ST. THOMAS AQUINAS ROMAN CATHOLIC SCHOOLS BOARD OF TRUSTEES’ REGULAR PUBLIC BOARD MEETING 4906 – 50 Avenue, Leduc, AB February 19, 2020 Board of Trustees' PD 9:00 a.m. Public Meeting 10:30 a.m.
A G E N D A
1. Opening (ML)
1.1 Call to Order
1.2 Opening Prayer (SM)
1.3 Treaty 6 Land Acknowledgement "We are a party to Treaty 6 and as such we wish to acknowledge that the land on which we gather is Treaty 6 Territory and a traditional meeting ground for many Indigenous peoples. We recognize the diversity of First Nations who have, at one time, lived across the territory, as well as the presence of the Métis Nation."
1.4 Public Forum
1.5 Approval of Agenda
1.5.1 Additions
1.5.2 Deletions
1.5.3 Changes
Recommendation: “That the Board approve the agenda as ______.”
1.5.4 Delegation • Ian Brown, Development and Peace
2. Minutes of the Meeting (ML)
2.1 Approval of Minutes 5 - 8
"That the Board approve the minutes of the Regular meeting held January 15, 2020 as circulated."
Regular Meeting Minutes January 15, 2020
3. Board Priorities
9 Key Board Priorities and Goals 2019-2023
Regular Board February 19, 2020 Page 1 of 113 4. Action Items
4.1 Policy 23 - Disposal of Land and Buildings (DT) 11 - 12
"That the Board give Policy 23 - Disposal of Land and Buildings third reading as presented and that the revised policy now be in effect for the Division."
Policy 23 - Disposal of Land and Buildings
4.2 Policy 18 - Appendix A - STAR Catholic Fundraising Societies 13 - 50 Handbook (DT)
"That the Board give Policy 18 - Appendix A - STAR Catholic Fundraising Societies Handbook, first reading as presented, and that the revised appendix now be in effect for the Division."
STAR Catholic Fundraising Societies Handbook
4.3 Holy Trinity Academy International Travel Request (CB) 51 - 79
"That the Board give final approval to Holy Trinity Academy for their service trip to Dominican Republic from April 13 to 20, 2020 as presented."
Field Trip Information and Parental Consent Form
Field Trip Form - Dominican Republic
Proof of Insurance Letter
Catholic Mass on Tour Letter
4.4 51st Annual Friars' Ball (CB) 81
"That the Board approve the purchase of ____ ticket(s) to the 51st Annual Friars' Ball on Friday, May 1, 2020 at the JW Marriott Edmonton Ice District."
51st Annual Friars' Ball
5. Committee Reports
5.1 Finance (EL) 83
"That the Board approve the 2020-2021 Budget Development Principles as presented."
2020- 2021 Budget Development Principles
5.2 Labour (HE)
5.3 Student Review
Regular Board February 19, 2020 Page 2 of 113 5.4 Teacher-Board Advisory (TBAC)
5.5 Long Range Planning (SB)
5.6 Policy (DT)
5.7 Alberta School Boards Association (ASBA) (ML) 85
ASBA Report
5.8 Alberta Catholic School Trustees Association (ACSTA) (SB)
6. In-Camera Items
6.1 As per Policy 7 (5.6) Other topics that a majority of the trustees present feel should be held in private, in the public interest (EL)
6.2 As per Policy 7 (5.3) Collective Bargaining Issues (ML)
6.3 As per Policy 7 (5.3) Collective Bargaining Issues (SM)
6.4 As per Policy 7 (5.2) Individual Employees (ML)
7. Business Items
7.1 Board Chair Report (ML) 87
Board Chair Report
7.2 Superintendent Report (CB) 89 - 93
Superintendent Report
7.3 Secretary-Treasurer Report (EL) 95
Secretary-Treasurer Report
7.4 Alberta Education Audited Financial Statement Financial Profile 97 - 100 (EL)
Financial Reporting Profile 19-20
7.5 Budget Discussion (CB/EL)
7.6 Foundations (SB)
7.7 Capital Plan (SB)
7.8 GrACE Regional Spring Meeting - Archdiocese of Edmonton (ML)
7.9 GrACE Resources (ML) • GrACE 2020 Engagement Presentation • Call to Love - video and discussion slides • Call to Love - handouts
Regular Board February 19, 2020 Page 3 of 113 • Signs of Hope Slides • Dynamic Dozen Advocacy Ideas Slides • GrACE Quick Facts - Church Bulletin/School Newsletter
7.10 Survey - Draft Ministerial Order on Student Learning (ML) • https://www.alberta.ca/vision-for-student-learning- engagement.aspx
7.11 School Council/School Societies Insurance (EL)
7.12 ASBA FGM Room Block Reservations (ML)
7.13 Good News Stories (ML)
7.14 Board Positive Path Forward (ML) 101
Positive Path Forward 2019-20
7.15 Board Annual Work Plan (ML) 103 - 104
Annual Work Plan_2019-20
7.16 Board Calendar (ML) 105
Board Calendar
7.17 Trustee Expense Claims (ML) 107 - 109
Trustee Honoraria_Expense Schedule
Trustee Expense Claim
7.18 Board Action Sheet (CB) 111
Board Action Sheet
8. Correspondence (ML)
9. Closing Prayer (ML)
113 Prayer of St Thomas Aquinas
10. Adjournment (ML)
Regular Board February 19, 2020 Page 4 of 113
ST. THOMAS AQUINAS ROMAN CATHOLIC SEPARATE SCHOOL DIVISION
Minutes of the Regular Meeting of the Board of Trustees held in the Board Room of the St. Thomas Aquinas Division Office, 4906 – 50 Avenue, Leduc, Alberta on Wednesday, January 15, 2020
PRESENT: Henry Effon, Vice-chair Sandra Bannard Shaun Meaden Liz Taylor-Sirois Donna Tugwood
ALSO PRESENT: Charlie Bouchard, Superintendent Laurie Kardynal, Assistant Superintendent Sean McGuinness, Assistant Superintendent Edward Latka, Secretary-Treasurer Paula Breitkreuz, Recording Secretary Caitlin Kehoe, Manager of Communications
ABSENT: Michelle Lamer, Chair Dan Svitich
CALL TO ORDER: Vice Chair Effon called the meeting to order at 10:29am.
OPENING PRAYER: Vice Chair Effon led everyone in prayer.
TREATY 6 LAND ACKNOWLEDGEMENT
APPROVAL OF AGENDA
Deletions Committee Reports
• Finance • Labour • Student Review • Teacher-Board Advisory (TBAC) • Long Range Planning • Policy • Alberta Catholic School Trustees Association (ACSTA) • School Council Handbook Ad-Hoc Committee
MEADEN “That the Board approve the agenda as amended.” 80 19/20 CARRIED UNANIMOUSLY
Page 5 of 113 Page 39 -19/20 Regular Board Meeting – January 15, 2020
APPROVAL OF MINUTES
BANNARD "That the Board approve the minutes of the Regular meeting held 81 19/20 December 18,2019 as circulated." CARRIED UNANIMOUSLY
BOARD PRIORITIES
ACTION ITEMS
POLICY 7 – BOARD OPERATIONS TUGWOOD "That the Board give Policy 7 – Board Operations third and final 82 19/20 reading as presented, and that the revised policy now be in effect for the Division.” CARRIED UNANIMOUSLY
POLICY 14 – HEARINGS ON TEACHER TRANSFERS TUGWOOD "That the Board give Policy 14 – Hearings on Teacher Transfers third 83 19/20 and final reading as presented, and that the revised policy now be in effect for the Division.” CARRIED UNANIMOUSLY
POLICY 23 – DISPOSAL OF LAND AND BUILDINGS TUGWOOD "That the Board give Policy 23– Disposal of Land and Buildings Second 84 19/20 reading as presented.” CARRIED UNANIMOUSLY
DRAYTON VALLEY COMMUNITY SCHOLARSHIP TRUST SOCIETY BANNARD "That the Board approve a donation to the Drayton Valley Community 85 19/20 Scholarship Trust Society in the amount of $500.00.” CARRIED TRUSTEE TAYLOR-SIROIS OPPOSED TRUSTEE MEADEN OPPOSED
3YEP PLANNING AND REPORTING TIMELINES AND PROCESSES TAYLOR-SIROIS "That the Board approve the 2020 Combined Three Year Educational 86 19/20 Plan (3YEP)/ Annual Education Results Report (AERR) Planning and Reporting Timelines and Processes, as presented.” CARRIED UNANIMOUSLY
COMMITTEE REPORTS • Alberta School Boards Association (ASBA)
IN-CAMERA ITEMS
TAYLOR-SIROIS “That the Board move into an in-camera session at10:54 a.m.” 87 19/20 CARRIED UNANIMOUSLY
Page 6 of 113 Page 40 -19/20 Regular Board Meeting – January 15, 2020
• As per Policy 7 (5.3) Collective bargaining issues
TAYLOR-SIROIS “That the Board move out of the in-camera session at 11:00 am. 88 19/20 CARRIED UNANIMOUSLY
TUGWOOD “That the Board approve the revision to the Terms of Employment for 89 19/20 School Employees as presented.” CARRIED UNANIMOUSLY
Vice Chair Effon called for a recess at 11:12 a.m. The meeting reconvened at 11:18 a.m.”
BUSINESS ITEMS • Board Chair Report • Superintendent Report • Secretary-Treasurer Report • Toonies for Tuition Campaign Discussion • Board Budget Priorities • February Board/Admin Retreat Agenda
Vice Chair Effon recessed the meeting for lunch at 11:54 am. The meeting reconvened at 12:53 pm
• Board Budget Assumptions Discussion • GrACE • Minister LaGrange visit
TAYLOR-SIROIS “That the Board move into an in-camera session at 2:30 pm .” 90 19/20 CARRIED UNANIMOUSLY
• As per Policy 7 (5.5) Acquisition/disposal of property
TAYLOR-SIROIS “That the Board move out of in-camera session at 2:45 pm.” 91 19/20 CARRIED UNANIMOUSLY
• ASBA SGM 2020 • CCSTA: Advocacy – federal programs o Francophone, First Nations, Immigration, Refugee • Archbishop Smith Dinner Meeting Follow-up • Archbishop Smith Parent Engagement • Social Media Workshop
Page 7 of 113 Page 41 -19/20 Regular Board Meeting – January 15, 2020
• Good News Stories • Board Positive Path Forward • Board Annual Work Plan • Board Calendar • Board Action Sheet • Board Expense Claims
CORRESPONDENCE Vice Chair Effon reviewed general correspondence with the Board.
CLOSING PRAYER Vice Chair Effon led everyone in a closing prayer.
ADJOURNMENT Vice Chair Effon adjourned the meeting at 3:25 p.m.
______CHAIR SECRETARY-TREASURER
Page 8 of 113 Page 42 -19/20 Regular Board Meeting – January 15, 2020 Key Board Priorities & Goals 2019 - 2023
KEY PRIORITIES
Grow and Affirm Catholic Provide High Quality Learning Support Students in Their Journey, 1Identity and Working2 Environments Ensuring All are3 Successful Leaders GOALS & OUTCOMES
Staff are provided with faith formation Continue to build and develop staff capacity. First Nation, Metis, and Inuit students are 1 opportunities. 1 1 Outcome: Staff enhance their expertise successful. Outcome: Staff are able to articulate and through opportunities to build their capacity, Outcome: More First Nation, Metis, and witness the faith and are able to permeate all at all stages in their career, through mentorship Inuit students meet or exceed performance school curriculum and activities with Gospel and meaningful professional development measures. values and a love of Jesus Christ. opportunities. Students learn what it means to live in a 2 relationship with Jesus Christ. Foster a culture of collaboration and A focus on student mental health and well- 2 leadership development. 2 being. Outcome: Students will hear and learn about Outcome: When we support student how adults live their lives guided by faith and Outcome: Staff are provided with structured mental health, we support student success. the Church. opportunities to collaborate and to be involved When students are in a state of emotional, in leadership. behavioural, and social well-being, they are able Staff and students witness the gospel. 3 to enjoy life and deal with its challenges. Outcome: Staff and students understand Page 9 of 113 Safe, welcoming, and optimal learning Catholic social teaching and witness the Gospel 3 environments for staff and students. A focus on students with learning challenges. through acts of Social Justice and Charity. Outcome: Staff and students work and learn in 3 Outcome: A high-functioning Response to Strong home, school, and parish partnerships. safe and optimal environments, when capital Intervention model will help identify and 4 planning and investment in infrastructure and support all students. Outcome: Relationships and opportunities to facilities is appropriate. collaborate between parish, school, and home exist and strengthen the faith community and the life of the Division. Page 10 of 113 Policy 23
DISPOSAL OF LAND AND BUILDINGS
The Board believes that the disposal of land and buildings is an important and public decision, which should consider the future needs of the Division, and the best potential use of the property.
Procedure
1. When a school has been closed pursuant to the Policy 15 or any predecessor legislation, the Board may determine the school and its lands to be surplus after considering:
i. Demographics of the area which reflects its historical attendance boundary or a new potential attendance boundary;
ii. The length of time that the school building has been closed;
iii. Other public educational uses for the property or restrictions to uses for the property;
iv. Carrying costs of mitigating the liability associated with unoccupied property;
v. Municipal use of the property including Joint Use Agreements; and
vi. Any other criteria deemed necessary by the Board.
1.1. The Board, based on the information presented, will determine whether the property is surplus for educational purposes
1.1.1. If the property is deemed surplus, the board may then consider non- educational use of the property or disposal.
1.1.2. If the property is not deemed surplus, the Board shall
1.1.2.1. Direct administration to pursue an alternate educational use; or
1.1.2.2. Make motion to review the property within a period of not more than 3 years.
2. Determining surplus interests in reserve lands
2.1. “reserve lands” includes school reserve, municipal reserve or municipal and school reserve
2.2. “interests” includes property titled in the name of the Board or its predecessors as well as any municipal property designated as a reserve lands
St. Thomas Aquinas R.C.S.S.D. New September 2019 Board Policy Handbook Page 11 of 113 2.3. In determining surplus interest in reserve lands the Board will consider:
i. Enrolment trends within the area intended to be served by the reserve lands;
ii. Student accommodation and transportation issues;
iii. Whether a school on the reserve lands is included in the Board’s capital plan;
iv. Consultation with other boards with respect to their needs for the reserve lands;
v. Terms and conditions of reserve land planning agreements with Municipalities; and
vi. Any other criteria deemed necessary by the Board.
2.4. The board based on information presented, will determine whether the interest in reserve lands is surplus; and may notify the municipality of its decision.
3. Disposal of Surplus Real Property
3.1. Disposal by way of lease, sale or transfer of real property shall be in accordance with the Education Act and the Disposition of Property Regulation.
Legal Reference: Section192, 193, 194, Education Act Disposition of Property Regulation (Education Act, AR86/2019) Policy 2 – Role of the Board
St. Thomas Aquinas R.C.S.S.D. New September 2019 Board Policy Handbook Page 12 of 113
Fundraising Societies Handbook
A RESOURCE GUIDE TO ASSIST SCHOOL FUNDRAISING SOCIETIES IN ST. THOMAS Page 13 of 113 AQUINAS ROMAN CATHOLIC SCHOOLS SPRING 2016 About this Handbook
Fundraising Society Handbook STAR Catholic Schools has been blessed with wonderful growth in our schools and communities. With this growth comes the want by community members to get involved and lend a hand to make our school communities even better.
To that end, STAR Catholic’s Board of Trustees saw the need to develop a resource to help fundraising societies in their efforts and enhance the relationship between our schools and the community.
Using this Handbook The STAR Catholic Fundraising Societies Handbook is a resource that can be used to guide fundraising societies in their efforts to not only streamline the process of forming and operating a society, but to aid in its relation with the school, parish and school division.
In the Fundraising Societies Handbook, fundraising societies will find Guiding Principles, Roles and Responsibility, as well as a Tool Kit featuring important links to documents and contacts needed through the lifespan of a fundraising society. Through this document, the Tool Kit will be referred to with a notation directing you to the corresponding Tool Kit resource.
In addition to the Tool Kit, there are also STAR Catholic Board Policies, a School Council and Fundraising Society Comparison, Incorporation Checklist and Meeting Prayers.
