Regular Board Meeting AGENDA April 28, 2015 7:30 PM

GUIDELINES FOR DELEGATION/PUBLIC SESSION PRESENTATION(S) The Board of Trustees welcomes constructive public input into its deliberations at delegation/public session. Any citizen or group 18 years of age or over served by the Ottawa Catholic School Board may appear during the delegation/public sessions before the Board of Trustees to express views or concerns pertaining to matters within the mandate of the Ottawa Catholic School Board which are in accordance with the Board’s Procedural By-laws. PUBLIC SESSION: During the Public Session on the agenda, individuals who have signed up prior to the start of the Board meeting and meet the criteria stated above may address the Board of Trustees at this time. NOTE: maximum 5 minutes/per presenter, at discretion of Chair. DELEGATION: All delegations are required to submit a “Delegation Registration Form” outlining key points to be presented. This form must be received in the Director’s Office no later than seven (7) days prior to the Board meeting (see Board’s website for more information and to access the form). NOTE: maximum 10 minutes per delegation with no more than two (2) spokespersons and maximum two (2) delegations per Board meeting, at discretion of Chair. In recognition of our Catholic values, and in view of established standards of decorum, civility and propriety, the following guidelines have been instituted to promote an atmosphere of dignity and respect in all Board delegation/public sessions: 1) The spokesperson(s) will be asked by the Chair to come to the presentation table. All other guests of the Board shall remain seated in the gallery behind the presentation table. 2) Only constructive criticism of ideas, proposals or resolutions is appropriate. In presenting opinions on contentious issues, presenters will refrain from criticizing individuals by name or position. 3) Presenters will refrain from the use of derogatory, defamatory or inflammatory language in presenting their point of view. 4) Guests are asked to not interrupt the speaker during his/her presentation. 5) Signs and/or placards are prohibited in the meeting. 6) To assist presenter(s), a timekeeper will be displayed on the projection screen counting down from the allotted time. When one (1) minute remains, the spokesperson will be notified. When time has elapsed the Chair will inform the spokesperson. When decorum standards are not followed, members of the public may be asked to change their behaviour or they may be asked to leave. Following the presentation, the Chair of the Board will ask Trustees if they have any questions for clarification from the spokesperson. NO DECISION OR DEBATE RELATIVE TO THE DELEGATION/PUBLIC PRESENTATION(S) WILL BE MADE THAT NIGHT IF THE ITEM IS NOT ON THE REGULAR AGENDA UNDER “L. PRESENTATION AND CONSIDERATION OF STAFF REPORTS”. Thank you for observing the above noted guidelines.

Elaine McMahon, Chairperson

Regular Board Meeting Tuesday, April 28, 2015 – 7:30 PM Catholic Education Centre - Boardroom AGENDA Item

Page

A. CALL TO ORDER B. PRAYER / SPECIAL INTENTIONS / NATIONAL ANTHEM C. SCHOOL / STUDENT / DEPARTMENT PROFILE 1. Memo from Superintendent of Student Success, Intermediate/Secondary Re: St. Matthew School - Pre-Advanced Placement Program

5

2. Memo from Superintendent of Special Education and Student Services Re: St. Brother André PGL Students ExploraVision Regional Winners

6

D. DELEGATIONS E. PUBLIC SESSION F. APPROVAL OF AGENDA G. DECLARATIONS OF CONFLICT OF INTEREST H. CONFIRMATION OF MINUTES 1. Regular Board Meeting - April 14, 2015

14

I. UNFINISHED BUSINESS FROM PREVIOUS MEETINGS J. TRUSTEES MOTIONS K. PRESENTATION AND CONSIDERATION OF COMMITTEE REPORTS 1. Committee of the Whole Board - April 28, 2015 L. PRESENTATION AND CONSIDERATION OF STAFF REPORTS 1. Memo from Superintendent of Student Success, Leading & Learning Re: Proposal for the Continuation of the Spiritual Theme, "Restore one another in a spirit of gentleness", 2015-2016

20

2. Memo from Superintendent of Human Resources Re: Proposed Name Change for McMaster Catholic School

30

3. Memo from Director of Education Re: Compliance Audit Committee - 2014 Elections: Terms of Reference and Procedural Guidelines

33

4. Memo from Superintendent of Finance and Administration Re: Ottawa Student Transportation Authority Update

50

5. Memo from Superintendent of Finance and Administration Re: Trustees' Kilometrage Claims

56

6. Memo from Superintendent of Finance and Administration Re: 2015/2016 Preliminary Budget Information

59

M. NEW BUSINESS N. NOTICE OF MOTIONS O. CONFIRMATION OF ACTION REPORT

60

P. ENQUIRIES Q. ADMINISTRATIVE ANNOUNCEMENTS - Executive Officer R. ADJOURNMENT 1. INFORMATION ITEMS: a) Frequently Used Acronyms

61

b) Board Table Seating Plan

65

c) Board of Trustees Contact Information

66

Ottawa Catholic School Board Intermediate/Secondary Student Success Department 570 West Hunt Club Road Nepean, Ontario K2G 3R4 Phone: 613-224-2222 Ext. 2371 Fax: 613-225-4284

ocsb.ca

MEMORANDUM

To:

Elaine McMahon, Chairperson and Members of the Board of Trustees

From:

Manon Seguin, Superintendent of Student Success, Intermediate/Secondary

Date:

April 21, 2015

Re:

St. Matthew School - Pre-Advanced Placement Program

This year, St. Matthew Catholic High School introduced the Pre-Advanced Placement program in Medical Technologies for grade 9 students. The Pre-AP class focuses on medical technologies and participates in enrichment activities in their Science, Mathematics, English and Technology classes. The program follows the Ontario curriculum with greater depth and breadth in these four courses. The Pre-AP program will prepare students to write Advanced Placement exams in their senior high school years. St. Matthew High School Principal Debbie Clark, teacher Mike Flynn and his students Claire Lockert, Marin Habbick, Sara Mester and Sarah Paquette will accompany me to the Board of Trustees meeting on April 28 2015, and will perform a science demonstration, describe the pre-AP program and talk about their experiences this year.

Manon Séguin, Superintendent

MS:jn Ref: Regular Board April 28, 2015

5

Ottawa Catholic School Board Special Education & Student Services Department 570 West Hunt Club Road Nepean, Ontario K2G 3R4 Phone: 613-224-2222 Ext. 2351 Fax: 613-225-9153

ocsb.ca

MEMORANDUM

To:

Elaine McMahon, Chairperson, and Members of the Board of Trustees

From:

Mary Donaghy, Superintendent Special Education and Student Services Department

Date:

April 22, 2015

Re:

St. Brother André PGL Students ExploraVision Regional Winners

Four students from the St. Brother André Program for Gifted Learners were recently selected Region 4 winners at the ExploraVision Science and Technology Contest. Region 4 encompasses all of Canada plus nine US States! Principal, Patricia Phalen, PGL teacher, Deborah Quail-Blier, and students will accompany me for their presentation to Members of the Board of Trustees on April 28, 2015.

MD:bp Ref: Board Meeting (April 28, 2015)

6

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REGULAR MEETING OF THE BOARD MINUTES – APRIL 14, 2015 2

A Regular Meeting of the Board was held at 7:40 p.m. on the above date, in the Board Room, 570 West Hunt Club Road.

