board meeting

REGULAR BOARD MEETINGREVISED AGENDA

Date: Tuesday, October 6, 2015Time: 7:30 pmLocation: Catholic Education Centre - Board Room

802 Drury LaneBurlington, Ontario

Pages

1. Call to Order

1.1 Opening Prayer: J. Brown

1.2 Motions Adopted In-Camera

1.3 Information Received In-Camera

2. Approval of the Agenda

3. Declarations of Conflict of Interest

4. Presentations

4.1 OCSTA - K. Burtnik (President) and N. Milanetti (Executive Director) (Refer toItem 10.3)

5. Delegations

6. Approval of Minutes

6.1 Regular Board Meeting - September 15, 2015 1 - 9

7. Business Arising from Previous Meetings

7.1 Summary of Outstanding Items from Previous Meetings 10 - 10

8. Action Items

8.1 Amendment to By-Laws (A. Quinn) 11 - 11

8.2 Administrative Expenses (P. Marai) 12 - 12

8.3 Limit on Principal Terms (P. Marai) 13 - 13

8.4 Parent Survey (P. Marai) 14 - 14

8.5 Student Vote (P. Marai) 15 - 15

9. Staff Reports

9.1 International Congress for School Effectiveness and Improvement (ICSEI) (B.Browne)

16 - 17

1

9.2 Social Studies Resource Selection (C. McGillicuddy) 18 - 19

10. Information Items

10.1 Student Trustee Update (J. Brown)

10.2 School Educational Field Trip (C. Cipriano) 20 - 22

10.3 OCSTA - Membership and Fees (A. Iantomasi) 23 - 38

10.4 2014-2015 Year-End Audit Planning Report from KPMG (P. McMahon) 39 - 69

10.5 2015-2016 Parents Reaching Out (PRO) Grants for Halton CDSB (T. Overholt) 70 - 73

10.6 St. Ann Education Resource Centre Relocation (G. Corbacio) 74 - 89

10.7 2015-2016 Portable Classrooms and Surplus Classrooms Summary (G.Corbacio)

90 - 94

11. Miscellaneous Information

11.1 Minutes of the CPIC Meeting of June 1, 2015 (T. Overholt) 95 - 98

11.2 Minutes of the SEAC Meeting of June 15, 2015 (B. Browne) 99 - 103

12. Correspondence

13. Open Question Period

14. In Camera

15. Resolution re Absentees

16. Adjournment and Closing Prayer: A. Iantomasi

2

Subject to Approval MINUTES OF THE REGULAR BOARD MEETING

Date:

Time:

Location:

September 15, 2015

7:30 pm

Catholic Education Centre - Board Room

802 Drury Lane

Burlington, Ontario

Members Present

A. Iantomasi, Vice Chair of the Board

A. Danko

H. Karabela

P. Marai

J. Michael, Chair of the Board

A. Quinn

D. Rabenda

J.M. Rowe

S. Trites

Student Trustees

J. Brown

C. Kemeni

M. Zapata

Staff Present B. Browne

C. Cipriano

P. Dawson, Secretary of the Board

G. Corbacio

C. McGillicuddy

P. McMahon

L. Naar

T. Overholt

T. Pinelli

Also Present A. Bartucci, Strategic Communications Officer

L. Collimore, Chief Officer, Research and Development Services

R. Negoi, Senior Administrator, Financial Services

A. Swinden, Administrator, Strategic Communications

F. Thibeault, Administrator, Planning Services

Recording Secretary D. Ross

1. Call to Order

The Chair called the meeting to order.

1.1 Opening Prayer: C. Kemeni

The meeting opened at 7:30 p.m. with a prayer led by C. Kemeni.

1.2 Motions Adopted/Information Received In-Camera

A. Iantomasi read the information provided in-camera.

RETIREMENTS

Katherine Coomber, Susan Guzzo, Richard Kalvaitis and Katherine Welch effective June 30, 2015

and Ursula Greer effective July 31, 2015.

RESIGNATIONS

Peter Bertrand effective July 13, 2015, Pat Daly effective August 17, 2015, Jessica Blair effective

August 31, 2015 and Loriann Pacenti effective September 25, 2015.

CURRICULUM CONSULTANT GENERALIST APPOINTMENT

Joanne Kenney effective September 1, 2015 for a period of up to three (3) years.

1

Minutes of the Regular Board Meeting - September 15, 2015 2

DEPARTMENT HEAD APPOINTMENT

Amanda Morrow appointed as Department Head Special Education effective September 1, 2015

for a period of up to four years.

ACTING DEPARTMENT APPOINTMENTS

Paul Cushing, Lilian Vale-Araujo, Chris Haley, Kelly Grant, Guy Coulas, Emily Marchesan, John

Colterman, Irina Clipa, Kathleen Berlasso-Stone, James DeMelo, Maria Kiervin and Miranda Walsh

appointed as Acting Department Heads effective September 1, 2015 for a period of up to one

year.

HIRING

Najat Abdulahad, Sarah Agozinno, Lucy Ambroszkiewicz, Courtney Andrey, Jessica Antonelli,

Leanne Balogh, Anna Bawor, Erin Beauchesne, Stephanie Bennett, John Paul Berlingieri, Danielle

Bernier, Catherine Boyko, Elizabeth Bracco, Joanna Brzek, Michelle Buttigieg, Stephanie Cabral,

Kelly Carson, Emma Carter, Giuseppina Caruso, Kari Chambers, Stephanie Chin, Ashley Clark,

Elysia Closs, Jeffrey Cosentino, Francesca Consiglio, Vanessa Coutu, Christina De Carvalho, Stacey

DaCosta, Alexandra DeLuca, Sara DaSilva, Brandon DeMelo, Sara Densmore, Cherie Di Chiara,

Jane Evans, Amanda Lee Fernandes, Stephanie Ferrari, Sarah Giglia, Martina Hradska, Sara

Hanson, Matthew Inglis, Jacqueline Jajdelsi, Joanne Kam, Justin Keenan, Brittany Kwiatkoski,

Rebekah Leavitt, Jennifer Leung, Phoebe Leung, Victoria Lipinski, Jane Macaulay Sutton, Sarah

MacDonald, Katarina Madzarevic, James Mahler, Rachel Mason, Sonia Massari, Lauren McNally,

Laurie E. McNamara, Rachel McNamara, Alvaro Melo, Amanda Memmolo, Laurie Mitchell,

le Oliver, Jennifer Ongaro,

Daniele Palermo, Dimmie Pejic, Jacqueline Paradis, Lauren Pellicciotta, Andrew Petruccelli, Vincent

Quaranta, Colleen Quinlan, Amanda Raposo, Danielle Robinson, Cristina Salvino, Alexandra Savoie.

Michael Sawchuk, Gloria Sdao, Tyler Seidenberg, Lauren Sexton, Stefania Sferlazza, Stefanie

Sinclair, Brandon Smith, Pasquale Solimine, Antonella Tata, Vanessa Tomac, Erica Trombetta,

Laura Wiencis, Stephanie Wilson, Monica Zahorka, Maya Zehairi, Emily Zrinscak hired as

probationary teachers effective September 1, 2015. John Giusti hired as a probationary teacher

effective February 4, 2016.

2. Approval of the Agenda

The following items were added to the agenda:

10.9 Notice of Motion for the October 6, 2015 Board Meeting: Notice of Amendment

(A. Quinn)

10.10 Notice of Motion for the October 6, 2015 Board Meeting: Administrative Expenses

(P. Marai)

10.11 Notice of Motion for the October 6, 2015 Board Meeting: Limit on Principal Terms

(P. Marai)

10.12 Notice of Motion for the October 6, 2015 Board Meeting: Parent Survey (P. Marai)

10.13 Notice of Motion for the October 6, 2015 Board Meeting: Student Vote (P. Marai)

#94/15 Moved by: D. Rabenda

Seconded by: A. Iantomasi

RESOLVED, that the agenda be accepted as amended. CARRIED

3. Declarations of Conflict of Interest

A. Danko declared a conflict of interest relative to Action Item 8.2 as his wife is a teacher with the

Board.

2


4. Presentations

There were no presentations.

5. Delegations

There were no delegations.

6. Approval of Minutes

6.1 Minutes of the June 16, 2015 Regular Board Meeting

#95/15 Moved by: J.M. Rowe

Seconded by: P. Marai

RESOLVED, that the minutes of the June 16, 2015 Regular Board Meeting be approved as

presented. CARRIED

6.2 Minutes of the July 21, 2015 Special Board Meeting

#96/15 Moved by: A. Iantomasi

Seconded by: S. Trites

RESOLVED, that the minutes of the July 21, 2015 Special Board Meeting be approved as

presented. CARRIED

6.3 Minutes of the August 18, 2015 Special Board Meeting

H. Karabela requested that the August 18th 2015 minutes be amended to reflect the more in-

depth discussion held at the meeting regarding the curriculum, specifically the fact that

teachers and staff would be directed to use ICE resources and be informed that the current

HPE curriculum is also available as a resource.

#97/15

Moved by: A. Quinn


RESOLVED, that the minutes of the August 18, 2015 Special Board Meeting be approved as

amended. CARRIED

7. Business Arising from Previous Meetings

7.1 Summary of Outstanding Items from Previous Meetings

The Summary of Outstanding Items from Previous Meetings was received as information.

8. Action Items

8.1 Policy I-09 School Accommodation Review - Consolidation/Closure First

Reading and Policy I-37 Community Planning and Facility Partnerships First

Reading (P. Marai)

Trustee Marai read the motions recommended by the Policy Committee.

#98/15

Moved by: A. Quinn

Seconded by: A. Iantomasi

RESOLVED, that the Halton Catholic District School Board accept the recommendation of

the Policy Committee and approve I-09, School Accommodation Consolidation/Closure at

First Reading. CARRIED

3


#99/15

Moved by: D. Rabenda

Seconded by: J.M. Rowe


the Policy Committee and approve I-37, Community Planning & Facility Partnerships at First

Reading. CARRIED

8.2 Policy II-49 English as a Second Language (ESL) and English Literacy Development

(ELD) Programs and Services - Second and Third Readings (P. Marai)

A. Danko left the Board in accordance with his conflict of interest at 7:45 p.m.

#100/15

Moved by: D. Rabenda

Seconded by: J.M. Rowe


the Policy Committee and approve Policy II-49 English as a Second Language (ESL) and

English Literacy Development (ELD) Programs and Services at Second and Third Reading.

CARRIED

A. Danko returned to the Board room at 7:48 p.m.

8.3 Policy III-17 Attendance Support Program - Second Reading (P. Marai)

#101/15 Moved by: S. Trites

Seconded by: H. Karabela


the Policy Committee and approve Policy III-17, Attendance Support Program at Second

Reading.

A. Danko indicated that he would not support the policy in its current form and asked that

the procedure be embedded in the policy, similarly to the Attendance Support Programs

used in neighbouring provincial organizations and municipalities, specifically referencing the

one used by the City of Toronto. He asked that the Policy Committee re-consider including

the procedure in the Policy.

There was a concern raised in terms of the discussion documents requested at the Policy

commented on the process and assured trustees that it would be available at the Policy

Committee meeting. There were further concerns raised regarding the approval process in

2nd

reading. It was suggested that the Policy be brought back to the Policy Committee for

further discussion.

The Chair called for the vote and the motion was DEFEATED.

8.4 Policy I-19 Occupational Health and Safety Annual Review (P. Marai)

Trustee Marai read the proposed recommendation from the Policy Committee.

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#102/15

Moved by: A. Iantomasi

Seconded by: D. Rabenda


the Policy Committee and approve Policy I-19, Occupational Health and Safety, as presented.

CARRIED

8.5 Policy III-15 Workplace Violence Annual Review (P. Marai)

Trustee Marai read the proposed recommendation from the Policy Committee.

#103/15

Moved by: A. Quinn

Seconded by: D. Rabenda


the Policy Committee and approve Policy III-15, Workplace Violence. CARRIED

9. Staff Reports

There were no staff reports.

10. Information Items

10.1 Student Trustees Update (C. Kemini)

C. Kemeni provided information regarding the application and selection process for student

senators. This year, the Student Senate will focus on three issues: continue and improve on

the Bullying Prevention initiative; continue and improve on the Black History Month

Conference; and build on Education Week.

10.2 School Educational Field Trips (T. Overholt)

Staff confirmed and acknowledged that the Notre Dame students will be back from their trip

in time to attend the 8:00 p.m. Mass at St. Paul.

As a follow-up to a concern raised regarding unrest abroad, T. Overholt noted that the ETAC

Committee is scheduled to meet in October and will also be reviewing trips that have already

been approved. The ETAC report will be presented to trustees in November.

10.3 Budget Report for September 1, 2015 to August 31, 2015 Preliminary (P.

McMahon)

P. McMahon presented the preliminary year-end budget report. The year-end financial

statements will be presented to the Board on November 17, 2015. He also acknowledged

that budget reporting will no longer be done monthly but will be presented quarterly, in

December, March and June in accordance with the Ministry Memorandum 2015: SB10-

Interim Financial Reporting.

10.4 Capital Projects Report as at August 31, 2015 - Preliminary (P. McMahon)

The Capital Projects report was provided as information. Business Services is in the process

of finalizing numbers.

10.5 Ongoing Monitoring of School Generated Funds Activities (P. McMahon)

P. McMahon indicated that the report is being brought forward as requested at the August

18th Special Board Meeting. He briefly reviewed the content of the report and assured

trustees that staff is closely monitoring school generated funds activities with a goal to

eliminating cash from schools to the full extent possible.

5


Discussion that followed focused on the costs and negative effects of cash on line as well as

the publication of school audit reports.

R. Negoi noted that the fee for credit card transactions is 1.96% of credit card transactions

only, not of the entire $12 million generated funds and the operating fee is .08% of the

school generated funds revenues, excluding external charity fundraisers. In terms of small

cash donations, P. McMahon indicated that the intent is to eliminate cash donations to the

most extent possible and to establish additional controls.

In terms of publishing the results of individual school audits, staff provided information

regarding the communication process through the Audit Committee, through the Board, and

to schools. P. McMahon acknowledged that some reports are provided in-camera as they

mention potential weaknesses. A. Danko reminded trustees that the Province created the

Regional Audit Committees for purpose of transparency and accountability to the public. He

referenced a number of memos published by the Ministry, most specifically SB22-2014.

P. McMahon shared with trustees some of the work being done at the Ministry level to

address some of the discrepancies in the reporting mechanism and to clarify information

released in previous memos. A memo is anticipated shortly from the Ministry. J.M. Rowe

reminded trustees that the school generated reports are public and are available on the

school website.

10.6 Trustee Town Halls, June 2015 - Update (P. Dawson & A. Swinden)

P. Dawson addressed the report which provides information gathered from the town hall

meetings held on June 11, 2015.

In response to a concern expressed in terms of the timing of town hall meetings

and a question regarding the projected scheduling for the upcoming year, P. Dawson

indicated that there would be informal discussion following the Board meeting to discuss the

types of consultation and timelines for the upcoming school year.

10.7 Implementation of School Uniforms Update (C. Cipriano)

C. Cipriano addressed the report that provides an update on the implementation of school

uniforms since the update to Policy II-41. Currently, twenty eight (28) out of forty five (45)

elementary schools in Halton have adopted a school uniform dress code and all elementary

schools have met the minimum requirement to conduct a vote. Going forward, only new

elementary schools will be required to conduct a mandatory vote.

In response to a question, C. Cipriano noted that expiry date of the contract with the current

supplier is December 31, 2016.

10.8 School Drinking Water Lead Content Test Results 2015 (G. Corbacio)

website. He explained that the testing is done in accordance with the Safe Drinking Water

Act, Regulation 243/07.