Page 14 of 113 Table of Contents
Section I Letter from the Board 5
Section II Foundation 6
Section III Guiding Principles 7 Section IV Roles and Responsibilities 11 Section V Society Functions 14
Section VI Tool Kit 23 Appendix A Pastoral Letter 28 Appendix B Board Policy 18 30
Appendix C Board Policy 19 31 Appendix D Administrative Procedure 113 32 Appendix E Council & Society Comparison 34
Appendix F Checklist for Incorporation 36 Appendix G Meeting Prayers 37
Page 15 of 113
Fundraising Societies Handbook
SECTIONS: I - VI
Page 16 of 113 Letter from the Board
A Message to Fundraising Societies
One of the most memorable writings in the Gospel of Matthew is the parable of the talents.
The lesson shared in this parable is that we are all given talents and when we use our skills and resources to grow the kingdom of the Master, we glorify God.
St. Thomas Aquinas Roman Catholic School’s Board recognizes and appreciates those individuals and groups who give of their time, talents and treasure to enhance student wellbeing and learning opportunities. In your dedication, hard work and resourcefulness you bring to students opportunities and events that can enrich their school experiences, which can further develop their knowledge, physical wellbeing and character.
When these experiences are rooted in Catholic teaching and an environment that encourages the formative development of mind, body and spirit, it is our hope and desire that this will lead our students to be Christian witnesses and servants of God.
By working together with individual autonomy but with common purpose and shared values we can benefit our students as well as enrich and strengthen our broader school community.
It is with most sincere gratitude that we extend our thanks and pledge our commitment to assist you in appropriate ways to bring your projects to fruition.
— STAR CATHOLIC BOARD OF TRUSTEES
Page 17 of 113 Section I | Fundraising Societies Handbook • 5 Foundation
Our Vision Souls seeking Christ on a journey of faith, learning and love.
Our Mission
Rejoicing in the way of Christ, we nurture a love of learning in faith-filled Catholic Schools!
Page 18 of 113 6 • Section II | Fundraising Societies Handbook Guiding Principles
Background
For many years fundraising societies have offered substantial contributions to their local school communities in the St. Thomas Aquinas Roman Catholic School Division.
Whether it be in building playgrounds to purchasing musical instruments to sponsoring student trips, these fundraising societies have enriched student opportunities in learning and development. The serious commitment of time and resources that are sacrificed by parents has not gone unnoticed by the school division.
It is apparent to the Board that harnessing the experience and knowledge of fundraising societies that have completed projects is incredibly valuable to new fundraising societies undertaking new challenges. It was from this realization that the idea to develop a Fundraising Societies Handbook was born.
The two main purposes of this Fundraising Societies Handbook are to assist in streamlining the process of establishing a fundraising society and to provide resources that are helpful to groups in completing their projects.
By meeting these two purposes we hope to foster positive relationships of support and collaboration between the fundraising society, the school and the Board as partners that honour common values in education.
Page 19 of 113 Section III | Fundraising Societies Handbook • 7
Guiding Principles
Purpose
The Fundraising Societies Handbook is designed to be helpful to both new and existing fundraising societies.
It can be used as a workbook that a group could sequentially progress through to establish a fundraising society and proceed on fundraising initiatives or it can be used as quick reference to existing fundraising societies requiring specific information.
To that end, all reference materials can be found throughout the document as well as in the Tool Kit in the final section of the handbook.
Recognizing the importance of synergy between the work of the fundraising society, the school administration, the school council and the school division is essential to gaining optimal benefits from coordinated efforts.
Open communication is critical in developing project goals to ensure objectives are aligned and desired by all parties.
Page 20 of 113 8 • Section III | Fundraising Societies Handbook
Guiding Principles
Governance
Societies are governed by the Alberta Societies Act and are their own governing entity.
There are implications for fundraising societies participating in projects to benefit STAR Catholic schools. The STAR Catholic School Board is a governing body as well and has limitations placed on it by both the Alberta Education Act and by its affiliation with the Catholic Archdiocese of Edmonton.
Some of those limitations are reflective in our policies relative to: • Board Policy 18 — School Fundraising • Board Policy 19 — Charitable Donations • Administrative Procedure 113 — Parent Fundraising Societies
We look at the project work and resources that are produced by societies as gifts to our school division.
We appreciate the efforts of organizers and volunteers to generate such valuable contributions. As a division we are committed to only accepting gifts that align with the moral direction set forth by our Archbishop.
That being said gifts that are associated with high stakes gaming cannot be accepted by our school division. A focus for our division is to encourage fundraising activities that build and strengthen our communities without causing hardship to others.
We appreciate the efforts by our affiliated societies to honour and support the school division’s position. Through this commitment we truly walk as partners upholding the values of our faith and strengthening our communities.
Page 21 of 113 Section III | Fundraising Societies Handbook • 9 Guiding Principles
The False Eden of Gambling Pastoral Letter
The letter found in Appendix A is a detailed pastoral letter comprised by the Alberta Conference of Catholic Bishops with respect to gambling and high stakes gaming. In order to ensure successful relations and avoid potential misunderstandings between the Board and the Fundraising Societies, it is imperative that these societies familiarize themselves with the following documents fundamental to the Board’s governance. • Board Policy 18 — School Fundraising • Board Policy 19 — Charitable Donations • Administrative Procedure 113 — Parent Fundraising Societies In light of the Board’s limitations in receiving donations associated with high stakes gaming, it is important for societies to understand these limitations before embarking in fundraising endeavors. Policies and Procedures
Administrative procedures and Board policies are documents that direct the School Board and school administrations in decision making and conduct relative to receiving proceeds from fundraising initiatives and partnerships.
To be transparent with fundraising societies, it is imperative that these societies have full understanding of documents fundamental to our governance. • Board Policy 18 — School Fundraising • Board Policy 19 — Charitable Donations • Administrative Procedure 113 — Parent Fundraising Societies
Page 22 of 113 10 • Section III | Fundraising Societies Handbook Roles and Responsibilities
Board of Trustees
The Board consists of elected community members known as Trustees who serve a term of four years. The Board establishes policy and set goals and directions to guide education in the School Division.
The Board of Trustees governs with an emphasis on an outward vision, encouraging diversity in viewpoints, strategic leadership, collective decisions, the future and proactivity.
As a Catholic school board, STAR Catholic is accountable to the provincial government, the local bishop and the local Catholic community.
Superintendent of Schools
As the sole employee of the Board, the Superintendent serves as the chief executive and education officer of the School Board.
Generally the Superintendent establishes and implements accountability measures and upholds the Education Act, School Council Regulations and other related policies.
Page 23 of 113 Section IV | Fundraising Societies Handbook • 11 Roles and Responsibilities
School Principal
The school principal is the instructional leader who manages the day-to-day operations of the school and is a key member of the school council who promotes cooperation between the school and the community.
A school principal may often seek advice of local and relevant topics with the school council. The school principal is encouraged to foster and maintain open communication and working relationships with the school council and the Fundraising Society.
The school principal is responsible and accountable to the Superintendent for all activities taking place at the school. The school principal implements the regulations of Alberta Education and the School Board’s policies and administrative procedures. School Council
A school council is a collective association of parents, principal, staff, secondary students (where applicable) and community representatives as mandated by the Alberta Education Act.
School councils provide a means for parents and community to work together with administration, staff and high school students to promote the wellbeing and overall effectiveness of the school community, to enhance student learning and to facilitate cooperation among parents and participants in the local school.
Its main purpose is advisory; they provide an opportunity for members of the school community to provide advice and consult with the school principal. A secondary purpose of school council is to support education through advocacy.
Page 24 of 113 12 • Section IV | Fundraising Societies Handbook Roles and Responsibilities
Fundraising Society within the School Division
Fundraising societies are a formal group of people, incorporated under the Societies Act for the purpose of providing additional financial resources and support to the school. A society is a separate legal entity from the school council.
A good working practice suggests a fundraising society should maintain high ethical standards, that align with the school council’s, the school’s, and the School Board’s mission and vision.
Values form the basis and success for the development and support of societies. Those values should include: success for each student, respectful relationships between all persons that have a stake in the education system and open communication.
The society’s purpose should be in direct relation to the school to which the fundraising society wishes to contribute society funds, and gifts resulting from society endeavours.
Parish
Local parishes/churches are a vital partner in support of Catholic education.
Fundraising societies need to be mindful of this relationship and there may be different levels of engagement from one community to another.
The triad of Home, School and Parish benefits students, their families and the community as a whole.
Page 25 of 113 Section IV | Fundraising Societies Handbook • 13 Society Functions
Fundraising Societies as a Function to Support Local Schools
Each school within the Division and across the province is diverse in its own community and unique in individual need and requirement.
Raising funds to enhance the learning environment for students may be performed by both school councils and societies. Fundraising is not an expected activity of school councils, however, many school councils partake in such activities. It may be beneficial at times to separate the fundraising activities to allow the school council to focus on its mandated purpose of advising and advocacy. It is within that thought that some school councils decide to implement a fundraising society to support its efforts and projects.
St. Thomas Aquinas Roman Catholic School Division believes that the goals of these societies go beyond money to reflect the creative and collaborative efforts of parents, students and the school community for the support of school initiatives, enhanced student learning and enriching school programs.
A fundraising society is a self-governing legal entity, under the Societies Act (see Tool Kit A-1) or Part 9 of the Companies Act, with the authority and responsibility to make necessary decisions to manage the operations and activities.
A society consists of a board of directors, chosen according to the bylaws/operating procedures established and maintained by the society. Their mission, vision and goals should align closely with the school council’s, the school’s, and the School Board’s.
Page 26 of 113 14 • Section V | Fundraising Societies Handbook Society Functions
What to consider
It is beneficial to those who wish to initiate a fundraising society, or if one already exists to review annually the purpose of the intended society. Here are some questions to think about before endeavouring on this journey:
• Are you starting a society on a long term or short term basis?
• If it is intended for a long term purpose, do you have enough interest and volunteers to contribute to the success of the proposed society over an extended time period?
• What will the intended purpose of the society be?
• Who will benefit from creating a society?
• Is it beneficial to separate the fundraising operations from the school council?
• Do you plan on fundraising large amounts of monies or apply for a grant for an intended purpose?
If you find that your answers to these questions support and align with your school council, your school and its principal and the School Board, it may be time to create a fundraising society. How to Create a Society
There are four steps to creating a fundraising society: 1. Choose a name. 2. Complete required forms. 3. Create bylaws. 4. Submit application package with required fee.
Page 27 of 113 Section V | Fundraising Societies Handbook • 15 Society Functions
Choose a name
The first step in creating a society is to choose a name. The name of the fundraising society will imply its purpose and or relate to the school that it is aligned with. It is required to obtain permission from the school principal if using the name of a school in the division for the fundraising society as well as doing an Alberta name search report. The second step in creating a fundraising society is to craft bylaws. Complete Required Forms (see Tool Kit B-1 to B-6)
• Application to Form a Society • Bylaw Development • Annual Return • Dissolution of a Society • Revival of a Society
Create Bylaws (see Tool Kit B-2)
Bylaws are the rules that govern the internal management of an organization. Bylaws must include and deal with, but are not limited to: • Membership • Withdrawal of membership • Meetings • Directors & Officers • Exercise of borrowing powers • Audit of Accounts • Custody & use of seal • Preparation & custody of minutes • Inspection of books and records by members • Altering, rescinding and adding bylaws
It is important to note that within your bylaws, there will be aspects that are unique to the school, its membership and the community. Application Package
Fundraising societies are separate, legal entities with distinct rules to follow, responsibilities to comply with and liabilities to consider. The following information is a more in-depth look at fundraising societies and their roles, operations and responsibilities. It is suggested that the following information be fully understood when considering starting a fundraising society and may be good review for those schools that have established fundraising societies.
Page 28 of 113 16 • Section V | Fundraising Societies Handbook Society Functions
Fundraising Societies within the Education Community
The main purpose of a fundraising society is to generate financial resources through fundraising efforts or collect in-kind resources to be used for the purpose as set out by the elected executive and its membership. A society has no authority to advise or consult the school regarding school based decision-making, this is the function of a school council.
Positive, collaborative, mutually respectful relationships with the principal, the school board and school council are integral to the success of a fundraising society. Respectful of the fundraising society’s ability to raise and expense funds, it is imperative that fundraising activities and the expenditure of fundraised dollars be made in consultation with the school council and principal (ref. Fundraising Society AP 113).
Both school councils and fundraising societies rely on strong relationships between its members and other educational stakeholders. Building strong and meaningful relationships with the school council, the principal, and the School Board is an important factor to achieve both specific projects and long term goals.
Page 29 of 113 Section V | Fundraising Societies Handbook • 17 Society Functions
Operations
Membership & Executive Executives are selected or elected as per the bylaws. For the directors/officers, the duties, terms of service, the powers of the executive and remuneration of executive will also be set forth in the bylaws, along with terms of membership.
According to Administrative Procedure 113, the Division does not permit its employees to be directors/officers on a society associated with schools. Often, but not always, the executive of the society may be the same executive as the school council.
Meetings Bylaws must set out the procedure for calling general and special meetings. This will include how members will be notified and the time frame for notification of meetings. Most times, fundraising society meetings will be held on school property for ease of the membership. This will require permission from the principal. Also, it is important to remember that the principal should be invited and encouraged to attend the fundraising society meetings to be aware of the goings-on of the fundraising society and to strengthen the relationship of all educational partners. In saying that, a representative from the school council should be attending the fundraising society meeting for the same reasons.
The bylaws should also set out how the members will vote, who will vote and what constitutes quorum. An Annual General MeMe eting (AGM) must be held for the purpose of presenting the audited financial statements to the society’s members.
Page 30 of 113 18 • Section V | Fundraising Societies Handbook Society Functions
Record Keeping, Minutes & Audits It is the sole responsibility of the society to manage all of its own records. Within the bylaws it should state who will be responsible for managing and holding custody of the minutes and other records. Choosing a registered address that will be stable into the future is a requirement of the societies act. To ensure correspondence remains consistent, even if committee executives change, and to assist in ensuring that no records are lost forever, it is suggested that the address be the school as it is likely to be there for a long time.
It should also state who will perform audits and when. It will also state the time and place where books and records of the fundraising society may be inspected by its members.
All minutes MUST be separate and defined independently of the school council and its operations. Fundraising society and school council meetings must be separate from one another with a clear defined start and adjournment from one another.
Annual Filing (see Tool Kit B-3) Fundraising societies must send a completed Annual Return to corporate registries every year before the last day of the month following their anniversary month of incorporation. A list of directors and officers of the fundraising society along with the audited financial statement presented at the last annual general meeting of the fundraising society must be attached to the return being filed.
Dissolution of a Society (see Tool Kit B-4) Sometimes societies are created for specific projects that will be on a short term basis, or the fundraising society and its members, upon review, realizes that a society is no longer required for various reasons. Both of these scenarios can lead to dissolving the fundraising society. In order to dissolve a society an “Article of Dissolution” can be filled out and filed in duplicate with Corporate Registry. Before beginning the formal process for dissolving a society, which requires a Special Resolution of the members, the assets of the society should be disbursed as outlined in its bylaws.
Reviving a Society (see Tool Kit B-5) For various reasons, societies may lapse or dissolve upon agreement of its members. Any interested person wishing to revive a society to the active register may apply to the Registrar by completing and filing, in duplicate, Articles of Revival of a Society.
Page 31 of 113 Section V | Fundraising Societies Handbook • 19 Society Functions
Charitable Receipts One of the great benefits to making a donation is to receive a tax deductible receipt for that donation. It is important to private donors and corporations to receive that benefit as it is often a motivating factor for the donor.
To be able to issue tax-deductible receipts an organization must be a registered non-profit charity. Fundraising society status alone does not give an organization that level of status. To obtain registered non-profit status requires a different process. The Division acknowledges that this process can be an additional stress that volunteer organizations may wish not to undertake.
In order to simplify this process for fundraising groups and societies affiliated to our schools, STAR Catholic School Division has undertaken the process to have charitable status through the STAR Catholic Charitable Society. The division encourages fundraising groups and fundraising societies linked with our schools to utilize the STAR Catholic Charitable Society in order for tax- deductible receipts to be issued to donors and to hold donations in trust on behalf of specified fundraising groups and societies.
While holding funds in trust, the STAR’s Charitable Society reconciles payables incurred by these groups (eg. playground equipment purchased by a fundraising society can be paid for by funds held in trust by the STAR Charitable Society). If your group would like to utilize this option please contact the Director of Finance and Business for STAR Catholic School Division at 780.986.2500.
