BOARD OF DIRECTORS’ MEETING...2013/11/25 · 3.1.7 Bell Times Recommendation 3.1.8 Ends Statement...

Agenda

Board of Trustees’ Board Meeting

Date: November 25, 2013

Time: 6:00 p.m. *

* Committee of the Whole In Camera, if necessary, will precede or follow the Board Meeting, as appropriate.

Location: Board Room, Catholic Education Centre, 35 Weber Street, Kitchener

Attendees: Board of Trustees: Joyce Anderson, Wayne Buchholtz (Chair), Manuel da Silva, Janek Jagiellowicz, Frank Johnson, Anthony Piscitelli, Wendy Price, Peter Reitmeier, Greg Reitzel. Student Representatives: Alexandru Gheorghe, Carlos Valero

Senior Administration: Larry Clifford, Gerry Clifford, Derek Haime, David DeSantis, Maria Ivankovic, Shesh Maharaj, Laura Shoemaker

Special Resource: Fr. Fred Scinto, CR; John Shewchuk

Recording Secretary: Barb Pilsner

ITEM Who

Agenda

Section

Method &

Outcome

1. Call to Order Board Chair

1.1 Opening Prayer & Memorials Board Pastoral Team

1.2 Approval of Agenda Board of Trustees

Approval

1.3 Declaration of Pecuniary Interest 1.3.1 From the current meeting 1.3.1 From a previous public or in-camera meeting

Individual Trustees

2. Consent Agenda: Director of Education (eg: day –to –day

operational matters from the Ministry of Education that the Board is required to do)

ITEM Who

Agenda

Section

Method &

Outcome

3. Consent Agenda: Board (Minutes of meetings, staff report) 3.1 Approval of Minutes of Regular and Special Meetings 3.1.1 Minutes of Special Board meeting of Sept 27/13 3.1.2 Items for Action from In-camera meeting of Sept 27/13 3.1.3 Minutes of Board meeting of Oct 28/13 3.1.4 Minutes of Special Board meeting of Nov 11/13 3.1.5 Minutes of Linkages Committee Meeting Nov 4/13 3.1.6 Minutes of Governance Meeting of Nov 4/13 3.1.7 Minutes of Elementary Admissions Task Force Nov 18/13 3.1.8 Staffing Report as of November 25/13

Trustees Trustees Trustees Trustees Trustees Trustees Trustees Trustees

pp. 1-2 -- pp. 3-7 pp. 8-11 pp. 12-13 p. 14 pp. 15-16 --

Approval Approval Approval Approval Receipt Receipt Receipt Approval

4. Delegations/Presentation 4.1 VIP Presentations

4.1.1 Blake Haskell, Monsignor Doyle 4.1.2 Maddie Furtado, St. Benedict 4.1.3 Hunter Tyszka, St. Dominic 4.1.4 Katie Molinaro, St. Matthew

4.2 Fostering Faith 4.3 Beyond Catholic Graduation

Janek Jagiellowicz Frank Johnson Anthony Piscitelli Wendy Price Fr. Frank Freitas Marylin Dawson

-- -- -- -- -- --

Presentation Presentation Presentation Presentation Information Information

5. Ownership Linkage (Communication with the External

Environment)

6. Reports from Board Committees/Task Forces 6.1 Student Trustee report and presentation 6.2 Governance Committee 6.3 Pastoral Care Team 6.4 Linkages Committee Recommendation 6.5 CPIC 6.6 Audit Committee 2012-13 Report 6.7 Elementary Admissions Task Force

Alexandru Gheorghe/ Carlos Valero Peter Reitmeier Janek Jagiellowicz

-- p. 17 pp. 18-20

Information Approval Approval

7. Board Education (at the request of the Board)

8. Policy Discussion

9. Assurance of Successful Board Performance

9.1 Board Policy II 004 Advocacy and Advertising 9.2 Is There a Need to Review This Policy?

Trustees Trustees

pp. 21 --

Approval Discussion

10. Assurance of Successful Director of Education Performance

10.1 Monitoring Reports & Vote on Compliance 10.1.1

10.2 Advice from the CEO 10.2.1 Bell Times

Shesh Maharaj

pp. 22-25

Approval

11. Potential Agenda Items/Trustee Inquiry Report (CEO) 11.1 Trustee Inquiry Report from the CEO 11.2 Shared concerns

ITEM Who

Agenda

Section

Method &

Outcome

12. Announcements 12.1 The following reports are posted on the Board web page: www.wcdsb.ca a)Minutes of SEAC Meetings b) Minutes of Parent Involvement Committee Meetings

12.2 Upcoming Meetings/Events (all scheduled for the Catholic Education Centre unless otherwise indicated): Nov 29 5:30 pm. Trustee/Senior Staff Christmas Social Dec 2 6:00 pm. Inaugural/Board meeting Dec 4 6:00 pm. CPIC Dec 4 7:00 pm. SEAC Dec 5 4:00 pm. ARC Public Meeting, St. Nicholas Dec 9 5:00 Linkages Committee Dec 9 6:30 Governance Committee Dec 16 6:00 pm. Board of Trustees Dec 19 9:30 am. Board Office Mass/Christmas Luncheon Dec 21 – Jan 5 Christmas Break

12.3 Pending Items: 12.4 Pending Items for OCSTA Consideration

Mental Health Government Funding Continuation

Committee/Task Force

Due Date

Action Taken

13. Items for the Next Meeting Agenda Trustees 14. Adjournment Confirm decisions made tonight Closing Prayer

Director of Education

15. Motion to Adjourn Board of Trustees Motion Approval

CLOSING PRAYER

O Risen Lord, you have entrusted us with the responsibility to help form a new generation of disciples

and apostles through the gift of our Catholic schools.

As disciples of Christ, may we educate and nurture hope in all learners to realize their full potential to

transform God’s world.

May our Catholic schools truly be at the heart of the community, fostering success for each by providing

a place for all.

May we and all whom we lead be discerning believers formed in the Catholic faith community; effective

communicators; reflective and creative thinkers; self-directed, responsible, life-long learners;

collaborative contributors; caring family members; and responsible citizens.