ATTENDANCE Chairperson:

E. McMahon

Vice-Chairperson:

B.A. Kealey

Trustees:

B. Coburn, J. Curry, J. MacEwan, T. Maloney Cousineau, S. Moore, M. Mullan (from 7:45 p.m.), S. Warren

Absent:

K. Ablett

Director of Education And Secretary-Treasurer

J. Hanlon

Deputy Director of Education And Assistant Secretary-Treasurer

D. Andre

Superintendents:

F. Chrystal, Planning and Facilities T. D’Amico, Human Resources M. Donaghy, Special Education and Student Services D. Leach, Finance and Administration S. McCabe, Student Success, Leading and Learning B. Wilson, Student Success, Learning Technologies

Board Chaplain:

Father P. Sanders

Student Trustees

D. McInnis M. Silver

Administration:

M. de Kemp, Manager of Communications K. Hodgins, Executive Officer S. Abrams, E. Kirkham, Teachers, All Saints High School, (Item C)

Recording Secretary:

S. Dunne, Executive Assistant

Page 1 of 6

14

REGULAR MEETING OF THE BOARD MINUTES – APRIL 14, 2015 C.

SCHOOL/STUDENT/DEPARTMENT PROFILE Superintendent McCabe introduced teachers at All Saints High School S. Abrams and E. Kirkham who provided information on their TLLP project which involved life-skills and experiential learning opportunities for students with a Mild Intellectual Disability.

Trustee Mullan arrived at 7:45 p.m. D.

DELEGATIONS None.

E.

PUBLIC SESSION None.

F.

APPROVAL OF AGENDA MOTION:

Moved by Trustee Moore, seconded by Trustee Maloney Cousineau,

THAT the Agenda for the Regular Meeting of the Board of April 14, 2015, be approved as presented. CARRIED RES. 54-15 G.

DECLARATIONS OF CONFLICT OF INTEREST None

H.

CONFIRMATION OF MINUTES 1.

Regular Meeting of the Board – March 24, 2015 MOTION:

Moved by Trustee MacEwan , seconded by Trustee Warren,

THAT the Minutes of the Regular Board Meeting of March 24, 2015, be adopted as presented. CARRIED RES. 55-15 2.

Minutes of the Special Education Advisory Committee Meeting – November 19, 2014 MOTION:

Moved by Trustee Mullan , seconded by Trustee Moore,

THAT the Memorandum from the Superintendent of Special Education and Student Services dated March 31, 2015 and report entitled Special Education Advisory Committee Minutes of November 19, 2014, be received. CARRIED RES. 56-15 Page 2 of 6

15

REGULAR MEETING OF THE BOARD MINUTES – APRIL 14, 2015

3. Minutes of the Special Education Advisory Committee Meeting – January 21, 2015 and February 18, 2015 MOTION:

Moved by Trustee Maloney Cousineau , seconded by Trustee Warren,

THAT the Memorandum from the Superintendent of Special Education and Student Services dated March 31, 2015 and report entitled Special Education Advisory Committee Minutes of January 21, 2015, and February 18, 2015, be received. CARRIED RES. 57-15 I.

UNFINISHED BUSINESS FROM PREVIOUS MEETINGS None

J.

TRUSTEES MOTIONS None

K.

PRESENTATION AND CONSIDERATION OF COMMITTEE REPORTS 1. Committee of the Whole Board – April 14, 2015 – Nil

L.

PRESENTATION AND CONSIDERATION OF STAFF REPORTS 1.

Memo from Superintendent of Special Education and Student Services Re: Mental Health Strategy Update MOTION:

Moved by Trustee Moore, seconded by Trustee MacEwan,

THAT the Memorandum from the Superintendent of Special Education and Student Services dated April 2, 2015 and report entitled Mental Health Strategy Update, be received. CARRIED RES. 58-15

Page 3 of 6

16

REGULAR MEETING OF THE BOARD MINUTES – APRIL 14, 2015 2.

Memo from Superintendent of Student Success, Intermediate/Secondary Re: Indicators and Credit Recovery, Semester 1, 2014-2015 Highlights MOTION:

Moved by Trustee Coburn, seconded by Trustee Warren,

THAT the Memorandum from the Superintendent of Student Success – Intermediate/Secondary dated April 8, 2015 entitled Indicators and Credit Recovery, Semester 1, 2014-15 Highlights, be received. CARRIED RES. 59-15 3. Memo from Superintendent of Finance and Administration Re: Grants for Student Needs 2015-2016 MOTION:

Moved by Trustee Coburn, seconded by Trustee Maloney Cousineau,

THAT the Memorandum from the Superintendent of Finance and Administration dated April 1, 2015 entitled “Grants for Student Needs 20152016”, be received. CARRIED RES. 60-15 4. Memo from Superintendent of Planning and Facilities Re: Consolidation of Uplands Students at Holy Family, 2017 MOTION:

Moved by Trustee Coburn, seconded by Trustee Curry,

That Uplands Catholic School be closed as of June 30, 2017 and that all JK-6 students from the Uplands Attendance Area be directed to Holy Family Catholic School as a block move for September 2017; and THAT all students from the Uplands Attendance Area (Reference Appendix A) entering Grade 7 in September 2017 be directed to St. Patrick’s Intermediate School; and THAT students from the Uplands Attendance Area (Reference Appendix A) enrolled in Grades 8-12 in September 2017 be grandfathered at Frank Ryan Intermediate School and St. Pius X High School. Grandfathering does not apply to siblings and is based on existing residential addresses and transportation service levels as of June 30, 2017; and THAT Administration develop a business case for future School Consolidation Capital funding. CARRIED RES. 61-15 Page 4 of 6

17

REGULAR MEETING OF THE BOARD MINUTES – APRIL 14, 2015 5. Memo from Superintendent of Planning and Facilities Re: Recommended Attendance Boundary for New Half Moon Bay South Catholic Elementary School MOTION:

Moved by Trustee Warren, seconded by Trustee Maloney Cousineau,

THAT the Memorandum from the Superintendent of Planning & Facilities dated April 8, 2015, entitled “Recommended Attendance Boundary for New Half Moon Bay South Catholic Elementary School” be received; and THAT the new Half Moon Bay South Catholic Elementary School open as a JK-6 facility offering both the Extended and the Immersion Programs, effective September 2016; and THAT the attendance boundaries for the new Half Moon Bay South Catholic Elementary School and St. Cecilia as outlined in Appendix B be approved and students be directed to their appropriate school as a block move for September 2016. CARRIED RES. 62-15 6.

Memo from Superintendent of Planning and Facilities Re: Potential Facility Partnerships – Annual Review MOTION:

Moved by Trustee Mullan, seconded by Trustee Curry,

THAT the Memorandum from the Superintendent of Planning and Facilities dated April 8, 2015, entitled “Potential Facility Partnership – Annual Review” be received. CARRIED RES. 63-15 M.

NEW BUSINESS No New Business

N.

NOTICES OF MOTIONS No Notices of Motion

Page 5 of 6

18

REGULAR MEETING OF THE BOARD MINUTES – APRIL 14, 2015 O.

CONFIRMATION OF ACTION REPORT March 24, 2015 MOTION:

Moved by Trustee Maloney Cousineau, seconded by Trustee MacEwan,

THAT the Action Report covering the period of March 24, 2015, be received. CARRIED RES. 64-15 P.

ENQUIRIES None.

Q.

ADMINISTRATIVE ANNOUNCEMENTS – Executive Officer 1. Celebrating Excellence takes place on April 20 at St. Paul High School, from 4:00-6:00p.m. 2. The Policy and Procedures Steering Committee meeting will be held on April 21 at 5:00 p.m. in room 2 3. SEAC meeting takes place on April 21 in the Boardroom at 7:00 p.m. 4. CSPA meeting will be held on April 22 in the Innovation Station at 7:30 p.m. 5. The Childcare Corporation AGM takes place on April 22 in the Boardroom at 7:00 p.m. 6. The CEFO Gala will be held on April 23 at the Hellenic Centre at 6:00 p.m.

R.

