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AGENDA Regular Board Meeting Feast of Saint Monica Tuesday, August 27, 2019, 7:00 pm Room 301, 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. A. Routine Matters 1. Call to Order and Attendance 2. Acknowledgement of First Nations Sacred Territory 3. Opening Prayer 3 a. Declaration of Office and Oath of Allegiance for Student Trustees Sheanne Jesudhason and Eugene Zanone 4. Approval of Agenda a. Approval of Calendar Items 5. Declaration of Interest 6. Approval of Minutes, Regular Board Meeting, June 18, 2019 6 a. Business Arising from the Minutes B. Awards and Presentation 1. Proclamation: International Literacy Day 21 C. Pastor’s Remarks D. Delegations E. Updates/Information/Reports from Trustees for Receipt 1. Regular Reports a. Verbal Update: Chair's Meeting with Minister of Education 23 2. Good News Items F. Information/Reports from Committees for Receipt 1. Minutes of the Central Committee for Catholic School Councils Meeting, May 2, 2019 24 G. Information/Reports from Administration for Receipt 1. Letter of Retirement - (to be distributed at the meeting) 28 2. Human Rights Equity Advisor Position 29 3. Installation of Plaque at St. Mary Star of the Sea Catholic Cemetery 31 H. Trustee/Committee/Administration Reports Requiring Action 1. Procedural By-Law 35

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Page 1: AGENDA Regular Board Meeting Feast of Saint Monica Tuesday, … Package Regular Board … · AGENDA Regular Board Meeting Feast of Saint Monica Tuesday, August 27, 2019, 7:00 pm Room

AGENDARegular Board MeetingFeast of Saint MonicaTuesday, August 27, 2019, 7:00 pm Room 301, 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.

A. Routine Matters

1. Call to Order and Attendance

2. Acknowledgement of First Nations Sacred Territory

3. Opening Prayer 3

a. Declaration of Office and Oath of Allegiance for Student Trustees SheanneJesudhason and Eugene Zanone

4. Approval of Agenda

a. Approval of Calendar Items

5. Declaration of Interest

6. Approval of Minutes, Regular Board Meeting, June 18, 2019 6

a. Business Arising from the Minutes

B. Awards and Presentation

1. Proclamation: International Literacy Day 21

C. Pastor’s Remarks

D. Delegations

E. Updates/Information/Reports from Trustees for Receipt

1. Regular Reports

a. Verbal Update: Chair's Meeting with Minister of Education 23

2. Good News Items

F. Information/Reports from Committees for Receipt

1. Minutes of the Central Committee for Catholic School Councils Meeting, May 2, 2019 24

G. Information/Reports from Administration for Receipt

1. Letter of Retirement - (to be distributed at the meeting) 28

2. Human Rights Equity Advisor Position 29

3. Installation of Plaque at St. Mary Star of the Sea Catholic Cemetery 31

H. Trustee/Committee/Administration Reports Requiring Action

1. Procedural By-Law 35

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2. Multi-Year Strategic Plan

3. Capital Priorities Update 145

I. Notices of Motion

J. Additional Business

K. Questions Asked of, and by, Board Trustees

L. Declared Interest Items

M. In Camera SessionSee In Camera Agenda

N. Rise and Report

O. Future Meetings

September 24, 2019, October 22, 2019, November 26, 2019,December 3, 2019 (Organizational Board Meeting) , December 10, 2019, January 28, 2020, February 25, 2020, March 24, 2020, April 28, 2020, May 26, 2020, June 16, 2020

P. Adjournment

2

101

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OPENING PRAYER

O ALMIGHTY GOD OUR FATHER IN HEAVEN

FROM WHOM ALL GOODNESS AND TRUTH ON EARTH HAVE COME FORTH

GRANT TO US – THE CATHOLIC COMMUNITY GATHERED AT THIS MEETING

THE VISION TO RECOGNIZE AND THE VIGOR TO ESPOUSE

SOUND PRINCIPLES OF EDUCATIONAL THEORY AND PRACTICE IN A SPIRIT OF BALANCED

JUDGEMENT AND WITH PROPER PERSPECTIVE

GIVE US ALSO THE COURAGE TO TURN AT ALL TIMES

ONTO THE PATH OF HIGHER GOODNESS IN OUR DELIBERATIONS

ADMINISTRATIVE DECISIONS AND COURSES OF ACTION

3

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Regular Board Meeting, August 27, 2019 Remembering Our Deceased

Remembering Our Deceased

July and August 2019

Let us remember the students, staff, and family members of staff who have recently passed away, and keep them in our thoughts and prayers. Eternal rest grant unto them O Lord and let the perpetual light shine upon them. May they rest in peace. Amen Staff / Former Staff

► Maria Falconer, former employee.

► Neil Stehouwer, former teacher from Notre Dame Catholic Secondary School.

► Diane Gibson, retired secretary from St. David of Wales School; mother of Karen Andreatta, teacher, St. Anne School.

► Claire Hart-Ruhl, teacher from St. Peter School.

► Kim Konarzycki, retired teacher from St. Martin Secondary School.

Family Members of Staff / Former Staff

► Zenon Kotowicz, father of Margaret Mierzwinski, educational resource worker, St. Francis Xavier Secondary School; grandfather of Michelle Mierzwinski, teacher, Our Lady of Mount Carmel Secondary School.

► Rafaela Cavallaro, mother of Carmela Dri, educational resource worker, St. Veronica School

► Andrzej and Marianna Nowak, father-in-law and mother-in-law of Eva Nowak, educational resource worker, St. Edmund School.

► Antonietta Ariganello, grandmother of Michael Ariganello, teacher, St. Joseph Catholic Elementary School.

► Eleanor Boissonneault, mother of Michelle Boissonneault, retired principal, St. Basil School.

► Paula Zlahtic, mother of MaryAnn Doig, special education consultant, Mississauga Brampton Central Family of Schools.

► Maria Zmak, grandmother of Gabriel Poropat, teacher, St. Herbert School.

► Joan Hobson, grandmother of Laura Hogan, educational resource worker, St. Elizabeth Seton School.

► Stefanija Brozic, mother of Mary Brozic-Hospital, teacher, St. Luke Catholic School; aunt of Edward Farhat, teacher, Our Lady of Providence School.

► Jeannette Homick, mother of Casey Homick, retired principal, St. Roch Catholic Secondary School; mother-in-law of Diane Homick, retired teacher, St. Aloysius Gonzaga Secondary School; grandmother of Crystal Tipton (Homick), former teacher.

► Patrick McDonough, husband of Michelle McDonough, teacher, St. John Fisher School.

► Luba Dmytruszko, mother of Julie Vallesi, retired teacher, Canadian Martyrs School.

► Ted Boardman, husband of Julie Collu-Boardman, educational resource worker, St. Roch Catholic Secondary School.

► Serge Lavergne, father of Michelle Lavergne, social worker.

► Leonardo Savelli, father of Gina Renda, vice-principal, Notre Dame Catholic Secondary School.

► Almerinda Emelia Da Silva, grandmother of Ruben Furtado, principal, St. Aidan Catholic School.

► Ada Falbo, mother-in-law of Luigi Gatta, teacher, St. Joseph Secondary School.

► Marie Germaine Auger, mother of Theresa Sunseri, secretary, St. Patrick School; mother-in-law of Peter Furtado, teacher, St. Cornelius School; aunt of Donna Benoit, educational resource worker, St. Jean-Marie Vianney Catholic School.

► Emmanuel Gatt, father of Jennifer Selvaggi, teacher, St. Rita School.

4

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Regular Board Meeting, August 27, 2019 Remembering Our Deceased

► Noemi Rodas, mother of Percy Rodas, custodian, Queen of Heaven School; mother-in-law of Natty Rodas, custodian, St. John of the Cross School.

► Anastasia Chytra, mother of Julia Kalynowsky, head secretary, St. Dominic School; grandmother of Lesia Chytra, teacher, Holy Name of Mary Catholic Secondary School.

► José Elias Dinis, brother-in-law of Silvia Constantino-Dinis, teacher, St. Sofia Catholic School.

► Antonietta De Angelis, mother-in-law of Luciana De Angelis, secretary, Adult Faith Development Program and Learning Services Department.

► Giovanni Angeloni, father of Sonia Rotino, retired principal, Our Lady of Lourdes Catholic School.

► Antonio Sousa, father of Michelle Sousa, teacher, All Saints School.

► Alfred De Bartolo, father-in-law of Sabrina De Bartolo, teacher, St. Nicholas School.

► Wayne Leung, brother of Howard Leung, Guidance, St. Francis Xavier Secondary School.

► Tony Casaluce, father of Tonya Casaluce, educational resource worker, St. Marcellinus Secondary School.

► Allan Fernandes, father-in-law of Pedro Martin, custodian, Venerable Michael J. McGivney Catholic School.

► Antonio Starnino, father of Angela Starnino, teacher, St. Julia Catholic School.

► Vittorio Costanzo, grandfather of Stephanie Costanzo, teacher, St. John the Baptist School.

► Vita Halo Ansay, daughter of Arlene Vita, field technician, ICT Department.

► Marie Bennett, mother of Michael Bennett, retired teacher, St. Thomas Aquinas Secondary School.

► John Collins, father of David J. Collins, teacher, St. Marcellinus Secondary School.

► Ellen Shaw, mother of Julia Goodman, retired teacher, Christ the King Catholic School.

► Leonardus Vanderkooy, father of Marilyn van der Ster, teacher, Divine Mercy School.

► Carmelina Costanzo, grandmother of Stephanie Costanzo, teacher, St. John the Baptist School.

► Lucia Salmon, mother of Nicole Salmon, teacher, Cardinal Ambrozic Catholic Secondary School; mother-in-law of Craig Lue, teacher, St. Edmund Campion Secondary School.

► Thomas Dean, father-in-law of Joanne Dean, chief, Speech Language, Hearing and Vision Services.

► Jason Troy Muggah, husband of Mendee Hunt, social worker.

► Costantino Gazzaruso, father of Ida Bellizzi, teacher, Cardinal Ambrozic Catholic Secondary School; father-in-law of Louis Bellizzi, teacher, Lester B. Pearson Catholic School.

► John D’Souza, father of Nikkieta D’Souza, teacher, St. Francis Xavier Secondary School.

► Isabella Bracken, mother of Deirdre Carvalho, teacher, St. John Fisher School.

► Eugenio Sturino, father of Antonio Sturino, teacher, St. Aidan Catholic School; father-in-law of Kelly Sturino, teacher, Holy Name of Mary Catholic Secondary School.

► Morris Joseph Barron, father of Cheryl Moore, head secretary, St. Aidan School.

► Osvaldo Verratti, father of Michael Verratti, teacher, St. Marcellinus Secondary School.

► Benita Paluzzi, mother of Domenic Paluzzi, retired teacher.

► Izidor Mutnica, son of Blazenka Mutnica, educational resource worker, St. Martin Secondary School.

► Salvatore Antonio Bria, brother of Pino Bria, educational resource worker, St. Isaac Jogues School; brother-in-law of Heidi Bria, teacher, St. John Paul II Catholic School.

► Kurt Klein, brother of Deborah Harty, teacher, St. Francis of Assisi School; uncle of Julia Harty, teacher, St. Margaret of Scotland School.

► Iwona Dudek, mother of Magdalena Dudek, teacher, St. Roch Catholic Secondary School.

► Antonio (Tony) Colabufalo, husband of Maria Colabufalo, educational resource worker, Metropolitan Andrei Catholic School; father of Romina Colabufalo, teacher, St. Bonaventure Catholic School.

And, also for those whose passing we have not mentioned,

we know that God will not forget.

5

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Agenda – Regular Board Meeting – August 27, 2019

RECOMMENDATION TO THE BOARD

REPORT NUMBER A 6

MINUTES OF THE

REGULAR BOARD MEETING JUNE 18, 2019

1. THAT THE MINUTES OF THE REGULAR BOARD MEETING, JUNE 18, 2019, BE APPROVED.

6

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Minutes of the Regular Board Meeting, June 18, 2019

MINUTES Regular Board Meeting Memorial of Saint Marina Tuesday, June 18, 2019, 7:00 pm Board Room, Catholic Education Centre

Chair: Sharon Hobin Vice Chair: Thomas Thomas Trustees: Brea Corbet, Anna da Silva, Darryl D'Souza,

Luz del Rosario, Frank Di Cosola, Bruno Iannicca, Mario Pascucci, Stefano Pascucci

Student Trustees: Rynel Pinto Director of Education: Marianne Mazzorato Associate Director of Instructional Services: David Amaral Associate Director of Corporate Services: Daniel Del Bianco Executive Superintendent of Finance, Chief Financial Officer and Treasurer:

Julie Cherepacha

Superintendents: Wayne Brunton, Deborah Finegan-Downey, Silvana Gos, Brian Hester, Jodi Kuran, Martine Lewis, Carmel Murphy, Lucy Papaloni, Tammy-Lynne Peel, Les Storey, Stephanie Strong, Mathew Thomas, Max Vecchiarino

Counsel: Margaret Beck General Managers: Bruce Campbell, Christiane Kyte, Richard Moriah Recorder: Laurie Mackereth Regrets: Trustee Darryl D’Souza, Trustee Shawn Xaviour,

Student Trustee Faye Rosario

A. Routine Matters

1. Call to Order and Attendance Chair of the Board, Sharon Hobin, called the meeting to order at 7:00 p.m., welcomed guests and asked all to join in the singing of the National Anthem.

2. Acknowledgement of First Nations Sacred Territory Chair of the Board, Sharon Hobin acknowledged the sacred territory of the Mississaugas of the Credit First Nation.

3. Opening Prayer Chair of the Board, Sharon Hobin, led the Opening Prayer.

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Minutes of the Regular Board Meeting, June 18, 2019

4. Approval of Agenda Withdrawn from the Agenda: C - Monsignor Joseph Shiels, M 6

Additions to the Agenda: H 4 - St. Mary Star of the Sea Cemetery, M 7

Motion 202 (19-06-18) Moved by Mario Pascucci Seconded by Thomas Thomas

THAT THE AGENDA BE APPROVED, AS AMENDED. CARRIED

a. Approval of Calendar Items - Nil

5. Declaration of Interest

The following trustees declared an interest in agenda items: H 3 - Motions Recommended by the Administration and Finance Committee at the Special Administration and Finance Committee Meeting, June 17, 2019, Item 1

Trustee Sharon Hobin —family members belong to OECTA Trustee Mario Pascucci—family member belongs to OECTA Trustee Stefano Pascucci—family member belongs to OECTA Trustee Bruno Iannicca—family members belong to OECTA and CUPE 2026

Motion 203 (19-06-18) Moved by Mario Pascucci Seconded by Stefano Pascucci

THAT THE DECLARED INTEREST ITEMS BE MOVED TO AGENDA ITEM L. CARRIED

6. Approval of Minutes, Regular Board Meeting, May 28, 2019

Motion 204 (19-06-18) Moved by Stefano Pascucci Seconded by Anna da Silva

THAT THE MINUTES OF THE REGULAR BOARD MEETING, MAY 28, 2019, BE APPROVED. CARRIED

a. Business Arising from the Minutes – Nil

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Minutes of the Regular Board Meeting, June 18, 2019

7. Approval of Minutes, Special Board Meeting, May 28, 2019

Motion 205 (19-06-18) Moved by Brea Corbet Seconded by Frank Di Cosola

THAT THE MINUTES OF THE SPECIAL BOARD MEETING, MAY 28, 2019, BE APPROVED. CARRIED

a. Business Arising from the Minutes - Nil

B. Awards and Presentation

1. Living as Joyful Disciples - Nancy Bodsworth-Boss

Motion 206 (19-06-18) Moved by Anna da Silva Seconded by Thomas Thomas

THAT THE PRESENTATION OF THE CATHOLIC EDUCATION WEEK THEME SONG, LIVING AS JOYFUL DISCIPLES, WRITTEN AND PERFORMED BY NANCY BODSWORTH-BOSS, BE RECEIVED.

CARRIED

C. Pastor’s Remarks

1. Monsignor Joseph Shiels C. H. H. This item was withdrawn.

D. Delegations - Nil

E. Updates/Information/Reports from Trustees for Receipt

1. Regular Reports - Nil

2. Good News Items

Trustee Brea Corbet shared: Mississauga North schools have been busy this month with upcoming graduation ceremonies, end of year school Masses, Liturgies on the virtue of Fairness, Play Day and Fun Fit Day, Bike to School activities, Volunteer Recognition Teas and various Community Engagement Events.

Congratulations to all schools and students who participated on June 6 Mississauga North Softball Tournament, June 14 Mississauga North Soccer Tournament and June 17 Mississauga North Track Meet.

Divine Mercy Catholic Elementary School Students participated in a Wellness Day. Presentations on Acceptance and Inclusion from

guest speaker Giselle Gaylie, Nutrition and the Importance of Reading labels, followed by an afternoon of physical fitness, preparing healthy snacks and Zumba.

June 20 End of the Year mass at Merciful Redeemer Parish. Divine Mercy will be presenting Monsignor Owen Keenan with a presentation cheque for ShareLife.

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Minutes of the Regular Board Meeting, June 18, 2019

Our Lady of Mercy Catholic Elementary School Congratulations to Our Lady of Mercy for achieving Gold status for Ontario Eco Schools.

Great job. Proud of Our Lady of Mercy graduate Robby Fabbri on winning the Stanley Cup.

St. Albert of Jerusalem Catholic Elementary School St. Albert were CHAMPIONS at Mississauga North Soccer tournament. Grade 8 students will be attending Sustainability Workshops at University of Toronto @

Mississauga Campus. St. Albert will be hosting Summer Sizzle for community on June 21st.

St. Bernard of Clairvaux Catholic Elementary School St. Bernard Bears cheered on the Toronto Raptors champions with themed spirit days at

school.

St. Edith Stein Catholic Elementary School A fun family Bingo night was arranged by Catholic School Council.

St. Elizabeth Seton Catholic Elementary School Every class had an opportunity to have Scientists in School. Thank you to the funding by

Catholic School Council. June 13 - School year end mass and School council to host movie night for the community.

St. Faustina Catholic Elementary School June 5 Beach Volleyball Tournament. June 6 Mississauga North Softball Tournament

St. John of Cross Catholic Elementary School A wonderful end of year talent show. Congrats to all student for showcasing your many

talents.

St. Richard Catholic Elementary School This month it was pleasure to see so many students and their families riding their bikes and

scooters and rolling to school during our Bike to School Week.

St. Sebastian Catholic Elementary School St. Sebastian once again had a huge success with their school musical play “Alice in

Wonderland Jr.” Both evening shows were at capacity with amazing compliments and reviews.

St. Sebastian once again received notice that they are recognized and certified as a Platinum ECO School

St. Sebastian finished first place of more than 90 teams in the Elementary Beach Volleyball Tournament.

St. Simon Stock Catholic Elementary School June 4-7 - Grade 8 Ottawa trip (with Sacred Heart School). June 12, 19 and 26 - Swim to Survive Program Grade 3 students. June 12 - Loblaws “Eat Together Day” with Grade 6 students. June 18 - MADD Canada presentation to Grade 7 and 8.

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Minutes of the Regular Board Meeting, June 18, 2019

St. Theresa of Avila Catholic Elementary School A successful Jump Rope for Heart event raising over $5,000.

St. Therese of Child Jesus Catholic Elementary School June 14 - Our Catholic School Council organized our Student Appreciation Day- Hot Dog

Lunch for the school community.

St. Aloysius Gonzaga Catholic Secondary School Gonzaga celebrated our House Gala and Athletic banquet. 5 students competed in various event at OFSAA Track and Field. Jr. Girls won a silver medal for ROPSAA soccer.

St. Joan of Arc Catholic Secondary School SJA Relay for Life raised approximately $40,000 on May 30, 2019. School Play Cinderella: 3 SOLD OUT shows

Our Lady of Mt Carmel Catholic Secondary School Blue Shirt/Top Day – For a donation of $1.00 to Birthright International, students were able

to enjoy a Civvies Day wearing a Blue top or Shirt to honor Mother Mary. Bake Sale – Delicious cupcakes with blue icing & Brownies were on sale also supporting

Birthright International. Together these two activities raised $390.00 for Birthright International.

Praying it Forward – students prayed for someone and challenged them to pray for 3 more friends, and continue the chain. They used social media, posted this info on their ‘story’ and asked their friends to repost the same.

Novena - Some students prayed a Novena for 9 Days to Our Lady of Success for the success of this program at OLMC. Students would gather virtually at 9 pm every day for 9 days to pray the Novena.

May Crowning – The events culminated with the crowning of the image of Our Lady of Mount Carmel on May 30. Students gathered in the foyer in the form of a Rosary. Then proceeded in pairs to place the flowers for Mother Mary. This was followed by our VP - Ms. George who crowned Our Lady of Mount Carmel in the foyer and our Secretary, Mrs. St. Louis crowned the outdoor image of Mother Mary in the Peace Garden.

On behalf of Trustee Hobin, Trustee del Rosario and myself, we’d like to congratulate former graduate of St. Aloysius Gonzaga Catholic Secondary School and Our Lady of Mercy Catholic Elementary – Robby Fabbri. He played for Guelph Storm in the OHL and in 2014 was drafted to St. Louis Blues. We are proud to announce that his team won the Stanley Cup on June 12, 2019. Mississauga North celebrates with Robby and wishes him well and continued success in his professional athletic career.

Trustee Sharon Hobin shared: Thank you to all of our parish priests who celebrated both year end and graduation Masses for our schools. It is so important that we praise and thank God for all of our blessings during this school year. As well, thank you to all of our schools for honouring their volunteers and members of their Catholic school councils. Without these wonderful volunteers we would not be able to offer as many wonderful additions to curriculum and extracurricular activities as our schools do.

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Minutes of the Regular Board Meeting, June 18, 2019

There certainly was tons of fun and excitement at the Fun Fairs I was able to attend this year. From St. Margaret of Scotland’s first Fun Fair to St. Luke’s always well attended Fun Fair to St. Christopher’s 16th Annual Fun Fair, communities came together to visit, share a hot dog or hamburger and have lots of fun. Thank you to the many volunteers who helped to organize these events.

The Raptors series and win certainly was apparent in our schools with students celebrating Raptors Days and of course they were over the moon happy when the team won. Thanks to our principals and vice principals for recognizing the excitement and building team spirit in our schools. The St. Christopher graduates will be “the last Crusaders” as they will officially close out the Crusader history at St. Chris. Next year the school will fully adopt the new mascot and logo: “The Storm”.

Our schools participated in Mississauga South and North sports tournaments with many schools and individual wins. Congratulations to everyone who participated. The month of June is also EQAO month for our grade 3 and 6 students. Thank you to our schools for organizing those days to be less stressful and more enjoyable for our students.

I was delighted to attend many school assemblies where we celebrated the virtue of Kindness. We certainly can use more kindness everywhere and it was amazing to see and hear the students present how important the virtue of Kindness is to them.

At St. Margaret of Scotland the school community participated in BikeFest 2019. Students and families from all grades came out to get some fresh air and exercise. Peel Police and our School Resource Officer were on hand to ensure the safety and security of everyone. Peel Public Health provided bracelets and a tool van to ensure that all bikes were ready for the trek. It was such a success that many families were asking for the next date to get out and have fun.

Congratulations to the Iona Math Department. At the beginning of the school year, a proposal was made by the Department Head of Mathematics, Nelia Toste, to have whiteboards installed around Math classrooms. A standing, 360 classroom allowed her and her department members to vary their teaching strategies with our Math students from Grade 9 to 12. The feedback from students and teachers has been very positive. The level of engagement, discussion and enthusiasm in these classes has been evident. This initiative will continue next year as the school continues to refine our teaching practices. Great learning for both teachers and students.

The school communities said good bye to Father Charles, Father Neil and Father Rick. These priests have been so important to our schools. We wish Father Neil many blessings in his retirement and the very best to Father Charles and Father rick in their new assignments. A final school Mass was celebrated at Loyola by Father Charles. He and Father Tim are always in the school almost every week hearing confessions and celebrating Mass. We are so thankful. Loyola had many fundraisers for ShareLife this year and the Loyola students collected a total of $3200 exceeding their efforts from last year. Congratulations. Finally, I would like to thank and wish Ms. Maria Masucci, principal of St. Mark the very best as she moves to be the principal at St. Timothy. I will miss her very much.

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Minutes of the Regular Board Meeting, June 18, 2019

3. Student Trustee Farewell Remarks

Student Trustee Rynel Pinto

Through the Chair, I would like to take this time to thank several people that have made my tenure as student trustee an amazing learning experience. I would like to thank a group of people that I personally do not believe I have thanked enough. The first of whom would be Superintendent Lewis and Carol Fernandes for being guides and supports throughout my time at the board. Their tireless work to elevate student voice and assist Faye and I to perform the best we could has not gone unnoticed. Thank you.

The second would be Liz Rego, liaison for student voice and a consistent friendly face. Words do not describe how much her help has meant to Faye and I, whether it be organizing Student Senate meetings or reminding us to create agendas. Liz has always been there to make sure we are doing our best work.

I’d also like to thank the Board of Trustees for being truly welcoming throughout the past year and always open to student voice input. A special thanks to Trustee Di Cosola, for always having a smile on his face when I would turn to him and simply ask, “What in the world is going on?” Without hesitation, Trustee Di Cosola would be able to inform me about the subject at hand, and for that I am thankful.

Finally, I would like to thank all board staff with whom I had the pleasure of interacting. It is because of your work that I can undoubtedly say we have one of the best school boards in Ontario, always open to hearing student voices and always ready to make change.

I have never been good at good-byes. Instead, I would like to say, thank you and I hope our paths will one day cross again.

Student Trustee Faye Rosario was unable to attend the meeting and forwarded her remarks.

I’d like to begin by saying thank you to everyone at Dufferin-Peel who has been a part of my journey here in this position.

From the trustees, to the directors, to all the staff that attend these meetings and work behind the scenes, thank you so much for constantly putting the students first. Special thanks to Liz Rego and Dr. Martine Lewis, who have guided Rynel and I through this incredible experience.

I began this role with a shaky signature and a smile so tense that you could see my cheek twitching in the video my dad took of me at my first board meeting.

Reflecting on that time, I am clearly a stronger person and leader now than I was at the beginning of my term. I pushed myself to be better on behalf of the people I represent, and that desire has allowed me to grow immensely in more ways than I can describe.

I’ve often heard it said here and amongst the students I represent that the trouble with education is a disconnect between those making the decisions and those living with them.

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Minutes of the Regular Board Meeting, June 18, 2019

The issues we face are a product of the fact that people sometimes don’t understand what it means to be on the opposite end of things.

Regardless of our differences, we all know what it means to be young. To be young is to look forward and see endless possibilities. To be young is to challenge tradition and set a new standard. To be young is to not retreat in the face of adversity, but rather to rally stronger still against it. To be young is to have hope.

I hope that the work I have done here was worthy of the thousands of students I represent. I hope that you all continue to carry the lives of the young people in this community forward we generosity, acceptance, and equity. I hope that the positive change we have made this year is only the beginning.

I am so humbled to have served as the south student trustee for this academic year. Thank you all from the bottom of my heart.

Best wishes, Faye Rozario

Student Trustee Rynel Pinto retired from the meeting.

Motion 207 (19-06-18) Moved by Frank Di Cosola Seconded by Thomas Thomas

THAT THE FAREWELL REMARKS RECEIVED FROM STUDENT TRUSTEES RYNEL PINTO AND FAYE ROSARIO, BE RECEIVED.