Grant us the wisdom of your Spirit so that we might always be faithful to our responsibilities.

We make this prayer through Christ our Lord.

Amen Rev. Charlie Fedy, CR and the Board of Trustees, 2010

http://www.wcdsb.ca/

Minutes

Special Board of Trustees’ Meeting

A special public meeting of the Board of Trustees was held on Friday, September 27, 2013 at the Waterloo Region Catholic Education Centre. Trustees Present: Wayne Buchholtz (Chair); *Manuel da Silva; Frank Johnson; Peter Reitmeier; Greg Reitzel *attended electronically

Student Trustees Present:

Administrative Officials Present: *Larry Clifford; Gerry Clifford *attended electronically

Special Resources For The Meeting:

Regrets: Alexandru Gheorghe; Carlos Valero; David DeSantis; Derek Haime; Maria Ivankovic; Shesh Maharaj; Laura Shoemaker; Fr. Fred Scinto; John Shewchuk Absent: Joyce Anderson; Janek Jagiellowicz; Anthony Piscitelli; Wendy Price Recorder: Barb Pilsner, Executive Administrative Assistant NOTE ON VOTING: Under Board by-law 5.7 all Board decisions made by consensus are deemed the equivalent of a unanimous vote. A consensus decision is therefore deemed to be a vote of 9-0. Under Board by-law 5.11 every Trustee “shall vote on all questions on which the Trustee is entitled to vote” and abstentions are not permitted. 1. Call to Order:

The Chair of the Board called the meeting to order at 10:00 a.m. 1.1 Opening Prayer & Memorials 1.2 Approval of Agenda 2013-138 -- It was moved by P. Reitmeier and seconded by F. Johnson: THAT the agenda for September 27, 2013 be now approved. --- Carried by consensus. 1.3 Motion to Move In-camera 2013-139 -- It was moved by F. Johnson and seconded by G. Reitzel: THAT the Board of Trustees move to an in-camera meeting. --- Carried by consensus. The meeting moved to an in-camera session at 10:02 a.m. The meeting resumed at 10:27 a.m.

2. Consent Agenda: Director of Education (e.g. day-to-day operational matters from the Ministry of

Education that the board is required to do)

3. Consent Agenda: Board of Trustees (Minutes of meetings)

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Waterloo Catholic District School Board – Friday, September 27, 2013 Minutes – Special Public Board Meeting

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4 Delegations

5 Ownership Linkage (Communication with the External Environment)

6 Actions From Board Committees/Task Forces

7 Board Education (at the request of the Board)




10.1 Monitoring Reports & Vote on Compliance 10.2 Advice from the CEO

11. Potential Agenda Items

11.1 Trustee Inquiry Report from the CEO 11.2 Shared Concerns

12. Announcements

12.1 The following reports are posted on the Board web page: www.wcdsb.ca a) Minutes of SEAC Meetings b) Minutes of Parent Involvement Committee Meetings

12.2 Upcoming Meetings/Events (all scheduled for the Catholic education Centre unless otherwise indicated):

13. Items for the Next Meeting Agenda

14. Adjournment – Confirm decisions made tonight. Closing Prayer

The Recording Secretary confirmed the meeting decisions.

15. Motion to Adjourn

2013-140 -- It was moved by M. da Silva and seconded by G. Reitzel: THAT the meeting be now adjourned. The meeting was adjourned by consensus at 10:28 a.m.

Chair of the Board Secretary

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Minutes

Board of Trustees’ Meeting

https://staffnet.wcdsb.ca/offices/pa/Pages/default.aspx

A public meeting of the Board of Trustees was held on Monday, October 28, 2013 at the Waterloo Region Catholic Education Centre. Trustees Present: Joyce Anderson; Wayne Buchholtz (Chair); Manuel da Silva; Frank Johnson; Anthony Piscitelli; Wendy Price; Peter Reitmeier; Greg Reitzel

Student Trustees Present: Alexandru Gheorghe; Carlos Valero

Administrative Officials Present: Larry Clifford; Gerry Clifford; David DeSantis; Derek Haime; Maria Ivankovic Special Resources For The Meeting: Lindsay Ford

Regrets: Janek Jagiellowicz; Shesh Maharaj; Laura Shoemaker; Fr. Fred Scinto, C.R; John Shewchuk Recorder: Barb Pilsner, Executive Administrative Assistant NOTE ON VOTING: Under Board by-law 5.7 all Board decisions made by consensus are deemed the equivalent of a unanimous vote. A consensus decision is therefore deemed to be a vote of 9-0. Under Board by-law 5.11 every Trustee “shall vote on all questions on which the Trustee is entitled to vote” and abstentions are not permitted. 1. Call to Order:

The Chair of the Board called the meeting to order at 6:01 p.m. 1.1 Opening Prayer & Memorials The opening prayer was led by F. Johnson, Board Pastoral Team. Intentions were offered for the following people who passed away – Ray Rennie a retired teacher, a parent at St. Elizabeth, a parent at Holy Rosary as a result of injuries in an accident, Breda Spence a teacher at Holy Spirit, and prayers for Kayla Baker a student at St. Benedict who is fighting recurring cancer. 1.2 Approval of Agenda Add May 7/14 Province-wide mass under Item 12. Announcements 2013-144 -- It was moved by F. Johnson and seconded by M. da Silva: THAT the agenda for October 28 as amended be now approved. --- Carried by consensus. 1.3 Declaration of Pecuniary Interest

1.3.1 From the current meeting – A. Piscitelli declared a conflict with 3.1.7 as he is an employee of the Region of Waterloo

1.3.2 From a previous public or in-camera meeting – NIL



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Waterloo Catholic District School Board – Monday, October 28, 2013 Minutes – Public Board Meeting

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3.1 Approval of Minutes of Regular and Special Meetings 3.1.1 Minutes of Special Board meeting of Sept 19, 2013 3.1.2 Minutes of Board meeting of Sept 23, 2013 3.1.3 Minutes of Special Board meeting of Sept 27/13 – tabled to Nov 25 3.1.4 Minutes of Linkages Committee meeting of Sept 30/13 3.1.5 Minutes of Governance Committee meeting of Sept 30/13 3.1.6 Minutes of Open Access Task Force meeting of Sept 30/13 3.1.7 Bell Times Recommendation 3.1.8 Ends Statement Task Force of Oct 7/13 3.1.9 Minutes of Open Access Task Force meeting of Oct 21/13 3.1.10 Staffing Report as of Oct 23, 2013 2013-145 -- It was moved by G. Reitzel and seconded by J. Anderson: THAT the Consent Agenda Board of Trustees and the recommendations contained therein, with the exception of 3.1.3, be now approved. A.Piscitelli asked to have recorded he did not receive notice of the Special Board meeting September 27th. J. Anderson asked that item 3.1.3 be tabled to November 25th after the session with Eric Roher on November 11th. The motion carried by consensus. A.Piscitelli did not vote as he declared a conflict of interest with item 3.1.7.