ADJOURNMENT MOTION:

Moved by Trustee Kealey, seconded by Trustee Maloney Cousineau,

THAT the Regular Meeting of the Board of April 14, 2015, be adjourned at 8:58 p.m. CARRIED RES. 65-15

___________________________ Chairperson of the Board

______________________________________ Director of Education & Secretary-Treasurer

Page 6 of 6

19

Ottawa Catholic School Board Student Success – Leading & Learning 570 West Hunt Club Road Nepean, Ontario K2G 3R4 Phone: 613-224-2222 Fax: 613-224-3230

ocsb.ca

ME MORANDUM To:

Elaine McMahon, Chairperson, and Members of the Board of Trustees

From:

Steve McCabe, Superintendent Student Success – Leading & Learning

Date:

April 21, 2015

Re:

Proposal for the Continuation of the Spiritual Theme, “Restore one another in a spirit of gentleness”, 2015-2016

“Restore one another in a spirit of gentleness”, has proven to be a rich spiritual theme for our board. In September 2014 we began with a focus on forgiveness using Paul’s letter to the Galatian community as a model for living with the gentleness and mercy that Jesus models for us. As has been the practice with previous spiritual themes, the second year of this theme will have a deeper focus. Pope Francis has declared next year the Year of Mercy. This will provide a new focus in the second year of exploring this theme as well as a continued emphasis on the restoration and renewal of the faith journey for all. I would like to propose an extension of this spiritual theme for the 2015 – 2016 school year. At the Board meeting on April 28, 2015, Jan Bentham, Coordinator of Religious Education and Family Life and I will present the rationale which supports the continuation of this theme.

20

-2-

We will be pleased to answer any questions the Board members may have at that time. RECOMMENDATION: THAT the Memorandum from the Superintendent of Student Success – Leading and Learning dated April 21, 2015 entitled Proposal for the Continuation of the Spiritual Theme, “Restore one another in a spirit of gentleness”, 2015-2016 be received.

Steve McCabe, Superintendent SM/kw Ref: Regular Board April 28, 2015

21

Board Spiritual Theme 2015-2016 Second Year

22

23

The quote from Galatians has resonated with school communities and the outside community. Our gospel calling to reconciliation and forgiveness can be applied to many ways that we live in Catholic community.

As with all spiritual themes, the learning from these scriptural connections is enhanced every day in classrooms and school activities. 24

T-shirt Contest at Sacred Heart High School

25

Hallway of Reflection at Frank Ryan Intermediate School

26

Connections to CGEs and Social Justice activities.

Reflection in a classroom At Our Lady of Fatima

27

Connections to Sacraments at Our Lady of Mount Carmel

28

Examples of areas of Connections for Schools:

29

• • • • • • • •

Adult Faith Religious Education Mental Health Awareness Conflict Resolution Service to Others Prayer and Reflection Healthy Relationships Peace in the world

Ottawa Catholic School Board Human Resources Department 570 West Hunt Club Road Nepean, Ontario K2G 3R4 Phone: 613-224-2222 Ext. 2402 Fax: 613-225-4154

ocsb.ca

MEMORANDUM To:

Elaine McMahon, Chairperson, and Members of the Board of Trustees

From:

Tom D’Amico, Superintendent Human Resources

Date:

April 21, 2015

Re: Proposed Name Change for McMaster Catholic School __________________________________________________________________ At the Board of Trustees meeting on Tuesday, April 28, 2015, I would like to request that the Board consider a recommendation that McMaster Catholic School be renamed St. Gemma Catholic School, effective at the beginning of the 2015-2016 academic year. McMaster Catholic School has long been an active and important member of the Alta Vista community. It has seen many changes and has grown into a strong, 21st century Catholic learning community. Over the last few years, the school has had extensive renovations and improvements to the learning environment. Given that McMaster is heading into its 50th year, this is an ideal time to adopt a name that represents our Catholic identity. After consultation with students, staff, Catholic School Council, and community members it was clear that establishing a name within our Catholic tradition was a good idea. As outlined in the Board policy, the principal of the school, Mrs. Jennifer Grant consulted with her Superintendent of Schools and the Board’s Chaplain to begin the process. A letter was issued to families explaining the process and asking for nominations from the community. A committee was struck in early February to review the nominations and to make further recommendations.

30

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The committee was comprised of the following individuals:        

Tom D’Amico, Superintendent Jennifer Grant, Principal Karen Weir, Teacher Jessica Bowie, Teacher Rev. Peter Sanders, Board Chaplain Rev. Greg Murray, Pastor at Resurrection of Our Lord Parish Linda Balduzzi-Vlamis, Parent, Secretary of McMaster’s Catholic School Council Christine Matheson, Parent, Parish Representative to McMaster’s Catholic School Council

The committee met and narrowed the list of possible names to five (St. Gemma, St. Dominic, St. Maximilian Kolbe, Christ the King, and Resurrection of Our Lord). The Grade 6 students at McMaster were called upon to research and develop presentations on each of the possibilities. They worked closely with Mrs. Grant to ensure that the information they were using was appropriate and accurate. The students learned that it is important to really understand each option and to be discerning when voting for something as important as a school name. 275 ballots were issued to the school community (one ballot per student and one per staff member). 214 were returned (78%). The school community’s top choices include:  St. Gemma Catholic School – 76 votes  St. Maximilian Kolbe Catholic School – 47 votes  Christ the King Catholic School – 44 votes St. Gemma, the clear first choice of the community, was the first saint to live in the 20th century. She is the patron saint of students. St. Gemma was a strong student who won many academic awards before being forced to leave school after her father’s death. Her love of Christ led her to the Order of the Passionists but her own failing health meant that she was unable to join the convent. St. Gemma appeals to the McMaster community because of her strong desire to learn and her ability to stand up for her faith despite ridicule from her peers. She is an identifiable model of scholarship and faith. If the Board of Trustees approved this name change, the school will hold a school and community assembly in May to announce and celebrate the occasion. The current Grade 6 students will graduate from McMaster Catholic School as we transition to the name St. Gemma Catholic School.

31

-3-

RECOMMENDATION: THAT the Memorandum from the Superintendent of Human Resources, dated April 21, 2015, be received and the Board approve a name change from McMaster School to St. Gemma Catholic School, effective September 2015.

TD:jh Ref: Board Meeting April 28, 2015

32

Ottawa Catholic School Board Office of the Director of Education 570 West Hunt Club Road Nepean, Ontario K2G 3R4 Phone: 613-224-4455 ext. 2272 Fax: 613-228-4158

ocsb.ca

MEMORANDUM To:

Elaine McMahon, Chairperson, and Members of the Board of Trustees

From:

Julian Hanlon, Director of Education

Date:

April 24, 2015

Re:

Compliance Audit Committee – 2014 Elections: Terms of Reference and Procedural Guidelines

At the September 9, 2015, Regular Meeting, the Board received the report “20142018 Municipal Election Compliance Audit Committee” and approved the establishment of a five-member, Election Compliance Audit Committee for a four year term commencing December 1, 2014. In October 2014, the Election Compliance Audit Committee Cost Sharing Agreement was jointly signed by the City of Ottawa, Ottawa Carleton District School Board and the Ottawa Catholic School Board. The City of Ottawa was responsible for the recruitment and appointment of Committee members. Terms of Reference (Appendix 1) and Procedural Guidelines (Appendix 2) have been developed in consultation with the City of Ottawa and the Ottawa-Carleton District School Board. These documents are required to be provided to the Compliance Audit Committee members to allow them to familiarize themselves with each organization. Both documents have been amended to reflect the Ottawa Catholic School Board practices.

…/2

33

-2-

I will be pleased to respond to any questions Board Members may have at the April 28th Board Meeting. RECOMMENDATION: THAT the Memorandum from the Director of Education dated April 24, 2015, entitled Compliance Audit Committee – 2014 Elections be received; and THAT the Terms of Reference and the Procedural Guidelines for the Ottawa Catholic School Board Compliance Audit Committee be approved.