10.9 Notice of Motion Notice of Amendment (A. Quinn)

Whereas, the Halton Catholic District School Board of Trustees is a publically elected body;

and

6


Whereas, the HCDSB seeks to enhance the transparency of the decisions made by the

Trustee elected by the Catholic voters and families of Halton Region, and without intending to

slow down the business of school board meetings;

I hereby Propose Amendment of By-Law; 11.6, "Method of Voting", to include a provision that

all votes of the Halton Catholic District School Board of Trustees considered in public and in-

camera

notice be referred to the board, for study and report and without undue delay.

10.10 Notice of Motion Administrative Expenses (P. Marai)

Whereas, as the Province of Ontario is the most indebted sub-sovereign jurisdiction in the

world; and

Whereas, the Province of Ontario recorded a 2014-2015 deficit of $10.9 billion dollars; and

Whereas, school boards, municipalities and all governmental organizations must find ways

to operate more efficiently to sustain quality services; and

Whereas, the HCDSB has already taken positive steps to reduce administrative expenses in

past budgets; and

Whereas, the HCDSB wants to sustain and increases front-line student resources;

Be it Resolved: That senior staff present Trustees with options to reduce administrative

expenses that can be re-allocated to front line-resources before the start of the 2016-2017

budget process.

10.11Notice of Motion Limit on Principal Terms (P. Marai)

Whereas, school communities succeed when there is a culture of renewal; and

Whereas, school staff benefit from working under diverse leadership styles; and

Whereas, the entire system benefits when there is a cross-pollination of successful

programs;

Be it Resolved: That the HCDSB limit the term of Principals & Vice Principals at one school

to seven years.

10.12Notice of Motion Parent Survey (P. Marai)

Whereas, trustees look to build a comprehensive process for parental feedback; and

Whereas, many of our schools are in population flux; and

Whereas, trustees want to better understand the programming needs of our community;

Be it Resolved: That the HCDSB digitally survey all families of the HCDSB by October 31st,

2015. With particular emphasis on the quality of programming at their school, to be

approved by the Chair of the Board; and

specifically ask if they have considered leaving the Catholic

school system, with follow up questions as to why; and

That the HCDSB complete a year end survey to all families on an annual basis.

7


10.13 Notice of Motion Student Vote (P. Marai)

Whereas, we should take every opportunity to engage our students in the democratic

process; and

Whereas, the "Student Vote Project" by charity CIVIX provides a tremendous service to our

community and provides it at no cost.

Be it Resolved; that the HCDSB Board direct staff to ensure every Grade 5 class and Grade

10 Civic Class participate in Student Vote 2015 the week of October 12th to October

15th 2015; and

That the HCDSB Board direct staff to ensure every student at the Board, in Grade 5 or

higher have the opportunity to vote in the "Student Vote Project" in all future Federal,

Provincial and Municipal Elections.

11. Miscellaneous Information

11.1 OCSTA Membership (P. Dawson - A. Iantomasi)

P. Dawson reviewed the material provided by OCSTA, specifically the benefits of the

membership.

A. Iantomasi noted that the OCSTA President and K. Kobus have offered to come to a Board

Meeting to respond to trustee questions. She also pointed out that OCSTA is quite involved

with the Bishops of Ontario in preparing the program for Education Week.

P. Dawson agreed to obtain information in terms of fee obligations to OCSTA

fees. A. Quinn asked if it was a commitment through the Education Act, as our Bargaining

agent or a Board decision.

11.2 5th Annual HCCEF Evening with Bishop Crosby - November 4, 2015

Details of the 5th Annual HCCEF Evening with Bishop Crosby were provided as information.

11.3 Policy Committee Minutes - June 9, 2015

The Minutes were provided as information.

On another matter, S. Trites congratulated C. Kemeni for doing such an amazing job on The Agenda.

C. Kemeni provided information regarding the topic addressed and listed the individuals on the panel of

discussion.

12. Correspondence

There was no correspondence.

13. Open Question Period

There was no questions.

14. In Camera

There was no follow-up In-Camera session.

15. Resolution re Absentees

There were no absentees.

8


16. Adjournment and Closing Prayer: A. Danko

The meeting adjourned at 8:27 p.m. with a prayer led by A. Danko.

#104/15 Moved by: A. Quinn


RESOLVED, that the meeting adjourn at. 8:27. P.m. CARRIED

_________________________

Secretary of the Board

_________________________

Chair

9

Business Arising from Previous Meetings 15 10 06 Page 1

ITEM 7.1

BUSINESS ARISING FROM PREVIOUS MEETINGS

DATE OF THE

BOARD MEETING

AGENDA ITEM ACTION REQUIRED RESPONSIBILITY STATUS

September 15, 2015

Policy I-09 School

Accommodation Review

Consolidation/Closure

2nd

and 3rd

Readings C. Cipriano October 20, 2015

September 15, 2015

Policy I-37 Community Planning

and Facility Partnerships -

2nd

and 3rd

Readings C. Cipriano October 20, 2015

September 15, 2015

Policy III-17 Attendance Support

Program

2nd

Reading C. Cipriano November 2015

10

Amendment to By-Laws Page 1 of 1

Regular Board Meeting

Tuesday, October 6, 2015

ACTION REPORT ITEM 8.1

AMENDMENT TO BY-LAWS

RATIONALE AND RECOMMENDATION

RESOLUTION Moved by: A. Quinn

Seconded by:

WHEREAS, the Halton Catholic District School Board of Trustee is a publically elected body; and

WHEREAS, the Halton Catholic District School Board seeks to enhance the transparency of the

decisions made by the Trustees elected by Catholic voters and families of Halton Region, and without

intending to slow down the business of school board meetings;

BE IT RESOLVED, that By-

votes of the Halton Catholic District School Board of Trustees considered in public and in-camera

sessions be recorded; and included in the minutes of said meeting; and

that that this notice be referred to the Board, for study and report and without undue delay.

A. QUINN

TRUSTEE

11

Administration Expenses Page 1 of 1




ADMINISTRATIVE EXPENSES


RESOLUTION Moved by: P. Marai

Seconded by:

WHEREAS, concerned parents and ratepayers across Ontario have signed public petitions eith over

WHEREAS, the Province of Ontario recorded a 2014-2015 deficit of $10.9 billion dollars; and

WHEREAS, school boards, municipalities and all governmental organizations must find ways to

operate more efficiently to sustain quality services; and

WHEREAS, the HCDSB has already taken positive steps to reduce administrative expenses in past

budgets; and

WHEREAS, the HCDSB wants to sustain and increases front-line student resources;

BE IT RESOLVED, that senior staff present Trustees with options to reduce administrative expenses

that can be re-allocated to front line-resources before the start of the 2016-2017 budget process.

P. MARAI

TRUSTEE

12

Limit on Principal Terms Page 1 of 1




LIMIT ON PRINCIPAL TERMS



Seconded by:

WHEREAS, school communities succeed when there is a culture of renewal; and

WHEREAS, school staff benefit from working under diverse leadership styles; and

WHEREAS, the entire system benefits when there is a cross-pollination of successful programs;

BE IT RESOLVED, that the HCDSB limit the term of Principals & Vice Principals at one school to

seven years.

P. MARAI

TRUSTEE

13

Parent Survey Page 1 of 1




PARENT SURVEY



Seconded by:

WHEREAS, trustees look to build a comprehensive process for parental feedback; and

WHEREAS, many of our schools are in population flux; and

WHEREAS, trustees want to better understand the programming needs of our community;

BE IT RESOLVED, that the HCDSB digitally survey all families of the HCDSB by October 31st,

2015. With particular emphasis on the quality of programming at their school, to be approved by the

Chair of the Board; and

specifically ask if they have considered leaving the Catholic school

system, with follow up questions as to why; and

that the HCDSB complete a year end survey to all families on an annual basis.

P. MARAI

TRUSTEE

14

Student Vote Page 1 of 1




STUDENT VOTE



Seconded by:

WHEREAS, we should take every opportunity to engage our students in the democratic process; and

WHEREAS, the "Student Vote Project" by charity CIVIX provides a tremendous service to our

community and provides it at no cost.

BE IT RESOLVED, that the HCDSB Board direct staff to ensure every Grade 5 class and Grade 10

Civic Class participate in Student Vote 2015 the week of October 12th to October 15

th 2015; and

That the HCDSB Board direct staff to ensure every student at the Board, in Grade 5 or higher have

the opportunity to vote in the "Student Vote Project" in all future Federal, Provincial and Municipal

Elections.

P. MARAI

TRUSTEE

15

International Congress for School Effectiveness and Improvement Conference Page 1 of 2

Regular Board Meeting Tuesday, October 6

th, 2015

INFORMATION REPORT ITEM 9.1

INTERNATIONAL CONGRESS FOR

SCHOOL EFFECTIVENESS AND IMPROVEMENT CONFERENCE

PURPOSE:

The purpose of this report is to provide information to Trustees about the International Congress for

School Effectiveness and Improvement (ICSEI) in Glasgow, Scotland in January 2016, and the invitation to

present at this conference on behalf of the Council of Ontario Directors of Education (CODE), the Province

of Ontario, and the Halton Catholic DSB. This information report is provided for Trustees

accordance with Policy I-42 and will be followed by an Action report at the subsequent Board meeting.

BACKGROUND INFORMATION:

The Halton Catholic District School Board has been working with a consortium of ten boards from across

the province through CODE and educational scholar and Ministry of Education advisor Dr. Andy

Hargreaves and his colleague Dr. Denis Shirley from Boston College. The result of this CODE consortium

was the Learning For All (L4ALL) document which continues to significantly impact educational practice

across the province. The HCSDB continues to work on the consortium and is participating in on-going

research, along with the other nine consortium boards,

Findings will be published with the

support of CODE and the Ministry of Education.

The 29th Congress of the International Congress on School Effectiveness and Improvement is an

internationally recognized educational conference which attracts world-renowned educational scholars and

school leaders from across the globe. The theme of the ICSEI Conference is

Schools and Systems: Creating the Co a theme which emphasises the

importance of teachers, schools and systems as critical elements in efforts to ensure effective learning

and foster sustained improvement. Keynote addresses will offer differing perspectives on issues relating

to effectiveness and improvement with regard to teacher development and quality, the leadership and

development processes of schools, whether as individual institutions within networks/clusters or across

large systems.

Ontario is regarded internationally as a leader in publicly funded education and progressive in its systemic

approach to student achievement and well-being. In congruence with the conference theme, CODE and

Dr. Hargreaves and Dr. Shirley have been invited to speak at ICSEI about the Ontario education system

and the ways in which Ontario achieves coherence and high levels of student achievement across all

boards. The presentation will focus on the collaborative work of the CODE consortium leading up to the

publishing of the L4All document, and how district school boards continue to collaborate on provincial

initiatives which make an impact on students in the classroom.

16

International Congress for School Effectiveness and Improvement Conference Page 2 of 2

REMARKS:

Through his participation on the consortium on behalf of HCDSB, Dr. Brendan Browne has been invited by

CODE to present with Dr. Hargreaves and Dr. Shirley as an Ontario Superintendent in order to provide

context and a voice for Ontario school systems. In doing so, Dr. Browne will not only have the opportunity

to speak on behalf of education in Ontario, but will do so on behalf of the Halton Catholic District School

Board. This speaking engagement will provide the opportunity to highlight the work of Halton Catholic as

a leader amongst Ontario school boards, and in doing so privileges our work in Catholic education to an

international audience of educational scholars and school and system leaders. We are proud of our

leadership and collaboration in Halton Catholic as a publicly funded faith-focused educational system.

All expenses associated wi

covered by funding provided by CODE and represents no costs to the board.

CONCLUSION:

The opportunity to present Halton Catholic as a voice of education in Ontario provides a unique

opportunity to position HCSDB internationally as high achieving publicly-funded Catholic school board. Our

faith-focused educational system continues to lead the province, which continues to be highly recognized

internationally.

In congruence with HCSDB Policy I-42, an Action Item will be brought to the next Board meeting seeking

REPORT PREPARED BY: B. BROWNE

SUPERINTENDENT OF EDUCATION, SPECIAL EDUCATION SERVICES

REPORT SUBMITTED BY: B. BROWNE

SUPERINTENDENT OF EDUCATION, SPECIAL EDUCATION SERVICES

REPORT APPROVED BY: P. DAWSON

DIRECTOR OF EDUCATION AND SECRETARY OF THE BOARD

17

Social Studies Resource Selection Page 1 of 2

Regular Board Meeting Tuesday, October 6, 2015

STAFF REPORT ITEM 9.2

SOCIAL STUDIES RESOURCE SELECTION

PURPOSE:

for ordering appropriate classroom resources that support the Ontario Curriculum.

The purpose of this report is to recommend the purchase of a core resource for Grade 6 Social Studies.

The resource selected is Many Gifts which is distributed by Nelson Education. In June and October 2014,

the purchase of Many Gifts for grades 4 and 5 were approved and purchased for implementation in the

2014-2015 school year. The plan is to purchase the grades 1-3 versions respectively throughout the

next 3 years.


The decision to purchase Many Gifts by Nelson Education did not require a textbook selection committee

since the existing core resource for grades 1-3 is the older edition of Many Gifts. Nelson Education has

revised Many Gifts for grades 1-3 and has developed this resource for grades 4-6 to align with the revised

Social Studies curriculum released in May 2013.

This resource is completely aligned to the Social Studies curriculum expectations and the Ontario Catholic

Graduate Expectations. Nelson Education developed Many Gifts as a core Social Studies resource for

Ontario Catholic Schools by embedding our Catholic Social Teachings and supporting our Virtues

Education.

Many Gifts also focuses on effective instructional and assessment practices; Citizenship Education; Equity

and Inclusive Education; First Nations, Metis and Inuit values and perspectives; mapping and graphing

skills; historical thinking concepts and inquiry based learning.

REMARKS:

Many Gifts aligns with the revised Ontario Social Studies Curriculum document, released in May 2013, and

most importantly, it embeds our Catholic Social Teachings authentically and intentionally. It gives our

students opportunities to reflect on social justice issues through our faith and put their faith into action.

The teacher and student resources are flexible since they come in print and digital formats. The

myNelson Online Teaching Centre includes interactive whiteboard lessons; video and audio clips; songs;

classroom liturgies and many web links. Furthermore, the resource offers cross-curricular learning by

integrating literacy, religious education, family life and the arts. It also supports teachers and students as

they transition to an inquiry based learning.

The company representative has assured that Nelson Education will support the HCDSB curriculum

consultant and teachers to implement this resource in every elementary school.

18

Social Studies Resource Selection Page 2 of 2

EXPENDITURE SUMMARY:

Product Description ISBN Qty Unit Price Line Subtotal

Many Gifts Grade 6 Student Books 2430

$35.06 $85,195.80

Many Gifts Grade 6 Teacher Resource Pack (includes

teacher resource, activity cards, poster pack) 81

$382.46 $30,979.26

Many Gifts 6 myNelson Online Teacher Centre

(1 year, single user license)

81

$45.00 $3,645.00

PRODUCT TOTAL $119,820.06

ESTIMATED SHIPPING & HANDLING** $446.05

ESTIMATED TAX** $6340.59

GRAND TOTAL $126,606.70

CONCLUSION:

A recommendation to purchase Many Gifts, Nelson Education, as the approved Grade 6 Social Studies

resource will be presented to the Board of Trustees at the October 20th Board Meeting.

REPORT PREPARED BY: C. SERAFIM

CURRICULUM CONSULTANT

REPORT SUBMITTED BY: C. MCGILLICUDDY

SUPERINTENDENT OF EDUCATION, STUDENT SUCCESS



19

ITEM 10.2

APPROVED SCHOOL EDUCATIONAL TRIPS ALL PROPOSED TRIPS HAVE BEEN REVIEWED PRIOR TO APPROVAL, AND ARE CONSISTENT WITH BOARD POLICY

Dated: Tuesday, October 6, 2015

Listed by Destination

SCHOOL GRADE(S) # OF

STUDENTS DESTINATION PURPOSE DATES

~ COST PER

PUPIL

Elementary

Saint John Paul II CES,

Oakville 7 87

Camp Brébeuf,

Rockwood, ON

Using the Gr. 7 Focus on Faith questions regarding stewardship, this trip will

Students will participate in team building activities that will encourage

building community and leadership skills. Staff and students will participate

in daily prayers.

