CSAC Workshop

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TAPCE
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Modules
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TAPCE - OAPCE
O.A.P.C.E. is one of the three parent
associations in the publicly funded education
system that is acknowledged/recognized in
Regulation 612 that mandates the empowerment of
parents and guardians in the school
communities Are there other parent groups in the
TCDSB? From time to time other parent groups
develop in response to a particular need or issue
(i.e. CPIC, GTPN, facilities renewal,
transportation lobbying, etc). TAPCE fully
supports the efforts of all parents engaged in
working to make our schools better for our
children.
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TAPCE1 representative for each school plus
Directors and Executive
Organizational Structure
OAPCE Directors3 positions elected for 2 yr term
OAPCE 70th Anniversary Committee
Board of Elected Directors4Yr Term Chair, Vice
Chair Treasurer , SecretaryMandate Per Corporate
Charter)
TAPCE Executive2Yr Term President ,Vice
President Treasurer, SecretaryMandate per by-laws
Education Committee
Communications Committee
PRO Committee
Engaging Parents Committee
Policy Committee
Board Watch Committee
Principle/ Representative of Excellence Committee
Funding Formula Committee
Commissioning Committee
Note Committee Structure may change at each AGM
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Mission Statement To enhance the volunteer parent
association by supporting, educating, engaging
and empowering parents with tools resources to
enrich education so that children do better, stay
longer, like school more
The Strategy TAPCEs main strategy is to meet the
intent of the Ministry regulation 0.Reg 612 by
continuing to function as a trusted resource,
supporting and educating Parents, (in
collaboration with OAPCE, the TCDSB and our other
partners in Catholic Education), on issues
pertaining to the academic, spiritual and
holistic education of TCDSB students.
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TAPCE ADVANTAGE

• Context and Implications
• Sharing ideas and Association direction
• Standing united with our partners
• Cross Pollination of ideas
• (Access to Provincial Catholic Partners in
  Education)

Opportunities Rewards Help meet the intent
of Ministry regulation 0.Reg 612 Provide the
Parents an avenue to engage Raise the profile of
the Publicly Funded Catholic School System
Goal TAPCE intends to expand and enhance our
development of resources and programs which
further the effectiveness of Catholic School
Advisory Councils and increase parent engagement.
(meet the intent of Ministry regulation 0.Reg 612
) To accomplish this goal we have put together a
3 year plan highlighting Opportunities,
Strategies, and a Financial Plan
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Toronto Catholic District School Board

• Resource for our Parents/CSACs
• Community Relations (primary board resource for
  CSACs)
• Translation- documents generated by CSACs can be
  translated by the board to reach all
• members of school
  community.
• Curriculum Accountability (cited as resource in
  CSAC guide) Various Departments can
• 
  best be accessed on referral from the principal
  or Superintendent.
• Supervisor During the Oversight of a Ministry
  Supervisor the role of the Board of Trustees is
• defined by the Supervisor
  (currently it is undefined) The Supervisor is
  given
• authority to make decisions
  that may effect the operation of departments.
• 24-hour information line for Catholic School
  Advisory Councils at 416-222-8282, ext.88000
• (recorded message )
• 24-hour information line at 416-222-8282,
  extension 2873 (recorded message)
• Also see http//www.tcdsb.org/services/ for a
  list of Board services available

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Conflict Resolution
The Board Offers a conflict resolution service
from the Human resources department Contact
Isolina Varano 416-222-8282 ext2363
isolina.varano_at_tcdsb.org for more information
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Importance of a CSAC

• Parent Involvement
• Fund Raising
• PRO Grants
• CSAC Advisory Role on School Matters
• Guidelines for School Generated
• Funds

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formation of a csac roles of the parents
Formation and Roles of a CSAC
The Catholic School Advisory Council (CSAC) is
governed by the Ministry Regulation 612/00 and
board policy S.10 Catholic School Advisory
Council. Under the policy, the school
principal shall facilitate the establishment of
the CSAC which shall be as representative as
possible of the Catholic school community
(S.10-Section 2) and assist in its operation.
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Formation of a CSAC

• The officers of The Council shall be
• Chair
• Vice-Chair
• Secretary
• Treasurer
• However, council may choose to have two
  Co-chairs. The Executive Officers shall be
  elected annually by the elected members of the
  Council.