JH/kh Ref: Board Meeting (April 28, 2015)

34

Appendix 1

Ottawa Catholic School Board Municipal Election Compliance Audit Committee Terms of Reference Mandate The mandate of the Municipal Election Compliance Audit Committee will be to review and make decisions on applications for compliance audits in accordance with the Municipal Elections Act, 1996.

Responsibilities The Compliance Audit Committee will work as a statutory committee and shall be responsible for:  Receiving and considering an application for a compliance audit and determining whether the compliance audit should be granted or rejected;  If the compliance audit is granted, appointing an Auditor;  Receiving the compliance audit report from the Auditor;  Reviewing the Auditor’s report and: a) if the report finds a contravention did occur, deciding whether legal proceedings should be commenced against the candidate; or b) if the report finds that no contravention occurred, deciding whether there were reasonable grounds for the application. The Municipal Election Compliance Audit Committee is required to review applications for compliance audits and reports from an auditor within 30 days of receipt.

Membership The Municipal Election Compliance Audit Committee shall be comprised of a five member (5) Committee, with three being quorum. Responsibility for appointment is delegated to the Director of Education and Secretary of the Board with the understanding that the Director will work in partnership with the City of Ottawa to make the appointments. The following are not eligible to sit on the Municipal Election Compliance Audit Committee:  Employees or officers of the Ottawa Catholic School Board;  Members of the Board of Trustees of the Ottawa Catholic School Board;  Candidates of the municipal election for which the Committee is established; or  Individuals who have prepared the financial statements of any candidate running for office of school trustee during the term for which the Committee has been established.

Members must have a thorough understanding of the campaign finance rules (i.e., auditors, accountants, lawyers, et cetera). Page 1 of 2

35

The Municipal Election Compliance Audit Committee will be supported, as required, by the following internal Board resources:  Director of Education/Secretary to the Board  Chief Financial Officer (Superintendent of Finance and Administration)  Executive Officer, Director’s Office  Executive Assistant to the Director of Education (Recording Secretary)

Term Members of the Municipal Election Compliance Audit Committee shall serve the same term of office as the Board of Trustees that takes office following a regular municipal election. Each new Committee shall be appointed by 01 October of a regular municipal election year.

Meeting Frequency The Municipal Election Compliance Audit Committee will meet as necessary for the purposes of reviewing an application for a compliance audit or a report from an auditor. The Committee may also meet as necessary to organize and plan its work. Meetings of the Municipal Election Compliance Audit Committee shall be held in accordance with the open meeting provisions of the Municipal Act, 2001 (Section 239). Meeting notices and agendas will be communicated through the Ottawa Catholic School Board’s website. The Chair and Vice-Chair for the Municipal Election Compliance Audit Committee shall be elected at the Committee’s first meeting.

Reporting Protocol The Municipal Election Compliance Audit Committee, following its consideration of an auditor’s report, shall provide a report to the Board, including a copy of the auditor’s report and outlining its findings and any recommendation for further action. The Municipal Election Compliance Audit Committee shall provide notice of its intent to submit a report to the Audit Committee two weeks in advance.

Page 2 of 2

36

Ottawa Catholic School Board Municipal Election Compliance Audit Committee Procedural Guidelines 1.0

2.0

Background 1.1

On September 9, 2014, the Ottawa School Board approved the establishment of the Compliance Audit Committee (Election) as prescribed by Section 81.1 of the Municipal Elections Act, 1996.

1.2

In accordance with Subsection 81.1(4) of the Municipal Elections Act, 1996, Procedural Guidelines have been established by the Director of Education and Secretary of the Board to ensure that the Municipal Election Compliance Audit Committee may be able to fulfill its duties and responsibilities in a fair, open and responsible manner.

Definitions Applicant refers to an elector who makes an application under s. 81 of the Municipal Elections Act, 1996 (MEA). Application refers to an Application for a compliance audit accepted by the Secretary of the Board and using a form prescribed by the Secretary of the Board pursuant to the authority granted by subsection 81(4), 12(1) and 12(2) of the MEA. Auditor refers to a Committee-appointed auditor pursuant to subsection 81(7) of the MEA. Board of Trustees refers to the Board of Trustees of the Ottawa Catholic School Board. Candidate refers to the OCSB school board trustee candidate whose election campaign finances are the subject of an Application. Chair refers to the School Board Compliance Audit Committee (Election) Chair selected under 8.1 of this Procedure. Committee refers to the Compliance Audit Committee of the Ottawa Catholic School Board. Committee Counsel refers to the independent legal counsel available to the Committee to provide legal advice to the Committee from time to time, including advice and assistance in their deliberations.

Ottawa Catholic School Board: Compliance Audit Committee Guidelines & Procedures

37

Page 1

Delegation refers to an individual who can give an account of something seen, heard, or experienced relevant to the Application before the Committee. MEA refers to the Municipal Elections Act, 1996. Representative refers to a person authorized under the Law Society Act, R.S.O. 1990, c. L.8 or its By-Laws to represent a person in the proceeding before the Committee, and this includes legal counsel or the individuals that are authorized to provide legal services. Secretary of the Board refers to the Director of Education and Secretary of the Board of the Ottawa Catholic School Board or designate.

3.0

Responsibility 3.1

4.0

The Director of Education and Secretary of the Board.

Applications for a Compliance Audit 4.1

An application for a compliance audit must include the following: a) name and contact information of the applicant; b) name and office of the candidate to whom the application pertains; c) the reasons for the application, that is how the candidate is alleged to have contravened the Act, with reference to the relevant sections of the Act; and d) any supporting documentation.

4.2

An application for a compliance audit shall be submitted by 4 p.m. on any regular business day pursuant to time-lines outlined in the Act, and in Appendix A.

4.3

An application for a compliance audit must use a form prescribed by the Secretary of the Board and be accompanied by a declaration confirming that the applicant:

4.4

a)

is an eligible elector in the City of Ottawa;

b)

has reasonable grounds to believe that the candidate referenced in the application has contravened a provision of the MEA relating to election campaign finances; and

c)

understands the Board’s entitlement under subsection 81(15) of the MEA with respect to recovery of costs.

The 10-day timeline under Subsection 81(4) of the MEA (for the Secretary of the Board to submit the application to the Committee) shall commence on the day the Secretary of the Board receives the prescribed application form accompanied by a signed declaration.

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4.5

5.0

Rules 5.1

6.0

The rules in this Procedure shall be observed in all meetings of the Committee.

Grant Exceptions from Procedure 6.1

7.0

Where a written application is submitted to the Secretary of the Board that does not use the prescribed form and/or is not accompanied by a declaration, as described herein, or where the application is received, in whole or in part, after the deadlines prescribed by subsection 81(3) of the MEA, it shall be rejected by the Secretary of the Board and shall not be forwarded to the Compliance Audit Committee (Election) for its consideration. The Secretary of the Board shall notify the Applicant of same.

The Committee may waive any rule in this Procedure as it considers appropriate to ensure that the real questions in issue are determined in a just manner. Such suspension of the rules shall require a vote of three-quarters of the members present and voting.

Matters Not Dealt With in the Rules of Procedure 7.1

If this Procedure does not provide for a matter of procedure that arises during a meeting, the practice shall be determined by the Committee, and the Committee may do whatever is necessary and permitted by law to enable it to effectively and completely deal with the matter before it.

PART I: THE COMMITTEE 8.0

Duties of the Chair 8.1

At its first meeting the Committee shall elect one of its members as Chair for the term of the Board of Trustees that appointed the members and until a successor is appointed. When the Chair of the Committee is absent or is otherwise unable to act, the Committee may appoint another member as Acting Chair. While presiding, the Acting Chair shall have all the powers of the Chair.