4 Delegations

4.1 VIP Award 4.1.1 Wayne Buchholtz presented the award to Emilie Huhse, a student from Our Lady of Lourdes 4.1.2 Manuel da Silva presented the award to Alexandra Alac, a student from St. Luke. The meeting recessed at 6:22 p.m. The meeting resumed at 6:25 p.m.

4.2 Boundary Adjustments L. Ford advised these three boundary changes were presented at Committee of the Whole October 7th. Trustees requested information on the students who would be affected by the boundary change. She advised S. Maharaj met with both families and will accommodate their request to remain at Our Lady of Grace. 2013-146 -- It was moved by F. Johnson and seconded by M. da Silva: The Board of Trustees approved the following boundary adjustments as presented in the report:

1. To move the boundary between St. Kateri Tekakwitha and St. Timothy further west to include this future development within St. Timothy’s boundary.

2. That the boundaries be modified so that the Mattamy development be directed to Blessed Sacrament and the Becker development be directed to Our Lady of Grace.

3. That the boundary of Our Lady of Grace / St. Kateri Tekakwitha be moved to follow Huron Road. --- Carried by consensus

4.3 Leadership Strategy and 4.4 Student Voice

D. DeSantis reported on Leadership Strategy and Student Voice together. Ministry funding provides for leadership for our teachers and creating a learning environment conducive to student success. Shepherd Leadership: Wisdom for Leaders from Psalm 23 by Blaine McCormick and David Davenport was provided to aspiring leaders as an excellent guide in what Catholic Leadership should look like. Data from the Tell Them From Me survey measures student engagement, wellness and climate. Student Voice Indicators: 1. Create platforms that empower students to express themselves respectfully without prejudice or judgement. 2. Keep students informed and involved in the decision-making related to their learning both inside and outside the

classroom. 3. Create an inclusive community where all students are invited to participate. 4. Respect the dignity of all students by ensuring equitable treatment of each individual in all aspects of their Catholic

education. 5. Advocate for the success of all students and offer the support necessary to meet the needs of students socially,

emotionally and academically. 6. Celebrate and recognize student accomplishments and contributions both academic and non-academic in the faith

community, at school

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The next step is to use the indicators to develop a success strategy and action plan in each school. D. DeSantis began the first session of the Catholic Leadership program on October 16th for 78 staff. Each participant received a Catholic School Leadership Level portfolio.



6.1 Student Trustee Report Areas of Priority

Heart of the Community (Catholicity) Success for Each (Student Success) A Place for All (Quality and Site Improvement)

C. Valero reported for the Kitchener-Waterloo Schools: Heart of the Community (Catholicity) – Each of the schools held Thanksgiving food drives; St. Mary’s is having a coffee house and orange and black day with proceeds to Canadian Cancer society Success for Each (Student Success) – all schools sent a team to the Students Research Forum A Place for All (Quality and Site Improvement) – St. David’s selling frozen yoghurt and Resurrection had a homecoming dance and barbecue this month D. Gheorghe reported for the Cambridge Schools: Heart of the Community (Catholicity) – St. Benedict has “Random Act of Kindness” day Nov. 1st. Making a Difference club will ask for non-perishable food items on Halloween, and Anti-bullying week is Nov 11 to 15. Both schools held Thanksgiving food drives Success for Each (Student Success) – The Presidents’ Council is currently planning a leadership conference in May – looking for a venue and guest speaker. The DECA club at St. Benedict had their retreat on Oct. 25th. A Place for All (Quality and Site Improvement) – Monsignor Doyle and St. Benedict are having haunted houses on Oct 31st. St. Benedict had their Halloween dance Oct 24th. Monsignor Doyle is planning homecoming week; ECO schools yard clean-up and a pep rally to raise funds for a scoreboard. W. Buchholtz advised the Catholic Board Council of Student Trustees of Ontario has requested OCSTA’s support of their initiative to have a simultaneous celebration of the Eucharist among all secondary school students in every Catholic school board, province-wide on May 7th. A special invitation is being sent to Pope Francis requesting that the Holy Father lend his voice to this effort by providing a recorded video message to be shared with students and staff throughout our system during this special Mass. 6.2 Governance Committee Recommendations G. Reitzel said there were two items to bring forward. The wording in Board Policy II 012 Student Representation role Description will remain the same. The committee recommended removing Article 4.1.7 from the Board By-law. This was deemed to have been read three times. 2013-147 -- It was moved by J. Anderson and seconded by M. da Silva: THAT the Board of Trustees approved the Governance Committee recommendation to remove 4.1.7 from Article 4.1 Notice of Motion of the Board By-law. --- Carried by consensus 6.3 Pastoral Care Team F. Johnson advised the Pastoral Care Committee met last week and was investigating the opportunity for a Christmas project working with the Crime Prevention Council and the Women’s Prison in Kitchener. Trustees and senior staff would be invited to purchase a gift(s) for children of the women in the prison. More information will forthcoming. 6.4 Linkages Committee

6.5 CPIC 6.6 Audit Committee

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6.7 Open Access Task Force M. da Silva presented the task force’s recommendations to change the terms of reference from the September 30

th and October 21st meeting. 2013-148 -- It was moved by M. da Silva and seconded by G. Reitzel: THAT the Board of Trustees approved the Open Access Task Force recommendations to change the name to Elementary Admissions Task Force and revise the terms of reference as outlined. --- Carried by Consensus