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Formation and Roles of a CSAC

• The Members of the Catholic School Advisory
  Council shall
• Participate in Council meetings.
• Participate in information and training
  programs.
• Act as a link between the Council and the
  community in
• support of school programs to improve pupil
  achievement.
• Make recommendations to the principal and,
  where necessary,
• to the Board to improve student achievement
  and enhance
• the accountability of the education system.
• Make every effort to be as representative of
  the school community
• as possible.
• Conduct their meetings in an invitational,
  harmonious manner
• in the context of Gospel Values.
• Be entitled to one vote, in votes taken by the
  Council, should the
• Council make recommendations to the principal
  and/or Board
• through a voting process.
• Receive reimbursement for expenses incurred in
  the normal course
• of their duties as Council members in
  accordance with Board policy,
• but shall not receive any remuneration for
  serving as a Council

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Chair

• It is the responsibility of the Chair, in
  co-operation with the school principal
• To provide Catholic leadership and direction to
  the council and Executive Officers to ensure
• that goals priorities and procedures of the
  Council
• Promote Catholic faith and gospel values
  consistent with the Mission and vision of the
  board.
• The Chair of the Council shall
• Call council meetings in consultation with the
  principal.
• Prepare the Agenda for Council meetings in
  consultation with the principal.
• Chair Council Meetings.
• Ensure that the minutes of council meetings are
  recorded and maintained appropriately.
• Ensure that records of all meetings and financial
  transactions are kept for a minimum of four
• years and made available at the school for
  examination without charge to any person from the
  Catholic school community.
• Participate in information and training sessions.
• Communicate regularly with the school principal
  in an effort to work co-operatively to improve
  pupil achievement.
• Ensure that there is regular communication with
  the Catholic school community.
• Work collaboratively with the members of the
  Council to prepare and submit an annual written
  report on the activities of the council,
  including fund raising, to the principal and the
  board. Consult with senior board staff as
  required.
• Upon request, provide the local trustee with
  copes of the minutes of the meetings.
• In addition, the Chair shall act as spokesperson
  for the council and carry out such other duties
  as shall be required from time to time.
• Be a parent member of the committee but CANNOT be
  an employee of the T.C.D.S.B..

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Secretary
Vice Chair

• The Secretary shall keep a record of all meetings
  of the Council and the Executive Officers, and
  shall deal with all correspondence or
  communications directed to or required of the
  Council and the Executive.
• In addition, the Secretary shall co-operate with
  the Chair to ensure that all minutes and records
  of the council are available at the school for
  examination by any person from the Catholic
  school community.
• The secretary shall perform such other duties as
  may be required by the Council and the Executive
  Officers.
• In the absence of the Chair or Vice-chair or in
  the event of their inability to serve, the
  Secretary will not usually assume the role of
  Chair in a meeting but may assume such other
  duties as may be required by the Council or the
  Executive Officers

• The Vice-Chair shall assist the Chair in the
  discharge of his/her duties and perform such
  other duties as may be required by the Council or
  the Executive officers.
• In the absence of the Chair or in the event of
  the Chairs inability to serve, the Vice-Chair
  shall assume the duties of The Chair.

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Treasurer
The Treasurer shall keep full and accurate
accounts for all receipts and disbursements of
the Council in accordance with generally accepted
accounting principles, And shall be guided by
Board Policy SM.04 Fund Raising in Schools in
regard to banking and fund disbursements in
accordance with such requirements as may be
imposed by the Board or other relevant
authority. The treasurer shall provide at
regular meetings of the Council an account of all
transactions of The Council, including the
financial position. Prepare a full Financial
Statement for submission to the Internal Audit
Committee of the Council at least two weeks prior
to the Annual General Meeting in September. The
Treasurer shall perform such other duties as may
be required by the Council or the Executive
Officers of the Council. In the absence of the
Chair, Vice-Chair and Secretary or in the event
of their inability, the Treasurer shall assume
the duties of the Chair.
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Principal