Wednesday, October 28

Friday, October 30, 2015 ~$180.00

St. Joan of Arc CES,

Oakville 8 60 Ottawa, ON

This trip will provide the students with the opportunity to study the historical,

geographical, economics and politics of the Ottawa area. They will also

The

students will tour Parliament Hill, the Supreme Court of Canada, and the

Museum of Civilization as well as participate in a Mock Parliament. Staff and

students will attend Mass at Notre Dame Basilica.

Wednesday, June 8

Friday, June 10, 2016 ~$664.00

St. John CES,

Burlington 8 23 Ottawa, ON

The students will tour Parliament Hill, will visit many historical sites in the city

which include the Canadian Cold War Museum, the National Gallery and a

historic walking tour of Ottawa, to name a few. Staff and students will attend

Mass at Notre Dame Basilica.

Wednesday, June 8

Friday June 19, 2016 ~$565.00

St. Elizabeth Seton CES,

Burlington 8 41

Camp Muskoka Woods

Rosseau, ON

The students will have the opportunity to build on leadership and team

building skills while building a strong sense of community. Students will

participate in outdoor experiential learning in support of the Ontario

Curriculum Expectations, as well as a link to Focus on Faith theme of

Solidarity. Staff and students will participate in daily prayers.

Wednesday, October 21,

2015 Friday, October

23, 2015

~$300.00

Secondary

Christ the King CSS,

Georgetown

Grades

11 - 12 48 Washington, D.C.

Students will visit the Capital Building, Arlington Cemetery, Supreme Court,

points of interest, as an enhancement of

their American History course. They will also attend a baseball game.

Students and staff will attend Mass at St. Patrick Catholic Church, on

Saturday April 23, 2016.

Wednesday, April 20 -

Sunday, April 24, 2016 ~$895.00

20

Jean Vanier CSS,

Milton

Grades

11-12 42

Ontario Student

Leadership Conference

Niagara Falls, ON

The Ontario Student Leadership Conference brings together the best variety

of thought leaders, entertainers, speakers and educators, who take time to

meet, teach and speak with our youth. The students attending are mentors

and students of service. This leadership conference provides a unique

opportunity for students to truly understand servant leadership and what it

means to be able to help others. Students and staff will participate in

morning and evening prayers.

Sunday, November 8 -

Tuesday, November 10,

2015

~$233.50


Georgetown Grades 11-12 25

Ontario Student


Niagara Falls, ON

Students will participate in workshops to further develop leadership skills

on Developmental Assets by empowering the students to become active

leaders in their community. Staff and students will participate in daily prayer.

Sunday, November 8


2015

~$300.00

Corpus Christi CSS,

Burlington

Grades 11-12

(Mentors/

Visionaries)

25

Ontario Student


Niagara Falls, ON

Students will participate in workshops to further develop leadership skills

on Developmental Assets by empowering the students to become active

leaders in their community. Staff and students will participate in daily prayer.

Sunday, November 8


2015

~$220.00

Jean Vanier CSS,

Milton

Grades

9-12 30

Ste. Marie Among the

Hurons

Midland, ON

This trip to the first Catholic missions, chapel and church in New France will

help students better understand native issues by examining its roots and

history. Students will visit the tomb of Father Brébeuf and also hike to the

Martyrs shrine and visit the grounds. Staff and Students will participate in a

liturgy in the Church of St. Joseph and gather in prayer before each meal.

Wednesday, February 24 -

Friday, February 26, 2016 ~$215.00

St. Thomas Aquinas CSS

Oakville Grade 11 44

Algonquin Park

South River, ON

This trip to Algonquin Provincial Park will provide students the opportunity to

witness the natural beauty that God has created and motivate students to

become stewards of Gods creations. Students will learn the practical

applications of learned skills in canoeing, portaging, and outdoor skills.

Students will participate daily in prayers and expected to attend mass on

Saturday, October 3, 2015.

Sunday, October 4 -

Thursday, October 8,

2015

~$365.00


Georgetown Grades 11-12 12

Sr. Boys Volleyball

Niagara College,

Welland, ON

Students have been invited to participate in the Niagara College Volleyball

Tournament as a team building event at the beginning of the season; which

is intended to help students grow as collaborative contributor and Catholic

leaders. Students will be involved in growth activities as a team. Students

and staff will participate in daily prayers and reflection

Friday, October 2

Saturday, October 3,

2015

~$80.00

Holy Trinity CSS, Oakville

Senior Boys

Basketball

Team

15 Windsor, On

The Holy Trinity Senior Boys Basketball team will be participating in a

tournament at St. Clair College in Windsor. The tournament provides

students with the opportunity to apply their knowledge of guidelines and

strategies that can enhance participation in recreational and sports

activities, and to use social skills to work effectively in groups and enhance

relationships. Staff and Students will participate in daily prayers and

prayerful reflection before each game.

Thursday, November 26 -

Saturday, November 28

2015

~$100.00

21

Assumption CSS,

Burlington Grades 9 - 10 12

Olympia Sports Camp

Huntsville, ON

The Assumption Junior Girls Basketball team will be participating in the

Annual Olympia Muskoka Fall Basketball Classic, which includes a

tournament and team building activities. Students will display, by behaviour

and attitude how our Christina virtues are manifested on and off the court,

and will work on building close relationships with each other to assist in

developing group unity and fraternity. The team will participate in an

teacher led on-site liturgical gathering on Sunday Morning, prior to leaving

the camp, and parents have been notified of evening Mass at St. Paul

Parish, Burlington.

Friday, September 25

Sunday, September 27,

2015

~$160.00

22

(OCSTA – Membership and Fees) Page 1 of 2




ONTARIO CATHOLIC SCHOOL TRUSTEES ASSOCIATION (OCSTA)

MEMBERSHIP AND FEES

PURPOSE:

To provide information regarding the Ontario Catholic Sc

Association (OCSTA).


OCSTA hosts several workshops yearly at Professional Development Sessions, Regional Meetings, and at

AGM Meetings. fer.

K. Burtnik, President of OCSTA and N. Milanetti, Executive Director of OCSTA, will be in attendance to

provide to make a presentation and respond to questions.

REMARKS:

Appendix A is an overview of the information presented at the January 15, 2015 Professional

Development session that was provided by the Ministry of Education and information presented at the

January 16th and 17

th 2015 Professional Development sessions hosted by OCSTA. Also included are

notes from the 2015 OCSTA AGM Conference and a list of topics addressed at OCSTA Regional meetings

over the last few years. A chart outlining a summary of Board expenses for the sessions offered in 2014-

2015 is also included as information.

CONCLUSION:

s involvement with OCSTA: Provides an extensive array of classroom and community resources for Catholic Education Week.

These resources resonate strongly with students, parents and parishes and boards*(Benefits of

Membership OCSTA)

Lobbies the government on all funding issues* (Benefits of Membership OCSTA) (funding that directly

impacts the education of students).

Protects the interests of Catholic school boards*(Benefits of Membership OCSTA)

where a number of lobby groups are trying to eliminate Catholic education.

Represents and co-ordinates initiatives pertaining to the Ontario Disabilities Act.

Staff and trustees equally benefits from our involvement with OCSTA:

Provides numerous professional learning opportunities for trustees and staff in order to best serve

the needs of students.

23


Represents Catholic school boards interest at central bargaining table and assists in resolving labour

relations and employee relations matters. There are additional rights and obligations under the

School Board Collective Bargaining Act 2014.

The Ontario Education Services Corporation (OESC) serves on our behalf as an intervenor at the

Ontario Energy Board to keep energy costs down for school boards. An estimate of savings over the

past year of $30.5M for Ontario school boards, with approximately $10M for Catholic Boards. This

translates into a savings of $18 per pupil which greatly exceeds the cost of OCSTA membership.

membership fees for 2015-

2016.

REPORT PREPARED BY: P. DAWSON


REPORT APPROVED & A. IANTOMASI

SUBMITTED BY: CHAIR OF THE BOARD

24




SUMMARY OF IN-SERVICE SESSIONS

A) MINISTRY OF EDUCATION THURSDAY, JANUARY 15, 2015

Speaker: Hon. Liz Sandals, Minister of Education

- Look forward to working together as partners;

- Pride comes from local accomplishments;

- Only politician elected by adults to represent the best interests of children / students;

- 4 goals in Achieving Excellence

1. Achieve Excellence

2. Ensuring Equity

3. Promoting Well-bring

4. Enhancing Public Confidence

- Renewed Vision needs to happen all across the province, boards and schools;

- Increase the number of teachers who have additional qualifications in Math;

- Balanced approach: basic skills but also a focus on critical thinking & problem-solving;

- Increase support and investment for technology ($150M) as well for 21st century skills (** list

here);

- Student Well-being (Mental Health, Physical Health & Nutrition)

o

o 60 minutes of physical activity / day

- School Closure & Consolidation revised guidelines coming

- Accommodations & Review

- Ministry sets minimum standard and boards

- Collective Bargaining: new process, clearer roles

Keynote Speaker: Marion Thomson Howell

(Learning Consultant & President of Shaughnessy Howell and former Chair of Waterloo CDSB) - Realizing

What does it mean to be a leader in a Catholic organization and what does it take to govern well on

boards?

Boards that govern well are always made up of people who are willing to focus on the basics (e.g.

Vince Lombardi story)

Boards that govern well use quiet self-reform and continuous improvement and build on basics

How to govern from the basics? All join boards to make a difference

The board is responsible for: setting direction, ensuring structure & resources are in place,

monitoring

*book -

o Roles:

o Fiduciary

o Strategic

o Generative

Exercise: In reviewing the budget, what does that involve?

25


o Discussion at 10,000 feet as a trustee:

o Does it balance (compliance)

o What assumptions did you hold when the budget was created? (what drove this?)

o How does the budget reflect our priorities for students? (are we mission consistent?)

o What services are we providing to which students at what cost, what are the benefits and

results? (what is our return on investment?)

o What are the risks? (Are we being responsible stewards?)

If something happens and we have to cut, where would be go?

Accomplish results and boards push to ensure results take place

What are we doing next and how are we going to achieve that target?

Monitoring is board-driven

The focus is not to settle for reports of activity; the focus is to measure outcome.

The board is responsible for oversight of the strategic plan process.

Board asks for a report about leadership & succession plan in the district:

What does good leadership look like here?

What conditions will our leaders of the future need to deal with and what skills will it take?

What would it take for us to become the board of choice for new leaders?

We are a Catholic board and tone at the top is important. How does this plan ensure we are getting

the kind of Catholic leaders we need?

What is at stake? What is in place to manage the risk?

Best Practices:

1. Boards focus on doing their jobs and empower staff to do theirs. The delineation between the

roles is clear and is respected.

2. Boards have great conversations and members are engaged with the purpose of making better

decisions.

3. Governance is at its best when it is practiced as a team sport. Boards exercise collective

influence; individuals do not hold power. They also resist group think.

Board members encourage dissenting voices at the table.

Boards expect the same level of excellence from themselves that they expect from the system

they govern.

Effective governance practices change. Great boards ensure that all members are up-to-date.

Panel Discussion:

Aligning Resources with Priorities: What do you need to know? What do you need to ask?

Gabe Sekaly ADM Financial Policy and Business Division Film Brooklyn Castle

What do you need to know?

- Know priorities in the place in your vision

- Know context and restraints

- Know how to learn from your failures and successes

What to Ask?

-

- Ask why not?

i) If you get a question from a parent about more resources (EA) for their child, how do you

respond? Trustees need to know about Spec. Ed. Funding, programs available, IPRC process,

staffing allocation process. Ask for a presentation.

26


ii) FNMI a) students are comfortable with their cultural identity b) good and responsive pedagogy c)

engaging the aboriginal community in order to support students appropriately Resources available

/ Self-Id journey within the board /

iii) Best practices for Trustees in working with Senior Staff

Speaker: Jim Grieve, ADM Early Years

- pays long term dividends in a multitude of areas (e.g. better health)

*book

Research: 7 to 1 return on early learning investment

Panel Discussion: Student Achievement & Well-Being

Modeling the Gospel Values

- Foundational to relationship at Trustee & Director level

- Creating Conditions for student success

-- building strong relationships with communities, partners and stakeholders

- FNMI: students need to be supported by elders, listened to and engage communities

B) OCSTA CATHOLIC PROFESSIONAL DEVELOPMENT SEMINAR JANUARY 16, 2015

Opening Address: Kathy Burtnik, OCSTA President (** slidedeck)

Faith in our Future Advent short videos

Activity:

The Journey of Catholic Education in Ontario: Interactive presentation based on content from the new

OCSTA Trustee Certificate Program Schools

FACE - Friends and Advocates of Catholic Education (** slidedeck)

Regional Breakout Groups

Issues:

- Admissions

- Grade 7 12 schools

- French Immersion

Speaker: Judge Peter Lauwers:

(** handout)

Speaker: Parliamentarian James Lochrie:

(** handout)

C) OCSTA CATHOLIC PROFESSIONAL DEVELOPMENT SEMINAR JANUARY 17, 2015

Mass

Speaker: Dr. Mark McGowan

Trustee Roll to ensure student achievement & well-being

Fiduciary Role

27


Societal Role

Innovative Role

Strategic Role

What does the Gospel call you to do as Catholic School Trustees?

3 Archetypes of Trustees:

a) single issue Trustee

b) stepping stone Trustee

c) 'passionate about the cause Trustee

Baptized as Prophet

- listen to the Word and speak it

- challenge what is

- proclaim how it can be

- the prophetic voice is not always well received

- great prophetic voices had to prepare for suffering

Baptized as Priest

- ministerial priesthood and the priesthood of all believers

- engagement with the Sacraments

- bringing Holiness to the World by Word and Deed

- The Devout Life

Baptized as King

- take ones place in the world

- be leaven to the world

- transform the kingdom

- pilgrims with dual citizenship

- bring wisdom, justice, faith, love, hope

Tangible ways to bring our Baptism into the world The Coin (Bishop Robert Morneau, aux. Green Bay,

Wisconsin) What coin do you carry with you as trustee?

- the side of prayer

- the side of love

The Joy of the Gospel: The Mission of the Trustee 'Evangelii Gaudium'

2013 - The Church as a field hospital

1. A New Attitude

"When you live the Gospel you don't look like you have just come back from a funeral.... open your

hearts to the joy of Christ"

2. Mercy, Renewal, Missionary Impulse

"I encourage each Church to undertake a resolute process of discernment, purification and

reform"

"reach everyone without exception or exclusion"

"the confessional must not be a torture chamber"

3. Do Justice

Authentic faith - which is never comfortable - always involves a deep desire to change the world,

to transmit values, to leave this earth better than when we found it 4. The Poor

28


almost without being aware of it, we are incapable of feeling compassion for the poor, weeping

for other people's pain, or feeling the need to help them.

I want a church that is poor for the poor

5. The Peacemaker

Peace in society cannot be understood as pacification of the mere absence of violence... the

dignity of the human person and the common good rank higher than the comfort of those who

refuse to renounce their privileges... a prophetic voice must be raised.

TIME > SPACE

- patience to work slowly not always with immediate results

- space tries to possess and limit us, it can confine to possessing spaces

- time is an expression of fullness

- time is the horizon which constantly opens before us

UNITY > CONFLICT

- conflict has to be faced

- it cannot be permitted to trap us

- seek to face conflict, resolve it, and make "It a link into the chain of the new process"

- go beyond to "build communion"

- unity brought by the Holy Spirit who can harmonize every diversity.

REALITY > IDEAS

- Sadly even many with solid doctrinal and spiritual convictions are seeking power and human glory

rather than the good of others. Don't let this happen to you.