7.1 Trustee Telephone Log Trustees discussed the importance of having a record of all calls/emails received with concerns from our ratepayers. B. Pilsner to work with Information Technology to set this up. 7.2 Call Tree W. Buchholtz advised an issue arose when there was a need to call a special board meeting on September 27th on short notice. Several trustees were absent. A call tree will be developed should an emergency situation arise. If a trustee does not respond to the email request a phone call will be made to inform them. Trustees discussed the Chair being assigned a mobile device for board business. 2013-149 -- It was moved by F. Johnson and seconded by M. da Silva: That the Board of Trustees agreed the Chair be issued a mobile device to be used for his/her term covered by the trustee budget should he/she chooses to use one. --- Carried by consensus 7.3 OCSTA Resolutions 2014 AGM W. Buchholtz advised the deadline for submitting resolutions for the OCSTA AGM and Conference April 24-26/14 is the end of January. Mental Health Government funding continuation is one resolution trustees wish to pursue and W. Buchholtz asked for input to prepare the resolution. A. Piscitelli recommended resubmitting the resolution to allow school boards the option to have three members other than trustees on the Audit Committee. These two resolutions will be brought back to the December 16th Board meeting for discussion/approval.


9. Assurance of Successful Board Performance 9.1 Board Policy II 003 Board Job Description W. Buchholtz asked trustees if we are in compliance with this policy. 2013-150 -- It was moved by G. Reitzel and seconded by A. Piscitelli: THAT the Board of Trustees reviewed Policy II 003 Board Job Description and finds we are in compliance. --- Carried by consensus 9.2 Is There a Need to Review This Policy? Trustees agreed there is no need to review this policy.


10.1 Monitoring Reports & Vote on Compliance 10.1.1

10.2 Advice from the CEO 10.2.1 Strategic Plan L. Clifford presented the 2013-2016 Draft Strategic Plan. The plan has 30 areas of priority under Heart of the Community, Success for Each, and A Place for All prepared by the Director and senior staff. Trustees were asked to review the document and it will be brought back to the Nov 11th Committee of the Whole for discussion. Trustees were asked to email the Director with their questions. Trustees were sent an electronic draft copy of the plan.



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12. Announcements

J. Anderson expressed to the trustees her regrets that during the September 19th Special Board meeting her comments included information that had been in-camera and should have not have been disclosed publically. Eric Roher, from Borden Ladner Gervais, will be presenting to the trustees at the Nov 11th Special Board meeting. Trustees were asked to email their questions by Oct 31st which will be sent to Eric in preparation for the meeting. Soup Sisters, Oct 29th starts at 6:00 – 9:00 p.m. at the Culinary Studio on Belmont Avenue. 12.1 The following reports are posted on the Board web page: www.wcdsb.ca

a) Minutes of SEAC Meetings b) Minutes of Parent Involvement Committee Meetings

12.2 Upcoming Meetings/Events (all scheduled for the Catholic education Centre unless otherwise indicated): Nov 1 7:00 pm. Graduation – St. David C.S.S. Nov 4 5:00 Linkages Committee Nov 4 7:00 Governance Committee Nov 5 5:30 pm. Audit Committee Nov 6 7:00 pm. SEAC Nov 11 6:00 pm. Special Board/Committee of the Whole Nov 12 7:00 pm. St. Louis Graduation, St. Mary’s Church Nov 14 7:00 pm. St. Louis Graduation, Cambridge City Hall Nov 18 5:00 pm. Elementary Admissions Task Force Nov 22 9:00 am. Board Office Mass Nov 25 6:00 pm. Board of Trustees Meeting Nov 26 6:00 pm. Pastoral Committee Nov 29 5:30 pm. Trustee/Senior Staff Christmas Social

12.3 Pending Items:

12.4 Pending Items for OCSTA Consideration Mental Health Government Funding Continuation





2013-151 -- It was moved by P. Reitmeier and seconded by W. Price: THAT the meeting be now adjourned. The meeting was adjourned by consensus at 8:13 p.m.


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Minutes

Special Board of Trustees’ Meeting

A special public meeting of the Board of Trustees was held on Monday, November 11, 2013 at the Waterloo Region Catholic Education Centre. Trustees Present: Joyce Anderson; Wayne Buchholtz (Chair); Manuel da Silva; Janek Jagiellowicz; Frank Johnson; Wendy Price; Peter Reitmeier; Greg Reitzel

Student Trustees Present: *Alexandru Gheorghe *left the meeting at 6:55

Administrative Officials Present: Larry Clifford; Gerry Clifford; David DeSantis; Derek Haime; Maria Ivankovic; Shesh Maharaj; Laura Shoemaker

Special Resources For The Meeting:

Regrets: Anthony Piscitelli; Carlos Valero; Fr. Fred Scinto; John Shewchuk Absent: Recorder: Barb Pilsner, Executive Administrative Assistant NOTE ON VOTING: Under Board by-law 5.7 all Board decisions made by consensus are deemed the equivalent of a unanimous vote. A consensus decision is therefore deemed to be a vote of 9-0. Under Board by-law 5.11 every Trustee “shall vote on all questions on which the Trustee is entitled to vote” and abstentions are not permitted. 1. Call to Order:

The Chair of the Board called the meeting to order at 6:00 p.m. 1.1 Opening Prayer & Memorials The opening prayer was led by Alexandru Gheorghe, Board Pastoral Team. Intentions were offered for all veterans and for Richard Kunst, son of Brigitte Kunst, who passed away. 1.2 Approval of Agenda 2013-152 -- It was moved by M. da Silva and seconded by W. Price: THAT the agenda for November 11, 2013 be now approved. --- Carried by consensus. 1.3 Declaration of Pecuniary Interest

1.3.1 From the current meeting – NIL 1.3.2 From a previous public or in-camera meeting – NIL




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Waterloo Catholic District School Board – Monday, November 11, 2013 Minutes – Special Public Board Meeting

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4 Delegations

4.1 Governance L. Clifford introduced Eric Roher, of Borden Ladner Gervais LLP, to speak to the trustees on Governance. In-camera vs. Public Meeting Open Meetings of board [s. 207 (1)]:

Meetings of board and committee of the board, subject to subsection (2), shall be open to the public and no person shall be excluded from a meeting except for improper conduct.