8.2

If the Chair of the Committee resigns as a member of the Committee or resigns as the Chair of the Committee, the Committee shall appoint another member as Chair for the balance of the term of the Board of Trustees and until a successor is appointed.

8.3

The Chair is the liaison between the members and the Secretary of the Board on matters of policy and process.

8.4

The Chair shall enforce the observance of order and decorum among the Committee members and the public at all meetings.

8.5

The Chair shall receive and submit, in the proper manner, all motions presented by members of the Committee.

8.6

The Chair shall put to a vote all motions, which are moved, or necessarily arise in the course of the proceedings, and shall announce the result.

8.7

The Chair shall adjourn the meeting when the business of the Committee is concluded.

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Page 3

9.0

Duties of the Committee Members 9.1

Each member of the Committee shall have the following duties: a)

to deliberate on the business submitted to the Committee;

b)

to be present throughout a hearing;

c)

to vote when a motion is put to a vote; and

d)

to respect the rules of procedure and any guidelines for Committee members.

Notwithstanding 9.1, a member of the Committee who arrives after a hearing has commenced may not participate in that hearing, its decision, or any part thereof, but the member may participate in any unrelated matter, hearing(s) and/or any other business that may be listed on that day’s agenda.

10.0

Duties of the Secretary of the Board or Designate 10.1

It shall be the duty of the Secretary of the Board or designate: a) to give notice of each meeting of the Committee together with an Agenda of the matters to be considered; b) to record motions, resolutions, votes, a concise summary of oral submissions and action to be taken on items through the preparation of meeting minutes; c) to provide procedural advice to the Committee Chair; d) to perform such other functions as may be required from time to time in order to implement the decisions of the Committee; and e) to establish any administrative practices and procedures necessary for the effective operation of the Committee.

11.0

Meetings 11.1 11.2

The Committee shall meet at the request of the Secretary of the Board. The Secretary of the Board shall summon a meeting of the Committee when the Secretary of the Board considers it necessary, when required by the MEA or when requested to do so in writing by a majority of the Committee members.

11.3

The Secretary of the Board shall summon a meeting of the Committee when the Secretary of the Board considers it necessary, when required by the MEA or when requested to do so in writing by a majority of the Committee members.

11.4

Meetings of the Committee shall be held at the OCSB Catholic Education Centre or such other location, as the Secretary of the Board deems appropriate.

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Page 4

12.0

13.0

14.0

11.5

Committee meetings shall commence at a time and date to be set by the Secretary of the Board and shall be adjourned on a vote of the Committee or by the Chair when the business of the Committee is concluded.

11.6

Three Committee members constitute a quorum at meetings of the Committee.

11.7

Meetings of the Committee shall, subject to the exceptions found in the Municipal Act, 2001, be open to the public.

11.8

Addresses to the Committee shall be no more than five minutes in length.

Agenda 12.1

Before each meeting the Secretary of the Board shall provide an agenda to each member of the Committee.

12.2

The agenda shall include a copy of the application(s) to be considered.

12.3

The Secretary of the Board shall distribute to Committee members before or during a meeting any written submission, including those of a candidate, in relation to an application or other item on an agenda.

12.4

The first matter of business on each agenda shall be the disclosure of interest as provided by the Municipal Conflict of Interest Act.

Notice 13.1

The Secretary of the Board shall give notice of a Committee meeting generally in accordance with the Ottawa Catholic School Board’s By-Laws.

13.2

Where an Application will be considered at a meeting, the Secretary of the Board shall give reasonable notice to the Applicant and Candidate of the time, place and purpose of a meeting and of the fact that if either party fails to attend the meeting the Committee may proceed in the party’s absence and the party will not be entitled to further notice in relation to the meeting or subsequent meetings at which the Application is considered. The notice shall include the reasons given in the Application. The Candidate shall be given the opportunity to respond to the Application in writing. The written response, if any, shall be submitted to the Secretary of the Board a minimum of two days prior to the Committee meeting at which the Application will be considered.

13.3

The Secretary of the Board will forward notice of the Committee’s decision to the applicant and the candidate at the mailing address provided to the Secretary of the Board as required by this Procedure.

Lack of Quorum 14.1

If no quorum is present thirty minutes after the time fixed for a meeting of the Committee or the resumption of a meeting after an adjournment, or should a quorum at a meeting be lost for a period of thirty consecutive minutes, the Secretary of the Board shall record the names of the members present and the meeting shall stand adjourned until the next meeting day scheduled by the Secretary of the Board.

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Page 5

14.2

If the Chair has not arrived thirty (30) minutes after the time the meeting is to start and, if a quorum is present, one of the other members of the Committee may be appointed as Presiding Officer for the duration of the meeting or until the arrival of the Chair.

PART II: COMMITTEE PROCEDURES 15.0 Opening Statement 15.1

Where the agenda includes consideration of an Application, the Chair will read an opening statement outlining the procedure and format of the Committee meeting.

16.0 Motions 16.1

17.0

Committee Business 17.1

18.0

Prior to consideration of an item on the Committee agenda, the Chair will identify for those present the agenda item to be considered.

Introduction and Recording of Applicant and Candidate 18.1

19.0

Following the opening statement and before considering the substance of agenda items, the Committee members may make preliminary motions, including motions to change the order of business or to defer an agenda item, with respect to any business properly before the Committee.

Prior to consideration of an application, the Chair shall request the applicant and candidate, if present, to identify themselves and to provide their names and mailing addresses to the Secretary of the Board during the meeting.

Consideration of an Agenda Item 19.1

Designated persons permitted to be present shall be the following, the applicant, the candidate, a representative, and/or delegations for either party, Board staff, City staff, Committee Counsel and the Committee-appointed auditor. Each may speak to the item for up to five minutes. Each designated person shall register with the Secretary of the Board prior to the hearing commencing.

19.2

The Committee members may ask questions of anyone who speaks, and of OCSB and City staff.

19.3

Once all of the designated persons, who have registered, have been given an opportunity to speak as permitted by section 19.1, the Committee members will each have an opportunity to speak to the item.

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Page 6

20.0

21.0

Voting on an Item 20.1

Once the process set out in Section 19.3 has concluded, Committee members may speak to the matter for a maximum of five minutes each, make motions and vote on the item.

20.2

In the case of a tie vote, the motion or question shall be deemed to have been lost.

20.3

Every Committee member present at a meeting of the Committee when a question is put shall vote on the question, unless prohibited by law, in which case the fact of the prohibition shall be recorded in the minutes of the meeting.

20.4

No vote shall be taken in Committee by ballot or by any other method of secret voting.

20.5

Any member, before the question is decided, may require that the vote be recorded.

20.6

If a vote is to be recorded as herein provided, the Secretary of the Board shall call the vote, announce the division, and shall record them in the minutes.

20.7

Notwithstanding 20.1 and 20.3 above, a Committee member may only participate in debate and vote on a matter if he or she was present throughout the hearing.

Rules of Debate 21.1

When two or more Committee members wish to speak, the Chair shall designate the member who first requested to speak as the member who speaks first.

21.2

A committee member may ask a question only of: a) a member who has already spoken on the matter under discussion; b)

the Chair;

c)

an official of the OCSB;

d)

City of Ottawa staff;

e)

any other person addressing the Committee pursuant to these Procedures; and

f)

Committee Counsel.

21.3

A Committee member may ask a question only for the purpose of obtaining information relating to the matter under discussion.

21.4

Every Committee member present at a meeting of the Committee when a question is put shall vote on the question, unless prohibited by law in which case the fact of the prohibition shall be recorded in the minutes of the meeting.

21.5

The matter put to the vote shall be in the form of a motion addressing the matter then under consideration.