THE WHOLE > THE PARTS

- open our worlds and broaden our horizons

- yes be local, but also be global

- seek the Gospel

- The Church does not have solutions for every particular issue

- dialogue is essential

D) OCSTA AGM CONFERENCE APRIL 20, 2015

Opening Liturgy

Speaker: Ontario Ombudsman Andre Marin

- Strong powers of investigation

- Compel witness interviews under oath

- Compel production of documents

- Ombudsman records cannot be accessed through freedom of information, and are also

protected from court-ordered production

- Ombudsman office cannot be held civilly liable

- Resisting or obstruction Ombudsman is an offence

- No power to enforce recommendations

Office deals with:

- Bureaucracy

- Decision-making

- Access to information

- Access to justice

29


Interventions

- Individual case resolutions

- Investigations (individual and systemic)

- Pro-active flagging of issues

Case Triage

- Early resolutions team

- Investigations team

- Special ombudsman response team (sort)

School Boards

- Complaint about discipline

- Inadequate special ed support

- Insufficient

Ombudsman basics 101

- Neutral fact-finding

- Cost-effective

- Confidential

- Last resort; work with existing complaint mechanisms

- Systemic investigations could be spurred by a single complaint

- Non-binding recommendations

OCSTA AGM CONFERENCE MAY 1, 2015

Kathy Burtnik

Nomination Report & Introduction of Candidates Marino Gazzola

Presentation of Financial Report Marino Gazzola

Annual General Meeting Proceedings / Resolutions

Concurrent Workshops

- Supporting Students and Families living in Poverty

- Aboriginal Education

- Education Finance

- Trustee Role and Responsibilities: A Legal Perspective

Report of the Returning Officer Bill Gartland, CDSB of Eastern Ontario

Mass & Awards Ceremony Transfiguration of Our Lord Church, Etobicoke

Saturday, May 2, 2015

Morning Praise

Speaker: Max Valiquette

anding Millenials

Speaker: The Honourable Liz Sandals, Minister of Education

Ministry of Education Update

Regional Meetings

30


E) DISCUSSION TOPICS AT THE OCSTA REGIONAL MEETINGS 2011-2015

2011

1. What are the major factors causing the discrepancy between funding and special education

expenditures?

2. What are the current challenges in labour relations with respect to collective bargaining?

3. What experience does your board have with shared business services (excluding transportation) and

what is your experience around benefits to the board, including financial gains.

2012

a. Looking Ahead

As the role of trustees evolves and as we look ahead to the future, what can school boards do NOW

to:

i. Ensure that their governance structure flourishes in Ontario?

ii. Revitalize the role and relevance of the local Catholic school trustee?

iii. Use technology to protect/enhance small/rural Catholic school boards?

b. Local Lobbying

What is your board doing/planning to do locally to reinforce support for our system among your local

political leaders?

2013

1. In the spring of 2013, there was public attention drawn to the issue of Open Access to Catholic

elementary schools. Policies vary greatly from board to board.

a. What is the current policy at your board?

b. What do you see as the pros of the current policy? Are there any cons?

c. Is there a catalyst that would encourage your board to revisit the existing policy?

2. At the 2013 OCSTA Annual General Meeting resolutions were received asking for a new governance

structure for the Association.

a.

3. Aboriginal Education Funding & Tuition Agreements

a. Describe how the funding adversely affects your board.

b. What action can be taken to obtain a positive response from the Government?

2014 - OCSTA did not hold regional meetings in 2014 due to the Municipal Elections

2015 (Oct. 7, 2015)

Community Hubs

- An overview of Community Hubs operating within the board

- Observations, Best Practices, Opportunities, Challenges

Challenges Faced by Boards in Establishing Budgets

- Was it necessary to change delivery of programs?

- Were creative measures required and what were they?

- What type of consultation process was followed?

- Was it necessary to draw on your reserves?

c) Broader Public Sector Procurement Directive

- Handout

- If you breach BPS directive, risk of EDU reducing funding and subject to litigation to unhappy

bidders

31


d) Our Changing Economy

- Going from service to goods

- Employment market picking up and benefits will happen over the next few years

- U.S. recovery will help the economy the bright spot of the global outlook

- Canada 2% growth

F) OCSTA CONFERENCES-WORKSHOPS SUMMARY OF BOARD EXPENSES FOR 2014-2015

OCSTA Conferences/Workshops

Registration

Fees

Parking/Mileage Accommodations

MOE Trustee Orientation and OCSTA PD

Session January 15 - 17, 2015

No fees Covered by the Ministry $ 750.00

OCSTA /OCSBOA Business Seminar April

30, 2015

$ 1,107.40

$ 120.00

$ 1,350.00

OCSTA AGM April 30 - May 2, 2015

$ 4,658.99

$ 5,766.39 $ 120.00 $ 2,100.00

Total $ 7,986.39

32

Appendix 'B'

33

2014-2015 Year-End Audit Planning Report from KPMG Page 1 of 2

Regular Board Meeting Tuesday, October 6, 2015

INFORMATION ITEM ITEM 10.4

2014-2015 YEAR-END AUDIT PLANNING REPORT FROM KPMG

PURPOSE: To present the 2014-2015 Year-End Audit Planning Report from KPMG, the Board’s external auditors.

COMMENTS: 1. The 2014-2015 Year-End Audit Planning Report from KPMG is attached as Appendix A. The

report highlights six topics that have been discussed with the Audit Committee on September 21, 2015:

a. Audit Approach b. Materiality c. Audit Team d. Fees Schedule e. Audit Cycle and Timetable f. Appendices

i. Audit Quality and Risk Management ii. Required Communications during the Audit iii. Current Developments in Professional Accounting Standards iv. Thought Leadership

The KPMG report also includes the amendment to the engagement letter in Appendix B.

2. The Draft Financial Statements and the Audit Findings Report will be presented to the Audit

Committee on November 16, 2015 and will go to the Board for approval on November 17, 2015. 3. A Year-End Checklist showing the chronology of events involved in the preparation of the Year-End

Audited Financial Statements is attached as Appendix C.

4. The Ministry Memorandum 2015: SB25 regarding the 2014-2015 Financial Statements Forms was released on September 9, 2015 (Appendix D). The Memorandum addresses the following matters:

a. Ministry Information Sessions (for school board finance officials & external auditors) b. Contaminated Sites reporting c. ONSIS Enrolment Data Refresh and Cut-Off d. School ID Process e. Capital Analysis and Planning Template (CAPT) f. Submission of Financial Reports and Late Submissions

39

2014-2015 Year-End Audit Planning Report from KPMG Page 2 of 2

5. The 2014-2015 completed Education Finance Information System (EFIS) forms, are due at the Ministry by November 13, 2015. The Ministry has been made aware that the 2014-2015 Audited Financial Statements will not be approved by the Board of Trustees until the November 17, 2015 Board Meeting, and has approved the submission of these documents by November 18, 2015.

REPORT PREPARED BY: R. NEGOI SENIOR ADMINISTRATOR, FINANCIAL SERVICES REPORT REVIEWED BY: P. MCMAHON SUPERINTENDENT OF BUSINESS SERVICES AND TREASURER OF THE BOARD REPORT SUBMITTED BY: P. DAWSON DIRECTOR OF EDUCATION AND SECRETARY OF THE BOARD

40

AUDIT

Halton Catholic District School Board

Audit Planning Report For the year ending August 31, 2015

Chartered Professional Accountants, Licensed Public Accountants September 2015

Appendix A

41

2

Halton Catholic District School Board Audit Planning Report for the year ending August 31, 2015

Table of Contents Executive summary 3

Audit approach 4

Materiality 8

Highly talented team 9

Value for fees 10

Audit cycle and timetable 12

Appendices 13

At KPMG, we are passionate about earning your trust. We take deep personal accountability, individually and as a team, to deliver

exceptional service and value in all our dealings with you.

At the end of the day, we measure our success from the only perspective that matters – yours.

The contacts at KPMG in

connection with this report are:

David Marks, CPA, CA

Lead Engagement Partner

Tel: 905-523-2296

[email protected]

Janet L. Allan, FCPA, FCA

Relationship Partner

Tel: 905-687-3275

[email protected]

Paul Ciapanna, CPA, CA

Audit Manager

Tel: 905-523-2228

[email protected]

42

3

This Audit Planning Report should not be used for any other purpose or by anyone other than the Audit Committee. KPMG shall have no responsibility or liability for loss or damages or claims, if any, to or by any third party as this Audit Planning Report has not been prepared for, and is not intended for, and should not be used by, any third party or for any other purpose.


Executive summaryAudit and business risk Our audit is risk-focused. In planning our audit we

have taken into account key areas of focus for

financial reporting. These include:

Revenue recognition, including government

grants, and deferral policies

Tangible capital assets, including deferred

capital contributions

Employee future benefits

School Generated Funds

Regulatory Environment

Contaminated Sites Liability

See page 5 for detailed information.

KPMG team The KPMG team will be led by Janet Allan and

Paul Ciapanna.


Audit Materiality For the current year, materiality has been

determined based on total budgeted expenditures.

This level of materiality is used to evaluate the

financial statements as a whole at the end of the

audit to determine if the financial statements are

materially misstated. We have determined

materiality to be $6,700,000 for the year ending

August 31, 2015 (2014 - $6,500,000)


Effective communication We are committed to transparent and thorough

reporting of issues to the management team and

the Audit Committee.

See page 15, Appendix 2 for detailed information.

Independence We are independent and have extensive quality

control and conflict checking processes in place.

We provide complete transparency on all services

and follow Audit Committee approved protocols.

43

4


Risk Assessment

Likelihood of occurrence (before controls)

Mag

nit

ud

e o

f im

pac

t

Low

High

Significant risks, including estimates and judgement

Control and operational risks

Other areas of focus

Our planning begins with

an assessment of inherent

risk of material

misstatement in your

financial statements. Our

assessment is based on a

variety of factors that

include our knowledge of

your business, the market

and the susceptibility of

the account balance to the

risk of material

misstatement.

This diagram represents

our top-down view of the

key financial reporting

risks and their potential

misstatement impact,

mapped against the

likelihood of a

misstatement occurring

(before controls).

Regulatory risk


Government Grants and

Deferred Contributions Tangible Capital Assets and

Deferred Capital Contributions

Employee Future Benefits

Payroll Contaminated Sites

44

5


Audit approach CAS requirements Why Our audit approach

Fraud risk from management override of controls

This is a presumed fraud risk.

We have not identified any specific additional risks of management override relating to this audit.

As the risk is not rebuttable, our audit methodology incorporates the required procedures in professional standards to address this risk. These procedures include testing of journal entries and other adjustments, performing a retrospective review of estimates and evaluating the business rationale of significant unusual transactions.

Fraud risk from revenue recognition

This is a presumed fraud risk. We have identified School Generated funds as an area where there is a presumed fraud risk. Fraud could include misappropriation of funds. The nature of school generated funds provide a presumed fraud risk as transactions are largely cash based.

Our audit approach will consist of evaluating the design and implementation and testing of operating effectiveness of selected relevant controls. It will also consist of performing substantive procedures to address the relevant assertions associated with the significant risks.

Professional standards

presume the risk of

fraudulent revenue

recognition and the risk of

management override of

controls exist in all

organizations.

The risk of fraudulent

recognition can be

rebutted, but the risk of

management override of

control cannot because

management is typically in

a unique position to

potentially override

controls that otherwise

appear to be operating

effectively.

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Audit approach (continued) Other areas of focus Why Our audit approach

Accounts payable and accrued liabilities

Risk of material misstatement related to the completeness and accuracy of liabilities and expenditures.

We will perform inquiries with management and substantive audit procedures to address the relevant assertions, including management’s application of the revised standard on accounting for liabilities relating to future remediation of contaminated sites (if applicable).

Government Grants and Deferred Contributions

Risk of material misstatement related to the completeness of grant revenue and accuracy of timing of revenue recognition.

We will perform substantive audit procedures to address the relevant assertions.

Tangible Capital Assets and Deferred Capital Contributions

Risk of material misstatement related to the classification of tangible capital assets between operating and capital, as well as the completeness of assets.

We will perform substantive audit procedures to address the relevant assertions.

Employee Future Benefits

Risk of material misstatement related to the completeness and accuracy of the liability and related expenses.

We will perform substantive procedures, including review and application of assumptions as well as the use of management’s expert – the Actuary. We will verify that disclosures comply with PSAS.

Salaries and Benefits

Risk of material misstatement related to the completeness and accuracy of expenditures.

We will test selected relevant controls over expenditures and perform substantive procedures.

Contaminated Sites Liability

Risk of material misstatement related to the completeness and accuracy of the liability and related expenses

We will complete discussions with Regional personnel in various departments to determine if a potential liability could exist and if so how it should be properly treated.


Risk of misappropriation of funds as transactions are largely cash based.

We plan to review the systems and controls over the school generated funds at 6 schools (2 additional schools from prior year at the request of the Board). We will also perform substantive tests of details on expense accounts including vouching select transactions to supporting documentation at those schools, For all schools we prepare a trend analysis and follow up on significant differences and obtain a signed representation letters from all Principals. We will also be incorporating the use of our data and analytic tools to perform a more accurate and thorough test of school generated funds.

Other areas of focus

include the following:

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Audit approach (continued) The components over which we plan to perform audit procedures are as follows:

Components Why Our audit approach

Halton Student Transportation Services

Individually financially significant

Audit of component financial information consolidated at the Board’s pro-rata share of financial information.

KPMG LLP will be completing the work over this component. Janet L Allan will be the partner.


require that we obtain an

understanding of the

Board’s organizational

structure, including its

components and their

environments, that is

sufficient to identify those

components that are

financially significant or

that contain specific risks

that must be addressed

during our audit.

Group auditors are

required to be involved in

the component auditors’

risk assessment in order

to identify significant risks

to the group financial

statements. If such

significant risks are

identified, the group

auditor is required to

evaluate the

appropriateness of the

audit procedures to be

performed to respond to

the identified risk.

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Materiality The determination of materiality requires judgment and is based on a combination of quantitative and qualitative assessments including

the nature of account balances and financial statement disclosures:

2015 materiality determination

Comments Amount

Benchmark Based on prior year expenditures for the 2014 school year. This benchmark is consistent with the prior year

$ 335,661,245

% of Benchmark The corresponding percentage for the 2014 audit was 2%. 2%

Materiality Determined in order to plan and perform the audit and to evaluate the effects of identified misstatements on the audit and of any uncorrected misstatements on the financial statements.

The corresponding amount for the 2014 audit was $6,500,000.

$ 6,700,000

Performance materiality Set at 75% of materiality, and used primarily to determine the nature, timing and extent of audit procedures.

The corresponding amount for the 2014 audit was $4,900,000.

$ 5,025,000

Audit Misstatement Posting Threshold (AMPT)

Threshold used to accumulate misstatements identified during the audit.

The corresponding amount for the 2014 audit was $300,000. $ 335,000


require us to re-assess

materiality at the

completion of our audit

based on period-end

results or new information

in order to confirm

whether the amount

determined for planning

purposes remains

appropriate.

Our assessment of

misstatements, if any, in

amounts or disclosures at

the completion of our audit

will include the

consideration of both

quantitative and qualitative

factors.

The first step is the

determination of the

amounts used for planning

purposes as follows.

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Highly talented team Team member Background and experience Discussion of role

David Marks, CPA, CA

Lead Audit Engagement Partner

[email protected] / 905-523-2296

David has over 16 years of experience serving a broad range of clientele, including NPO and Public sector clients. David has provided his clients with accounting assistance and research on technical issues as well as assessing the effectiveness of internal controls

David will lead our audit for HCDSB and be responsibility for the quality and timeliness of everything we do.

He will often be onsite with the team and will always be available and access to you.

Janet L. Allan, FCPA, FCA

Relationship Partner


Janet has extensive experience in auditing and accounting within the public sector. Janet has 35 years experience with KPMG and over 30 years experience providing audit, advisory and accounting advice to school boards. She also provides services to the Ministry of Education, related to Accounting Standards

Janet will work closely with David and management to answer any technical questions applicable to the audit for the year ended August 31, 2015.

Paul Ciapanna

Audit Manager


Paul started with KPMG in 2009 and services a wide range of clients within the public sector. Paul has four years of experience providing direct audit services to school boards across the region.