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Council Members

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Parish Representative
Community Representative

• This representative is the Parish
• Priest or the designate.
• The Priest or designate is a voting
• member of the council

• The Council appoints a community
• representative's) to represent the
• community)
• The Community Rep. is a member of the
• community could be someone who has
• a business in the community, or another
• adult living in the community wanting
• to be involved.
• The Community Representative is a
• voting member of the council

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Teaching Staff
Non Teaching Staff

• One teacher who is employed at the
• school, to be elected by teachers who are
• employed at the school
• The Principal, in consultation with the
• election committee, will make the
• necessary arrangements for the teaching
• staff representative to be elected
• The Parent members and Principal do not
• chose this representative
• The Teaching Representative is a voting
• member of the CSAC

• The Non Teaching Representative is
• elected or acclaimed by the non-
• teaching staff
• The Principal, in consultation with the
• election committee, will make the
• necessary arrangements for the non-
• teaching staff representative to be
• elected
• A Non Teaching Representative can be a
• teachers assistant, special needs, janitor
• The Non Teaching Representative is a
• voting member of the CSAC

One pupil appointed by the student council or, in
the case of schools without student councils,
elected by other students (mandatory in secondary
schools in elementary schools, appointed by the
principal after consultation with the other
members of the council).
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By-laws, Policies Procedures
Bylaws
Policies (Special
Ruled) Rules required for a CSAC to operate
Guidelines to follow Deal
primarily with structural requirements
Deals with administrative matters
Cannot be suspended Can be suspended
per Rules of Order Changed only through
amendment articles
Amendable normally Notice Out of Order by-laws
can be struck down by a
required) higher authority (i.e. Ontario
Min. of Ed) OReg. 612 Requires by-laws for
conflict resolution and conflict of interest (2
Samples have been developed by Board) Proc
edures (Standing Rules) Best practices to
achieve a desired result Deals with Less formal
administrative matters or trial programs Can be
suspended per Rules of Order or under Special
circumstances Amendable / can be revoked without
notice
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Do CSACs need a Constitution?
A constitution is viewed as a supreme set of
by-laws that can allows each CSAC to address the
unique needs by-laws should conform to the
Ministry Standards (Education Act O Reg612-613)
and policies of the Board
A constitution provides the frame work for the
operation of a deliberative body. It usually
includes a corporate charter and bylaws.
Constitutions allow for incorporated
organizations such as businesses or charities to
operate
Incorporation is not permitted for CSACs per
OReg. 612.
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CSAC E-MAIL DEMO
Joe DiFosna
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CSAC Bulletin Board DEMO
Merv Mascarenhas
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Annual General Meeting Procedures and
Requirements

• Effective AGM
• Notice of Meeting
• Call to Order
• Agenda
• Minutes
• Bylaw Amendments
• Officer/Committee Reports
• Selections, Elections and Appointments

