Thomas/M. Pascucci b. STOPR Update T. Thomas ii) Good News Items Information/Reports from Committees for Receipt Information/Reports from Administration for Receipt 1. School Generated Funds Report J. Cherepacha Trustee, Committee, Administration Reports, Requiring Action 1. Review Policy 24.00 Access to Elementary Regional Program of Choice Trustee S. Hobin 2. New Policy Related to Annual Proclamations Trustee A. da Silva Notices of Motion Additional Business Agenda Administration and Finance Committee Meeting April 3, 2018
K L Questions Asked of, and by, Board Members Declared Interest Items M In Camera Session See In Camera Agenda N O P Rise and Report Future Meetings May 1, 2018 June 5, 2018 Adjournment Agenda Administration and Finance Committee Meeting April 3, 2018
OPENING PRAYER Bless us as we gather today for this meeting. Guide our minds and hearts so that we will work for the good of our community, and help all Your people. Teach us to be generous in our outlook, courageous in face of difficulty, and wise in our decisions. Father, we praise You, for ever and ever. Amen.
A 6 Pg. 1 Minutes of the Administration and Finance Committee Meeting Tuesday, March 6, 2018-7:00 p.m. Board Room, Catholic Education Centre Chair: Vice Chair: Trustees: A. Abbruscato S. Hobin A. da Silva E. O Toole Student Trustees: S. Cameron Director of Education: Associate Director of Instructional Services: Superintendents: W. Brunton M. Beck S. Strong General Managers: B. Campbell R. Moriah Recorder: E. D Anna Via Teleconference: Vice Chair S. Hobin Trustee F. Di Cosola Trustee T. Thomas Trustee D. D Souza A L. del Rosario M. Pascucci B. Iannicca K. Tom J. Cherepacha S. Gos M. Mazzorato D. Amaral D. Del Bianco M. Lewis T. Davis B. Hester Routine Matters 1. Call to Order and Attendance At 7:03 p.m., Chair of the Administration and Finance Committee A. Abbruscato, called the meeting to order. Trustees joining the meeting via teleconference: Trustee S. Hobin Trustee F. Di Cosola, Trustee D. D Souza, and Trustee T. Thomas. 2. Acknowledgement of First Nations Sacred Territory Committee Chair A. Abbruscato acknowledged the sacred territory of the Mississaugas of the Credit First Nation. 3. Opening Prayer Committee Chair A. Abbruscato led the Opening Prayer. Trustee D. D Souza joined in at 7:05 p.m. Trustee T. Thomas joined in at 7:06 p.m. Trustee S. Hobin joined at 7:09 p.m. Trustee A. Da Silva arrival time at 7:27 p.m. 4. Declaration of Interest The following trustees declared an interest in agenda items: Item A6 Minutes of the Administration and Finance Committee Meeting, February 6, 2018, Item M4 In Camera Minutes of the Administration and Finance Committee Meeting, February 6, 2018 Minutes Administration and Finance Committee Meeting March 6, 2018
A 6 Pg. 2 Trustee A. Abbruscato family members belong to OECTA Trustee B. Iannicca family member belongs to OECTA Trustee M. Pascucci family member belongs to OECTA Trustee S. Hobin family members belong to OECTA Student Trustee S. Cameron family member belongs to OECTA 5. Approval of the Agenda Addition to the In Camera Agenda verbal update Transportation RFP - D. Del Bianco Two Private Matters in Private Session Moved by S. Xaviour THAT THE AGENDA BE APPROVED, AS AMENDED. i) 5. Approval of Calendar Items Construction Progress Report as at February 26, 2018 Minutes of the Administration and Finance Committee Meeting, February 6, 2018 Business Arising from the Minutes- Moved by B. Iannicca THAT THE MINUTES OF THE ADMINISTRATION AND FINANCE COMMITTEE MEETING, FEBRUARY 6, 2018, EXCLUDING THE DECLARED INTEREST ITEM A6-M1, BE APPROVED. B Awards and Presentations C Pastor s Remarks D Delegation E Updates/Information/Reports from Trustees, for Receipt i) Regular Reports a) Ontario Catholic School Trustees Association (OCSTA) Update - T. Thomas/M. Pascucci Trustee M. Pascucci reminded trustees to advise C. Fernandes if you are using your room for the upcoming OCSTA meeting and to get proxies in on time. b) Student Transportation of Peel Region (STOPR) Update T. Thomas ii) Good News Items Trustees L. del Rosario and B. Iannicca attended The Human Trafficking and Child Minutes Administration and Finance Committee Meeting March 6, 2018