Closing of Certain Meetings [s. 207 (2)] A meeting of a committee of a board, including a committee of the whole board, may be closed to the public when the subject matter under consideration involves:

a) the security of the property of the board; b) disclosure of intimate, personal or financial Information in respect of:

a member of the board, an employee or prospective employee of the board; or a pupil or his or her parent or guardian;

c) the acquisition or disposal of a school site; d) decisions in respect of negotiations with employees of the board; or e) litigation affecting the board

The Director in consultation with the Chair should make a determination on what items are to be heard in public session and private session. If an issue arises it should be brought to the attention of the Director and Chair. Board counsel should be asked for a legal opinion in situations where it is not clear. Trustee Code of Conduct (s. 218.2)

a trustee who has reasonable grounds to believe that a member of the board has breached the Code of Conduct, may bring the alleged breach to the attention of the board. If an alleged breach is brought to the attention of the board, the board shall make inquiries into the matter and shall, based on the results, determine whether the trustee has breached the board’s Code of Conduct

Where there is a breach, the board may impose one of the following sanctions:

censure of the member barring the member from attending all or part of a meeting of the board; barring the member from sitting on one or more committees of the board for a specified period.

Wording of the motion should be precise. Breach of the Board’s Code of Conduct

Board must give the member written notice of the determination and of any sanction imposed Notice shall inform the member that he or she may make written submission to the board with respect to the

sanction, within 14 days after the notice is received The board will consider any submissions and shall confirm or revoke the determination within 14 days after

the submissions are received.

Determination by the board Determination of the appeal should be in private session (then rise and report and have a public declaration) If the board confirms a determination, with 14 days, it will confirm, vary or revoke the sanction If the board revokes a determination, any sanction imposed by the board is revoked.

Conflict of Interest Legislation The Municipal Conflict of Interest Act should be given a broad and liberal interpretation. It is the responsibility of the trustee to declare. Highest Standards of Conduct

Elected officials are held to the highest standards of conduct in their activities as members of the WCDSB. The Act forbids holders of public office to participate in matters which their economic self-interest may be in

conflict with their public duty.

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In the case of any matter that comes before the board, questions that every Trustee should be asking: Do I have a pecuniary interest in this matter? Do I potentially have something financial to gain or lose in this matter? Are there direct or indirect possibilities of a pecuniary interest in this matter? Is there a possible link between the matter and the interest of the trustee?

Municipal Conflict of Interest Act

Trustees are not permitted to vote on or discuss matters in which they have a direct or indirect pecuniary interest

The direct or indirect pecuniary interest of a parent, spouse or child is deemed to be the interest of the trustee.

Direct Pecuniary Interest

Where the trustee himself or herself stands to benefit or suffer financially by a decision of the Board.

Indirect Pecuniary Trustee is shareholder, director or senior officer of a non-share corporation and the corporation has pecuniary

interest Trustee is a shareholder, director or senior officer of a share corporation and the corporation has pecuniary

interest. Trustee is a member of a body that has a pecuniary interest Trustee is a partner or employee of a body that has a pecuniary interest.

A. Gheorghe left the meeting at 6:55 p.m.

When a trustee has a direct or indirect pecuniary interest he or she can’t take part in the discussion, of or vote on any question in respect of the matter; can’t discuss the issue with any other person and can’t attempt in any way whether before, during or after the meeting to influence the voting on such question. The trustee must leave the meeting or the part of the meeting during which the matter is under consideration. Every declaration of interest shall be recorded in the minutes of an open board meeting. When the meeting is not open to the public, the declaration of interest shall be recorded in the minutes of the next board meeting open to the public.

The Chair thanked E. Roher for his presentation to the trustees.



6.1 Audit Committee Report 2012-2013 Financial Statement J. Jagiellowicz advised there were no major concerns. 2013-153 -- It was moved by G. Reitzel and seconded by W. Price: THAT the Board of Trustees approved the 2012-2013 Financial Statement as presented. --- Carried by consensus.





10.1 Monitoring Reports & Vote on Compliance 10.2 Advice from the CEO

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12. Announcements

12.1 The following reports are posted on the Board web page: www.wcdsb.ca a) Minutes of SEAC Meetings b) Minutes of Parent Involvement Committee Meetings

12.2 Upcoming Meetings/Events (all scheduled for the Catholic education Centre unless otherwise indicated):





2013-154 -- It was moved by F. Johnson and seconded by P. Reitmeier: THAT the meeting be now adjourned. The meeting was adjourned by consensus at 7:29 p.m.


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Minutes

Linkages Committee Meeting

A meeting of the Linkages Committee meeting was held on the 4th day of November, 2013 at 5:00 p.m. at the Waterloo Region Catholic Education Centre. Present: Committee Members:

Wayne Buchholtz, Peter Reitmeier, Alexandru Gheorghe, Carlos Valero, Janek Jagiellowicz Administrative Officials: John Shewchuk Other Attendees Manuel da Silva

Regrets: Next Meeting: December 9, 2013

1. Welcome and Opening Prayer:

The meeting was called to order at 5:00 p.m. The opening prayer was offered by P. Reitmeier.

2. Approval of Agenda – as amended

Motion: J. Jagiellowicz Seconded: D. Gheorghe The agenda was amended by consensus to include items 5.4 “Potential MPP Meeting Questions” and 5.5 “School Visits by Trustees”. Motion carried by consensus. Business Arising W. Buchholtz reported Hon. John Milloy is not able to attend a board meeting but could be available for a lunch meeting on a Friday. P. Reitmeier reported Fr. Freitas is not available to attend Linkages meetings until January, 2014.

3. Declared Pecuniary Interest

NIL

4. Approval of September 30, 2013 Minutes

Motion: C. Valero

Seconded: W. Buchholtz Motion carried by consensus.