Paul will work very closely with Janet on all aspects of our audit for HCDSB. He will directly oversee and manage our audit field team and work closely your management team.

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Value for fees The Value of our Audit Services We recognize that the primary objective of our engagement is the completion of

an audit of the consolidated financial statements in accordance with professional

standards. We also believe that our role as external auditors of the Halton

Catholic District School Board, and the access to information and people in

conjunction with our audit procedures, places us in a position to provide other

forms of value. We know that you expect this of us.

We want to ensure we understand your expectations. To facilitate a discussion,

we have outlined some of the attributes of our team and our processes that we

believe enhance the value of our audit service. We recognize that certain of

these items are necessary components of a rigorous audit. We welcome your

feedback.

Extensive industry experience on our audit team – as outlined in our team

summary, the senior members of our team have extensive experience in

audits of school boards and other organizations in your sector. This

experience ensures that we are well positioned to identify and discuss

observations and insights that are important to you;

Current development update sessions – we delivered an information session

on contaminated sites. This session is applicable to your 2015 year end and

was applicable to your March 31, 2015 reporting. The webcast is available

for review at any time. In addition, the individual who presented the session

is available to meet with your senior staff;

Areas of improvement - during the course of our audit, we may become

aware of opportunities for improvements in financial or operational

processes or controls. We will discuss any such opportunities with

management and provide our recommendations for performance

improvement. We will also include a synopsis of these issues and our

recommendations in our discussions with you at the completion of the audit.

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Value for fees (continued) In determining the fees for our services, we have considered the nature, extent and timing of our planned audit procedures as described above.

Our fee analysis has been reviewed with and agreed upon by management.

Our fees are estimated as follows:

Current period (budget)

Prior period (actual)

Audit of the annual financial statements (excluding additional school reviews) $48,700 $47,700

Specified procedures report on 7 month reporting for the Ministry of Education $ 5,900 $ 5,800

Matters that could impact our fees The proposed fees outlined above are based on the assumptions described in the engagement letter dated September 21, 2015.

The critical assumptions, and factors that cause a change in our fees, include:

Significant changes in the nature or size of the operations of the Board beyond those contemplated in our planning processes;

Changes in professional standards or requirements arising as a result of changes in professional standards or the interpretation thereof;

Changes in the time of our work.

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12


Audit cycle and timetable

Our key activities during the

year are designed to achieve

our one principal objective:

To provide a robust audit,

efficiently delivered by

a high quality

team focused

on key issues.

Our timeline is in line with prior

year, with significant risks

discussed before field work to

avoid any last minute surprises.

Planning meeting with

management: September, 2015

Commence year end planning:

September, 2015

Audit plan discussion:

September, 2015

Conducted interim audit field work:

September, 2015

Conduct school visits:

October, 2015

Final fieldwork:

October and November, 2015

Audit findings discussion: November, 2015

Issuance of Audit Report: November, 2015

Planning

Interim fieldwork

Final fieldwork

and reporting

Statutory / Other

Reporting

Debrief

Strategy On-going communication with

Board/Audit Committee and Senior

management

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13


Appendices Appendix 1: Audit Quality and Risk Management

Appendix 2: Required communications

Appendix 3: Current developments

Appendix 4: Thought leadership

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Appendix 1: Audit Quality and

Risk Management KPMG maintains a system of quality control designed to reflect our drive and

determination to deliver independent, unbiased advice and opinions, and also

meet the requirements of Canadian professional standards.

Quality control is fundamental to our business and is the responsibility of every

partner and employee. The following diagram summarises the six key elements

of our quality control systems.

Visit http://www.kpmg.com/Ca/en/services/Audit/Pages/Audit-Quality-

Resources.aspx for more information.

Other controls include:

– Before the firm issues its audit report, a second partner reviews the appropriateness of key elements of the financial statements and other deliverables.

– Technical department and specialist resources provide real-time support to audit teams in the field.

We conduct regular reviews of engagements and partners. Review teams are independent and the work of every audit partner is reviewed at least once every three years.

We have policies and guidance to ensure that work performed by engagement personnel meets applicable professional standards and the firm’s standards of quality.

All KPMG partners and staff are required to act with integrity and objectivity and comply with applicable laws and professional standards at all times.

We do not offer services that would impair our independence.

The processes we employ to help retain and develop people include:

– Assignment based on skills and experience;

– Performance evaluation;

– Development and training; and

– Appropriate supervision and coaching.

We have policies and procedures for deciding whether to accept or continue a client relationship or to perform a specific engagement for that client.

Existing audit relationships are reviewed annually and evaluated to identify instances where we should discontinue our professional association with the client.

Independence, integrity, ethics and objectivity

Personnel management

Acceptance & continuance of

clients / engagements

Engagement performance

standards

Independent monitoring

Other risk management

quality controls

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Appendix 2: Required communications In accordance with professional standards, there are a number of

communications that are required during the course of our audit relationship.

These include:

Engagement letter – the objectives of the audit, our responsibilities in

carrying out our audit, as well as management’s responsibilities, are set out

in the engagement letter and any subsequent amendment letters as

required.

Audit planning report – as attached.

Required inquiries – professional standards require that during the planning

of our audit we obtain your views on risk of fraud and other matters. We

make similar inquiries to management as part of our planning process;

responses to these will assist us in planning our overall audit strategy and

audit approach accordingly.

Are you aware of, or have you identified any instances of, actual, suspected, possible, or alleged non-compliance of laws and regulations or fraud, including misconduct or unethical behaviour related to financial reporting or misappropriation of assets? If so, have the instances been appropriately addressed and how have they been addressed?

What are your views about fraud risks in the entity?

How do you exercise effective oversight of management’s processes for identifying and responding to the risk of fraud in the entity and internal controls that management has established to mitigate these fraud risks?

How is the entity complying with the legal and regulatory framework?

Management representation letter – we will obtain from management at

the completion of the annual audit. In accordance with professional

standards, copies of the representation letter will be provided to the Audit

Committee.

Audit findings report – we will provide this report at the completion of our

audit to the Audit Committee.

Annual independence letter – we will provide this letter at the completion

of our audit to the Audit Committee.

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Appendix 3: Current developments The following is a summary of the current developments that are relevant to the Board.

Standard Summary and implications Reference

PS 3260 – Liability for Remediation and Mitigation of Contaminated Sites

A revised standard has been issued to establish standards on accounting for liabilities relating to future remediation of contaminated sites. This standard requires a Board to record a liability when an authoritative environment standard exists, the contamination in question exceeds the standard and the Board is directly responsible or accepts responsibility for the contamination. Voluntary compliance with a non-authoritative policy or guideline may create a liability. This standard relates predominately to properties that are not in active use, but also relates to those which have contamination from unforeseen events such as spills. This standard is effective for fiscal periods beginning on or after April 1, 2014 (the Board’s fiscal 2015 year-end).

Implications: A liability for remediation of contaminated sites that are no longer in productive use should be recognized when an environmental standard exists, the contamination exceeds the environmental standard, the government is directly responsible or accepts responsibility, it is expected that future economic benefits will be given up and reasonable estimate of the amount can be made. This standard may require the Board to record a liability for contaminated sites that have been previously unrecorded.

The Ministry of Education has included a new contaminated sites process questionnaire into the 7 month reporting related to the period ended March 31, 2015. The questionnaire is intended to capture the implementation of the new standard by school boards and will be used by the Ministry for consolidation of liabilities for contaminated sites. Therefore, the intention of the March 31, 2015 reporting is to include all liabilities for relevant contaminated sites that will also be reported in the Board’s August 31, 2015 fiscal year end financial statements.

For further information, please attend the upcoming webcast and register at:

https://event.webcasts.com/starthere.jsp?ei=1056217&j=35846712&[email protected]&l=17643611_HTML&u=514558180&mid=10490152&jb=1

Please also visit:

http://www.kpmg.com/Ca/en/industry/PublicSector/Pages/liability-for-contaminated-sites-the-clock-is-ticking.aspx

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PS Introduction This standard provides the standards to be followed by government partnerships. Government business partnerships (with all public sector partners) are to follow the standards applicable to publicly accountable entities in Part I of the CPA Canada Handbook Accounting. Non-business government partnerships with only government partners can chose either PSA Standards or the standards applicable to publicly accountable entities in Part I of the CPA Canada Handbook Accounting. Government partnerships that have one or more private sector partners should use the standards determined by the partners. This section also requires government organizations that meet the new definition of government components to apply the PSA Standards

This standard is effective for fiscal periods beginning on or after January 1, 2017 (the Board’s August 31, 2018 year end)

PS 3210 - Assets This standard provides a definition of assets and further expands that definition as it relates to control.

Assets are defined as follows:

They embody future economic benefits that involve a capacity, singly or in combination with other assets, to provide goods and services, to provide future cash inflows, or to reduce cash outflows.

The public sector entity can control the economic resource and access to the future economic benefits.

The transaction or event giving rise to the public sector entity's control has already occurred.

The standard also includes some disclosure requirements related to economic resources that are not recorded as assets to provide the user with better information about the types of resources available to the public section entity.

This standard is effective for fiscal periods beginning on or after April 1, 2017 (the Board’s August 31, 2018 year end).

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PS 3380 – Contractual Rights

This standard defines contractual rights to future assets and revenue.

Information about a public sector entity's contractual rights should be disclosed in notes or schedules to the financial statements and should include descriptions about their nature and extent and the timing. The standard also indicates that the exercise of professional judgment would be required when determining contractual rights that would be disclosed. Factors to consider include, but are not limited to:

(a) contractual rights to revenue that are abnormal in relation to the financial position or usual business operations; and

(b) contractual rights that will govern the level of certain type of revenue for a considerable period into the future.


PS 2200 Related Party Disclosures

This standard relates to related party disclosures and defines related parties. Related parties could be either an entity or an individual. Related parties exist when one party has the ability to control or has shared control over another party. Individuals that are key management personnel or close family members may also be related parties.

Disclosure is only required when the transactions or events between related parties occur at a value different from what would have been recorded if they were not related and the transactions could have a material financial impact on the financial statements. Material financial impact would be based on an assessment of the terms and conditions underlying the transaction, the financial materiality of the transaction, the relevance of the information and the need for the information to enable the users to understand the financial statements and make comparisons.

This standard also specifies the information required to be disclosed including the type of transactions, amounts classified by financial statement category, the basis of measurement, and the amounts of any outstanding items, any contractual obligations and any contingent liabilities. The standard also requires disclosure of related party transactions that have occurred where no amounts has been recognized.


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PS 3430 Restructuring Transactions

A restructuring transaction in the public sector differs from an acquisition as they generally include either no or nominal payment. It also differs from a government transfer as the recipient would be required to assume the related program or operating responsibility.

The standard requires that assets and liabilities are to be measured at their carrying amount. It also prescribes financial statement presentation and disclosure requirements.


PS 3420 Inter-entity Transactions

This standard relates to the measurement of related party transactions and includes a decision tree to support the standard.

Transactions are recorded a carrying amounts with the exception of the following:

In the normal course of business – use exchange amount Fair value consideration – use exchange amount No or nominal amount – provider to use carrying amount; recipient choice of either carrying amount or

value fair. Cost allocation – use exchange amount


Standard of Financial Instruments

A standard has been issued, establishing a standard on accounting for and reporting all types of financial instruments including derivatives. The effective date of this standard has recently been deterred and it is now effective for fiscal periods beginning on or after April 1, 2019 (the Board’s August 31, 2020 year-end).

Implications: This standard will require the Board to identify any contracts that have embedded derivatives and recognize these on the consolidated statement of financial position at fair value. Portfolio investments in equity instruments are required to be recorded at fair value. Changes in fair value will be reported in a new financial statement – statement of remeasurement gains and losses. This standard sets out a number of disclosures in the financial statements designed to give the user an understanding of the significance of financial instruments to the Board. These disclosures include classes of financial instruments and qualitative and quantitative risk disclosures describing the nature and extent of risk by type. The risks to be considered include credit, currency, interest rate, liquidity, and market risk.

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Revised Standard on Foreign Currency Translation

A revised standard has been issued establishing standards on accounting for and reporting transactions that are denominated in a foreign currency.

The effective date of this standard has been deferred and is effective for fiscal periods beginning on or after April 1, 2019 (the Board’s August 31, 2020 year-end). Earlier adoption is permitted. An entity early adopting this standard must also adopt the new financial instruments standard.

Implications: Exchange gains and losses arising prior to settlement are recognized in a new statement of remeasurement gains and losses.

PS 3320 – Contingent Assets

This standard defines contingent assets.

They have two basis characteristics:

An existing condition or situation that is unresolved at the financial statement date. An expected future event that will resolve the uncertainty as to whether an asset exists.

The standard also has specific disclosure requirements for contingent assets when the occurrence of the confirming event is likely.


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Appendix 4: Thought leadership GST/HST Harmonized Audits The Canada Revenue Agency (CRA) has followed through on its intent to focus on

public service bodies (e.g., municipalities, universities, colleges, hospitals,

schools, associations, charities, non-profits, etc.) for purposes of conducting

GST/HST audits. Many public service bodies have undergone audits or have been

contacted to begin an audit.

We offer the following general observations on the impact of the CRA’s increased

focus on the public sector:

It is important that you have a plan in place for a GST/HST audit, including

having a fixed point of contact for the auditor. Planning and managing the audit

is as important as having the appropriate policies and procedures.

The CRA has been focusing on documentation, sharing arrangements, grants

and sponsorships, and the allocation of inputs between taxable and exempt

activities for input tax credit purposes (e.g., the filing of a section 211 election

and claiming of input tax credits on the use of real property).

The CRA has not consistently been applying audit offsets (e.g., allowing

unclaimed input tax credits or rebates) that would help minimize the impact

of any assessments.

Our experience with GST/HST auditors has varied from audit to audit. However,

in each case, the taxpayer has the burden of proof. The best approach is to be

prepared in advance of receiving that call from CRA.

Cyber Security, Is your organization at risk? Cyber attacks are an inevitable part of life today, and the financial and reputational

costs of not being prepared against such attacks are significant. Cyber attacks are

being launched against all forms of valuable information including both financial

and non financial data sources. Estimates suggest the global financial impact of

cybercrime is US$114 billion; companies are thought to bear almost 80% of those

costs. The nature of these attacks and the perpetrators behind them are always

changing. Hacktivists, organized criminals, competitors, and even rogue

governments are mounting attacks with a high level of sophistication and

persistence. These perpetrators have different motives, however are common in

that they are looking to either disrupt or better themselves by stealing another

entity’s data.

Patching servers and installing intrusion detection systems is no longer enough to

protect your critical assets and business processes. Cyber Security has never

been solely about IT; it has always been a business issue first. To survive and

prosper requires a business-wide understanding of the threats, safeguards, and

responses involved. Key elements to consider include:

Preparing your people, processes, infrastructure and technology to resist an

attack

Detecting the attack and initiating your response

Containing and investigating the attack

Recovering from an attack and resuming business operations

Reporting on and improving security

Non-profit organizations should begin to review their organization and consider

Cyber Risks. Key data that may be identified includes key research data; client or

member data, etc.

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kpmg.ca KPMG LLP, an Audit, Tax and Advisory firm (kpmg.ca) and a Canadian limited liability partnership established under the laws of Ontario, is the Canadian member firm of KPMG International Cooperative (“KPMG International”). KPMG member firms around the world have 155,000 professionals, in 155 countries.

The independent member firms of the KPMG network are affiliated with KPMG International, a Swiss entity. Each KPMG firm is a legally distinct and separate entity, and describes itself as such.

© 2015 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved.

The KPMG name, logo and “cutting through complexity” are registered trademarks or trademarks of KPMG International.