21.6

Any Committee member may propose a motion on the matter then under consideration, and the Secretary of the Board shall record the motion in writing.

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Page 7

21.7

If there is more than one motion with respect to a matter, the Secretary of the Board shall record all motions in writing and read the various motions to the Committee members prior to the vote being taken, if required.

21.8

The following are deemed to be procedural motions and shall be subject to consideration in the following order: a)

to change the order of business (not debatable);

b)

to adjourn and amendments thereto (not debatable);

c)

that the vote be now taken (not debatable); and

d)

to defer.

PART III: DELIBERATIONS AND RENDERING A DECISION 22.0

Deliberations 22.1

22.2

23.0

Deliberations shall be open to the public except as follows: a)

at any time where the Committee wishes to receive legal advice from Committee Counsel that is subject to solicitor-client privilege;

b)

at any time where the Committee, faced with personal matters about an identifiable individual, is of the opinion that such personal matters may be disclosed at the meeting but where the desirability of avoiding disclosure thereof in the interests of any person affected or in the public interest outweighs the desirability of adhering to the general principle that the meeting be open to the public.

A motion to close a meeting or part of a meeting to members of the public shall state: a)

the fact of the holding of the closed meetings;

b)

the general nature of the matter to be considered at the closed meeting by reference to the specific issue to be considered at the closed meeting; and

c)

upon resumption of the public meeting the Secretary of the Board shall state the matters which were considered and confirm that no motions were carried in camera other than procedural motions or directions to staff.

Committee Decisions under the Municipal Elections Act, 1996 23.1

In accordance with s. 81(5) of the MEA, within 30 days of receipt of the Application, the Committee shall consider the application and decide whether to grant or reject the application. If the Committee decides to grant the Application it shall by resolution appoint an auditor licensed under the Public Accounting Act, 2004 to conduct a compliance audit of the candidate’s school board election campaign finances.

23.2

In accordance with s. 81(14) of the MEA, within thirty days after receiving a report of an auditor submitted under s. 81(10) of the MEA, the Committee shall consider the report.

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Page 8

23.3

The Committee thereof shall make a decision in public at the meeting on each application and that decision, may be to approve, refuse, or reserve. In all cases, the decision shall be in writing. Where the Committee has reserved its decision, its written decision on whether to grant or reject the Application shall be made within 30 days of receipt of the application pursuant to s.81(5) of the MEA.

24.0 Decision 24.1

The Secretary of the Board shall record the decision of the Committee and advise the applicant and the candidate accordingly.

PART IV: OTHER MATTERS 25.0

Media Coverage – Photographic, Audio or Video Recording 25.1

Any person who takes or attempts to take a photograph, motion picture, video recording, or other recording capable of producing visual or aural representations by electronic means, or otherwise, at any proceedings of the Committee otherwise open to the public, shall ensure that the proceedings of the Committee will not be disrupted or delayed.

26.0 REFERENCE DOCUMENTS Board By-laws Municipal Conflict of Interest Act Municipal Elections Act,1996. Public Accounting Act, 2004

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Page 9

Appendix A: Ottawa Catholic School Board Municipal Election Compliance Audit Committee Timelines

The timeline for receiving applications for compliance Audit is established under subsection 81(3) of the Municipal Elections Act 1996 (MEA) as follows: (3) The application must be made within 90 days after the latest of, (a) (b) (c) (d)

the filing date under section 78; the candidate’s supplementary filing date, if any, under section 78; the filing date for the final financial statement under section 79.1; or, the date on which the candidate’s extension, if any, under subsection 80 (4) expires. 2009, c. 33, Sched. 21, s. 8 (44).

For the purposes of the 2014 Municipal election, the key dates for receiving applications for compliance audit shall be as follows: 

Applications for a compliance audit on a preliminary financial filing can be made to the Clerk after 2 p.m. on March 27, 2015.



The deadline for applications for a compliance audit on a preliminary financial filing is 4 p.m. on June 25, 2015.



Applications for a compliance audit on a supplementary financial filing can be made to the Clerk after 2 p.m. on September 25, 2015.



The deadline for applications for a compliance audit on a supplementary financial filing is 4 p.m. on December 24, 2015. [ss.81(3)]

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Page 10

Ottawa Catholic School Board Catholic Education Centre 570 West Hunt Club Road Nepean, Ontario K2G 3R4 Phone: 613-224-2222 Fax: 613-224-5063

ocsb.ca

Application for a Compliance Audit of an Ottawa Catholic School Board Trustee Application Information First name: Last name: Mailing address: City:

Province:

Postal code:

E-mail address: Phone number:

Fax number:

Is the qualifying address the same as the mailing address: Being the address in the City of Ottawa at the time of voting day (ie. October 27, 2014), where you resided or were the owner or tenant of land, or the spouse of such owner or tenant.

Yes

No

If No, please indicate following: Qualifying address: City:

Province:

Postal Code:

Pursuant to Subsection 88(5) of the Municipal Elections Act, 1996, despite anything in the Municipal Freedom of Information and Protection of Privacy Act, documents and materials filed or prepared by a Board Trustee are public records and may be inspected by any person at the City of Ottawa clerk’s office.

I am hereby applying for a Compliance Audit of the election campaign finances of: Name of Board Trustee: Pursuant to Section 81.(15) of the Municipal Elections Act, 1996, if a compliance audit is granted and the City of Ottawa Election Compliance Audit Committee finds that there were no reasonable grounds for the application, the Ottawa Catholic School Board is entitled to recover the auditor’s costs from you, the applicant.

Continued on next page Page 1 of 3

47

The Municipal Elections Act, 1996 requires that you set out the reasons you believe that the Board Trustee has contravened the provisions of the Act related to campaign finances in writing. (Additional pages may be attached)

Please list below and attach any exhibits (photographs, documents, records) that you refer to in your written submissions or to which you will refer in your oral submissions to the City of Ottawa Election Compliance Audit Committee.

Which section(s) of the Municipal Elections Act, 1996 relating to campaign finances do you believe has been contravened? (if known)

Page 2 of 3

48

Declaration Section 81.(1) of the Municipal Elections Act, 1996 states that an elector who is entitled to vote in an election and believes, on reasonable grounds, that a candidate has contravened a provision of the Act relating to election campaign finances, may apply for a compliance audit of the candidate’s election campaign finances. Definition of an “eligible elector” under Section 17(2) of the Municipal Elections Act, 1996: “Qualifications (2) A person is entitled to be an elector at an election held in a local municipality if, on voting day, he or she, (a) resides in the local municipality or is the owner or tenant of land there, or the spouse of such owner or tenant; (b) is a Canadian citizen; (c) is at least 18 years old; and (d) is not prohibited from voting under subsection (3) or otherwise by law. 2002, c. 17, Sched. D, s. 5 (2); 2005, c. 5, s. 46 (1).”

Accordingly, the following must be declared in person in the presence of a person qualified as a Commissioner of Oath and signed by that Commissioner of Oath. This can be done, free of charge, at any of the City of Ottawa’s Client Service Centres (excluding the Walter Baker Sports Centre). After this application has been qualified by a Commissioner, please submit the form and accompanying documentation to the Ottawa Catholic School Board, Directorate, 570 West Hunt Club Road, Nepean, Ontario K2G 3R4.

I, ___________________________________________, being an eligible elector in the City of Ottawa, in the province of Ontario, HEREBY DECLARE that I have reasonable grounds to believe that the candidate referenced in this application has contravened a provision of the Municipal Elections Act, 1996, S.O. 1996, c. 32, as amended, relating to election campaign finances, and I have set out the reasons for my belief in this application. I FURTHER DECLARE that I have read and understand that, if an auditor is appointed as a result of this application and the auditor’s report finds that there was no apparent contravention, and the Election Compliance Audit Committee finds there were no reasonable grounds for the application, that the Ottawa Catholic School Board is entitled to recover the Auditor’s costs from me, the applicant, pursuant to Section 81(15) of the Municipal Elections Act, 1996.