CARRIED

F. Information/Reports from Committees for Receipt

1. Minutes of the Brampton School Traffic Safety Council Meeting, May 2, 2019

Motion 208 (19-06-18) Moved by Anna da Silva Seconded by Thomas Thomas

THAT THE MINUTES OF THE BRAMPTON SCHOOL TRAFFIC SAFETY COUNCIL MEETING, MAY 2, 2019, BE RECEIVED.

CARRIED

2. Minutes of the Administration and Finance Committee Meeting, May 14, 2019

Motion 209 (19-06-18) Moved by Frank Di Cosola Seconded by Stefano Pascucci

THAT THE MINUTES OF THE ADMINISTRATION AND FINANCE COMMITTEE MEETING, MAY 14, 2019, BE RECEIVED.

CARRIED

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Minutes of the Regular Board Meeting, June 18, 2019

3. Minutes of the Special Education Advisory Committee Meeting, May 15, 2019

Motion 210 (19-06-18) Moved by Stefano Pascucci Seconded by Brea Corbet

THAT THE MINUTES OF THE SPECIAL EDUCATION ADVISORY COMMITTEE MEETING, MAY 15, 2019, BE RECEIVED.

CARRIED

4. Minutes of the Faith and Program Committee Meeting, May 21, 2019

Motion 211 (19-06-18) Moved by Brea Corbet Seconded by Anna da Silva

THAT THE MINUTES OF THE FAITH AND PROGRAM COMMITTEE MEETING, MAY 21, 2019, BE RECEIVED.

CARRIED

G. Information/Reports from Administration for Receipt

1. Stewardship and Sustainable Practices Update

Superintendent of Brampton East, Caledon, Dufferin and Malton Family of Schools, Tammy-Lynne Peel, reviewed the comprehensive report that provided an update of progress made to date toward stewardship and sustainable practices.

Trustee Bruno Iannicca encouraged his colleagues to recycle agenda pages that are printed on one side.

Motion 212 (19-06-18) Moved by Thomas Thomas Seconded by Anna da Silva

THAT THE REPORT TO THE BOARD OF TRUSTEES, STEWARDSHIP AND SUSTAINABLE PRACTICES UPDATE, BE RECEIVED.

CARRIED

2. Multi-Year Strategic Planning and Catholic Board Improvement Learning Cycle Update

Superintendent of Policy, Strategy and Global Learning, Max Vecchiarino, reviewed the detailed report of the work of the Multi-Year Strategic Planning (MYSP) Committee and the connection to the Catholic Board Improvement Learning Cycle (CBILC) 2019-2020.

The Multi-Year Strategic Planning Sub-Committee worked with an external facilitator to develop and refine DPCDSB's mission and vision. The CBILC 2019-2020 is based on the MYSP framework: Believe, Excel, Respect, Thrive and Trust.

Trustee Anna da Silva thanked all who participated and inquired about identifying measurable goals, increasing the number of student baptisms and increasing customer

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Minutes of the Regular Board Meeting, June 18, 2019

service, Director of Education Marianne Mazzorato advised that the analysis that will take place over the summer will bring more clarity. Staff will refine and further detail and analysis will come in the fall.

Motion 213 (19-06-18) Moved by Anna da Silva Seconded by Stefano Pascucci

THAT THE REPORT TO THE BOARD OF TRUSTEES, MULTI-YEAR STRATEGIC PLANNING AND CATHOLIC BOARD IMPROVEMENT LEARNING CYCLE UPDATE, BE RECEIVED.

CARRIED

H. Trustee/Committee/Administration Reports Requiring Action

1. Procedural By-Law

Trustee Luz del Rosario joined the meeting at 8:05 p.m.

Counsel Margaret Beck reviewed the Procedural By-Law changes requested by trustees at the June 4, 2019 Administration and Finance Committee Meeting.

Trustee Frank Di Cosola inquired about Article 5. Director of Education Marianne Mazzorato advised staff will review and bring forward to the August Board Meeting.

Director of Education Marianne Mazzorato advised staff will review the report template which identifies administration/operation or governance/policy.

Trustee Mario Pascucci requested the items Trustee Reports-In Camera and Notice of Motion-In Camera be added to the In Camera Agenda template.

Motion 214 (19-06-18) Moved by Bruno Iannicca Seconded by Stefano Pascucci

THAT THE REPORT TO THE BOARD OF TRUSTEES, PROCEDURAL BY-LAW, BE RECEIVED. CARRIED

2. Motion Recommended by the Administration and Finance Committee June 4, 2019

Motion 215 (19-06-18) Moved by Mario Pascucci Seconded by Frank Di Cosola

THAT STAFF PREPARE A REPORT ON HOW TRUSTEES PROMOTE THE PREVENTION OF BULLYING AND PROVIDE TO TRUSTEES.

CARRIED

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Minutes of the Regular Board Meeting, June 18, 2019

3. Motion Recommended by the Administration and Finance Committee, June 17, 2019

Motion 216 (19-06-18) Moved by Thomas Thomas Seconded by Luz del Rosario

THAT THE BOARD OF TRUSTEES APPROVE THE PROPOSED BALANCED 2019-2020 TOTAL CAPITAL BUDGET OF $75,621,557.

CARRIED

4. St. Mary Star of the Sea Cemetery - Mario Pascucci

Chair of the Board Sharon Hobin passed the chair to Trustee Thomas Thomas prior to discussion of this item.

Motion 217 (19-06-18) Moved by Mario Pascucci Seconded by Sharon Hobin

THAT THE REPORT TO THE BOARD OF TRUSTEES, ST. MARY STAR OF THE SEA CEMETERY PLAQUE, BE RECEIVED.

CARRIED

The plaque at St. Mary Star of the Sea Cemetery will be inscribed:

ST. MARY STAR OF THE SEA CEMETERY

THIS CATHOLIC CEMETERY IS A HOLY PLACE

IT IS BLESSED BY THE CHURCH AND DEDICATED TO GOD AS A PLACE FOR PRAYER AND REFLECTION UPON DIVINE TRUTH AND THE PURPOSE OF LIFE.

IT IS THE RESTING PLACE UNTIL THE DAY OF RESURRECTION FOR THE BODIES OF THE FAITHFUL DEPARTED, ONCE TEMPLES OF THE HOLY SPIRIT, WHOSE SOULS ARE NOW WITH

GOD.

IT IS A FINAL AND CONTINUING PROFESSION OF FAITH IN GOD AND OF MEMBERSHIP IN THE CHURCH BY THOSE WHO HAVE CHOSEN TO BE BURIED WITH FELLOW BELIEVERS OF

“THE HOUSEHOLD OF THE FAITH”.

“ETERNAL REST GRANT THEM O LORD.”

Motion 218 (19-06-18) Moved by Mario Pascucci Seconded by Sharon Hobin

THAT THE DUFFERIN-PEEL CATHOLIC DISTRICT SCHOOL BOARD ERECT A PLAQUE TO BE LOCATED AT ST. MARY STAR OF THE SEA CEMETERY IN PORT CREDIT, UPON APPROVAL OF THE ARCHDIOCESE OF TORONTO.

CARRIED

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Minutes of the Regular Board Meeting, June 18, 2019

Trustee Sharon Hobin resumed the Chair at the conclusion of this item.

I. Notices of Motion - Nil

J. Additional Business - Nil

K. Questions Asked of, and by, Board Trustees

Trustee Mario Pascucci retired from the meeting at 8:43 p.m.

1. Trustee Bruno Iannicca offered congratulations to Dale Lucas and wished him well on his retirement.

2. Trustee Frank Di Cosola advised that the consent form for the Region of Peel dental inspections uses a method of negative consent. Parents must send the form back indicating they do not wish the dental inspections. If the form is not returned it indicates acceptance of the service. Trustee Frank Di Cosola requested the negative consent be removed. Director of Education Marianne Mazzorato advised staff will review.

3. Trustee Thomas Thomas shared information pertaining to the federal government Youth Fusion program. Director of Education Marianne Mazzorato advised staff will review the program.

4. Trustee Sharon Hobin inquired about the impact of the government cuts/increased class size and requested updates to courses and sections that may not be offered. Director of Education Marianne Mazzorato advised staff will continue to provide the analysis in Issues and Events.

5. Trustee Frank Di Cosola inquired if there are specialty courses that may not be offered due to tight scheduling. Associate Director of Instruction Services advised that while principals are committed to offering many classes and programs, some may not be offered.

6. Trustee Frank Di Cosola inquired if extra support will be available for teachers teaching Functions and Relations classes due to higher class size. Associate Director David Amaral responded that there is no hard cap in secondary and staff will be responsive to the need.

7. Trustee Sharon Hobin inquired about night school class size. Associate Director David Amaral advised that enrollment drives the selection of night school classes. Executive Superintendent of Finance, Chief Financial Officer and Treasurer, Julie Cherepacha, advised that staff ensure there are enough students enrolled to make the class viable and do not operate night school classes at a deficit.

L. Declared Interest Items

1. Motion Recommended by the Administration and Finance Committee at the Special A&F Meeting June 17, 2019

In response to Trustee Frank Di Cosola, Executive Superintendent of Finance, Chief Financial Officer and Treasurer, Julie Cherepacha explained the late release of Grants for Student Needs (GSN) information and the technical papers compared to previous years. The Ministry also released new directions with regard to deficits in mid June. The $2.6 million in-year deficit from 2018-2019 was eliminated prior to the planning of the 2019-2020 budget to ensure no structure deficit carry forward.

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Minutes of the Regular Board Meeting, June 18, 2019

Trustee Frank Di Cosola inquired if the $2.6 million reduction would impact any employee groups. Executive Superintendent Julie Cherepacha advised that some employee groups were impacted noting that an Early Retirement Incentive Plan was offered to CUPE 1483, CUPE 2026 and Mid-management employees. There was also a reduction of 0.16 SST positions per secondary school and a review of Principal/Vice Principal placements. Trustee Frank Di Cosola inquired if any employees would be displaced and if the $2.6 million would result in layoffs. Executive Superintendent Julie Cherepacha indicated that there were no layoffs resulted from these reductions. Director of Education Marianne Mazzorato further noted that in addition to the 2018-2019 $2.6 million deficit reduction, there was approximately $14 million in additional reductions across the system and identified areas and positions impacted. DPCDSB is trying to provide some type of employment for individuals whose positions have been taken out of the system. CUPE 2026 positions will be offered supply secretarial positions and the right to recall for 30 months.

Motion 219 (19-06-18) Moved by Anna da Silva Seconded by Luz del Rosario

THAT THE BOARD OF TRUSTEES APPROVE THE PROPOSED COMPLIANT 2019-2020 TOTAL OPERATING BUDGET OF $966,117,123 WHICH INCLUDES A $2.6 MILLION ADJUSTMENT TO BALANCE 2018-2019 ENSURING NO STRUCTURAL DEFICIT CARRY FORWARD AND $1,040,564 TO BE FUNDED FROM ACCUMULATED SURPLUS FOR COMPLIANCE PURPOSES RELATED TO PSAB REPORTING REQUIREMENTS.

CARRIED

M. In Camera Session

Trustee Sharon Hobin resumed the chair.

Motion 220 (19-06-18) Moved by Luz del Rosario Seconded by Anna da Silva

THAT THE BOARD OF TRUSTEES MEETING BE ADJOURNED AND THE TRUSTEES IMMEDIATELY CONVENE AN IN-CAMERA MEETING OF THE COMMITTEE OF THE WHOLE IN RESPECT OF PERSONNEL MATTERS.

CARRIED

N. Rise and Report

Minutes of the In Camera Session of the Regular Board Meeting, May 28, 2018 Minutes of the In Camera Session of the Administration and Finance Committee Meeting, May 14, 2019 Minutes of the In Camera Session of the Faith and Program Committee Meeting, May 21, 2019 Legal Matter Administrative Appointments and Transfers Personnel Matter

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Minutes of the Regular Board Meeting, June 18, 2019

Motion 221 (19-06-18) Moved by Stefano Pascucci Seconded by Frank Di Cosola

THAT THE BOARD OF TRUSTEES RECEIVE THE CONFIDENTIAL REPORT OF THE COMMITTEE OF THE WHOLE IN-CAMERA WITH REGARD TO PERSONNEL MATTERS RECOMMEND ADOPTION OF THE RECOMMENDATIONS SET OUT THEREIN.

CARRIED

O. Future Meetings August 27, 2019 September 24, 2019 October 22, 2019 November 26, 2019 December 3, 2019 (Organizational Board Meeting) December 10, 2019 January 28, 2020 February 25, 2020 March 24, 2020 April 28, 2020 May 19, 2020 June 16, 2020

P. Adjournment

Motion 222 (19-06-18) Moved by Brea Corbet Seconded by Luz del Rosario

THAT THE MEETING BE ADJOURNED AT 10:02 P.M.

CARRIED

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Agenda – Regular Board Meeting – August 27, 2019

RECOMMENDATION TO THE BOARD

REPORT NUMBER B 1

UNITED NATIONS EDUCATIONAL, SCIENTIFIC AND CULTURAL ORGANIZATION (UNESCO)

INTERNATIONAL LITERACY DAY

1. WHEREAS THE UNITED NATIONS EDUCATIONAL, SCIENTIFIC AND CULTURAL ORGANIZATION (UNESCO) INTERNATIONAL LITERACY DAY HAS BEEN CELEBRATED GLOBALLY SINCE 1967

AND;

WHEREAS THE IMPORTANCE OF LITERACY AS A MATTER OF DIGNITY AND HUMAN RIGHTS IS CRITICAL IN THE ADVANCEMENT OF A MORE LITERATE AND SUSTAINABLE SOCIETY

AND;

WHEREAS THE DUFFERIN-PEEL CATHOLIC DISTRICT SCHOOL BOARD (DPCDSB) STRIVES TO ENSURE THAT EACH LEARNER IS PROVIDED WITH OPPORTUNITIES TO DEVELOP AND ENHANCE

THEIR LITERACY SKILLS TO THE BEST OF THEIR ABILITY

BE IT RESOLVED THAT; UNESCO INTERNATIONAL LITERACY DAY BE RECOGNIZED AND CELEBRATED ON SEPTEMBER 8 IN ALL DPCDSB SCHOOLS WITH EVENTS AND ACTIVITIES HIGHLIGHTING THE IMPORTANCE OF

LITERACY.

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United Nations Educational, Scientific and Cultural Organization (UNESCO)

International Literacy Day

WHEREAS THE UNITED NATIONS EDUCATIONAL, SCIENTIFIC AND CULTURAL ORGANIZATION (UNESCO)

INTERNATIONAL LITERACY DAY HAS BEEN CELEBRATED GLOBALLY SINCE 1967

AND;

WHEREAS THE IMPORTANCE OF LITERACY AS A MATTER OF DIGNITY AND HUMAN RIGHTS IS CRITICAL

IN THE ADVANCEMENT OF A MORE LITERATE AND SUSTAINABLE SOCIETY

AND;

WHEREAS THE DUFFERIN-PEEL CATHOLIC DISTRICT SCHOOL BOARD (DPCDSB) STRIVES TO ENSURE

THAT EACH LEARNER IS PROVIDED WITH OPPORTUNITIES TO DEVELOP AND ENHANCE THEIR LITERACY

SKILLS TO THE BEST OF THEIR ABILITY

BE IT RESOLVED THAT;

UNESCO INTERNATIONAL LITERACY DAY BE RECOGNIZED AND CELEBRATED ON SEPTEMBER 8 IN ALL

DPCDSB SCHOOLS WITH EVENTS AND ACTIVITIES HIGHLIGHTING THE IMPORTANCE OF LITERACY.

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Agenda – Regular Board Meeting – August 27, 2019

RECOMMENDATION TO THE BOARD

REPORT NUMBER E 1 a.

VERBAL UPDATE: CHAIR’S MEETING WITH THE MINISTER OF EDUCATION

1. THAT THE VERBAL UPDATE, CHAIR’S MEETING WITH THE MINISTER OF EDUCATION, BE RECEIVED.

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Agenda – Regular Board Meeting – August 27, 2019

RECOMMENDATION TO THE BOARD

REPORT NUMBER F 1

MINUTES OF THE

CENTRAL COMMITTEE FOR CATHOLIC SCHOOL COUNCILS MEETING MAY 2, 2019

1. THAT THE MINUTES OF THE CENTRAL COMMITTEE FOR CATHOLIC SCHOOL COUNCILS MEETING MAY 2, 2019, BE RECEIVED.

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F 1 Pg. 1

MINUTES – Central Committee for Catholic School Councils – May 2, 2019

Minutes of the Central Committee for Catholic School Councils Meeting Thursday, May 2, 2019 - 7:00 p.m. Board Room, Catholic Education Centre

Chair: Pam Olivieri Vice Chair: Genevieve Rodney Trustee: Stefano Pascucci Superintendent: Wayne Brunton Members Present: Stefano Pascucci Trustee Wayne Brunton Superintendent Alexis Galvao Principal / Vice Principal Secondary Association

Ingrid Mueller-Kupec OECTA Elementary Representative

Siobhan Bent Brampton East Caledon Dufferin Malton - Elementary Mary Licata Brampton East Caledon Dufferin Malton - Secondary John Creighton Brampton North-East - Secondary Jennifer Cazabon Mississauga Brampton Central - Elementary Elizabeth Pegas-Ferreira Mississauga Brampton Central - Secondary Jim Fleck Mississauga East - Elementary Maria Scupham Mississauga East - Secondary Dinah Langley Mississauga North - Elementary, Alternate Pam Olivieri Mississauga North - Secondary Maria Vretenar Mississauga South - Elementary Joan Lauza-Santos Mississauga South - Secondary

Mariana Kutin Morais OAPCE Representative

Bobbi Wilson ACCESS DP Representative Laurie-Anne Clark School Year Calendar - Secondary Gail Briand-Santo Mississauga South - Secondary, Alternate

Recorder: Wayne Brunton Regrets:

Silvana Gos Karen Dancy Ephraim Sampson

Gabriel Ogundele

Caroline McFarland

Irene Della-Rossa

Absent: Stephan Pelland Brenda Golden Kinga Prajza A. Routine Matters 1. Call to Order Chair Pam Olivieri called the meeting to order at 7:02 p.m.

Regrets were noted, guests welcomed and attendance taken. 2. Acknowledgement of First Nations Sacred Territory – Pam Olivieri

3. Opening Prayer – Wayne Brunton

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F 1 Pg. 2

Minutes – CCCSC Meeting – February 11, 2016

4. Welcome and Introduction a. Welcome and Declaration of CCCSC Representatives i. Declaration of Conflict of Interest - NIL b. Declaration of Alternates by Family of Schools

Dinah Langley, Mississauga North - Elementary Alternate c. Identification of Observers and Guests Paula Kulas Anthony Cardamone 5. Approval of the Minutes of April 4, 2019 Meeting THAT THE MINUTES OF THE APRIL 4, 2019 MEETING BE APPROVED. Moved by Mary Licata Seconded by Maria Scupham CARRIED 6. Business Arising from the Minutes - NIL 7. Approval of the Agenda THAT THE AGENDA BE APPROVED. Moved by Bobbi Wilson Seconded by Jennifer Cazabon CARRIED B. Business Matters - NIL C. Presentations 1. Specially Made Autism Presentation – Wayne Brunton Presented a video on autism created by a St. Roch C.S.S. student. Trustee Stefano Pascucci added

that the video won first place in the Creative Minds Youth Contest. The video will be shared with the committee.

D. Reports 1. Trustee Report – Stefano Pascucci - Ministry memo B09 was reviewed regarding class sizes for the 2019-2020 school year. Primary

grades 1 to 3 will have no proposed changes. Junior and intermediate grades 4 to 8 will have an average class size of 24.5 students. Secondary grades 9 to 12 will change from 22 to 28 students over a four year period with next year at 24 students.

- Parents are encouraged to reach out to their local MPs and MPPs to share their concerns. - E-learning courses will be mandatory for secondary students with a minimum of four e-

learning credits out of the 30 credits needed starting in 2020-2021. - Surveys have been completed by staff and students and a letter was sent to the cafeteria

service provider. Follow up will occur in the new school year. - The letter to the Premier signed by the Chair of the Board, Trustee Sharon Hobin, was

discussed. A copy of the letter was provided to the committee. 2. Superintendent Report – Wayne Brunton

- The responses from Superintendent Sue Steer to parking lot questions brought forward at the November Catholic School Council parents training session was provided to the committee. i) Responding to a member, Superintendent Wayne Brunton clarified that under the tab

“Parking Lot Questions from the Role of Secretary”, a correction will be made to item #2 and #11 indicating that the chair is a voting member.

- Marketplace feedback included adding more time for breakout sessions as 20 minutes was not enough and considering a breakout session on special education and exceptional learners for next year. Overall, feedback was positive and parents enjoyed the keynote speaker.

- Two nominees will receive the Volunteer of the Year Award. All nominees will be recognized

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MINUTES – Central Committee for Catholic School Councils – May 2, 2019

at the June CCCSC meeting and at the Family of Schools Chairs meeting in the fall. The selection committee was thanked.

- A Special Olympics event is being held at St. Marcellinus S.S. on May 8 and 9 for schools in the GTA to celebrate exceptional learners through athletics. Approximately 100 schools will be participating.

- Committee members were encouraged to participate in their local school Catholic Education Week events and celebrate the gift of Catholic education. A number of events will be posted on Twitter, board or school websites and school newsletters or communications. i) Responding to a member, Superintendent Wayne Brunton clarified that schools may

provide some insight but sacramental and liturgical preparations are decided by the parish priest.

ii) Responding to a member, Superintendent Wayne Brunton clarified that all service animals are certified service animals. A process must take place prior to animals going into a school (i.e., allergens, safety, type of animal, etc.). Further information will be provided from the Special Education and Learning Services Department.

iii) Responding to a member, Superintendent Wayne Brunton clarified that small items such as dollar store items can be purchased by parents at local providers. However, big ticket items such as technology, gym equipment, furniture, etc. must go through the tendered process for insurance and liability purposes.

3. OAPCE Report - NIL 4. SEAC Report - NIL 5. Parish Representative Report - NIL 6. ACCESS DP - NIL 7. Member Update Report

Please note attached submission by Siobhan Bent for St. Benedict and Holy Cross Schools, submission by Laurie-Anne Clark for St. Brigid School, submission by Dinah Langley for Divine Mercy, St. John of the Cross, St. Richard and St. Elizabeth Seton Schools and submission by Maria Vretenar for St. Gerard, St. Luke Catholic, St. Helen, Our Lady of Good Voyage, St. Clare, Mary Fix Catholic and St. Herbert Schools.

E. Information / Committee Updates 1. Correspondence - NIL 2. CCCSC In-Service Committee Update i. Planning for Spring Event - NIL F. Other - NIL G. Agenda Items for Next Meeting - NIL H. Closing Prayer – Wayne Brunton I. Adjournment Moved by Pam Olivieri THAT THE MEETING BE ADJOURNED at 8:55 p.m. CARRIED J. Future Meetings June 13, 2019 Volunteer of the Year Award Presentation

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Agenda – Regular Board Meeting – August 27, 2019

RECOMMENDATION TO THE BOARD

REPORT NUMBER G 1

LETTER OF RETIREMENT

(to be distributed at the meeting)

1. THAT THE LETTER OF RETIREMENT, BE RECEIVED.

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Agenda – Regular Board Meeting – August 27, 2019

RECOMMENDATION TO THE BOARD

REPORT NUMBER G 2

HUMAN RIGHTS EQUITY ADVISOR POSITION

1. THAT THE REPORT TO THE BOARD OF TRUSTEES, HUMAN RIGHTS EQUITY ADVISOR POSITION, BE RECEIVED.

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Board Meeting

August 27, 2019

HUMAN RIGHTS EQUITY ADVISOR POSITION

Strategic Goals: The Catholic Learning Environment – Catholic Community Culture and Caring

In Camera Session of the Regular Board Meeting – August 27, 2019 Human Rights and Equity Advisor Position

BACKGROUND

The Ministry of Education (Ministry) has identified Dufferin Peel Catholic District School Board (DPCDSB) as the recipient of short-term funding to support the recruitment and employment of a Human Rights and Equity Advisor (HREA) position. This was an initiative of the former government, however, post election, the status of this funding was unknown.

DISCUSSION

The Ministry of Education reached out to DPCDSB in June to confirm that the Ministry was willing to commit to funding a 0.5 FTE for the position of Human Rights and Equity Advisor. In early July, the Ministry was able to announce that DPCDSB could recruit for a funded 1.0 FTE.

Under the former governments plan, the HREA would focus exclusively on community engagement and high level advisory work in the area of Human Rights. Under the new transfer payment agreement, the position can focus 50% of the time assisting DPCDSB with investigations, adjudications and cases before the Human Rights Tribunal. This position will work closely with our Principal of Equity to support the Human Rights issues that have been identified through the equity work. The position will develop and deliver high level training on all issues related to Human Rights and will work closely with senior staff.

THE FOLLOWING RECOMMENDATIONS IS PROVIDED FOR INFORMATION:

1. THAT THE REPORT TO THE BOARD OF TRUSTEES, HUMAN RIGHTS AND EQUITY ADVISORPOSITION, BE RECEIVED.

Prepared by: Stephanie Strong, Superintendent of Human Resources and Employee Relations

Daniel Del Bianco, Associate Director, Corporate Services

Submitted by: Marianne Mazzorato Ed.D., Director of Education

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Agenda – Regular Board Meeting – August 27, 2019

RECOMMENDATION TO THE BOARD

REPORT NUMBER G 3

PROCEDURAL BY-LAW

1. THAT THE REPORT TO THE BOARD OF TRUSTEES, INSTALLATION OF PLAQUE AT ST. MARY STAR OF THE SEA CATHOLIC CEMETERY, BE RECEIVED.

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Regular Board Meeting – August 27, 2019 Installation of Plaque at St. Mary Star of the Sea Catholic Cemetery

Regular Board Meeting

August 27, 2019

INSTALLATION OF PLAQUE AT ST. MARY STAR OF THE SEA CATHOLIC CEMETERY

Strategic Goal: Stewardship of Our Physical Environment

“Hear us, my lord; you are a mighty prince among us. Bury your dead in the choicest of our burial places;

none of us will withhold from you any burial ground for burying your dead.” Genesis 23:6

BACKGROUND The Port Credit Separate School Board, one of the predecessor boards to the Dufferin-Peel Catholic District School Board, acquired the 1.62 acre St. Mary (Port Credit) school, from the Roman Catholic Episcopal Corporation (the Archdiocese) through three (3) separate purchases in 1954, 1962 and 1974. The school is located adjacent to the St. Mary Star of the Sea Catholic Church. Through the land purchases, the DPCDSB acquired a small, closed cemetery at the north east corner of the site. The cemetery is located on the southwest corner of Lakeshore Road West and John Street South. One of the predecessor boards, the Port Credit Separate School Board, opened a Catholic elementary school (St. Mary’s) in 1954, next to St. Mary Star of the Sea church on land purchased from the Episcopal Corporation of the Archdiocese of Toronto. Part of the property contains a small, closed Catholic cemetery. In 2002, the school was closed, and the school property is currently leased to FUN School and is used as a nursery school. Recently, concerns have been expressed about the need to preserve the cemetery and to ensure that it does not become a potential site for future redevelopment. As such, it has been suggested that it would be appropriate for the DPCDSB, as owner of the cemetery lands, to formally recognize the cemetery through the installation of a formal plaque on the site. In June 2019, the Board of Trustees passed a motion approving the design, purchase and display of a plaque at St. Mary Star of the Sea Catholic Cemetery. DISCUSSION Staff have worked with the Archdiocese of Toronto and the pastor of the St. Mary Star of the Sea Catholic Church on the development of a plaque with appropriate wording to commemorate the cemetery. The wording for the plaque, as noted in Appendix A, was approved by both the local pastor, Fr. Michael Simoes, St. Mary Star of the Sea, and by His Excellency, Bishop John Boissonneau, Vicar for Christian Education for the Archdiocese of Toronto.