MakMaking Donations Online STAR Catholic Charitable Society allows donations to be made to specific fundraising groups and fundraising societies affiliated withwith the school division. To make donations online, please go to wwwwww .starcatholic.ab.ca, and click on “Donations” and follow the instruinstru ctions.
Page 32 of 113 20 • Section V | Fundraising Societies Handbook Society Functions
Responsibility As an independent legal entity, it is the responsibility of the executive to ensure ethical, financial and accountable stewardship of the society.
With good working relationships with all education stakeholders in the community, it is suggested that the fundraising society and its members conduct analysis and regular monitoring of fundraising policies and practices with the school and its board. This will ensure consistency and compliance with the society, the school and the Board.
Policies and practices may be created for the ongoing operations of the fundraising society. These may include: how to handle communication, both internal and external, record-keeping, types of fundraising and common practices regarding the use of funds. Accounting, privacy, collection and recording information, location of meetings, official mailing address, new member orientation, group evaluation and social media use and policies may also be included in “best practices” or operations of the society
Insurance options for a fundraising society (see Tool Kit A-3) It is highly recommended that fundraising societies acquire their own insurance since they are a legal entity unto themselves and directors and officers have a personal stake in carrying out the duties of the fundraising society with diligence. It is also important to note that identifying and analyzing the full extent of risk exposures to each organization is very important prior to obtaining insurance.
Although a fundraising society is at liberty to acquire insurance through any insurance broker or agents, non-for-profit organizations incorporated under the Societies Act, who are associated with a school board under the Alberta School Boards Insurance Exchange (ASBIE), can obtain preferred rate insurance through Lloyd Sadd, via the Associate Group Policy. Insurance options available to fundraising societies include Contents, Extra Expense, Crime, General Liability and Directors and Officers Liability insurance.
Page 33 of 113 Section V | Fundraising Societies Handbook • 21 Society Functions
Directors and Officers Liability Insurance Protects against possible legal claims for alleged wrongful acts performed by directors or officers in performing their duties. Directors and officers should be aware that they can be sued by shareholders, creditors, employees, suppliers, customers, competitors or regulators.
Commercial General Liability Insurance designed to protect associations and organizations from a wide variety of liability exposures which are predominantly based in tort law, that occur because of bodily injury, personal injury or property damage. These risks could include liability from accidents which occur as an outcome of an association’s or organization’s approved event or project.
Special Events Liability Insurance to cover liability arising out of short term events. One-time or per event/project insurance is not meant to cover an association’s and organization’s operations throughout the rest of the year.
Page 34 of 113 22 • Section V | Fundraising Societies Handbook Tool Kit
Resources
A-1 Service Alberta Society Act; Chapter S-14: http://www.qp.alberta.ca/ How to Form a Society Tip Sheet: https://www.servicealberta.ca/Societies.cfm Corporate Registry Fees to form a Society: https://www.servicealberta.ca/817.cfm
A-2 Alberta School Council Association Resource Manual: http://www.albertaschoolcouncils.ca/?page=CouncilsGroups Fundraising Resources: http://www.albertaschoolcouncils.ca/?page=FundraisingPage Policy Advisory, Fundraising, Legislative Framework: http://www.asba.ab.ca/services/resources/policy-advice/fundraising/ Bylaw Template: http://www.albertaschoolcouncils.ca/?page=templates
A-3 Alberta School Boards Insurance Exchange (ASBIE) Director & Officer Insurance: http://www.asba.ab.ca/services/programs/insurance/
A-4 STAR Catholic Schools Admin Procedure 113: http://www.starcatholic.ab.ca/division/administrative-procedures-manual/ Board Policy 18, 19: http://www.starcatholic.ab.ca/division/board-policy-handbook/
A-5 Archdiocese of Edmonton Policy 216 Gambling & FAQs: http://www.caedm.ca/AboutUs/PoliciesProcedures/GamblingFAQs.aspx A-6 Alberta Education Education Act - School Councils Regulation Chapter/Regulation: www.qp.alberta.ca/documents/Acts/s03.pdf A-7 Personal Information Protection Act (PIPA) Frequently Asked Questions for School Councils & Fundraising Societies: http://servicealberta.ca/pipa/documents/SchoolFAQs.pdf A-8 Alberta Culture & Tourism Resources & Links: http://culture.alberta.ca/community/resources-and-links/
— Links and websites accurate as of time of print
Page 35 of 113 Section VI | Fundraising Societies Handbook • 23 Tool Kit
Forms
B-1 Application to Form a Society: https://cfr.forms.gov.ab.ca/Form/REG3088.pdf
B-2 Bylaw Development: http://www.servicealberta.gov.ab.ca/pdf/Forms/Society_Bylaws_re-entered_%282%29.pdf
B-3 Annual Return: https://cfr.forms.gov.ab.ca/Form/REG3185.pdf
B-4 Dissolution of a Society: http://www.servicealberta.gov.ab.ca/pdf/Forms/REG3038.pdf http://www.servicealberta.gov.ab.ca/pdf/Forms/REG3070.pdf
B-5 Revival of a Society: https://cfr.forms.gov.ab.ca/Form/REG3069.pdf https://cfr.forms.gov.ab.ca/Form/REG0022.pdf
B-6 Other Forms that may be required from time to time can be found at: https://www.servicealberta.ca/Societies.cfm
— Links and websites accurate as of time of print
Page 36 of 113 24 • Section VI | Fundraising Societies Handbook Tool Kit
Valuable Contacts
C-1 Service Alberta Webpage: www.servicealberta.ca/716.cfm Phone: 310.000 Email: [email protected]
C-2 Alberta School Council Association Webpage: www.albertaschoolcouncils.ca Phone: 780.454.9867 Email: [email protected]
C-3 Lloyd Sadd Insurance Brokers Ltd. Webpage: www.lloydsadd.com Director & Officer Liability Account Manager Phone: 780.930.3850
C-4 STAR Catholic Schools Webpage: http://www.starcatholic.ab.ca Phone: 780.986.2500 Email: [email protected]
C-5 Archdiocese of Edmonton Webpage: http://www.caedm.ca Phone: 780.469.1010 Email: [email protected]
C-6 Alberta Education Webpage: http://education.alberta.ca/ Phone: 310.0000 (toll-free anywhere in Alberta)
C-7 Personal Information Protection Act (PIPA) Webpage: http://servicealberta.ca/pipa/ Phone: In Alberta, dial 310.000, followed by 780.644.7472 C-8 Alberta Culture & Tourism — Corporate Relationship Building, Funding Resources & Grant Writing Webpage: http://culture.alberta.ca
— Links and websites accurate as of time of print
Page 37 of 113 Section VI | Fundraising Societies Handbook • 25 Notes
Page 38 of 113 26 • Notes | Fundraising Societies Handbook
Fundraising Societies Handbook
APPENDIX: A - G
Page 39 of 113
Pastoral Letter
January 12, 1998
The False Eden of Gambling
The proliferation of government-sponsored gambling in our society has become a significant concern both for our Catholic community and our society. With government backing, the implication seems to be given that what is legal is therefore moral. Governments and other gambling proponents argue that gambling provides significant benefits to society. Obviously, they point out, people wish to gamble. It has become a form of entertainment, often, even if not always, innocuous. In meeting this desire of many people, the government argues that it can best regulate the provision of gambling services, treating the income as a form of ‘voluntary taxation.’ Furthermore, besides providing jobs, the monies raised are almost always earmarked either for ‘charitable causes’ or general government expenses. And finally, if there are people who become addicted to gambling, then part of the proceeds can be put aside to treat the addiction problem. This burgeoning fact of modern society deserves a commentary based on our Christian faith. Traditionally, gambling has been looked upon with great suspicion in the Christian community. Marriages and families have been hurt or destroyed by compulsive gambling. The ‘fantasy’ motivation of entering the lap of luxury through winning is suspect. And the use of time and money in ways that hardly model Christian virtue and character suggest that the practice reflects neither Gospel values nor Christian inspiration. Nonetheless, the Catholic tradition has never simply condemned gambling as such. Our own history in Alberta provides ample evidence of the use of gambling to raise funds for everything from the construction of churches to charitable works. While most of this practice has been associated with the involvement of local communities in such things as raffles, bingos and draws, the presence and fact of gambling has not been lost in the public perception. “Games of chance or wagers,” says The Catechism of the Catholic Church are not in themselves contrary to justice. “They become morally unacceptable when they deprive someone of what is necessary to provide for his needs and those of others.”(2413) The Catechism, of course, does not address the more profound questions associated with an elaborate system of gambling. Despite our history, there has also remained a deeper unease with compulsive gambling, ruinous gambling, and any gambling which detours the essentials of life, such as grocery money, away from their responsible use. This unease has at times in other Christian communities led to an understandable, complete moral condemnation of gambling in all forms. Following our Catholic tradition, it seems important for the Bishops of Alberta to offer a more nuanced moral judgment of gambling and to issue a Gospel challenge to all Christians in the face of the increasing opportunities to gamble in our society.
The Morality of Gambling The ‘harmless’ entertainment of gambling can simply be immoral if the necessities of family life are sacrificed. These necessities an not simply monetary. When gambling steals time and attention from spouse, children and family responsibilities, it is immoral. Gambling, of course, can also become an addiction. While the mechanisms of who gets addicted are not always clearly understood, it is estimated that between three and five percent of gamblers will have a serious problem beyond their ability to control. A simplistic solution to this problem would be to suggest that anyone in danger of an addiction avoid gambling completely. Since this problem usually surfaces after recreational gambling or at the end of long-term gambling, recognition and remedies must become more than the responsibility of the individual gambler. Programs to deal with the admitted gambler need to be complemented by efforts to identify and aid the compulsive gambler before disaster takes over. To associate all the evils of gambling with personal choice is to overlook the complicity of a system that needs gamblers in order to flourish. Thus, a major portion of an ethical response to gambling must come from a challenge to those who control the trade. • First, problem gamblers need to be identified within the system and assisted before they ‘hit bottom.’ • Second, those who are addicted need sufficient resources to help them. • Third, those who commit crimes, especially theft, in order to feed a suddenly uncontrolled gambling habit should not be the only ones blamed for their crimes or be held solely responsible for restitution. When institutions are all-too-willing to take all the money a gambler throws away, ignoring the problems caused is not acceptable. • Fourth, anything that contributes significantly to addictive forms of gambling - and video lottery terminals, which are proven to add the addictive power of television to that of gambling, must be mentioned here - should be banned or substantially altered in order to diminish the addictive power. • Finally, if gambling is to be a personal choice, governments ought to restrict all promotion that a serves to create a
Page 40 of 113 28 • Appendix A | Fundraising Societies Handbook Pastoral Letter need as opposed to advertising services. One need only look at the glitter associated with gambling to recognize the temptation to make gambling a self-serving, ‘growth’ business. Governments need an ethical perspective on their involvement in gambling. First, studies ought to be done on where money that goes to gambling comes from; in other words, is this really disposable income or are such things as essential family needs or charitable donations or support for productive business being forfeited in favour of the easier, but less value-added dollar. Second, as the major receivers of gambling monies, governments must take the responsibility for programs to aid addicts and to deter addictions. They also need to avoid seeing gambling as a cash cow to be milked for ever- increasing monies as pressure is liable to move gambling beyond entertainment. A Christian Vision If gambling is not to be decried as intrinsically evil, and if governments seem to think it is necessary to the economy, how should the Christian respond to this phenomenon? To begin with, a negative attitude of ‘not doing anything wrong or harmful’ is scarcely adequate as a Gospel based response. Of course, the Christian should avoid misuse or abuse of funds for gambling. However, the idea that gambling is simple entertainment needs to be challenged as well, for the involvement is often not simple. An intrinsic part of the Christian tradition regards the monies available for gambling as the monies of the poor. That is to say, if those who gamble are wealthy enough to put money into games of chance, then a glance at Jesus’ teaching in the Gospels suggests that they use the money to help the poor. The same could be said for much of the money and time most of us spend on various entertainments, so this is a meditation for all who have what is euphemistically referred to as ‘disposable income.’ One might argue that the good causes to which wagered money is contributed fulfills this Christian challenge, as is often the case in local or community fund-raising events that use gambling. Many people do take advantage of such opportunities to donate to a good cause. However, when one participates in more serious ‘gambling for entertainment’, it becomes important to examine one’s motivations. Donating to a good cause can often be completely lost track of in the thrill of gambling, in the escape from responsibility, in the almost antisocial atmosphere of commerce with a machine for hours. If there is money for gambling, perhaps we have simply not looked seriously enough at the gift of extra monies that God has given us to be used for good purposes. And if there is time for gambling, perhaps we need to look at whether we are allowing boredom to push us not into concern for others but the bright lights and action that will fill our hours for a price. The Christian challenge in the face of gambling is not to stop with a moral evaluation. Rather it is to look into the face and heart of Christ and see how Love motivates us to love our neighbour. Perhaps we cannot make this demand of governments, although if the poor are neglected because of gambling, then we must all raise our voices to demand at least a morally responsible control. However, as Christians we can examine our own actions regarding gambling. And we can continue to look out for those who are harmed by gambling. And we can lobby that gambling is not allowed to harm communities and neighbourhoods. And we can preach and live the Word that ought to make gambling irrelevant in our lives. And we can live the hope of our faith that unmasks the false hope of greed. We are the Body of Christ, living and carrying out His Will in our world. How Christ might respond in our place ought to be a constant reminder that we are standing, by His grace, in His place.
Joseph N. MacNeil Denis Croteau, OMI Archbishop of Edmonton Bishop of MacKenzie-Fort Smith President, Alberta Bishops’ Conference Lawrence Huculak, OSBM Paul J. O’Byrne Eparch of Edmonton Bishop of Calgary Henri Goudreault, OMI Thomas Collins Archbishop of Grouard-McLennan Bishop of St. Paul
Page 41 of 113 Appendix A | Fundraising Societies Handbook • 29 Policy 18
Policy 18 • School Fundraising
The Board believes that the operation of the Division’s educational programs should be funded from local taxation and provincial grants. However, the Board recognizes the value of schools carrying out extra-curricular activities and projects aimed at extending and enhancing school program offerings which often require additional financial support. The Board permits individual schools to supplement available funds for school-related activities through fundraising initiatives. Similarly, the Board recognizes the educational value of student involvement in fundraising activities in support of worthwhile charities. The Board permits school support of the fundraising initiatives of registered societies and/or charitable organizations insofar as these initiatives are congruent with Board policies and Catholic values.
Specifically, 1. School-related Fundraising Activities: For fundraising activities sponsored directly by the school, the following applies: 1.1 Student participation must be voluntary; 1.2 Fundraising activities shall not detract from the curricular program; 1.3 Fundraising activities must have adequate adult supervision and not place students at risk; and 1.4 The purpose of the fundraising activities and the intended use(s) shall be made known to students and parents in advance. 2. Fundraising Activities Sponsored by Charitable Organizations or Groups Registered Under the Alberta Societies Act: For fundraising activities sponsored by charitable organizations or groups registered under the Alberta Societies Act, the following applies: 2.1 Fundraising and canvassing initiated by a legally recognized society falls outside the Division or the Board. 2.2 For schools participating officially in fundraising activities sponsored by registered societies the following applies: 2.2.1 Student participation must be voluntary; 2.2.2 The activity cannot detract from the school’s curricular program; and 2.2.3 The purpose(s) of the fundraising activities and intended use(s) must be made known to students and parents. 3. The Superintendent or designate must approve use of the school name for fundraising purposes. 4. The Board prohibits any school related fundraising activities tied to casino gambling or high-stakes bingo 5. Assistance in establishing budgets, proper accounting records and the maintenance thereof will be provided by the Superintendent or designate.