DECLARED BEFORE ME at the City of Ottawa, in the Province of Ontario, this ____ day of ________, 2015.

____________________________________ Commissioner, etc.

______________________________________ Signature of applicant

Page 3 of 3

49

Ottawa Catholic School Board Finance and Administration 570 West Hunt Club Road Nepean, Ontario K2G 3R4 Phone: 613-224-2222 Ext. 2281 Fax: 613-224-0132

ocsb.ca

MEMORANDUM To:

Elaine McMahon, Chairperson, and Members of the Board of Trustees

File No.: 4300-1 (OSTA Misc)

From:

David Leach, Superintendent Finance and Administration

Date:

March 30, 2015

Re:

Ottawa Student Transportation Authority Update

The purpose of the Ottawa Student Transportation Authority (OSTA) is to facilitate and ensure the provision of safe, reliable and efficient transportation services to eligible students of both the Ottawa Catholic School Board and the Ottawa-Carleton District School Board. The purpose of this report is to update the Board of Trustees on OSTA’s progress towards its goals and objectives on an ongoing basis. The Ottawa Catholic School Board’s representatives on the Ottawa Student Transportation Authority (OSTA) Board of Directors include: Trustee Brian Coburn, Trustee Joanne MacEwan, Julian Hanlon, Director of Education and David Leach, Superintendent of Finance and Administration. Please find attached an update on the activities of OSTA for the months of February and March 2015, as prepared by OSTA’s General Manager/CAO, Vicky Kyriaco. Additionally, as requested by the Board of Trustees, attached is an update on the Walking School Bus Pilot Project as provided by OSTA’s General Manager/CAO dated March 30, 2015.

Cover Memo OSTA Update

50

-2-

I shall be pleased to respond to any questions that you may have at the meeting of April 28, 2015.

RECOMMENDATION: THAT the Memorandum from the Superintendent of Finance and Administration dated March 30, 2015 entitled “Ottawa Student Transportation Authority Update”, including a Walking School Bus Pilot Project Update, be received.

DL:jf Attachments Ref: Regular Board (April 28, 2015)

Cover Memo OSTA Update

51

52

53

54

55

Ottawa Catholic School Board Finance and Administration 570 West Hunt Club Road Nepean, Ontario K2G 3R4 Phone: 613-224-2222 Ext. 2281 Fax: 613-224-0132

ocsb.ca

MEMORANDUM To:

Elaine McMahon, Chairperson, and Members of the Board of Trustees

From:

David Leach, Superintendent Finance and Administration

Date:

April 21, 2015

Re:

Trustees’ Kilometrage Claims

File No.: 185-3-3 (Trust Km)

The following report is provided to the Board of Trustees in accordance with the requirements of Board policy entitled “Financial Reporting” and/or the approved annual Schedule of Financial Reports to the Board. Please find attached for the information of the members of the Board a “Summary of Trustees’ Kilometrage Claims for the period ending March 31, 2015”. The scheduled regular provision of this report to the Board of Trustees and hence to the general Board community addresses the Board’s stated priority “Stewardship of Resources”. RECOMMENDATION: THAT the Memorandum from the Superintendent of Finance and Administration dated April 21, 2015 entitled “Trustees’ Kilometrage Claims” for the period ending March 31, 2015, be received.

Gayle Carrozzi Manager of Finance

David Leach Superintendent of Finance and Administration

Attachment Ref: Regular Board (April 28, 2015)

Corr: Cover Memo-Trustees Kilometrage Claims

56

57

58

Ottawa Catholic School Board Finance and Administration 570 West Hunt Club Road Nepean, Ontario K2G 3R4 Phone: 613-224-2222 Ext. 2281 Fax: 613-224-0132

ocsb.ca

MEMORANDUM To:

Elaine McMahon, Chairperson, and Members of the Board of Trustees

From:

David Leach, Superintendent Finance and Administration

Date:

April 21, 2015

File No.: 1725-1 (Bud)

Re: 2015/2016 Preliminary Budget Information __________________________________________________________________________ Further to my memorandum dated March 9, 2015 regarding the format and content of the proposed 2015/2016 Budget and discussion of same at the Board meeting of March 24, 2015, I am pleased to provide the following information. 1.

Enclosed, under separate cover, for the consideration of the members of the Board, are the following sections of the 2015/2016 Preliminary Budget Binder:     

2.

Budget Binder and Table of Contents Section C – Budget Guidelines Section D – Enrolment Statistics Page G – Expenditures Other – Summary by Functional Area Section I – Debenture Debt Information

A presentation of such information will be provided to Trustees at the Board meeting of April 28, 2015 followed by a review and discussion.

The remaining sections of the Board’s budget, including options for balancing the budget, will be provided as part of the agenda materials for the upcoming May 12, May 26 and June 9, 2015 Board meetings at which budget will continue to be deliberated upon. RECOMMENDATION: THAT the Memorandum from the Superintendent of Finance and Administration dated April 21, 2015 entitled “2015/2016 Preliminary Budget Information” and accompanying budget binder documentation, be received.

DL:jf Ref: Regular Board (April 28, 2015)

Corr: 2015/16 Prelim Budget Info

59

Board Action Report DATE: April 14, 2015 BOARD MEETING DATE April 14, 2015

Topic

ACTION BY

STATUS

THAT the Memorandum from the Superintendent of Planning & Facilities dated April 8, 2015, entitled “Recommended Attendance Boundary for New Half Moon Bay South Catholic Elementary School” be received; and

F. Chrystal

I

THAT the new Half Moon Bay South Catholic Elementary School open as a JK-6 facility offering both the Extended and the Immersion Programs, effective September 2016; and THAT the attendance boundaries for the new Half Moon Bay South Catholic Elementary School and St. Cecilia as outlined in Appendix B be approved and students be directed to their appropriate school as a block move for September 2016.

60

FREQUENTLY USED ACRONYMS A

ADE ADR AODA ARC

Average Daily Enrolment Alternate Dispute Resolution Accessibility for Ontarians with Disabilities Act Accommodation Review Committee

B

BAC BAS BIPSA BPS

Benefits Advisory Committee Board Accounting System Board Improvement Plan for Student Achievement Broader Public Sector

C

CALP CASL CCE CCLB CCSTA CEC CEFO CIC CIL-M CLB CLL CODE COW CPCO CPP CRA CSPA CTCF CTESL

Cognitive Academic Language Proficiency Canada's Anti-Spam Legislation Continuing and Community Education Centre for Canadian Language Benchmarks Canadian Catholic School Trustees' Association Catholic Education Centre Catholic Education Foundation of Ottawa Citizenship and Immigation Canada Collaborative Inquiry Learning in Mathematics Canadian Language Benchmarks Catholic Learning Leaders Council of Ontario Directors of Education Committee of the Whole Catholic Principals' Council of Ontario Canada Pension Plan Canada Revenue Agency Catholic School Parents Association Care, Treatment and Correctional Facilities Certificate in Teaching English as a Second Language

D

DA DAR DCC DE DELF DEP DOE DS DS

Development Assistant Directors Annual Report Deferred Capital Contributions Developmental Education Diplôme d'études en langue française Destination Employability Pathway Director of Education Developmental Specialist District Supervisor

E

E&E EA's EAP ECCODE ECE ECNO EDC EDP EI ELD ELD ELL ELP ELS

Effectiveness & Efficiency Reviews Educational Assistants Employment Assistance Program English Catholic Council of Ontario Directors of Education Early Childhood Education Educational Computing Network of Ontario Education Development Charges Extended Day Program Employment Insurance Early Learning Division English Literacy Development English Language Learner Early Learning Program Early Learning Services