5. Discussion Items

5.1 Strategic Plan P. Reitmeier identified areas in the strategic plan where trustees may be able to play a role. It was suggested trustees “sponsor” one of the monthly board office Masses. There is a desire among committee members for

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trustees to be involved in the annual Diocesan Mass – especially if/when WCDSB hosts. There is also a desire among committee members for trustees to play a higher profile role supporting the Bishop’s Banquet via a meaningful silent auction donation. It was suggested the board of trustees send acknowledgement / thank you letters to VIP recipients, SEAC & PIC members, and parish priests etc., recognizing their contributions to our schools. 5.2 Assignment of Responsibility to Receive / Review School Newsletters M. da Silva will circulate the existing assignment schedule. 5.3 Engaging MPP Leone as New P.C. Party Education Critic P. Reitmeier has reached out to MPP Rob Leone to schedule a meeting to discuss PC Party education policy and communicate the role WCDSB plays in the community. The meeting will be a lunch meeting to encourage an open dialogue. MPP Leone will also meet with Director Clifford to better understand the operational aspects of the school system. 5.4 Potential MPP Meeting Questions

Questions:

Do you personally -- and does your party -- support publicly funded Catholic education? What is your future vision for education in Ontario? What do you believe is working in Ontario’s current education system? What would you change? Do you support fully funding both the capital and operational requirements of FDK going forward? What current labour-related education legislation do you support? What current labour-related education legislation do you oppose? What labour-related education legislation will your party introduce if it forms a government?

Questions will need to be approved by the full board.

5.5 School Visits by Trustees Trustees can glean information about events in schools that may provide good opportunities for trustees to visit. Trustees who find such opportunities will share them with all trustees. Pending items for next meeting: Draft Invitation to MPPs

6 Adjournment

Motion to adjourn: J. Jagiellowicz Motion carried by consensus. Meeting adjourned at 6:15 p.m.

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Minutes

Governance Committee Meeting

A meeting of the Governance Committee was held on the 4th day of November, 2013 at 7:00 p.m.

Present: Committee Members:

Greg Reitzel, Joyce Anderson, Wayne Buchholtz, Manuel da Silva

Administrative Officials: Larry Clifford

Regrets:

Next Meeting: December 9, 2013

1. Welcome and Opening Prayer: The meeting opened at 7:00 p.m. with prayer by G. Reitzel.

2. Approval of Agenda Motion: M. da Silva

Seconded: W. Buchholtz

3. Declared Pecuniary interest NIL

4. Approval of September 30, 2013 Minutes Motion: J. Anderson

Seconded: W. Buchholtz

5. Discussion Items 5.1 Board Policy II 010 Board Committee Structure and Updated Terms of Reference

Committee members discussed these items together. Discussion with the Board of Trustees for a possible hybrid model of committee structures for the Board’s consideration – reinstating standing committee.

5.2 2012-13 Board Evaluation – Trustee Support Around Strategic Planning

Committee members agreed Strategic Planning was not a focus last year. Dialogue between the trustees and senior staff for input into Strategic Planning for 2013-2014 was agreed to and will be evaluated in June 2014.

5.3 2012-13 Board Evaluation – Dealing with In-camera Business

Deferred until Nov 11th Special Board meeting with Eric Roher. 5.4 By-law Review Article 1 and 2

Article 1: reviewed and recommended to remain as is. Article 2: reviewed and recommended to remain as is. Committee members would like to ask the lawyer about voting procedures – secret ballot versus show of hands.

7. Adjournment The meeting was adjourned at 8:55 p.m.

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Minutes

Elementary Admissions Task Force Meeting

A meeting of the Elementary Admissions Task Force was held on the 18th day of November, 2013 at 5:00 p.m. at the Waterloo Region Catholic Education Centre. Present: Committee Members:

Wayne Buchholtz, Manuel da Silva (Chair), Greg Reitzel, Alexandru Gheorghe, Wendy Price Administrative Officials: Derek Haime

Regrets: David DeSantis

Absent: Anthony Piscitelli *see September 19, 2013 Special Board of Trustee minutes

Next Meeting: January 14, 2014

1. Welcome and Opening Prayer:

The meeting was called to order at 5:00 p.m. and opening prayer and memorial was offered by W. Buchholtz.

2. Approval of Agenda

Motion: W. Buchholtz Seconded: G. Reitzel

3. Declaration of Pecuniary Interest

Nil

4. Approval of October 21st

minutes

Motion: G. Reitzel Seconded: W. Buchholtz

5. Discussion Items

5.1 Review/discuss attached chart - summary of board procedures Discussion ensued regarding the summary of board procedures. The chart was found to be clearly presented and no issues with the chart were identified.

5.2 Discuss possible questions to various boards on their procedures 1. How many requests are received at the elementary level for admission of non-Catholic students by a

given Board versus how many non-Catholic students are admitted? 2. How many non-Catholic students does each board have in the elementary panel? 3. For boards with more open access have there been any issues resulting from this? 4. For Boards with open access, is it filling their schools, that is has it made a difference with their

enrolment? 5. What is the rationale for the procedure you have in place right now?

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6. What is the current status of your policy? 7. Are you currently contemplating changes? 8. Are there conversations happening with the co-terminous board regarding elementary admissions? If so,

what is the nature of these conversations?

5.3 Next Steps: W. Buchholtz will follow up with Eric Roher regarding some outstanding questions. M. da Silva will check with OCSTA regarding an official position on elementary admissions. Answers regarding questions above will be sought from other Catholic Boards. There will be a consultation with Catholic ratepayers which may include a café style forum and a survey. A discussion was had regarding obtaining input from students in Grades 6-8. Committee members will be responsible for following up with their assigned boards after the Board chair and director send an email explaining the rationale of the requests.

5.4 Next Meeting: Tuesday, January 14/14 at 5pm in the Boardroom.

6. Adjournment

Motion: G. Reitzel Seconded: A. Gheorghe

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LINKAGES COMMITTEE RECOMMENDATIONS

November 4, 2013 Committee meeting

Committee members recommended the following questions for approval:

Potential MPP Meeting Questions

Do you personally -- and does your party -- support publicly funded Catholic education?