A 6 Pg. 3 Pornography presentation. They received a positive feedback and positive remarks from parents. The evening was successful. F Updates/Information/Reports from Committees, for Receipt G Information/Reports from Administration, for Receipt H Trustee, Committee, Administration Reports, Requiring Action 1. Procedural By-Law #1-01 M. Beck Moved by B. Iannicca THAT THE PROCEDURAL BY-LAW #1-01, BE RECEIVED. M. Beck, Counsel reviewed the Procedural By-Law and outlined the changes made from the feedback from trustees. Moved by B. Iannicca THAT THE COMMITTEE RECOMMEND TO THE BOARD OF TRUSTEES THAT PROCEDURAL BY-LAW #1-01 BE APPROVED AND ENACTED AS AMENDED. CARRRIED 2. Policy 7:15 Trustee Honoraria and Expenses J. Cherepacha Moved by S. Xaviour THAT THE REPORT, POLICY 7.15: TRUSTEE HONORARIA AND EXPENSES, BE RECEIVED. J. Cherepacha, Superintendent of Financial Services, presented Policy 7.15: Trustee Honoraria and Expenses, previously reviewed on January 31, 2017 and May 30, 2017. Policy 7.15 governs the manner in which trustees are reimbursed for expenses required to carry out their responsibilities as a member of the board of trustees. General Administrative Procedure (GAP) 705.00 is associated with this policy. Policy 7.15: Trustee Honoraria and Expenses has been reviewed and revisions were made to update the policy to reflect trustee input. Input received from previous Board By-Law/Policies Review Committee meetings has been included in the document. J. Cherepacha outlined the changes to the document. Trustee O Toole requested that the wording be added that would allow trustees to keep the mobile phone number at the end of his/her term. J. Cherepacha responded to Trustee F. Di Cosola that Professional Development sessions for trustees is listed in the policy as an out-of-pocket business expense reimbursement. Minutes Administration and Finance Committee Meeting March 6, 2018
A 6 Pg. 4 Discussion ensued around trustees renting a car outside of the GTA and out of pocket expenses incurred by trustees. Superintendent J. Cherepacha responded to questions of clarification. Moved by S. Hobin THAT THE COMMITTEE RECOMMEND TO THE BOARD OF TRUSTEES THAT POLICY 7:15: TRUSTEE HONORARIA AND EXPENSES, BE APPROVED AND ADOPTED, AS AMENDED. 3. Policy 6.69: Recognition of Service S. Strong Moved by L. Del Rosario THAT THE REPORT, POLICY 6.69: RECOGNITION OF SERVICE, BE RECEIVED. S. Strong, Superintendent of Human Resources and Employee Relations presented Policy 6.69: Recognition of Service, last revised in 2010. The policy applies to all employees of the Board. Policy 6.69: Recognition of Service, recognizes employee, trustee and clergy service recognition. A scriptural reference has been included in Policy 6.69. There are no financial implications to this revision. GAP 320 is associated with this policy. Trustee M. Pascucci requested recognition of service for trustees who have completed 36 and 40 years of elected service with the Board be included and four (4) year increments thereafter. Trustee A. da Silva inquired if trustees could be invited and included in Appreciation Night in honour of their service. Director M. Mazzorato advised that trustees could be recognized for their years of service at Appreciation Night. Trustee A. DaSilva requested review of the policy to include a separate event in recognition of out-going trustees. In response to Trustee A. da Silva s inquiry related to meal limits. J. Cherepacha advised the Broader Public Sector (BPS) Expense Directive and the Ontario Public Sector (OPS) Guideline impose limits that are lower than the amount the board has implemented; and explained how the current limits had been determined. Director M. Mazzorato called point of order as the discussion related to an item that was previously approved. Moved by L. del Rosario THAT THE COMMITTEE RECOMMEND TO THE BOARD OF TRUSTEES THAT POLICY 6.69: RECOGNITION OF SERVICE, BE APPROVED AND ADOPTED, AS AMENDED. 