61

ELTOC EMCS EOCCC EOSDN EOSS EPCI EQAO ESL ESSD

English Language Tutoring of Ottawa Carleton Energy Management & Control Systems Eastern Ontario Catholic Curriculum Corporation Eastern Ontario Staff Development Network Employment Ottawa Social Services Early Primary Collaborative Inquiry Education Quality and Accountability Office English as a Second Language Elementary Student Success Department

FCTGO

FDK FNMI FOI FOY FRP FSL FTE FWC

Federation of Catholic Teachers' Guilds of Ontario Full Day Kindergarten First Nation, Métis and Inuit Freedom of Information (see MFIPPA) Focus on Youth Facility Renewal Projects (see also GSR) French Second Language Full Time Equivalency Family Welcome Centre

G

GPL GSN GSR GWL

Good Places to Learn Grants for Student Needs Grant for School Renewal (see also FRP) Great West Life

H

HST

Harmonized Sales Tax

I

IEP IL IMENU IPPS IPRC

Individual Education Plan International Languages Internet Menu (Absences, Timesheets, Pay Statement. OFD filing etc.) Integrated Personnel Payroll System Identification, Placement and Review Committee

J

JCC JK/SK

Joint Consultation Committee Junior or Senior Kindergarten

K

KID

Kindergarten Early Identification

L

LARC LBM LBS LC LINC LNS LSA LT LTD LTO

Language and Assessment Referral Centre Labour Board Management Literacy and Basic Skills Learning Connections Language Instruction for Newcomers to Canada Literacy and Numeracy Secretariat Leading Student Achievement Learning Technologies Long Term Disability Long Term Occasional

M

MACSE MEN MRC MCI MCYS MFIPPA

Minister's Advisory Council on Special Education Ministry Educator Number Ministry Rated Capacity Ministry of Citizenship and Immigration Ontario Ministry of Child and Youth Services Municipal Freedom of Information Protection of Privacy Act

F

62

MOE MOE MOH MOL MOT MOU MTCU MYSP

Ministry of Education Ministry of the Environment Ministry of Health Ministry of Labour Ministry of Transportation Memorandum of Understanding Ministry of Training Colleges and Universities Ontario Multi-Year Strategic Plan

N

NIC NPP NTIP

Newcomer Information Centre New Pupil Places New Teacher Induction Program

O

OA OASBO OCPVPA OCRAC OCSOA OCSTA OECM OECTA OFA OMERS ONFE OReg OnSIS OSBIE OSR OSSC OSSD OSSLT OSSTF OSTA OTIP OYAP

Office Administrator Ontario Association of School Business Officials Ottawa Catholic Principal Vice Principal Association Ottawa-Carleton Research Advisory Committee Ontario Catholic Supervisory Officers' Association Ontario Catholic School Trustees Association Ontario Education Collaborative Marketplace Ontario English Catholic Teachers' Association Ontario Financing Authority Ontario Municipal Employees Retirement System (Pension Plan) Ottawa Network for Education Ontario Regulations Ontario Student Information System Ontario School Board's Insurance Exchange Ontario Student Record Ontario Secondary School Certificate Ontario Secondary School Diploma Ontario Secondary School Literacy Test Ontario Secondary School Teachers' Federation Ottawa Student Transportation Authority Ontario Teachers' Insurance Plan Ontario Youth Apprentice Program

P

PASS PBLA PCAP PCS PD PFLC PIC PIM PLAR PO PPM PRO PS

Partnering to Achieve Student Success Portfolio Based Language Assessment Pan Canadian Assessment Program Primary Class Size Professional Development Parenting and Family Literacy Centre Parent Involvement Committee Privacy and Information Management Prior Learning and Assessment Referral Purchase Order Policy/Program Memoranda (Ministry of Education) Parent Reaching Out Grant PowerSchool

R

RECE ReCAPP RFP RFQ RPC RMS

Registered Early Childhood Educator Renewal Capital Asset Planning Process Request for Proposal Request for Quote Request for Physical Change Records Management System

63

RTW

Return to Work

S

SAA SAL SAR SCI SEA SEAC SECAC SEF SEMS SFIS SGF SGH SHSM SIM SIP SIPSA SLT SSLI SSRP STDP STEP SMS SWST

Special Assignment Assistant Supervised Alternative Learning School Accommodation Review School Condition Improvement Special Equipment Amount Special Education Advisory Committee Special Education Curriculum Advisory Committee School Effective Framework Substitute Employee Management System School Facility Inventory System School Generated Funds Shepherds of Good Hope Specialist High Skills Major System Implementation and Monitoring Special Incidence Portion School Improvement Plan Student Acheivement Settlement Language Training Student Support Leadership Initiative Supported School Readiness Program Short Term Disability Plan Steps to English Proficiency Student Management System Student Work Study Teacher

T

TESL TLA TPA TPP TSSA

Teachers of English as a Second Language Temporary Letters of Approval Teacher Performance Appraisal Teachers Pension Plan Technical Standards and Safety Authority

U

UW CBA

United Way Community Builders Awards

W

WSIB WTK

Workplace Safety and Insurance Board Welcome to Kindergarten

64

Board Table Seating Plan

Julian Hanlon Director of Education

Elaine McMahon Chairperson

Denise Andre Deputy Director of Education Chairperson

Betty-Ann Kealey Vice-Chairperson

Fr. Peter Sanders Board Chaplain

Brian Coburn Trustee

Joanne M. MacEwan Trustee

Spencer Warren Trustee

Thérèse Maloney Cousineau Trustee

John Curry Trustee

Sandra Moore Trustee

Kathy Ablett, R.N. Trustee

Mark D. Mullan Trustee

Monica Silver Student Trustee

Daniel McInnis Student Trustee

December 2014

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Board of Trustees Please address all Trustees’ correspondence to: Catholic Education Centre 570 West Hunt Club Road Nepean, Ontario Canada K2G 3R4 Chairperson Elaine McMAHON Zone 6 (Knoxdale-Merivale/College)

E-mail: [email protected]

Board: 613-828-3573 Fax: 613-228-4158

Vice-Chairperson Betty-Ann KEALEY Zone 7 (Kitchissippi/Bay)

Email: [email protected]

Board: 613-721-2376 Fax: 613-721-2379

Zone 1 (West Carleton-March/Stittsville-Kanata West/Rideau-Goulbourn/Osgoode) John CURRY Email: [email protected]

Board: 613-831-2028 Fax: 613-228-4158

Zone 2 (Kanata North-Kanata South) Sandra MOORE

Email: [email protected]

Board: 613-599-0608 Fax: 613-228-4158

Zone 3 (Orleans/Cumberland) Brian COBURN

Email: [email protected]

Board: 613-355-7166 Fax: 613-228-4158

Zone 4 (Barrhaven/Gloucester-South Nepean) Spencer WARREN

Email: [email protected]

Board: 613-825-9717 Fax: 613-228-4158

Zone 5 (Beacon Hill-Cyrville/Innes) Joanne M. MacEWAN

Email : [email protected]

Board: 613-842-0166 Fax : 613-228-4158

Zone 8 (Alta Vista/Gloucester-Southgate) Mark D. MULLAN

E-mail: [email protected]

Board: 613-841-4836 Fax: 613-841-8693

Zone 9 (River-Capital) Kathy ABLETT, R.N.

Email: [email protected]

Board: 613-526-9512 Fax: 613-526-1450

Zone 10 (Rideau-Vanier/Rideau-Rockcliffe/Somerset) Board: 613-232-9811 Thérèse MALONEY COUSINEAU Email: [email protected] Fax: 613-232-6706

December 2014

(Trustees’ term of office is December 2014 to December 2018)

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