Legal Reference: Section 51, 52, 53, Education Act Societies Act Archdiocese of Edmonton Gambling Frequently Asked Questions Document, October 2010
St. Thomas Aquinas R.C.S.S.D. September 2006 Revised June 2014 Board Policy Handbook Reviewed December 2019
Page 42 of 113 30 • Appendix B | Fundraising Societies Handbook Policy 19
Policy 19 • Charitable Donations
The Board graciously welcomes charitable donations of cash and donations in kind for the benefit of the students it serves. Specifically, 1. All cash donations received as donations eligible for income tax deduction must meet the requirements of Revenue Canada and be for the advancement of education, specifically: 1.1 To purchase library and religious materials; 1.2 To improve recreational facilities; 1.3 To upgrade the information technology program; 1.4 To establish student scholarships to recognize student scholastic, community or athletic achievement; and 1.5 To enhance student programs. 2. The Division appreciates and welcomes the donation of goods. 2.1 Goods may include such things as materials, supplies, playgrounds and other furniture/equipment; 2.2 All goods donated will become the property of the Division; 2.3 Receipts will be issued at a fair market value as determined by the Division. 3. The following will not be considered as donations eligible for income tax deduction: 3.1 Tuition fees or other payments for which any right, privilege, benefit, or advantage may accrue to the donor; 3.2 Payments for rentals or usage of books, facilities, transportation services, equipment, musical instruments, or other instructional resources which are normally paid for by way of a fee; 3.3 Payments which cannot be identified as having been made by a particular donor; 3.4 Donations of services or gifts ‘in kind’; 3.5 Donations of old clothes, furniture, home baking, hobby crafts or property of little or nominal value; 3.6 Amounts paid for school fundraising events; where a service or item is being received and 3.7 Amounts paid for admissions to concerts, dinners, athletic events, social functions, graduations or similar activities. 4. All donations must be for application within St. Thomas Aquinas Roman Catholic School Division for the benefit of students of the Division. 5. All funds received shall be processed through the Board’s regular accounting system, specifically identified and appropriately recorded. 6. Receipts for income tax purposes shall not be issued for donations of less than $20 7. The practice of issuing tax receipts shall remain in effect only for that period of time that the Board continues to qualify for Revenue Canada tax exempt status as a charitable organization. 8. Any changes to the practice of issuing tax receipts are to be made only after review with Revenue Canada. 9. All donations received are to be forwarded to the Superintendent or designate for consideration as a valid donation for the advancement of education. Any donation may be refused, if, in the opinion of the Superintendent or designate, it is not in the best interest of St. Thomas Aquinas Catholic Schools or is not of a charitable nature. 10. The Board and its schools are prohibited from receiving donations from activities tied to casino-style gambling, such as video lottery terminals, electronic gaming devices, highstakes bingo or other high-stakes gaming. 11. All proposed uses for the donation must be submitted to the Superintendent or designate for his/her approval before any commitment is made to the donor(s). 12. All approved donations shall be disbursed as directed by the donor for the activity approved, as soon as possible. In the case of donations being received without specific instructions for their use, the Finance Committee, after consultation, will make a recommendation for the use of the funds as soon as possible. The Finance Committee will bring this recommendation to the Board for the disbursement of funds not later than the June Board meeting of each year. 13. After consultation with the donors, the Board may transfer restricted funds to the unrestricted account when the funds are inadequate for the purpose named or when the request is no longer appropriate. 14. The Superintendent or designate shall issue official receipts in the format prescribed by Revenue Canada.
Legal Reference: Section 53, 188, Education Act Societies Act
St. Thomas Aquinas R.C.S.S.D. September 2006 Revised June 2018 Board Policy Handbook Reviewed DecemberPage 201943 of 113 Appendix C | Fundraising Societies Handbook • 31 Procedure 113
Administrative Procedure 113 - November 2015
Parent Fundraising Societies
Background
The Division recognizes the importance of Parent Fundraising Societies as a means for parents and community members to contribute positively to a student’s experience. It also acknowledges the valuable contribution that Parent Fundraising Societies renders the Division by providing additional financial resources to the schools.
Schools may have a Fundraising Society, separate and distinct from the School Council. A Fundraising Society is a self-governing legal entity incorporated under the Societies Act or Part 9 of the Companies Act. School councils are primarily advisory in nature. The School Councils Regulations prohibits school councils from incorporating under the Societies Act or part 9 of the Companies Act.
All fundraising initiatives by the Division must adhere to the moral teachings of the Catholic Church, reflecting the mission, values and system direction principles of the School Board. Similarly, the Division cannot accept funds from parent fundraising societies (or Charitable Donations) which are in opposition to the moral teachings of the Catholic Church or reflect the mission, values and system direction of the School Board.
Procedures
1. Operations 1.1. A Society is a self-governing legal entity, under the Societies Act or Part 9 of the Companies Act, with the authority and responsibility to make necessary decisions to manage its operations and activities. 1.2. St. Thomas Aquinas Roman Catholic Schools employees must not 1.2.1. Be signing officers of Parent Fundraising Societies for the school in which they work, unless they have received the approval in advance of the Superintendent or designate and 1.2.2. Form a majority of the members of a Parent Fundraising Society for the school in which they work. 1.3. In order to avoid potential conflict of interest issues and possible disagreements between the employee and the employer, employees of St. Thomas Aquinas Roman Catholic Schools should refrain from becoming officers of Parent Fundraising Societies. 1.4. The Division’s liability insurance does not extend to a Society and its Directors as the Society is its own legal entity, separate and distinct from the Division. Even though the Societies are acting on behalf of the Division, the Division does not directly control their activities. A Society has its own executive which makes decisions on behalf of the group. Societies may choose to purchase their own liability insurance. 1.5. Although distinct from School Councils, Parent Fundraising Societies are encouraged to work collaboratively with the school community to establish common purposes and work towards complementary goals through a process of consultation, transparency and accountability. 1.6. A Parent Fundraising Society has no authority to advise or consult for school-based decision-making purposes. 2. Fundraising activities 2.1. Fundraising activities should support student achievement and should not detract from the learning environment. 2.2. There must be no additional cost to the Division as a result of any fundraising activities. 2.3. All school fundraising activities shall be carried out under the jurisdiction and supervision of the Principal and in consultation with the school community as represented by the School Council. 2.4. If a society wishes to use the name of the school for any reason other than in the name of the school council,
Page 44 of 113 32 • Appendix D | Fundraising Societies Handbook Procedure 113
prior approval of the principal is required. 2.5. Requests to use a school name for fundraising must be in writing and must outline the purpose or reason for use of the school name and the date of an event, if applicable. 2.6. If the stated purpose for the use of the school name is fundraising, the decision to allow the use of the name of the school is made by the principal on a case by case basis and must be communicated in writing to the society. 2.7. Superintendents may disallow or discontinue any fundraising activity in the name of the Division or School if it is believed to be contrary to the spirit and intent of the policies and procedures. 2.8. Fundraising by a society in the name of a school, or for a designated school purpose, must have the prior written approval of the school principal. 2.9. For liability reasons, Parent Fundraising Societies may not use the Board’s name or logo in advertisements, promotions, etc. 2.10. All fundraising activities must be complimentary to, and not a replacement for, funding for public education and all capital projects must receive prior approval as prescribed in Administrative Procedure 515.
3. Fundraising proceeds 3.1. The Division can only accept funds from Parent Fundraising Societies: 3.1.1. that support the moral teachings of the Catholic Church; 3.1.2. that reflect the mission, values and system direction principles of the Board; 3.1.3. that comply with current legislation and ministry policies and/or guidelines. 3.2. In accordance with Policy 19, the Division cannot accept donations from activities tied to casino-style gambling, such as video lottery terminals, electronic gaming devices, high stakes bingo or other high- stakes gaming. 3.3. Fundraising proceeds shall not be used to replace public funding for education and shall not be used for items funded through provincial grants including, but not limited to, classroom learning materials, textbooks, and repairs or capital projects that increase the student capacity of a school or significantly increase the operating or capital costs of the Division or school. 3.4. Funds raised by the society become the property of the Division once they are given to the Division and therefore subject to the legislative authority and accountability ultimate control of the Division and delegated to the school principal. 3.5. Funds raised by the Society and donated for a specific purpose, in compliance with this administrative procedure, shall only be used for that purpose unless mutually agreed by the Principal and the Parent Fundraising Society. 4. Financial Accountability 4.1. A Parent Fundraising Society has its own bank account and accounting records. Therefore the School Division, its schools or its school councils will not manage the bank accounts, funds or financial records of the society. 4.2. Financial reporting and accountability procedures must be adhered to in accordance with governing statutes. 5. Under the Freedom of Information and Protection of Privacy Act (FOIPP) and the Personal Information Protection Act (PIPA), no personal information of staff, students or other individuals shall be collected, used or disclosed for the purposes of fundraising activities, without express consent.
Reference: Policy 18 – School Fundraising Policy 19 – Charitable Donations Administrative Procedure 515 – Purchasing Administrative Procedure 520 – Fundraising Projects in Schools Alberta School Council Resource Manual (2007)
Page 45 of 113 Appendix D | Fundraising Societies Handbook • 33 Council & Society Comparison
School Councils and Fundraising Societies Comparison*
School Councils Society
Authority School Council can only do what Societies can do anything within the Education Act allows the Societies Act Responsibilities Defined by the Education Act Defined by the Societies Act
Defined in the School Councils Defined in the society’s objects Regulation and bylaws Accountability School Councils are ethically Societies are legally and accountable to the school com- ethically accountable to munity their members. The Board of Directors has legal responsibilities School Councils can change Societies can change their their operating procedures objects or bylaws by specific (bylaws) as defined by the procedures outlined in their procedures in those operating bylaws and in the Societies procedures (bylaws) without Act, with final approval given by further authorization Corporate Registries Accurate minutes, reports, re- Accurate minutes, reports, cords are available to the public. records are available to Society members. Subject to Personal Information Subject to Personal Information Protection Act (PIPA not FOIP) Protection Act (PIPA not FOIP) Reporting School Councils Regulation Society’s Annual Report is due requires a report be filed by yearly the month following the September 30th with the School incorporation date anniversary. Board I.e.: Incorporated in August 1992, report due yearly in September School Council’s Report Society’s Annual Report, filed includes the activities of the with Corporate Registries, previous school year and includes the specifics of the financial statements detailing Board of Directors and an money collected and spent audited financial statement by the School Council in the previous school year Societies licensed by AGLC must complete AGLC issued financial reports specific to their gaming activities in order to maintain their license
*Courtesy ASCA
Page 46 of 113 34 • Appendix E | Fundraising Societies Handbook Council & Society Comparison
School Councils and Fundraising Societies Comparison*
School Councils Society
Operation Utilize school building and May request of principal resources for duties as per the permission to use school Education Act building and resources for duties Establish as per the Establish as per the Societies Education Act and hold Act and hold Annual General Annual General meetings to ensure leadership is Meetings to ensure leadership is elected elected May maintain bank accounts, Maintain bank accounts and or may ask the school to track signing authorities financial transactions or may not handle funds Orient members and general Orient members to their duties school community to their and purpose; may extend to purpose and duties general community Hold regular meetings to Hold regular meetings to discuss relevant issues, plan discuss relevant issues, plan activities and gather input activities and gather input Discuss and decide matters of Discuss and decide matters of policy, priorities and operations policy, priorities and operations Coordinate/follow through on Coordinate/follow through on activities as planned activities as planned Provide for 2-way Request permission of principal communication with school for 2-way communication with community members and school community Build strong working Build strong working relationships with others in the relationships with others in the school community school community Provide advice and parental Provide funding, upon approval perspective on matters related of members, to the school, to the school School Council, or others as requested Liability for legislated duties and Liability for duties and activities activities is held by the School is held by the Society – private Board - School Board insurance insurance is recommended/ is sufficient required
Page 47 of 113 Appendix E | Fundraising Societies Handbook • 35 Checklist
Checklist of Incorporation for a Society
Are all the forms and documents enclosed? Original Alberta Search Report, less than 91 days old. Request for Corporate Services. Application. Bylaws.
Notice of Address (REG3016 Form 3). Filing Fee. Is the name of the society identical on all incorporation documentation?
Are the application and bylaws complete? Signed by the same people (at least five (5) signatures required)? Are the documents dated? Are the documents witnessed?
Are the signatures legible? If not, print the names under the signatures. Is the notice of address signed and dated and is the title of the person signing stated?
Do all the addresses include the street, town or city, province and postal code?
Are all the documents clear? There should be good contrast between the background and the wording.
Have you enclosed a cheque for the proper fees, payable to the Minister of Finance? Submit documents in duplicate.
Page 48 of 113 36 • Appendix F | Fundraising Societies Handbook Meeting Prayers
Prayer 1 Prayer 3
Our meeting begins O Gracious God; Lord look lovingly Let all of our work be done as prayer on this group gathered here. As we do it one with you. During this meeting May all of our work and collaboration as we discuss and deliberate Add to the light of your presence on issues of importance to this school division Because it is done with great love help us to be guided by your Spirit. As we respond to all with kindness and warmth, With joy and humble service. May we be wise in our discernment balanced in our judgment Glory be to the Father, and to the Son, and to the fair in our decisions Holy Spirit, as it was in the beginning, is now and and visionary in our planning. shall be forever. Though we may, at times, Amen have differing views May we listen to one another and be guided by our common goals.
Prayer 2 May we always be mindful in our words and actions Unite us together in a sense of shared of what is best for all children purpose as we embark on your work today. in our school.
Be with us as we discuss and debate, but We ask this through Christ our Lord. encourage us to remain steadfast to your way. Amen
Encourage us during the difficult times to know that our work is made purposeful when we work in your name.
We pray to the Lord,
Amen
Page 49 of 113 Appendix G | Fundraising Societies Handbook • 37
Fundraising Societies Handbook
A RESOURCE GUIDE TO ASSIST SCHOOL FUNDRAISING SOCIETIES IN ST. THOMAS AQUINAS ROMAN CATHOLIC SCHOOLS SPRING 2020
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HOLY TRINITY ACADEMY
5749 – 45 Avenue, Drayton Valley, AB, T7A 0B6 Telephone: 780-621-5735 ● Fax: 780-621-5733
Field Trip Information and Parental Consent Form
Please carefully read the contents of this consent form before signing it. Clarify any concerns with the teacher-leader or principal before signing.
Description of Trip:
We will be spending 8 days, and 7 nights working on a Service Learning project in the Dominican Republic, from April 13 to April 20, 2020. After flying into Santiago, we will travel to the North Coast where we will have the opportunity to settle into the community that we will work within. Throughout the following 5 days, we will immerse ourselves in the culture and history of the Dominican Republic while working with a local non-profit group in order to gain insight into the challenges that the children there face. The trip will conclude with the opportunity to learn how to surf, and a guided tour through a mangrove forest. Students travelling on the trip will be in grade 9, 10, 11, or 12 at the time of participation.
Purpose:
The major purpose of the trip is to foster a love of travel and curiosity within the students while also allowing them the opportunity to experience the realities and struggles that children in another country may go through on a daily basis. Through exposure to language, culture, history, religion, and art, the students will begin to understand the uniqueness of the Dominican Republic. Through participation in a community-driven service learning project focused on working with children, they will gain insight into the educational, social, and economic challenges that they face. Ultimately, it is hoped that the students will return home with a sense of having made a meaningful contribution in the Dominican Republic, and inspired to make a difference at home too.
Pre-Trip Activities:
Students on the trip will be involved in several meetings and activities to prepare them for the trip, and will be asked to complete a journal during the travel portion of the trip. Should they chose to, they can also complete a written research project related to the culture, geography, and history of the areas they will visit. Under the guidelines set out by Alberta Learning, a student may be assigned up to 5 credits upon completion of the project and trip.
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Activities on Tour:
Please see the attached itinerary for the trip. Keep in mind that the itinerary is subject to change based on availability, local security concerns, or timing issues. Our specific service learning project will not be finalized until 15-30 days before the trip, but once that information is available it will be provided to all students and parents. A brief description of the non-profit organizations that we could potentially be working with are attached at the end of this document as well.
Please also note that our group will be attending at least one Catholic mass while in the Dominican Republic. The date and time of this mass will be confirmed with our local Tour Director once we are in country.
Transportation:
Air travel will be provided by Delta Airlines and Westjet Airlines. A detailed flight itinerary (subject to change) is attached at the end of this document. Land travel will be private motor coach in country, and parent drivers to and from the Edmonton airport.
Supervision:
The trip will be supervised by:
Miss Jessica Bens – Group Leader and teacher at Holy Trinity Academy Mr. Darcy Bens – Male Chaperone
There are currently 7 travelers enrolled in this trip, 5 students, Mr. Bens, and Miss Bens. As the supervisor, Miss Bens meets the 6:1 student to teacher ratio.
Throughout the trip, EF Tours also provides a bilingual Tour Director who will be travelling with the group 24 hours a day. All travelers will be made aware of how they can contact the Tour Director, as well as the Group Leader, should they become separated from the group.
Safety on Tour:
EF Tours makes every effort to ensure the safety and security of the students travelling with them. Their dedicated Emergency Service and Support Team can be reached 24 hours a day at their North American and European Headquarters. Parents can call 1-800- 263-2806 from Canada, while travelers can make a collect call to 001-416-927-1911 while abroad. Every traveler will receive a Traveler Emergency Card, as well as a wristband, to bring on tour. Both provide these numbers, as well as instructions on how to dial emergency numbers while in Italy.