4. 2018 Municipal Election Trustee Determination and Distribution- D. Del Bianco Moved by M. Pascucci Minutes Administration and Finance Committee Meeting March 6, 2018
A 6 Pg. 5 THAT THE REPORT, 2018 MUNICIPAL ELECTION TRUSTEE DETERMINATION AND DISTRIBUTION, BE RECEIVED. D. Del Bianco Superintendent of Planning and Operations and S. Cox, Manager of Planning, reviewed the report. Ontario Regulations 412/00 (as amended) requires every school board to determine the number and distribution of members to be elected to the board of trustees. The number of trustees to be elected to Dufferin-Peel Catholic District School Board (the Board) in 2018 municipal election, based on recent electoral data provided by the Municipal Property Assessment Corporation (MPAC), will remain at 11. On February 27, 2018 the board of trustees passed a motion stating that the Board will not designate an area of low population for the 2018 election. S. Cox explained cross-boundary representation for Brampton/Mississauga and Brampton/Caledon/Dufferin and the alternative to the status quo representation of each of the Wards. Moved by M. Pascucci THAT THE ADMINISTRATION AND FINANCE COMMITTEE RECOMMEND TO THE BOARD OF TRUSTEES THAT THE STATUS QUO REMAIN IN PLACE IN THE DISTRIBUTION OF TRUSTEES IN MISSISSAUGA, BRAMPTON, CALEDON/DUFFERIN COUNTY THAT HAS BEEN DETERMINDED IN ACCORDANCE WITH ONTARIO REGULATION 412/00 OF THE EDUCATION ACT. Trustee A. da Silva requested a review of the work before a motion is put forward and would like to investigate the recommendation as set out by Planning and Operations. M. Mazzorato called for a point of order indicating that a motion was on the floor. Trustee E. O Toole requested a recorded vote. The request was denied. Moved by M. Pascucci I THAT THE ADMINISTRATION AND FINANCE COMMITTEE RECOMMEND TO THE BOARD OF TRUSTEES THAT THE STATUS QUO REMAIN IN PLACE IN THE DISTRIBUTION OF TRUSTEES IN MISSISSAUGA, BRAMPTON, CALEDON/DUFFERIN COUNTY THAT HAS BEEN DETERMINDED IN ACCORDANCE WITH ONTARIO REGULATION 412/00 OF THE EDUCATION ACT. Notices of Motion J Additional Business K Questions asked of, and by Board Members 1. Trustee S. Hobin inquired about providing a report on how secondary schools are financing teams and clubs, the inequity at some schools, and how local teams and clubs fundraise. Director M. Mazzorato indicated that a report is being prepared. Minutes Administration and Finance Committee Meeting March 6, 2018
A 6 Pg. 6 2. Trustee S. Hobin, noted parents are angry about the lack of supply teachers. S. Strong Superintendent of Human Resources and Employee Relations responded to questions, noting that staff are aware, have had discussions with OECTA and the Occasional Teachers, held a recruitment fair for teachers in January with another planned for the spring. S. Strong provided an overview on what Reg. 274 and the steps to bring about a resolution to the ongoing problem with the lack of supply teachers. S. Strong clarified the call out procedure and responded to questions concerning the funding of supply teachers. L Declared Interest Items Trustee A. Abbruscato passed the Chair to Trustee A. da Silva Trustee E. O Toole, Trustee L. Del Rosario, Trustee S. Xaviour and Student Trustee K. Tom remained in the boardroom. Trustee S. Hobin retired from the meeting. 