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Effective AGM
Effectiveness means the capability of producing
an effect. Measurable Results-Ministry
Requirements (O-Reg612) First meeting within 35
days of start of school yearAddress by-laws for
Elections/Conflict of Interest/Conflict
Resolution -Board Requirements (S10)Elect
Chair, Identify Staff Positions and Results of
Parent Election Determine Parish/OAPCE
Association and Community Members - School Needs
(MOE SC Guide)To engage all components of the
School Community in creating a healthy and safe
and productive learning environment for
students- CSAC Needs (MOE SC Guide Rules of
Order)Establish the necessary components to meet
the mandate of a CSAC
Edmund Burke 1774 Deliberative Body
Deliberative BodyA Council is usually thought of
as a Small Board providing advice on issues to
stake holders and taking decisive action in
pursuit of a delegated objectives. In the case
of a CSAC this takes the form of advise to the
Principal on student achievement and school
accountability. Democratic/Parliamentary
Principles are utilized in accordance with
Canadian Laws, Ontario Regulations and School
Board Policies when taking deliberated steps to
respond to the challenges of the School and the
larger community.
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Notice of Meeting
CallThe Meeting is called by the Principal/Chair
before the first 35 days of the school Year.
(Normally at the final meeting of the previous
session.) The Date, Time and Location of the
meeting is facilitated by the Principal. PostingP
rincipal causes to have posted at a place
accessible to all parents all material
distributed to members of a CSAC, including the
notice of meeting Posting date for a Notice of
Meetings is not defined by OReg-612 or
S10.Length of time of Posting is also not
defined DistributionPrincipal causes to have
Notice of Meeting distributes to parents.Date
Notice of Meetings to be distributed not
defined ContentThe Notice of Meeting must
include -Date, Start Time and Location.
The Notice of Meeting may be required to
include -The substantive nature of any
motion requiring advance notice
Motions Required to be included in Notice of
Meeting Motions making recommendations
suggestions requests or resolution requiring some
action that effects Structure or Mandate.Motions
involving Parliamentary Principal of minority
right protection such as absent members or
underrepresented segments of the
community.Anticipated Motions that have not been
previously announced at a CSAC meeting.
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Call to Order
Determination of QuorumOutgoing Chair Calls
Meeting to Order and Secretary minutes time
501 Current Council Present501 of Present
are Parent MembersChairs First Ruling Rulings
made by the Chair and should be challenged
immediately with a Point of Order if a member
disagrees. Opening CeremoniesOpening Prayer/
Reading of Conflict Resolution BylawOpening
StatementChair identifies him/herself by Title
The Chair will be presiding officer of this
meeting with the Secretary recording the
minutesSpecial circumstances are explained as
considered necessary by the Chair
Thomas Jefferson 1743-1826
Welcoming/Conflict of InterestIf new members are
present further introductions are usually
facilitated through a brief round table. A Role
Call of Officers is sometimes taken for
orientation purposes.Members who may have a
Conflict of Interest with a particular item of
the agenda are expected to identify such a
conflict at this time. Order Of BusinessAdoption
of the Agenda is frequently done separate from
the Call to Order even though administrative. If
the CSAC by-laws include a format or if the
Presiding Officer anticipates no challenge and
wishes to exercise the Chair role to Set the
Agenda it can be approved as circulated or by
consensus
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Agenda
The AGMs OrdersPrimary subjects are listed as
Items on the Agenda Call For Agenda ItemsThe
Notice of Meeting may include a Call for Input
with a Draft Agenda and Draft Minutes.The Call
for Input should stipulate that responses be
provide by a certain date to allow for sufficient
time for the Chair to consult with the Principal,
Items Action Addressee or Sponsor.A Call for
Final Changes to Agenda at the meeting can
sometimes expedite its adoption such changes
should be accepted by the Chair
Adoption/Amendments of AgendaAgendas that are
presented for adoption by a council are subject
to amendment Once adopted changes in sequence
and timing can only be approved by Suspending
Rules of OrderThe chair should ensure objections
to proceeding with the agenda are addressed
before moving on with the next/first order of
business. ContentDetails Date/ Meeting Start
Time/ Location/ (Optionally Item Duration/ Item
Sponsor or Action Addressee) Items I.- Reading
and Approval of Minutes / II -Officers Standing
Committee Reports/ III. -Special Committee
Report/ IV -Special Orders/ V -Unfinished
Business/VI -New business
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Minutes
RecorderOutgoing Recording Secretary should
complete AGM minutesIf Secretary Absence or
takes Chair elect Secretary ProTem.The Presiding
Officer should not take minutesThe Recording
Secretary should sign the approved minutes.
Content1- Kind of Meeting- i.e. Annual General
Meeting 2-Name of Assembly- Often included in
the header of the minutes3-Date Time and Place