The Archdiocese of Toronto has erected similar plaques at other cemeteries, notably St. Michael’s Catholic Cemetery in Toronto. The Archdiocese recommends that the plaque to be installed at St. Mary Star of the Sea Catholic Cemetery be similar to these ones.

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Regular Board Meeting – August 27, 2019 Installation of Plaque at St. Mary Star of the Sea Catholic Cemetery

Staff is currently working with the suggested vendor and as soon as the details are finalized, an update to trustees will be provided. Fr. Michael Simoes has indicated that he will be pleased to bless the plaque at a suitable time. One time frame suggested is during November 2019, the month in which Catholics typically remember the faithfully departed in a special way.

CONCLUSION In June 2019, trustees approved a motion requesting the development and installation of a plaque to be installed at the closed St. Mary Star of the Sea Catholic Cemetery. This plaque is intended to formally acknowledge the existence of a cemetery on this site. Staff have worked with the Archdiocese of Toronto and the pastor of St. Mary Star of the Sea parish to confirm the wording of the plaque, which is attached as Appendix A. One suggested timeline for the blessing of the plaque is during the month of November 2019.

THE FOLLOWING RECOMMENDATION IS PROVIDED FOR CONSIDERATION:

1. THAT THE REPORT, INSTALLATION OF PLAQUE AT ST. MARY STAR OF THE SEA CATHOLIC

CEMETERY, BE RECEIVED. Prepared by: Shelagh Peterson, Coordinator of Religious Education and Faith Formation Mathew Thomas, Superintendent of Planning and Operations Submitted by: Marianne Mazzorato, Ed. D. Director of Education

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G 3 Pg. 3

Regular Board Meeting – August 27, 2019 Installation of Plaque at St. Mary Star of the Sea Catholic Cemetery

Appendix A - Approved Wording for the St. Mary Star of the Sea Catholic Cemetery Plaque

ST. MARY STAR OF THE SEA CEMETERY

THIS CATHOLIC CEMETERY IS A HOLY PLACE

IT IS BLESSED BY THE CHURCH AND DEDICATED TO GOD AS A PLACE FOR

PRAYER AND REFLECTION UPON DIVINE TRUTH AND THE PURPOSE OF LIFE.

IT IS THE RESTING PLACE UNTIL THE DAY OF RESURRECTION FOR THE BODIES

OF THE FAITHFUL DEPARTED, ONCE TEMPLES OF THE HOLY SPIRIT, WHOSE

SOULS ARE NOW WITH GOD.

IT IS A FINAL AND CONTINUING PROFESSION OF FAITH IN GOD AND OF

MEMBERSHIP IN THE CHURCH BY THOSE WHO HAVE CHOSEN TO BE BURIED

WITH FELLOW BELIEVERS OF

“THE HOUSEHOLD OF THE FAITH”.

“ETERNAL REST GRANT UNTO THEM O LORD.”

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Agenda – Regular Board Meeting – August 27, 2019

RECOMMENDATION TO THE BOARD

REPORT NUMBER H 1

PROCEDURAL BY-LAW

1. THAT THE REPORT TO THE BOARD OF TRUSTEES, PROCEDURAL BY-LAW, BE RECEIVED.

2. THAT THE BOARD OF TRUSTEES APPROVE AND ENACT THE PROCEDURAL BY-LAW, ASAMENDED.

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H 1 Pg. 1

Regular Board Meeting

August 27, 2019

PROCEDURAL BY-LAW

Strategic Goal: Stewardship of our Physical Environment

Regular Board Meeting – August 27, 2019 Procedural By-Law

“...and what does the Lord require of you but to do justice, and to love kindness, and to walk humbly with your God?”

Micah 6:8 BACKGROUND The Board of Trustees annually reviews the Dufferin-Peel Catholic District School Board’s (DPCDSB) Procedural By-law (By-law). Staff last presented a new draft of the By-law to the Board of Trustees at its June 12, 2019 meeting. Staff has since incorporated additional feedback from Trustees into a new draft. Through this report, staff request that the Board of Trustees approve and enact the new draft of the By-law attached hereto. The draft DPCDSB Local School Board Governance Manual (Manual), presented to Trustees at the May 21, 2019 Trustee In-service, includes the primary elements of the roles and responsibilities of the Board of Trustees, individual Trustees, the Director of Education and senior management with respect to local school board governance/operations. Once the By-law is enacted, Staff will present an updated draft of the Manual to Trustees for consideration. The By-law and the Manual are distinct yet complementary resources. The By-law governs meeting procedures and the Manual, on the other hand, once approved, will serve as a reference for Trustees regarding DPCDSB governance/day-to-day management matters. DISCUSSION

The new draft of the By-law includes the following changes as requested by Trustees: a. Article 1: Addition of a reference to the Manual and its application; and b. Article 5.5: Addition of administrative circumstances upon which the Chair should base their

decision to approve or deny an addition to the agenda. THE FOLLOWING RECOMMENDATIONS ARE PROVIDED FOR CONSIDERATION:

1. THAT THE REPORT TO THE BOARD OF TRUSTEES, PROCEDURAL BY-LAW, BE RECEIVED.

2. THAT THE BOARD OF TRUSTEES APPROVE AND ENACT THE PROCEDURAL BY-LAW, AS

AMENDED.

Prepared by: Margaret Beck, Counsel

Submitted by: M. Mazzorato, Ed.D., Director of Education

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PROCEDURAL BY‐LAW  

 

Give me now wisdom and knowledge to go out and come in before this people, for who can rule this great people of yours?  

2 Chronicles 1:10 

 

 

 

 

 

 

Revised:  June 18August 27, 2019  Next Review Date:  JuneAugust, 2020 

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TABLE OF CONTENTS 

ARTICLE 1 RULES OF ORDER ................................................................................................................. 1 

1.1  Rules of Order ............................................................................................................................... 1 

1.2     DPCDSB Local School Board Governance Manual ……………………………………………………………………. 1 

1.2  Order of Precedence ..................................................................................................................... 1 

ARTICLE 2 DUTIES ................................................................................................................................. 2 

2.1  Board of Trustees .......................................................................................................................... 2 

2.2  Trustees ......................................................................................................................................... 2 

2.3  Director/Secretary ........................................................................................................................ 3 

2.4  Chair .............................................................................................................................................. 4 

2.5  Vice Chair ...................................................................................................................................... 5 

ARTICLE 3 COMMITTEES OF THE BOARD .............................................................................................. 6 

3.1  Committees ................................................................................................................................... 6 

3.2  Functions, Duties, Responsibilities and Powers of Committees ................................................... 6 

3.3  Committee Membership ............................................................................................................... 7 

3.4  Committee Procedures ................................................................................................................. 7 

ARTICLE 4 THE INAUGURAL/ANNUAL ORGANIZATIONAL MEETING, ELECTION OF OFFICERS AND APPOINTMENTS ................................................................................................................................... 8 

4.1  Date and Time ............................................................................................................................... 8 

4.2  Meeting Procedure ....................................................................................................................... 8 

4.3  Term of Office ............................................................................................................................... 9 

ARTICLE 5 PROCEDURES AT MEETINGS OF THE BOARD OF TRUSTEES ................................................. 10 

5.1  Quorum ....................................................................................................................................... 10 

5.2  Regular Meetings ........................................................................................................................ 10 

5.3  Meeting Materials ....................................................................................................................... 10 

5.4  Agenda for Regular Meeting ....................................................................................................... 11 

5.5  Adding to Agenda ........................................................................................................................ 12 

5.6  Special Meetings ......................................................................................................................... 12 

5.7  Consequence of Repeated Absence from Meetings ................................................................... 12 

5.8  Record of Attendance………………………………………………………………………………….………………………...12 

5.9  Electronic Participation in Meetings ........................................................................................... 13 

5.10  Selection of Chair of Meeting ..................................................................................................... 13 

5.11  Director/Secretary Responsible for Meeting Minutes ................................................................ 13 

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5.12  Content of Minutes ..................................................................................................................... 13 

ARTICLE 6 IN‐CAMERA MEETINGS – BOARD OF TRUSTEES AND COMMITTEES .................................... 14 

6.1  Principle of Open Meetings ........................................................................................................ 14 

6.2  In‐Camera Meetings – Committees ............................................................................................ 14 

6.3  In‐Camera Meetings – Board of Trustees and Committees ........................................................ 14 

6.4  Persons Entitled to Attend In‐Camera Meetings of the Committee of the Whole .................... 14 

6.5  Private Meetings ......................................................................................................................... 14 

6.6  Process to Meet In‐Camera as Committee of the Whole ........................................................... 15 

6.7  Confidential Nature of In‐Camera Materials .............................................................................. 15 

6.8  Minutes of In‐Camera Meetings ................................................................................................. 15 

6.9  Student Trustees ......................................................................................................................... 15 

ARTICLE 7 DELEGATIONS AND SUBMISSIONS ..................................................................................... 16 

7.1  Delegations and Submissions ...................................................................................................... 16 

7.2  Persons Ineligible to Make Delegations ...................................................................................... 17 

ARTICLE 8 BY‐LAW AMENDMENTS ..................................................................................................... 18 

8.1  By‐law Amendments ................................................................................................................... 18 

8.2  Annual Review of By‐law............................................................................................................. 18 

8.3  Repeal of Prior By‐laws ............................................................................................................... 18 

8.4  Suspension of Application of this By‐law .................................................................................... 18 

ARTICLE 9 INDEX ................................................................................................................................ 19 APPENDIX A: The Chair's Role……………………………………………………………….………………………………………..…2221 APPENDIX B: Obtaining the Floor…………………………………………….……………..………………………………………...2422 APPENDIX C: Motions and Voting…...……………………………………………….………..…………………………….……….2623  

 

   

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 PROCEDURAL BY‐LAW 

A by‐law relating generally to the meeting procedures to be used by the Board of Trustees and its Committees at their meetings, made pursuant to Section 170.(1)4 of the Education Act which provides that the Dufferin‐Peel Catholic District School Board (DPCDSB) must fix the times and places for meetings of the Board of Trustees and the mode of calling and conducting them.   

ARTICLE 1 RULES OF ORDER 

1.1 Rules of Order: The procedural rules governing meetings of the Board of Trustees shall be those set out in this By‐law, any policies and resolutions of the Board of Trustees and the current edition of Robert’s Rules of Order. Where this By‐law  is silent on a matter pertaining to the governance of a meeting, the current edition of Robert’s Rules of Order applies to that matter,.  

1.2 DPCDSB  Local  School  Board  Governance  Manual:  This  By‐law  governs  meeting procedures.  The  primary  elements  of  the  roles  and  responsibilities  of  the  Board  of Trustees, individual Trustees, the Director/Secretary and senior staff with respect to local school board governance/day‐to‐day management, on the other hand, will be set out in the DPCDSB Local School Board Governance Manual, as the Board of Trustees may amend or replace.  

1.21.3 Order  of  Precedence:    To  the  extent  of  a  conflict,  the  superior  instrument  shall  take precedence over the inferior instrument as set out below:  

a) Education Act 

b) Applicable Laws other than the Education Act and the By‐law 

c) By‐law 

d) Code of Conduct 

e) Board of Trustees’ Policies and Resolutions 

f) The current edition of Robert’s Rules of Order 

   

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ARTICLE 2 DUTIES 

2.1 Board of Trustees: In addition to any other duties under Applicable Laws, the Board of Trustees shall: 

a) promote student achievement and well‐being; 

b) carry out its role in accordance with the teachings of the Catholic faith; 

c) promote  a  positive  school  climate  that  is  inclusive  and  accepting  of  all  pupils, including  pupils  of  any  race,  ancestry,  place  of  origin,  colour,  ethnic  origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, marital  status,  family  status  or  disability  and  any other  areas  identified by  the Ontario Human Rights Commission as a protected ground; 

d) promote the prevention of bullying; 

e) ensure effective stewardship of the DPCDSB’s resources; 

f) deliver effective and appropriate education programs to its pupils; 

g) develop and maintain policies and organizational structures that: 

1. promote the goals referred to in clauses (a) to (f), and 

2. promote the DPCDSB’s vision and mission; 

h) monitor and evaluate the effectiveness of policies under clause (g)  in achieving the goals and the efficiency of the implementation of those polices;  

i) develop a multi‐year plan aimed at achieving the goals referred to in clauses (a) to (f) (the “Multi‐Year Strategic Plan”); 

j) annually  review  the  Multi‐Year  Strategic  Plan  with  the  Director/Secretary  or designate; and 

k) monitor  and  evaluate  the  performance  of  the  Director/Secretary,  or  the supervisory officer designate, in meeting the following: 

1. their duties under Applicable Laws and the Multi‐Year Strategic Plan; and 

2. other duties assigned by the Board of Trustees. 

2.2 Trustees:   Each Trustee,  including each Student Trustee, shall at all  times comply with Applicable Laws and the rules governing the conduct of Trustees  including governance policies, the Trustee Code of Conduct and any resolutions of the Board of Trustees. 

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2.3 Director/Secretary: In addition to any duties assigned by the Board of Trustees and any other duties under Applicable Laws, the Director/Secretary shall: 

a) manage  the  day‐to‐day  operations  of  the  DPCDSB,  including  executing  the implementation of DPCDSB policies and decisions of the Board of Trustees;  

b) act as secretary to the Board of Trustees; 

c) annually review with and deliver a report to the Board of Trustees regarding the Multi‐Year Strategic Plan; 

d) ensure that the Multi‐Year Strategic Plan establishes the DPCDSB’s priorities and identifies specific measures and resources that will be applied in achieving those priorities and in carrying out its duties under the Education Act, in particular, its responsibility  for  student  achievement  set  out  in  section  169.1(1)(f)  of  the Education Act; 

e) implement and monitor the implementation of the Multi‐Year Strategic Plan and report periodically to the Board of Trustees on the status of its implementation; 

f) immediately upon discovery, bring to the attention of the Board of Trustees any act  or  omission  by  the  Board  of  Trustees  that  in  the  opinion  of  the Director/Secretary  may  result  in,  or  has  resulted  in,  a  contravention  of  the Education Act; 

g) if the Board of Trustees does not respond in a timely and satisfactory manner to an  act  or  omission  brought  to  its  attention  under  Section  2.3(e),  advise  the Minister or a Deputy Minister of the Minister of the act or omission; 

h) keep a full and correct record of the proceedings of every meeting of the Board of Trustees in the minute book provided for that purpose by the Board of Trustees and ensure that the minutes when confirmed are signed by the Chair or presiding member; 

i) transmit to the Ministry of Education copies of reports requested by it; 

j) give notice of all meetings of the Board of Trustees to each Trustee by notifying the  Trustee  personally  or  in  writing  or  by  sending  a  written  notice  to  their residence;  

k) call  a  special  meeting  of  the  Board  of  Trustees  at  the  written  request  of  the majority of the Trustees; 

l) attend  all meetings  of  the  Board  of  Trustees  and  Committees  in  person  or  by designate; 

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m) prepare or arrange to have prepared by a delegated representative, minutes of all meetings of the Board of Trustees and of Committees; 

n) keep records or arrange to have records kept as required under Applicable Laws and subject to the directions of the Board of Trustees; 

o) conduct the official correspondence on behalf of the Board of Trustees; 

p) receive  and  pass  on  to  the  Board  of  Trustees  or  the  relevant  Committee  all correspondence, petitions and reports of other officials; 

q) prepare,  in  consultation  with  the  appropriate  chair,  the  draft  agenda  of  all meetings  including  special  meetings  of  the  Board  of  Trustees  and  of  all Committees or delegate the responsibility; 

r) maintain an up‐to‐date policy database and make such database accessible to the public via the DPCDSB’s website;  

s) have charge of all correspondence, reports and other documents; 

t) promulgate all orders, policies and other directions of the Board of Trustees and other matters in accordance with requirements of Applicable Laws and subject to the directions of the Board of Trustees; and 

u) bring to the attention of the Board of Trustees any matter in respect of which, in the opinion of the Director/Secretary, may be necessary or useful for the Board of Trustees to be aware. 

2.4 Chair:  In addition to any duties assigned by the Board of Trustees and any other duties under Applicable Laws, the Chair shall: 

a) preside over meetings of the Board of Trustees; 

b) conduct the meetings in accordance with this By‐law; 

c) enforce the Trustee Code of Conduct;  

d) establish  the  Agenda  for  meetings  of  the  Board  of  Trustees,  including  special meetings, in consultation with the Director/Secretary; 

e) ensure that Trustees have the information needed for informed discussion of the Agenda items; 

f) act  as  spokesperson  to  the  public  on  behalf  of  the  Board  of  Trustees,  unless otherwise determined by the Board of Trustees; 

g) convey the decisions of the Board of Trustees to the Director/Secretary; and 

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h) provide  leadership  to  the  Board  of  Trustees  in  maintaining  its  focus  on  its responsibilities set out in Section 2.1.  

2.5 Vice Chair:    In addition to any duties assigned by the Board of Trustees and any other duties under Applicable Laws, the Vice Chair shall carry out all duties required of the Chair in the event the Chair is absent or otherwise unable or unwilling to act in that capacity.  

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ARTICLE 3 COMMITTEES OF THE BOARD 

3.1 Committees:  The Board of Trustees may establish Committees and shall determine the duties of such Committees.  The Committees shall be categorized as follows:  

a) Committees, the mandates and terms of reference of which are established by the Education Act (“Statutory Committees”); 

b) Committees whose duties are normally continuous, whether required by statute or otherwise (“Standing Committees”); and 

c) Committees appointed  for specific duties whose mandate shall expire with  the completion of the tasks assigned (“Ad Hoc Committees”). 

Statutory  Committees:  The  following  Committees  are  confirmed  as  the  Statutory Committees of the Board of Trustees as at the date this By‐law is enacted: 

a) Audit 

b) Special Education Advisory 

c) Supervised Alternative Learning 

d) Discipline 

e) Central Committee for Catholic School Councils 

Standing Committees: The following Committees are confirmed as Standing Committees of the Board of Trustees as at the date this By‐law is enacted: 

a) Administration and Finance 

b) Faith and Program 

c) Contract and Negotiations 

d) By‐law/Policies Review 

e) Performance Planning and Review Committee for the Director of Education 

f) Multi‐Year Strategic Planning Committee 

3.2 Functions, Duties, Responsibilities and Powers of Committees:   The functions, duties, responsibilities and powers of all Committees  shall be set out  in  the  resolution of  the Board  of  Trustees  by  which  such  Committee  is  established,  or  in  terms  of  reference adopted by the Board of Trustees in respect of such Committee.  At each of its inaugural meetings, each Committee will determine its terms of reference to be recommended to 

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the Board of Trustees for approval. No Committee is authorized to exercise any delegated Board of Trustees authority unless expressly so authorized in the terms of reference or resolution adopted by the Board of Trustees in respect of the Committee. 

3.3 Committee Membership:  The Board of Trustees shall appoint the chair and members of each Standing Committee.  All persons appointed to Committees serve at the pleasure of the Board of Trustees.  Committee terms of reference shall set out the composition of the Committee and indicate what Board of Trustees resources are dedicated to support its work.   

3.4 Committee  Procedures:  Unless  the  Board  of  Trustees  adopts  a  policy  or  terms  of reference, passes a resolution or enacts a by‐law governing the Committee procedures generally or the procedures of any particular Committee, each Committee may determine its own procedures, subject to the following: 

a) All Committees, except the Audit Committee, shall be first convened as soon as reasonably  possible  following  the  date  of  the  Board  of  Trustees’  resolution appointing the members to the applicable Committee.   

b) The  first  meeting  of  the  Audit  Committee  shall  take  place  no  later  than September 30 in each fiscal year.  

c) At the Annual Organizational Meeting, the Board of Trustees shall elect Trustees as  chair  and  vice‐chair  of  the  Standing  Committees  (excluding  the  Audit Committee),  one  of  whom  shall  be  responsible  for  reporting  the  Committee’s activities to the Board of Trustees. Election of the chair and vice‐chair of the Audit Committee  shall  occur  at  the  Audit  Committee’s  first  meeting  following  the inaugural or organizational meeting of the Board of Trustees. 

d) The  process  to  meet  In‐Camera  set  forth  in  Article  6  applies  to  Committee meetings with necessary modifications, provided that the respective chairs of the Contract and Negotiations Committee and the Audit Committee shall remain the respective chairs for the In‐Camera meetings of such Committees. 

e) The rules of order described in Article 1 shall apply to Committee meetings.  

f) If a Committee does not determine its own procedures, it shall be subject to the meeting  procedures  set  out  in  this  By‐law, with  necessary modifications,  until changed by the Committee or the Board of Trustees. 

  

   

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ARTICLE 4 THE INAUGURAL/ANNUAL ORGANIZATIONAL MEETING, 

ELECTION OF OFFICERS AND APPOINTMENTS 

4.1 Date and Time :  Subject to any statutory requirements, the Inaugural Meeting shall be held not later than seven (7) days after the day on which the term of office of the Board of  Trustees  commences,  at  the  Catholic  Education  Centre  at  7:00 p.m.,  following  a 6:00 p.m.  mass,  or  at  such  other  time  and  location  determined  by  the  Chair.  Each subsequent Annual Organizational Meeting of the Board of Trustees shall be held at such time and place as the Board of Trustees considers expedient. 

4.2 Meeting  Procedure:    The  procedure  at  the  Inaugural  Meeting  and  each  subsequent Annual Organizational Meeting shall be as follows: 

a) At the Inaugural Meeting (but not subsequent Annual Organizational Meetings), the Director/Secretary shall: 

1.   read the returns of the election to the Board of Trustees as certified by the municipal clerks; 

2.   ascertain that the Trustees have met all procedural requirements and are eligible to take office; 

3.  administer to each Trustee a declaration of office and oath of allegiance; and 

4.  declare the Board of Trustees to be legally constituted. 

b) At  the  Inaugural  Meeting  and  each  Annual  Organizational  Meeting,  the Director/Secretary shall serve as chair of the meeting until the Chair is elected, but the only business to be conducted while the Director/Secretary is so serving is the election of the Chair, which shall be conducted as follows:  

1.   The Director/Secretary shall appoint three (3) scrutineers, whose names shall be recorded in the minutes;  

2.  The Director/Secretary shall then call  for nominations, which will not require a seconder (and a Trustee may self‐nominate);  

3.  All nominees shall be asked by the Director/Secretary to confirm whether they wish to allow their name to stand in nomination; 

4.  Confirmed  nominees  will  be  invited,  in  the  order  they  were nominated, to address the Board of Trustees;  

5.  Trustees may ask questions of each candidate; 

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6.  The election shall then proceed by secret ballot;  

7.  The Trustee who receives the most votes shall be declared elected, but only if the number of votes received by such Trustee is equal to the majority of the number of the Trustees present at the meeting and entitled to vote; 

8.  If the condition in Section 4.2(b)(7) is not satisfied, the scrutineers shall announce the result and the name of the Trustee receiving the smallest number of votes shall be dropped. The Board of Trustees shall then proceed to vote anew, to a maximum of three (3) rounds of  votes,  until  the  condition  in  Section  4.2(b)(7)  is  satisfied.  The successful  Trustee  shall  serve  as  the  Chair  until  the  next Inaugural/Annual Organizational Meeting;  

9.  In the case of an equality of votes, the candidates shall draw lots to fill the position pursuant to subsection 208(8) of the Education Act; 

10.  A majority of the Board of Trustees present and entitled to vote at the meeting will bring a motion to destroy the ballots or file the ballots with the Director/Secretary and then destroyed at a date defined in the motion.  

c) The elected Chair shall succeed the Director/Secretary as chair of the meeting. 

d) The Chair shall conduct an election for the office of Vice‐Chair, chairs and vice‐chairs of Committees using the process set out above, with necessary alterations, and deliver their inaugural address to the Board of Trustees. 

e) At  least  every  five  years,  once  the  Audit  Committee  has  recommended  the appointment of an auditor to the Board of Trustees, the Board of Trustees shall appoint its auditors for the ensuing one to five years. 

4.3 Term of Office:  The term of office for all positions and appointments described in this Article 4 shall be for a period of one year, unless otherwise specified. 

   

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ARTICLE 5 PROCEDURES AT MEETINGS OF THE BOARD OF TRUSTEES 

5.1 Quorum:  A majority of Trustees constitutes a quorum.   

a) If  a quorum  is not present within 15 minutes after  the  time appointed  for  the meeting  or  it  is  lost,  the  Board  of  Trustees  shall  not  convene  and  the Director/Secretary shall record the names of the members present.  

b) Where the Chair has knowledge that a Trustee will arrive within the half hour of the posted commencement time of a meeting, the Chair may unilaterally extend the start time for the meeting beyond the stated 15 minutes to an additional 15 minutes, totaling no more than 30 minutes from the posted commencement time of the meeting. If a quorum is still not present after the additional 15 minutes, the Board  of  Trustees meeting  shall  not  convene,  and  the Director/Secretary  shall record the names of the members present. The Chair may call a recess of up to 15 minutes should quorum be lost or for any other reason as they so determine. In order  for  the  Board  of  Trustees  meeting  to  be  re‐called,  a  quorum  must  be present.  

c) Subject to 5.1(a) and (b), the Board of Trustees shall adjourn a convened meeting whenever a quorum is no longer present, and the Director/Secretary shall then record the time of adjournment and the names of the members present. 

d) The foregoing is subject to Section 7(1) of the Municipal Conflict of Interest Act. 

5.2 Regular Meetings:  The Board of Trustees may establish dates for its regular meetings, at a place and time determined by the Board of Trustees.  Ordinarily, regular meetings shall commence at 7:00 p.m. and adjourn at 11:00 p.m. or upon completion of the item being discussed at 11:00 pm, unless otherwise determined by the Board of Trustees. The Board of Trustees may pass a motion by simple majority to extend a meeting past 11:00 pm. The Chair may cancel or reschedule a regular meeting by giving notice to all persons entitled to receive notice of the meetings of the Board of Trustees, provided that the Chair may only cancel a  regular meeting  in extraordinary circumstances,  such as when there  is a strong indication that quorum would not be present at such meeting. 

5.3 Meeting Materials:  To the extent practicable, on the Friday prior to any meeting of the Board of Trustees, the Chair shall cause the meeting Agenda and all necessary or desirable meeting  materials  to  be  delivered  by  or  on  behalf  of  the  Director/Secretary  to  the Trustees and the meeting Agenda to be posted on the DPCDSB’s website for public access.   