1. Minutes of the Administration and Finance Committee Meeting, February 6, 2018 Item M1 Moved by S. Xaviour THAT THE MINUTES OF THE ADMINISTRATION AND FINANCE COMMITTEE MEETING, FEBRUARY 6, 2018, ITEM M1, BE APPROVED. M In Camera Session Moved by A. da Silva N THAT THE BOARD RESOLVE INTO THE COMMITTEE OF THE WHOLE FOR THE IN CAMERA SESSION. Rise and Report Approved: Minutes of the In Camera Session of the Administration and Finance Committee Meeting, February 6, 2018. Verbal Report- Financial Matter Received: Administrative Appointments and Transfers Moved by E. O Toole THAT THE REPORT OF THE COMMITTEE OF THE WHOLE IN CAMERA BE PRESENTED AND THAT THE COMMITTEE S RECOMMENDATIONS BE ADOPTED. O Future Meetings April 3, 2018 May 1, 2018 Minutes Administration and Finance Committee Meeting March 6, 2018
A 6 Pg. 7 June 5, 2018 Q Adjournment Moved by D. D Souza THAT THE MEETING BE ADJOURNED AT 10:45 P.M. Minutes Administration and Finance Committee Meeting March 6, 2018
G 1 Pg. 1 Administration and Finance Committee Meeting April 3, 2018 SCHOOL GENERATED FUNDS UPDATE Strategic Goal: Stewardship of our Physical Environment / Catholic Community Engagement Administration/Operational BACKGROUND An analysis has been conducted on the School Generated Funds (SGF) account balances in all schools across the Dufferin-Peel Catholic District School Board ( The Board ). The analysis identified some concerns with regard to how SGF funds are utilized and understood; in particular, how revenues are generated, use of surplus funds and completing the annual plan for use of school generated funds. The purpose of this report is to provide an update regarding proposed steps to be implemented to ensure all schools understand accountable governance, financial stewardship and organizational effectiveness related to SGF accounts as we move forward. DISCUSSION One of the goals of the Catholic Board Improvement Learning Cycle (CBILC) is to increase organizational effectiveness, financial stewardship and transparent, accountable governance in support of improved student outcomes reflecting high standards, effective partnerships and an environment conducive to learning and accountability at all levels. Many policies approved by the board of trustees and general administrative procedures implemented by staff intend to ensure adherence to financial transparency and accountability. Specifically, at the local school level, several policies and procedures provide direction to principals and school staff regarding the collection of monies as a result of fundraising and other sources of revenue deemed as school generated funds. One guiding principle for use of school generated funds is that ideally, funds raised by students in a given year should be spent on students within the same year. The purpose of having school generated funds is to be able to enhance the development of educational programs and to support school initiatives. The analysis conducted on SGF balances has identified that there are several schools in the district that have a surplus to redirect back to students. As such, over the next several months, through direction from Family of Schools Superintendents and the Financial Services Department, school principals will engage in the following process: Administration and Finance Committee Meeting April 3, 2018 School Generated Funds Update