62

KPMG LLP Box 976 21 King Street West Suite 700 Hamilton ON L8N 3R1

Telephone (905) 523-8200 Telefax (905) 523-2222 www.kpmg.ca

KPMG LLP is a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. KPMG Canada provides services to KPMG LLP. KPMG Confidential

Mr. Paul McMahon Superintendent of Business & Treasurer Halton Catholic District School Board 802 Drury Lane Burlington, ON L7R 4L3

September 21, 2015

Dear Mr. McMahon,

Except as specified herein, all provisions of the most recent Engagement Letter between KPMG and the Halton Catholic District School Board (“the Entity”) dated September 2, 2014 continue in effect from period to period unless amended or terminated in writing or unless revised due to the issuance of new professional standards.

This letter amends the following terms of our engagement:

FEES

The Entity and KPMG agree to a fee of $48,700 for the year end audit and $5,900 for the 7 month reporting to the Ministry of Education. This does not include any fees for the preparation of the financial statements.

***********

We are available to discuss these amendments to the terms of our engagement with you at any time. For your convenience in confirming these arrangements, we enclose a copy of this letter. Please sign the copy in the space provided and return it to us.

Yours very truly,

Janet Allan, responsible for the engagement and its performance, and for the report that is issued on behalf of KPMG LLP, and who, where required, has the appropriate authority from a professional, legal or regulatory body (905) 687-3275

Appendix B

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2

Enclosure cc: Audit Committee

***********

The terms of the engagement set out are as agreed:

_____________________________________________

Paul McMahon, Superintendent of Business & Treasurer

_____________________________________________

Date (dd/mm/yy)

64

Date (2015) Completed Item Description of Activity

March 26th Ministry Memorandum 2015: B07 Established Financial Statements due date of November 16, 2015April 2nd Ministry Memorandum 2015: SB:07 March 31, 2015 Financial Reporting Requirements (Seven-Month Report - Sept. 2014 to March 2015)April 16th Ministry Memorandum 2015: SB09 2015-16 EstimatesMay 22nd Ministry Memorandum 2015: SB07 Seven-Month Report (Sept. 2014 to March 2015) Submitted to the MinistryJune 2nd Ministry Memorandum 2015: SB:07 Seven-Month Report (Sept. 2014 to March 2015) Submitted to the BoardJuly 13th SBCI Actuarial Valuation Receipt of SBCI Templates and PSAB Reporting Updates, and Commencement of Compilation of Data

August 18th Ministry Memorandum 2015: SB:21 2014-15 Enrolment for Financial Statement PurposesAugust 25th Business Services Memorandum #04 (15-16) Year-End Procedures Memorandum sent to all schools and departments August 25th Business Services Memorandum #05 (15-16) Year-End Rollover Procedures and Training Information for School Generated Funds sent to the schools August 25th Business Services Memorandum #06 (15-16) School Generated Funds Audit Checklist 2014-15 (sent to all Principals)August 25th Business Services Memorandum #07 (15-16) Bank Account & Fraud Inquiry (sent to all Superintendents and Central Office Administrators)

September 8th KPMG Interim Audit Field Work Process analysis, control testing, documentation review and confirmations sent out (during this week)September 9th Ministry Memorandum 2015: SB25 Release of Ministry Financial Statement Forms (EFIS) and TCA/CAPT InformationSeptember 18th Annual Ministry Information Sessions Financial Statement In-Service (external auditors)September 21st Audit Committee - Audit Planning Report KPMG presents audit planning report at the Audit Committee meeting. September 21st Annual Audit Plan from KPMG To the Audit Committee (with this schedule and Ministry Memorandum 2015:SB25 included)September 22nd Annual Ministry Information Sessions Financial Statement In-Service (school board finance personnel)September 22nd Ministry Memorandum 2015: SB:21 EFIS Enrolment Verification email sent to the Finance Office confirming enrolment upload

October 5th KPMG Year-End Audit Field Work Individual school and enrolment audits (during this week) - Six schools selected randomlyOctober 6th Annual Audit Plan from KPMG To the Board (with this schedule and Ministry Memorandum 2015:SB25 included)October 13th SBCI Draft Report-Employee Future Benefits Draft SBCI actuarial valuation report of employee future benefitsOctober 13th KPMG Year-End Audit Field Work KPMG staff on site during this weekOctober 16th SBCI Final Report-Employee Future Benefits Final SBCI actuarial valuation report on employee future benefitsOctober 19th KPMG Year-End Audit Field Work KPMG staff on site during this weekOctober 26th KPMG Year-End Audit Field Work KPMG staff on site during this week

November 2nd KPMG Year-End Audit Field Work Finance Staff Meeting with KPMG to review Draft Audited Financial Statements and Audit Findings November 16th Draft Audited Financial Statements Audit Committee Approval and Presentation of Audit Findings Report November 17th Draft Audited Financial Statements Board ApprovalNovember 17th Ministry Memorandum 2015: SB25 Activation of completed EFIS Forms by Superintendent of BusinessNovember 18th Ministry Memorandum 2015: SB25 Submission of Ministry Financial Statement Forms (EFIS) & Final Audited Financial Statements (signed)November 20th Final Audited Financial Statements Place on Board's Public Website and Staffnet (signed)November 20th Final Audited Financial Statements Publish notice in local newspapers [in accordance with Section 252(2) of the Education Act]November 30th Ministry Memorandum 2015: SB25 Submission of completed Capital Analysis and Planning Template (CAPT) to the MinistryDecember 1st Management Letter (Draft) Present Draft Management Letter with management responses at Administrative Council

December 15th Management Letter (Final) Receive Final Management Letter from KPMG

December 18th Management Letter (Final) Send Final Management Letter to all Principals/Vice-Principals through numbered Business Services Memo

December 18th Management Letter (Final) Send the specific Management Letter points to the four selected schools and respective superintendent December 18th Management Letter (Final) Send the Management Letter with management responses to the Audit Committee

Note: Items in Italics are to be confirmed, either, or both in term of date of completion and title.

Halton Catholic District School Board

2014-15 Year-End Schedule

Z:\4 - Administrative Assistant\Board, Admin, Policy Meetings\Board Reports\2015-2016\2015-10-06\10_3 2014-15 Year-End Audit Planning Report from KPMG\Appendix C - 2014-15 Year-End Schedule9/24/2015 1:21 PM

Appendix C

65

of 4

Ministry of Education

Financial Analysis and Accountability Branch 20th Floor, Mowat Block 900 Bay Street Toronto ON M7A 1L2

Ministère de l’Éducation

Direction de l’analyse et de la responsabilité financières 20e étage, Édifice Mowat 900, rue Bay Toronto ON M7A 1L2

2015:SB25

MEMORANDUM TO: Senior Business Officials

FROM: Marie Li Director Financial Analysis and Accountability Branch

DATE: September 9, 2015

SUBJECT: 2014-15 Financial Statements (DSB)

I am pleased to inform you that the 2014-15 Financial Statements, related guides and instructions are now available through the Financial Statements link on the “Reporting to the Ministry” section of the Financial Analysis and Accountability Branch (FAAB) website at https://efis.fma.csc.gov.on.ca/faab

Please submit your 2014-15 Financial Statements through EFIS 2.0 at https://efis.fma.csc.gov.on.ca/workspace/index.jsp. Files that will assist boards in completing their financial statements have been posted on the “Reporting to the Ministry” section of the FAAB website.

Information Sessions The Ministry will hold information sessions this month to highlight changes to the financial statements as well as providing updates in other areas, including:

· New functionalities in EFIS 2.0 on Tangible Capital Assets (TCA) and Asset Heldfor Sales

· New PSAB reporting requirement on contaminated sites· Updates to the Capital Analysis and Planning Template (CAPT)

Dates and locations of the upcoming information sessions have recently been sent to school boards and their auditors.

Appendix D

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https://efis.fma.csc.gov.on.ca/faab

https://efis.fma.csc.gov.on.ca/workspace/index.jsp

Contaminated Sites The new PSAB accounting standard on Liability for Contaminated Sites (PS3260) is applicable for fiscal years beginning on or after April 1, 2014 (i.e. the 2014-15 school year). The Ministry has previously communicated to the sector in May 2014 regarding this new standard through memoranda 2014:B07 and 2014:SB13.

The initial liability for contaminated sites will be applied retroactively without restatement, that is, it will be recorded as an adjustment to the opening accumulated surplus as at September 1, 2014 based on the amount reported by the boards in the 2015 March Report. Any adjustment (reduction) to the opening balance will not impact budget compliance for the 2014-15 year. However, subsequent liabilities for new contaminated sites or changes in liabilities for existing contaminated sites will impact the in-year expense and budget compliance.

Additional reporting requirements on the contaminated sites will be covered in the information sessions.

ONSIS enrolment data refresh and cut-off As indicated in Memorandum 2015: SB21, the enrolment from ONSIS is now loaded directly into EFIS 2.0 on a daily basis. Any changes made in ONSIS at the end of a day will be refreshed in EFIS 2.0 by noon, the next working day. This refresh process will continue until September 30, 2015. Boards are advised to review their enrolment information in EFIS 2.0 and make any corrections in ONSIS before the cut-off date.

School ID Process In Memorandum 2014: SB30, the Ministry has requested that school boards verify the list of all operating schools for 2014-15 and 2015-16 based on the Ministry’s most current information which includes all available metadata as of December 2014. The Ministry had reviewed the submitted lists and contacted the boards if any additional information was required. The reviewed list is used to populate EFIS 2.0 school level input forms. Any schools that are not on the final list will not be entitled to school based funding for the 2014-15 Financial Statements.

Capital Analysis and Planning Template (CAPT) As in previous years, boards will be required to submit the Capital Analysis and Planning Template (CAPT) as part of the year-end reporting process to the Ministry. As a reminder this template is used for various purposes such as OFA financing requests, approval to proceed for capital projects requests, capital priorities support tool, tracking system for capital projects and to assess a board’s financial capital position. CAPT’s will be pre-populated with capital and financial data based on the most recent approved CAPT (2013-14) and any new projects approved by the Ministry during the 2014-15 fiscal year. Boards are asked to review and update the CAPT to ensure all approved projects post August 31, 2014 and capital activities during 2014-15 are reflected.

Page 2 of 4

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Boards are also required to provide updated information with regards to their financial position, as reported in their 2014-15 financial statements.

CAPT’s will be available to boards by late-September. Boards are asked to submit their updated CAPT to the Ministry by November 30, 2015 to ensure sufficient time for

Page 3 of 4

Ministry’s review to support OFA financing requests.

Submission of Financial Reports

Financial Statements Please submit electronically by November 13, 2015 a copy of:

· Certificate of the Director of Education · Compliance Report · Schedules 1, 1.1, 1.2, 1.3;9, 10 and 10ADJ · Section 1A summary; · The audited Financial Statements, including the auditor’s report and the notes.

Only the Certificate from the Director of Education and Schedule 1 in the aforementioned documents requires the signatures from the Director of Education and the Chair.

The documents should be saved in pdf file format and submitted as an attachment to the following email: [email protected]

The file name used should follow the naming convention specified on the FAAB website and boards are asked to include the following text in the subject line of the email “2014-15 Financial Statements Supporting Documentation – DSB ##”.

To facilitate the Provincial budgeting process, EFIS forms must be submitted by November 13, 2015. Due to the timing of board meetings, the ministry is cognizant that the published financial statements, notes to the financial statements and auditor’s report may not be finalized at November 13th. If this is the case, these three documents may be submitted after November 13th, but no later than December 4th. An EFIS submission is still required as of November 13th. If any financial information changes as a result of the board meeting, boards must resubmit the EFIS forms by December 4th.

Late Submissions It is important that boards meet the due dates above because the information is needed for the interim reporting in the provincial budget. The ministry will implement cash flow penalties for financial statements that are not received in EFIS by November 13th, 2015 except for instances where the ministry has granted an extension for submission based on extenuating circumstances. In those instances, cash flow penalties will be applied if the board does not submit by the extended date.

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mailto:[email protected]

http://faab.edu.gov.on.ca/Estimates/2014-2015/DSB/NamingConvention.xls

The board’s regular cash flow will be reduced by 50% where a board has not submitted its Financial Statements in EFIS by November 13th, 2015 (or a ministry approved extended date as noted above). Upon submission of the Financial Statements, the ministry will revert back to the normal monthly payment process and will include in the monthly payment the total amount withheld up to that point.

Contacts For questions relating to Contaminated Sites Liabilities, please contact Elizabeth Sinasac at (416) 325-8527 [email protected]

Page 4 of 4

Questions relating to the TCA detail input and activities for capital asset reporting should be directed to Soundari Vigneshwaran at (416) 326-9168 or [email protected]

For other questions on the financial statements package, please contact your Ministry Financial Analyst. The complete listing of the Financial Analysts and their contact information can be found on the FAAB website under the “Contact Us” section at http://faab.edu.gov.on.ca/Contact_Us.htm

For user/navigation assistance on EFIS, contact:

Name Phone Email Stevan Garic (416) 327-0697 [email protected] Emily Wells (416) 325-2036 [email protected] Ruby Hou (416) 325-2052 [email protected] Martin Fry (416) 327-9061 [email protected]

For login assistance, contact:

Name Phone Email EFIS Support N/A [email protected] Mark Bonham (416) 325-8571 [email protected]

Original signed by:

Marie Li Director Financial Analysis and Accountability Branch

cc: Directors of Education

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http://faab.edu.gov.on.ca/Contact_Us.htm







Parent Reaching Out (Pro) Grants For Schools Page 1 of 2

Regular Board Meeting October 6, 2015


PARENT REACHING OUT (PRO) GRANTS FOR SCHOOLS

PURPOSE:

Strong parent engagement is an important factor and direct link to student achievement. The Ministry of

Education provides opportunities for all School Councils to apply for Parent Reaching Out (PRO) Grants

each year to enhance and improve Parent Engagement in schools.


The Ontario government has offered Parent Councils the opportunity to apply for Parent Reaching Out

Grants since 2006. These grants promote parent engagement at the local, regional and provincial levels.

The grants are intended to assist parents in finding ways of involving more parents in their own

community in supporting student achievement and well-being. There are two types of grants:

One in which only School Councils can apply *

One in which parent organizations, Parent Involvement Committees, publically funded school boards,

non-profit organizations and postsecondary institutions operating in Ontario can apply.

*The maximum grant a school project can be awarded is $1000.

Over the years, School Councils of the Halton Catholic District School Board have been very successful in

securing these PRO Grants.

REMARKS:

The 2015-2016 approved Parent Reaching Out (PRO) Grants have been released by the Parent and

Community Engagement Office (PECO) of the Ministry. This year a total of 33 school projects from the

Halton Catholic District School Board have been approved totaling $31,635.00, indicated on Appendix A.

The projects awarded are varied in topic and based upon school needs. Various topics related to Parent

Engagement include Overcoming Obstacles to Learning, Social Media Safety, Numeracy, Healthy Living,

Teen Stress and Anxiety, and Positive Mental Health to name a few.

School Councils will be required to provide a report back to the Ministry confirming expenditure of grant

funds as well as results that were achieved to enhance parent engagement. Funds will need to be

expended by June 30, 2016.

In addition, $15,000.00 has been granted to CPIC (Catholic Parent Involvement Committee) in response

to their application for the PRO Regional funding. The Parents Reaching Out (PRO) Regional/Provincial

Grants is an application-based program that supports parents In identifying barriers to parent engagement

In support of student achievement and wellbeing in their own community, and finding local solutions to

help more parents get involved. The 2015 Parent Speaker Series Project will engage parents in the

Halton Catholic District School Board through webinars, videos and events throughout the school year,

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Parent Reaching Out (Pro) Grants For Schools Page 2 of 2

which include topics in five possible key areas: math curriculum; health and physical education curriculum;

anxiety and mental health; full-day kindergarten program; and Aboriginal education.

CPIC will be required to provide a report back to the Ministry confirming expenditure of grant funds as well

as results that were achieved to enhance parent engagement. Funds will need to be expended by June

30, 2016.

CONCLUSION:

Attached is a list of the successful School Council Pro Grants for the 2015-2016 school year for the

Halton Catholic District School Board.