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5.4 Agenda for Regular Meeting: The Agenda and order of business for regular meetings of the Board of Trustees will normally be as follows: 

a) Routine Matters 

1. Call to Order and Attendance 2. Acknowledgement of First Nations’ Sacred Territory 3. Singing of National Anthem  4. Opening Prayer 5. Approval of Agenda 

i) Approval of Calendar Items 6. Declaration of Interest 7. Approval of Minutes 

i) Business Arising from the Minutes  

b) Pastor's Remarks 

c) Awards and Presentations  

d) Delegations 

e) Reports from Trustees for Receipt 

1. Regular Reports  2. Good News Reports 

 f) Information/Reports from Committees for Receipt 

g) Information/Reports from Administration for Receipt 

h) Trustee/Committee/Administration Reports Requiring Action 

i) Notices of Motion 

j) Additional Business 

k) Questions Asked of, and by, Trustees 

l) Declared Interest Items 

m) In‐Camera Session 

n) Rise and Report 

o) Future Meetings 

p) Adjournment 

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5.5 Adding to Agenda 

a) Prior  to  the  Meeting:  At  the  discretion  of  the  Chair  in  consultation  with  the Director/Secretary,  the Chair shall consider a request  from a Trustee to add an item to the Agenda for a meeting if a written request for this purpose has been submitted to the Chair at least seven (7ten (10) days in advance of the meeting.  If requested, the Chair shall permit the Trustee to make an oral representation to the Chair as to why an item should be added. If the Chair denies the addition, they shall  provide  reasons  for  such  denial  to  the  requesting  Trustee.    The  Chair’s decision  will  be  based  on  administrative  considerations,  such  as  whether  the subject matter would be more  appropriately  addressed  at  another meeting or forum. 

b) At  the Meeting: A  Trustee may  include  additional  items  on  the  Agenda  for  a meeting if approved by a majority vote of the Trustees present at such meeting. 

c) The order of business at any meeting shall be in the same order as on the Agenda for such meeting, but may be changed by a majority vote of the Trustees present at such meeting. 

d) No  variation  of  the  Agenda  during  the  meeting  shall  be  permitted  unless  all Trustees are present and unanimously agree to such variation. 

5.6 Special Meetings:   In addition to the Director/Secretary’s duty to call a special meeting pursuant to Section 2.3(k), special meetings of the Board of Trustees may be called at the discretion of the Chair or at the request of at least two (2) Trustees, provided that in all circumstances special meetings may only be held to address matters of a time‐sensitive nature which may result in financial loss or other harm to the DPCDSB and to the Board of Trustees or an employee or student of the DPCDSB if the matters are not dealt with before  the next  scheduled meeting of  the Board of Trustees or a Committee.    Special meetings require no less than two (2) business days’ notice, unless such minimum notice requirement is waived in writing by the Chair.  The notice calling a special meeting shall state the business to be considered thereat, and no other business may be considered at a special meeting, unless all Trustees are present and unanimously agree to consider such business. The Chair may cancel a special meeting by giving notice of cancellation if the Chair deems that the need for the special meeting no longer exists.  

5.7 Consequence of Repeated Absence from Meetings:    In accordance with the Education Act, a Trustee  is deemed to vacate their seat  if they absent themselves from three (3) consecutive regular meetings of the Board of Trustees, unless authorized by a resolution of the Board of Trustees. 

5.8 Record  of  Attendance:    A  register  of  Trustee  attendance  at  Board  of  Trustee  and Committee meetings will be established and maintained by or on behalf of the Chair. The register will be available to the public upon written request. Attendance records for all meetings shall record instances where Trustees are required to arrive late or leave prior 

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to adjournment. A Trustee absent from a meeting(s) while acting on approved Board of Trustee or DPCDSB business or while serving as an officer of a Trustee association will be recorded as such. 

5.9 Electronic Participation  in Meetings:   The Board of Trustees shall allow attendance at meetings by electronic means in accordance with the Education Act and DPCDSB Policy No. 1.06, as amended or replaced. Trustees acknowledge the importance of meeting in person  and  accept  that participation  in meetings  through  electronic means  is  not  the preferred method of participation. 

5.10 Selection of Chair of Meeting:    If  the Chair and the Vice‐Chair are both absent from a meeting,  or  unable  or  unwilling  to  act  in  that  capacity,  and  if  quorum  is  present,  the Director/Secretary shall call the meeting to order and the members present shall select a chair of the meeting, who shall preside and act as chair of the meeting, but only until such time as the Chair or Vice‐Chair arrives at the meeting or is willing or able to act in that capacity. 

 5.11 Director/Secretary Responsible for Meeting Minutes:  The Director/Secretary shall cause 

the  minutes  of  Board  of  Trustees  and  Committee  meetings  to  be  recorded  and maintained.   

5.12 Content of Minutes: Each set of meeting minutes shall contain the following: 

a) the type of meeting (“regular”, “special”, etc.); 

b) the date and place of the meeting; 

c) the names of Trustees, Staff, and guests present, the names of Trustees absent, and the time of arrival, departure and/or re‐entry of Trustees not present for the entire meeting; 

d) the minutes of the previous meeting(s) and, where approved, an indication of any changes therein; 

e) disclosure of conflicts of interest; 

f) all motions and points of order and appeals, and the disposition thereof; 

g) the time of adjournment; and 

h) the time, date and place of the next meeting. 

   

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ARTICLE 6 IN‐CAMERA MEETINGS – BOARD OF TRUSTEES AND COMMITTEES 

6.1 Principle  of  Open  Meetings:  All  meetings  of  the  Board  of  Trustees  and,  subject  to Section 6.2 below, all Committee meetings, shall be open to the public, and no person shall be excluded from a meeting that is open to the public, except for improper conduct as determined by the chair of the meeting in their absolute discretion. 

6.2 In‐Camera Meetings ‐ Committees:  A meeting of a Committee, including Committee of the Whole, may be closed to the public, but only to the extent the subject‐matter under consideration involves one or more of the following:  

a) the security of the property of the DPCDSB; 

b) the  disclosure  of  intimate,  personal  or  financial  information  in  respect  of  a Trustee, member of a Committee, an employee or prospective employee of the DPCDSB, or a student or their parent or guardian; 

c) the acquisition or disposal of a school site; 

d) decisions in respect of negotiation with employees of the DPCDSB; and 

e) litigation affecting the DPCDSB. 

6.3 In‐Camera Meetings – Board of Trustees and Committees: A meeting of the Board of Trustees or of a Committee shall be closed to the public when the subject matter under consideration involves an ongoing investigation under the Ombudsman Act respecting the DPCDSB.  

6.4 Persons Entitled to Attend In‐Camera Meetings of the Committee of the Whole:   The only persons entitled to attend In‐Camera Meetings of the Committee of the Whole are Trustees  and  the  Director/Secretary  (except  if  the  subject  matter  of  the  In‐Camera Meeting of  the Committee of  the Whole  is directly  related  to  the performance of  the Director/Secretary,  in which  case  the Director/Secretary  is  not  entitled  to  attend  that portion  of  the meeting),  but  the  Board  of  Trustees may  invite  any  person  (including appropriate Staff) to participate as guests in In‐Camera Meetings of the Committee of the Whole.  

6.5 Private Meetings: If the In‐Camera Meeting of a Committee includes only Trustees and the Director/Secretary,  then  such meeting  shall  be  referred  to  as  a  “Private Meeting‐Trustees and Director Only”.  If the In‐Camera Meeting of the Committee of the Whole includes only the Trustees, then such meeting shall be referred to as a “Private Meeting‐Trustees Only”. For certainty, Private Meetings‐Trustees Only may only occur when the subject matter of the meeting is the contract or performance of the Director/Secretary.  Immediately following the portion of the Private Meeting during which the contract or performance  of  the  Director/Secretary  is  discussed,  the  Chair  shall  invite  the Director/Secretary to return to the meeting. 

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6.6 Process to Meet In‐Camera as Committee of the Whole:  When the Board of Trustees determines it is necessary to meet in‐camera:  

a) The motion shall be: 

“THAT the Board of Trustees meeting be adjourned and the Trustees immediately convene an In‐Camera [or a Private] Meeting  of  the  Committee  of  the  Whole  in  respect  of [describe reason for matter to be discussed in‐camera, with reference to the criteria set out above]”.   

b) Unless  otherwise  provided  herein  with  respect  to  a  Committee  (for  example, Section  3.4(d)),  the  Chair  shall  relinquish  their  role  as  presiding  officer  of  the meeting and shall call the Vice‐Chair or another Trustee to act as chair.  

c) As soon as the In‐Camera Meeting of the Committee of the Whole is concluded, the Board of Trustees shall reconvene, with the Chair acting again as chair of the meeting of the Board of Trustees.  

d) The chair of the In‐Camera Meeting of the Committee of the Whole shall present the report of the meeting of the Committee of the Whole and move its adoption.  The motion shall be:  

  “THAT the Board of Trustees receive the confidential report of the Committee  of  the  Whole  In‐Camera  /  Private  Meeting  [describe reason for matter to be discussed in‐camera with reference to criteria set out above] and recommend adoption of  the  recommendations set out therein”. 

6.7 Confidential  Nature  of  In‐Camera  Materials:    All  materials  disclosed  to  Trustees  in connection with In‐Camera Meetings, all deliberations at, all minutes of, and all reports in respect of In‐Camera Meetings are strictly confidential and shall not be disclosed to any person  unless  required  by  Applicable  Laws  or  otherwise  authorized  by  the  Board  of Trustees. 

6.8 Minutes of In‐Camera Meetings:  Minutes of In‐Camera Meetings shall be maintained in the same format as other Board of Trustees meeting minutes, provided that they shall be maintained in a segregated manner that protects their confidential nature to ensure they are only properly disclosed to authorized persons in accordance with Applicable Laws. 

6.9 Student Trustees: Student Trustees may attend In‐Camera Meetings of the Committee of the Whole and any Committee on which a Student Trustee is appointed, except they are not entitled to attend In‐Camera Meetings convened in respect of matters involving the disclosure  of  intimate,  personal,  or  financial  information  in  respect  of  a  Trustee  or member of a Committee, an employee or prospective employee, or a student or their parent or guardian, or other matters expressly prohibited by the Education Act.   

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ARTICLE 7 DELEGATIONS AND SUBMISSIONS 

7.1 Delegations and Submissions:  The DPCDSB encourages the public to provide advice and information  to  the Board of  Trustees  to  assist  Trustees  in making  informed decisions.  Written and in person delegations to the Board of Trustees may be made in accordance with the following: 

a) Subject to Section 7.1(e), delegates are required to register using the prescribed form  no  later  than  by  1:00  p.m.  five  (5)  business  days  before  the  date  of  the applicable meeting. A failure to complete the registration requirement will result in the delegation request being denied. All other written materials/presentations of delegates, including revisions to those previously submitted, must be submitted in their final form by 1:00 p.m. on the Monday immediately prior to the meeting 

b) The Director/Secretary (or designate) and/or the Chair reserve the right to refuse any  delegation  to  ensure  compliance  with  Applicable  Laws,  including  privacy protection requirements.  

c) If the delegate intends to use, or begins to use, the name/title/position of Staff members, or discloses any personal or other confidential information with respect to the Board of Trustees, a Committee or a student or their parent or guardian, the Chair may rule  that  the delegation  is out of order, or may require that  the delegation be reconvened in‐camera. 

d) The  public  is  strongly  encouraged  to  make  delegations  to  the  appropriate Committee addressing the matter of concern prior to the matter coming before the  Board  of  Trustees  for  consideration  to  allow  Staff  to  consider  and  make recommendations to the Board of Trustees in connection with any matter raised in a delegation.   For certainty, an  individual or group making a delegation  to a Committee may register to make the same or substantially similar submission or delegation to the Board of Trustees. 

e) Up to five (5) delegations in total may be received by the Board of Trustees or a Committee  at  any  meeting.  Notwithstanding  the  foregoing,  the  Chair,  in consultation with  the Director/Secretary, may approve delegations  in excess of five  (5)  if  such delegations  comply with  Section 7.1(a).  In  circumstances where there are more than five (5) delegations proposed and such additional delegations are  not  in  compliance with  Section  7.1(a),  a majority  of  the Board of  Trustees present and entitled to vote at a meeting may pass a motion to allow one or more additional delegations or may call an additional meeting.  Each delegation will be limited to five (5) minutes unless otherwise determined by the Board of Trustees. 

f) Once  the  delegate  has  completed  their  presentation,  Trustees  shall  have  an opportunity  to  ask  questions  of  the  delegate.  Once  Trustee  questions  to  the delegate are completed, the delegate will leave the podium and be seated or, if 

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the delegation occurs in an In‐Camera meeting, the delegate will leave the room. Trustees may ask questions of Staff at an open meeting, but not while the delegate is at the podium. Trustees may ask questions of Staff at an In‐Camera meeting, but not while the delegation is present in the room. 

g) Delegations  deviating  from  the  subject  matter  set  out  in  the  applicable registration  form  will  be  ruled  out  of  order,  however  an  individual  making  a delegation may answer questions asked by Trustees on any topic. 

h) During both public and In‐Camera Meetings, it is the responsibility of the Chair to stop or caution the delegate if they begin to make specific derogatory comments about any person. The Chair will remind the delegate of the requirement to avoid negative, critical or derogatory words and to focus on their concerns with respect to an  issue or decision.  If  the delegate will not comply,  the Chair may  rule  the delegation out of order.  If the delegate becomes unruly, the Chair may, in their absolute  discretion,  remove  the  delegate(s)  from  the  meeting  for  improper conduct in accordance with the Education Act. 

i) If the Board of Trustees refers a matter to Staff, through the Director/Secretary, in  respect of which a  submission or delegation  is made,  the Director/Secretary shall ensure the persons involved in the delegation are informed of the time and date at which the Staff report on the matter  is to be reviewed by the Board of Trustees or Committee and information may be shared with the persons involved in the delegation in the discretion of the Director/Secretary. 

7.2 Persons Ineligible to Make Delegations:  Generally, all persons may make a delegation in respect  of  any  Board  of  Trustees‐related  matter.  However,  Staff  may  not  make submissions or delegations  to  the Board of Trustees or a Committee  in  respect of  the following matters: 

a) collective agreements to which the DPCDSB is a party; or 

b) employee organizations (of which the speaker is, or is eligible to be, a member). 

   

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ARTICLE 8 BY‐LAW AMENDMENTS 

8.1 By‐law  Amendments:    Except  when  coming  to  the  Board  of  Trustees  as  a recommendation from a Committee, no amendment, alteration, or addition to this By‐law or the Board of Trustees’ policies may be made unless due notice thereof in writing, setting forth the proposed amendment, alteration, or addition has been given at a Board of  Trustees meeting  previous  to  that  at which  the  same  comes  up  for  consideration, unless supported by majority of the Trustees as appropriate. 

8.2 Annual Review of By‐law:  This By‐law shall be reviewed annually by the By‐law/Policy Review Committee.   

8.3 Repeal of Prior By‐laws:  All previous by‐laws of the DPCDSB related to the subject matter hereof are repealed on the enactment of this By‐law.   Such repeal shall not affect the validity of any act done or right or privilege acquired or obligation or  liability  incurred under such by‐law prior to its repeal.  All officers and persons acting under any by‐law so repealed shall continue to act as if appointed under this By‐law and all resolutions of the Board of Trustees with continuing effect passed under any repealed by‐law shall continue to be good and valid except  to the extent  inconsistent with this By‐law, but only until amended or replaced by the Board of Trustees. 

8.4 Suspension  of  Application  of  this  By‐law:    The  provisions  of  this  By‐law may  not  be suspended, except  for debate on an emergency  issue, subject  to Applicable Laws. The provision to suspend the rules for an emergency debate requires two‐third (2/3) of those Trustees present at a duly called and regularly constituted meeting.  

   

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ARTICLE 9 INDEX 

9.1 In this By‐law, unless the context otherwise requires, the following definitions apply: 

a) “Agenda” means a list of items that are to be discussed at a meeting of the Board of Trustees.  

b) “Annual Organizational Meeting” means the meeting at which the Chair and the Vice‐Chair of the Board of Trustees are elected, and members of Committees are appointed, in each year other than a year in which an Inaugural Meeting is held. 

c) “Applicable Laws” means the Education Act, this By‐law, the Municipal Conflict of Interest Act and any act, regulation, principle of common law or equity, municipal by‐law, or other written requirement of a governmental authority having the force of law applicable to the DPCDSB or the Board of Trustees.  

d) “Board and Committee Information Officer” means the recording secretary of the Board of Trustees and custodian of its records (except those records specifically assigned to others such as the treasurer’s books). 

e) “Board of Trustees” means the Board of Trustees of the DPCDSB. 

f) “By‐law” means this procedural by‐law of the DPCDSB. 

g) “Chair” means the Trustee elected to the position of chairperson of the Board of Trustees, having the duties set forth in Section 2.4. 

h) “Trustee  Code  of  Conduct”  means  DPCDSB  Policy  No.  1.02  entitled  “Code  of Conduct – Trustees” (as may be amended or replaced) adopted by the Board of Trustees in accordance with Section 218.2(1) of the Education Act. 

i) “Committee”  means  any  committee  of  the  Board  of  Trustees  established  in accordance with this By‐law. 

j) “Committee of the Whole” means a meeting of the Trustees that is not a meeting of the Board of Trustees. 

k) “Director/Secretary” means the individual serving as director of education of the Board of Trustees and as secretary of the Board of Trustees. 

l) “DPCDSB” means the Dufferin‐Peel Catholic District School Board. 

m)  “Education Act” means the Education Act, R.S.O. 1990, c.E.2, as amended, and includes the regulations enacted thereunder. 

n) “In‐Camera Meeting” means a portion of a meeting of the Board of Trustees or of a Committee that is closed to the public in accordance with the Education Act. 

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o) “Inaugural Meeting” means the meeting following a municipal election at which the Chair and the Vice‐Chair of the Board of Trustees are elected. 

p) “Minister” means  the Minister of Education and Minister Responsible  for Early Years and Child Care. 

q) “Municipal Conflict of Interest Act” means the Municipal Conflict of Interest Act, R.S.O.  1990,  c.  M.50,  as  amended,  and  includes  the  regulations  enacted thereunder. 

r) “Municipal  Elections Act” means  the Municipal  Elections Act,  1996,  S.O.  1996, c.32, as amended, and includes the regulations enacted thereunder. 

s)  “Staff” means the staff of the DPCDSB. 

t) “Student  Trustee” means  a  senior  secondary  student  elected  pursuant  to  the Education Act to represent all students of the DPCDSB. A Student Trustees is not a member of the Board of Trustees and is not entitled to exercise a binding vote.  

u) “Trustee” means a person elected, acclaimed, or appointed to the office of trustee of the Board of Trustees according to the provisions of the Education Act or the Municipal Elections Act. 

v) “Vice Chair” means the Trustee elected to the position of vice chairperson of the Board of Trustees, having the duties set forth in Section 2.5. 

   

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APPENDIX A – THE CHAIR’S ROLE 

 1.1 Rules of Order. The Chair or, in their absence, the Vice‐Chair shall preside at all meetings. 

1.2 Attendance. The Chair shall cause the Board and Committee Information Officer to do the following:  

a) record the names of the Trustees present and absent at the beginning of the meeting as well as when a Trustee leaves or arrives; and 

b) maintain the record of attendance referenced in Section 5.8 of this By‐law. 

1.3 Chair Participation. Should the Chair elect to take part in any debate or discussion or for any other reason, they shall vacate the position of chair and call upon the Vice‐Chair or, if  the Vice‐Chair  is absent, one of the other Trustees to fill  their place  in the following order  until  the matter  under  discussion  is  decided:  Past  Chair,  chair  of  Contract  and Negotiations  Committee,  chair  of  any  other  Committee.  The  Vice‐Chair  or  any  other Trustee temporarily acting as chair, shall discharge all the duties and enjoy all the rights of the Chair, but not participate  in the discussion. Following such discussion, the Chair shall revert to their role. 

1.4 Appeal  of  Chair’s  Ruling.  A  Trustee  may  appeal  the  Chair's  ruling.  The  Trustee  may indicate the reason for challenging the Chair, to a maximum time of one (1) minute. No other debate can take place on this item. The Board of Trustees will then vote to sustain or  overturn  the  Chair's  ruling  by  a  simple  majority  and  the  Director/Secretary  shall conduct the vote and assume the Chair until the vote is taken. 

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APPENDIX B – OBTAINING THE FLOOR 

1.1 Obtaining the Floor. Any Trustee desiring to speak shall indicate by an up‐raised hand or the words, "Mr. or Madam Chair", and, upon recognition by the Chair who shall call the Trustee  by  name,  the  Trustee may  then,  but  not  before,  proceed  to  speak.  Trustees proceeding to speak before they have been recognized by the Chair shall be considered out‐of‐order. 

a. Multiple Speakers. When two or more Trustees attempt to speak at the same time, the Chair shall name the Trustee who is to speak. 

b. Scope of Debate. Every Trustee shall confine themselves to the question in debate and  shall  avoid  all  discourteous  language and personal  references  to  staff  and  to other Trustees. 

c. Limitation on Floor Time. No Trustee shall have the floor  for more than three (3) minutes  for  the  same  issue  at  the  discretion  of  the  Chair.  Response  time  to  the question is not included in this time. The mover of the original motion, but not any amendment thereto, may have three (3) minutes to reply. The foregoing limitations on time may be extended up to a maximum of an additional three (3) minutes per Trustee speaking on the same  issue with the consent of at  least a majority of the Trustees present and entitled to vote. 

d. No Interruptions. A Trustee, who has the floor, shall not be interrupted, except for questions of privilege or procedural rules of order as set out  in Appendix “C”. The Chair will deal with the question of privilege and procedural rules of order before the Trustee, who has the floor, resumes speaking. 

e. Questions  asked  of  and  by.    In  order  to  maximize  efficiencies  at  each  Board  of Trustees and Committee meeting, Trustees should,  to the extent practicable, only raise matters at a particular meeting that are relevant to the subject matter under the purview of that assembly unless the matter must be dealt with urgently.  

f. Discipline.  Trustees  who  resist  the  rules  of  the  Board  of  Trustees,  disobey  the decision of  the Chair or of  the Board of Trustees on points of order or make any disorderly noise or disturbance, may, unless they make an apology that is accepted by the Chair, be ordered by the Chair to leave their seats for the remainder of the meeting. In case of a refusal to do so, on the order of the Chair, such persons may be removed from the meeting room and Board of Trustees’ office by any police officer or security personnel. The Meeting Rules shall govern all Trustee actions. 

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APPENDIX C – MOTIONS AND VOTING 

A. GENERAL PROCEDURES FOR MOTIONS 

1.1 Notices of Motions.     The Notice of Motion has the affect of giving notice to the other Trustees, staff and the public of the matter to be considered at the next meeting. Trustees who wish to introduce new business, not on the agenda, shall give notice at one meeting of intention to move a specific motion at the next meeting of the Board of Trustees. A Notice of Motion: 

(a) must be in writing and delivered to the Director/Secretary within three (3) days before the meeting at which it is going to be brought.  

(b) requires no seconder and is not debateable at the time it is introduced.  

(c) shall not be the subject of any debate or comment at the meeting at which it is introduced. In the case of urgent and pressing matters, with two‐thirds’ consent of  Trustees  present  and  eligible  to  vote,  the  motion  may  be  dealt  with immediately. A matter is considered urgent and/or pressing if it must be dealt with before the next scheduled meeting to avoid any of the following: 

(i) irreparable harm to any individual or Board property;  

(ii) immediate danger or harm to any individual; 

(iii) the security of DPCDSB property; 

(iv) anticipated or actual legal proceeding that requires the motion to be dealt with immediately to comply with legislated timelines;  

1.2 Motions in Writing. In order to be debated and put to a vote, motions must be in writing, except the following motions: 

(a) to receive reports; (b) to refer; (c) to postpone; (d) to lay on the table; (e) to put the question to a vote; (f) to file; (g) to go into Committee of the Whole; (h) to rise and report; (i) to adjourn; and (j) such short oral motions as the Chair may accept. 

 1.3 Speaking on Proposed Motion. A Trustee may propose a motion and speak to it before it 

is seconded.  

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1.4 Motions to be Seconded. Every motion, at a Board of Trustees meeting, shall be seconded and disposed of only by a vote of the Board of Trustees, unless the mover and seconder, by  permission  of  the  Board  of  Trustees,  withdraw  the motion.  No  seconder  shall  be required for motions brought at Committee meetings.  

1.5 Request to Read Motion. Any Trustee may request the Board and Committee Information Officer to read the motion under discussion, for information, at any time in the course of the  debate,  provided  that  no  such  request  shall  be made  so  as  to  interrupt  another Trustee. 

1.6 Motions on the Agenda. Notwithstanding a motion to defer consideration of a matter coming before the Board of Trustees (which is not debatable), a Trustee who submits a notice of motion, which appears on the agenda, shall be given an opportunity to address the Board of  Trustees  for  a period not exceeding  three  (3) minutes on  such notice of motion  and,  similarly,  the  Director/Secretary  (or  their  delegate)  shall  be  given  an opportunity to address the Board of Trustees on a report at the time the notice of motion shall be discussed. 

1.7 Division of Motions. When the motion under consideration contains two or more distinct propositions,  any  particular  proposition,  upon  the  request  of  any  Trustee,  may  be considered  and  voted  upon  separately.  A motion  cannot  be  divided  unless  each  part presents a proper question that can be acted upon if none of the other parts are adopted, and unless the effect of adopting all of the parts will be exactly the same as adopting the original  motion.  A motion  cannot  be  divided  if  the  division  violates  the  exact  logical equivalence of the motion. A motion must be divided at the request of a single Trustee where a series of independent resolutions or main motions is offered in one motion. 

1.8 Motions Interrupting Debate. When a motion is under debate, the only motion in order shall be: 

(a) to adjourn; 

(b) to lay on the table; 

(c) to put the question to a vote; 

(d) to postpone; 

(e) to refer; and 

(f) to amend; 

which shall have precedence as listed above. Motions to adjourn, to lay on the table or to put the previous question shall be decided without debate. 

 

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1.9 Point of Order: A Trustee may advise the Chair and the Board of Trustees that a rule is being deviated from or being used incorrectly. It is a demand that the Chair rule on the point of order and to correct the deviation.  Any Trustee who believes that the Chair has ruled  incorrectly on the point of order may appeal  the decision of  the Chair using the process set out in Appendix A Section 1.4.  

1.10 Motions at Committee Meetings: For certainty, motions passed at Committee meetings, including meetings of  the Committee of  the Whole, become  recommendations  to  the Board of Trustees for determination. 

1.11 Motions  Restricted  in  In‐Camera  Meetings.  In‐Camera  Meetings  cannot  entertain  a motion to refer, to postpone or to table a subject referred to it. 

  

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B. SPECIFIC MOTIONS

Type of Motion Specifics To amend A motion to amend is a motion to change a resolution or a motion by adding,

striking out or substituting a word or phrase. After a motion is made and seconded, where required, a motion to amend may be made, as well as, a motion to amend the amendment; however, no further motion to amend shall be made until those have been decided.

Only one amendment to the motion shall be on the floor at any one time.

An amendment modifying the subject of the motion shall be in order, but an amendment in conflict with or relating to a different subject shall not be in order, and should be ruled out of order.

Every amendment submitted shall be decided upon or withdrawn before the main question shall be put to a vote, and if the vote on the amendment(s) is decided in the affirmative, the main question as amended shall be put to a vote.

To reconsider A motion to reconsider is a motion to review a previous decision and vote on

it again. It must be made by a person who voted on the prevailing (winning) side of the motion it seeks to reconsider. A motion to reconsider cannot be moved more than once to reconsider the same motion.

After a vote has been taken on any question (except one of indefinite postponement), such vote may, with the consent of two-thirds (2/3) of all Trustees present, be reconsidered at any meeting held thereafter, provided that the notice of motion procedure has been followed.