G 1 Pg. 2 Review the Annual Plan for Use of School Generated Funds with the Family of Schools Superintendent and revise to ensure all revenue and anticipated expenditures for the 2017 2018 school year have been identified; Clearly identify any surplus funds that currently exist and the estimated balance that will be available at the end of the school year; Develop a communication plan to ensure that the Catholic School Council is consulted in the use of surplus funds and preparation of a proposed Expenditure Plan. Submit a proposed Expenditure Plan to the Family of Schools Superintendent clearly identifying the use of surplus funds, the purpose and proposed costs; Contingency amounts are acceptable, however the purpose must be identified and communicated to the Family of Schools Superintendent. CONCLUSION In order to support the CBILC goal of increased financial accountability and transparency, school principals, with the support of Board staff, will undergo a process to ensure that surplus SGF funds are redirected back to support students by developing an Expenditure Plan. This process will ensure that the annual plan for use of school generated funds, including surplus funds, is clearly communicated to Catholic School Councils. In addition, this process ensures that the Catholic School Councils are consulted in the Expenditure Plan, and an accountability measure exists to know that funds are spent to support students at the local school level. THE FOLLOWING RECOMMENDATION IS PROVIDED FOR CONSIDERATION: 1. THAT THE REPORT, SCHOOL GENERATED FUNDS UPDATE, BE RECEIVED. Prepared by: J. Cherepacha, Superintendent, Financial Services D. Amaral, Associate Director, Instructional Services Submitted by: J. Cherepacha, Superintendent, Financial Services D. Amaral, Associate Director, Instructional Services Date: March 25, 2018 Administration and Finance Committee Meeting April 3, 2018 School Generated Funds Update
H 1 Pg. 1 Administration and Finance Committee Meeting April 3, 2018 REVIEW POLICY 24.00 ACCESS TO ELEMENTARY REGIONAL PROGRAMS OF CHOICE Strategic Goal: Catholic Learning Environment, Catholic Community Engagement, ParishHome-School Relationships Administrative/Operational BACKGROUND The Notice of Motion presented by Trustee S. Hobin at the March 20, 2018, regular Board meeting was referred to the Administration and Finance Committee meeting scheduled for April 3, 2018. Be it resolved that Staff review Policy 24.00 Access to elementary regional programs of choice with a specific focus on reevaluating the sibling aspect of the policy. THE FOLLOWING RECOMMENDATION IS PROVIDED FOR CONSIDERATION: 1. THAT THE REPORT, REVIEW POLICY 24.00 ACCESS TO ELEMENTARY REGIONAL PROGRAMS OF CHOICE, BE RECEIVED. 2. THAT STAFF REVIEW POLICY 24.00 ACCESS TO ELEMENTARY REGIONAL PROGRAMS OF CHOICE WITH A FOCUS ON RE-EVALUATING THE SIBLING ASPECT OF THE POLICY. Prepared by: S. Hobin, Trustee Submitted by: S. Hobin, Trustee Date: March 26, 2018 Administration and Finance Committee Meeting April 3, 2018 Review Policy 24.00 Access to Elementary Regional Programs of Choice
H 2 Pg. 1 Administration and Finance Committee Meeting April 3, 2018 NEW POLICY RELATED TO ANNUAL PROCLAMATIONS Strategic Goal: Catholic Learning Environment, Catholic Community Engagement, ParishHome-School Relationships Administrative/Operational BACKGROUND The Notice of Motion presented by Trustee A. da Silva at the March 20, 2018, regular Board meeting was referred to the Administration and Finance Committee meeting scheduled for April 3, 2018. Be it resolved that Staff bring forward a new policy regarding boardwide proclamations that will ensure all schools celebrate International Women s Day by highlighting Catholic women leaders on this day each year. THE FOLLOWING RECOMMENDATION IS PROVIDED FOR CONSIDERATION: 1. THAT THE REPORT, NEW POLICY RELATED TO ANNUAL PROCLAMATIONS, BE RECEIVED. 2. THAT STAFF BRING FORWARD A NEW POLICY REGARDING BOARDWIDE PROCLAMATIONS THAT WILL ENSURE ALL SCHOOLS CELEBRATE INTERNATIONAL WOMEN S DAY BY HIGHLIGHTING CATHOLIC WOMEN LEADERS ON THIS DAY EACH YEAR. Prepared by: A. da Silva, Trustee Submitted by: A. da Silva, Trustee Date: March 26, 2018 Administration and Finance Committee Meeting April 3, 2018 New Policy Related to Annual Proclamations