What is your future vision for education in Ontario? What do you believe is working in Ontario’s current education system? What

would you change? Do you support fully funding both the capital and operational requirements of

FDK going forward? What current labour-related education legislation do you support? What current labour-related education legislation do you oppose? What labour-related education legislation will your party introduce if it forms a

government?

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Date: June 18, 2013

To: Board of Trustees

From: Anthony Piscitelli, Chair, Audit Committee

Subject: Annual Report to the Board of Trustees and Ministry of Education

Type of Report: Decision-Making

Monitoring Incidental Information

Type of Information: Information for Decision Making Monitoring Information Information Only

Origin:

Ontario Regulation 361/10 Audit Committees Board Policy II 010 Board Committee Structure Policy Statement:

Ontario Regulation 361/10 Audit Committees 15(3) - An audit committee of a board shall submit a report to the board in each fiscal year on or before a date specified by the board, and at any other time as may be requested by the board, that includes,

(a) a summary of the work performed by the committee since the last report; (b) an assessment by the committee of the board’s progress in addressing any findings and

recommendations that have been made by the internal or external auditor; (c) a summary of the matters addressed by the committee at its meetings; (d) the attendance record of members of the committee; and (e) any other matter that the committee considers relevant.

Background/Comments:

Audit Committee Members The Audit Committee is composed of the following members:

Anthony Piscitelli – Chair Janek Jagiellowicz and Greg Reitzel – Trustees Tim Southern, and Courtney Smith – Community Member

Assessment Throughout the year and in accordance with recommended good practice various administrative tasks were completed. These include:

Reviewed and recommended to the Board of Trustees the Audit Committee Terms of Reference Developed a meeting schedule and agenda for each meeting Reviewed and recommended for approval the 2012-13 Internal Audit Plan Performed a self evaluation of the Audit Committee effectiveness and discussed results

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It was agreed to meet six times throughout the year; all meetings have been held as planned. The members in attendance were as follows:

Members Name Oct 1, 2012 Nov 7, 2012 Jan 14, 2013 April 24, 2013 June 18, 2013

Anthony Piscitelli Janek Jagiellowicz Greg Reitzel Courtney Smith Tim Southern

Governance The Audit Committee operated throughout the fiscal year ending August 31, 2012. All of the members were independent in accordance with provision 3(1) and 3(2) of Ontario Regulation 361/10. Internal Auditors The Audit Committee reviewed the 2012-2013 Internal Audit Plan, which included a risk assessment and risk-based internal audit plan prepared by the Internal Audit Officer. The Audit Committee reviewed and endorsed internal audit strategies and annual plan for the Board and has received regular reports on the outcome of audit work and recommendations made. The audit committee reviewed the following internal audit reports during the year:

2011-2012 Director’s Audit 2011-2012 Annual Internal Audit Report Internal Audit Plan Report – First Quarter (2012-13)

Internal Audit Plan Report – Second Quarter (2012-13)

Internal Audit Plan Report – Third Quarter (2012-13)

2012-2013 Internal Audit Plan Regional Internal Audit Report Capital Planning Regional Internal Audit Report Enrolment

External Auditors The external auditors (Grant Thornton) presented the scope and extent of their work to the Audit Committee for review and approval on June 18, 2013. The external auditors have confirmed their independence in the letter dated November 5, 2013. Summary of Work Performed Following are some highlights of the work of the committee over the 2012-2013 school year:

Election of Anthony Piscitelli as Chair of the Audit Committee Reviewed the quarterly dashboard reports from management Implemented the Fraud and Accountability Line Reviewed the work performed by the Internal Audit Officer including the audit of the Resource Development

Office Completed annual review of the Audit Committee Terms of Reference Reviewed the 2011-2012 audited financial statements and recommended approval to the Board of Trustees Received and reviewed the 2011-2012 annual Internal Audit Report Reviewed the RIAT’s Capital Planning and Enrolment Audit Reports Met with Regional Internal Audit Team and discussed alignment of RIAT’s plan with our Internal Auditor’s plan to

prevent duplication and streamline efforts Reviewed and provided input on the Board’s risk assessment to aid in developing the Internal Auditor’s annual

audit plan. Completed the annual Audit Committee self-evaluation Recommended that the Board of Trustees request OCSTA ask the Ontario Government to revise the audit

committee regulations with respect to the composition of Audit Committees and the selection process for external members of the committee

In accordance with the Board’s hiring policies and practices, and following the interview process with several candidates, the Audit Committee is pleased to announce the hiring of the new Internal Audit Officer

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Work for 2013-2014:

Review of Grant Thornton’s year-end audit plan (June 2013) Completion of audit committee self-evaluation (Summer 2013) Submission of the annual report to the Board of Trustees and Ministry of Education (December 2013) Annual review of the Audit Committee Terms of Reference and approval by the Board of Trustees (November

2013) Internal Audit; Hiring Policies and Practices, Continuing Education, School Generated Funds, Enrolment and

Attendance, Resource Development Office Audit Follow-up, Expenses and P-cards (Continuous) Regional Internal Audit Team; Budgeting and Reporting Audit Follow-up, Continuing Education (Winter 2014)

Recommendation:

1. This report is provided as monitoring information for the Board of Trustees 2. THAT the Board of Trustees authorizes the Chair of the Audit Committee to submit this report to the Ministry of

Education on behalf of the Board of Trustees Prepared/Reviewed By:

Anthony Piscitelli, Chair, Audit Committee

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Number: II 004 Subject: Advocacy and Advertising

Approval Date: September 29, 2008.

Effective Date: September 29, 2008.

Revised:

Policy Statement:

The Board of Trustees has a responsibility to act as advocates on behalf of the owners. Advocacy involves telling our story with the purpose of soliciting support for our students, system and Catholic Education. As per Ministry of Education directive, advocacy activities will not use students, report cards or annual reports as vehicles for Board or school advocacy to the public, education partners or government. The Board will not expend Board funds for specific political party events, recruit students from other boards, provide inaccurate information, or use paid advertising or communications with parents, teachers, or students for the sole purpose of advocating the government or other education partners. Action however may, result from the activities of the members of the Board of trustees directly, or indirectly through supporting the activities of groups like the Ontario Catholic School Trustees Association (OCSTA), the Ontario Catholic Supervisory Officers Association (OCSOA) or the Ontario Catholic School Business Officials (OCSBOA).