A motion to reconsider made at a previous meeting and decided in the negative, shall not again be entertained for a period of six (6) months, unless approved by two-thirds (2/3) of all Trustees present.

To adjourn A motion to adjourn shall be in order, except when a Trustee is speaking, or

a vote is being taken, or when the previous question has been called. A motion to only adjourn shall not be open to amendment or debate, but a motion to adjourn to a certain time may be amended and debated. No second motion to adjourn shall be made until some business has been transacted after the first motion has failed.

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Type of Motion

Specifics

To lay on the table

A motion to lay on the table places a main motion and all pending amendments aside temporarily with the intent of bringing them back for action at a later time in the same meeting. A motion to lay on the table requires a seconder, is not debatable, cannot be amended, and requires a majority vote.

To put the question to a vote

The motion to put the question to a vote shall preclude all further amendment or debate, and shall be submitted by the Chair in this form: "Shall the main question in debate be now put?" or “Call the vote?" If adopted, the Chair shall at once proceed to put the main question, first putting amendments pending, to the vote of the Board of Trustees.

To postpone indefinitely

A motion to postpone indefinitely is a motion to reject the main motion. The adoption of this motion defeats the main motion for the duration of the session.

To postpone to definite time

A motion to postpone to a definite time, if passed, would defer consideration of a main motion and all attached motions until a future date. This motion requires two thirds (2/3) vote. At the time to which it is postponed, the matter will be brought up again under unfinished business. This motion will have priority on the next agenda.

To rescind A motion to rescind is a motion to nullify a vote taken at a previous meeting. A motion to rescind can be made by anyone, but only if no action has been taken on the vote it seeks to nullify. It requires two-thirds (2/3) vote for adoption.

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C. VOTING 

1.1 No Further Debate: After the Chair has put a question to a vote, there shall be no further debate. The decision of the Chair as to whether the question has been finally put shall be final. 

1.2 Trustee Participation: Each Trustee present at the meeting, either in person or through electronic  means,  who  has  not  declared  an  interest  under  the Municipal  Conflict  of Interest Act and/or the Trustee Code of Conduct, shall vote on all questions on which the Trustee is entitled to vote. Trustees who have declared a conflict of interest shall remove themselves  from  the  meeting  room  prior  to  discussion  ensuing  and  shall  fulfill  any additional  requirements  of  the Municipal  Conflict  of  Interest  Act.  For  clarity,  Student Trustees must also declare conflicts of interest as set out herein. 

1.3 Student Trustees: While a Student Trustee is not a member of the Board of Trustees and is not entitled to exercise a binding vote on any matter before the Board of Trustees or its Committees, a Student Trustee, is entitled to  

(a) submit a report for receipt by the Board of Trustees;  

(b) request that a voting member of the Board of Trustees bring a specific motion;  

(c) require that a matter before the Board of Trustees or a Committee on which the Student  Trustee  sits  be  put  to  a  recorded  vote.  In  such  circumstances,  the following shall occur: 

(i) A recorded non‐binding vote that includes the Student Trustee’s vote; and 

(ii) A recorded binding vote that does not include the Student Trustee’s vote. 

1.4 Majority Vote: Except as otherwise provided in Applicable Laws, an affirmative vote shall require a majority of the votes of the Trustees present either in person or electronically and entitled to vote. 

1.5 Method:  Every matter  considered by  the  Board  of  Trustees  shall  be disposed  of  by  a recorded vote of all Trustees entitled to vote in one of the following ways (preference being given in the following sequence): 

(a) by general (or unanimous) consent, in which case the Chair, exercising discretion, states that the motion will be adopted in the absence of objection; 

(b) by show of hands, in which case each Trustee entitled to vote raises the Trustee’s own hand in response to the request of the Chair for the votes, in the affirmative and in the negative, as the case may be, until the votes are counted; 

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(c) by rising, in which case each Trustee, as able, stands in response to the requests of the Chair for the votes, in the affirmative and in the negative, as the case may be, until the votes are counted and counted;  

(d) by  ballot,  in  which  case  each  Trustee  entitled  to  vote  shall  mark  on  a  paper provided by the Director/Secretary, the Trustee’s choice from among the available alternatives, the papers being collected and counted immediately thereafter; and 

(e) by an electronic voting method, in which each Trustee shall indicate the Trustee’s choice from among the available alternatives. 

For certainty, votes in favour and against shall not be recorded upon any question unless requested by at least one Trustee, and such request shall be made before the Chair calls upon the Trustees to vote upon same.  

1.6 No Further Debate. After the Chair has put a question to a vote, there shall be no further debate on the issue. The decision of the Chair as to whether the question has been finally put to a vote is final. 

 

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PROCEDURAL BY-LAW

Give me now wisdom and knowledge to go out and come in before this people, for who can rule this great people of yours?

2 Chronicles 1:10

Revised: August 27, 2019

Next Review Date: August, 2020

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TABLE OF CONTENTS

ARTICLE 1 RULES OF ORDER ................................................................................................................1

1.1 Rules of Order ............................................................................................................................... 1

1.2 DPCDSB Local School Board Governance Manual ……………………………………………………………………. 1

1.2 Order of Precedence ..................................................................................................................... 1

ARTICLE 2 DUTIES ...............................................................................................................................2

2.1 Board of Trustees .......................................................................................................................... 2

2.2 Trustees ......................................................................................................................................... 2

2.3 Director/Secretary ........................................................................................................................ 3

2.4 Chair .............................................................................................................................................. 4

2.5 Vice Chair ...................................................................................................................................... 5

ARTICLE 3 COMMITTEES OF THE BOARD .............................................................................................6

3.1 Committees ................................................................................................................................... 6

3.2 Functions, Duties, Responsibilities and Powers of Committees ................................................... 6

3.3 Committee Membership ............................................................................................................... 7

3.4 Committee Procedures ................................................................................................................. 7

ARTICLE 4 THE INAUGURAL/ANNUAL ORGANIZATIONAL MEETING, ELECTION OF OFFICERS AND APPOINTMENTS .................................................................................................................................8

4.1 Date and Time ............................................................................................................................... 8

4.2 Meeting Procedure ....................................................................................................................... 8

4.3 Term of Office ............................................................................................................................... 9

ARTICLE 5 PROCEDURES AT MEETINGS OF THE BOARD OF TRUSTEES ................................................. 10

5.1 Quorum ....................................................................................................................................... 10

5.2 Regular Meetings ........................................................................................................................ 10

5.3 Meeting Materials ....................................................................................................................... 10

5.4 Agenda for Regular Meeting ....................................................................................................... 11

5.5 Adding to Agenda ........................................................................................................................ 12

5.6 Special Meetings ......................................................................................................................... 12

5.7 Consequence of Repeated Absence from Meetings ................................................................... 12

5.8 Record of Attendance………………………………………………………………………………….………………………...12

5.9 Electronic Participation in Meetings ........................................................................................... 13

5.10 Selection of Chair of Meeting ..................................................................................................... 13

5.11 Director/Secretary Responsible for Meeting Minutes ................................................................ 13

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5.12 Content of Minutes ..................................................................................................................... 13

ARTICLE 6 IN-CAMERA MEETINGS – BOARD OF TRUSTEES AND COMMITTEES .................................... 14

6.1 Principle of Open Meetings ........................................................................................................ 14

6.2 In-Camera Meetings – Committees ............................................................................................ 14

6.3 In-Camera Meetings – Board of Trustees and Committees ........................................................ 14

6.4 Persons Entitled to Attend In-Camera Meetings of the Committee of the Whole .................... 14

6.5 Private Meetings ......................................................................................................................... 14

6.6 Process to Meet In-Camera as Committee of the Whole ........................................................... 15

6.7 Confidential Nature of In-Camera Materials .............................................................................. 15

6.8 Minutes of In-Camera Meetings ................................................................................................. 15

6.9 Student Trustees ......................................................................................................................... 15

ARTICLE 7 DELEGATIONS AND SUBMISSIONS .................................................................................... 16

7.1 Delegations and Submissions ...................................................................................................... 16

7.2 Persons Ineligible to Make Delegations ...................................................................................... 17

ARTICLE 8 BY-LAW AMENDMENTS .................................................................................................... 18

8.1 By-law Amendments ................................................................................................................... 18

8.2 Annual Review of By-law ............................................................................................................ 18

8.3 Repeal of Prior By-laws ............................................................................................................... 18

8.4 Suspension of Application of this By-law .................................................................................... 18

ARTICLE 9 INDEX .............................................................................................................................. 19 APPENDIX A: The Chair's Role……………………………………………………………….………………………………………..…21 APPENDIX B: Obtaining the Floor…………………………………………….……………..………………………………………...22 APPENDIX C: Motions and Voting…...……………………………………………….………..…………………………….……….23

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PROCEDURAL BY-LAW

A by-law relating generally to the meeting procedures to be used by the Board of Trustees and its Committees at their meetings, made pursuant to Section 170.(1)4 of the Education Act which provides that the Dufferin-Peel Catholic District School Board (DPCDSB) must fix the times and places for meetings of the Board of Trustees and the mode of calling and conducting them.

ARTICLE 1 RULES OF ORDER

1.1 Rules of Order: The procedural rules governing meetings of the Board of Trustees shall be those set out in this By-law, any policies and resolutions of the Board of Trustees and the current edition of Robert’s Rules of Order. Where this By-law is silent on a matter pertaining to the governance of a meeting, the current edition of Robert’s Rules of Order applies to that matter.

1.2 DPCDSB Local School Board Governance Manual: This By-law governs meeting procedures. The primary elements of the roles and responsibilities of the Board of Trustees, individual Trustees, the Director/Secretary and senior staff with respect to local school board governance/day-to-day management, on the other hand, will be set out in the DPCDSB Local School Board Governance Manual, as the Board of Trustees may amend or replace.

1.3 Order of Precedence: To the extent of a conflict, the superior instrument shall take precedence over the inferior instrument as set out below:

a) Education Act

b) Applicable Laws other than the Education Act and the By-law

c) By-law

d) Code of Conduct

e) Board of Trustees’ Policies and Resolutions

f) The current edition of Robert’s Rules of Order

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ARTICLE 2 DUTIES

2.1 Board of Trustees: In addition to any other duties under Applicable Laws, the Board of Trustees shall:

a) promote student achievement and well-being;

b) carry out its role in accordance with the teachings of the Catholic faith;

c) promote a positive school climate that is inclusive and accepting of all pupils, including pupils of any race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, marital status, family status or disability and any other areas identified by the Ontario Human Rights Commission as a protected ground;

d) promote the prevention of bullying;

e) ensure effective stewardship of the DPCDSB’s resources;

f) deliver effective and appropriate education programs to its pupils;

g) develop and maintain policies and organizational structures that:

1. promote the goals referred to in clauses (a) to (f), and

2. promote the DPCDSB’s vision and mission;

h) monitor and evaluate the effectiveness of policies under clause (g) in achieving the goals and the efficiency of the implementation of those polices;

i) develop a multi-year plan aimed at achieving the goals referred to in clauses (a) to (f) (the “Multi-Year Strategic Plan”);

j) annually review the Multi-Year Strategic Plan with the Director/Secretary or designate; and

k) monitor and evaluate the performance of the Director/Secretary, or the supervisory officer designate, in meeting the following:

1. their duties under Applicable Laws and the Multi-Year Strategic Plan; and

2. other duties assigned by the Board of Trustees.

2.2 Trustees: Each Trustee, including each Student Trustee, shall at all times comply with Applicable Laws and the rules governing the conduct of Trustees including governance policies, the Trustee Code of Conduct and any resolutions of the Board of Trustees.

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2.3 Director/Secretary: In addition to any duties assigned by the Board of Trustees and any other duties under Applicable Laws, the Director/Secretary shall:

a) manage the day-to-day operations of the DPCDSB, including executing the implementation of DPCDSB policies and decisions of the Board of Trustees;

b) act as secretary to the Board of Trustees;

c) annually review with and deliver a report to the Board of Trustees regarding the Multi-Year Strategic Plan;

d) ensure that the Multi-Year Strategic Plan establishes the DPCDSB’s priorities and identifies specific measures and resources that will be applied in achieving those priorities and in carrying out its duties under the Education Act, in particular, its responsibility for student achievement set out in section 169.1(1)(f) of the Education Act;

e) implement and monitor the implementation of the Multi-Year Strategic Plan and report periodically to the Board of Trustees on the status of its implementation;

f) immediately upon discovery, bring to the attention of the Board of Trustees any act or omission by the Board of Trustees that in the opinion of the Director/Secretary may result in, or has resulted in, a contravention of the Education Act;

g) if the Board of Trustees does not respond in a timely and satisfactory manner to an act or omission brought to its attention under Section 2.3(e), advise the Minister or a Deputy Minister of the Minister of the act or omission;

h) keep a full and correct record of the proceedings of every meeting of the Board of Trustees in the minute book provided for that purpose by the Board of Trustees and ensure that the minutes when confirmed are signed by the Chair or presiding member;

i) transmit to the Ministry of Education copies of reports requested by it;

j) give notice of all meetings of the Board of Trustees to each Trustee by notifying the Trustee personally or in writing or by sending a written notice to their residence;

k) call a special meeting of the Board of Trustees at the written request of the majority of the Trustees;

l) attend all meetings of the Board of Trustees and Committees in person or by designate;

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m) prepare or arrange to have prepared by a delegated representative, minutes of all meetings of the Board of Trustees and of Committees;

n) keep records or arrange to have records kept as required under Applicable Laws and subject to the directions of the Board of Trustees;

o) conduct the official correspondence on behalf of the Board of Trustees;

p) receive and pass on to the Board of Trustees or the relevant Committee all correspondence, petitions and reports of other officials;

q) prepare, in consultation with the appropriate chair, the draft agenda of all meetings including special meetings of the Board of Trustees and of all Committees or delegate the responsibility;

r) maintain an up-to-date policy database and make such database accessible to the public via the DPCDSB’s website;

s) have charge of all correspondence, reports and other documents;

t) promulgate all orders, policies and other directions of the Board of Trustees and other matters in accordance with requirements of Applicable Laws and subject to the directions of the Board of Trustees; and

u) bring to the attention of the Board of Trustees any matter in respect of which, in the opinion of the Director/Secretary, may be necessary or useful for the Board of Trustees to be aware.

2.4 Chair: In addition to any duties assigned by the Board of Trustees and any other duties under Applicable Laws, the Chair shall:

a) preside over meetings of the Board of Trustees;

b) conduct the meetings in accordance with this By-law;

c) enforce the Trustee Code of Conduct;

d) establish the Agenda for meetings of the Board of Trustees, including special meetings, in consultation with the Director/Secretary;

e) ensure that Trustees have the information needed for informed discussion of the Agenda items;

f) act as spokesperson to the public on behalf of the Board of Trustees, unless otherwise determined by the Board of Trustees;

g) convey the decisions of the Board of Trustees to the Director/Secretary; and

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h) provide leadership to the Board of Trustees in maintaining its focus on its responsibilities set out in Section 2.1.

2.5 Vice Chair: In addition to any duties assigned by the Board of Trustees and any other duties under Applicable Laws, the Vice Chair shall carry out all duties required of the Chair in the event the Chair is absent or otherwise unable or unwilling to act in that capacity.

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ARTICLE 3 COMMITTEES OF THE BOARD

3.1 Committees: The Board of Trustees may establish Committees and shall determine the duties of such Committees. The Committees shall be categorized as follows:

a) Committees, the mandates and terms of reference of which are established by the Education Act (“Statutory Committees”);

b) Committees whose duties are normally continuous, whether required by statute or otherwise (“Standing Committees”); and

c) Committees appointed for specific duties whose mandate shall expire with the completion of the tasks assigned (“Ad Hoc Committees”).

Statutory Committees: The following Committees are confirmed as the Statutory Committees of the Board of Trustees as at the date this By-law is enacted:

a) Audit

b) Special Education Advisory

c) Supervised Alternative Learning

d) Discipline

e) Central Committee for Catholic School Councils

Standing Committees: The following Committees are confirmed as Standing Committees of the Board of Trustees as at the date this By-law is enacted:

a) Administration and Finance

b) Faith and Program

c) Contract and Negotiations

d) By-law/Policies Review

e) Performance Planning and Review Committee for the Director of Education

f) Multi-Year Strategic Planning Committee

3.2 Functions, Duties, Responsibilities and Powers of Committees: The functions, duties, responsibilities and powers of all Committees shall be set out in the resolution of the Board of Trustees by which such Committee is established, or in terms of reference adopted by the Board of Trustees in respect of such Committee. At each of its inaugural meetings, each Committee will determine its terms of reference to be recommended to

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the Board of Trustees for approval. No Committee is authorized to exercise any delegated Board of Trustees authority unless expressly so authorized in the terms of reference or resolution adopted by the Board of Trustees in respect of the Committee.

3.3 Committee Membership: The Board of Trustees shall appoint the chair and members of each Standing Committee. All persons appointed to Committees serve at the pleasure of the Board of Trustees. Committee terms of reference shall set out the composition of the Committee and indicate what Board of Trustees resources are dedicated to support its work.

3.4 Committee Procedures: Unless the Board of Trustees adopts a policy or terms of reference, passes a resolution or enacts a by-law governing the Committee procedures generally or the procedures of any particular Committee, each Committee may determine its own procedures, subject to the following:

a) All Committees, except the Audit Committee, shall be first convened as soon as reasonably possible following the date of the Board of Trustees’ resolution appointing the members to the applicable Committee.

b) The first meeting of the Audit Committee shall take place no later than September 30 in each fiscal year.

c) At the Annual Organizational Meeting, the Board of Trustees shall elect Trustees as chair and vice-chair of the Standing Committees (excluding the Audit Committee), one of whom shall be responsible for reporting the Committee’s activities to the Board of Trustees. Election of the chair and vice-chair of the Audit Committee shall occur at the Audit Committee’s first meeting following the inaugural or organizational meeting of the Board of Trustees.

d) The process to meet In-Camera set forth in Article 6 applies to Committee meetings with necessary modifications, provided that the respective chairs of the Contract and Negotiations Committee and the Audit Committee shall remain the respective chairs for the In-Camera meetings of such Committees.

e) The rules of order described in Article 1 shall apply to Committee meetings.

f) If a Committee does not determine its own procedures, it shall be subject to the meeting procedures set out in this By-law, with necessary modifications, until changed by the Committee or the Board of Trustees.

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ARTICLE 4 THE INAUGURAL/ANNUAL ORGANIZATIONAL MEETING,

ELECTION OF OFFICERS AND APPOINTMENTS

4.1 Date and Time : Subject to any statutory requirements, the Inaugural Meeting shall be held not later than seven (7) days after the day on which the term of office of the Board of Trustees commences, at the Catholic Education Centre at 7:00 p.m., following a 6:00 p.m. mass, or at such other time and location determined by the Chair. Each subsequent Annual Organizational Meeting of the Board of Trustees shall be held at such time and place as the Board of Trustees considers expedient.

4.2 Meeting Procedure: The procedure at the Inaugural Meeting and each subsequent Annual Organizational Meeting shall be as follows:

a) At the Inaugural Meeting (but not subsequent Annual Organizational Meetings), the Director/Secretary shall:

1. read the returns of the election to the Board of Trustees as certified by the municipal clerks;

2. ascertain that the Trustees have met all procedural requirements and are eligible to take office;

3. administer to each Trustee a declaration of office and oath of allegiance; and

4. declare the Board of Trustees to be legally constituted.

b) At the Inaugural Meeting and each Annual Organizational Meeting, the Director/Secretary shall serve as chair of the meeting until the Chair is elected, but the only business to be conducted while the Director/Secretary is so serving is the election of the Chair, which shall be conducted as follows:

1. The Director/Secretary shall appoint three (3) scrutineers, whose names shall be recorded in the minutes;

2. The Director/Secretary shall then call for nominations, which will not require a seconder (and a Trustee may self-nominate);

3. All nominees shall be asked by the Director/Secretary to confirm whether they wish to allow their name to stand in nomination;

4. Confirmed nominees will be invited, in the order they were nominated, to address the Board of Trustees;

5. Trustees may ask questions of each candidate;

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6. The election shall then proceed by secret ballot;

7. The Trustee who receives the most votes shall be declared

elected, but only if the number of votes received by such Trustee

is equal to the majority of the number of the Trustees present at

the meeting and entitled to vote;

8. If the condition in Section 4.2(b)(7) is not satisfied, the scrutineers shall announce the result and the name of the Trustee receiving the smallest number of votes shall be dropped. The Board of Trustees shall then proceed to vote anew, to a maximum of three (3) rounds of votes, until the condition in Section 4.2(b)(7) is satisfied. The successful Trustee shall serve as the Chair until the next Inaugural/Annual Organizational Meeting;

9. In the case of an equality of votes, the candidates shall draw lots to fill the position pursuant to subsection 208(8) of the Education Act;

10. A majority of the Board of Trustees present and entitled to vote at the meeting will bring a motion to destroy the ballots or file the ballots with the Director/Secretary and then destroyed at a date defined in the motion.

c) The elected Chair shall succeed the Director/Secretary as chair of the meeting.

d) The Chair shall conduct an election for the office of Vice-Chair, chairs and vice-chairs of Committees using the process set out above, with necessary alterations, and deliver their inaugural address to the Board of Trustees.

e) At least every five years, once the Audit Committee has recommended the appointment of an auditor to the Board of Trustees, the Board of Trustees shall appoint its auditors for the ensuing one to five years.

4.3 Term of Office: The term of office for all positions and appointments described in this Article 4 shall be for a period of one year, unless otherwise specified.

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ARTICLE 5 PROCEDURES AT MEETINGS OF THE BOARD OF TRUSTEES

5.1 Quorum: A majority of Trustees constitutes a quorum.

a) If a quorum is not present within 15 minutes after the time appointed for the meeting or it is lost, the Board of Trustees shall not convene and the Director/Secretary shall record the names of the members present.

b) Where the Chair has knowledge that a Trustee will arrive within the half hour of the posted commencement time of a meeting, the Chair may unilaterally extend the start time for the meeting beyond the stated 15 minutes to an additional 15 minutes, totaling no more than 30 minutes from the posted commencement time of the meeting. If a quorum is still not present after the additional 15 minutes, the Board of Trustees meeting shall not convene, and the Director/Secretary shall record the names of the members present. The Chair may call a recess of up to 15 minutes should quorum be lost or for any other reason as they so determine. In order for the Board of Trustees meeting to be re-called, a quorum must be present.

c) Subject to 5.1(a) and (b), the Board of Trustees shall adjourn a convened meeting whenever a quorum is no longer present, and the Director/Secretary shall then record the time of adjournment and the names of the members present.

d) The foregoing is subject to Section 7(1) of the Municipal Conflict of Interest Act.

5.2 Regular Meetings: The Board of Trustees may establish dates for its regular meetings, at a place and time determined by the Board of Trustees. Ordinarily, regular meetings shall commence at 7:00 p.m. and adjourn at 11:00 p.m. or upon completion of the item being discussed at 11:00 pm, unless otherwise determined by the Board of Trustees. The Board of Trustees may pass a motion by simple majority to extend a meeting past 11:00 pm. The Chair may cancel or reschedule a regular meeting by giving notice to all persons entitled to receive notice of the meetings of the Board of Trustees, provided that the Chair may only cancel a regular meeting in extraordinary circumstances, such as when there is a strong indication that quorum would not be present at such meeting.

5.3 Meeting Materials: To the extent practicable, on the Friday prior to any meeting of the Board of Trustees, the Chair shall cause the meeting Agenda and all necessary or desirable meeting materials to be delivered by or on behalf of the Director/Secretary to the Trustees and the meeting Agenda to be posted on the DPCDSB’s website for public access.

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5.4 Agenda for Regular Meeting: The Agenda and order of business for regular meetings of the Board of Trustees will normally be as follows:

a) Routine Matters

1. Call to Order and Attendance 2. Acknowledgement of First Nations’ Sacred Territory 3. Singing of National Anthem 4. Opening Prayer 5. Approval of Agenda

i) Approval of Calendar Items 6. Declaration of Interest 7. Approval of Minutes

i) Business Arising from the Minutes

b) Pastor's Remarks

c) Awards and Presentations

d) Delegations

e) Reports from Trustees for Receipt

1. Regular Reports 2. Good News Reports

f) Information/Reports from Committees for Receipt

g) Information/Reports from Administration for Receipt

h) Trustee/Committee/Administration Reports Requiring Action

i) Notices of Motion

j) Additional Business

k) Questions Asked of, and by, Trustees

l) Declared Interest Items

m) In-Camera Session

n) Rise and Report

o) Future Meetings

p) Adjournment

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5.5 Adding to Agenda

a) Prior to the Meeting: At the discretion of the Chair in consultation with theDirector/Secretary, the Chair shall consider a request from a Trustee to add anitem to the Agenda for a meeting if a written request for this purpose has beensubmitted to the Chair at least ten (10) days in advance of the meeting. Ifrequested, the Chair shall permit the Trustee to make an oral representation tothe Chair as to why an item should be added. If the Chair denies the addition, theyshall provide reasons for such denial to the requesting Trustee. The Chair’sdecision will be based on administrative considerations, such as whether thesubject matter would be more appropriately addressed at another meeting orforum.

b) At the Meeting: A Trustee may include additional items on the Agenda for ameeting if approved by a majority vote of the Trustees present at such meeting.

c) The order of business at any meeting shall be in the same order as on the Agendafor such meeting but may be changed by a majority vote of the Trustees presentat such meeting.

d) No variation of the Agenda during the meeting shall be permitted unless allTrustees are present and unanimously agree to such variation.

5.6 Special Meetings: In addition to the Director/Secretary’s duty to call a special meeting pursuant to Section 2.3(k), special meetings of the Board of Trustees may be called at the discretion of the Chair or at the request of at least two (2) Trustees, provided that in all circumstances special meetings may only be held to address matters of a time-sensitive nature which may result in financial loss or other harm to the DPCDSB and to the Board of Trustees or an employee or student of the DPCDSB if the matters are not dealt with before the next scheduled meeting of the Board of Trustees or a Committee. Special meetings require no less than two (2) business days’ notice, unless such minimum notice requirement is waived in writing by the Chair. The notice calling a special meeting shall state the business to be considered thereat, and no other business may be considered at a special meeting, unless all Trustees are present and unanimously agree to consider such business. The Chair may cancel a special meeting by giving notice of cancellation if the Chair deems that the need for the special meeting no longer exists.

5.7 Consequence of Repeated Absence from Meetings: In accordance with the Education Act, a Trustee is deemed to vacate their seat if they absent themselves from three (3) consecutive regular meetings of the Board of Trustees, unless authorized by a resolution of the Board of Trustees.

5.8 Record of Attendance: A register of Trustee attendance at Board of Trustee and Committee meetings will be established and maintained by or on behalf of the Chair. The register will be available to the public upon written request. Attendance records for all meetings shall record instances where Trustees are required to arrive late or leave prior

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to adjournment. A Trustee absent from a meeting(s) while acting on approved Board of Trustee or DPCDSB business or while serving as an officer of a Trustee association will be recorded as such.

5.9 Electronic Participation in Meetings: The Board of Trustees shall allow attendance at meetings by electronic means in accordance with the Education Act and DPCDSB Policy No. 1.06, as amended or replaced. Trustees acknowledge the importance of meeting in person and accept that participation in meetings through electronic means is not the preferred method of participation.

