School Council Update #10
June 4, 2021

School Council Information
Thank You!

As the school year comes to a close, we would like to take a moment to thank all school councils for your ongoing commitment to the OCDSB community. This past year, councils have found new and creative ways to connect with their schools, support families, and create a sense of community amidst the challenges and changes of the pandemic. From delivering engaging online programming to sharing resources that support well-being, councils have played a central role in building the OCDSB Culture of Caring, Innovation and Social Responsibility. We are grateful for your contributions.

With the provincial vaccine rollout and OCDSB planning for the 2021-22 school year well underway, we look ahead to the summer and September with optimism. We hope you find some time this summer to pause, recharge, and reflect on the amazing work your school council has done and what you learned along the way.

This will be the last newsletter for this school year. We will start up again in September. Thank you for all your support, and we wish you a safe summer!
Reporting on your PRO Speaker Night

School councils who participated in this year’s PRO Grant Speaker Nights are asked to complete this short report on their night and to forward this feedback survey to the participants of the night. Included metrics help us report back to the Ministry on the use of PRO funds. 

School councils who chose to host their own Speaker Night and are seeking reimbursement for their speaker’s fee are asked to send the following information to myra.wells@ocdsb.ca at the earliest opportunity:

  • Speaker’s original invoice (requesting payment);
  • The receipt showing payment was made in full by the School Council to the Speaker (zero balance owing);
  • The school name, contact person and phone number; and
  • Please indicate if you bank with the school and funds could be transferred directly to your account via electronic funds transfer (EFT). If you do not bank with the school, you will receive a cheque, which will be mailed to the school. Cheques can only be made payable to the name on the school council bank account, not to individuals.  
2021-2022 Community Use of Schools Facility Requests

The online booking system, eBASE, is now open for school councils to submit permit requests for school activities for the 2021-2022 school year. Permit requests must be submitted by Friday June 18, 2021, after that time the software will be open to community users. All permit requests are entered through eBASE. Please make sure to use the eBASE calendar function to view all activities at your school. Included with this package is an eBASE external user guide.

Access to your eBASE account is accessible at the following link:

Cancellations may occur last minute due to the evolving COVID-19 situation.

Further information has been shared with School Council chairs, including school booking guidelines and school council FAQs for submitting Community Use of Schools Permit Requests.

If you have any questions regarding eBASE please contact Community Use of Schools at communityuse@ocdsb.ca or 613-596-8260.
School Council Year-end Report

It is never too early to start drafting your year-end report. Board Policy P.014.SCO School Councils requires school councils to prepare an annual report on the school council activities, including fundraising. Your report must be submitted to the school principal and the Policy Analyst by 31 October of each school year. Below are some points that could help you draft your report.

  • Your school council’s mission and vision 
  • Members of the school council 
  • Note from the Chair
  • Fundraising activities by the school council
  • Other activities by the school council
  • Spending plans of raised funds
  • Comments for the successor school council
School Council Year-End Financial Reporting

Your council may want to start drafting their financial report using this Google Form: https://forms.gle/xMWphjTA5Ri5fpSt6. The financial report must be submitted by September 17, 2021. Typically, school council’s financial reporting year ends on 31 July. However, the Google Form will allow you to select your fiscal year for the report. Please ensure the opening balance for this year matches the closing balance from the previous year’s report. The opening balance plus funds collected less funds spent equals the closing balance.

The Google Form will ask for the following information:

  • School Name
  • School Council Chair
  • School Council Banking Arrangements
  • Fiscal Year Date Range
  • Reconciled opening balance of all bank accounts, investments and cash on hand separate from the school on fiscal start date, i.e. August 1, 2020. (Please use reconciled opening balance instead of actual bank balance)
  • The gross amount collected in school council accounts separate from the school during the fiscal year, i.e. August 1, 2020 to July 31, 2021. (Please enter all funds collected within the fiscal year, including outstanding deposits; i.e. deposits dated within the fiscal year)
  • The amount spent in school council accounts separate from the school during the fiscal year, i.e. August 1, 2020 to July 31, 2021. (Please enter the amount spent within the fiscal year, including all uncleared cheques; i.e. cheques dated within the fiscal year)
  • Reconciled closing balance of all bank accounts, investments and cash on hand separate from the school on fiscal year-end, i.e. July 31, 2021. (Closing balance = opening balance + funds collected - funds spent and should match the reconciled closing balance as shown on your trial balance instead of the actual bank balance)
  • Portion of the above gross amount collected which was processed through the school’s School Cash Online program where the funds were transferred from the school to the school council bank account

In cases where the school council’s banking arrangements are administered by the school, it is not necessary to provide the financial details because the school council’s financial information will be reflected within the school’s financial report. Instead please use the form to identify your banking arrangements.
School Council Records and End of School Year Tasks
 
As the school year closes, many school councils are asking about how to manage their records. Records that contain financial information, such as those that pertain to School Generated Funds, are kept for the current year, plus 6 years. As such, financial records from the 2014/2015 school year can be destroyed. School Council meeting minutes are required to be maintained for the current school year, plus 5 years. Thus, the 2014/2015 minutes can also be destroyed. When destroying records, please be sure to shred anything which contains personal or sensitive information. If you have records for destruction, you can bring them to the school, boxed and clearly marked “school council records for shredding”.
 
Corporate Records welcomes questions with regard to document maintenance and can be reached through email at Corporate.Records@ocdsb.ca.
Elections of 2021-2022 School Council Members

The election of school council members must be held within 30 days of the start of the school year. The details about the election process are outlined in the School Council policy and in the School Council Elections procedure. The election of officers (Chair, Co-chair, Secretary, and Treasurer) happens after the members of council have been duly elected. Don't forget to review your school council constitution for specific provisions with respect to your school. Please send us an updated list of school council contact information after your elections.
Further School Council information and resources can be found on our website.
Board and Committee of the Whole Meetings
The next public Committee of the Whole meeting will be held on June 8th, 2021, from 7:00 p.m. to 10:30 p.m. Action and discussion items include: Review of Police Involvement in Schools, Practices in the Ottawa-Carleton District School Board; Examination of Elementary and Secondary Program Pathways and Achievement Outcomes; and COVID-19 update.

Watch the meeting live here.

Upcoming Committee Meetings: 


For a summary of our board meetings, read our Boardroom Newsbriefs here.
Resources for Families
COVID-19 Vaccine: Resources and Trusted Information

The COVID-19 vaccine is now available to everyone in Ontario aged 12 and above. You can book your appointment using the Ontario website. On our website, we have posted information about vaccines that provincial and health authorities have asked us to share. These links and resources provide helpful information for families who may have questions about vaccines. We encourage you to share this information with your parent networks and school community. Visit our website to view the resources.
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