REPORT PREPARED & T. OVERHOLT

SUBMITTED BY: SUPERINTENDENT OF EDUCATION, SCHOOL SERVICES



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Appendix A

HCDSB Parents Reaching Out Grants for School Councils 2015-2016

MIDENT School Name Project Title Amount

693987 Canadian Martyrs CES Information Evenings for Parents $ 1,000

697125 Christ the King CSS Teen Stress and Anxiety $ 1,000

761182 Corpus Christi CSS Information Sessions for Parents $ 1,000

708160 Guardian Angels CES Student Wellness Evening $ 1,000

714712 Holy Cross CES Holy Cross Parent Numeracy Night $ 600

719005 Holy Rosary CES, Milton Healthy Families Through Embracing Positivity and the Arts $ 1,000

718483 Holy Rosary CES, Burlington Physical Literacy Evening $ 1,000

704300 Holy Trinity CSS Information Sessions for Parents $ 1,000

696392 Jean Vanier CSS Parent Information Evening $ 1,000

687394 Lumen Christi CES Descriptive Feedback Prompts $ 1,000

729159 Mother Teresa CES Overcoming Obstacles to Learning $ 1,000

738271 Notre Dame CSS Presentation on the Teenage Brain $1,000

737147 Our Lady of Fatima CES Resiliency $ 1,000

758280 Sacred Heart of Jesus CES Positive Mental Health $ 1,000

777650 St Bernadette CES Healthy Minds And Bodies For The Whole Family $ 1,000

780871 St Brigid School CES Promoting Family Literacy $ 1,000

781436 St Catherine of Alexandria CES Parent Engagement workshop $ 1,000

786861 St Dominic CES Family Fitness Event $ 1,000

792039 St Francis of Assisi CES Family Fitness Event $ 1,000

793884 St Gabriel CES Parent Engagement Project $ 1,000

798827 St James CES Curriculum Event with Parents $ 500

801283 St Joan of Arc CES Healthy Minds, Healthy Families $ 1,000

805530 St John CES, Oakville Healthy Living Workshop $ 1,000

809144 St Joseph CES, Acton Numeracy in Cooking for Families $ 1,000

814296 St Joseph CES, Oakville Sessions on Healthy Lifestyle $ 1,000

823180 St Matthew CES Social Networking Safety $ 1,000

834319 St Michaels CES Understanding the Language of Our Youth via Social Media $ 1,000

839442 St Patrick CES Everyone Can Succeed in Math with a Growth Mindset! $ 1,000

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MIDENT School Name Project Title Amount

840912 St Paul CES Health and Wellness $ 700

683661 St. Anthony of Padua CES Science: A Family Affair $ 1,000

681054 St. Benedict CES Parent Communication $ 1,000

680039 St. John Paul II CES Socially Safe Social Media $ 1,000

681423 St. Mary Catholic CES Creating Digital Citizens $ 835

Halton CDSB 33 $ 31,635

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St. Ann Education Resource Centre Relocation Page 1 of 3

Regular Board Meeting Tuesday, October 6, 2015 INFORMATION REPORT ITEM 10.6

ST. ANN EDUCATION RESOURCE CENTRE

RELOCATION

PURPOSE: To inform the Board on the relocation of the St. Ann Education Resource Centre, located at 2123 Hixon Street, Oakville to surplus classroom spaces in Burlington.

BACKGROUND INFORMATION: St. Ann School, Oakville was constructed in 1965 and was closed as an active school in 1996 as part of a school closure and consolidation process, which included St. Dominic and St. Joseph Catholic Elementary Schools.

Since the closure of St. Ann School, the school building has accommodated the Board’s Education Resource Centre (ERC). The ERC facility included the Board’s Library Services Department, Curriculum Itinerants and Audio/Visual Services storage.

The accommodation of the ERC at the St. Ann building was considered temporary until a more permanent facility was available. Subsequently, building maintenance and repairs to the St. Ann facility have been frugal. Over the years, there have been numerous complaints and concerns regarding the conditions at the ERC facility. In June 2015 after a review of the necessary repairs for the St. Ann building, it was determined that the strategy of minimal maintenance was no longer feasible for the ERC and some costly repairs were required. The immediate priority was the replacement of the roof as it was no longer repairable. The roof consists of the original membrane, which is over 50 years old. The cost to replace the roof is estimated at $500,000. The second replacement priority was the building heating system. Heat to the building is provided by the original boiler, installed in 1965. The reliability and remaining life of the boiler is unpredictable and the boiler is in need of replacement. The estimated cost to replace the heating system is approximately $75,000 and air-conditioning would not be included as part of the replacement cost.

Other facility improvements and building replacement items requested over the years included the asphalt parking area, window and door replacements, painting, flooring, ceiling tiles, keying system, and washroom upgrades. However, these and similar requests have been deferred. Furthermore, it is only a matter of time until these deferred building maintenance items will need to be addressed resulting in further costly expenditures to operate the St. Ann facility. To date only health and safety items have been addressed on an as needed basis. The cost to operate and maintain the St. Ann facility is considerable, given the age and condition of the building. The average annual operations and maintenance cost for the St. Ann ERC location is approximately $100,000 per year.

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Please refer to Appendix A for additional background information regarding site details, floor plans, and photos of the St. Ann facility.

COMMENTS:

The need for approximately $575,000 in immediate repairs to the St. Ann ERC building precipitated the search for alternative accommodation options for the staff assigned to the ERC, and the building contents.

Similar to the limited financial resources available to repair the St. Ann building, there are limited resources available to lease a commercial/industrial building to accommodate the ERC, let alone the resources to purchase a facility to accommodate the ERC.

Due to declining student enrolment in certain schools throughout the Board, there has been an increase in the underutilization of these school buildings or in other words, there has been an increase in the number of surplus classrooms in certain schools. The need for alternative ERC accommodations and the availability of surplus classrooms provided the opportunity to repurpose some of the Board’s surplus classroom spaces.

The preferred location for the new ERC facilities would be in close proximity to the Catholic Education Centre in Burlington. Therefore, surplus classroom spaces in schools near the Catholic Education Centre were investigated.

The three groups accommodated at the St. Ann ERC site were: 1) Library Services

2) Audio/Visual Services Storage

3) Curriculum Itinerants After a review of the available surplus classrooms and the future student enrolment projections, the above listed groups were reassigned to the following school locations:

1) Library Services were relocated to three classrooms and a storage room on the ground floor near the Custodial Receiving Area at Notre Dame Catholic Secondary School, Burlington. Less circulated items were stored in a classroom at St. Paul Catholic Elementary School, Burlington, and at a classroom at St. Patrick Catholic Elementary School, Burlington. As student enrolment continues to decline at Notre Dame Catholic Secondary School, additional surplus classrooms are expected to be available at the school to accommodate any future growth or consolidation of Library Services. See Appendix B

2) An Audio/Visual Storage room was set up at St. Patrick Catholic Elementary School. See Appendix B

3) The Curriculum Itinerants were also relocated to Notre Dame Catholic Secondary School. Staff work stations were set up in two adjoining work rooms on the second floor of the school. See Appendix C

Moving expenses, disposition of obsolete materials, relocating classrooms, creating new workspaces for staff, and other expenses to facilitate the moving of the ERC staff and its holdings to other Board owned surplus facilities amounted to approximately $64,000. See Table No. 1 – St. Ann ERC Relocation Expenses. The incremental cost to accommodate the ERC staff and its holdings in the designated surplus classroom spaces would be minimal, if any. The elimination of the use of the St. Ann facility to accommodate the ERC could avoid the expenditure of up to approximately $80,000 per year. The estimated cost to operate and maintain the St. Ann facility for the 2015/16 school year is approximately $18,500. See Table No. 2 – 2014/2015 St. Ann ERC Operating Expenses and Table No. 3 – Projected 2015/16 St. Ann ERC Operating Expenses.

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Additional operating cost reductions could be achieved on a long term basis if the St. Ann building was demolished. A Staff Report including recommendations will be presented at the next Regular Meeting of the Board on October 20, 2015 regarding the status of the St. Ann facility.

CONCLUSION:

The deteriorating building conditions at the St. Ann Education Resource Centre, required approximately $575,000 in immediate repairs to the St. Ann building, or the relocation of the staff at the ERC to alternative accommodations. It was determined that the high and ongoing future maintenance costs to operate the St. Ann facility would not be financially viable in the long term. Therefore surplus classroom spaces in Burlington schools located in close proximity to the Catholic Education Centre would be the most cost effective accommodations for the ERC staff and its holdings. Furthermore, the annual operations and maintenance costs for the St. Ann facility would be significantly reduced and the incremental operation costs to accommodate the ERC staff and its holdings in surplus classroom spaces would be minimal.

At the October 20, 2015 Board Meeting, a Staff Report including recommendations regarding the status of the St. Ann facility will be presented to Trustees for consideration.

REPORT PREPARED BY: R. MERRICK ADMINISTRATOR, SCHOOL OPERATIONS AND MAINTENANCE REPORT SUBMITTED BY: G. CORBACIO SUPERINTENDENT, FACILITY MANAGEMENT SERVICES REPORT APPROVED BY: P. DAWSON DIRECTOR OF EDUCATION AND SECRETARY OF THE BOARD

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St. Ann Education Resource Centre Relocation - Appendices Page 1 of 13

APPENDIX A – ST. ANN EDUCATION RESOURCE CENTRE

FIGURE A.1 – ST. ANN EDUCATION RESOURCE CENTRE SITE PLAN AND DATA

77


FIGURE A.2 – ST. ANN EDUCATION RESOURCE CENTRE FLOOR PLAN

FIGURE A.3 – ST. ANN EDUCATION RESOURCE CENTRE FRONT ELEVATION

78


FIGURE A.4 – WATER DAMAGE FROM ROOF LEAKS AT ST. ANN EDUCATION RESOURCE CENTRE

FIGURE A.5 – ORIGINAL BOILER AT ST. ANN EDUCATION RESOURCE CENTRE

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APPENDIX B – LIBRARY SERVICES

FIGURE B.1 – LIBRARY SERVICES LOCATION AT NOTRE DAME CATHOLIC SECONDARY SCHOOL

FIGURE B.2 – LIBRARY SERVICES ROOMS AT NOTRE DAME CATHOLIC SECONDARY SCHOOL (1ST FLOOR)

Library Services

Custodial Receiving

Area

Library Services

80


FIGURE B.3 – LIBRARY SERVICES ROOM LAYOUT AT NOTRE DAME CATHOLIC SECONDARY SCHOOL

Library Services

81


FIGURE B.4 – BOOK STORAGE AT NOTRE DAME CATHOLIC SECONDARY SCHOOL (ROOM 139)

FIGURE B.5 – RESOURCE KIT STORAGE AT NOTRE DAME CATHOLIC SECONDARY SCHOOL (ROOM 138)

82


FIGURE B.6 – LIBRARY SERVICES LOCATION AT ST. PAUL CATHOLIC ELEMENTARY SCHOOL

FIGURE B.7 – LIBRARY SERVICES OFFSITE STORAGE ROOM LAYOUT AT ST. PAUL CATHOLIC ELEMENTARY

SCHOOL

Library Services

Library Services

83


AUDIO VISUAL SERVICES STORAGE

FIGURE B.8 – AUDIO/VISUAL SERVICES STORAGE LOCATION AT ST. PATRICK CATHOLIC ELEMENTARY

SCHOOL

Audio/Visual Services Storage

Library Services Offsite Storage

84


FIGURE B.9 – AUDIO/VISUAL SERVICES STORAGE ROOM AT ST. PATRICK CATHOLIC ELEMENTARY

SCHOOL (ROOM 116)

Library Services Offsite Storage

Audio/Visual Services Storage

85


APPENDIX C – CURRICULUM ITINERANT WORKSPACES

FIGURE C.1 – CURRICULUM SERVICES ITINERANT TEACHER WORKSPACE LOCATION AT NOTRE DAME

CATHOLIC SECONDARY SCHOOL

FIGURE C.2 – CURRICULUM SERVICES ITINERANT TEACHER ROOMS AT NOTRE DAME CATHOLIC

SECONDARY SCHOOL (2ND FLOOR)

Itinerant Workspaces

Itinerant Workspaces

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FIGURE C.3 – CURRICULUM SERVICES ITINERANT TEACHER WORKSPACE ROOM LAYOUT AT NOTRE DAME

CATHOLIC SECONDARY SCHOOL

FIGURE C.4 – CURRICULUM SERVICES ITINERANT TEACHER WORKSPACES AT NOTRE DAME CATHOLIC

SECONDARY SCHOOL (ROOM 205)

Custodian Room

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TABLE NO. 1

St. Ann Education Resource Centre (ERC)

Relocation Expenses

Moving Services – St. Ann ERC $36,000

Moving Services – Setup at Notre Dame CSS $3,600

Moving Services – Classroom Prep at Notre Dame CSS

$900

Millwork – Library Services, Curriculum Itinerants and Relocated Classrooms

$9,300

Painting & Flooring $4,600

Electrical – Library Services and Curriculum Itinerants

$9,300

Grand Total $63,700

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TABLE NO. 2

St. Ann Education Resource Centre

2014-15 School Year Operating Expenses

Electricity $12,000

Natural Gas $12,000

Water $4,000

General Repairs (electrical, plumbing, etc.) $20,000

HVAC $12,000

Snow Removal $11,000

Landscaping / Grounds $2,500

Total Operations and Maintenance $73,500

0.5 FTE Custodian (wages + benefits) $27,000

Grand Total $100,500

TABLE NO. 3

St. Ann Education Resource Centre

Projected 2015-16 Operating Expenses

Electricity $3,000

General Repairs (electrical, plumbing, etc.) $10,000

Snow Removal $3,000

Landscaping / Grounds $2,500

Grand Total $18,500

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2015-16 Portable Classrooms and Surplus Classrooms Summary Page 1 of 5

Regular Board Meeting Tuesday, October 6, 2015 INFORMATION REPORT ITEM 10.7

2015-16 PORTABLE CLASSROOMS AND SURPLUS CLASSROOMS

SUMMARY PURPOSE: To report on the Board’s 2015-16 school year portable classroom accommodation needs and surplus classrooms in schools.

BACKGROUND INFORMATION: The Board has traditionally managed student enrollment growth pressures by utilizing temporary portable classroom accommodations at schools where the enrollment exceeds the functional capacity of the school building. Enrollment is driven by many factors and can trend differently throughout the many school communities of Halton Region. All of the Board’s portable classroom units are leased to provide greater flexibility in meeting enrollment adjustments, while ensuring that excess units and the associated costs are never incurred.

COMMENTS:

For the 2015-16 school year, overall student enrollment continued to grow in the Board. As a result, 18 additional portable classroom units were required, with 14 units placed at elementary schools and 4 units placed at secondary schools. The majority of student growth was in Milton and Oakville where 13 new portable classrooms were added in Milton and 6 additional units in Oakville. Furthermore, 1 portable classroom unit was no longer required in Halton Hills, while there were no portable classroom changes in Burlington. Table 1 provides an overview of the 2015-16 portable classroom needs as compared to the 2014-15 school year needs.

Table 1 – Year-Over-Year Portable Classroom Accommodation Needs

Elementary Secondary Elementary Secondary Elementary Secondary

Assumption 0 0 0 0 0 0Corpus Christi 0 0 0 0 0 0Notre Dame 3 0 3 0 0 0

Halton Hills Christ the King 20 8 19 8 -1 0Bishop Reding 11 16 15 20 +4 +4

Jean Vanier 18 0 23 0 +5 0Holy Trinity 11 0 12 0 +1 0

St. Ignatius of Loyola 13 0 15 0 +2 0St. Thomas Aquinas 10 0 13 0 +3 0

86 24 100 28 +14 +4

2014-15 Portable Classrooms

2015-16 Portable Classrooms

Burlington

Milton

Oakville

Municipality Family of SchoolsDifference

Board Total110 128 +18

- No Change - Decrease in Portable Classrooms - Increase in Portable Classrooms

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The Board has experienced the number of portable classrooms needed trending downwards from 2007-08 to 2014-15, with a 38% reduction in the number of units required over that time period. However, with growing enrollment and no new schools opening for the 2015-16 school year the number of portable classrooms required increased for the 2015-16 school year. Figure 1 shows the historical trends in portable classroom accommodation needs by municipality.