if it is not always the same4- Roll Call of
Presiding Officer and Secretary 5- Previous
Minute Disposition
Sir John George Bourinot 1836-1902
6- Main Motions Details i.e. J. Smithmoved
that minutes be approved with cited changes.
The motion
was carried (after debate and amendment) 7-
Details of Secondary Motions Pending or Sustained
in Isolation 8- Notices of Motion9 - All
Points of Order and Appeals whether Sustained or
Lost with Chairs reasoning10-Time of Adjournment
Supplementary Information Attach Agenda,
Reports and Documents distributed to members at
the meeting or in advance of the meeting.
Generate Action Log at the end of the minutes to
consolidate business arising out of the
minutes.Use Secretarial Notes to bring minutes
up to date in stead of rehashing completed items.
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By-law Amendments
Special ConsiderationsBylaw on Amendment Process
is required to amend by-lawsRules of Order cited
by by-laws should be followedSpecial Rules
should be followedStanding Rules should be
followedNotice of Motion Restrictions should be
carefully considered Amendments that are Out
of OrderViolations of Parliamentary
PrinciplesViolations of Laws and
RegulationsViolations of Responsible Body
Policies and Procedures
Henry Martyn Robert 1832 1923 Roberts
Rules of Order
Content1. Cites Bylaw/Article/Rule affected, 2.
Quotes Text Proposed/Replaced/Inserted 3. Include
Context for Resolution.i.e. WHERE AS Bylaw
10.10 permits the chair to Vote twice and WHERE
AS members are only allowed to vote once in
accordance with Toronto Catholic District School
Board policy S10 6,(c)(vii) BE IT RESOLVED THAT
Bylaw 10.10 the Chairperson shall have a
second, or deciding vote. should read the
Chairperson shall have the deciding vote if the
chair elected to initially abstain from voting
Move to ImplementationWhere the context
rational or implications are somewhat
controversial Move to Adoption/Approve Where
there seems to be agreement with the rational and
the body wishes to endorse the intention
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Officer/Committee Reports
Annual ReportThe Council is required to present
an Annual Report to the Principal and the
Board.Thus Council Approval of this Report is
required unless an alternate report submission
process is indicated in the by-laws. The author
of this report is normally the CSAC Chair thus
would normally be first to speak to the
report Financial Statement Can be included in
the annual reportMay be presented by the
Treasurer/Audit Committee Chair Ex
Officio Reports Principal, Parish
Representative may be considered as Officers in
some CSACs It may be better if their
input is not included in the annual report as a
potential conflict of interest could be
perceived Teaching/Non
Teaching/Student/Liaison Rep Reports
By-laws may designate positions as officers or
ex-officio officers
Best if their input is
included in Annual Report Committee
Reports Standing Committee Reports should be
included in annual report Special Committee
may not need to be included in AGM
Content 1. Introduction 2.Method 3.
Results and Discussion
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Selection of CSAC Members at the time of the AGM
Parish Member Dependant of feed back from
Parish. May be selected by Correspondence. i.e.
Chair Council has received a response to its
query of the Parish on a Parish Representative.
Let the Record reflect that The Parish Rep will
be M. Ward whom is in attendance OAPCE
Association (TAPCE) Representative Dependant
upon TAPCE by-laws -Selection by motion could be
an optionMotion J Smith MOVED THAT B. Jones.
be selected as TAPCE Rep pending indication to
the contrary from that OAPCE Association.. Comm
unity Reps Dependent on number of Parent Reps
elected or CSAC by-laws selection by Declaration
may be possible Chair WHEREAS the Elections
committee has received no nominations for
Community Rep, and WHEREAS only 1 qualifying
candidate is present, The chair is inclined to
declare B Nice to the position of Community Rep
barring objection. Hearing no objection the
position is Declared filled.
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Selection of CSAC Members at the time of the AGM

• Election of Officers
• TCDSB Policy S10 5a requires elections in
  accordance with CSAC by-laws.
• By-laws regarding elections can include
• Processes for Nomination,Validation of
  Nominee,Confirmation of Candidate, Statement of
  Candidate/Nominator,
• Scrutinizer appointment, Ballot
  distribution/collection and counting,
  Announcement and retention of Results,
  Destruction of Ballots
• Appointment of Committees Reg. 612 indicates
  committees are established with by-laws
• Must include Parent Member
• (Normally first one named to a committee is the
  Chair)
• Committees are struck when they have there full
  complement and mandate
• including being open and accessible to public,
  entitled to be held on school property
• Notice of meetings posted and distributed to
  parents

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News Report
Current CSAC News Update

• Safe Schools
• Insurance for CSACs
• Promotions and Sponsorships
• Fundraising
• Police in Schools

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Lets Have a Meeting
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How'd We Do?
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(No Transcript)