As part of their continued efforts to provide as safe a tour experience as possible, EF Tours has recently implemented a background check process, which includes a criminal record and vulnerable sector check, to identify any individuals who could pose a risk to student travelers while on tour. This process is a requirement for anyone travelling on a tour who will be 20 years of age or older at the time of their tour. EF has enlisted the
Page 52 of 113 services of a well-regarded and professional background check company, Sterling Talent Solutions, to facilitate these checks in an easy, secure manner. All of the adults travelling on this tour have their background checks completed between December 2019 and January 2020, and have all passed. As this process is now standard for all EF Tours, it also ensures that any EF Tour groups that we may be partnered with during the trip contain only adults who have also passed their background checks.
All international travel has some inherent risks, and travel to Dominican Republic is no different. The Canadian Government recommends that travelers exercise a high degree of caution while travelling to Dominican Republic. While tourists tend to be the target of petty crimes like pickpocketing, most incidences occur in the major cities and at all- inclusive resorts. We will not be staying in either place, which should hopefully mean the chances of a negative encounter are relatively low. Travelers on this trip will also be registered through Registration of Canadians Abroad, which is a free service that allows the Government of Canada to notify travelers in case of an emergency abroad, or a personal emergency at home. The service also enables travelers to receive important information before or during a natural disaster or civil unrest, and aids in locating travelers should they need to be evacuated.
Communication:
Daily communication is maintained with the group for the duration of the trip through the use of Wi-Fi and messaging apps. Trip updates will be available through the HTA Facebook and Instagram groups for those staff and family wishing to stay up to date on our adventures, and WhatsApp will be utilized for students should they become separated from the group. In cases where internet access is unavailable, or in the case of an emergency, contact will be made through cellphones. Both Miss Bens and the Tour Director will have working cellphones for the duration of the trip, and these phone numbers will be provided to the school, travelers, and parents before our departure, along with the emergency numbers for EF Tours. These numbers should be used for emergencies only. Parents will have the names and phone numbers of our hotels in advance of our travel, as will the school. The school will also have contact details for all participants, parent names, and contact information in Canada. In case of an emergency, Miss Bens will contact school administration who will in turn contact each family.
Although many places such as hotels, cafes, and coffee shops offer free Wi-Fi, there is no guarantee that Wi-Fi will be available, or that the signal will be reliable. That being said, a Wi-Fi enabled device such as a cell phone or tablet is a convenient way for students to stay in contact without needing to purchase an international calling plan. Parents who wish to do so, can speak to their cell phone provider to arrange an international calling plan, but any cost incurred is at their own expense. Students should be cautioned by their parents about the costs involved with text messaging and phone calls while roaming in the Dominican Republic. If students do not purchase an international data plan, they will be encouraged to leave their cell phones on airplane mode to avoid unexpected charges.
Due to the busy and immersive nature of the tour, students will be encouraged to be actively involved in all of the tour activities. This means that for the most part, the use of Wi-Fi and contact with friends and family at home will be limited to the evenings when we are back at the hotel. This gives the students a great opportunity to be completely present in the moment for the activities, but still gives them time to reflect on their day and to share their experiences with friends and family while they are still fresh. Students and
Page 53 of 113 parents are reminded that due to the high theft rate of electronic devices, students take these devices at their own risk, and are responsible for keeping track of their own devices.
Consent and Authorization
Changes to Itinerary and Associated Costs
• I understand that the field trip will follow the description of the field trip set out above as closely as possible and that contingencies can arise that necessitate sudden changes to activities and destinations. • I agree that the supervisors of the field trip have full authority to make decisions of this nature without obtaining my further consent. If such changes involve extra cost, I agree to repay the school district for those costs associated with my child. • During the trip, parents will be contacted and informed of changes to the itinerary as soon as those changes are known.
Cancellation of Field Trip
• I understand that the Superintendent of Schools has full authority to cancel or modify any field trip without notice for any reason the Superintendent deems appropriate. • I also understand that such cancellation may mean that some or all of the money I have paid for the field trip might not be refundable. • I agree that the Superintendent has such authority and that the school district will not reimburse me for any money I may have lost as a result of such cancellation. • If the field trip is cancelled, or you are unable to participate in or complete the trip, there may be compensation through EF Tours, provided you purchase their Global Travel Protection Plan and that your specific circumstances are included in their cancellation policy.
Notarized Consent Letter for International Travel
Youth under 18 years of age who travel alone, with one parent or accompanied by another adult must carry a Notarized Consent Letter for International Travel. Such a letter proves that the trip is permitted by the custodial parent, both parents or legal guardian. A copy of the letter necessary has been sent home as part of the Field Trip form, and is also included at the end of this document. Once completed, please return the original copy to Miss Bens. Please note that this letter needs to be notarized by a notary or a lawyer, not a Commissioner of Oaths.
Student Name: ______Grade: ______
Parent/ Guardian Name: (print)______
(Signature) ______Date: ______
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Consent Letter for Student Travelling without Parent or Guardian
To Whom It May Concern,
I (We), ______(full name(s) of custodial and/or non-custodial parent(s)/legal guardian(s)), am (are) the ______(lawful custodial parent and/or non-custodial parent(s) or legal guardian(s)) of
Child's full name: ______Date of birth (DD/MM/YY): ______Place of birth: ______Canadian passport number: ______Date of issuance of Canadian passport (DD/MM/YY): ______Place of issuance of Canadian passport: ______
______(child’s full name), has my (our) consent to travel with
Full name of Lead Teacher ______Miss Jessica Marie Bens______
To the Dominican Republic (name of foreign country) during the period of April 13 to April 20, 2020 (dates of travel: departure and return).
During that period, ______(child’s full name) will be visiting (name(s) of cities): Santiago, and the North Coast Region
Any questions regarding this consent letter can be directed to the undersigned at:
Number/street address and apartment number: ______City, province/state, country: ______Telephone and fax numbers (work and residence): ______
Signature(s):______Date: ______
(Full name(s) and signature(s) of custodial parent, and/or non-custodial parent(s) or legal guardian(s))
Signed before me, ______(name of witness), this ______(date) at ______(name of location).
Signature: ______(name of witness)
Notarized by: ______Date: ______
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Sample Timed Itinerary Empowering Children in the Dominican Republic
Please note that the following is a sample timed itinerary of what this EF tour may look like. On our Service Learning tours in the Dominican Republic, we require flexibility and are unable to guarantee each tour will look the same (i.e. activities may differ and service projects will change based on need).
Day 1: Board your flight to Santiago Upon arrival at the airport the group should be prepared to wait up to 2 hours for consolidated groups to arrive. 4:00 pm: Transfer to your hotel 6:00 pm: Group Dinner If group arrives after 5:00 pm dinner will be boxed 7:00 pm: Country orientation and safety overview with Tour Director 9:30 pm: Settle in at the hotel – group leader organized activities 10:00 pm: Group leader organized room checks 10:30 pm: Lights out Overnight in Santiago
Day 2: Santiago | Northern Coast Region 6:00 am: Wake-up call 7:00 am: Breakfast at the hotel 8:00 am: Depart from the hotel and transfer to Northern Coast Region 10:00 am: Arrive in Northern Coast Region (service project village) The location of the service project depends on NGO need. Groups will be working and staying in either the Cabarete or Monte Cristi region. 10:00 am: Introduction to service project 1:00 pm: Group Lunch 2:00 pm: Cultural activity The following are examples of cultural activities that the group may participate in: • Play sports with the girls; mural painting; construction and maintenance around the facilities; teach swimming skills; reading and writing classes; math classes; composting and gardening. • Mural painting; decision making coaching through sports; teaching English as a Second Language; construction in the facilities when needed. • Teaching English as a Second Language. Lesson planning on Sunday, teaching in public school Monday-Friday (one day off for activities). 5:30 pm: Group Dinner 6:30 pm: Daily reflection 7:30 pm: Settle in at the hotel – group leader organized activities 9:30 pm: Group leader organized room checks 10:00 pm: Lights out
Day 3: Northern Coast Region 6:30 am: Wake-up call 7:30 am: Breakfast at the hotel 8:30 am: Depart from the hotel and transfer to service project village
Page 56 of 113 9:00 am: Service project 1:00 pm: Group Lunch 2:00 pm: Cultural activity 5:30 pm: Group Dinner 6:30 pm: Daily reflection 7:30 pm: Settle in at the hotel – group leader organized activities 9:30 pm: Group leader organized room checks 10:00 pm: Lights out
Day 4: Northern Coast Region 6:30 am: Wake-up call 7:30 am: Breakfast at the hotel 8:30 am: Depart from the hotel and transfer to service project village 9:00 am: Service project 1:00 pm: Group Lunch 2:00 pm: Cultural activity 5:30 pm: Group Dinner 6:30 pm: Daily reflection 7:30 pm: Settle in at the hotel – group leader organized activities 9:30 pm: Group leader organized room checks 10:00 pm: Lights out
Day 5: Northern Coast Region 6:30 am: Wake-up call 7:30 am: Breakfast at the hotel 8:30 am: Depart from the hotel and transfer to service project village 9:00 am: Service project 1:00 pm: Group Lunch 2:00 pm: Cultural activity 5:30 pm: Group Dinner 6:30 pm: Daily reflection 7:30 pm: Settle in at the hotel – group leader organized activities 9:30 pm: Group leader organized room checks 10:00 pm: Lights out
Day 6: Northern Coast Region 6:30 am: Wake-up call 7:30 am: Breakfast at the hotel 8:30 am: Depart from the hotel and transfer to service project village 9:00 am: Service project 1:00 pm: Group Lunch 2:00 pm: Cultural activity 5:30 pm: Group Dinner 6:30 pm: Daily reflection 7:30 pm: Settle in at the hotel – group leader organized activities 9:30 pm: Group leader organized room checks 10:00 pm: Lights out * Depending on where the service project is located, this day could include surf lessons
Day 7: Northern Coast Region | Santiago 7:00 am: Wake-up call 8:00 am: Breakfast at the hotel 9:00 am: Depart from the hotel and transfer to mangrove forest tour or hike 9:30 am: Mangrove forest tour or hike on the North Coast
Page 57 of 113 1:00 pm: Group Lunch 2:00 pm: Transfer to Santiago 5:30 pm: Group Dinner 7:30 pm: Settle in at the hotel – group leader organized activities 9:30 pm: Group leader organized room checks 10:00 pm: Lights out Overnight in Santiago
Day 8: Board your flight home
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Holy Trinity Academy
Dominican Republic, April 13 – 20, 2020
Departure Date Flight Departure Time Arrival Time April 13 WestJet Edmonton 6:30 am Calgary 7:32 am 7042 April 13 WestJet Calgary 9:50 am New York 4:24 pm 7042 April 13 Delta New York 7:53 pm Santiago 11:56 pm 0432
Return Date Flight Departure Time Arrival Time April 20 Delta Santiago 6:10 am New York 9:52 am 0312 April 20 WestJet New York 5:25 pm Calgary 8:52 pm 7196 April 20 WestJet Calgary 11:00 pm Edmonton 11:51 pm 7026
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Hotels: ______School Name: Holy Trinity Academy Group Leader: Jessica Bens
Please note that the following are hotels that may be used on this EF tour. Hotels will be confirmed between 21-30 days prior to departure.
North Coast
Beachcomber Las Canas, Espaillat Dominican Republic www.beachcomberdr.com
Santiago
Hodelpa Centro Plaza Santiago Dominican Republic +1 809–581–7000
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Cabarete, Dominican Republic
There is quite a difference between situational and generational poverty. Situational poverty is a result of loss of employment, sickness, or other circumstances. Generational poverty, however, is a pervasive problem that is passed down from parents to children, and is a much harder problem to solve. That’s why it is crucial to invest in the education, health, and empowerment of girls today. Girls who stay in school remain happy and healthy, and gain the skills they need to potentially earn income, raise healthy children, and reinvest into her family and community. Letting girls take control of their own lives can break the cycle of generational poverty. It’s called The Girl Effect, and the revolution begins with her.
The Mariposa Foundation, inspired by the United Nation’s Millennium Development Goals, focuses on the education and empowerment of women and young girls. It was founded in 2009 in response to the community’s urgent need for community-based solutions to end poverty.
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The principal goals of The Mariposa Foundation are to eradicate extreme poverty and hunger, to achieve universal primary education, to promote gender equality and empower women, to reduce the infant mortality rate and improve maternal health, to combat HIV/AIDS, malaria, and other diseases, to ensure environmental sustainability, and to create global partnerships for development.
Cabarete is a hip coastal village located 25 minutes east of the Gregorio Luperon International Airport in Puerto Plata. Cabarete’s beaches are extremely suitable for aquatic sports, and its warm waters and consistently strong winds make Cabarete the kite boarding and wind sports capital of the world. The village is also well-known for its annual jazz festival and its eclectic collection of international bars, cafes, restaurants, and shops.
Students will assist The Mariposa Foundation in its most recent initiatives, including projects such as: Participating and leading educational programs with the Mariposa Girls Contributing to community outreach and development projects such as helping to expand the Mariposa Center for Girls
Through service projects and cultural activities, students will get the opportunity to learn about: The complexities of poverty and development Women’s empowerment Food justice and community gardening Sports and youth development Health education
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North Coast Region, Dominican Republic
The DREAM Project was established in 2000 with the mission to run inclusive, sustainable education programs for youth in the Dominican Republic that can be replicated throughout impoverished global communities. DREAM believes that quality, early and continuing education is the most effective way to break the cycle of poverty. The organization accomplishes this through local, national and international partnerships that create a support network around educational programs. Funding comes from private individuals, foundations, government institutions and corporate sponsors, all of whom have a vested interest in the education of our youths.
The DREAM Public School Initiative embraces a collaborative approach to supporting underfunded public schools all over the Dominican Republic. This objective is accomplished through infrastructure improvements, quality educational programs, environmental awareness and cultural exchange. For the infrastructure component, EF and DREAM will provide trained staff and volunteers to assist in the beautification of schools by painting murals, classrooms, planting fruit trees and building sustainable vegetable gardens.
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The second component of this project is focused on English language, health and environment education. Visiting students will participate in interactive workshops to explore these topics with local students. Trained ESL educators and public school teachers will help facilitate the curriculum alongside your students.
The DREAM Project provides educational services along the north coast of the DR, between Puerto Plata and Rio San Juan. Students participating in EF’s service learning program will support DREAM’S initiatives in their partner schools and communities within this geographic range. Fishing and agriculture are the way of life for the north coast residents, who, aside from a plentiful reef-lined coast and a relatively sustainable cattle industry, count on few other landmarks that lure Dominican or international tourists.
Students will assist the DREAM Project’s most recent initiatives, including projects such as: Participating in securing and improving educational spaces Collaborating with local educators on educational programing Supporting environmental initiatives (i.e. school gardens, recycling facilities) that aim to promote awareness in community spaces and engage youth in their maintenance.
Through service projects and cultural activities, students will get the opportunity to learn about: Educational programs for at-risk youth Environmental awareness Responsible tourism Community development Youth rights
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Monte Cristi, Dominican Republic
Outreach 360 founder and executive director Tom Eklund was working with a medical missions group, Flying Doctors of America, when he and a small group of volunteers from Atlanta visited an orphanage in Monte Cristi in 1994. While visiting, they saw that the orphanage was struggling to provide the basic necessities, much less opportunities for the children living there.
In 1995 Tom Eklund went on to create Outreach360 in order to provide under privileged youth in Monte Cristi access to opportunity through education. Volunteers and donors have been getting involved in their mission ever since. Over 15,000 short-term volunteers have worked with Outreach360 since that time.
The organization envisions every child they work with becoming an active citizen in their communities and being committed to serving those less fortunate.
Outreach360 believes that education is the best sustainable solution to combat poverty and provide the children they serve with long-term opportunities to transform their own lives. Through their innovative education programs at their learning centers, Outreach360 focuses on the steps that can be taken now to develop the enormous talents of these children.
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With English language learning and Spanish literacy at the heart of their education programs, Outreach360 is able to provide disadvantaged children with opportunities for progress.
Outreach 360 is implementing Neighborhood Learning Centers in the areas where volunteers work, teaching children during the half day they are not in their local school. With younger children, Outreach360 focuses on teaching English and Spanish literacy. With older youth Outreach360 expands their focus to include college preparatory classes and vocational skills.