5.10 Selection of Chair of Meeting: If the Chair and the Vice-Chair are both absent from a meeting, or unable or unwilling to act in that capacity, and if quorum is present, the Director/Secretary shall call the meeting to order and the members present shall select a chair of the meeting, who shall preside and act as chair of the meeting, but only until such time as the Chair or Vice-Chair arrives at the meeting or is willing or able to act in that capacity.

5.11 Director/Secretary Responsible for Meeting Minutes: The Director/Secretary shall cause the minutes of Board of Trustees and Committee meetings to be recorded and maintained.

5.12 Content of Minutes: Each set of meeting minutes shall contain the following:

a) the type of meeting (“regular”, “special”, etc.);

b) the date and place of the meeting;

c) the names of Trustees, Staff, and guests present, the names of Trustees absent,and the time of arrival, departure and/or re-entry of Trustees not present for theentire meeting;

d) the minutes of the previous meeting(s) and, where approved, an indication of anychanges therein;

e) disclosure of conflicts of interest;

f) all motions and points of order and appeals, and the disposition thereof;

g) the time of adjournment; and

h) the time, date and place of the next meeting.

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ARTICLE 6 IN-CAMERA MEETINGS – BOARD OF TRUSTEES AND COMMITTEES

6.1 Principle of Open Meetings: All meetings of the Board of Trustees and, subject to Section 6.2 below, all Committee meetings, shall be open to the public, and no person shall be excluded from a meeting that is open to the public, except for improper conduct as determined by the chair of the meeting in their absolute discretion.

6.2 In-Camera Meetings - Committees: A meeting of a Committee, including Committee of the Whole, may be closed to the public, but only to the extent the subject-matter under consideration involves one or more of the following:

a) the security of the property of the DPCDSB;

b) the disclosure of intimate, personal or financial information in respect of aTrustee, member of a Committee, an employee or prospective employee of theDPCDSB, or a student or their parent or guardian;

c) the acquisition or disposal of a school site;

d) decisions in respect of negotiation with employees of the DPCDSB; and

e) litigation affecting the DPCDSB.

6.3 In-Camera Meetings – Board of Trustees and Committees: A meeting of the Board of Trustees or of a Committee shall be closed to the public when the subject matter under consideration involves an ongoing investigation under the Ombudsman Act respecting the DPCDSB.

6.4 Persons Entitled to Attend In-Camera Meetings of the Committee of the Whole: The only persons entitled to attend In-Camera Meetings of the Committee of the Whole are Trustees and the Director/Secretary (except if the subject matter of the In-Camera Meeting of the Committee of the Whole is directly related to the performance of the Director/Secretary, in which case the Director/Secretary is not entitled to attend that portion of the meeting), but the Board of Trustees may invite any person (including appropriate Staff) to participate as guests in In-Camera Meetings of the Committee of the Whole.

6.5 Private Meetings: If the In-Camera Meeting of a Committee includes only Trustees and the Director/Secretary, then such meeting shall be referred to as a “Private Meeting-Trustees and Director Only”. If the In-Camera Meeting of the Committee of the Whole includes only the Trustees, then such meeting shall be referred to as a “Private Meeting-Trustees Only”. For certainty, Private Meetings-Trustees Only may only occur when the subject matter of the meeting is the contract or performance of the Director/Secretary. Immediately following the portion of the Private Meeting during which the contract or performance of the Director/Secretary is discussed, the Chair shall invite the Director/Secretary to return to the meeting.

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6.6 Process to Meet In-Camera as Committee of the Whole: When the Board of Trustees determines it is necessary to meet in-camera:

a) The motion shall be:

“THAT the Board of Trustees meeting be adjourned and the Trustees immediately convene an In-Camera [or a Private] Meeting of the Committee of the Whole in respect of [describe reason for matter to be discussed in-camera, with reference to the criteria set out above]”.

b) Unless otherwise provided herein with respect to a Committee (for example,Section 3.4(d)), the Chair shall relinquish their role as presiding officer of themeeting and shall call the Vice-Chair or another Trustee to act as chair.

c) As soon as the In-Camera Meeting of the Committee of the Whole is concluded,the Board of Trustees shall reconvene, with the Chair acting again as chair of themeeting of the Board of Trustees.

d) The chair of the In-Camera Meeting of the Committee of the Whole shall presentthe report of the meeting of the Committee of the Whole and move its adoption.The motion shall be:

“THAT the Board of Trustees receive the confidential report of the Committee of the Whole In-Camera / Private Meeting [describe reason for matter to be discussed in-camera with reference to criteria set out above] and recommend adoption of the recommendations set out therein”.

6.7 Confidential Nature of In-Camera Materials: All materials disclosed to Trustees in connection with In-Camera Meetings, all deliberations at, all minutes of, and all reports in respect of In-Camera Meetings are strictly confidential and shall not be disclosed to any person unless required by Applicable Laws or otherwise authorized by the Board of Trustees.

6.8 Minutes of In-Camera Meetings: Minutes of In-Camera Meetings shall be maintained in the same format as other Board of Trustees meeting minutes, provided that they shall be maintained in a segregated manner that protects their confidential nature to ensure they are only properly disclosed to authorized persons in accordance with Applicable Laws.

6.9 Student Trustees: Student Trustees may attend In-Camera Meetings of the Committee of the Whole and any Committee on which a Student Trustee is appointed, except they are not entitled to attend In-Camera Meetings convened in respect of matters involving the disclosure of intimate, personal, or financial information in respect of a Trustee or member of a Committee, an employee or prospective employee, or a student or their parent or guardian, or other matters expressly prohibited by the Education Act.

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ARTICLE 7 DELEGATIONS AND SUBMISSIONS

7.1 Delegations and Submissions: The DPCDSB encourages the public to provide advice and information to the Board of Trustees to assist Trustees in making informed decisions. Written and in person delegations to the Board of Trustees may be made in accordance with the following:

a) Subject to Section 7.1(e), delegates are required to register using the prescribed form no later than by 1:00 p.m. five (5) business days before the date of the applicable meeting. A failure to complete the registration requirement will result in the delegation request being denied. All other written materials/presentations of delegates, including revisions to those previously submitted, must be submitted in their final form by 1:00 p.m. on the Monday immediately prior to the meeting

b) The Director/Secretary (or designate) and/or the Chair reserve the right to refuse any delegation to ensure compliance with Applicable Laws, including privacy protection requirements.

c) If the delegate intends to use, or begins to use, the name/title/position of Staff members, or discloses any personal or other confidential information with respect to the Board of Trustees, a Committee or a student or their parent or guardian, the Chair may rule that the delegation is out of order, or may require that the delegation be reconvened in-camera.

d) The public is strongly encouraged to make delegations to the appropriate Committee addressing the matter of concern prior to the matter coming before the Board of Trustees for consideration to allow Staff to consider and make recommendations to the Board of Trustees in connection with any matter raised in a delegation. For certainty, an individual or group making a delegation to a Committee may register to make the same or substantially similar submission or delegation to the Board of Trustees.

e) Up to five (5) delegations in total may be received by the Board of Trustees or a Committee at any meeting. Notwithstanding the foregoing, the Chair, in consultation with the Director/Secretary, may approve delegations in excess of five (5) if such delegations comply with Section 7.1(a). In circumstances where there are more than five (5) delegations proposed and such additional delegations are not in compliance with Section 7.1(a), a majority of the Board of Trustees present and entitled to vote at a meeting may pass a motion to allow one or more additional delegations or may call an additional meeting. Each delegation will be limited to five (5) minutes unless otherwise determined by the Board of Trustees.

f) Once the delegate has completed their presentation, Trustees shall have an opportunity to ask questions of the delegate. Once Trustee questions to the delegate are completed, the delegate will leave the podium and be seated or, if

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the delegation occurs in an In-Camera meeting, the delegate will leave the room. Trustees may ask questions of Staff at an open meeting, but not while the delegate is at the podium. Trustees may ask questions of Staff at an In-Camera meeting, but not while the delegation is present in the room.

g) Delegations deviating from the subject matter set out in the applicableregistration form will be ruled out of order, however an individual making adelegation may answer questions asked by Trustees on any topic.

h) During both public and In-Camera Meetings, it is the responsibility of the Chair tostop or caution the delegate if they begin to make specific derogatory commentsabout any person. The Chair will remind the delegate of the requirement to avoidnegative, critical or derogatory words and to focus on their concerns with respectto an issue or decision. If the delegate will not comply, the Chair may rule thedelegation out of order. If the delegate becomes unruly, the Chair may, in theirabsolute discretion, remove the delegate(s) from the meeting for improperconduct in accordance with the Education Act.

i) If the Board of Trustees refers a matter to Staff, through the Director/Secretary,in respect of which a submission or delegation is made, the Director/Secretaryshall ensure the persons involved in the delegation are informed of the time anddate at which the Staff report on the matter is to be reviewed by the Board ofTrustees or Committee and information may be shared with the persons involvedin the delegation in the discretion of the Director/Secretary.

7.2 Persons Ineligible to Make Delegations: Generally, all persons may make a delegation in respect of any Board of Trustees-related matter. However, Staff may not make submissions or delegations to the Board of Trustees or a Committee in respect of the following matters:

a) collective agreements to which the DPCDSB is a party; or

b) employee organizations (of which the speaker is, or is eligible to be, a member).

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ARTICLE 8 BY-LAW AMENDMENTS

8.1 By-law Amendments: Except when coming to the Board of Trustees as a recommendation from a Committee, no amendment, alteration, or addition to this By-law or the Board of Trustees’ policies may be made unless due notice thereof in writing, setting forth the proposed amendment, alteration, or addition has been given at a Board of Trustees meeting previous to that at which the same comes up for consideration, unless supported by majority of the Trustees as appropriate.

8.2 Annual Review of By-law: This By-law shall be reviewed annually by the By-law/Policy Review Committee.

8.3 Repeal of Prior By-laws: All previous by-laws of the DPCDSB related to the subject matter hereof are repealed on the enactment of this By-law. Such repeal shall not affect the validity of any act done or right or privilege acquired or obligation or liability incurred under such by-law prior to its repeal. All officers and persons acting under any by-law so repealed shall continue to act as if appointed under this By-law and all resolutions of the Board of Trustees with continuing effect passed under any repealed by-law shall continue to be good and valid except to the extent inconsistent with this By-law, but only until amended or replaced by the Board of Trustees.

8.4 Suspension of Application of this By-law: The provisions of this By-law may not be suspended, except for debate on an emergency issue, subject to Applicable Laws. The provision to suspend the rules for an emergency debate requires two-third (2/3) of those Trustees present at a duly called and regularly constituted meeting.

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ARTICLE 9 INDEX

9.1 In this By-law, unless the context otherwise requires, the following definitions apply:

a) “Agenda” means a list of items that are to be discussed at a meeting of the Boardof Trustees.

b) “Annual Organizational Meeting” means the meeting at which the Chair and theVice-Chair of the Board of Trustees are elected, and members of Committees areappointed, in each year other than a year in which an Inaugural Meeting is held.

c) “Applicable Laws” means the Education Act, this By-law, the Municipal Conflict ofInterest Act and any act, regulation, principle of common law or equity, municipalby-law, or other written requirement of a governmental authority having the forceof law applicable to the DPCDSB or the Board of Trustees.

d) “Board and Committee Information Officer” means the recording secretary of theBoard of Trustees and custodian of its records (except those records specificallyassigned to others such as the treasurer’s books).

e) “Board of Trustees” means the Board of Trustees of the DPCDSB.

f) “By-law” means this procedural by-law of the DPCDSB.

g) “Chair” means the Trustee elected to the position of chairperson of the Board ofTrustees, having the duties set forth in Section 2.4.

h) “Trustee Code of Conduct” means DPCDSB Policy No. 1.02 entitled “Code ofConduct – Trustees” (as may be amended or replaced) adopted by the Board ofTrustees in accordance with Section 218.2(1) of the Education Act.

i) “Committee” means any committee of the Board of Trustees established inaccordance with this By-law.

j) “Committee of the Whole” means a meeting of the Trustees that is not a meetingof the Board of Trustees.

k) “Director/Secretary” means the individual serving as director of education of theBoard of Trustees and as secretary of the Board of Trustees.

l) “DPCDSB” means the Dufferin-Peel Catholic District School Board.

m) “Education Act” means the Education Act, R.S.O. 1990, c.E.2, as amended, andincludes the regulations enacted thereunder.

n) “In-Camera Meeting” means a portion of a meeting of the Board of Trustees or ofa Committee that is closed to the public in accordance with the Education Act.

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o) “Inaugural Meeting” means the meeting following a municipal election at whichthe Chair and the Vice-Chair of the Board of Trustees are elected.

p) “Minister” means the Minister of Education and Minister Responsible for EarlyYears and Child Care.

q) “Municipal Conflict of Interest Act” means the Municipal Conflict of Interest Act,R.S.O. 1990, c. M.50, as amended, and includes the regulations enactedthereunder.

r) “Municipal Elections Act” means the Municipal Elections Act, 1996, S.O. 1996,c.32, as amended, and includes the regulations enacted thereunder.

s) “Staff” means the staff of the DPCDSB.

t) “Student Trustee” means a senior secondary student elected pursuant to theEducation Act to represent all students of the DPCDSB. A Student Trustees is nota member of the Board of Trustees and is not entitled to exercise a binding vote.

u) “Trustee” means a person elected, acclaimed, or appointed to the office of trusteeof the Board of Trustees according to the provisions of the Education Act or theMunicipal Elections Act.

v) “Vice Chair” means the Trustee elected to the position of vice chairperson of theBoard of Trustees, having the duties set forth in Section 2.5.

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APPENDIX A – THE CHAIR’S ROLE

1.1 Rules of Order. The Chair or, in their absence, the Vice-Chair shall preside at all meetings.

1.2 Attendance. The Chair shall cause the Board and Committee Information Officer to do the following:

a) record the names of the Trustees present and absent at the beginning of themeeting as well as when a Trustee leaves or arrives; and

b) maintain the record of attendance referenced in Section 5.8 of this By-law.

1.3 Chair Participation. Should the Chair elect to take part in any debate or discussion or for any other reason, they shall vacate the position of chair and call upon the Vice-Chair or, if the Vice-Chair is absent, one of the other Trustees to fill their place in the following order until the matter under discussion is decided: Past Chair, chair of Contract and Negotiations Committee, chair of any other Committee. The Vice-Chair or any other Trustee temporarily acting as chair, shall discharge all the duties and enjoy all the rights of the Chair, but not participate in the discussion. Following such discussion, the Chair shall revert to their role.

1.4 Appeal of Chair’s Ruling. A Trustee may appeal the Chair's ruling. The Trustee may indicate the reason for challenging the Chair, to a maximum time of one (1) minute. No other debate can take place on this item. The Board of Trustees will then vote to sustain or overturn the Chair's ruling by a simple majority and the Director/Secretary shall conduct the vote and assume the Chair until the vote is taken.

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APPENDIX B – OBTAINING THE FLOOR

1.1 Obtaining the Floor. Any Trustee desiring to speak shall indicate by an up-raised hand or the words, "Mr. or Madam Chair", and, upon recognition by the Chair who shall call the Trustee by name, the Trustee may then, but not before, proceed to speak. Trustees proceeding to speak before they have been recognized by the Chair shall be considered out-of-order.

a. Multiple Speakers. When two or more Trustees attempt to speak at the same time, the Chair shall name the Trustee who is to speak.

b. Scope of Debate. Every Trustee shall confine themselves to the question in debate and shall avoid all discourteous language and personal references to staff and to other Trustees.

c. Limitation on Floor Time. No Trustee shall have the floor for more than three (3) minutes for the same issue at the discretion of the Chair. Response time to the question is not included in this time. The mover of the original motion, but not any amendment thereto, may have three (3) minutes to reply. The foregoing limitations on time may be extended up to a maximum of an additional three (3) minutes per Trustee speaking on the same issue with the consent of at least a majority of the Trustees present and entitled to vote.

d. No Interruptions. A Trustee, who has the floor, shall not be interrupted, except for questions of privilege or procedural rules of order as set out in Appendix “C”. The Chair will deal with the question of privilege and procedural rules of order before the Trustee, who has the floor, resumes speaking.

e. Questions asked of and by. In order to maximize efficiencies at each Board of Trustees and Committee meeting, Trustees should, to the extent practicable, only raise matters at a particular meeting that are relevant to the subject matter under the purview of that assembly unless the matter must be dealt with urgently.

f. Discipline. Trustees who resist the rules of the Board of Trustees, disobey the decision of the Chair or of the Board of Trustees on points of order or make any disorderly noise or disturbance, may, unless they make an apology that is accepted by the Chair, be ordered by the Chair to leave their seats for the remainder of the meeting. In case of a refusal to do so, on the order of the Chair, such persons may be removed from the meeting room and Board of Trustees’ office by any police officer or security personnel. The Meeting Rules shall govern all Trustee actions.

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APPENDIX C – MOTIONS AND VOTING

A. GENERAL PROCEDURES FOR MOTIONS

1.1 Notices of Motions. The Notice of Motion has the affect of giving notice to the otherTrustees, staff and the public of the matter to be considered at the next meeting. Trusteeswho wish to introduce new business, not on the agenda, shall give notice at one meetingof intention to move a specific motion at the next meeting of the Board of Trustees. ANotice of Motion:

(a) must be in writing and delivered to the Director/Secretary within three (3) daysbefore the meeting at which it is going to be brought.

(b) requires no seconder and is not debateable at the time it is introduced.

(c) shall not be the subject of any debate or comment at the meeting at which it isintroduced. In the case of urgent and pressing matters, with two-thirds’ consentof Trustees present and eligible to vote, the motion may be dealt withimmediately. A matter is considered urgent and/or pressing if it must be dealt withbefore the next scheduled meeting to avoid any of the following:

(i) irreparable harm to any individual or Board property;

(ii) immediate danger or harm to any individual;

(iii) the security of DPCDSB property;

(iv) anticipated or actual legal proceeding that requires the motion to be dealtwith immediately to comply with legislated timelines;

1.2 Motions in Writing. In order to be debated and put to a vote, motions must be in writing, except the following motions:

(a) to receive reports;(b) to refer;(c) to postpone;(d) to lay on the table;(e) to put the question to a vote;(f) to file;(g) to go into Committee of the Whole;(h) to rise and report;(i) to adjourn; and(j) such short oral motions as the Chair may accept.

1.3 Speaking on Proposed Motion. A Trustee may propose a motion and speak to it before it is seconded.

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1.4 Motions to be Seconded. Every motion, at a Board of Trustees meeting, shall be seconded and disposed of only by a vote of the Board of Trustees, unless the mover and seconder, by permission of the Board of Trustees, withdraw the motion. No seconder shall be required for motions brought at Committee meetings.

1.5 Request to Read Motion. Any Trustee may request the Board and Committee Information Officer to read the motion under discussion, for information, at any time in the course of the debate, provided that no such request shall be made so as to interrupt another Trustee.

1.6 Motions on the Agenda. Notwithstanding a motion to defer consideration of a matter coming before the Board of Trustees (which is not debatable), a Trustee who submits a notice of motion, which appears on the agenda, shall be given an opportunity to address the Board of Trustees for a period not exceeding three (3) minutes on such notice of motion and, similarly, the Director/Secretary (or their delegate) shall be given an opportunity to address the Board of Trustees on a report at the time the notice of motion shall be discussed.

1.7 Division of Motions. When the motion under consideration contains two or more distinct propositions, any particular proposition, upon the request of any Trustee, may be considered and voted upon separately. A motion cannot be divided unless each part presents a proper question that can be acted upon if none of the other parts are adopted, and unless the effect of adopting all of the parts will be exactly the same as adopting the original motion. A motion cannot be divided if the division violates the exact logical equivalence of the motion. A motion must be divided at the request of a single Trustee where a series of independent resolutions or main motions is offered in one motion.

1.8 Motions Interrupting Debate. When a motion is under debate, the only motion in order shall be:

(a) to adjourn;

(b) to lay on the table;

(c) to put the question to a vote;

(d) to postpone;

(e) to refer; and

(f) to amend;

which shall have precedence as listed above. Motions to adjourn, to lay on the table or to put the previous question shall be decided without debate.

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1.9 Point of Order: A Trustee may advise the Chair and the Board of Trustees that a rule is being deviated from or being used incorrectly. It is a demand that the Chair rule on the point of order and to correct the deviation. Any Trustee who believes that the Chair has ruled incorrectly on the point of order may appeal the decision of the Chair using the process set out in Appendix A Section 1.4.

1.10 Motions at Committee Meetings: For certainty, motions passed at Committee meetings, including meetings of the Committee of the Whole, become recommendations to the Board of Trustees for determination.

1.11 Motions Restricted in In-Camera Meetings. In-Camera Meetings cannot entertain a motion to refer, to postpone or to table a subject referred to it.

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B. SPECIFIC MOTIONS

Type of Motion Specifics

To amend A motion to amend is a motion to change a resolution or a motion by adding,

striking out or substituting a word or phrase. After a motion is made and

seconded, where required, a motion to amend may be made, as well as, a

motion to amend the amendment; however, no further motion to amend shall

be made until those have been decided.

Only one amendment to the motion shall be on the floor at any one time.

An amendment modifying the subject of the motion shall be in order, but an

amendment in conflict with or relating to a different subject shall not be in

order, and should be ruled out of order.

Every amendment submitted shall be decided upon or withdrawn before the

main question shall be put to a vote, and if the vote on the amendment(s) is

decided in the affirmative, the main question as amended shall be put to a

vote.

To reconsider A motion to reconsider is a motion to review a previous decision and vote on

it again. It must be made by a person who voted on the prevailing (winning)

side of the motion it seeks to reconsider. A motion to reconsider cannot be

moved more than once to reconsider the same motion.

After a vote has been taken on any question (except one of indefinite

postponement), such vote may, with the consent of two-thirds (2/3) of all

Trustees present, be reconsidered at any meeting held thereafter, provided

that the notice of motion procedure has been followed.

A motion to reconsider made at a previous meeting and decided in the

negative, shall not again be entertained for a period of six (6) months, unless

approved by two-thirds (2/3) of all Trustees present.

To adjourn A motion to adjourn shall be in order, except when a Trustee is speaking, or

a vote is being taken, or when the previous question has been called. A motion

to only adjourn shall not be open to amendment or debate, but a motion to

adjourn to a certain time may be amended and debated. No second motion to

adjourn shall be made until some business has been transacted after the first

motion has failed.

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Type of

Motion

Specifics

To lay on the

table

A motion to lay on the table places a main motion and all pending

amendments aside temporarily with the intent of bringing them back for

action at a later time in the same meeting. A motion to lay on the table

requires a seconder, is not debatable, cannot be amended, and requires a

majority vote.

To put the

question to a

vote

The motion to put the question to a vote shall preclude all further amendment

or debate, and shall be submitted by the Chair in this form: "Shall the main

question in debate be now put?" or “Call the vote?" If adopted, the Chair shall

at once proceed to put the main question, first putting amendments pending,

to the vote of the Board of Trustees.

To postpone

indefinitely

A motion to postpone indefinitely is a motion to reject the main motion. The

adoption of this motion defeats the main motion for the duration of the

session.

To postpone to

definite time

A motion to postpone to a definite time, if passed, would defer consideration

of a main motion and all attached motions until a future date. This motion

requires two thirds (2/3) vote. At the time to which it is postponed, the matter

will be brought up again under unfinished business. This motion will have

priority on the next agenda.

To rescind A motion to rescind is a motion to nullify a vote taken at a previous meeting.

A motion to rescind can be made by anyone, but only if no action has been

taken on the vote it seeks to nullify. It requires two-thirds (2/3) vote for

adoption.

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C. VOTING

1.1 No Further Debate: After the Chair has put a question to a vote, there shall be no further debate. The decision of the Chair as to whether the question has been finally put shall be final.

1.2 Trustee Participation: Each Trustee present at the meeting, either in person or through electronic means, who has not declared an interest under the Municipal Conflict of Interest Act and/or the Trustee Code of Conduct, shall vote on all questions on which the Trustee is entitled to vote. Trustees who have declared a conflict of interest shall remove themselves from the meeting room prior to discussion ensuing and shall fulfill any additional requirements of the Municipal Conflict of Interest Act. For clarity, Student Trustees must also declare conflicts of interest as set out herein.

1.3 Student Trustees: While a Student Trustee is not a member of the Board of Trustees and is not entitled to exercise a binding vote on any matter before the Board of Trustees or its Committees, a Student Trustee, is entitled to

(a) submit a report for receipt by the Board of Trustees;

(b) request that a voting member of the Board of Trustees bring a specific motion;

(c) require that a matter before the Board of Trustees or a Committee on which the Student Trustee sits be put to a recorded vote. In such circumstances, the following shall occur:

(i) A recorded non-binding vote that includes the Student Trustee’s vote; and

(ii) A recorded binding vote that does not include the Student Trustee’s vote.

1.4 Majority Vote: Except as otherwise provided in Applicable Laws, an affirmative vote shall require a majority of the votes of the Trustees present either in person or electronically and entitled to vote.

1.5 Method: Every matter considered by the Board of Trustees shall be disposed of by a recorded vote of all Trustees entitled to vote in one of the following ways (preference being given in the following sequence):

(a) by general (or unanimous) consent, in which case the Chair, exercising discretion, states that the motion will be adopted in the absence of objection;

(b) by show of hands, in which case each Trustee entitled to vote raises the Trustee’s own hand in response to the request of the Chair for the votes, in the affirmative and in the negative, as the case may be, until the votes are counted;

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(c) by rising, in which case each Trustee, as able, stands in response to the requestsof the Chair for the votes, in the affirmative and in the negative, as the case maybe, until the votes are counted and counted;

(d) by ballot, in which case each Trustee entitled to vote shall mark on a paperprovided by the Director/Secretary, the Trustee’s choice from among the availablealternatives, the papers being collected and counted immediately thereafter; and

(e) by an electronic voting method, in which each Trustee shall indicate the Trustee’schoice from among the available alternatives.

For certainty, votes in favour and against shall not be recorded upon any question unless requested by at least one Trustee, and such request shall be made before the Chair calls upon the Trustees to vote upon same.

1.6 No Further Debate. After the Chair has put a question to a vote, there shall be no further debate on the issue. The decision of the Chair as to whether the question has been finally put to a vote is final.

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Agenda – Regular Board Meeting – August 27, 2019

RECOMMENDATION TO THE BOARD

REPORT NUMBER H 2

MULTI-YEAR STRATEGIC PLAN

1. THAT THE REPORT TO THE BOARD OF TRUSTEES, MULTI-YEAR STRATEGIC PLAN, BERECEIVED.

2. THAT THE REPORT TO THE BOARD OF TRUSTEES, MULTI-YEAR STRATEGIC PLAN, BEAPPROVED.

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Regular Board Meeting 

August 27, 2019 

MULTI‐YEAR STRATEGIC PLAN AND CATHOLIC BOARD IMPROVEMENT LEARNING CYCLE 2018‐2019 UPDATE 

Strategic Goal(s): All 

“You may make your plans, but God directs your actions.” Proverbs 16:9 

Regular Board Meeting – August 27, 2019 Multi‐Year Strategic Plan and Catholic Board Improvement Learning Cycle 2018‐2019 Update 

BACKGROUND 

September 2019 represents the start of Dufferin‐Peel Catholic District School Board’s (DPCDSB’s) Multi‐Year Strategic Plan (MYSP) 2019‐2023. To date, the MYSP committee has developed the five values guiding the work of DPCDSB, as well as a new vision and a renewed mission for the system. The Catholic Board Improvement Learning Cycle (CBILC) is the operational plan which articulates the MYSP’s goals and actions to help achieve them. The 2018‐2019 CBILC reports on the final year of the 7‐principle Strategic System Plan 2014‐2019, while the 2019‐2020 CBILC reflects the goals and supporting actions of the new 5‐value 2019‐2023 MYSP. This report and its accompanying appendices present the following: (1) an update of the MYSP; (2) the 2018‐2019 CBILC findings; and (3) the 2019‐2020 draft of the CBILC.