Figure 1 – Historical Portable Classroom Accommodation Needs by Municipality Conversely to the increase in portable classrooms required, surplus classrooms have decreased for the 2015-16 school year. Reductions occurred in both the elementary and secondary panels, with 7 and 26 fewer surplus classrooms, respectively. Milton had the largest change with 22 fewer surplus classrooms in 2015-16 than in 2014-15. Burlington and Oakville followed with a net reduction of 4 and 8 surplus classrooms, respectively. There was very little change in Halton Hills with an increase of only 1 surplus classroom at the elementary panel. Table 2 shows a breakdown of the changes in surplus classrooms by Family of Schools for the 2015-16 school year as compared to the 2014-15 school year.

Table 2 – Year-Over-Year Surplus Classrooms

Elementary Secondary Elementary Secondary Elementary Secondary

Assumption 17 3 20 2 +3 -1Corpus Christi 4 12 3 11 -1 -1Notre Dame 9 9 8 6 -1 -3

Halton Hills Christ the King 0 0 1 0 +1 0Bishop Reding 3 0 4 0 +1 0

Jean Vanier 20 26 8 15 -12 -11Holy Trinity 7 5 9 5 +2 0

Loyola 2 14 2 11 0 -3St. Thomas Aquinas 16 7 16 0 0 -7

78 76 71 50 -7 -26

2014-15 Surplus Classrooms

2015-16 Surplus Classrooms

Burlington

Milton

Oakville

Board Total154 121 -33

Municipality Family of SchoolsDifference

- No Change - Decrease in Portable Classrooms - Increase in Portable Classrooms

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The reduction in the number of surplus classrooms for the 2015-16 school year breaks a trend of 4 consecutive years of increases in the number of surplus classrooms. The primary drivers for the increase in the number of surplus classrooms from 2010-11 to 2014-15 were:

a) The opening of new schools in Milton to accommodate future enrollment growth;

b) The opening of new schools in Oakville to accommodate future enrollment growth;

c) Slowing enrollment growth in certain Burlington and Oakville established school communities, resulting in an increase in surplus classrooms.

With no new schools opening for 2015-16 and continuing enrollment growth, the number of surplus classrooms decreased for the current school year. However, in some school communities with continued declining enrollment an increase in surplus classrooms is inevitable. Figure 1 illustrates the historical trends in surplus classrooms by municipality.

Figure 2 – Historical Surplus Classrooms by Municipality

To contain operating expenses, surplus classrooms are closely monitored by staff. Many surplus classrooms are allocated to schools for program purposes, Board wide system uses or are closed to avoid unnecessary costs.

Appendix A outlines the portable classroom and surplus classroom changes by school from the 2014-15 school year to the 2015-16 school year.

CONCLUSION:

As student enrollment continues to grow within the Board, there has been an increase in portable classroom accommodation needs and a decrease in surplus classrooms. For the 2015-16 school year the number of portable classroom units increased from the 2014-15 school year by 18 to a total of 128 units. The number of surplus classrooms has decreased by 33 classrooms in 2015-16 to 121 surplus classrooms throughout the Board. Milton experienced the largest year-over-year change with 13 new portable

92


classrooms added and 22 fewer surplus classrooms. Moderate changes in Oakville with an increase of 6 portable classrooms and 8 fewer surplus classrooms. Burlington and Halton Hills had only nominal changes in classroom utilization.

Staff will continue to monitor portable classroom and surplus classroom utilization to contain operating expenditures wherever possible. REPORT PREPARED BY: R. MERRICK ADMINISTRATOR, SCHOOL OPERATIONS AND MAINTENANCE REPORT SUBMITTED BY: G. CORBACIO SUPERINTENDENT, FACILITY MANAGEMENT SERVICES REPORT APPROVED BY: P. DAWSON DIRECTOR OF EDUCATION AND SECRETARY OF THE BOARD

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APPENDIX A – PORTABLE AND SURPLUS CLASSROOMS BY SCHOOL

2014-15 2015-16 Difference 2014-15 2015-16 DifferenceAssumption 0 0 0 3 2 -1Ascension 0 0 0 4 4 0Holy Rosary (B) 0 0 0 1 2 +1St. John (B) 0 0 0 3 4 +1St. Patrick 0 0 0 4 4 0St. Paul 0 0 0 3 3 0St. Raphael 0 0 0 2 3 +1

Family Total 0 0 0 20 22 +2Corpus Christi 0 0 0 12 11 -1Sacred Heart of Jesus 0 0 0 2 2 0St. Anne 0 0 0 1 0 -1St. Christopher 0 0 0 0 1 +1St. Elizabeth Seton 0 0 0 1 0 -1

Family Total 0 0 0 16 14 -2Notre Dame 0 0 0 9 6 -3Canadian Martyrs 0 0 0 2 2 0St. Gabriel 3 3 0 0 0 0St. Mark 0 0 0 6 6 0St. Timothy 0 0 0 1 0 -1

Family Total 3 3 0 18 14 -4Christ the King 8 8 0 0 0 0Holy Cross 0 0 0 0 1 +1St. Brigid 5 6 +1 0 0 0St. Catherine of Alexandria 9 10 +1 0 0 0St. Francis of Assisi 2 0 -2 0 0 0St. Joseph (A) 4 3 -1 0 0 0

Family Total 28 27 -1 0 1 +1Bishop Reding 16 20 +4 0 0 0Holy Rosary (M) 0 0 0 0 2 +2Our Lady of Victory 0 0 0 3 2 -1St. Anthony of Padua 4 9 +5 0 0 0St. Peter 7 6 -1 0 0 0

Family Total 27 35 +8 3 4 +1Jean Vanier 0 0 0 26 15 -11Guardian Angels 7 9 +2 0 0 0Lumen Christi 0 0 0 5 3 -2Our Lady of Fatima 11 10 -1 0 0 0Queen of Heaven 0 4 +4 1 0 -1St. Benedict 0 0 0 14 5 -9

Family Total 18 23 +5 46 23 -23Holy Trinity 0 0 0 5 5 0Our Lady of Peace 0 0 0 2 3 +1St. Andrew 8 9 +1 0 0 0St. John (O) 0 0 0 3 4 +1St. Marguerite d’Youville 3 3 0 0 0 0St. Michael 0 0 0 2 2 0

Family Total 11 12 +1 12 14 +2St. Ignatius of Loyola 0 0 0 14 11 -3Mother Teresa 0 0 0 2 2 0St. John Paul II 9 9 0 0 0 0St. Bernadette 1 3 +2 0 0 0St. Joan of Arc 0 0 0 0 0 0St. Matthew 3 3 0 0 0 0

Family Total 13 15 +2 16 13 -3St. Thomas Aquinas 0 0 0 7 0 -7Holy Family 0 0 0 3 3 0St. Dominic 2 4 +2 0 0 0St. James 0 0 0 8 9 +1St. Joseph (O) 6 4 -2 0 0 0St. Luke 0 0 0 3 4 +1St. Mary 0 4 +4 2 0 -2St. Vincent 2 1 -1 0 0 0

Family Total 10 13 +3 23 16 -7110 128 +18 154 121 -33

Milto

nO

akvi

lle

Board Total

Portable Classrooms Surplus ClassroomsSchool

Burli

ngto

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THE HALTON CATHOLIC DISTRICT SCHOOL BOARD APPROVED

Minutes of Catholic Parent Involvement Committee Meeting (CPIC) Monday, June 1, 2015 7:00 p.m. - Board Room C. E. C., 802 Drury Lane, Burlington In Attendance: B. BELANGER; K. BLOOMFIELD; C. CARLEY; A. DANKO; A. GONZALEZ; L. HARTMAN;

J. HUNTER; L. KOSTER; A.A. LEMAY; R. LUISETTO; E. MACDONALD

T. OVERHOLT; R. STAGG; K. WILLIAMS

Regrets: Fr. R. HÉTU; A. HILBORN

Chair: J. DUIJVESTEIN

Recorder: J. NEUMAN

1. OPENING PRAYER FR. R HÉTU The meeting began at 7:15 p.m.; J. Duijvestein welcomed everyone and E. MacDonald opened with prayer.

2. APPROVALS & REVISIONS J. DUIJVESTEIN a. AGENDA

ADDITIONS: discussion regarding HPE curriculum motion - J. Hunter

b. MINUTES

3. BOARD UPDATE T. OVERHOLT

T. Overholt shared the following information: a. HCDSB Strategic Plan for 2010 - 2015 is coming to completion It was noted that the Board of Trustees are

working through the initial stages of planning the 2015 - 2020 Strategic Plan by holding Town Hall sessions on June 11, 2015, at 7:00 pm. The sessions will be held at Corpus Christi CSS, Burlington; Jean Vanier CSS, Milton; Christ the King CSS, Georgetown; and Holy Trinity CSS, Oakville.

b. June 4, 2015 – Curriculum services will be hosting a session called the “Importance of Outdoor Play”, at Corpus Christi CSS.

c. Track and Field events are up-coming. It was noted that there will be an Elementary School PA Day on Friday, June 5, 2015. Elementary Report Cards will be going home on June 22, 2015. Secondary Exams begin June 18, 2015. Last day of instruction for Secondary Students is June 25 and for Elementary Students is June 26.

d. R. Luisetto asked T. Overholt to ask the Board to consider Milton and Oakville locations that would be more central for some of the events that are offered throughout the year

e. E. MacDonald asked if a Webinar will be created on the Curriculum presentation: Importance of Play. T. Overholt will discuss with Curriculum Services. L. Koster indicated there will be collaboration with Curriculum for several webinar topics for the coming school year as part of the PRO Grant proposal if approved by the Ministry of Education.

Moved by: B. Belanger Seconded by: L. Hartman

RESOLVED, that, the agenda be approved as amended. CARRIED

Moved by: R. Stagg Seconded by: J. Hunter RESOLVED, that, the minutes from May 4, 2015, be approved, as read. CARRIED

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MINUTES OF THE CATHOLIC PARENT COUNCIL COMMITTEE (CPIC) Monday, June1, 2015 Page 2 of 4

4. BUSINESS ARISING FROM PREVIOUS MEETINGS COUNCIL OF CHAIRS MAY 13 CORPUS CHRISTI REVIEW J. DUIJVESTEIN J. Duijvestein asked the committee to review a handout which contained the results of the survey that was given out at the recent Council of Chairs meeting.

It was noted that the presenters and topics were appreciated; however, more time allocated was requested networking/discussion sessions. Discussion followed regarding length of presentations.

It was suggested to include a celebration of successes as part of next year’s CPIC Parent Volunteer of Award presentation

Discussion followed regarding committee members involvement in meetings and events. It was suggested that a list of requirements be created for review and discussion at the September 15, 2015 CPIC meeting, which should include events, time commitments; sub-committees, etc. CPIC PARENT VOLUNTEER AWARD REVIEW J. DUIJVESTEIN The CPIC Parent Volunteer Award criteria were discussed, and be reviewed in at the September 15, 2015 meeting. It was noted that correct form submission will be required, and will be noted in the revisions of criteria.

All four (4) 2015 CPIC Parent Volunteer Award recipients will be recognized at the Board meeting on June 2, 2015. CPIC ELECTION UPDATE J. DUIJVESTEIN It was noted that the Oakville CPIC election will be extended to next Monday, June 8, 2015

WEBINAR UPDATE L. KOSTER L. Koster shared a review of the webinar data which includes numbers registered, numbers participating live and numbers of viewers after the webinar was uploaded to the YouTube site.

Date Title # Registered #Attended YouTube Views (as of May 29)

Nov 11, 2014 Ontario College of Teachers Public Awareness Initiative

332 32 176

Dec 11, 2014 How Can I Help? A Parent’s Guide to Helping your child with Math

513 157 265

Mar 10, 2015 Concussions & The HCDSB Concussion Protocol

167 63 167

May 20, 2015 How to Coach and Motivate your Children to Study

476 201 53 (in three days)

May 25, 2015 Fostering: Have you thought about it? 69 27 Just posted May 29

Upcoming Webinars: June 4, 2015: Parenting into the Teen Years -- Registrations as of May 29 – 272

YouTube View Statistics (previous to 2014/2015) Average # views: 385 Lowest # views: 206

Highest # views: 851

Topics for next year were discussed

L. Hartman shared information regarding Inquiry Based Learning for an upcoming webinar, and will contact presenter regarding costs, availability, etc.

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5. NEW BUSINESS ADDITION: HPE CURRICULUM MOTION BEFORE BOARD AT MEETING JUNE 2, 2014 A.A. LeMay J. Hunter asked questions regarding the motion on the Board agenda – to delay new curriculum for next year. Discussion followed.

6. OAPCE DIRECTORS REPORT E. MACDONALD E. MacDonald deferred the report to A. A. LeMay and J. Duijvestein to give a report on the recent OAPCE conference. It was noted that of the 4 OAPCE Awards given, two recipients are from HCDSB.

2016 OAPCE conference will held the first week of May. 7. BOARD COMMITTEE REPORTS (IF NECESSARY)

ICE SYMPOSIUM (INSTITUTE CATHOLIC EDUCATION) L. HARTMAN FOCUS ON FAITH E. MACDONALD HOME SCHOOL PARISH PARTNERSHIP DAY E. MACDONALD CALENDAR COMMITTEE J. DUIJVESTEIN BOARD IMPROVEMENT PLAN EQUITY AND INCLUSION J. DUIJVESTEIN FACE (FRIENDS AND ADVOCATES OF CATHOLIC EDUCATION) SOCIAL JUSTICE R. LUISETTO WALK WITH JESUS E. MACDONALD HEALTHY SCHOOLS HEALTHY COMMUNITIES J. DUIJVESTEIN INTERNET SAFETY CONCUSSION PROTOCOL A. GONZALES /K. BLOOMFIELD MENTAL HEALTH C. CARLEY/L. HARTMAN/R. LUISETTO

8. CPIC SUBCOMMITTEES CPIC MEMBERS

FINANCE R. LUISETTO/B. BELANGER It was noted that there is approximately $2000.00 left in the budget to be spent prior to the end of August. Items to purchase were discussed.

COMMUNICATIONS L. HARTMAN Nothing to Report

GTA PIC MEETING / MINISTRY OF EDUCATION PIC CONFERENCE J. DUIJVESTEIN It was noted that the next PIC meeting will be held on June 1, 2015.

FAITH AND FAMILY DEVELOPMENT COMMITTEE A. GONZALEZ/E. MACDONALD A. Gonzalez reported that the Parish Rep Retreat to be held at St. Matthew Parish in Oakville is set. A reminder will be sent to Principals regarding the Parish Rep Retreat in Milton.

R. Luisetto shared that the newly created North Halton Parent committee will be holding a community event June 17, 2015 6:30 p.m.

9. OTHER BUSINESS CPIC MEMBERS J. Duijvestein reminded CPIC members to submit mileage claim requests.

The CPIC year end get together was announced - June 22, 2015 - a doodle with information and RSVP information will be forwarded to members.

10. FUTURE AGENDA ITEMS CPIC MEMBERS Book purchase/ speaker – E. MacDonald CPIC Strategic planning / document CPIC member events planning/involvement requirements CPIC Parent award criteria

11. CLOSING PRAYER E. MACDONALD

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Before closing prayer J. Duijvestein shared thanks to L. Koster and B. Belanger who will no longer be members of CPIC.

12. ADJOURNMENT J. DUIJVESTEIN Next Council of Chairs Meeting: October 21, 2015 (Location TBD) Next CPIC Meeting: September 15, 2015 - Board Office.

RECOMMENDATION

Moved by: L. Koster Seconded by: B. Belanger

THAT, the meeting was adjourned at 8:55 pm

CARRIED

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