Monte Cristi is a sleepy town of about 20,000 residents located on the northwest coast of the Dominican Republic. It was founded in the 16th century, and enjoyed a period of prosperity at the turn of the 19th century when Europeans exported mahogany and agricultural products. Today, its salt flats produce a large amount of salt for Morton salt, some fishermen make a living fishing, and there is a nearby melon and banana industry. Monte Cristi is also home to a beautiful national park beach, El Moro.
Students will assist Outreach360 in its most recent initiatives, including projects such as: Leading English classes with local students in 4th - 6th grade Facilitating activities at a summer camp
Through service projects and cultural activities, students will get the opportunity to learn about: Youth development Educational access Community development
Page 66 of 113 Holy Trinity Academy 9-12 5749 45 Avenue, Drayton Valley AB, Canada T7A OB6 780-621 -5735
International FieldTrip Parent Permission Letter Field Trip ID:52333
Fieid Trip Activity Dominican Republic Service Learning Trip
Location / Destination D0miniCan RePUb”C
Field Trip Details
Over Easter Break, we will be going to the Dominican Republic for an 8 day service learning project through EF Tours. This trip willincrease students‘ global awareness and foster their personal growth in faith. This destination will offer good travel value and meet many curriculum studies such as Art, History, Social Studies, Religion, Language, and Foods. A sample itinerary for the trip is attached at the end of this permission form. Although it is not listed on the itinerary, our group will attend a mass during the trip.
Date of Field Trip Start: Apr 13, 2020 Time of Departure: 6:00 am End: Apr 20, 2020 Time of Return: 11:30 pm
$4014 for students, $4434 for adults - to be 100% paid by the individuals travelling through their EF Tours online account.
Have arrangements been made for weekend Mass attendance? Yes
Travel Insurance Included (when commercial carriers are used) Yes Integration of the events and activities with Program of Studies I Educational Value
Grades Attending 9-12
Number of Attending Students 5 Number of Attending Teachers ; Number of Non-Teaching School Staff 0
Number of Attending Volunteers 1
Lead Teacher and Contact Jessica Bens (306) 819-1750
Attending Teachers and Supervisors
Jessica Bens - Teacher Supervisor Darcy Bens - Male Chaperone
Allvolunteers are required to complete both the Criminal Record Check and the Child Welfare Information Services check (CWIS) as per requirement in Admin Procedure 490.
Detailed Itinerary of the trip (Including information regarding accomodations) At?éebed
Detailed Flight Itinerary Attiéebed
Parent Meetings * Parents must attend in order for child to participate in fieldtrip T Page 67 of 113 Communication Plan
The principal will be advised of any accidents, problems, unusual incidents or weather related concerns that may occur during the field trip. As well parents guardians will be contacted if health issues, injuries, or student conduct are a concern with their children.
Meth°d Of T|'3"5P°|’ta“°" personal vehicles, airplane, bus in country
Cancellation Insurance
Allfield trip participants must purchase group travel insurance which includes trip cancellation. This will be arranged by the trip organizer and included in the cost of the trip. Notarized Boarding Crossing Consent Letter Youth under 18 years of age who travel alone, with one parent or accompanied by another adult must carry a Notarized Consent Letter for International Travel. Such a letter proves that the trip is permitted by the custodial parent, both parents or legal guardian. Once completed, please give original copy to the lead teacher. Please note that this letter needs to be notarized by a notary or a lawyer, not a Commissioner of Oaths.
Immunization International travel can expose you to infectious diseases not seen in Canada. Since it may take several weeks for an immunization to protect you against a disease, please consult a travel medicine clinic or your physician six to eight weeks before departure. For further information, visit the Public Health Agency of the Canada's Travel Health website at www.travelhea|th.gc.ca
Medical Insurance Out of country healthcare can be costly and provincial health care plans maynot cover all the costs should your child's health become a concern. Field trip participants must purchase supplementary health insurance.
Safety Precautions We are travelling with EF Tours, who works hard to ensure our safety and security while on the trip. Our tour guide travels with us at all times, and willmodify the trip due to safety concerns should the need arise.
Clothing Required As this is a service learning trip, and not a beach vacation, school appropriate clothing is mandatory. Long shorts, t-shirts, and shoes/sandals suitable for walking are necessary.
Other Information To obtain further information regarding international travelplease visit Foreign Affairs andlnternational Trade Canada consular website at www.voyage.gc.ca
Risks - inherent, special or unusual risks associated with the field trip
A. COMMON RISKS
All manner of injuries resulting from use of equipment, materials or facilities.
All manner of injuries associated with participation in planned activities during the trip.
Possible injuries from improper use of equipment resulting in bruises, scrapes, cuts.
Slip/Trip/Fall exposures relating to road/sidewalk conditions, pot holes, trees, stairs, parking lots, ramps, elevators, escalators, water pools.
All manner of injuries resulting from the use of apparatus and equipment. Page 68 of 113 Slip, Fall exposures with stairs, ramps, uneven ?ooring, dark areas, seating.
All manner of injuries resulting in muscular and soft tissue injuries including bruises, scrapes, cuts from collisions with the wall, ?oor, uneven playing surfaces, contact with other participants.
All manner of injuries resulting in dislocations, concussion, whiplash, contusions, sprains, pulled or strained muscles, knee injuries and broken bones.
All manner of head, neck, spinal, facial, eye, nose and/or dental injuries. Injuries that may result from heat cramps, heat strokeand or fatigue. Slip/Trip/Fall hazards associated with running and horseplay which may cause bruises, scrapes,cuts, broken bones or concussion.
Weather related risks such as sunny/hot temperatures (Sunburn), high winds, rain, fog, snow, thunderstorms, lightning.
All manner of injuries and/or death which may result in the transportation to and from the facility.
Motor traf?c exposures such as crossing streets and intersections, side walk bike traffic, skate boarders, high traf?c times, speeding vehicles, blind spots, crosswalks, railway crossings, bus stops, LRT, construction zones.
Allmanner of injuries and/or death which may result in the transportation and transitions to and from each destination and facility.
A. COMMON RISKS
All manner of injuries resulting from use of equipment, materials or facilities.
All manner of injuries associated with participation in planned activities during the trip.
Possible injuries from improper use of equipment resulting in bruises, scrapes, cuts.
Slip/Trip/Fall exposures relating to road/sidewalk conditions, pot holes, trees, stairs, parking lots, ramps, elevators, escalators, water pools.
All manner of injuries resulting from the use of apparatus and equipment.
Slip, Fall exposures with stairs, ramps, uneven ?ooring, dark areas, seating.
All manner of injuries resulting in muscular and soft tissue injuries including bruises, scrapes, cuts from collisions with the wall, ?oor, uneven playing surfaces, contact with other participants.
All manner of injuries resulting in dislocations, concussion, whiplash, contusions, sprains, pulled or strained muscles, knee injuries and broken bones.
Allmanner of head, neck, spinal, facial, eye, nose and/or dental injuries. Injuries that may result from heat cramps, heat strokeand or fatigue. Slip/Trip/Fall hazards associated with running and horseplay which may cause bruises, scrapes,cuts, broken bones or concussion.
Weather related risks such as sunny/hot temperatures (Sunburn), high winds, rain, fog, snow, thunderstorms, lightning.
All manner of injuries and/or death which may result in the transportation to and from the facility.
Motor traf?c exposures such as crossing streets and intersections, side walk bike traffic, skate boarders, high traf?c times, speeding vehicles, blind spots, crosswalks, railway crossings, bus stops, LRT, construction zones. Page 69 of 113 All manner of injuries and/or death which may result in the transportation and transitions to and from each destination and facility.
NATURE WALK
All manner of injuries including but not limited to sprains, torn muscles and/or ligaments, fractures or broken bones, cuts, eye damage, scrapes, wounds, abrasions and/or contusions, oxygen shortage, head, neck, and/or spinal injuries.
All manner of head, neck, spinal, facial, eye, nose and/or dental injuries.
Weather related risks such as freezing temperatures, high winds, snow, ice, sleet, rain, fog, thunder storms, lightning, sunny/hot conditions.
All manner of injuries resulting from forces of nature, accident, hazards of participating in outdoor activities and sports including activities and sports taking place on or near water, illness, allergic reactions and all other manner of injury related to the progrm activities.
All manner of injuries resulting in muscular and soft tissue injuries including bruises, scrapes, cuts from collisions with the wall, ?oor, uneven playing surfaces, contact with other participants.
All manner of injuries resulting in dislocations, concussion, whiplash, contusions, sprains, pulled or strained muscles, knee injuries and broken bones.
All manner of injuries and/or death which may result in the transportation to and from the facility.
TRAVEL - INTERNATIONAL
All manner of injuries related to ?ights, climate or weather related exposures, foreign animals/plants, disease, customs, different cultures, different laws, related exposures with any high risk activities.
All manner of injuries resulting from use of equipment, materials or facilities.
All manner of injuries associated with participation in planned activities during the trip.
Weather related risks such as sunny/hot temperatures (Sunburn), high winds, rain, fog, snow, thunder storms, lightning.
Slip/Trip/Fall exposures relating to road/sidewalk conditions, pot holes, trees, stairs, parking lots, ramps, elevators, escalators, water pools.
Motor traf?c exposures such as crossing streets and intersections, side walk bike traffic, skate boarders, high traf?c times, speeding vehicles, blind spots, crosswalks, railway crossings, bus stops, LRT, construction zones, etc.
All manner of injuries and/or death which may result in the transportation and transitions to and from each destination and facility.
VISIT TO A CHURCH
Weather related risks such as freezing temperatures, high winds, snow, ice, sleet, rain, fog, thunder, storms, lightning, sunny/hot conditions.
Motor traf?c exposures such as crossing streets and intersections, sidewalk bike traffflc, high traf?c times, speeding vehicles, blind spots, crosswalks, railway crossings, bus stops. LRT, construction zones.
Slip, Fall exposures with stairs, ramps, uneven ?ooring, dark areas, seating.
Slip, trip, fall exposures relating to road/sidewalk conditions, pot holes, trees, stairs, parking lots, ramps, elevators.
All manner of injuries and/or death which may result in the transportation to and from the facility. Page 70 of 113 VISIT TO A SCHOOL
Weather related risks such as freezing temperatures, high winds, snow, ice, sleet, rain, thunderstorms, lightning.
Motor traffic exposures such as crossing streets and intersections, side walk bike traffic, high traffic times, speeding vehicles, blind spots, crosswalks, railway crossings, bus stops, LRT, construction zones.
Slip/Trip/Fall exposures relating to road/sidewalk conditions, pot holes, trees, stairs, parking lots, ramps, elevators.
Slip, Fall exposures with stairs, ramps, uneven flooring, dark areas, seating.
All manner of injuries resulting from use of equipment, materials or facilities.
All manner of injuries associated with participation in planned activities during the trip.
All manner of injuries resulting from the use of apparatus and equipment.
All manner of injuries and/or death which may result in the transportation to and from the facility.
VlSlT TO OCEAN
Slip/Trip/Fall hazards associated with wet rock surfaces.
Injury or Drowning due to swimming in water too deep or strong currents for student’s skill level
Weather related risks such as sunny/hot temperatures (Sunburn), high winds, rain, fog, thunderstorms, lightning, etc.
Possible hypothermia ifwater conditions are cold.
All manner of injuries and/or death which may result in the transportation to and from the facility.
Sharp coral can cause serious bodily injury
Jelly ?sh and Man-O-War stings can cause potential death
Diving into unknown waters can cause bodily harm, neck injuries and potential death
Potential tsunami or tidal waves can cause bodily harm or death.
Shorebreaks can cause potential loss of balance and may cause spinal injuries or other bodily harm
Date Submitted for Approval Dec 18 2019
Signatures
‘ Tame‘ Eggugégmy . CQ0 Principal (Si nat re) Print Name Date
Lead Teacher (Signature) P '1‘ Name Date
Board Approval Granted: * Required for out of province only Date Page 71 of 113 Page 72 of 113 Holy Trinity Academy 9-12 PARENTAL CONSENT Parental Consent and Total Costs (if applicable) due by:
Student Name Grade
Field Trip Activity Dominican Republic Service Learning Start Date AP'13v2°2° End Date AP’2012020 Trip
Location Dominican Republic
Parent Meetings * Parentsmust attend in order for child to participate in fieldtrip O
Method of Transportation personal vehicles, airplane, bus in country
Please Indicate your fieldtrip payment method:
Schoo|Cash Online $ Cash $ Cheque $ I am aware that I will need to provide a Travel Consent notarized by a notary or a lawyer. Yes I No Additional Information I Explanation
MEDICAL CONDITION The following is a list of my child's medical conditions (including allergies, conditions requiring medication, etc), a list of medication that my child must take and any special instructions regarding medication storage and administration.
Page 73 of 113 I have reviewed and understand the information provided in this Parent Permission Letter, I consent to my child partaking in the field trip(s) as described in the Parent Permission Letter and I agree that this planned activity is acceptable. I also acknowledge and agree that during the planned field trip(s), (NAME OF STUDENT HERE) is to act in accordance of the School Act, District policy and rules as to student conduct. St. Thomas Aquinas Roman Catholic Separate Regional Division #38 does not provide accidental death, disability, dismemberment or medical expense insurance on behalf of the students participating in this activity.
I understand that St. Thomas Aquinas Roman Catholic Separate Regional Division #38 assumes no financial liability to the students and/or their parentslguardians should the board cancel or interrupt an approved student trip I excursion for any reason whatsoever. I understand no parentslguardians shall be reimbursed for the loss of any field trip monies if the field trip/excursion is cancelled or interrupted. This includes any form of deposit. However, a parent shall be reimbursed field trip/excursion monies if the field trip is cancelled or interrupted and the school has not provided said monies at the time of cancellation to any third party travel-related agency which assisted in organizing the field trip/excursion, and the related contract between the district and the agency or the insurance provider permits a refund of field trip monies in the circumstances. I further understand that, in allinstances, the board reserves, in full, the right to make any cancellation or interruptions it deems fit. I understand and agree that where circumstances arise during the field trip, such as changes in itineraries or adverse weather or road conditions, the Lead Teacher, in consultation with the Principal, may make changes in itineraries and/or travel/arrival plans for my child. I understand that a reasonable effort willbe made to advise me of such a change.
Ifmy child requires medical attention, I authorize the supervisors to seek necessary medical treatment / intervention in the event of an emergency.
I understand and accept the above and provide the St. Thomas Aquinas Roman Catholic Separate Regional Division #38 with the following waiver of liability and RELEASE AND INDEMNIFICATIONAGREEMENT. I hereby release the St. Thomas Aquinas Roman Catholic Separate Regional Division #38 and its‘ staff and agents from any and all liabilityfor any injury sustained regardless of how caused, resulting from participation in the aforementioned field trip/excursion.
My child willattend the event: Alberta Health Care Card Number: Emergency Parent Contact:
Emergency Parent Phone Number:
My child will NOT attend the event:
Parent Signature: Date: Parent signature is required regardless if the child is attending the event or not. This form is REQUIRED to be returned to school. Ifyou are experiencing financial dif?culties please contact the principal in confidence.
Page 74 of 113 Consent Letter for Student Travelling without Parent or Guardian
I (We), (full name(s) of custodial and/or non-custodial parent(s)/legal guardian(s)), am (are) the (lawful custodial parent and/or non-custodial parent(s) or legal guardian(s)) of
Child's full name:
Date of birth (DD/MM/YY):
Place of birth:
Canadian passport number:
Date of issuance of Canadian passport (DD/MM/YY):
Place of issuance of Canadian passport:
(child’s full name), has my (our) consent to travel with
Full name of Lead Teacher, STAR Catholic School Division:
To (name of foreign country) during the period of
(dates of travel: departure and return).
During that period, (child’s full name) will be visiting (name(s) of cities):
Any questions regarding this consent letter can be directed to the undersigned at:
Number/street address and apartment number:
City, province/state, country:
Telephone and fax numbers (work and residence):
Signature(s): Date:
(Full name(s) and signature(s) of custodial parent, and/or non-custodial parent(s) or legal guardian(s))
Signed before me, (name of witness), this (date) at
(name of location)
Signature: (name of witness)
Notarized by: date; Page 75 of 113 Page 76 of 113
January 8, 2020
St. Thomas Aquinas Catholic Schools 4906 50 Ave Leduc, AB T9E 6W9
RE: Jessica Bens – Dominican Republic, April 2020 – Proof of Insurance
To Whom It May Concern:
EF Educational Tours (EF) is thrilled to be involved in Holy Trinity Academy’s 2020 travel plans to the Dominican Republic. With over 50 years as the leader in educational travel, we are uniquely qualified to provide your students with the international learning experience of a lifetime.