DISCUSSION 

Multi‐Year Strategic Plan (MYSP) 

The following five areas were approved for the MYSP framework at the June 2018 Board meeting:  (1) Believe; (2) Excel; (3) Respect; (4) Thrive; and (5) Trust. These five areas represent the five corevalues of the DPCDSB. These five areas were chosen as they reflect DPCDSB’s core commitment toCatholic education, and align with the Ministry of Education’s key priorities included in the recentlyreleased vision: Education that Works for You (focusing on Modern Classrooms, Modern Learning, andHealth and Physical Education).

Recognizing that the Board of Trustee membership changed with the October 2018 election, the initial work of the MYSP committee in 2019 was to ensure that new trustees were informed of the rationale and development process that formulated the new MYSP. Related to the MYSP development process was the creation of a new vision and mission for DPCDSB, with the help of  an external facilitator (see Appendix 1 for a summary). It is anticipated that the facilitator will return to work with the MYSP committee to finalize MYSP implementation (e.g.: helping system roles understand the relationship between the MYSP and CBILC; identifying next steps to roll out vision, mission, values, and the new MYSP; developing a new visual identity for the MYSP; developing communication plan). Additionally, the launch of the new MYSP may offer the potential opportunity to evaluate and refresh the DPCDSB logo. 

The 2019‐2023 MYSP will also support DPCDSB to identify opportunities for future growth. The implementation of the new MYSP will influence multiple aspects of the system, including: programs; 

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facilities management; and careful stewardship of all available resources (i.e., Long‐Term Facilities Master Plan, LTFMP). Regular reports on the MYSP are intended both to provide updates on the implementation process, as well as to afford opportunities for input. 

Catholic Board Improvement Learning Cycle (CBILC) 

The 2018‐2019 CBILC is based on the 2014‐2019 Strategic System Plan 2014‐2019, with its 7 core principles (please see Appendix 2 for the 2018‐2019 fact sheets summarizing CBILC progress to date). In general, the following observations were made: 

Progress in EQAO literacy assessments has remained stable at high levels of achievement. Among educators surveyed, nearly 90% report integrating a high degree of personalized

instruction and support for critical thinking in literacy. Among students in Grades 4 through 12, a majority of students surveyed report high

competence in literacy problem solving and writing strategies. EQAO mathematics assessments have shown a decline in achievement in elementary and

Grade 9 Applied, while the Grade 9 Academic assessment has remained stable at high levels ofachievement.

When surveyed regarding their attitudes in mathematics, between 30% and 40% of students inGrades 4 through 12 found mathematics to be important or relevant, were interested inmathematics, or had confidence and a sense of self‐efficacy in this subject area.

Among participating educators, math survey data indicate high integration of practices thatsupport student math communication and the use of manipulatives and technology. There ismuch room for improvement regarding strategies to help students to construct knowledge,create rich tasks, and meet individual student needs.

Social, academic, and intellectual engagement have declined among students in Grades 4through 12, while experience of social, physical, cyber, and sexual aggression have increased infrequency.

Student application of scripture, sacrament, and Catholic social teaching in daily life havedemonstrated decline.

Local parish priests were pleased with the opportunity to provide input about DPCDSB schools.Most priests surveyed felt that DPCDSB schools are welcoming, easy to communicate with, andresponsive to pastor concerns.

Among secondary students surveyed, there has been an increase in high levels of positivepresence of communication while online, and more students are reporting that they areengaging in less negative online behaviours.

The 2019‐2020 CBILC represents the first CBILC aligned with the five values of the new 2019‐2023 MYSP. Development of the 2019‐2020 CBILC included: (1) identification of operational goals for each of the five values of the MYSP; (2) action steps to achieve the goals; and (3) identification of data and evidence for monitoring the goals. Goals include student, staff, and/or community outcomes (see Appendix 3 for the draft of the 2019‐2020 CBILC). The data used to monitor the CBILC are collected via a number of system‐level surveys and other feedback strategies to ensure decisions are evidence‐informed. Every effort is made to spread the surveys and other feedback mechanisms throughout the year to reduce stress on the schools. At the local level, school administrators develop the Catholic School Improvement Learning Cycle (CSILC). Each CSILC incorporates CBILC goals, with school administrators providing school‐specific responses and action plans to support attainment of these goals.  

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Regular Board Meeting – August 27, 2019 Multi‐Year Strategic Plan and Catholic Board Improvement Learning Cycle 2018‐2019 Update 

SUMMARY 

September 2019 represents the end of the Trustees’ Strategic System Plan 2014‐2019, and the beginning of the Multi‐Year Strategic Plan 2019‐2023. Details of MYSP development to date and next steps for implementation have been shared through this report. Additionally, the CBILC represents the annual response to the MYSP. Both the 2018‐2019 CBILC findings and the draft 2019‐2020 CBILC have been provided. Finally, the MYSP implementation will support identification of areas for future growth, which will in turn inform the LTFMP.  

THE FOLLOWING RECOMMENDATION IS PROVIDED FOR CONSIDERATION: 

1) THAT THE REPORT TO THE BOARD OF TRUSTEES, MULTI‐YEAR STRATEGIC PLAN ANDCATHOLIC BOARD IMPROVEMENT LEARNING CYCLE 2018‐2019 UPDATE, BE RECEIVED.

2) THAT THE REPORT TO THE BOARD OF TRUSTEES, MULTI‐YEAR STRATEGIC PLAN ANDCATHOLIC BOARD IMPROVEMENT LEARNING CYCLE 2018‐2019 UPDATE, BE APPROVED.

Prepared by:  The Research Team, Policy, Strategy, and Global Learning M. Vecchiarino, Superintendent of Policy, Strategy, and Global Learning

Submitted by:  M. Mazzorato, Ed.D., Director of Education 

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APPENDIX 1: VISION AND MISSION DEVELOPMENT REPORT 

DUFFERIN‐PEEL CATHOLIC DISTRICT SCHOOL BOARD 

REPORT ON MISSION/VISION DEVELOPMENT 

CONTEXT 

Dufferin‐Peel CDSB is in Phase Three of its development of its Ministry‐mandated multi‐year plan. The broad elements, generally known as a “Strategic Plan”, will comprise Mission, Vision and Values. The more detailed elements, generally known as an “Operational Plan”, will flow from Values and comprise Key Goals, Key Action Steps and Data for Monitoring. 

MISSION AND VISION 

On May 23 and June 10, a working group met to develop the Mission and Vision elements of the plan. Between those meetings, participants engaged in extensive analysis of concepts via an online survey. The working group comprises: 

all trustees Senior Executive Council (Director of Education and Superintendents)  Others, including members of the Research staff.

A FACILITATED PROCESS 

To ensure that the working group accomplished such a challenging task within two meetings, Dufferin‐Peel engaged an independent professional facilitator, Scott Ferguson of Progress Consulting. Scott has worked with Ontario Catholic education for over 25 years, including program development work at Dufferin‐Peel. He has facilitated the development of three Strategic Plans for the Ontario Catholic School Trustees’ Association (OCSTA).

MISSION AND VISION “MATTER” 

Based on our facilitator’s experience with many dozens of organizations, he believes that Mission and Vision “matter”. Yet most Mission Statements and expressions of Vision do not because they are not done well. Too many are legalistic, lengthy, complicated, uninspiring, burdened with multi‐syllable words and riddled with superlatives (“preeminent”, etc.). Some are so general that they mean different things to different people. When this happens, they are either ignored or are used only as justification for individuals’ pet projects. That is not “strategic”. 

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Regular Board Meeting – August 27, 2019 Multi‐Year Strategic Plan and Catholic Board Improvement Learning Cycle 2018‐2019 Update 

WHY CREATE MISSION AND VISION? 

Ideally, when done well, Mission and Vision: 

Inspire public confidence Define the organization’s “Success” Engage stakeholders to contribute to the organization’s “Success” Act as North Star to inspire strategic thinking and action that pull the organization in one,

common optimal direction.

MISSION AND VISION – HELPFUL AND PROVEN DEFINITIONS 

MISSION STATEMENT  Statement of Identity (expressed or implied) and Purpose. Answers the questions, Who are we? Why are we here? 

VISION STATEMENT  Image of the desired future state as a result of fulfilling Mission. Can be an ideal (“No child goes hungry”) or pragmatic (“One fewer hungry child every hour”).  

Describes Mission Accomplished! 

Because it is “an image”, it is best not to describe it as a “statement”, even when it is expressed in words.  

EXAMPLE 

Our facilitator developed a Mission and Vision for, and to guide, this two‐meeting process. 

MISSION STATEMENT  The Mission of this working group is not to “tick a box” that Dufferin‐Peel has defined Mission and Vision to include in its multi‐year plan. 

Rather, the group’s Mission is to describe the heart and soul of Dufferin‐Peel Catholic District School Board! 

VISION  What is the work group’s Vision? Picture this!  

You are raking leaves in your yard and your neighbour is doing the same. Your neighbour may be of the Catholic faith, of another faith or of no particular faith. Your neighbour calls over the fence, “What is the Mission and Vision of Dufferin‐Peel”? 

Without breaking your rhythm (raking) and certainly not looking them up on your phone, you say what they are. 

Your neighbour does not ask, “What does that mean?”  

Your neighbour replies, “Wow … Thank goodness for Dufferin‐Peel!” 

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Regular Board Meeting – August 27, 2019 Multi‐Year Strategic Plan and Catholic Board Improvement Learning Cycle 2018‐2019 Update 

HELPFUL EVALUATION CRITERIA 

How do we know we’ve done well at defining Mission and Vision? 

Mission  Accurate 1

Brief Memorable Inspiring Stakeholders, especially implementers, buy into it Effectively guides Board policy‐making Effectively guides day‐to‐day strategic thinking

Vision  A strong visual image Describes “Mission Accomplished!” Brief Memorable Inspiring Stakeholders, especially implementers, buy into it Effectively guides Board policy‐making Effectively guides day‐to‐day strategic thinking

Vision makes me jump out of bed and rush off to work. Mission gives meaning to what I do when I get there. 

An Insurance Executive 

THE RESULT 

Based on the above definitions and evaluation criteria, the working group reached a consensus that the Mission and Vision of Dufferin‐Peel CDSB should be: 

OUR MISSION Disciples of Christ, nurturing mind, body and soul to the fullness of

life.2

OUR VISION 3 Changing the world through Catholic education.

1 Accurate, but not legalistic 2 Intended to be inclusive of all: students, families, trustees, teachers, management, clergy, other staff, etc. 3 An image that should respond to the command, “Picture this!”

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Regular Board Meeting – August 27, 2019 Multi‐Year Strategic Plan and Catholic Board Improvement Learning Cycle 2018‐2019 Update 

NEXT STEPS 

Once the Board approves Mission and Vision, subsequent steps will include: 

Determining “visual identity” – how best to present Mission and Vision in ameaningful way, including the beneficial use of various media (letterhead, posters,website, etc.)

“Socializing” Mission and Vision – ways to engage members of the Dufferin‐PeelCDSB community – trustees, management, teachers, other staff, clergy, parents,students, etc., – in conversation about how each of our constituencies can help totransform our Mission and Vision into realty

Development of processes to:

o Use Mission and Vision as a lens for policy‐making and decision‐makingo Determine that Mission and Vision are being realized, ando Ensure that Mission and Vision are “making a difference”.

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Regular Board Meeting – August 27, 2019 Multi‐Year Strategic Plan and Catholic Board Improvement Learning Cycle 2018‐2019 Update 

APPENDIX 2: 2018‐2019 CATHOLIC BOARD IMPROVEMENT LEARNING CYCLE FACT SHEETS 

The following 14 pages, or fact sheets, provide highlights of data gathered and analysed in the 2018‐2019 school year to assess progress on each of the core principle goals of the 2018‐2019 Catholic Board Improvement Learning Cycle (CBILC). These fact sheets also list the goals, action plans implemented in 2018‐2019, and next steps for 2019‐2020. 

H 2 Pg. 8

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Catholic Board Improvement Learning Cycle 2018-2019 Summary

Catholicity

Provided adult faith opportunities to support application of scripture, sacrament, and Catholic social teaching to daily life.

What we did...

Men will die from cancer.

67

77

88

44

75

85

40

7583

Scripture Sacrament Catholic Social Teaching

Grade 8 Scripture decline since 2017. Grade 4 and Grade 12 changed by -4% and -1% respectively.

Goal: There will be an increase in student knowledge, understanding, and application of scripture, sacramental life, and Catholic social teaching to daily life.

-6%

What we found...

What next...

Grade 4 Grade 8 Grade 12

Grade 4 Sacrament decline since 2017. Grade 8 and Grade 12 changed by -3% and -1% respectively.

-6%

Grade 4 Catholic Social Teaching decline since 2017 Grade 8 and Grade 12 changed by -1% and 0% respectively.

-2%

Students with High OCSGE Scale Scores (%)

What data informed us... Ontario

Catholic School Graduate

Expectations Survey of

Grades 4, 8, 12

Focus on helping students understand scripture as central to faith, sacrament, and Catholic social teaching.

Help students connect authentically to scripture, sacrament, and Catholic Social Teaching.

Focus on resources and strategies to enhance faith formation for all students and staff. Continue helping students understand scripture as central to faith, sacrament, and Catholic social teaching.

Identify and address injustices, both systemic and individual

Support understanding of the sacredness of all life and the environment as God' creation.

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Catholic Board Improvement Learning Cycle 2018-2019 Summary

Catholic Learning Environment: Literacy

Used a variety of assessment for learning to inform responsive next steps to support individual student learning.

What we did...

Men will die from cancer.

Goal: There will be an increase in the proportion of students achieving the provincial standard in literacy and numeracy.

What we found...

What data informed us... EQAO

Assessments and the OSSLT

Aligned assessment and instruction to the four areas of the achievement chart.

Developed and monitored assessment of student demonstration of critical thinking, math processes, and engagement

Student and Teacher Literacy Attitudes Surveys

Educator Survey of Literacy Attitudes

and Practices

High scores for personalization of instruction in literacy.

88%79%Level 3 or 4 EQAO primary reading.*

84%Level 3 or 4 EQAO junior reading.*

77%Level 3 or 4 EQAO primary writing.*

83%Level 3 or 4 EQAO junior writing.*

82%First-time eligible passed OSSLT.*

51%Previously eligible passed OSSLT.*

High scores for supporting student critical thinking in literacy.

86%

High scores for using a variety of assessment practices to meet student needs in literacy.

62%

*2017-2018 Results114

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Catholic Board Improvement Learning Cycle 2018-2019 Summary

Catholic Learning Environment: Literacy

Provide diverse and responsive learning opportunities, and use evidence-based strategies and resources.

What next...

Men will die from cancer.

63

52

76

50

49

52

71

77

71

42

49

82

64

50

79

56

57

57

51

63

69

51

55

66

Global Learning Strategies

Reading Supports

Problem Solving Strategies

Reading E�cacy

Reading Challenge

Reading Interest

Reading Compliance*

Reading Avoidance*

Writing Strategies

Writing Interest

Writing Con�dence

Writing Avoidance*

Goal: There will be an increase in the proportion of students achieving the provincial standard in literacy and numeracy.

What we found...

Elementary Secondary

Students with High Literacy Skills and Attitudes Scores (%)

Build teacher capacity to assess, instruct, and support student literacy across the curriculum.

Focus on student-centred instruction, which nurtures student identity to promote achievement, well-being, and inclusion

*Negative Scale

Align instruction and assessment to the achievement chart.

Select and integrate effectively technology tools to support all learners.116

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Catholic Board Improvement Learning Cycle 2018-2019 Summary

Catholic Learning Environment: Numeracy

Used a variety of assessment for learning to inform responsive next steps to support individual student learning.

What we did...

Men will die from cancer.

Level 3 or 4 on the EQAO primary math assessment.

Goal: There will be an increase in the proportion of students achieving the provincial standard in literacy and numeracy.

61%

What we found...

Level 3 or 4 on the EQAO junior math assessment.

48%

Level 3 or 4 on the EQAO Grade 9 applied math assessment.

50%

What data informed us... EQAO

Assessments

Aligned assessment and instruction to the four areas of the achievement chart.

Developed and monitored assessment of student demonstration of critical thinking, math processes, and engagement

Level 3 or 4 on the EQAO Grade 9 academic math assessment.

87%

Student and Teacher Math

Attitudes Surveys

High scores for meeting individual student needs in math.

19%

High scores for supporting students' math communication

62%

Educator Survey of Attitudes and

Practicesfor Teaching Mathematics

y = mx + b

8%High scores for constructing student knowledge in math.

High scores for using math manipulatives and/or technology.

67%

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Catholic Board Improvement Learning Cycle 2018-2019 Summary

Catholic Learning Environment: Numeracy

Provide diverse and responsive learning opportunities, and use evidence-based strategies and resources.

What next...

Men will die from cancer.

Goal: There will be an increase in the proportion of students achieving the provincial standard in literacy and numeracy.

What we found...

Focus on student-centred instruction, which nurtures student identity to promote achievement, well-being, and inclusion.

Focus on the mathematical processes and fundamental math concepts and skills.

Align instruction and assessment to the achievement chart.

Select and integrate effectively technology tools to support all learners.

66

31

47

19

25

94

31

60

51

69

67

56

44

62

78

42

52

36

38

95

29

66

63

71

70

61

58

73

Cognitive

Emotional

Peer

Importance

E�cacy

Reliance on Rules*

Learning Supports

Communicating

Connecting

Problem Solving

Reasoning

Re�ecting

Representing

Selecting Tools

Elementary Secondary

Students with High Math Engagement, Attitudes, and Use of Math Processes (%)

*Negative Scale

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Catholic Board Improvement Learning Cycle 2018-2019 Summary

Catholic Learning Environment: CCCC

Personalized school action plans related to supporting local school climate.

What we did...

Men will die from cancer.

71

81

6263

72

48

5954

51

Social Academic Intellectual

Secondary social engagement increase since 2017. Junior and intermediate changed by -9% and -5% respectively.

Goal: There will be an increase in student engagement (i.e., academic, social, and intellectual) and positive school climate, including a reduction in bullying behaviours.

+3%What we found...

Junior Intermediate Secondary

Secondary academic engagement decline since 2017. Junior and intermediate changed by -4% and -6% respectively.

-6%

Secondary intellectual engagement decline since 2017. Junior and intermediate changed by -9% and -8% respectively.

-5%

Students with High Engagement Scale Scores (%)

What data informed us... Catholic

Community, Culture, and

Caring School Climate Survey of Grades 4-12

Implemented local strategies to improve sense of belonging, participation in school, and intellectual engagement.

Implemented local strategies to reduce aggressive behaviours among students, particularly socially aggressive incidents.

Increase in students for whom skills and instructional challenge are well-matched for learning.

+18%

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Catholic Board Improvement Learning Cycle 2018-2019 Summary

Catholic Learning Environment: CCCC

Personalized school action plans related to supporting local school climate.

What we did...

Men will die from cancer.

24 24

11 11

1715

8 7

14

108 7

Social Physical Cyber Sexual

Junior social aggression increase since 2017. Intermediate and secondary changed by +3% each.

Goal: There will be an increase in student engagement (i.e., academic, social, and intellectual) and positive school climate, including a reduction in bullying behaviours.

+10%What we found...

What next...

Junior Intermediate Secondary

Students Frequently Experiencing Aggression (%)

What data informed us... Catholic

Community, Culture, and

Caring School Climate Survey of Grades 4-12

Implemented local strategies to improve sense of belonging, participation in school, and intellectual engagement.

Implemented local strategies to reduce aggressive behaviours among students, particularly socially aggressive incidents.

Continue to support student sense of belonging, participation in school, and intellectual engagement. Focus on well-being strategies that consider the multiple identities of learners and the intersectionality of these identities.

Establish safe, faith-filled, equitable, and mentally healthy environments that support students and staff achievement, inclusion, and well-being. Teach equity, well-being, and inclusion strategies with the same devotion as applied to core subject areas.

#$!%&

Junior physical aggression increase since 2017. Intermediate and secondary changed by +2% each.

+10%

Junior social aggression increase since 2017. Intermediate and secondary changed by +4% and +2, respectively.

+7%

Junior sexual harassment increase since 2017. Intermediate and secondary changed by +2% each.

+10%

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Catholic Board Improvement Learning Cycle 2018-2019 SummaryCatholic Learning Environment: Pathways and Transitions

What we did...

92 92 93 93 93

2009-2010 2019-2011 2011-2012 2012-2013 2013-2014

Five-year graduation rate over the last three years.

Goal: There will be an increase in student achievement and well-being in terms of learning skills and work habits.

93%

78%

What we found...5-Year Graduation Rates (OSSD) (%)

What data informed us...

86%

Participating students report high levels of using literacy problem solving strategies.

Participating educators report high levels of incorporating strategies into their practice that promote critical thinking.

Grad Rates; Student Math and Literacy

Survey;Educator

Attitudes Survey

Provided transition supports that were necessary to serve student needs.Provided professional learning opportunities focused on developing student learning skills and work habits.

What next...Provide comprehensive literacy instruction to support and increase effective communication and critical literacy across the curriculum including daily guided practice.

Provide information regarding various course options, pathways, and post-secondary destinations.

Promote use of All About Me and MyBlueprint.

Provided a range of diverse learning opportunities, that met student needs, interests, and strengths.

Plan and provide transition supports necessary to serve individual student needs. 126

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Catholic Board Improvement Learning Cycle 2018-2019 Summary

Catholic Community Engagement

Supported cultural responsiveness and competency. What we did...

Men will die from cancer.

Higher among students with ESL needsLower among students with an IEPLower among racialized students.*

Goal: There will be an increase in positive student perceptions of Catholic school climate and school engagement among all students, including a reduction of any gaps in the perceived experience of students from diverse groups.

Social Engagement

What we found...

English Language LearnerIEP

Racialized

Higher among students with ESL needsLower among students with an IEPNo difference between racialized and non-racialized students.*

Academic Engagement

Higher among students with ESL needsLower among students with an IEPNo difference between racialized and non-racialized students.*

Intellectual Engagement

Percentage of Students Identifying with Diverse Groups

What data informed us... Catholic

Community, Culture, and

Caring School Climate Survey of Grades 4-12

Implemented local strategies to improve sense of belonging, participation in school, and intellectual engagement, as well as reducing aggressive behaviours, among diverse groups.

Implemented local strategies to reduce aggressive behaviours among students, particularly socially aggressive incidents.

62

50

138

Racialized Female IEP ELL

Female

Identity matters...

*Social and academicengagement patterns for allracialized students differ whenthe racialized group is dividedinto Black and non-Blackracialized students.

Non-Black racialized students report higher social engagement than White students.Black students report lower social engagement than White students.

Black students report higher academic engagement than non-Black racialized students.White students report lower academic engagement than non-Black racialized students.128

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Catholic Board Improvement Learning Cycle 2018-2019 Summary

Catholic Community Engagement

Supported cultural responsiveness and competency. What we did...

Men will die from cancer.

Higher among students with ESL needsHigher among students with an IEPLower among racialized students.*

Goal: There will be an increase in positive student perceptions of Catholic school climate and school engagement among all students, including a reduction of any gaps in the perceived experience of students from diverse groups.

Social Aggression Experience

What we found...

Higher among students with ESL needsHigher among students with an IEPNo difference based on racial status.*

Physical Aggression Experience

Higher among students with ESL needsHigher among students with an IEPNo difference based on racial status.*

Cyber Aggression Experience

Identity matters...

What data informed us... Catholic

Community, Culture, and

Caring School Climate Survey of Grades 4-12

Implemented local strategies to improve sense of belonging, participation in school, and intellectual engagement, as well as reducing aggressive behaviours, among diverse groups..

Implemented local strategies to reduce aggressive behaviours among students, particularly socially aggressive incidents.

What next...

Black students report more frequent experience of all forms of aggression than White students.White students report more frequent experience of all forms of aggression than non-Black racialized students.

#$!%&

Sexual Harassment ExperienceHigher among students with ESL needsHigher among students with an IEPNo difference based on racial status.*

ANTI-BLACK RACISM

Model the teachings of Jesus by including and respecting the human dignity of all individuals.

Recognize all students as competent, capable of complex thinking, curious, and rich in potential and experience.

Differentiate well-being strategies to meet the needs of all communities.

Focus on a student-centred approach to community-building, in which identity is considered in promoting well-being and inclusion.

Enhance cultural responsiveness by ensuring that all students are represented in their learning environment.

*Patterns of experience ofaggression for all racializedstudents differ when theracialized group is divided intoBlack and non-Black racializedstudents. Black students inparticular report experiencingmore aggression.

STAY WOKE

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Catholic Board Improvement Learning Cycle 2018-2019 SummaryParish-Home-School Relationships

What we did...

78% to 100%Participating priests reporting that DPCDSB schools are welcoming, easy to communicate with, and responsive to pastor concerns.

Participating parents reporting "high" agreement in participating in their child's school-related activities.

Goal: There will be an increase in parent/guardian and parish engagement with schools.

65%

What we found...

What next...

Created guidelines and practices for communication and use of social media and other platforms to engage parents/guardians and parishes.

Created opportunities to strengthen engagement between parents/guardians and parishes.

Provide workshops and events, grounded in Catholic social teaching, that support staff sense of community and respect.

Created opportunities to engage parish priests and representatives to be visibly present in schools.

Provide opportunities and resources to enhance faith formation for all students and staff.

Develop an understanding that all members of the community are called to address injustices.

Offer opportunities to parents and staff to promote use of adaptive kits for sacramental preparation and faith formation.

Participating parents noted "high" agreement in their child's school supports faith formation (e.g., schools connecting family and parish, offering social justice work, and signs of Catholic faith in schools).

67%

1. Support studentunderstanding of the faith

2. Visit students3. Celebrate mass

Top 3 Types of School Visits Made by Priests

What data informed us... Parish survey,

Catholic Community, Culture, and

Caring School Climate Survey of

Parents & Guardians

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Catholic Board Improvement Learning Cycle 2018-2019 SummaryStewardship of Our Physical Environment

What we did...

118Number of schools that have at least 70% adoption rate of School Cash Online.

Wide range of projects: LED lighting upgrades, automation and fire alarm systems, repairs and renovations, paving and landscaping, door operators.

Goal: There will be an increase in organizational effectiveness and 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.

Facilities Renewal

What we found...

What next...

Continued with online payment system and adherence to board financial guidelines and policies.

Implemented Records/Document Management System.

Improve organizational effectiveness and efficiency.

Implemented the Corporate Services Insight Survey to understand organizational effectiveness and efficiency.

Ensure financial stewardship, transparent and accountable governance, and compliance with all Ministry regulations.

Foster community partnerships to extend learning and service opportunities for all students and staff.

Strengthen engagement between parents/guardians and parishes through school events and celebrations.

Below 50%50 - 69%70 - 79%80 - 89%90 - 100%

School Cash Online Adoption Rate: Number of Schools

The Staff Well-Being Survey* asked staff about various dimensions of well-being in the workplace, while the Corporate Services Survey* asked staff about business services in DPCDSB.