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Report

Date: November 25, 2013

To: Board of Trustees

From: Larry Clifford, Director of Education

Subject: Bell Times Type of Report: Decision-Making

Monitoring Incidental Information Type of Information: Information for Decision Making

Monitoring Information Information Only Origin:

On October 7, 2013, the Board of Trustees requested that staff engage in a consultation process related to harmonizing the bell times of our schools with those of the Waterloo Region District School Board. The results of the consultation process are contained in this report.

Policy Statement:

N/A Background/Comments:

A formal consultation process was undertaken following the meeting on October 7, 2013, ending on November 11, 2013. Letters were sent home with each student, elementary and secondary, which provided information on the nature of the consultation and which invited parents and families to provide feedback on the proposed change specific to their school. A reminder letter was sent home on November 1, 2013. The consultation process was also advertised through Newswire, and this resulted in coverage in the major newspapers in the Region. A survey was created on surveymonkey.com from which we received 5,200 responses. The survey we conducted in 2011 received 5,900 responses. This can be interpreted as a very good level of participation. Parents were also provided with the option to send an e-mail to a special ‘belltimes’ e-mail address, or to call in with their comments. 199 responses were received by e-mail and 51 responses were received by telephone. Bell Times were placed on the agendas of school council meetings, and where there was feedback, this was sent in by Administrators. General information was provided to CPIC and to a specific employee group at their request. Feedback was received from secondary principals and from our Athletic Coordinator.

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Results:

Generally, schools moving by 20 minutes and elementary schools moving beyond 9:00am did not like the proposal.

St. Anne (K) did not like the proposal as we moved their school bell times this year, and the proposed change would result in them moving by 40 minutes over 2 years.

Secondary school feedback from parents/families who said ‘no’: o The times were too early for students (37% or 200 responses) o New times interfered with after school commitments (20% or 109 responses) o Removal of GRT was inconvenient (7% or 39 responses) o Sibling childcare would be affected (6% or 35 responses)

Elementary school feedback from parents/families who said ‘no’: o Childcare costs or changes o New times interfered with after school commitments o Parents work schedules conflict with new times

Secondary school principals are not in favour of the new times Summary of Online Survey Responses- School Level

Majority

Yes Majority

No School Split

Number of schools where majority of respondents indicated Yes or No

24 24 2

Summary of Online Survey Responses

Stakeholder Group Number

of Responses

Percentage of Total

Responses

Yes Vote

No Vote

No Response*

WCDSB Parent 3,891 75.1% 1681 2008 202 WCDSB Student 471 9.1% 173 257 41 WCDSB Employee 819 15.8% 392 339 88 Total 5,181 2,246 2,604 331

*Indicates no response given to question on whether they agree or disagree with proposal

The full results are attached as follows: Appendix A – Results by school from surveymonkey.com survey Appendix B – surveymonkey.com comments where ‘No’ was selected Appendix C – Secondary school principals’ opinion letter Appendix D – Feedback from Principals/School Councils Appendix E – Phone log Appendix F – E-mails from stakeholders

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Please also see the map showing both our times and the times of the Waterloo Region District School Board. This map will be posted in the Board Room for review on Monday night. Additional Information: Based on surveymonkey.com feedback, certain schools were strongly opposed to the changes. These are listed below:

Holy Spirit (+20 to 9:20 AM) John Sweeney (+20 to 8:50 AM) Our Lady of Fatima (+20 to 8:50 AM) Our Lady of Grace (+10 to 9:10 AM)) St. Agnes (+20 to 9:20 AM) St. Anne K (+20 to 9:15 AM) St. Dominic Savio (+15 to 9:15 AM) St. Joseph C (+20 to 9:15 AM) St. Michael (+20 to 9:10 AM) St. Nicholas (+15 to 9:15 AM) St. Teresa K (20 to 9:20 AM)

Inquiries were made of STSWR as to whether or not these times could be altered. In most cases, buses would need to be added to move schools back to their original time. Moving all of these schools back to their original time would cost $1.2M. However, the following compromises are possible with no cost to the board:

Holy Spirit can be moved back to 9:10 AM St. Michael can be moved back to 9:00 AM St. Joseph C can be moved back to 9:10 AM

Athletics: Feedback was received from Chris Woodcroft (D8) and Michael Grobe (Athletics Coordinator). Following are the main issues:

St. Mary’s is later than the other high schools. Additional supply costs may be incurred at St. Mary’s related to the early release of teachers involved with sports. D8 may modify the start times of games.

Because of the shift in times at elementary, there may be gaps of up to an hour between when school ends and when a student will be engaged in after school sports. This will be up to 6 days per school year per sport played. Up to 2 sports can be played per year so students could experience this lag up to 12 times.

Because of shifts in times at secondary, students may experience gaps of up to an hour between when school ends and their sports begin. This could occur up to twice per week depending on practice times and the sports they choose.

Some feedback from secondary principals indicates coaches may not wish to continue due to the new times.

Update:

Both boards need to agree in order for savings to be had. Waterloo Region District School Board accepted the proposal on November 18th.

Recommendation:

That this report and its appendices be received in fulfilment of the request to consult with our stakeholders on potential bell time changes, and that deliberation and decision-making occur on aligning our bell times with those of the Waterloo Region District School Board.

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Prepared/Reviewed By: Larry Clifford Director of Education Shesh Maharaj Superintendent of Corporate Services Treasurer and CFO Stephanie Reidel Executive Assistant, Corporate Services *Bylaw 5.2 “where the Board of Trustees receives from the Director of Education a monitoring report that flows from a responsibility delegated to the Director under Board Policy – except where approval is required by the Board of Trustees on a matter delegated by policy to the Board - the minutes of the Meeting at which the Report is received shall expressly provide that the Board has received and approved of the Report as an action consistent with the authority delegated to the Director, subject in all instances to what otherwise actually occurred.”

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BOARD OF DIRECTORS’ MEETING...2013/11/25 · 3.1.7 Bell Times Recommendation 3.1.8 Ends Statement...

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