We encourage all EF tour travellers to protect themselves with the Global Travel Protection Plan, which provides comprehensive protection for travellers should something unexpected happen before or during the tour. EF’s Global Travel Protection Plan includes tour cancellation and interruption coverage, illness and accident coverage, baggage and property coverage and 24-hour Emergency Assistance. The Global Travel Protection Plan is underwritten by Chubb Insurance Company of Canada. For more information on the specific coverage offered by the Global Travel Protection Plan, please refer to www.eftours.ca/coverage.
This letter serves to notify St. Thomas Aquinas Catholic Schools that all participants currently enrolled on this tour have purchased this insurance.
Please do not hesitate to contact us at 1-800-387-1460 should you have any further questions. We look forward to providing your school group with a safe and rewarding educational travel experience.
Sincerely,
Clementina Toso Tour Consultant [email protected]
Page 77 of 113 Page 78 of 113
January 8, 2020
St. Thomas Aquinas Catholic Schools 4906 50 Ave Leduc, AB T9E 6W9
RE: Jessica Bens – Dominican Republic, April 2020 - Catholic Mass on Tour
To Whom It May Concern:
EF Educational Tours (EF) is thrilled to be involved in Holy Trinity Academy’s 2020 travel plans to the Dominican Republic. As the leader in educational travel, we strive to work within the travel policies and procedures of each school board so that experiential travel opportunities are accessible to as many students as possible.
EF understands that your school board requires that your group attend a Catholic Mass while on tour. Your Tour Consultant and Tour Director will work together to arrange a Mass on either Saturday, April 18th, 2020 or Sunday, April 19th, 2020.
Details of your Mass will be confirmed by your Tour Director during your pre-tour communication approximately 14 days prior to departure. Please note that we cannot guarantee that this Mass will be conducted in English.
Please do not hesitate to contact me at 1-800-387-1460 should you have any questions. We look forward to providing your students with a safe and rewarding educational travel experience.
Regards,
Clementina Toso Tour Consultant [email protected]
Page 79 of 113 Page 80 of 113
Information Subject: 51st Annual Friars’ Ball Action √
Background:
An invitation to attend the 51st Annual Friars’ Ball has been received.
This event is in support of the education, training and formation of priests and other religious and lay leaders for the Catholic Archdiocese of Edmonton, Ukrainian Catholic Eparchy of Edmonton and St. Joseph’s College.
The Ball is being held on Friday, May 1, 2020 at the JW Marriott Edmonton Ice District.
Tickets are $250 per person and the schedule of events for the evening are as follows:
6:00 p.m. Cocktails 7:00 p.m. Dinner 8:40 p.m. Short Program 9:00 p.m. Dance
It must be determined if trustees wish to continue to support this function and if so, who among the trustees would be available to attend.
Potential Motion:
“That the Board approve the purchase of _____ ticket(s) to the 51st Annual Friars’ Ball on Friday, May 1, 2020 at the JW Marriott Edmonton Ice District.”
Page 81 of 113 Regular Meeting – February 19, 2020
Page 82 of 113 Budget Development Principles
The Board has identified fiscal priorities for the 2020-2021 budget as follows: 1. Uphold Catholic Education, focus on Faith Formation - Staff and Students 2. Maximize front line workers 3. Think of the Division as a whole 4. Board Priorities
The Board is committed to the enhancement of Catholic identity and faith dimensions of all aspects of the Division’s operation consistent with the Division’s Mission, Beliefs and Values.
In achieving the mission of quality education, the provision of an effective teaching-learning environment for students will be the first priority for budget allocation.
The Board is committed to a consultative process in the development of the budget.
The Board will establish, communicate and monitor Division goals and priorities to achieve the Division Mission and Vision.
In Consultation with Division administration, responsibility and accountability for school programs, activities and services will rest on the school administration.
School administration will develop plans consistent with Division goals and priorities for programs and services in consultation with staff, parents, and students where appropriate, and the Catholic community.
The Board, through the budget process, wishes to encourage innovation in Catholic leadership, organization, learning, teaching, administrative and resource distribution practices.
The objective of the Board is to achieve value within a balanced budget for each year of the plan.
Page 83 of 113 Page 84 of 113 ASBA Provincial & Zone 2/3 ASBA Report Feb 2020 Submitted by Michelle Lamer
1. Connect with ASBA Zone 2/3 on Facebook https://www.facebook.com/groups/1607626269475439
2. Hi-lights • Comprehensive Health Committee re-named to Health & Wellness • Edwin Parr Committee nomination deadline – March 15th • Advocacy presentation by Maurice Fritze
3. Next Zone 2/3 Meeting – Feb. 29th, 2020 @ 9:30 a.m. St. Anthony Centre • Jan. 17th draft minutes emailed • First Call for Position Statements – vetting at the zone May 31st for the ASBA FGM • Bylaw amendment proposals due Feb. 29th for SGM, Emergent statements due April 27th for SGM • Please bring advocacy and PD ideas for future meetings.
4. Update on Provincial ASBA Email communication: • Email Jan. 16 – Board Chair Meeting – Jan. 24th • Email Jan. 16 – Rural Caucus Meeting – March 1 • Email Jan. 17 – Timelines for Bylaws & Policy Statements, SGM/FGM • Email Jan. 21 – Rural Caucus • Email Jan. 21 – Copyright Litigation • Email Jan. 21 – Timeline of Advocacy Re: Assurance & Funding Framework/Throne Speech Feb. 25 • Email Feb. – Summary of Meeting with Gov’t - Update on Advocacy Re: Transportation/MELT • Email Feb. 10 – EI Reduction Update • Email Feb. 11 – ASBIE Update Re: Survey and Next Meeting • Email Feb. 12 – Update Re: Meeting with Minister McIvor – MELT/Speed Limits Events/Meetings • Jan. 24 – Board Chairs & Directors Meeting o Advocacy PD/Strategy, Media PD o Direction of TEBA • Feb. 3 – ASBIE Subscriber’s Meeting • March 1 – ASBA Rural Caucus Meeting & Symposium • FGM – Rooms available Feb. 28th
Advocacy: • Vice-Chair Trina Boymook on Primetime Alberta https://alberta.ctvnews.ca/video?clipId=1866035 • Media Campaign for Public (Public-Separate-Francophone) Education – click here to see the video https://vimeo.com/379353626 • ASBA Choice in Public Education Survey – take the survey here https://www.asba.ab.ca/about/choice- in-public-education/
Page 85 of 113 Page 86 of 113 Board Chair Report February 2020
Board Meeting ❖ Agenda preparation
Ex-Officio ❖ School Council Handbook Ad Hoc Meeting
Spokesperson ❖ None
Representation & Communication Received ❖ ASBIE Subscriber Meeting ❖ ASBA Chair/Director Meeting ❖ ATA Partners In Education Luncheon
Advocacy ❖ Local GrACE Planning ❖ Conseil-Scolaire-Centre-Nord ❖ Leduc Chamber Business Expo/RAP/Elevate Aviation ❖ School Tour – Sacred Heart
Chair/Superintendent ❖ Minister School Tour - ASAA
Duties ❖ Review/approve expense claims
Page 87 of 113 Page 88 of 113
SUPERINTENDENT REPORT: Charlie Bouchard February 19, 2020
1. Faith Leadership • Met with Archbishop Smith regarding Catholicity clauses in contracts and evaluations. • CCSSA Executive meetings. • Attended the David Wells community event. • Board/Admin Retreat – Servant Leadership by David Wells. • Promoted and facilitated streaming of David Wells presentation. • Distributed the GrACE newsletter to the Division. • Invited staff to apply for SPICE and Blueprints. Forwarded numbers to ACSTA. • Met with Edmonton Catholic/ACSTA (Alberta Catholic School Trustee Association) reps to work on updating Religions of the World 35 (Locally Developed Course) to meet Alberta Education requirements. • Created and presented Admin PD session on "Building Strong Home-School- Parish Partnerships.” • Met with Catholic Archdiocese of Edmonton Religious Education Consultants (CAEREC) cohort to continue work on resource bank/documents project for school staff on important Church teachings and traditions. • Attended the Religious Education Network (REN) January meeting. • Prepared and presented Mother D'Youville's staff retreat on "Live The Way.” • Attended and presented to all students at St. Andre's student retreat day (on Mary and how we can follow her example to become closer to Jesus). • At the Religious Education Committee meeting, hosted representatives from the Archdiocese Life and Family office for a "Listening Session" on the needs, concerns, and responses for the families we serve and how the archdiocese can best support the work that we do and support families. In the afternoon, we began to work on the new three-year faith plan. • Updated Lent resources - Shared STAR Teacher/EA Resource and Professional Learning Folder (Google). • Prepared the parent evening night with David Wells. • Prepared prayer services for Admin and Board retreat with David Wells. • Started preparing for 2020 Reflection Day.
Page 89 of 113 2. Building Effective Relationships
A superintendent establishes a welcoming, caring, respectful and safe learning environment by building positive and productive relationships with members of the school community and the local community.
• Met with the Superintendent of Black Gold School Division to discuss common issues and to build relationship. • Attended the ATA Partners Luncheon at Teachers’ Convention. • Distributed the Novel Coronavirus letter from the Medical Officer of Health to families. • Implementation of a communication plan and strategy related to STAR Catholic’s 25th anniversary. • Promotion of Alberta Health Services messaging on Division social media. • Communication with AB Ed regarding inclement weather procedures and communications. • Invited schools to promote and invite students to participate in the Minister’s Youth Council. • Met with the new Mental Health Nurse that has been hired by the Leduc Area Regional Collaborative Service Delivery. • Hosted Math Parent Information Nights at St. Augustine School and Central Office. • Liaised with Alberta Education regarding the governance of the Edmonton Regional Learning Consortium. • Met with Family School Liaison Worker to determine emerging issues. • Staff Social Committee Meeting re: Tropical Day, Random Acts & Baby Pool. • Establishing Central Safety Committee and meetings for 2020. • Development of Summer Friday’s for Central Office Protocol.
3. Modeling Commitment to Professional Learning A superintendent engages in career-long professional learning and ongoing critical reflection, identifying and acting on research-informed opportunities for enhancing leadership, teaching, and learning. • Attended Walk-through Professional Development. • Attended the Central Alberta Leadership Meeting via Zoom. The focus was on data collection and provincial survey results. As well, we reviewed a documentary on resiliency and discussed digitization of student records. • Participated in the Provincial Assessment Think Tank, which involves creating assessment exemplars for K-4. • Supported the Family Support Liaison Worker meeting with a faith presentation on "Mental Health from a Catholic Perspective". • Assisted in preparing for the Classroom Walkthrough Session with Admin. • Continuous School Improvement Meetings at schools. • Further conversations regarding Before & After School Care and wages. • Creation of Admin Mobility doc.
Page 90 of 113 4. Visionary Leadership A superintendent engages with the school community in implementing a vision of a preferred future for student success, based on common values and beliefs.
• Met with Alberta Education Field Services to review legislated requirements of the Education Plan and Results Report. • Held Continuous School Improvement Meetings with schools, and discussed successes, challenges, and strategies for support. • Finalized the surveys to be administered. • Launched the STAR Division Surveys to Teachers, Support Staff, Students and Parents. • Ongoing meetings with Safety Officer re training & emergency preparedness. • February Admin meeting planning . • IT bi-weekly meeting with IT Manager. • Senior Admin Meetings. • Extended invitation to stakeholders for Calendar feedback for 2020/21. • Addressing employee concerns.
5. Leading Learning A superintendent establishes and sustains a learning culture in the school community that promotes ongoing critical reflection on practice, shared responsibility for student success and continuous improvement.
• Review of all school education plans with feedback and direction to post to school websites. • Collaborated with St. Anthony teacher and technology coach to link Tier 3 students’ alternate program with the grade 6 curriculum. • Provided Third Path training for Administration, Learning Support Facilitators, Family School Liaison Workers and lead teachers. The focus was on conditions #3 and #4 - Belonging and Positivity. • Provided a second SIVA Training - 15 staff members attended. • Created and presented Admin PD session on "Honoring the Intrinsic Value of Life." • Math PD at St. Anthonys’ - 7 sessions (individual grades for Teachers). The teachers decide what they want support with and a PD is tailored to this need. • Met with a principal to review 4 years of Math and Science PAT results in order to find patterns of areas for growth and develop strategies. • Worked on Math 10C, Math 20-1 and Math 20-2 keys for the Written Response and developed marking rubrics patterned on the Diploma Exams. • Math 10C and Math 20-1 common Marking day for the Written Response • Tiffanee Brown Presentation on Jan 31 - St. Ben’s, Notre Dame and ASAA attended. • Concept based Learning Workshop at St. Anthony’s. • Two days of Custodial training on Absence Entry System. • Continued work between HR and Finance re: Absence Entry System and Payroll.
Page 91 of 113 • Met with Outreach staff re: status of new building. • Planning of New Admin Mentorship March session.
6. Ensuring First Nations, Metis and Inuit Education for All Students A superintendent establishes the structures and provides the resources necessary for the school community to acquire and apply foundational knowledge about First Nations, Métis and Inuit for the benefit of all students.
• Arrangements for the Board sponsored parent to attend the First Nation, Metis and Inuit Gathering in Edmonton. • Worked with FNMI materials to create informational videos. • Meeting with teacher from HTA to review the high school FNMI Modules they have created. • Organized dancers and drummers for Father Lacombe Day.
7. School Authority Operations and Resources A superintendent directs school authority operations and strategically allocates resources in the interests of all students and in alignment with the school authority’s goals and priorities.
• Met with the Assistant Superintendent of HR/Tech and the Manager of Technology to discuss Information Security and Division safeguards. • Met with the Assistant Superintendent of HR/Tech and the Manager of Technology to discuss compliance with PASI and the associated contractual requirements. • Attended multiple Father Lacombe Design meetings. • In preparation for the upcoming budget, collected feedback and met as a sr. administration regarding school and division priority areas. • Solicited further feedback from school administration regarding the upcoming budget. • Attended and spoke at the Mother d’Youville grade 9 parent meeting. • Administrative Procedure review. • Working through Edmonton annexation parent communications. • Continued work on an upgraded student information system. • Communications – possible partnership for Beaumont high school. • Participated in Community Traumatic Events Systems meeting. Current supports and procedures were shared from Mental Health, Victims Services, RCMP, Family and Community Support Services, Evergreen Catholic, Black Gold Schools, and STAR Catholic. The meeting was to determine what was in place and what can we build on. • Attended the Central Alberta Regional Collaborative Services 0-6 Working Group. Finalized common language between ministries. • Continuation of leave requests conversations and approvals. • Report in response to custodial concerns. • Delivery of new Terms of Employment to support staff. • Participated in U of A Career Fair and follow up communications. • Year end committee meeting regarding Staff Development Fund.
Page 92 of 113 • Ongoing administration of Staff Development Fund. • Providing updates on the Absence Entry System to administration.
8. Supporting Effective Governance
A superintendent of schools as referred to in the School Act, as chief executive officer of the Board and chief education officer of the school authority, provides the Board with information, advice and support required for the fulfillment of its governance role, and reports to the Minister on all matters required of the superintendent as identified in the School Act and other provincial legislation.
• Prepared the agenda and updated Capital Plan documents in preparation for the Long-Range Planning meeting. • Met as a Central Office Emergency Operations Centre to review emergency protocols. • Facilitated and attended the tour and meeting with Minister LaGrange. • Facilitated Minister Wilson’s visit to Sacred Heart. • Provided information to the Board Chair for ASBA campaign. • Ordered RAP Brochures for the Board Chair. • Action Sheet items were completed as per the Board Meeting direction. • Poster for Wetaskiwin GrACE Group. • Edits to Policy 18, appendix, for the Policy Committee. • Approval of various communications i.e. Trustee column, Board Highlights. • Arrangements to schedule Development and Peace delegation for the Board meeting. • Facilitated student presentations to the Board. • Chaired the Learning Support Facilitator’s meeting. The focus was on Response to Intervention implementation and Individual Program Plans (IPP’s) fit into the Pathways of Intervention. Also reviewed the Educational Assistant handbook. • Facilitated the Family School Liaison Meeting. The meeting centered on reviewing current practices and creating a community resource of key contacts for each area. • Worked with Trustees on the School Council Handbook ad-hoc committee. • Visit from Minister LaGrange at ASAA.