Focus on Feedback

70

30

18

258

What data informed us...

School Cash Online Data;

Facilities Renewal Data; Staff Surveys

*Data analyses underway.

New SchoolsConstructed and opened two new elementary schools.

Renovating one elementary and one secondary school.

Adoption Rate

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Catholic Board Improvement Learning Cycle 2018-2019 SummarySacredness of Our Environment

What we did...

Goal: There will be an increase in practices that recognize the sacredness of all life, and intentionally reduce energy and paper consumption and waste production.

What we found...

What next...

Developed eco-friendly practices and policies for all board facilities.

Implemented recommended interconnected program enhancements that reflect the Catholic world view on the sacredness of the earth.

Support student understanding of the sacredness of all life and the environment (e.g., refer to Pope Francis’ Laudato Si).

Supported attainment of higher Eco-School certification levels.

Promote the sacredness of the environment

Take action to protect and preserve all life and the environment (e.g., reduce single use water bottles, maintain natural gardens, reduce paper usage through electronic forms).

Improve organizational effectiveness and efficiency.

18

19

3

3

3

1

1

55

44

54

34

28

24

23

23

37

40

59

60

64

62

2

4

9

11

14

2012-2013

2013-2014

2014-2015

2015-2016

2016-2017

2017-2018

2018-2019

% of Schools with Eco Certification by Year

Increase in the proportion of schools that are certified "Platinum" since 2012-2013.

+14%

What data informed us...

202.9

194.4

191.8

183.1

185.6

182.2

178.9

FY2012

FY2013

FY2014

FY2015

FY2016

FY2017

FY2018

Total Energy Consumption (Millions of ekWh)

-12%Decrease in total energy consumption since 2012.

Bronze Silver Gold Platinum

Eco-Schools Data

Energy Consumption

Information

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Catholic Board Improvement Learning Cycle 2018-2019 SummaryTechnology

What we did...

5268

51 4653

3446

60Decline since 2017 in elementary students with high scores related to critical thinking, creation and information literacy.

Participating teachers indicate a high level of technology pedagogy knowledge, and/or a high level of technology related pedagogy content knowledge.

Goal: There will be an increase in student application of Catholic digital citizenship.

-12%

+12%

What we found...

Elementary Secondary

Critical Thinking, Creation, and Information

Literacy

Presence and Communication

Low Prevalence of Negative

Online Behaviours

Health and Protection

Students with High Scores for Digital Citizenship (%)

What data informed us...

+11%54% to 55%

Increase since 2017 in secondary students with high scores related to positive online presence and communication.

Increase since 2017 in secondary students with a low prevalence of negative online behaviours.

Catholic Digital Citizenship Survey of Grades

5,7,10,11;TPACK Educator

Survey

Promoted student awareness and demonstration of Catholic digital citizenship through board resources.

Monitored the impact of professional learning to support the use of pedagogically appropriate technology to enhance student learning and engagement.

What next...Support selection and integration of technological tools: (1) to enhance and transform student learning, allowing equitable access to the curriculum for all learners; and (2) to enhance efficiency and accountability.

Promote student awareness and demonstration of Catholic digital citizenship.

Promote use of All About Me and MyBlueprint.

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DRAFT 2019‐2020 Dufferin‐Peel Catholic Board Improvement Learning Cycle 

VALUES  BELIEVE  EXCEL  RESPECT  THRIVE  TRUST 

KEY GOALS 

Increase, among all learner groups, student application of scripture, sacramental life, and Catholic social teachings to daily life, by increasing opportunities for student spiritual engagement in their faith formation. 

Enhance positive staff perceptions regarding DPCDSB Catholic Community, Culture and Caring.  

Enhance positive parent perceptions of student faith formation in DPCDSB schools.  

Increase the proportion of students from all learner groups meeting or exceeding the provincial standard in literacy and numeracy. 

Increase student critical thinking, communication, collaboration, creativity, and innovation among all learner groups (e.g., by uplifting Global Competencies and through deep connections to the Ontario Catholic School Graduate Expectations). 

Elevate organizational effectiveness (e.g., innovation of corporate practices, technology and infrastructure, in support of improved outcomes for all). 

Enrich students’ sense of connection to their Catholic community and sense of belonging (e.g., reduce student experience of aggressive behaviours). 

Increase sense of belonging among students and staff from equity‐seeking groups, by uplifting the voices of all. 

Increase staff awareness, and reduce experience of, discrimination and harassment.   

Increase student engagement (i.e., academic, social, and intellectual) and well‐being for all learner groups. 

Enhance student application of Catholic digital citizenship, with particular emphasis on collaboration. 

Increase awareness of, and accessibility to mental health and well‐being supports for all members of the DPCDSB community. 

Enhance safety and security measures to support the well‐being of all (e.g., physical environment and technology infrastructure; data integrity and privacy information management).  

Increase staff well‐being and belonging (e.g., work‐life balance, organizational culture, workload management). 

Increase confidence in stewardship of resources (e.g., human, financial, physical and technology). 

Promote practices that value the sacredness of creation (e.g., intentionally reduce energy, use of disposable water bottles, paper consumption, and waste production). 

Enhance engagement of schools with a wide variety of community partners and parishes. 

Increase operational service quality (e.g., community and staff perceptions of service levels; alignment of DPCDSB practices with all Ministry of Education requirements).  

Icon Guide: 

Key goals for students 

Key goals for staff and/or DPCDSB community, as applicable 

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VALUES  BELIEVE  EXCEL  RESPECT  THRIVE  TRUST 

KEY ACTION STEPS 

Provide opportunities and resources toenhance faith formation for all studentsand staff (e.g., support sacraments,including promotion of Baptism amongstudents and their families; encouragestronger connections with the localparish; promote regular attendance atMass; support individual faith learningand development).

Support development of the wholeperson, in terms of body, mind, andsoul.

Focus on developing studentunderstanding of scripture as beingcentral to faith, sacrament, and Catholicsocial teaching.

Develop an understanding that allmembers of the community are calledto identify and address injustices, bothindividual and systemic (i.e., solidarityand subsidiarity).

Focus on supporting students toconnect scripture, sacrament, andCatholic social teaching to daily life.

Support student understanding of thesacredness of all life and theenvironment (e.g., refer to PopeFrancis’ Laudato Si).

Offer opportunities to parents and staffto promote use of adaptive kits forsacramental preparation and faithformation.

Provide workshops and events,grounded in Catholic social teaching,which support staff sense of communityand respect.

Provide diverse and responsive learningopportunities (e.g., guided practice,student‐led learning, experientiallearning, inquiry, action‐oriented tasks),that meet individual student needs,interests, and strengths.

Provide evidence‐based instructionalstrategies and resources.

Provide comprehensive literacyinstruction to support and increaseeffective communication and criticalliteracy across the curriculum includingdaily guided practice.

Build teacher capacity of literacyassessment practices and literacyintervention programs.

Use information gathered fromassessment for and as learning(including, classroom assessments, STEPassessment data and NewcomerAssessment Centre reports), todetermine student needs, personalizeinstruction, and respond effectively.

Align and balance instruction andassessment to the Achievement Chartcategories (i.e., knowledge andunderstanding, thinking,communication, and application).

Monitor and support studentdemonstration of:o global competencieso mathematical processeso fundamental mathematics concepts

and skillso literacy processeso critical literacyo problems solving and inquiry skillso conceptual understandingo language acquisition (ESL/ELD, FSL)

Support selection and integration oftechnological tools: (1) to enhance andtransform student learning, allowingequitable access to the curriculum forall learners; and (2) to enhanceefficiency and accountability.

Include results‐oriented accountability. Focus on a student‐centred approach to

instruction, in which student identity isnurtured to promote achievement, well‐being, and inclusion.

Model the teachings of Jesus byincluding and respecting the humandignity of all individuals.

Promote a culture where all know andfeel valued, accepted, and made in theimage and likeness of God.

Build a caring and safe school culturewhere all members treat each otherfairly, with respect and kindness, andact in a socially responsible way towardseach other (Caring and Safe Schools inOntario).

Enhance cultural responsiveness byensuring that all students arerepresented in their learningenvironment.

Identify and implement specificstrategies to reduce aggressivebehaviours, particularly sociallyaggressive behaviours, for all students.

Recognize all students as competent,capable of complex thinking, curious,and rich in potential and experience.

Authentically support voice, ensuring allstudents have the opportunity to beheard and engaged in meaningfulcollaboration.

Differentiate well‐being strategies tomeet the needs of all communities.

Review and adapt all large‐scale studentsurveys for use by students with diverselearning needs.

Enhance accessibility (e.g., digital printand plant) for all stakeholders(Accessibility for Ontarians withDisabilities Act compliance).

Enhance interdepartmentalcollaborations and relationship building.

Focus on a student‐centred approach tocommunity‐building, in which identity isconsidered in promoting well‐being andinclusion.

Engage CCCC Action Team staff withdata via the online data dashboard tool.

Establish safe, faith‐filled, equitable, andmentally healthy environments thatsupport students and staff achievement,inclusion, and well‐being.

Intentionally and systematically teachequity, well‐being, and inclusionstrategies with the same devotion thatis applied to other core areas.

Identify and implement specificstrategies to improve academic, social,and intellectual engagement of allstudents.

Identify and implement specificstrategies to improve academic, social,and intellectual engagement specific toa variety of student groups.

Plan and provide transition supportsnecessary to serve individual studentneeds.

Promote student awareness anddemonstration of Catholic digitalcitizenship.

Optimize the use of time throughout theschool day and school year to advancestudent and staff learning and well‐being.

Promote use of All About Me andMyBlueprint.

Provide information regarding variouscourse options, pathways, and post‐secondary destinations.

Review and refine staff exit surveys,goal development processes, andperformance appraisals.

Focus on an approach to well‐being,which considers the multiple identitiesof learners and the intersectionality ofthese identities.

Improve customer experience withregards to student transportation

Development of a Long Term FacilitiesMaster Plan (LTFMP) and ProgramStrategy (including long term enrolmentprojections, capital renewal strategy,energy management strategy,accommodation strategy).

Ensure compliance with all Ministryregulations (i.e., resource and facilitiesmanagement).

Ensure financial stewardship (e.g.,ensure board submits balanced,compliant budget).

Ensure transparent and accountablegovernance.

Improve organizational effectivenessand efficiency.

Foster community partnerships (e.g.,SEAC, IEC, CCCSC) to extend learningand service opportunities for allstudents and staff.

Engage parents/guardians and parishesthrough social media and other onlineplatforms for a variety of purposes (e.g.,events, timely informationitems, student learning).

Strengthen engagement betweenparents/guardians and parishes throughopportunities such as school events andcelebrations.

Increase use of School Cash Onlinepayment system within schoolcommunities.

Allocate financial and learning resourcesresponsibly and equitably.

Plan and implement school activitiesthat:o promote the sacredness of the

environmento take action to protect and preserve

all life and the environment (e.g.,reduce single use water bottles,maintain natural gardens, reducepaper usage through electronicforms).

Ensure effectiveness and efficiency ofcorporate systems (e.g., School Cash,iRen and K212 HR/Payroll) to provideenhanced services.

Refine budget development andconsultation process.

Leverage knowledge of communityidentity to engage in opportunities thatstrengthen parent/guardianrelationships.

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VALUES  BELIEVE  EXCEL  RESPECT  THRIVE  TRUST 

AVAILABLE LARGE‐SCALE SCHOOL AND BOARD DATA FOR MONITORING 

OCSGE Survey of Grades 4, 8 and 12available via the Vocalize dashboardtool

Staff Well‐Being Survey CCCC School Climate Survey for

parents and guardians  

EQAO data (e.g., individual andaggregate achievement, iteminformation), available via the EQAOOnline Reporting Tool

Report card data available via Trilliumor Skopus 

Math Processes, Attitudes, andEngagement/Literacy Survey data,available via the Vocalize dashboardtool

Board and panel results from the Mathand Literacy Attitudes and PracticesSurveys (educators), available via theVocalize dashboard tool

Board and panel results from theTechnology and Pedagogy Survey(educators), available via the Vocalizedashboard tool

Taking Stock report (percentage ofstudents considered at risk or notgraduating)

Student success indicators and data MyBlueprint statistics and reports Classroom observations and reflections

for diverse learners (not accessingOntario Curriculum)

Identity‐based data collection

CCCC School Climate Survey data forstudents from diverse groups,available via the Vocalize dashboardtool

Social Risk Index (SRI) communitysocioeconomic data, available via theVocalize dashboard tool

Staff Well‐Being Survey English Literacy Development (ELD)

focus group data Ensuring Equity survey data available

via the Vocalize dashboard tool Identity‐based data collection

CCCC School Climate Survey of Grades4 to 12 available via the Vocalizedashboard tool

Middle Years Development Instrument(MDI) for Grades 4, 6, and 8, availablevia the Vocalize dashboard tool

Ministry of Education Exit Survey ofGrades 8 and 12, available via theVocalize dashboard tool

Staff Well‐Being Survey Catholic Digital Citizenship Survey of

Grades 5, 7, 10, and 11, available viathe Vocalize dashboard tool

Board and panel results from theParish Survey, available via theVocalize dashboard tool

Board and panel results from the CCCCSchool Climate Survey of Parents andGuardians, available via the Vocalizedashboard tool

Corporate Services Insight Survey Thought Exchange feedback School and DPCDSB internal audit

processes

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Agenda – Regular Board Meeting – August 27, 2019

RECOMMENDATION TO THE BOARD

REPORT NUMBER H 3

CAPITAL PRIORITIES UPDATE

1. THAT THE REPORT TO THE BOARD OF TRUSTEES, CAPITAL PRIORITIES UPDATE, BE RECEIVED.

2. THAT THE REVISED CRITERIA FOR RANKING CAPITAL PRIORITIES PROJECTS OUTLINED INAPPENDIX C, BE APPROVED.

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Regular Board Meeting

August 27, 2019

CAPITAL PRIORITIES 2019-2020

Strategic Goal: Stewardship of Our Physical Environment

Regular Board Meeting – August 27, 2019 Capital Priorities 2019-20

“Nathan said to the king, ‘Go, do all that you have in mind; for the Lord is with you.’” 2 Samuel 7:3

BACKGROUND

This report provides an overview of the Ministry of Education (Ministry) memorandum 2019: B17, issued July 22, 2019, announcing the launch of the 2019-2020 Capital Priorities Program, including requests for child care capital. As the Capital Priorities process has evolved, additional eligibility requirements have been included. This report also includes a recommendation to update the Dufferin-Peel Catholic District School Board (DPCDSB) ranking criteria initially approved in 2010 to reflect the additional eligibility criteria as defined by the Ministry of Education.

The information provided below identifies requirements of school boards to submit up to a maximum of ten (10) priority capital projects, with accompanying business cases, identifying the highest and most urgent pupil accommodation needs anticipated to be completed and open no later than the 2023-2024 school year. The submission deadline for all capital funding requests is September 30, 2019.

The Ministry’s request for boards’ Capital Priorities outlines the eligible project categories which have been defined as follows:

1. Accommodation Pressures:• Where enrolment is currently or projected to persistently exceed capacity;• Where students are currently housed in non-permanent space (e.g. portables, portapaks

or RCMs).2. School Consolidations:

• Projects supporting reduction of excess capacity in order to decrease operating andrenewal costs and address renewal need backlogs;

• Improved program offerings, accessibility or energy efficiency;• Projects associated with consolidations and/or closures that require a Pupil

Accommodation Review will not be eligible for funding purposes.3. Facility Condition:

• Projects will replace schools that have higher renewal needs than the cost ofconstructing a new facility of approximately the same size.

4. French Language Accommodation:• Provide access to French-language facilities where demographics warrant.

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The Ministry has also advised that the following types of projects should not be submitted as Capital Priorities requests:

• Projects only addressing accommodation pressure of a specialized or alternative program (i.e.French Immersion);

• Projects for additional child care space that is not associated with a priority school project (i.e.stand-alone child care project);

• Projects associated with consolidations and/or closures where a Pupil Accommodation Reviewhas not been completed;

• Requests for Land Priorities funding;• Projects previously funded by either the Ministry or the school board;• Projects that should be funded through renewal funding; and• Projects addressing school board administrative space.

Child Care Space in Schools Similar to previous Capital Priorities Program requests, where supported by the local Consolidated Municipal Service Manager (CMSM) for the Region of Peel and/or the District Social Services Administration Board (DSSAB) for Dufferin County, the DPCDSB has an opportunity to request capital funding for the creation of new child care spaces, where the proposed new spaces will not result in an operating pressure for the CMSM or DSSAB. Staff will work with the appropriate parties to reaffirm and/or identify the need for additional childcare spaces associated with the proposed 2019-2020 Capital Priorities.

Pilot of Modular Construction Methods The Ministry continues to seek opportunities to identify efficiencies related to providing pupil accommodation. This round of Capital Priorities will run a pilot program to assess the merits of modular construction. Staff will investigate the merits of modular construction for the proposed projects put forward by DPCDSB.

Joint-Use Capital Projects In addition to the Ministry criteria outlined above, school boards are also encouraged to consider collaborative capital projects with co-terminus boards. As a requirement of the Capital Priorities submission, documentation on efforts made to explore joint-use opportunities for each proposed capital project is required as well as demonstrating a willingness to participate with co-terminus school boards in joint-use school opportunities.

DISCUSSION

In early 2018, staff, with the input of the Board of Trustees, began the process of developing the DPCDSB’s Long-Term Facilities Master Plan (LTFMP). The initial reports presented to the Board of Trustees identified areas experiencing accommodation pressures, under utilized schools and facility condition. The purpose of the LTFMP is to support the ongoing viability of schools in Education Service Areas (ESA) and inform potential opportunities for submissions of Capital Priorities requests to the Ministry. Staff have committed to updating and finalizing the LTFMP for Board of Trustee approval in 2020, however, in the meantime, the existing school and accommodation data was utilized in relation to the eligible project categories identified by the Ministry and within the timeframe up to and including the 2023-2024 school year to identify areas where accommodation pressures warrant new pupil places. In addition, staff assessed existing schools with on-going accommodation pressures against their

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buildings’ assessed condition, as measured by the Facility Condition Index (FCI), to identify potential opportunities to seek funding for replacement buildings. Appendix A identifies the preliminary list of Capital Priorities for the DPCDSB in no particular ranking order.

Criteria for Ranking Capital Projects On December 14, 2010, the Board of Trustees approved a set of ranking criteria in response to the Ministry’s request for DPCDSB’s Capital Priorities submission. The Ministry requires that boards rank projects according to the highest and most urgent pupil accommodation needs anticipated within an established timeframe. In 2010, staff developed an approved points system. The criteria identified at the time was consistent with the Ministry’s priority of funding projects. As the Capital Priorities process has evolved, additional eligibility requirements have been included.

The first four criteria of the ranking system generate points for new residential development areas where new schools or additions are required to accommodate growth. Other factors taken into consideration include the number of students that are hosted outside of their neighbourhood or ESA, and students accommodated in temporary accommodation (portables or portapaks). This is consistent with the Ministry’s priority of funding projects in areas where there is significant accommodation pressure.

Points previously awarded for additional kindergarten rooms required to accommodate Full Day Kindergarten (FDK) have been removed as the board has fully implemented the FDK program and has modified rooms as required through available FDK funding.

New points are proposed to reflect the Facility Condition Index (FCI) for each project, the supported need for child care, school consolidation needs, and joint use proposals.

All changes to the ranking criteria, as noted above, are summarized in Appendix B. The suggested new proposed points system is identified in Appendix C and reflects the various changes to eligible project categories.

In the last several rounds of Capital Priorities, the Ministry has been clear about stating the types of projects which should not be submitted as Capital Priorities requests, specifically projects only addressing accommodation pressure resulting from a specialized or alternative program (i.e. French Immersion) or projects previously funded by either the Ministry or the school board. For these types of projects where the board sees merit in requesting Capital Priorities funding but the project does not meet the Ministry’s priority requirements, points will be deducted for these types of projects to ensure that the priority remains with accommodating growth, particularly students hosted outside of their neighbourhood or review area in temporary accommodation.

CONCLUSION

On July 22, 2019, the Ministry of Education released memorandum 2019: B17 announcing the launch of the 2019-2020 Capital Priorities Program, including requests for child care capital. School boards have the opportunity to submit up to a maximum of ten (10) priority capital projects with accompanying business cases identifying the highest and most urgent pupil accommodation needs anticipated to be completed and open no later than the 2023-2024 school year. The Ministry has identified eligible and ineligible project categories for submission, as outlined above. Board staff will consult with the

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appropriate CMSM and/or DSSAB to identify the need for child care spaces associated with the proposed priorities. Staff has reviewed the DPCDSB long-term accommodation requirements and the School Condition Index to identify a preliminary list of Capital Priorities as identified in Appendix A. On December 14, 2010, the Board of Trustees approved a set of ranking criteria and points system to guide the DPCDSB in submitting business case requests for Capital Priorities funding. As the Capital Priorities process has evolved, additional eligibility requirements have been included. The new proposed points system is identified in Appendix C and reflects the changes to eligible project categories.

THE FOLLOWING RECOMMENDATIONS ARE PROVIDED FOR CONSIDERATION:

1. THAT THE REPORT TO THE BOARD OF TRUSTEES, CAPITAL PRIORITIES 2019-2020, BE RECEIVED.

2. THAT THE REVISED CRITERIA FOR RANKING CAPITAL PRIORITIES PROJECTS OUTLINED INAPPENDIX C, BE APPROVED.

Prepared by: Stephanie Cox, Manager of Planning Krystina Koops, Planner Joanne Rogers, Senior Planner Mathew Thomas, Superintendent of Planning and Operations Daniel Del Bianco, Associate Director, Corporate Services

Submitted by: Marianne Mazzorato, Ed. D., Director of Education

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Appendix A - Preliminary List of Dufferin-Peel Catholic District School Board Capital Priorities 2019-20

The following list is in no particular ranking order:

• Mount Pleasant Secondary School – Accommodation Pressureo Request for 1000 new pupil placeso To accommodate new growth in Mount Pleasanto To alleviate accommodation pressures at St. Edmund Campion and Notre Dame Catholic

Secondary Schools

• Mount Pleasant #2 Catholic Elementary School – Accommodation Pressureo Request for 504 new pupil placeso To accommodate new growth in Mount Pleasanto To alleviate accommodation pressure at St. Daniel Comboni Catholic Elementary Schoolo To accommodate students currently attending school outside of the review area

• St. Joachim Catholic Elementary School – Accommodation Pressureo Request for a 230 pupil place addition to replace the existing 10-room portapako Investigate modular construction to replace existing, aged portapak.

• St. John Fisher Catholic Elementary School – Accommodation Pressure and Facility Conditiono Request for a two-story, 553 pupil place replacement schoolo Currently a single story school constructed in 1961o 10 portables on site – at maximumo Poor Facility Condition Index (FCI)o Additional development planned within the school boundary

• St. Anne Catholic Elementary School – Facility Conditiono Request for a two-story, 504 replacement schoolo Current school constructed in 1966o There is a 200 pupil place portapak constructed in 1982o Poor Facility Condition Index (FCI)

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Appendix B - Proposed Amendments to Criteria for Ranking Capital Priorities

1. Additional Required ClassroomsThe most recent October 31st enrolment for the Education Service Area (ESA) minus the capacityof the ESA divided by the average class size (Elementary 23, Secondary 21) 1 pt/room

2. Student Accommodation LocationStudents accommodated outside of ESA and neighbourhood 10 pts Students accommodated outside of neighbourhood 5 pts

3. Students in Temporary AccommodationsStudents accommodated within portables, portapaks or RCMs 5 pts

4. Pupil GrowthCriteria for pupil growth is based on the percentage change from the most recent October 31st

enrolment to the projection in 10 years (for example: 2029 projection minus 2019 enrolmentdivided by 2019 enrolment)

Increasing (>10%) 9 pts Stable (+/- 10%) 6 pts Decreasing (<-10%) 3 pts

5. Age of FacilityThe age is based on the year that the facility was constructed

Greater than 50 yrs 9 pts Between 40-49 yrs 6 pts Between 30-39 yrs 3 pts Between 20-29 yrs 1 pts <19 yrs 0 pts

6. Purpose Built Kindergarten RoomsNumber of additional required kindergarten rooms 1 pt/room

7. Lack of Program Facilitiesa) Gymnasium

No Gym 4 pts Undersized Gym (<3000 sq. ft.) 2 pts

b) Sports FieldNo field 4 pts Non-regulation field 2 pts

c) Special Education room/PIPNo special education room/PIP 4 pts

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8. Facility Condition Index (FCI)FCI is based on the most recent third-party building condition assessment facilitated by the Ministry (FCI = 5-year assessed renewal needs/replacement value of building using Ministry benchmarks)

Greater than 65% 9 pts Between 30% - 65% 6 pts Between 10% - 30% 3 pts <10% 0 pts

9. Child CareThe Consolidated Municipal Service Managers (CMSMs’) have indicated need for additional child care spaces within the ESA

CMSMs support proposed project 5 pts

10. School ConsolidationThe project recently underwent a pupil accommodation review 5 pts

11. Joint Use PotentialCo-terminus school board support joint use project 5 pts

12. Specialty ProgramsSpecialty programs include any programs of choice that could be relocated to another facility (French immersion, extended French, arts, international baccalaureate, etc) -10 pts

Legend: Deleted item Proposed

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Appendix C - Revised Criteria for Ranking Capital Priorities

1. Additional Required ClassroomsThe most recent October 31st enrolment for the Education Service Area (ESA) minus the capacityof the ESA divided by the average class size (Elementary 23, Secondary 21) 1 pt/room

2. Student Accommodation LocationStudents accommodated outside of ESA and neighbourhood 10 pts Students accommodated outside of neighbourhood 5 pts

3. Students in Temporary AccommodationsStudents accommodated within portables, portapaks or RCMs 5 pts

4. Pupil GrowthCriteria for pupil growth is based on the percentage change from the most recent October 31st

enrolment to the projection in 10 years (for example: 2029 projection minus 2019 enrolmentdivided by 2019 enrolment)

Increasing (>10%) 9 pts Stable (+/- 10%) 6 pts Decreasing (<-10%) 3 pts

5. Age of FacilityThe age is based on the year that the facility was originally constructed

Greater than 50 yrs 9 pts Between 40-49 yrs 6 pts Between 30-39 yrs 3 pts Between 20-29 yrs 1 pts <19 yrs 0 pts

6. Lack of Program Facilitiesa) Gymnasium

No Gym 4 pts Undersized Gym (<3000 sq. ft.) 2 pts

b) Sports FieldNo field 4 pts Non-regulation field 2 pts

c) Special Education room/PIPNo special education room/PIP 4 pts

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7. Facility Condition Index (FCI)Greater than 65% 9 pts Between 30% - 65% 6 pts Between 10% - 30% 3 pts <10% 0 pts

8. Child CareThe Consolidated Municipal Service Manager (CMSM) or District Social Services AdministrationBoard (DSSAB) have indicated need for additional child care spaces within the ESA

CMSM/DSSAB support proposed project 5 pts

9. School ConsolidationThe project recently underwent a pupil accommodation review 5 pts

10. Joint Use PotentialCo-terminus school board(s) support joint use project 5 pts

11. Specialty ProgramsSpecialty programs include any programs of choice that could be relocated to another facility(French immersion, extended French, arts, international baccalaureate, etc.) -10 pts

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