~ Italicized items indicate select highlights of work delegated to, and completed by, Assistant Superintendents
Page 93 of 113 Page 94 of 113 Secretary-Treasurer Report February 19 2020
Supervisor Responsibilities Monthly status update meetings with Financial, Transportation and Facility Services.
Business Operations Management Activities related to budget 2020-21 Activities related to review and renewing contracts for the Division’s Student Information System Reviewed student record compliance audit results by Alberta Education, assisting with the coordination of meeting any deficiencies Annual meeting with Royal Bank of Canada regarding services and account changes
Financial and Risk Management Activities related to provision of insurance for the Division and obtaining rates in line with our risks. Participation in review of Central Office Roles for Emergency Response Plan Participation in review of financial reporting definitions with Alberta Education
Negotiations Activities related to changes affecting preferred employer contribution rates for EI
FOIP Coordination Reviewed changes to our Provincial PASI security agreement
Facilities Management Participation in Father Lacombe Design Meeting Update City of Lacombe on F. Lacombe timelines for decanting students
Transportation Management Activities related to securing an agreement with Edmonton Catholic regarding the annexation area and services to current STAR Catholic Families
Executive Secretary of the Board Participation in visit with Education Minister Reviewed annual list of records or destruction
Other Duties
ASBIE Board Meeting (1/2 day)
Page 95 of 113 Page 96 of 113
Subject: 2018 – 2019 Financial Reporting Profile Information √ Action
Background:
Alberta Education has been providing Boards with a School Jurisdiction Financial Reporting Profile (FRP) report (attached). This report enables boards to track fiscal changes within a jurisdiction over a period of five years and to compare the jurisdiction with the average of all jurisdictions in the province, as well as a cohort group of public and separate boards (attached).
Also provided are excerpts from the Audited Financial Statements, to reference where the figures used in the profile come from.
The following notes and charts have been provided to assist the Board’s review of the FRP, following ASBA’s Fiscal Accountability recommendations.
Adjusted Accumulated Surplus from Operations (ASO) to Expense Ratio: - This gives an over-all level of financial health of the jurisdiction, as well as providing a measure for unspent funds to be utilized in future years.
Calculated as : ASO / Total Expenses per day / 250 Operating Days
2018 - 2019 2017 - 2018 Unrestricted Operating Reserves $ 1,172,792 $ 1,517,074 Add: Restricted Operating Reserves 998,482 1,295,136 Less: SGF Reserves 628,845 630,687 Adjusted Accumulated Operating Surplus $ 1,542,429 $ 2,181,523
Total Expenses for 250 Operating Days $ 51,486,999 $ 49,489,717 Total Expenses per Operating Day $ 205,948 $ 197,959
ASO to Expense Ratio (based on 250 days) 7.5 days or 3.0% 11 days or 4.4% Unrestricted Operating Reserves 5.7 days or 2.3% 7.7 days or 3.1% Target 5 days or 2.0% 5 days or 2.0%
Page 97 of 113 Adjusted Accumulated Operating Surplus Percent of Expenses 10.0%
8.0% STAR 6.0% Provincial Average Provincial Median 4.0% Cohort Average 2.0% Cohort Median 0.0% 2014/2015 2015/2016 2016/2017 2017/2018 2018/2019
Adjusted ASO per student: - How much surplus per student? - Demonstrates the Board’s efforts at ensuring reserves are at appropriate levels - Calculated as: o Adjusted ASO / Total FTE Enrolled K – 12 o $ 1,542,429 / 4,106.0 = $ 376
Adjusted Accumulated Operating Surplus per Student 1,400 1,200 1,000 800 STAR 600 Provincial Average 400 Cohort Average 200 0 2014/2015 2015/2016 2016/2017 2017/2018 2018/2019
Adjusted AOS – days of operation: - Shows 7.49 days based on AOS which includes restricted operating reserves - Recommended benchmark by ASBA and ASBOA is 5 days or greater
Adjusted Accumulated Operating Surplus Equivalent Operational Days 30.00
20.00 STAR
10.00 Provincial Average Cohort Average 0.00 2014/2015 2015/2016 2016/2017 2017/2018 2018/2019
Page 98 of 113 Liquidity: - Current assets to current liability must be >1 - Larger the ratio, the greater the ability to fulfill financial obligations - Less chance of borrowing to meet obligations - Working Capital, Financial Assets less Liabilities net of Capital Support, per student adds a factor of comparability between jurisdictions
Liquidity: Current Ratio 3.00 2.50
2.00 STAR 1.50 Provincial Average 1.00 Cohort Average 0.50 0.00 2014/2015 2015/2016 2016/2017 2017/2018 2018/2019
Working Capital Per Student 2,000.00
1,500.00 STAR 1,000.00 Provincial Average 500.00 Cohort Average
0.00 2014/2015 2015/2016 2016/2017 2017/2018 2018/2019
Capital Assets: - The higher the %, the newer the assets - Net Book Value (NBV, cost less depreciation) of buildings or equipment divided by their purchase price
School Buildings NBV % of Cost 70.00%
65.00% STAR 60.00% Provincial Average 55.00% Cohort Average
50.00% 2014/2015 2015/2016 2016/2017 2017/2018 2018/2019
Page 99 of 113 Equipment & Vehicles NBV % of Cost 60.00% 50.00%
40.00% STAR 30.00% Provincial Average 20.00% Cohort Average 10.00% 0.00% 2014/2015 2015/2016 2016/2017 2017/2018 2018/2019
The report indicates that the Division is financially sound. It also indicates that in terms of our financial position, we have been consistent internally, and although the AOS has decreased from the previous year, we are below the provincial average, and significantly below the cohort of boards.
Our current ratio, which has remained close to provincial average, indicates we are financially healthy, and a consistent level of working capital on a per student basis.
With regards to capital assets, the percentages greater than 50%, are indicative of the relatively high proportion of new construction that we have undertaken, and this is mirrored in the Equipment and Vehicles measure. If the pace of new construction or even modernizations, slows, we should expect these percentages to decrease.
Page 100 of 113
POSITIVE PATH FORWARD 2019/20
In the spirit of Catholic education, and the advocacy thereof, the Board developed the following priorities for itself for 2019/20:
Priority Description A. Continue our focus on our Capital Planning needs and related advocacy
B. Strive to enhance connections within each community by participating in community events
C. Continue to embrace the GrACE initiative in supporting Catholic education reaching out to our entire community D. Become thoroughly familiar with the Education Act and its implications
E. Work collaboratively with provincial government to address a new Assurance Funding Framework
F. Explore the concept of a St. Thomas Aquinas Foundation
\\CO-SHARE066\Centraloffice_Shares\Coshares\Board\Board Self-Evaluation Process\2018-2019\Positive Path ForwardPage 2019 101-20.Docx of 113 Page 102 of 113 BOARD ANNUAL WORK PLAN
ST. THOMAS AQUINAS RCSSD WHEN WHAT
AUGUST ➢ Host and participate in Reflection Day ➢ Provide and submit ACSTA/ASBA appropriate award nominations ➢ Review financial support for Alberta School Council Association ➢ Develop an annual Trustee Faith Development Plan ➢ Schedule MLA Meetings SEPTEMBER ➢ Board members may attend Division Learning Day ➢ Conduct the Superintendent Evaluation and approve Superintendent Evaluation Report ➢ Conduct Board Self-Evaluation and approve Board Self Evaluation Report (and Positive Path Forward) ➢ (Election Year) Determine facilitators for Superintendent’s Evaluation and Board’s Self Evaluation for the following year ➢ Review and acknowledge School Council Annual Reports and send reminders if needed ➢ (Election Year) Start preparations for Catholic Education Sunday OCTOBER ➢ Review Alberta Education Accountability Pillar Summary and provincial standardized test results ➢ (Election year) Encourage new trustees to attend the ASBA and ACSTA Trustee Orientations ➢ Supper meeting with Archbishop, local clergy and pastoral associates ➢ Make preparations for Catholic Education Sunday ➢ Review ASBA & ACSTA Policy Regulation & Advocacy changes for Fall General Meeting ➢ (Election years) Finance and Policy Committees meet prior to December 15th ➢ (Non-election years) Finance and Policy Committees meet prior to October 15th ➢ Host dinner meeting with the Council of School Councils (COSC) ➢ Determine facilitators for Superintendent’s Evaluation and Board’s Self Evaluation for the following year NOVEMBER ➢ (Election year) Orientate new Board members ➢ (Election year) Hold organizational meeting ➢ Actively participate in Catholic Education Sunday – Trustee leadership role at local parishes ➢ Review and approve Combined Annual Education Results Report/Three Year Education Plan ➢ Final Board approval of Audited Financial Statement ➢ Review Audit Report and Management Letter to ensure quality indicators and Terms of Engagement have been met ➢ Attend ACSTA Fall AGM ➢ Attend ASBA Fall AGM ➢ Finalize format and location for Board Retreat ➢ Approve operating budget DECEMBER ➢ Schedule meeting with Sister Boards and Municipalities ➢ (Election year) Participate in scheduled school tours ➢ Review key evidence of budget expenditures on Board priorities ➢ Annual Insurance Report JANUARY ➢ Support Staff Terms of Employment Meeting Process begins (in applicable years) ➢ Approval of Auditors and Terms of Engagement for Renewal (in applicable years) ➢ Approve Three Year Education Plan Process and Timelines ➢ Registration opens for annual CCSTA spring conference ➢ Finalize Board Retreat agenda ➢ Toonies for Tuition Campaign discussion ➢ Board Budget Assumptions discussion FEBRUARY ➢ Review Alberta Education Audited Financial Statement Financial Profile ➢ Board Retreat ➢ 3YEP Community Consultation Day ➢ Finance Committee presents Budget Assumptions MARCH ➢ Edwin Parr Teacher Nomination ➢ Set the mandates for collective agreement negotiation (in applicable years) ➢ Approval of Capital Plan ➢ Review Division fees APRIL ➢ Review of draft budget Page 103 of 113
\\CO-SHARE066\Centraloffice_Shares\Coshares\Board\Calendars-Schedules\Annual Work Plan_2019-20.Doc BOARD ANNUAL WORK PLAN
ST. THOMAS AQUINAS RCSSD WHEN WHAT
➢ Setting of Board Priorities ➢ (Election year) Establish Trustee Orientation Ad Hoc Committee ➢ Approve Ward Calendars for upcoming school year ➢ Municipal Taxes Letter (copies for trustees to deliver to their parish in May) ➢ Local Trustee appeals to graduating students to make Toonies for Tuition donation MAY ➢ Approve ECS and Outreach Calendar(s) ➢ Review and set Trustee honorarium ➢ Approval of Division budget ➢ Review Alberta Education Accountability Pillar Summary, Faith Survey and OurSchool student engagement results ➢ Approve Support Staff Terms of Employment (in applicable years) ➢ Consider ACSTA & ASBA solicitation for policy resolutions ➢ Make arrangements to have a representative attend the Edwin Parr Banquet ➢ Submit copies of Capital Plan to Municipalities JUNE ➢ Attend Board recognition of staff gala (i.e. Long Service Awards) ➢ Attend ASBA Spring Conference ➢ (Non-election years) Hold organizational meeting ➢ (Non-election years) Review and edit Board meeting schedule ➢ Review and edit Board Annual Work Plan ON-GOING ➢ Monthly Board Meetings (except July) ➢ Committee Meetings ➢ Consistently and actively communicate the monthly Board Highlights ➢ (Election years) Examine position on opting in or out of the Alberta School Foundation (ASFF) and advise the Minister and local municipalities ➢ Determine public engagement initiatives ➢ Approve Locally Developed Courses if applicable ➢ Review Combined Three Year Education Plan/Annual Education Results Report (3YEP/AERR) compliance letter
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St. Thomas Aquinas Catholic Schools Board Calendar
Meeting/Event Time Location Date
Board Retreat 8:30 am Board Office February 14, 2020
Presentations to the Board 9:00 am Board Office February 19, 2020
Board Faith PD 10:00 am Board Office February 19, 2020
Regular Board Meeting 10:30 am Board Office February 19, 2020
Presentations to the Board 9:00 am Board Office March 18, 2020
Board Faith PD 10:00 am Board Office March 18, 2020
Regular Board Meeting 10:30 am Board Office March 18, 2020
Presentations to the Board 9:00 am Board Office April 16, 2020
Board Faith PD 10:00 am Board Office April 16, 2020
Regular Board Meeting 10:30 am Board Office April 16, 2020
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Policy 7 – Appendix B – Trustee Honoraria/Expense Schedule
1. Honoraria Effective January 1, 2019 Per Annum Board Chair $15,318.00 Vice-Chair $13,677.00 Trustees $12,749.00
2. Per Diem Allowance $105.00 Less than 4 hours Greater than 4 hours $211.00
3. Taxable Travel Time Allowance $248.00 Beaumont Electoral Subdivision Ward 2 Wetaskiwin $472.00 Ponoka Electoral Subdivision $914.00 Lacombe Electoral Subdivision $1,234.00 Ward 4 Drayton Valley $1,298.00
4. Meals Meals shall be reimbursed based on receipts provided. If receipts are not available, the following rates will apply: $10.00 Breakfast Lunch $15.00 Dinner $20.00
5. Mileage for all authorized activities for distances exceeding 10 kilometres one way at 90% of CCRA guidelines with no mileage cap. 5.1 Mileage from the Trustee’s home to Central Office and Return, regardless of purpose, is considered Taxable Mileage. All other mileage is non-taxable.
6. Chair’s Communications Allowance per article 12.4 shall be set to $50 per month.
St. Thomas Aquinas R.C.S.R.D. No. 38 September 2006 Board Policy Handbook Revised April 2019 Page 107 of 113 Page 108 of 113 TRUSTEE EXPENSE CLAIM FORM
Trustee Information
Name:______Ward:______
Trustee Signature: ______Date: ______
Expense Information Date Description Taxable Mileage Non Taxable Mileage Per Diem Other Meals (Taxable) (Hotel, Flights, Parking, Registration) KM Amount KM Amount ($0.52/KM) ($0.52/KM)
Totals *All expenses must be supported by original detailed receipts*
CENTRAL OFFICE USE ONLY:
INVOICE #
ACCOUNT CODE AMOUNT GST This information is collected and distributed in accordance with the Freedom of Information and Protection of Privacy (FOIP) Act, Sections 33(1) and 37. Your personal information will be protected as per Part 2 of the Act. For further information concerning the completion of the form please contact your FOIP GROSS TOTAL Coordinator at St. Thomas Aquinas Catholic Schools, 4906 – 50 Avenue, Leduc, Alberta, T9E 6W9. GST TOTAL Phone (780) 986-2500.
Page 109 of 113 Page 110 of 113 St. Thomas Aquinas Catholic Schools Action Sheet – February 19, 2020 ISSUE MEETING ACTION NEEDED ACTION BY STATUS DATE Budget January 15, 2020 • Contact Sister Boards regarding School and Superintendent Complete Transportation Fees • Determine the cost savings, per day, for the reduction of each instructional day. • Revisit at February Board Meeting 25th Anniversary January 15, 2020 • January 28th launch Superintendent Complete • Provide trustees with an updated timeline and details now that we have a timeline. Manager of • Video message – Chair / Superintendent, Communications profile St. Thomas Aquinas. Enquire and January 15, 2020 Board Chair, Local Trustee, Superintendent Superintendent Cancelled by make a formal Chair Jan 24 request for a delegation at a Beaumont council meeting Insurance Fees January 15, 2020 Send Trustee Tugwood a short synopsis for the Secretary-Treasurer Complete Minister’s meeting ASBA SGM January 15, 2020 Hotels Superintendent / Complete Executive Assistant May 31: Henry June 1: Sandra, Donna, Henry, Liz No: Sean, Michelle CCSTA Advocacy January 15, 2020 Send a letter to Paula Scott, for their February Manager of Complete Ottawa MP advocacy – Francophone, First Nations, Communications
Page 111 of 113 Immigration, Refugee Book the January 15, 2020 April 20th Superintendent Complete Archbishop Enquire with January 15, 2020 Check in to the possibility and cost Assistant Superintendent Complete Clare and David and Director of Faith Wells about Streaming
Page 112 of 113 Prayer of St. Thomas Aquinas
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